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2011 Ragnar RelayVILLAGE ADMINISTRATIVE TEMPORARY USE PERMIT Human Movement Management, Applicant, is hereby granted an Administrative Temporary Use Permit for a Special Event being staged from Town Park and up the Rim Trail to the Fanny Hill outdoor venue (see attached Relay Maps) as the following activity: SNOWMASS VILLAGE COLORADO RELAY LEGS 29 -30 A 195 -MILE TRAIL RUNNING TEAM RELAY RACE BRECKENRIDGE TO SNOWMASS VILLAGE Applicant has complied with the procedures as specified in Section 16A -5 -260 of the Town of Snowmass Village Municipal Code "Municipal Code This administrative approval is for the period stated above and subject to the Conditions, Application /Operations Plan and Route Map attached hereto. CC: Town Council via Town Manager Town Attorney Town Clerk Police Department Snowmass Wildcat Fire Protection District Transportation Department Public Works Department Roads Department Solid Waste and Recycle Department Public Relations Snowmass Tourism Office SATURDAY, AUGUST 27, 2011 Town of Planni Chris C. Conrad Planning Director ss Village ADMINISTRATIVE TEMPORARY USE PERMIT CONDITIONS OF PERMIT ISSUANCE COLORADO RELAY AUGUST 27, 2011 A. Contacts, Location, Hours of Operation and Attendance 1. Human Movement Management is the organizer of this team relay running event. The primary contacts are: Tony Landon, Race Director, Cell: 612 387 -9258 David Janowiec, Finish Line Expo Captain, Cell: 970 389 -0310 Jeff Suffolk, Sponsorships, Cell: 720 255 -5475 2. The 14 Annual Colorado Relay is a 2 -day team relay event that begins in Breckenridge on Friday with runners and teams /participants arriving in Snowmass Village on Saturday, August 27. Runners enter in Snowmass Village at Town Park from the Brush Creek Trail; racers then continue up the Rim Trail before descending onto Upper Brush Creek Road and through the Snowmass Mall to the Finish -line at the Fanny Hill outdoor venue. 3. The event schedule is outlined below: Friday, August 26 10:00 PM: Set -up on Fanny Hill begins on with event staff; Saturday, August 27 6:00 AM -8:00 AM: Vendors /sponsors arrive, event staff assists; 6:00 AM -4:00 PM: Relay teams arrive at Finish -line on Fanny Hill; Sunday, August 28 9:00 AM -11:00 AM: Awards Ceremony at Fanny Hill stage; 11:00 AM -2:00 PM: Vendors break -down and load -out; and 2:00 PM -4:00 PM: Event staff /volunteers complete clean -up. Attached are: Application /Operations Plan, Attachment 1 and Relay Map -Legs 29 30, Exhibit A. 4. This team relay race includes 200 runners /racers on- course, 100 -200 volunteers and 6 staff with an expectation of drawing approximately 2,000 participants /spectators to Snowmass Village. The event benefits Outward Bound and First Descents. B. Authorization and Licenses 1. The use of any privately owned property, including the location of any vehicles, equipment or materials within said property, is not authorized without the express written approval of the landowner. Any requirements imposed by the property owner(s) with respect to that part of this event being conducted on their property must be satisfied. 2. For the Rim Trail (Leg 30) segment of the race, only one (1) runner per relay team is allowed to be on- course. Team members may join their racer at the Mall entrance and run together as a team to the Finish -line on Fanny Hill. 3. All necessary U.S. Forest Service approvals or permits shall be obtained prior to the commencement of the event. Colorado Relay Temporary Use Permit -2011 Page 2 of 6 4. Amplified public announcements and /or music may be played at reasonable volumes within the Fanny Hill outdoor venue during the relay race on Saturday and at the awards ceremony on Sunday. 5. No vehicles are permitted on the ski slopes without the express authorization of the Aspen Skiing Company. Access to the mountain and Fanny Hill shall be controlled by the Applicant. 6. Any vendors selling merchandise must obtain a Town Vendor's License from the Town Clerk's Office (923 -3777) prior to the event. The license must be visible and on display at each booth for the duration of the event. 7. No on -site food preparation, ovemight food storage, alcoholic beverage service or VIP lounges are permitted as part of this special event. C. General Conditions 1. Applicant is responsible for full and complete compliance with all applicable Federal, State and Local laws and regulations in the production and management of this event. 