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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 06/02/2009 - RESOLUTION 2009-055 AUTHORIZING A REVOCABLE PERMIT ITEM NUMBER: 26 AGENDA ITEM SUMMARY DATE: June 2, 2009 FORT COLLINS CITY COUNCIL STAFF: D.K. Kemp Lindsay Kuntz SUBJECT Resolution 2009-055 Authorizing a Revocable Permit to the Fort Collins Velodrome Association to Conduct a Bicycle Race Event Series on City Property. RECOMMENDATION Staff recommends the adoption of the Resolution. FINANCIAL IMPACT Fort Collins Velodrome Association will be covering the costs associated with the event series and will also pay a fee of$500 to the City for processing and administrative costs. EXECUTIVE SUMMARY The Fort Collins Velodrome Association has contacted City staff with an interest in hosting a bike race event series on the Streets Department property located at 625 Ninth Street. The events would be held Tuesday nights starting June 16th and would run through July 7, 2009. Since the Streets Department is not property that is generally made available for use by outside groups under the City's Administrative Policies or the City Code, the City must issue a revocable permit to the Association to use the City Property. The Streets Department location was identified for the event because of the large property layout, pavement in good conditions, and it is possible to create a 1- kilometer criterium race course on the site. City involvement with this event will fulfill the City's Bicycle Master Plan recommendations with respect to supporting local bicycle sporting events and would add to the overall greater goal of promoting Fort Collins as a cycling Mecca in Northern Colorado. BACKGROUND The Streets Department facility was identified by event organizers from the Fort Collins Velodrome Association("Association")as an ideal location to hold a competitve criterium bike race due to size of the facility. This location was identified by the Association because of the large property layout, the pavement is in good condition and its possible to create a 1-kilometer criterium race course. A criterium, or crit, is a bike race held on a short course(usually less than 5 kilometers),often run on closed-off city streets. Event organizers approached City staff to determine the likelihood of this event to be held on the Streets Department property. Staff provided an analysis of the event and determined the City in conjunction with the Association was capable of hosting the event. June 2, 2009 -2- Item No. 26 This Resolution would allow the Association to conduct a bicycle race event series on the Streets Department property,located at 625 Ninth Street,on Tuesday nights starting June 16th and running through July 7, 2009. Since the Streets Department is not property that is generally made available for use by outside groups under the City's Administrative Polices or the City Code, the City must issue a revocable permit to the Association to use the City Property. The City typically issues a revocable permit to allow the temporary use of City Property. City involvement on this project with the Association will demonstrate community collaboration as well as potentially garnish additional public support for the City's Transportation Group, specifically the Streets Department. This event would also fulfill the City's Bicycle Master Plan recommendations with respect to supporting local bicycle sporting events and would add to the overall greater goal of promoting Fort Collins as a cycling Mecca in Northern Colorado. SPECIFIC CHALLENGES Crowd control, safety of spectators and racers, security, City staff time and resources, restroom facilities access, insurance and liability, permitting, parking and vehicle access are specific challenges to overcome. After discussions with the Streets Department staff,Risk Management,the City Attorney's Office,Real Estate Services,and the Fort Collins Velodrome Association,it appears that these challenges can be overcome to produce the event. Please see the following details pertaining to the aforementioned challenges: Crowd Control and Safety Spectators will be restricted to specific areas as illustrated on the Site Plan(Attachment 1). Orange snow fencing and cones will be used to partition spectator areas. The identified spectator area does not pose any safety or security hazard. No major street operational equipment will be stored in the spectator area. The race course will be marked with cones. Course corners that pose a potential hazard will be mitigated with hay bales to prevent damages to both bike racer and equipment. Emergency medical technicians will be present for the duration of each event with an ambulance on call. Security There will be a"one way in, one way out"access. Security cameras will be present throughout the entire Streets Department area. Spectator areas will not include equipment storage,other than City vehicles, specifically cars and trucks. The Association will provide information to attendees requiring all visitors to stay within marked spectator areas only. City Staff Time and Resources The City Bicycle Coordinator will be present at all events to ensure compliance of event. When the Bicycle Coordinator cannot be present, a staff replacement will be coordinated for that day. The