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HomeMy WebLinkAbout11-378AUGUST 23, 2011 11 -378 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT/ UW- OSHKOSH AND OSHKOSH Y.M.C.A/ UTILIZE LEACH AMPHITHEATERAND RIVERSIDE PARK FOR THEIR OSHKOSH DRAGON BOAT RACE & FESTIVAL / SEPTEMBER 24, 2011 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to UW- Oshkosh and Oshkosh Y.M.C.A (Jeff Schneider) to utilize Leach Amphitheater /Riverside Park on Saturday, September 24, 2011, from 6:30 a.m. to 6:00 p.m. for their Oshkosh Dragon Boat Race and Festival for their in accordance with the municipal code and the attached application, with the following exceptions /conditions: BE IT FURTHER RESOLVED that as a condition of approval, the Event Organizer shall pay the City's actual costs for extraordinary services. Cost Estimates for Extraordinary Services Street Department Barricades / Signs ($80 - $85 preliminary estimate) JUL 13 2011 APPLICATION FOR SPECIAL EVENT PERMIT — FO �DO CLERK GENERAL EVENT INFORMATION ial Name of Special Event. Start Date: 1 End Date: L Briefly describe your event. Be sure to include the purpose of the event and all pl activities. J I)rr - ,a ( r) �Y�lj4 fnr - 1 iii t���t'( M � o C i .54, l� l I I1 EVENT SUN MON TUE WED THUR FRI SAT DATE SETUP TIME _ START TIME 0 - STOP TIME TEAR DOWN I CLEAN UP p COMPLETED 0 i Location of Event: k Estimated Attendance (daily & total): .!S tr(7 Number of Booths: Organization(s) Sponso E (includinn arlrlrP�SPSI 9,.M ;1 01 �)q&l I APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Primary Contact: Daytime Telephone. Cell Phone: -L-1 70 Fax: Q30 - q/ Email: 'i e , SC G Address City: Seconda Daytime Cell Phok Fax: 2 Email: r r� kl� r"►hr' i Address: City: Onsite Primary Contact: Cell phone: � Q-O Fax: - 4 G - Email: Address: 330 City: —� W41-3 R - 1-C yand State: tai 10 0 - Mm qt-) t9oe lot q p a c �. o �c Zip Code: State: Zip Code: Onsite Secondary Contact: La�,�{ Cell phone: 20 14 C" Q `{ 9 Fax: ) I qU L f - OO 0 u Email: ron�rnel C� (��OSh. ed u ClraQon act c @t- Luy "eC1 Address: City: NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. 7 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is Your event a: Festival / Music Concert ❑ Religious / Educational ❑ Rally/ Memorial ❑ Street/ Blo Parade / alk- a -Thon • March utilizing any Public Property • Public Assembly for Political Purpose • Sport Tournament (Fishing, Soccer, etc.) Other Ca �cz Acu, Location of event: Park or other public property Public street, sidewalk, alley, or right of way ❑ Private property Will you have Alcoholic beverages (Additional permit required from City Clerk) WFood & non - alcoholic beverages (Additional permit required from Health Dept.) Non -food related sales and /or display booths (No additional permits required) 3<Tent and /or Canopy (Additional permit required from Inspections Dept.) (Digger's Hotline must be contacted minimum of 3 days before digging) Generator(s) and /or additional electrical facilities (Additional permit required from Inspections Dept.) ❑ Fires or Candles (Additional permit required from Fire Dept.) ❑ Fireworks. (Additional permit required from Fire Dept.) ❑ Activities in a park outside of normal operating hours (Waiver required from City Council) Barricades (Approval from City Clerk's office if in right of way) N APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY . CLERK Amplified Sound ❑ Animals included or allowed in event (animals must be licensed and have proof of vaccination) Cooking Equipment (Fire Department approval required) We have made arrangements for: Restroom and hand washing facilities Solid waste and recycling services Event insurance Public safety & security / EMS services Electricity / Generators ,�t Fire extinguishers Advertising with banners or signs . ,2< Drinking water ❑ Grey water and grease removal Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY CLERK Emergency Medical Servic Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: Fire Protection Name of Provider: Contact Person / Telephone Number: Location of Provider at Event Site: _ Number of Fire Extinguishers: Location of fire access roads: Securit Name of Provider: t I,-- umber: Contact Person / Telephone Number: , Location of Provider at Event Site:. Location of Missing Persons Station: Event Parking Locations: 11 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Severe Weather Contingency Shelter Locati ns: 1 ear b 11,1 Idl c Have, you confirmed that e locations will be open and available? WhQ.