2. Applicant is to adequately staff and supervise the event to ensure compliance with the terms and conditions of this permit and conformance with the Operations Plan/ Racecourse Map (see Attachment 1 /Exhibit A). 3. Applicant shall adequately inform the surrounding property owners and trail users at least forty -eight (48) hours prior to the special event that this temporary use requires outdoor sound amplification or activities that may prove to be disruptive in nature. 4. Applicant shall promptly notify the Town Planning Department (923 -5524) of any additions, modifications or amendments to this permit or proposed use of the subject property. Any such changes should not be in conflict with the findings and review standards relative to this permit and are not permitted without written approval of the landowner(s) and Town Manager or designees. 5. Should the Applicant or Town receive any complaint arising from this event, Applicant shall exhibit due diligence in attempting to resolve the problem. Failure by the Applicant to demonstrate that reasonable efforts were made to resolve a significant majority of any such complaints shall be cause for modification or termination of this permit. 6. No penetrations or marking of concrete, asphalt or other surfaces within the Town roadways, parking lots or parks shall be permitted without the express authority of the Town Public Works Director (923 -5110) or designee. 7. The event shall not generate debris, excessive noise, traffic, or congestion that will adversely or unreasonably affect surrounding businesses and lodging operations or residences. 8. Applicant is to coordinate with the property owners and Town regarding the event schedule, set up, take down, clean up and any maintenance /repair. Set -up begins on Friday, August 26 at 10:00 PM and break- down /clean -up occurs from 11:00 AM- 4:00 PM on Sunday, August 28. Colorado Relay Temporary Use Permit -2011 Page 3 of 6 D. Police and Fire Departments 1. All requirements of the Snowmass Village Police Chief (923 -5330) and Snowmass- Wildcat Fire District Chief (923 -2212) or designees, whether imposed prior to or during this event, must be satisfied and shall be considered conditions of this permit. 2. The Town is not responsible for providing security or traffic control at this event. One (1) private security officer is to be on duty at the Fanny Hill venue on Saturday, August 27 from 10:00 AM -5:00 PM. 3. No chairs, tables, benches, platforms, booths, tents, canopies, vehicles, equipment or other material of any kind shall be permitted within established fire lanes (24' -0" minimum width and 13' -6" minimum height clearance) without express authorization of the Snowmass Wildcat Fire Chief or designee, who must approve all structure locations prior to the commencement of any event. 4. A tent permit or approval of the Fire Chief must be obtained prior to the event for any tents or canopies. Existing facilities should be checked to ensure there are adequate exits and all other life /safety requirements are addressed. E. Public Safety and Health 1. All runners are to be equipped with adequate hydration, all- weather gear and a route map of the leg they are running. Every team is to have two (2) vehicles and each with a medical kit. 2. Applicant shall provide adequate marshaling personnel with reflective safety vests at all trail and roadway crossings to direct racers /runners and to warn and safely control vehicular traffic. 3. Temporary signage alerting motorists that a race is in progress shall be posted in team vehicles and along roadways with trail crossings and /or runners. Temporary signage is also to be placed at all trailheads leading onto the Rim Trail to warn mountain bikers, hikers and others that a relay race is in progress and runners are on the trail. 4. Emergency services are to be summoned by dialing 911 (see Condition D.1. above). There is to be radio /cell phone communication among volunteers at all aid stations; an Aid Station is to be located at Town Park /Rodeo area. 5. A trained 5- person Mountain Bike Crew is to accompany the runners and perform a "sweep" of the race course, especially the more remote /mountainous sections, to ensure the safety of all participants. 