HomeMy WebLinkAboutpitkin.planning.273514300003 (5)DOCUMENT LAYOUT
THIS FILE MAY OR MAY NOT CONTAIN ALL OF THE INFORMATION
LISTED BELOW IN THE FOLLOWING ORDER
Summary Sheet
Resolution for the BOCC and/or P&Z
Ordinance for the BOCC and/or P&Z
Determination for the Hearing Officer
Administrative Determination
Staff Memo
Application
Public Notice, Acceptance Letter, Referral(s) Letter
Site Plan
Miscellaneous
Plat copies (llxl'n
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ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF
PITHIN COUNTY, COLORADO, APPROVING A TEMPORARY COMMERCIAL USE/SPECIAL
EVENT PERMIT FOR THE SUSAN G. KOMEN 2008 RIDE FOR THE CURE (SEPTEMBER 6,
2008)
DECISION No~p-2008
RECITALS
1. Pursuant to Subsection 4-30-SO(i) of the Pitkin County Land Use Code, the
Community Development Director of Pitkin County, Colorado ("Director") may
approve a Temporary Commercial Use/Special Event Permit for commercial
activities or special events.
2. Susan G. Komen (hereafrer, the "Applicant") has applied to the Director for approval
of a Temporary Commercial Use/Special Event Permit to conduct the 2008 Ride for
the Cure on September 6, 2008. The event will be staged from Koch Park and
include biking in portions of the County including Old Snowmass, Woody Creek,
Snowmass, Maroon Creek Road, and Castle Creek Road. "Restrictive Access' on
Maroon Creek Road was requested and approved by County Road and Bridge and
the USFS with the condition listed below. The event will run from 7:OOAM - 7:OOPM.
Approximately 400 riders are expected as well as 300 volunteers.
3. This is the fifrh year for this event. It was granted a Temporary Commercial
Use/Special Event Permit in 2007.
4. The Pitkin County Sheriffs Office, the Aspen Fire Department, and the Emergency
Management Department have all approved this event. A Certificate of Insurance
covering this event and naming the County as an Additional Insured has been
received and approved.
The Director finds that, to the extent applicable, the application complies with the
standards in Subsection 4-30-50(i) of the Land Use Code.
THE DIRECTOR HEREBY APPROVES the Temporary Commercial Use/Special
Event Permit for the Ride for the Cure, subject to Applicant's compliance with each of the
following conditions:
1. Applicant shall adhere to all material representations made in, or in connection
with, the application.
2. During the event, the Applicant shall place signs at all major road intersections
(e.g., subdivision entrances/exits) warning motorists that there is a race in
progress. The CSP shall direct traffic at Highway 82 and Brush Creek Road,
Highway 82 and Snowmass Creek Road, and Smith Way on Lower River Road.
All routes shall be marked with signage arrows.
3. No emergency access shall be blocked.
4. A "restrictive access' management plan for Maroon Creek Road shall be
submitted to the USFS and County Road and Bridge for their approval.
6~ Z
5. Applicant shall secure any necessary permits from the U.S. Forest Service and
the City of Aspen prior to the event.
6. Public noticing shall occur at least 5 days prior to the event.
7. The aid station in Woody Creek shall be at the Pitkin Iron Site.
8. Failure to comply with the conditions of approval may result in revocation of
this permit.
APPROVED this-~~day of 2008.
~~~ ~ ~~
Cindy Houben
Community Development Director
SP023-OS
P[D# 2735135
MEMORANDUM
TO: Cindy Houben, Community Development Director
FROM: Valerie MacDonald, Special Event Permit Coordinator
RE: Ride for the Cure -Temporary Commercial Use/Special Event Permit
DATE: August 25, 2008
REQUEST: The Applicant is requesting approval of a Temporary Commercial Use/Special
Event Permit in order to conduct the S~ annual Susan G. Komen Ride for the Cure.
APPLICANT: Susan G. Komen for the Cure (hereafter, "Applicant").
LOCATION: The bike ride will be held throughout the County, including Old Snowmass,
Woody Creek, Snowmass, Maroon Creek Road, and Castle Creek Road. A map of the ride can be
viewed as attachment A. The start and finish for the ride is at Koch Park
BACKGROUND: This event was most recently granted a permit by the County in 2007.
The bike ride will be held September 6, 2008 from 7:OOAM - 7:OOPM. Approximately 400
people will participate with an additiona1300 volunteers. The ride is a benefit for the Susan G.
Komen Foundation.
