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HomeMy WebLinkAbout11-408SEPTEMBER 13, 2011 11 -408 RESOLUTION (CARRIED 6 -0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVAL OF SPECIAL EVENT / ST. RAPHAEL CATHOLIC CHURCH / UTILIZE CITY STREETS FOR THEIR ST. RAPHAEL PARISH FALL HARVEST FESTIVAL 5K WALK RUN / 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 St. Raphael; Catholic Church (Jeff Thorkildsen) to utilize city streets: Westhaven Drive, Viking Place, Maricopa Drive, Westhaven Circle, Cumberland Trail, Greenfield Trail, Abbey Avenue (alternate route 1: Westhaven Drive, Maricopa Drive, Deerfield Drive, Cumberland Trail, Greenfield Trail Abbey Avenue; alternate route 2: Westhaven Drive, Viking Place, Thornton Drive, Allerton Drive, Covington Drive, Cumberland Trail, Greenfield Trail, Abbey Avenue) on Sunday, September 24, 2011 from 3:00 p.m. to 4:00 p.m. for their St. Raphael Parish Fall Harvest Festival — 5K Walk / Run 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 Division — Barricades ($20 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK GENERAL EVENT INFORMATION Official Name of Special Eve `.V Ik 0w- /� o v Start Date: T, 2 !Y , 70 %/ End Date: Briefly describe your event. Be sure to include the purpose of the event and all planned activities. Z114 .mr— it ;y0 EVENT DATE SUN MON TUE WED THUR FRI SAT SETUP TIME /✓boot) START TIME FPM STOP TIME c�10M TEAR DOWN I CLEAN UP COMPLETED �M Location of Event: .Po �(/� vr� warp GrJ�� k-- - Estimated Attenda e (daily & total): �S�L7 �sT Number of o Boths K/ � — !s 1s 7A,9-r1cw 47 Organization(s) Spon ,� oring Event: -ST At (including addresses) [E�C� IE � W F ' D AUG 10 2011 ITY CLERK'S OFFICE APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Primary Contact: L �Wj Daytime Telephone: Cell Phone: Q 2 x/30 ;a,� Fax: ZO - Email: J'6W, -g 5 Address: City: S ,O,Pl klF State: Grl.Z7 Zip Code: Secondary Contact: Daytime Telephone: Cell Phone: 4- Fax: qZO -? Email: -TXSS / 44 44rf -5 l C- /L - 0 Address: 8/Z ycWAAL* SSY ST��7 City: State: 4� Zip Code: Onsite Primary Contact: J25f� ��AL�([�SJ Cell phone: Fax: 5' Email: Address: City: State: Zip Code: Onsite Secondary Contact: T E/!1 ��,titl1 t�„ffl!'fI 1�. Cell phone: Fax: S OrJ� Email: Address: City: _ State: Zip Code: NOTE Either the primary or secondary onsite contact must be present onsite at all times during the event. APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK SPECIAL EVENT CHECKLIST (please check all boxes that apply) Is your event a: fg c �- �( Festival / Religious / ❑ Rally / Memorial ❑ Street / Blo art Parade Fun Run Walk- a -Thon ❑ March utilizing any Public Property ❑ Public Assembly for Political Purpose ❑ Sport Tournament (Fishing, Soccer, etc.) ❑ Other 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) ❑ Food & non- alcoholic beverages (Additional permit required from Health Dept.) ❑ Non -food related sales and /or display booths (No additional permits required) • 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) APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK ❑ Amplified Sound ( Animals included or allowed in event 4� �F�.s•S�F�4 (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 X Event insurance • Public safety & security / EMS services • Electricity / Generators ❑ Fire extinguishers A Advertising with banners or signs • Drinking water • Grey water and grease removal ❑ Weather contingencies ❑ LP Gas ❑ Tent Heating Space Intentionally Left Blank G APPLICATION FOR SPECIAL EVENT PERMIT - TO BE RETURNED TO CITY CLERK Special Event Public Safety and Security Plan Name of Event: i7, I &A, WOJ- 0-1-1 -- IIi4 AJOA -i Location of Event: Date of Event: S �i� rye ;: �( 2�01 Time the Event is to Open: Sponsor of the Event: ,�� 05 z gaff Estimated Attendance (daily and total): 15z Emergency Contact Information: Name: ,7e AWY f" 144 �A7RR - Daytime Phone Number: 9z0- z3/ - -17s3 Cell Number: Name: qei9 Daytime Phone Number: Cell Number: p z —3 &'/30 Name: Daytime Phone Number: Cell Number: Primary Location of Event Staff at Event Site: - "�O� 7�4-dGe- Dti AW /pry 4 .pac*w— Emergency Notification of the Public The public will be notified of safety and /or security issues in the following manner: 10 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: & 4-- m — Contact Person / Telephone Number: Location of Provider at Event Site: �� —C�4 Fire Protection Name of Provider: We 4"g 4R,- Contact Contact Person 1 Telephone Number: Location of Provider at Event Site: Number of Fire Extinguishers: Location of fire access roads: Security Name of Provider: �.r/E 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 Locations: Have you confirmed that the locations will be open and available? - io will determine if your event is canceled or held? Phone number: jF� 7,�soe �u�DS P p Z33 of 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 Provide any other information that you feel should be considered Yes No I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this / application (pages 11, 12) t/ I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 13, 14, and 15) I am enclosing the event's Public Safety Site Plan (see page 9) y 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 request approval of them. .