6. An appropriate number of porta- potties are to be located near the finish area on Fanny Hill for spectators and participants. Additional public restrooms may be available within the Snowmass Mall and Town Park area. F. Parking, Transportation and Signage 1. Event parking may be provided, depending on availability, in the Numbered Village Lots, excluding the timed and permit lots, and Base Village garage. Colorado Relay Temporary Use Permit -2011 Page 4 of 6 2. Regular Town shuttle and RFTA bus service routes /schedules are adequate to service this special event. No supplemental transit service is required. 3. Any Variable Message Signs (VMS) and /or temporary directional /cautionary signage for the event needs prior approval by the Town Police (923 -5330) and Roads Department (923 -5110) to ensure the signs meet the Town's requirements and are properly located. 4. No parking is allowed along Carriageway Way, Brush Creek Road or other Town roads. Parking along roadways, in private parking Tots or non designated parking areas may result in the ticketing or towing of vehicles. Applicant must closely monitor arrivals to ensure that vehicles are not parked, even temporarily, within any of these areas. 5. No vehicles or trailers are permitted on any ski slopes without the express written authorization of the Aspen Skiing Company. G. Animal Services, Trash and Clean Up 1. All requirements of the Town Animal Services (923- 5330), whether imposed prior to or during this event, must be satisfied and are considered conditions of this permit. 2. Solid waste /recycling collection and removal shall be coordinated with the Town Solid Waste and Recycle Department (923 -5110) or an appropriate private company. 3. Trash /recycle receptacles are to be placed throughout the Fanny Hill Finish area and at the Aid Station as needed and emptied when full. Trash that is collected shall be deposited into Wildlife Resistant Refuse Containers* or deposited into a dumpster that is removed to an appropriate disposal site at the end of the event. Outdoor special event sites must be kept free from the accumulation of refuse edible by wildlife. Wildlife Resistant Refuse Container means a fully enclosed metal container with a metal lid. The lid must have a latching mechanism that prevents access to the contents by wildlife. Wildlife Resistant Refuse Containers must be approved by the Police Chief and Public Works Director. 4. No person shall knowingly leave or store any refuse, food product, pet food, grain or salt in a manner that would constitute a lure, attraction or enticement of wildlife. Failure to comply with these provisions may result in penalties pursuant to Municipal Code Section 7 -161, Penalty assessment. 5. All affected areas are to be cleaned -up and restored to their pre -event condition promptly at the conclusion of the race and award ceremonies. Any temporary signage shall also be removed in a timely manner. 6. Any damaged property, improvements, vegetation, landscaping or other material shall be repaired or replaced at the event organizer and /or Applicant's expense, to the satisfaction of the land or property owner, within fourteen (14) days of the event unless other arrangements are made. Town property shall be restored or replaced to the satisfaction of the Town Manager or designee. Colorado Relay Temporary Use Permit -2011 Page 5 of 6 H. Insurance and Liability 1. At all times during the term of this permit, the Applicant shall maintain in full force and effect a comprehensive public liability insurance policy. The amount of insurance and extent of coverage shall be established by the property owners whose land is being used for the relay race event. If at any time during the term of this permit the Applicant's insurance coverage lapses, is canceled or suspended, this permit shall automatically terminate and the Applicant shall cease operations hereunder (Certificate of Insurance on file with Town Planning Department). 2. Applicant agrees to indemnify and hold the Town harmless from all cost, loss, damage, expenses (including attorney and expert fees) and claim of liability of any and every kind (collectively "Claims that may arise as a direct result of activities that the Applicant is engaged or over which the Applicant has control with respect to the use of the above described property pursuant to this permit. The foregoing shall obligate the Applicant to defend any claims, suits or other proceedings naming the Town as a defendant on any claim that may arise as a result of the use of the above described property pursuant to this permit or the activities authorized under this permit. (Indemnification Agreement on file with Town Planning Department). 