REFERRAL COMMENTS: The application was referred to the Maroon/Castle Creek Caucus,
the Owl Creek Caucus, Snowmass Village, CSP, RFTA, USFS (Aspen District), Tom Grady, Ellen
Anderson, Ed Van Walraven, CDOT, Woody Creek Caucus, County Road and Bridge, EHNR,
and the Snowmass/Capitol Creek Caucus.
Ellen Anderson signed off on the application for Emergency Management and Ed Van Walraven
approved the application for the Aspen Fire Department
Tom Grady reviewed and signed off on the application for the Sheriffs Department.
County Road and Bridge approved the application stating that the Applicant must do public
notification for the event S days prior to the event
Snowmass Village approved the event
The CSP is permitting the event and will be staffing it with 4 or 5 troopers. CDOT also
reviewed and approved the application.
Environmental Health approved the application.
RFTA approved the application and will suspend service until the Maroon Creek Road portion
of the ride is complete.
The USFS approved the application and the restrictive access on Maroon Creek Road from 7:30
A.M. to 9:00 A.M. They are concerned with loss of revenue. A management plan for restricting
access on Maroon Creek Road shall be developed by the Applicant and approved by the USFS
ld~'g
and County Road and Bridge. The Applicant shall do public noticing approved by the USFS and
County Road and Bridge 5 days prior to the ride.
The Woody Creek Caucus approved the application stating that the aid station in Woody Creek
shall be at the Pitkin Iron Site. All signage, trash, and ports poties shall be removed promptly.
The Applicant has provided adequate proof of Insurance.
No comments were received from the Castle/Maroon Caucus, the Owl Creek Caucus, or the
Snowmass/Capitol Creek Caucus.
STAFF COMMENTS:
Pursuant to Subsection 4-30-SO(i) of the Land llse Code, Applicant must demonstrate that
adequate provisions have been made for all of the following:
1. Police supervision (if necessary);
2. Public parking;
3. Insurance;
4. Site set-up, maintenance and clean-up;
5. Emergency services; and
6. Safety of operations.
Additionally, temporary structures must conform to applicable building codes and other
County regulations. Each of these requirements is addressed, in turn, below.
Police Supervision: The CSP has assigned 5 Troopers to the Ride. The Sheriffs Office has
signed-off on the application.
Public Parlcine: Riders are encouraged to take the bus or carpool to Koch Park
Insurance: Applicant has provided adequate proof of insurance.
Site Set-Un. Maintenance and Clean-Up: Susan G. Komen is identified as the responsible
party for any cleanup required.
EmerEency Services: Applicant has provided a plan for dealing with emergencies during the
races. This includes 6 aid stations, 5 sag wagons, and 3 ambulances. All will be staffed by
EMT's and individuals that are in radio or cell phone contact with each other as well as the race
directors. Local emergency personnel will be notified of the event.
Safety of Operations: There will be a course marshal at every aid station. Helmets are
mandatory on the bicycle course. The CSP will be directing traffic at Brush Creek and 82, 82
and Snowmass Creek Road, and Smith Hill Way on Lower River Road.
Conformance with Building Code: N/A
RECOMMENDATION: Staff recommends that the Director approve the Temporary
Commercial Use/Special Event Permit application subject to Applicant's compliance with
each of the conditions in the attached Administrative Decision.
Z
ACORD TM CERTIFICATE OF LIABILITY INSURANCE DATE 8/zs/zoo8
Heritage General Agency, Inc.
9250 E. Costilla Avenue, Suite 650
Englewood CO 80112 ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
e uring on nsurance o.