*!Aeterngine if your event is canceled or held? Phone number: Public Safety Site Plan Provide a schematic drawing of the event site location. The drawing must be legible and drawn to scale. The public safety plan must include the following items if they will be provided, or if they are required. 1. Location of booths, stages, and event structures 2. Location of first aid stations 3. Location of information /ticket booths 4. Boundaries of the event 5. Location of fences 6. Location of exits and gates (gates must be numbered) 7. Location of Fire extinguishers 8. Location of severe weather shelters 9. Location of Fire / EMS access road 10. Location of security staff 11. Location of emergency contact event personnel 12. Location of assembly area and approximate occupant amounts 13. Location of event parking 14. Location of barricades 15. Location of generators 16. Location of temporary roadways 12 APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Other Yes No I/ I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (4�a9esa,3-,4 - 1 . 5) d 0 3- 1 ib I am enclosing the event's Public Safety Site Plan (see page-9) I am enclosing other information that I believe is necessary or helpful to describe the planned event SIGNATURE I am allowed to sign this application on behalf of the event sponsor. The information contained in this application for a Special Event permit is true, correct, and complete to the best of my knowledge. If there are any changes to the Special Event, I agree that I will promptly notify the City of Oshkosh of these changes and reque prova f them. daie (prin anization) �1-� GLV% dLe� VP 05 kkoxl i y �4 A Provide any other information that you feel should be considered APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY CONTINGENCY PLAN Event sponsors should review and consider the following issues when they are planning or preparing for an event. Many of these issues are required by one or more regulations, or are components of larger regulations. Considering other issues which may not be required should contribute to the planning and operation of the event. Developing responses to these questions should result in more productive and fruitful discussions with the various departments with the City during their review of the Special Event Application. Weather related issues: rain, snow, severe storms, tornadoes, etc. a. If the weather forecast includes bad weather, will the event be cancelled? If so, how will attendees be notified? b. Develop a plan for the sudden onset of severe weather. Where will the people go and who is designated to assist in their safe arrival at the safe refuge place? c. Is there an area of safe refuge in case of a tornado? 2. Medical Issues a. Where will ambulance access to the event be in case one is needed? b. Who will conduct crowd control in the event of a medical emergency? C. Will a first aid station, with trained first aid provider, be provided at the event? Where? d. If applicable, is there adequate shade to prevent heat stroke? Will water be provided? Where? 3. Crowd Control a. Who will monitor the barricades? b. Who will work the entry gates? Maintain egress and access? G. Who will patrol the area to prevent incidents from getting out of control? d. Develop a plan for those patrolling the crowd of what to do if they encounter unruly behavior. Have communications equipment. APPLICATION FOR SPECIAL EVENT PERMIT — FOR REVIEW ONLY 4. Security a. Will there be Police Officers providing security? If so, contact the Police Department for applicable requirements or guidelines relating to the number necessary. b. If volunteers or private agencies provide security, will they have appropriate phone numbers for EMS, Fire, and Police? c. If applicable, what will security officials do if non - paying attendees breach the gate or perimeter? d. If a complaint is received, for example, for loud music, how and who will handle the complaint? e. Provide communications equipment. Portable radios, cell phones, and access to land lines. f. If applicable, secure monies in an area not accessible to the attendees. 