3. Attorney Fees. In the event litigation is necessary to enforce the rights of the Town under this Agreement, the Town shall be entitled to reimbursements of its reasonable attorney fees and costs of suit, actually incurred in the litigation, as part of its judgment or award. 4. Violation of any term or condition of this permit by the Applicant, its agents or employees shall subject the pemiittee to the penalties set forth in Section 1 -72 of the Municipal Code. In addition, where probable cause exists to suspect that a violation of any term or condition of a temporary use permit will pose a threat to public health, safety or welfare, the Chief of Police is hereby authorized to revoke a temporary use permit and to require that any activity authorized thereby cease and desist immediately. Attachment: 1- Application /Operations Plan Exhibit: A -Relay Map Legs -29 30 Colorado Relay Temporary Use Permit -2011 Page 6 of 6 14th Annual Colroado Relay Saturday, August 27, 2011 Primary Jurisdiction: Town of Snowmass Village Overall Status: Not Yet Reviewed Event Category: City of Aspen Town of Snowmass Village Pitkin County Special Event On -line Application Click HERE if you'd like to view the entire on -line application. 14th Annual Colroado Relay Click HERE for a printer friendly view. Specific location(s): Brush Creek Trail, Town Park Parking Lot, Rim Trail North, Rim Trail South, Upper Brush Creek Road, Snowmass Mass Mall, Fanny Hill. DATES/TIMES: Set up: 08/26/2011 08:00 AM Start: 08/27/2011 09:00 AM End: 08/28/2011 05:00 PM Dismantle: 08/28/2001 08:00 PM PRIMARY CONTACT: SECONDARY CONTACT: Tony Landon Send e -mail Dave Elkan Send e -mail Human Movement Management TOSV 1111 South Street Po. Box 5010 Louisville, CO 80027 Snowmass Village, CO 81615 Phone: (612) 387 -9258 Phone: (303) 522 -0302 Work: (612) 387 -9258 Work: (970) 922 -2299 OTHER CONTACTS: During event contact names phone numbers Primary: Tony Landon (612) 387 -9258 Secondary: Dave Elkan (303) 522 -0302 Medical: Chris Smith (901) 356 -1379 Parking: Lindsey Miller (720) 255 -5475 Safety: Jeff Suffolk (720) 255 -5475 Security: JC Morrisse (720) 255 -5475 DETAILS DOCUMENTS: Event Summary: Snowmass has been chosen to be the finishing venue for this event Total Participants Expected 2,000 People, impact to trail system 200 people spread out over multiple hours. 2,000 person will impact will be centralized in the mall area and Satiny Hill concert area. 6 fill] time staff and 100 -200 volunteers. http: /specialevents. aspenpitkin .com /details.cfm ?printviewflag =l &eventid =652 Application /Operations Plan ATTACHMENT 1 8/17/2011 Will utilize local Snowmass vendors. Yes the event is open to the public and free. Yes there will be a fee charge to the participants for the Relay fee is approx. $850 per team as well as an additional $250 dollar charitable donation. Volunteer meeting will be held periodically up until the relay take place, those date are yet to be determined. Yes there will be amplified sound for our P.A system to take place on the concert stage. SnowmassEvent Mgmt Plan.doc 340.48 k Site Plan (and maps): Leg 29.pdf Leg 30.pdf Leg 28.pdf 1.26 Megs 1.32 Megs 1.27 Megs Communication Plan: Human Movement MGMT will have six full time staff members managing the event. The communication between the staff will be 1. Mobile Phones 2. 11 Way Radios 3. Hamm Radio Operators 4. Email. The communication from the volunteers to the staff is through the Hamm Radio Operators and the "Sag" Wagons that are roaming the course. Volunteers also have the race hotline (720)255 -5475 to call in the event on an emergency. Radio Controls: General Questions Channel 1 Security Channel 2 Medical/Emergency Channel 3 The Event Director is Tony Landon. His primary role at the event is safety and communication between racers and the Human Movement Staff., The Volunteer Director is Lindsey Miller. Her primary role at the event is communication between the Volunteers and Human Movement Staff. The Human Movement MGMT President is Jeff Suffolk. His primary role is to ensure that all duties are being fulfilled. The Medical Manager is Chris Smith. His primary role is to keep his First Responder crew moving along the course to the designated areas. He is also in communication with the Race Director and Volunteer Coordinator at all times. His main objective is to manage all medical emergencies until he deems it necessary to transport the athlete to the hospital. Our public announcements will be made through the TOSV