Susan G. Komen for the Cure
P. O. Box 4810
Aspen, CO 81612
c;Qvtrv>,L~ea
NV REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAV BE ISSUED OR MAY
PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,
GGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS,
rvsre
rR ppv
wsap
TYPE OF INSURANCE
POLICY NUMBER
ATE (MMIDD/YV)
DATE (MMIDDlYV)
LIMITS
GENERAL LIABILITY EACH OCCURENCE $ ,
x COMMERCIAL GENERAL LIABILITY PREMISES(Ee of wrrence) $t BB,BBB
A X CLAIMS MADE OCCUR 2516002690 06/2412006 D9/U7/2DD8 MED EXP (Any ane person) $5,UBU
PERSONAL 8 ADV INJURY
GENERAL AGGREGATE § ,
GEN' L AGGREGATE LIMIT APPLIES PER
Ro PRODUCTS-COIdP/
OPS AGG %C D e
X POLICY ECT DC
ANV AUTO (Ea eccitlenQ
ALL OWNED AUTOS
SCHEDULED AUTOS
(Per person)
HIRED AUTOS
NON-OWNED AUTOS
(Per arntlentJ
(Per as~dentJ
LABILITY UT NLY-FAA (DENT
ANV AUTO OTHER THAN EA ACC
UTO ONLY:
OCCUR CLAIMS MADE GGREGATE
DEDUCTIBLE
RETENTION
WL STAT LIMBS OTHER
PLOYERB'LIABILITY EL EACH NCCIDENT
NY PROPRIETORTARTNERSXIPr£XECUTIVE
FFICER/MEMBER E%LLUOEO'+
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It yes, tlesmlbe untler
SPECIAL PROVISIONS OeIOw
E. L. DIBEASE POLICY LIMIT
A OTHER
Liquor Liability
251B002890
08/24/2008
09/07/2008
Common Cause
Aggregate
$1,000,000
$2,000,000
DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENpORSEMENTlSPECIAL PROVISIONS
Special Events: VIP Ride 08/24/2008; Ride for the Cure 09/5/2008 to 09/08/2008
Coverage limit increased to $2,000,000 general aggregate effective 08/26/08.
Certificate holder is additional insured.
t04ay notice far non-payment
CERTIFICATE NOLDER~ CANCELLATION
SHOULD ANV OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF THE ISSUING INSURER WILL ENDEAVOR TO MAIL
Pti kin County 1 B DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
130 S. Galena LEFT, BUT FAILURE TO DO 50 SHALL IMPOSE NO OBLIGATION OR LIABILITY
Aspen CO 81811 OF ANY KIND UPON THE INSURER. ITS AGENTS OR REPRESENTATIVES
UTHORIZED REPRESENTATIVE
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Page 1 of 1
Valerie MacDonald
From: Tom Grady
Sent: Thursday, August 28, 2008 11:40 AM
To: Valerie MacDonald
Subject: Ride for the Cure
VM: The Pitkin County Sheriffs Office approves the safety & operations plan for the "Ride for the Cure' special
event. Feel free to call me should you need anything.
T. Grady
Director of Operations
y g,29,zoog
f
From: Richard. Du ran@cdps. state. co. us ~,~~
Sent: Thursday, August 21, 2008 4:06 PM
To: Valerie MacDonald
Subject: Re: FW: Special Event Permit Application/Ride For The Cure
Valerie - CSP has no problem with the permit and will be giving the coordinator a permit
from us. We will be staffing it with 4 or 5 troopers.
Captain Rich Duran
Troop 4C - Glenwood Springs
Office: (970) 945-6198
Fax: (970) 995-6598
Mobile: (970) 948-7959
WARNING: This electronic transmission and any documents accompanying it., may contain
confidential information belonging to the sender, which may, in whole or part be protected
by state statute. This information is intended solely for the use of the individual or
agency named above. If you are not the intended recipient, you are hereby notified that
any disclosure, copying, distribution, or taking action upon the contents of this
information is PROHIBITED. If you receive this transmission in error, please notify the
sender immediately by phone at 970-945-6198 to arrange for the return of the documents
transmitted.
"Valerie MacDonald"
<Valerie.MacDonald@co.pi
<Tom.Grady@co.pitkin.co.us>, "Ellen Anderson"
tkin.co.us>
<wellsaspen@aol.com>, <cobird2002@yahoo.com>,
<richard.duran@cdps.state.co.us>,
08/15/2008 11:91 AM
Application/Ride For The Cure
To: "Tom Grady"
<Ellen.Anderson@co.pitkin.co.us>,
<john.m.smith@dot.state.co.us>,
<valerie0701@hotmail.com>
cc:
Subject: FW: Special Event Permit
Hello A11.
Please comment, approve, or condition the Ride for
Application which can be viewed at the link below.
permit.
Thanks very much. Ca11 me with any questions.