� � — ���P errs M/Nq Date (print name) (print title with orga ization) �7/ELO�/YIfiJ% 7 1� 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? C. 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. 14 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 Leff Blank 1 r, SPECIAL EVENT INDEMNIFICATION AND HOLD HARMLESS AGREEMENT (Medium and High Risk Events) EVENT: ST ft- �Q� y14CG �i�r/,E'G'h �6� il�Fl�T % /!�J¢L 5 ��� -L /� ORG ANIZER : � y/`�D�/� /G,G�'� �/S /40 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, - o — r oo i PAf-t-L 4--/Am 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 �TL � �iSLOR �c i� DS€.tJ (print name of organizer) Z tJ // (date) (signature) (title) ,4&�o Z 0 / (date) (signature) (title) J gi r - �� my :*Toys- -e>4Aw (print name) (print title) (print name) (print title) j!P .1:,17i�l September 24 & 25, 2011 Saturday, September 24, 2011 Festival Hours: 3:00 pm - 7:00 pm 5k Walk/Run (Registration starts at 2:00 pm) 5:00 pm Polka Mass 3:00 - 7:00 pm Chili Dinner Sunday, September 25, 2011 Festival Hours: 8:00 am - 2:30 pm Harvest Pancake Breakfast and Topping Bar 8:00 am -11:00 am Soup Contest & Tasting - Vote for your favorite soup! 11:00 am - 2:00 pm Kids activities Coloring Contest, Pumpkin Decorating Contest Face Painting, Cookie Decorating Prizes Awarded at 2:30 pm Main Raffle Drawing Winner Announced Basket Raffle Winners Soup Contest Winners Event ends after all winners have been announced For more information - www.raphael.org 11rourie [n Not Ap* Oft f rr �� � r � 1 n ) AWO St. Raphael Fall Harvest Festival Sept. 24th & 25th 7' R ph I Ru a ae s n Dogs welcome! Must be leashed and well- behaved. 5K Walk /Run /Skate on Saturday Join our Group! Raphael's Run Oshkosh, WI FREE t -shirt to all registrants before Sept 4th! Run at ti:oo p.m. Registration begins at 2:00 P.M. on the afternoon of Saturday, September 24th. The Course A loop through Westhaven beginning at St. Raphael's Parish. Name: Address: City: State: Zip: Phone: Consent and Liability Waiver I know that running /walking and skating a road race is a potentially hazardous activity. I should not enter and participate unless I am medically able and properly trained. I agree to abide by any decision of a race official relative to my ability to safely complete the event. I assume all risks associated with participating in this event, including, but not limited to falls, contact with other participants, effects of weather including heat and /or humidity, traffic and conditions of course roads. All of these risks are known and appreciated by me. Having read this waiver and knowing these facts, and in consideration of your accepting my entry, I for myself and anyone entitled to act on my behalf, waive claims or liabilities of any kind arising out of my participation in this event. Signature: Registration Entry Fee: $10 before Sept 4th $15 after (Please note we cannot guarantee you a t -shirt if registration is received after Sept 4.) Information For more information, email RaphaelsRun @ gmail. com T -Shirt Size (Adult): S M L XL Please Circle Choice Date: Detach and mail this form and payment to: St. Raphael Church 830 Westhaven Drive Oshkosh, WI 54904 5k Walk — Run Route • Starts at Westhaven Drive at entrance to church parking lot( 830 Westhaven Drive) • South on Westhaven Drive (across west Ninth Ave.) to Viking Place • Right on Viking Place to Maricopa Drive • Left on Maricopa Drive to Westhaven Drive • . Right on Westhaven Drive to Westhaven Circle •R'``te on Westhaven Circle to Maricopa Drive • Left on Maricopa Drive to Cumberland Trail • Right on Cumberland Trail to Greenfield Trail • Left on Greenfield Trail to Abbey Avenue • Left on Abbey Avenue to Westhaven Drive • Left on Westhaven Drive to the finish line at St. Raphael Church 5K R R t. 0 I Google Maps A. Menominee Park Zoo 216 Church Avenue, Oshkosh, WI (920) 236 -5082 2 reviews Page 1 of 1 Get Csoogle #=#664 T-tft S* Ztt'%ac SK 3.31 M;tts Y" If 1 / ml 1 A . - n 1 t t t o /1 + 0 1 n In 1- 1 Y Google Maps Gouglemaps Page I of I ,j7fo gl � e Maps T, ..t ., :d - G S MAP 3. � �1 M�►t S