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Home My WebLink About12-32 JANUARY 24, 2012 12-32 RESOLUTION (CARRIED___5-1P_____LOST________LAID OVER________WITHDRAWN________) PURPOSE: APPROVAL OF SPECIAL EVENT / RACE THE LAKE / UTILIZE CITY STREETS & MENOMINEE PARK / AUGUST 19, 2012 INITIATED BY: CITY ADMINISTRATION NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that approval is granted to Midwest Sports Events (Ben West) to utilize City Streets (Main Street, New York Avenue, Menominee Drive, Murdock Avenue & Bowen Street) & Menominee Park on Sunday, August 19, 2012, from 6:00 a.m. to 8:30 a.m. for their Race the Lake event in accordance with the municipal code and the attached application, with the following exceptions/conditions: A. B. C. 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 Police Department – Staffing ($209 - $279 preliminary estimate) Street Department Barricades / Signs ($150 - $200 preliminary estimate) APPLICATION FOR SPECIAL EVENT PERMIT -- TO BE RETURNED TO CITY CLERK . GENERAL EVENT 1N E0RMAI10N Official Name of Special Event: Race the Lake Start Date: 08{1 End Date: 08/1 Briefly describe your event. Be sure to include the purpose of the event and all planned activities. Please see attached - A endix A EVENT SUN MON TUE DATE 08119112 SETUP TIME START TIME 6:00 a.m. STOP TIME 8:30 a.m. TEAR DOWN { CLEAN UP 90:00 a.m. COMPLETED Location of Event: Menominee Park and s attached intersec grid Estimated Attendance (daily & total): 2000 Booths: 0 WED THUR FRi I08118 Number of Organization(s) Sponsoring Event: Midwest Sports Events (including addresses) 2079 Lawr ence Dr, De Pere, WI 54195 JAN 9 2012 6 CITY C�CE APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Primary Contact: Ben West ( — °c '� Daytime Telephone: 920 - 338 -8741 1 <, , 1AC5 Cell Phone: 920 -544 -2414 Fax: 920 -338 -0879 Email: ben(cDmidwestsportsevents.com Address: 2079 Lawrence Dr. City: De Pere State: WI Zip Code: 54115 Secondary Contact: Gloria West Daytime Telephone: 920 -338 -8741 Cell Phone: 920 -562 -1885 Fax: 920 -338 -0879 Email: gloria (cbmidwestsportsevents.com Address: 2079 Lawrence Dr. City: De Pere State: WI Zip Code: 54115 Onsite Primary Contact: Ben West Cell phone: 920- 544 -2414 Fax: 920 -338 -0879 Email: benomidwestsportsevents.com Address: 2079 Lawrence Dr City: De Pere State: WI Zip Code: 54115 Onsite Secondary Contact: Bob Poeschl Cell phone: 920- 236 -9230 Fax: Email: _bob @arcwinnebago.com Address:115 Washington Ave, Ste. A City: Oshkosh State: WI Zip Code: 54901 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: • Festival / Music Concert • Religious / Educational • Rally / Memorial • Street / Block Party • Parade { Fun Run / Walk -a -Thou • March utilizing any Public Property • Public Assembly for Political Purpose x Sport Tournament (Fishing, Soccer, etc.) D Other Location of event: X Park or other public property m Public street, sidewalk, alley, or right of way u Private property Will you have o Alcoholic beverages (Additional permit required from City Clerk) x Food & non - alcoholic beverages (Additional permit required from Health Dept.) o Non -food related sales and /or display booths (No additional permits required) X. 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.) o 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 (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 I EMS services ❑ Electricity I Generators Q Fire extinguishers ❑ Advertising with banners or signs M Drinking water ❑ Grey water and grease removal X Weather contingencies ❑ LP Gas o Tent Heating Space Intentionally Left Blank E APPLICATION FOR SPECIAL EVENT PERMIT— TO BE RETURNED TO CITY CLERK Sp ecial Event Public Safety and Security Plan Name of Event: Race the Lake Location of Event: Menominee Park and see attached intersection grid Date of Event: 08119/2012 Time the Event is to Open: 6:00 a.m. Sponsor of the Event: Midwest Sports Events Estimated Attendance (daily and total): 2000 Emer ency Contact Information: Name: Ben West Daytime Phone Number: 920- 338 -8741 Cell Number: 920- 544 -2414 Name: Gloria West Daytime Phone Number: 920 -338 -874 Cell Number: 920 - 562 -1885 Name: Jamie Stockwell Daytime Phone Number: 920-338 -87 Cell Number: 920 - 851 -6163 Primary Location of Event Staff at Event Site: Menominee Park EmeLgency Notification .of the Public The public will be notified of safety and/or security issues in the following manner: Local ARES will be placed along the course and will notify the public of any safety or security issues during the event. 