Valerie MacDonald
Special Event Permit Coordinator
Pitkin County
319-6013
the Cure Special Event Permit
I need to continue processing this
From: Valerie MacDonald
Sent: Thursday, July 17, 2008 2:16 PM
To: 'bnevins@tosv.com'; Brian Olson; 'kblackmer@rfta.com';
'Richard.Duran@cdps.state.co.us'; 'john.m.smith@dot.state.co.us'; 'mmoran@£s.fed.us
'ballred@fs.fed.us'; 'aurorapalmer@gmail.com'; 'Woody Creek'; Kathryn Kcch; Gerald
Fielding; Ellen Anderson; Ed Van Walraven; Tom Grady; Kris Jewkes; EHNR;
'wellsaspen@aol.com'; 'kinsley@rmi.org'; 'claudia.komenaspen@yahoo.com'
Subject: Special Event Permit Application/Ride For The Cure
1
'V
Valerie MacDonald
From: Valerie MacDonald
Sent: Tuesday, August 12, 2008 4:10 PM
To: 'claudia.komesaspen@yahoo.com'
Subject: Maroon Creek Road/Ride for the Cure
Hello Claudia,
The County Engineer, the Community Development Deputy Director, and I met with the USFS today to discuss road
closures/restrictive access on Maroon Creek Road for special events. There were numerous concerns regarding how
these road closures would be managed. Please submit for review and approval from the Pitkin County Road and Bridge
Engineer a road closure/restrictive access management plan for Maroon Creek Road for your special event. Things to be
considered are campers from 30 sites, hikers going to Crested Butte, home owners, outfitters and business's impacted,
,~.
weddings, public service announcements, neighbor notification, ads in local papers, etc. Call me if you have any
questions.
Thank you,
Valerie MacDonald
Pitkin County
Special Event Permit Coordinator
970-319-6013
valeriemCaco.oitkin.co.us
fax 970-920-5439
Lbs-~ Rey ~ ~~~
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~ ~~
-~~ ~ ~~ ~
ROAD CLOSURE/RESTRICTIVE ACCESS MANAGEMENT PLAN
for Maroon Creek Road
• Public Notice signs will be posted at camp sites
• Hikers and Outfitters will be informed via Public Notice, and Public Service
annow~cements and encouraged to arrive before 7:30 or after gam.
• Home Owners w711 be notified by flyers on there front doors. There will be Route
Marshals posted in these areas and they would guide home owners through
• Will contact T-Lazy 7 regarding impact.
• This should not effect any weddings or parties as we will be through by 4am
• Public Service P.nnouncements will be made on all local radio stations as well as local
TV
• Public Notice Ads will be placed in both local papers.
Valerie MacDonald
To: Tom Grady; Ellen Anderson; wellsaspen@aol.com; cobird2002@yahoo.com;
john.m.smith@dot.state.co.us; richard.duran@cdps.state.co.us
Subject: FW: Special Event Permit Application/Ride For The Cure
Hello All.
Please comment, approve, or condition the Ride for the Cure Special Event Permit Application which can be viewed at
the link below. I need to continue processing this permit.
Thanks very much. Call me with any questions.
Valerie MacDonald
Special Event Permit Coordinator
Pitkin County
319-6013
From: Valerie MacDonald
Sent: Thursday, July 17, 2008 2:16 PM
To: 'bnevins@tosv.com'; Brian Olson; 'kblackmer@rfta.com'; 'Richard.Duran@cdps.state.co.us';
'john.m.smith@dot.state.co.us'; 'mmoran@fs.fed.us'; 'ballred@fs.fed.us'; 'aurorapalmer@gmail.com'; 'Woody Creek';
Kathryn Koch; Gerald Fielding; Ellen Anderson; Ed Van Walraven; Tom Grady; Kris Jewkes; EHNR; 'wellsaspen@aol.com';
'kinsley@rmi.org'; 'claudia.komenaspen@yahoo.com'
Subject: Special Event Permit Application/Ride For The Cure
Hello All,
Below is the link for the S~ecial Event Permit Application for the 5th annual Susan G. Komen Ride for the Cure
on Saturday, September 6 Please comment by July 30rn
http•//www aspenpitkin com/pdfs/depts/7/SP023 08 app pdf
If you have questions please email or phone me.
Thanks,
ValerieMacDonald
Pitkin County
Special Event Permit Coordinator
970-319-6013
Special Events -Special Event Review Page 1 of 3
~.~
Special Events: City of Aspen - Snowmass ViElage -Pitkin County ~S
Logged in: Valerie MacDonald /~
Status: Special Event Admin Ol
Event: Aspen / Snowmass Ride for the Cure, 09/05/2008 04:00 ~
U
Agency review status legend:
# =Not Yet Reviewed ~ =Need More Info # =Declined # =Approve `(~~
__
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.