media directors and through http: /specialevents. aspenpitkin. com /details.cfin ?printviewflag =l &eventid =652 8/17/2011 our website. The athletes are required to attend at least one pre -race safety meeting that's hosted in various locations around Colorado. At these meetings, athletes receive updates on the course, medical, safety, commiunication and rules of the race. Our course marking staff starts on Tuesday August 23rd in Breckenridge. They are using caution tape and a -frame signs along the course warning traffic of oncoming runners. Their job is to also mark the course so athletes are aware of the direction they should be heading. All course signage gets broken down and picked up after the last runner. Security Plan: Human Movement MGMT contracts all our events with JCJ Security. The Contact to JCJ is: PO Box 5932 Denver, Colorado 80217 -5932 Tel. /Fax 1(720) 366 -9179 In the 14 year history of this event, we have never had a need for full time security officers to man the course or the venue. We plan on having one security officer at the finish line on Saturday August 27th from 10 a.m. 5 p.m. Medical Plan: The safety of all the Colorado Relay runners is one of our top priorities. We have organized a risk management crew, in which each member has training and skill in both front country and back country risk management. The Mountain Bike crew will be circling the relay course for the entire duration of the race and will be directly available, at any time, via wireless /satellite phones. The five members of this team will start with the runners in Breckenridge. The first cyclist will ride with the lead team making sure the course is clear. The second cyclist will stay with the 7:00 a.m. wave. The third cyclist will stay with the 8:00 a.m. wave. The fourth cyclist will stay with the 9:00 a.m. wave. The fifth cyclist will stay with the last place team. Thought the Course there are 29 aid stations, at which our volunteers will have detailed information for all emergency contact in the area. Their process is to first call the race hotline (720)255 -5475 to report a problem. The race management staff will then decide whether the issue can be resolved internally or requires the assistance of local authorities. Below is a list of requirements given to all participants to help ensure the safety of all participants. •Both vehicles must each have a wireless phone to ensure communication in any type of emergency. Teams are required to present both phones during check -in. http:// specialevents .aspenpitkin.comldetails.cfm ?printviewflag =l &eventid =652 8/17/2011 .Both runner vehicles must display a "CAUTION! Runner's on Road" sign. This sign may be hand drawn, but must be clearly visible to traffic through the window. Teams without signs in their vehicles may be assessed a time penalty or be disqualified from the race. Teams are required to present both signs during check -in or acknowlege that signs are present on their vehicles. From 6:00 p.m. on Friday until 7:00 a.m. on Saturday all runners MUST wear a reflective vest and carry a working flashlight/headlamp that is on. Any runner seen during these hours without the above equipment will be asked to stop running. Teams are required to present a vest for every runner. When you are out of your van, whether you're the runner or not, you MUST be wearing your vest. •All runners must be carrying a map of the leg they are currently running while on the race course. Maps will be distributed prior to the race to the team captains upon checking in (the leg book). •All teams must have two medical kits one in the Vehicle A and another in Vehicle B. Teams are required to present both kits during check -in. Our First Responders team will be lead by Chris Smith. Chris is our Medical Adviser for all our events. His team will be in three vehicles and also stationed at the start and finish line. Chris will have radio and phone connection with the Human Movement Staff. Safety Plan: Each of the 29 aid stations will have contact with the Human Movement MGMT race hotline. If the event that a team does not show up at their advertised time to the check point, the chain of command goes as follows: Volunteer Check Point Race Hotline Mountain Bike Sag Support Race Hotline Local Authorities if necessary We will also have Hamm Radio Operators on the top of mountain passes where we do not have cell phone signals. Radio operators will also be at the Frisco Exchange Point and the Glenwood Springs