5. Event Logistics a. Where will there be, or will there be, a staging area for support staff? b. What time will the crowd be disbursed and by whom? c. Who will conduct clean up? d. Remember to maintain fire lanes and access roads. e. Appoint one person to oversee and take responsibility for the event. Who? f. Will an adequate amount of restroom facilities be provided? Where? g. Is there adequate safe parking provided? Where? Space Intentionally Left Blank APPLICATION FOR SPECIAL EVENT PERMIT- TO BE RETURNED TO CITY CLERK Name of Event: Location of Ever Date of Event: Lod- S cp Time the Event is to Open: Fsa - 6p , m , Sponsor of the Event: Estimated Attendance (daily and total): n I QQU Ememencv Contact Information: Name: c-e t � SC�1t1E' C�� Daytime Phone Number: q Zo /, 3 0 - ,?q3 R Cell Number: 9.2o -/7( . �3 R Name: Loutro r Daytime Phone Number: . Cell Number: Name: LcsC t Daytime Phone N ber: Cell Numbe : - (D Primary Location of Event Staff at Event Site: OnS J EmergencV Notification of the Public o The public will be notified of safety and /or security issues in the following manner: Special Event Public Safety and Security Plan SPECIAL EVENT INDEMNIFICATION AND HOLD HARML AGREEMENT (Medium and High Risk Events) EVENT: wl yns ORGANIZER: The event organizer agrees that it, and not the City, will be solely responsible for all incidents related to the event. This responsibility of the organizer to the City includes but is not limited to the actions of the event organizer, its officers, employees, agents, and volunteers, along with event vendors, contractors, subcontractors, participants, and visitors. In consideration for the City's approval of the Special Event, - tinc oskk ask 0 cr q FYI bod 6( , r J khrr the organizer of this event agrees to indemnify and hold harmless the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers, from, for, and against and agrees to defend the same from and against, any and all suits, claims, grievances, damages, costs, expenses, judgments and/or liabilities, including costs of defense and reasonable attorneys fees, and further agrees to pay any settlement entered into or on behalf of, or judgment entered against, the foregoing individuals and/or entities. The event organizer shall abide by the City's insurance requirements for the event, including the addition of the City of Oshkosh, and its officers, council members, agents, employees, and authorized volunteers as additional insured's for the event. The individual(s) signing this agreement has the authority to enter into this agreement on behalf of the organizer(s) of the Special Event. EVENT ORGANIZER (print name of organizer) 7LIV I i gnature) (title) (print name) (print title) 71( (d (sign (title) (print name) (print title f� (oo (cla,fa oshkosh,wi - Google Maps Page 1 of 1 0 Pr al 5�- T w � h (�'l�rri� /1�A h r,<4 c i4n, oshkosh,wi - Google Maps C 100.9te ma PS Address Oshkosh, WI Page 1 of 1 Get Google Maps GM on your phone Texrthe word "APS" '.4664 53 CL w N r. sot* / o z Y w, W L . o� O Q OG ° 0 V O C � o O s 0 z Y C � ca C O V ° H c 0 Y 7 O > C L O L ° c c o E �' c d v cO t^'0 aL E k2 o v o � ��$Q pL„t `aa mo 0 Sv Ldp` NY o m ?OOOaaa°¢vov°HHI -�x� 6 N m d' of ,O t� W O� O N M A u1 m �� C3 N N N N N N N N N M M M m M m m 3 E E O ` N to R V E V T ° y . 7 �n a •� U1 T y o = o u n a s O ° Y 0 a = 0 u � E c c 0 `n ° s' oY p °o�u L o E E a s y^ o c a� 0 0 0 O N O oY yi 0 t 0- O¢ c v m _ ° t ° ° v a °= c y E U d qrm V1 C a- Q_ Y 01 dl Z H N w= V v u g L U F E o v v o O O T 7 v V r x= Y -j �L Z Q Q Q Q m m m V -,j: t6 r OJ 6 r 4 r fi 4 c6 .II Qpod S N N r r A )■. �t 7 e / N �^ N o . s 61 Gd d � N N e u. R Iq t r C1 N 1 4 r m O )■. �t 7 e / N �^ N o . s 61 Gd d 0 W c c O u H yr off C C a, s c m 0 e u. R Iq t / O Q /a �c / IL / 0 W c c O u H yr off C C a, s c m 0 CITY OF OSHKOSH FILING FEE: $75.00 DEPT OF COMMUNITY DEVELOPMENT PAYABLE TO: 215 CHURCH AVE ROOM 204 CITY OF OSHKOSH C IH OSHKOSH WI 54901 ON THE WATER (920) 236 -5059 RETURN APPLICATION, SITE PLAN & FILING FEE TO ADDRESS NOTED ABOVE. TEMPORARY USE PERMIT Article III Administratio Section 30 -12 Date r �, Petitioner Petitioner's Address Signatu IL Owner (If Not Petitioner) Owner's Address Owner's Signature Print Name LOCATION OF PROPOSED ACTIVITY �. DESCRIBE PROPOSED ACTIVITY: (Gt ,i _ _ . 