Application Information
Primary jurisdiction: City of Aspen
Specific location(s): Koch Park
Overall Status: Submitted Event Category: Moderate Impact
Dates/Times
Set-up: 09/04/2008 11:00 AM
Start: 09/05/2008 04:00 PM
End: 09/06/2008 07:00 PM
Dismantle: 09/07/2008 09:00 AM
Primary Contact Secondary Contact
Full Name: Claudia Curry Hil] Email: Full Name: Michael Faas Email: Send
Send e=mail a-mail
Business Name: Susan G. Komen for the Business Name: Susan G. Komen for
Cure Business Phone: (970) 920-0250 the Cure Business Phone: (970) 920-
x•2 0250
Phone: (970) 379-7232 Fax: (970) 920- Phone: (970) 274-6496 Fax: (970)
3571 920-3571
Mailing Address: P.O. Box 4810 Mailing Address: P.O. Box 4810
City: Aspen, CO Zip: 81612 City: Aspen, CO Zip: 81612
Event Contacts During event -contact names & phone numbers
Primary Contact Name: Claudia Curry Hill (970) 379-7232
Secondary Contact Name: Michael Faas Q -
Medical Contact Name: Claudia Curry Hill (970) 379-7232
Parking Contact Name: Claudia Curry Hill (970) 379-7232
Safety Contact Name: Claudia Curry Hill (970) 379-7232
Security Contact Name: David Meeker (970) 925-7810
Transportation Contact Name: Claudia Curry Hill (970) 379-7232
Details and Documents
Event Summary: Staff - 4
Volunteers - 300
http://www.aspenpitkin.com/apps/specialevents/details.cfin?eventID=200&printV iewFlag=1 6/9/2008
Special Events -Special Event Review
Independant Contractors -
Security - 5
Vendors - 2
The event is open to the public
A $75.00 Registration fee is required for Ride Participants.
No charge to the public for Ride Day Activities
No limit to participants at this time
Yes there is Volunteer training a week before event
There will be a band on Friday and Saturday afternoons
Site Plan (and maps): Boundaries -see attached Pazk set up and Route map
Site Improvements -see Park set up
Security, Medical and Safety- Dave Meeker w/ Personalized Services hasl Security
guard for Friday night and 2 for Saturday at the Park.
There will be Marshals at each of our 6 aid station and Start and Finish lines We
have 5 Sag Wagons on the course and 2 Ambulances roving and 1 stationary.
A CSP officer will do any traffic direction necessary at Hiway 82 @ Brush Creek
Road; Hiway 82 @Snowmass Creek and Smith Hill Way on Lower River Road. All
routes aze marked with signage arrows.
Transportation and Parking -There will be no parking at the park for 2 days with
the exception of venders loading and unloading and aid station product pick up. No
Parking signs will need to be posted.
There will be a few cars at Maroon Bells and Ashcroft parking lots.
Public Transportation and Bikes are encouraged in our Rider Handbook and emails
to Riders.
Sanitation and Waste -There will be 9 + 1 Handicap porta pottie at Koch Park (See
Site map for location) with 1 handwashing unit; 2 porta potties at Woody Creek and
4 at the Monastery.
We will have trash and recycle containers at each Aid Station and 22 at the park
along with 1 Dumpster.
Alcohol & Food Service -See Site map for location of Bar in Food Tent. No
cooking on Friday Dinner and Hickory House will set up on Plywood just off street
at pedestrian entrance to park from Durante
2008 Park Set up Ride xls 17.9 k Koch Pazk set up with Boundazies
2007 Ride ma 1],~df 891. k Route Map
CommPlan0811],doc 262. k Communications Plan
Communication Plan:
CommPlan06[1],doc 258. k Communications Plan
Security Plau: David Meeker with Specialized Protective Services
970-925-7810 cell: 948-7810 fax: 927-9431
P.O. Box 10926, Aspen, CO 81612 email wwwsecproserv.com
Captain Richard Duran Colorado State Patrol -945-6198 fx: 945-6598
A CSP officer will do any traffic direction necessary at Hiway 82 @ Brush Creek
Road; Hiway 82 @Snowmass Creek and Smith Hill Way on Lower River Road.
Security -Dave Meeker w/ Personalized Services hall Security guard for Friday
Page 2 of 3
000002
http://www.aspenpitkin.com/apps/specialevents/details.cfm?eventID=200&printV iewFlag=1 6/9/2008
Special Events -Special Event Review
night and 2 for Saturday at the Park.