10 APPLICATION FOR SPECIAL EVENT PERMIT — TO BE RETURNED TO CITY CLERK Emergency Medical Services Name of Provider: Cit of Oshkosh Eire De artmen Contact Person I Telephone Number: BC J. Austad1920- 236 -52 Location of Provider at Event Site: 101 Court St. Fire Protection Name of Provider: Cit of Oshkosh Fire Department Contact Person I Telephone Number: Lt B. Bending/920-236-5242 Location of Provider at Event Site: 101 Court St. Number of Fire Extinguishers: Location of fire access roads: Securit Name of Provider: N/A Contact Person /Telephone Number: Location of Provider at Event Site:. Location of Missing Persons Station: Event Parking Locations: 11 APPLICATION FOR SPECIAL EVE PE — TO BE RETURNED TO CITY CLEK Severe Weather Contin enc Shelter Locations: Shelters at Menominee Park Have you confirmed that the locations will be open and available? Yes Who will determine if your event is canceled or held? Phone number: Gloria Test 920- 562 -1885 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 I 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 I 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 16. Location of generators 16. Location of temporary roadways 12 APPLICATION FO PER MIT TO B RETURNED TO CITY CLERK Other Provide any other information that you feel should be considered Yes No X I have reviewed and have considered the Contingency Plan information provided by the City of Oshkosh along with this application (pages_�lr X I have reviewed and understand the City's Insurance requirements for Special Events as described in this document (pages 4, an i X i am enclosing the event's Public Safety Site Plan (see page X 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, es to the and complete to the best of my knowledge. there the City of Oshkosh of these Special Event, I agree that I them. promptly notify changes a d request approval Date (print name) W (print title with organization) 13 APPLICATION FOR SPECIAL EVENT PERMIT -- FOR REVIEW ONLY CONTINGENCY PLAN issues when Event sponsors should review and consider following are required they are planning or preparing for an ev ent Many of thee by one or more regulations, orlr�ecomponents ul�edrgsho� lid contribute to the Considering other issues which Y planning and operation of the event. DevelopiS g r � o se es s hould result in more productive and fruitful d departments with the City during their review of the Special Event Application. 1. 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 . l the b. Develop a plan for the sudden onset a ssist t er e a st vat at h safe people go and who is designated to a refuge place? c. is there an area of safe refuge in case of a tornado? 2. Medical issues is a. Where will ambulance access to the ev b of a in rise on emerge c b Who will conduct crowd control in the e e 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 #or those patroiin Have communications equipment, they encounter unruly behavior. 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 Left Blank 15 SPECIAL EVENT INDEMNIFICATION AND HOLD HARMLESS AGREEMENT (Medium and High Risk Events) EVENT: ORGANIZER: Race the Lake Midwest Sports Events 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 Race the Lake 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 attd 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 fin 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 Ben West & Gloria West _ (print name of organizer) 01104/2012 (date) '` —� 'c-2. �c1•r (signature) (title) (print name) (print title) (date) (signature} (title) 17 (print name) (print title) Appendix A "Race Sunday, August 19 Lakeside Park 158 E. Harbor View Dr. Fond du Lac Lake Winnebago...One of the largest inland lakes in the United States and the most popular lake in Wisconsin will be the 90 mile course for the event. This is the LONGEST timed, all citizen bike race In the United States. Yes, and we mean all abilities. You just have to sustain a 12.7 mile per hour pace. We welcome the blending of all cycling lovers, including the professional, triathlete, tandem, recumbent, and recreational cyclist. The 5th annual one -of -a -kind 90 mile bike event travels along the Lake Winnebago shoreline; starting and finishing in Fond du Lac, Wisconsin. This event is designed to challenge the recreational cyclist and simultaneously Incorporate a timed event for the professional cyclist. Proceeds from the event benefit the Abilities Resource Center (ARC) of Fond du Lac, Winnebago County and the Fox Cities SCHEDULE OF EVENTS Sat., Aug. 18 W Lakeside Park - 158 E. Harbor Dr., Fond du Lac 11 am -5 pm - Registration & Packet Pick -Up Sun., Aug. 19 - Lakeside Park - 158 E. Harbor Dr., Fond du Lac 4:45 a.m. - S:30 a.m. - Packet Pick -Up and Registration at Start 5:50 a.m. - Race START 52 W. Scott St. (one block from finish) 6:30 a.m. - Shuttle leaves from start to relay point 10:30 a.m. - Shuttle returns from relay point 2:00 p.m. - Course closes DISTANCE 90 Miles The course will stage the dramatic start at 52 W. Scott Street in Fond du Lac. The journey begins by heading north hugging the west side of Lake Winnebago and traveling through Oshkosh, Neenah, Menasha, Appleton and to the half way point at Nigh Cliff State Park. Riders then take the east shoreline'of Lake Winnebago - taking in lots of greenery, the mammoth blue lake and fresh country air. The course goes through Calumetville, Marytown, and St. Peter, and finishes at Lakeside Park (158 E. Harbor Drive) in Fond du Lac. ailha r r , e ' 07 RJ 11�.. tz 41 { 41 34.1 MR �] 4K t te r' a t Y�� p _12011 COU 1 A �g�` � t � � � {� - •i��t�t��T.�s � �E`��'�� -ra _ � �-�' -�. L- r,�.€3 �. � _� Comm � � Q Rate Oshkosh 5 §� Ciro PP Z est. 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