1fi In" V Ilai Phone ib5 Phone ( DA TE( S ) OF PROPOSED ACTIVITY: S q . /1 TO Note: Each submittal shall include a complete reproducible site plan, including but not limited to, all structures, parking, landscaping, lot lines, topographic lines, floodway and floodfringe lines, streets, and other manmade or natural features associated with the site, with a north arrow and scale, and distances noted therein. Approved Comments: Date Reviewed by: (1 copy to applicant; original filed in building permit file) 8/96; 112DO2; tempprmt (CITY USE ONLY) Denied Approved With Conditions Dept of Community Development Staff 41 Oshkosh Community Dragon Boat Race and Festival Safety and Medical Procedures The safety and security of all participants and spectators is the responsibility of all event volunteers. The Oshkosh YMCA and Theda Care volunteers will take the lead in responding to all land and water emergencies. The Oshkosh Fire Department will be informed of the event and will obviously be primary response should a catastrophic event occur. Safety Communication YMCA personnel charged with water and land safety will be outfitted with two -way radio communication as well as cell phones. This will include radios on both pontoon response boats, the Theda Care first aid tent and registration table. Safety and Response Equipment Theda Care will be providing an aid tent and all necessary equipment for minor medical emergencies and accidents. Two pontoon boats will be provided as emergency response /spotter boats in the event of an overturned boat and or distressed participant. One boat will be designated the primary response craft for critical emergencies. The YMCA will equip the pontoon boats with two certified lifeguards each. The head guard will be open water certified and will be placed on the primary response craft. The primary response craft will be equipped with a backboard and sufficient first aid supplies to handle minor medical emergencies. All guards will be equipped with proper rescue equipment. First Aid and Land Response Theda Care will provide first aid services via an aid station set up in the Leach Amphitheater. The Oshkosh Fire Department will respond as needed. Theda Care staff will be responsible for contacting the Fire Department should assistance be needed with a critical event. YMCA staff will provide back up assistance when needed. Volunteers should direct all medical needs to the Theda Care Aid Station or the registration table. Both are located in the Leach Amphitheater. Should a victim be unable to move to the aid station, volunteers should immediately contact the aid station or registration table for an off site response. Water Safety The pontoon spotter boats will respond to any overturned craft and will assist with getting participants out of the water. YMCA lifeguards positioned on rescue craft will actively scan race for any problems. The head guard will determine position of rescue craft and area of responsibility. Water response will be classified as one of three categories: Radio communications will use the following codes to determine the level of response. A. Code A= watercraft needs assistance: the closest support craft will respond to an overturned boat to assist participants out of the water. The second craft will continue race support services. B. Code I= distressed swimmer(active drowning) or medical situation: the closest support craft will respond. The YMCA lifeguards will take charge and enter the water to assist the participant and will determine the needed level of care. Should a participant have a medical condition while rowing, the steersmen will signal the closest rescue craft for response. YMCA lifeguards will take charge and determine level of care and response. The rescue craft will take victim ashore. C. Code Echo = missing participant/unconscious. This situation requires immediate suspension of all race activities. Steersmen should move all watercraft to the docks and remove all participants. Registration table will immediately call 911 and report missing/drowning victim. Both support craft will respond. The closest response craft will take up a position closest to the last sighting and begin active scanning activities(enter water if necessary). The second craft will take a position just down river /current from last sighting and begin active scanning activity. Head lifeguard is responsible for positioning rescue craft. Oshkosh Fire Department will take charge of recovery /rescue upon arrival. Safety and Security Elite Security will provide 2 security officers to help patrol the area and maintain safety and security for the event. Uniformed officers will patrol the area periodically throughout the event and respond as needed. Bad Weather Event organizers will determine when races should be cancelled/suspended due to bad weather. In the event of lightening all race activities will cease immediately and will not resume until 30 minutes after the last reported strike of lightening.