There will be Marshals at each of our 6 aid station and Start and Finish lines
Medical Plan:
Ambulance 1 (Medic TBD) 7:30 -10 T-Lazy 7; 10 -Noon -Arc; Noon -2:30 -
Intercept Lot-82@Bnxsh Creek; 2:30 5 Woody Creek Aid Station; 5 -7pm -Finish
Line Koch Park
Ambulance 2 (Medic-TBD)
7:30am-9 -ARC; 9-11:30 -Ashcroft Aid Station; Noon -2:30-Ow] Creek Rd (on the
flats); 2:30-6:30 -McLain Flats
Basalt Ambulance (Medic TBD)-9:30-4pm -Park & Ride from Old Snowmass
Conoco. Might move around on route
Fire Station at Capitol Creek Road -927-3236
Snowmass Ambulance will remain at Fire Station mus Dia1911
Claudia Curry Hill-Ride Director-379-7232
Bob and Sue Ledke @ Command Center (Phone TBD Location Inn at Aspen)
There are 5 Sag Wagons, Trucks and SUV"s staffed with EMT"s, which will be
following riders and in contact with command and director
6 aid stations with nurses or emt personnel
Aid Station Locations are Maroon Bells, ARC, Ashcroft, Snowmass Village,
Woody Creek, The Monastery and Def Camp
Proof of Insurance will be available mid June
Admin Info and Functions
Accepted: No
Visible to Public: No
ACCEPT INTO SYSTEM
~ Click here if you would like to delete this application altogether. Warning... this
will permanently delete this record!
There are no agencies currently assigned to approve this event.
000003
Page 3 of 3
http://www.aspenpitkin.com/apps/specialevents/details.cfm?eventID=200&printV iewFlag=1 6/9/2008
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Safety and Communications Plan
for
The Fifth Annual Aspen/Snowmass Ride for the Cure
Saturday September 6, 2008
Revision Change History
REV NO. DATE BY CHANGE
1.0 4 Aug 04 Joe Tumminaro, Initial release.
1.1 14 Mar 05 Joe Tumminaro, Updates for 2005
1.2 17 June Joe Tumminaro, Title Change, formatting changes; cleanup
1.3 26 April Joe Tumminaro, Date Changed for 2006
Same for 2007/2008
o~oi~~~
Created on 6/9/2008 2:09 PM
,5 Safety and Communications Plan
i<omen'T
°.-cure for
The Fifth Annual Aspen/Snowmass Ride for the Cure
Contents
Introduction ........................................................................................................... ...................................... 3
Purpose ................................................................................................................. ...................................... 3
Background ........................................................................................................... ...................................... 3
Organization and Responsibilities ........................................................................ ...................................... 4
Organization ...................................................................................................... ...................................... 4
Responsibilities ................................................................................................. ...................................... 4
Policies .............................................................................................................. ...................................... 5
Procedures ........................................................................................................ ...................................... 6
Special Procedures: Lost Children ................................................................ ...................................... 6
Equipment Requirements ..................................................................................... ...................................... 8
Equipment Requirements ..................................................................................... ...................................... 9
Sources .............................................................................................................. ..................................... 9
Equipment and Facilities Required .................................................................... ..................................... 9
Government Radios ........................................................................................... ..................................... 9
Volunteer Provided Equipment .......................................................................... ..................................... 9
Borrowed Equipment .......................................................................................... ................................... 10
Authorized Operational Radio And Communications Nets ................................... ................................... 10
Administrative Radio Net ................................................................................ ................................... 10
Safety and Communications Unit Staffing Assignments ....................................... ................................... 14
Missing Person Information Form .......................................................................... ................................... 16
Communications Checklist .................................................................................... ................................... 17
Operations Checklist .............................................................................................. ................................... 18
Personnel List ........................................................................................................ ................................... 19
n ~ ~ Q Created on 6/9/2008 2:09 PM
,5 Safety and Communications Plan
'icomen`T
~_cure for
The Fifth Annual Aspen/Snowmass Ride for the Cure
Introduction
The Fourth Annual Aspen/Snowmass Ride for the Cure Bike Race will start at 7:30am on Saturday
September 8, 2007. The event is based around a 100-mile bike race that runs through Castle Creek,
Maroon Creek, Woody Creek Snowmass Village and Old Snowmass. The race begins and ends at
Paepke Park in Aspen. An all-day, family-oriented event, with an expected attendance of about 500.
Intr- agency communications is required between various government, public safety, and private
agencies at the event, along with various other public safety activities that involve communications.
Purpose
This Safety and Communications Plan provides guidance in the establishment, use and operations of all
communications systems used during the event. Communications will occur via the use of commercial,
government, and Amateur Radio circuits. This plan includes "guidelines' for the use of radio nets and
individual responsibilities, and assigns radio designators and call signs. This document includes details
on frequency assignments, which may change as needs and equipment vary. Changes are added to
the plan as they occur and as time allows before the event.