Exchange Point. Their primary role is to notify race staff of any major emergencies on the course and /or if a team has not checked in during their normal times. Transportation/Traffic Plan: We do not require no parking signs. We do not require any cones or barricades. IF we do, Human Movement owns CDOT approved Type 2 and 3 Barricades and traffic cones We will not need streets cleaned. Our course is entirely off road until the runners reach the TOSV. However, the runners are so spread out at this point, there is no traffic control necessary. http: /specialevents. aspenpitkin .com /details.cfm ?printviewflag =l &eventid =652 8/17/2011 A layperson would not even realize an event was going on unless they went to the finish line. The 200 runners are pretty spread out throughout the race. Parking Plan: All Team will be using 12 person pasanger vans to reduce congestion. Passager vans will be uiltlizing free numbered lots for the event. In addition we will be using logging partners as a result passanger vans will remain in lots during their stay. Staff will have 1 30ft long equipment trailer which will be parked on Fanny Hill near the stage, all other staff vehicles will be parked in the number lots. Sanitation /Recycling Plan: Historically this has been a 71% Zero Waste Event. Alcohol Mitigation Plan: Not applicable. Accessibility Plan: This event will not affect traffic flow of the public at all. Alcohol Permit License: N/A Food Permit: N /A. We're not selling food. We're pushing all the athletes to local vendors. Parks /Open Space Permit: Sporting Event Human Movement MGMT 1111 South Street, Louisville, CO 80027 2000 Participants Yes, we will be errecting a 20' inflatable at the finish line. No tents, just canopies. Reviewed and accepted: NO Sales Tax Bus. License: N /A. We're not selling anything. Reviewed and accepted: YES Public Notification: We are not rerouting or causing street closures. We are posting the race hotline and contact information in the local paper and on signs around TOSV. Liability Insurance: Yes, we will add Aspen, Pitkin County and TOSV to our insurance policy for the listed amount of coverage. RTK041 Aspen Skiing 29.88 k Company.pdf RTK041 Snowmass Holding 30.00 k Company LLC.pdf http: /specialevents. aspenpitkin .com /details.cfm ?printviewflag =l &eventid =652 8/17/2011 RTK041 Hive Building Parcel.pdf 29.91 k RTK041 Pitkin County 24.49 k Government.pdf RTK041 Town Of Snowmass 24.48 k Village.pdf References: Human Movement MGMT has hosted over 300 endurance events and festivals. The list below are some highlights with the amount of participants /patrons, but obviously not the full list: Denver Oktoberfest 300,000 Ironman Arizona 2500 Ironman Lake Placid 2500 Ironman Canada 3000 Soma Half Iromnan 2000 Rocky Mountain Triathlon 200 Charlevoix Marathon 2000 Colorado Pond Hockey Tournament 500 Taste of Louisville 8000 Mall.pdf Silvertreepropletterl.doc Aspen City Clerk Send an email County Community Development Send an email Snowmass Village Planning Send an email Snowmass Village Police Send an email Snowmass Village Public Works Send an email Snowmass Village Recreation Send an email Snowmass Village Transportation Send an email Snowmass Wildcat Fire Department Send an email Snowmass Village Marketing and Events Send an email 165.33 k Letter of Permission to use Snowmass Mall 340.48 k Letter of Pennission to use Silvertree Hotel Property REVIEWING AGENCY COMMENTS /STATUS:Overall Status: Status: Status: Status: Status: Status: Status: Status: Status: Not Yet Reviewed Need More Info Declined Approve Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Not Yet Reviewed Notification Only Note: the agencies below are notified and can give input, but do not have approval privilege http: /specialevents .aspenpitkin.com /details.cfm ?printviewflag =l &eventid =652 8/17/2011 COLORADO RELAY -LEG 29 WOODY CREEK TO SNOWMASS VILLAGE TOWN PARK Brush Creek Trail TOWN PARK 0 AID STATION .o p Relay Map -Leg 29 EXHIBIT A a Arciona viewer Rim Trail COLORADO RELAY -LEG 30 3 T9 TOWN PARK TO RIM TRAIL TOWN PARK 4. AID STATION H eFrEEr. RD 6n stPCr M a a 1 5 3 1 s r e Are111 S• Co npt }1992 -X111 ES fI Nc;. 11 tl�l. LUJ. 1 1 V.J 1 W,Val LVl pa/ I.Vla /Ivlapl 1 WII1..11 tl Il Leg 30 -Rim Trail Access EXHIBIT A 1 of 2 8/19/2011 10:32 AM �,7 COLORADO RELAY -LEG 30 (FINISH) os TOWN PARK TO SNOWMASS MALL /FANNY HILL ma TOWN PARK AID STATION See Rim Trail Access Map E 0 0 8 SNOWMASS MALL FANNY HILL FINISH Relay Map -Leg 30 EXHIBIT A