Streets Department has agreed to let the race organizers utilize its orange cones and snow fencing, and will sweep the course prior to each race night. June 2, 2009 -3- Item No. 26 Restroom Facilities The Streets Department will allow participants access to building restrooms at 625 Ninth Street. The outside access point allows secured access only to the restrooms. Access to offices,administrative, conference areas, etc., will not be possible. Insurance and Liability The Association will name the City of Fort Collins as an additional insured on the certificate of insurance. Participants and spectators will be required to sign a waiver designed by the City Attorneys Office. • Insurance Requirements: General Liability of$1,000,000 per occurrence and $2,000,000 aggregate. Auto Liability of$500,000 per occurrence Uninsured Motorist $500,000 per occurrence Permitting Upon approval from Council,Real Estate Services staff,in conjunction with City Attorney's Office, will write the language for a revocable permit. The fee to process the revocable permit by Real Estate Services is $500 and will be covered by the Association. Parking and Vehicle Access The Site Plan illustrates parking area and planned access. No participant, organizer, or spectator vehicles will be allowed behind fenced area. City staff from the Streets Department have reviewed and approved the proposal. ATTACHMENTS 1. Site Plan 2. Location Map Attachment "1" Site Plan F, " Streets Department Criterium Bike Race Event Series Site Plan fA t ,ri 1 l '"A 0 - Race Course Location � e 11rlve ► + �„ — ~ 0 - Spectator Areas _ ' • t rtlFim,k line Ir Restrooms + City of Fort Collins AA f Streets Department Facility �. '► ti `r� '►i�a _� 625 Ninth Street ' .t dft fy i 7 t�7 z ATTACHMENT 2 Attachment 2 Location of Revocable Permit for Bike Race Event Series on City Property F o0 p EVINEDR ---�i ....................................... ....................................... .......... ...... EL 1` I �0 Streets Dept. Property P. , LEIly- ®r I L 1 r-ri1 N Revocable Permit Parcels Location f', RESOLUTION 2009-055 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING A REVOCABLE PERMIT TO THE FORT COLLINS VELODROME ASSOCIATION TO CONDUCT A BICYCLE RACE EVENT SERIES ON CITY PROPERTY WHEREAS,the City is the owner of a certain parcel of real property(the"Property")located at 625 Ninth Street in Larimer County, Colorado, as identified on Exhibit "A", attached and incorporated herein by reference; and WHEREAS, the Fort Collins Velodrome Association (the "Association") plans to host a bicycle race event series (the "Series") in the summer of 2009; and WHEREAS,the Association has identified a portion of the City Property as shown on Exhibit "B", attached and incorporated herein by reference (the "Permit Area"), as an ideal location to hold the Series and is requesting permission to use the Permit Area for the planned Series; and WHEREAS,the Association has agreed to certain safety,security,and facility restrictions as a condition of the revocable permit, including but not limited to: restricting spectators to specific fenced areas, keeping the public away from stored equipment, providing liability insurance, and requiring all participants to sign a liability waiver; and WHEREAS, City staff will be present at each event of the Series to ensure compliance with the terms of the revocable permit; and WHEREAS,City staff has reviewed the Association's request and believes that the Series will not interfere with or adversely affect the Property, based on current expectations; and WHEREAS,the Association will cover all costs associated with the Series,will pay a fee of $500 to the City for the processing of the revocable permit, and name the City as an additional insured on the Association's certificate of insurance; and WHEREAS,Article XI, Section 10,of the City Charter authorizes the City Council to permit the use of occupation of any street,alley,or public place,provided that such permit shall be revocable by the City Council at its pleasure,whether or not such right to revoke is expressly reserved in such permit. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the Mayor is hereby authorized to execute such documents as are necessary to grant the Revocable Permit for the Fort Collins Velodrome Association, consistent with the terms of this Resolution, together with such additional terms and conditions as the City Manager, in consultation with the City Attorney, deems necessary or appropriate to protect the interests of the City or to effectuate the purposes of this Resolution, including any necessary changes to the legal descriptions thereof that do not result in a material increase or change in character of the Permit Area. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 2nd day of June A.D. 2009. Mayor ATTEST: City Clerk Exhibit "A" Location Name: City of Fort Collins Streets Department Location Address: 625 Ninth Street, Fort Collins, Colorado Parcel Number: 97121-22-901 & 97121-22-902 Legal Description: LOT IA and LOT 2A, REPLAT LOTS 1 & 2, EAST VINE STREETS FACILITY PUD, FTC Exhibit "B" — Event Area i • 1 � •1r a - t y �. City of Fort Collins I I +''Streets Department # a Facility ix 625 Ninth Street i r t.a N. 4 1#4JO ' Event Area f 117 �ar',mna�ss'`�r7iuerr� of 1 S Ut tCgthns m