The operative directive for this event will be innovate, adapt and overcome problems as they occur.
Background
Communications at the event is via voice circuits employing the use of several different radio nets as
established by a particular group or agency for its exclusive use. Because the radios in use operate on
differing frequencies, channels, bands, and services, the need for a net control station ("NC" for Net
Control) to coordinate between the services is immediately apparent.
Communications between two different groups requires the use of additional radios, telephones, or
runners to ensure coordination. In some cases there is unnecessary duplication of equipment, or an
overload on certain individuals who must listen to three or four different radios. This overload
necessitates the need for several radio operators at the NC.
Agencies or groups, which bring their own communications to the event, include:
• Aspen Police Department
• Private Security Service
• Emergency Medical Services (event First-Aid Station and Ambulance services)
• Aspen Fire Department
Although each of these agencies sometimes find the need to communicate with each other,
communications systems compatibility can be problematic. Communications at this event can
sometimes be marginal and inflexible. Several critical functions/individuals may have no immediate
communications capability.
The Amateur Radio Service has numerous discrete communications channels available for specific
functions. Amateur Radio and the use of additional administrative frequencies facilitate enhanced
~ ~ ~ () ~ 9 Created on 6/9/2008 2:09 PM
/, Safety and Communications Plan
'nomen F
•-cure fOr
The Fifth Annual Aspen/Snowmass Ride for the Cure
flexibility in communications; permit immediate responses to emergencies, and significantly enhanced
public safety.
The communications unit describes herein does not suggest it can replace commercial communications
facilities, nor attempt to compete with emergency services. Rather, it seeks to significantly enhance
capabilities, including providing trained operators employed as "dispatchers' on Amateur, private and
public safety and administrative nets during the event.
Organization and Responsibilities
Organization
This plan is staffed by Ski Country Amateur Radio Club along with Amateur Radio operators from the
surrounding area. The Safety Communications Unit (SCU) provides assistance to Public Safety
functions and to other parts of the event organization without regard to agency or assignment.
Responsibilities
The Safety Communications Unit is responsible for coordinating overall communications at the event,
especially assuring that there are firmly established links between all agencies and operational groups
(i.e., Police, Fire, Private Security, etc.). Safety Communications may provide technical support, as
needed, to ensure reliable communications among all agencies. The Safety Communications Unit's
basic responsibilities of Communications include, but may not be restricted to the following tasks:
a. Establish a centralized communication site, which provides communication capabilities on all radio
frequencies in use. This includes all local government agencies that are or might become involved in
any activities.
b. Provide communications support, as requested, to all Local government agencies responding to
incidents on the field. This support includes communications to facilitate interagency liaison and to
operate as Incident Communications and Command Center for agencies involved in the event.
c. Functioning as a Net Control Station (NCS) for event Amateur Radio Units
d. Coordinate communications with all other groups and agencies at the event and conduct periodic
checks of all nets during the event.
e. Coordinate the use of any "borrowed" frequencies or facilities maintained by government or private
organizations. This may include repeater sites, towers, or special equipment.
f. Publish a list of assigned radios and Tactical call signs for all non-government communications nets
to include all land-line and non-radio facilities.
®() (~ ~ ® Created on 6/9/2008 2:09 PM
Safety and Communications Plan
i<omert`4
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The Fifth Annual Aspen/Snowmass Ride for the Cure
g. Monitor all communications nets to ensure proper operation of equipment, and correct procedures
by operators. Passing information to the Event Manager of any problems with event services.
Policies and Procedures
Policies
1. The Safety Communications Unit shall provide basic communications support to the event by
establishing a central communications center. It shall be responsible for identifying and coordinating
communications with all other agencies and organizations involved with the event. This may
include, but is not restricted to:
• Aspen Police Department
• Aspen Fire Department
• US Forest Service
• Private medical personnel
• Private security
• Amateur radio
• Event Administration
• Mountain Rescue
• Other volunteer organizations
Refer to Communications Frequency Plan on pages 10 and 11.
1. The Safety Communications Unit shall maintain contact with all agencies on all frequencies
throughout the event either through routine business traffic or periodic communications checks.
2. Unless specifically requested, the Safety Communications Unit shall not initiate traffic on any
government communications nets unless directed to do so, or called by the other agency (radio
checks excepted).
3. The Safety Communications Unit becomes the net control station during major emergencies until
relieved by proper government authority.
4. Communications involving public safety and with public safety agencies shall have precedence over
all event administrative communications.
5. Safety Communications shall monitor all communications nets and provide technical assistance as
required to correct equipment malfunctions or coordinate with other net control stations in assisting
radio operators in learning correct radio/ communications procedures.
6. The Safety Communications Chief shall ensure that all Amateur Radio personnel have Amateur
Radio licenses and that Federal Communications Commission Regulations are followed within the
Safety Communications Unit.
~UUV~~
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Safety and Communications Plan
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The Fifth Annual Aspen/Snowmass Ride for the Cure
Procedures
~. So far as communications relate to safety and well-being of the general public and participants at
the event, the Safety Communications Chief reports Incident Commander, as applicable, and works
closely to ensure proper and effective communications with all other agencies.
Note: In all cases, instructions from the Public Safety Incident Commander (Aspen Fire or Aspen PD)
shall take precedence.
z. At the pleasure of the public safety Incident Commander, the Communication Unit personnel shall
operate as "dispatchers' on behalf of the public safety agencies serving the event.
3. SCU personnel shall coordinate communications between the entities identified above under
"Policies."
a. Safety Communications unit shall be via VHF and UHF radio channels as identified in the Safety
and Communications Plan on page 11.
5. All traffic shall be logged for the event. Logs will be made available to any interested, official agency
within 5 days of the conclusion of the event and shall be appended to the After Action report to the
Incident Commander.
s. Volunteer and paid Private Security personnel shall report in to the Safety Communication Unit's
Command Post, both when coming on and going off duty.
~. SCU personnel will provide logistic support for the event administrators by issuing and tracking
commercial "event" radio equipment. No radio will be issued without both authorization by the event
management and with identification from the issuee.
Special Procedures: Lost Children
Lost children will be broken down into two classifications for reporting purposes:
• Missing Child (parents are reporting a child is missing)
• Found Child (a child is reporting it can't find it's parents)
The Safety Communications Unit will broadcast over all nets, the description of all missing or found
children as soon as reported and possible.
As required, the Safety Communications Unit will record reports of lost or found children. Reports shall
be forwarded immediately to FC (NCS). To further expedite this traffic, the following procedure shall be
followed:
~. The Safety Communications Unit radio operator encountering the lost or found child incident, shall
collect a description of the child and record it on a Lost Child Report form, provided for that purpose
by the Safety Communications Unit (see on page 14).
~~ool
Created on 6/9/2008 2:09 PM
Safety and Communications Plan
'icomen~
.-°cuce for
The Fifth Annual Aspen/Snowmass Ride for the Cure
2. The Safety Communications Unit radio operator taking the information, will immediately report to
NCS, that they have aLost/Found Child to report and ask to advise when ready to copy the personal
information.
3. The reporting Safety Communications Unit operator will read the written information, already
collected, to NCS, and confirm NCS copied it accurately.
a. FC will broadcast the description of the Lost/Found child as a Priority Message on all radio circuits.
0 0 ~ ~"j Created on 6/9/2008 2:09 PM
F Safety and Communications Plan
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•-cure '~. for
The Fifth Annual Aspen/Snowmass Ride for the Cure
Aspen/Snowmass Ride for the Cure
Communications Net
Private
Security
Event
Admin
Mountain Command Aspen FD
Rescue (FC/NCS)
Fire
Amateur ~ (IC)
Radio Medical
~o~~l~~
Created on 6/9/2008 2:09 PM
Safety and Communications Plan
iiomert"T
°-cure fpr
The Fifth Annual Aspen/Snowmass Ride for the Cure
Equipment Requirements
Sources
Equipment should be available in time to install and test before the event.
In some cases, highly technical items may be required. SCU members are expected to operate such
equipment. Also, SCU members shall provide their own 2 Meter portable Amateur radio equipment and
are fully expected to be able to program their equipment without assistance and are expected to bring
batteries sufficient to power their equipment for the duration of their shift at the event.
Equipment and Facilities Required
The following equipment and facilities are required:
• Communications van.
• One portable event administrative radio, complete with spare battery and battery charger.
• Portable/mobile radios, programmed on event Amateur frequencies.
• Radios programmed with the police agency frequencies anticipated to be used.
• One radio programmed with the fire agency frequencies anticipated to be used.
• One portable Private Security agency radio, with spare battery and/or charger.
• One class "A" land-line telephone or cellular telephone (with power supply) for use at the
communications center (FC/NCS).
• As required, either shore power, generator, or battery for the radios, to last each full event day.
Government Radios
Because the SCU lacks general access to equipment programmed to public agency channels, the
public safety agencies at the event may need to provide ARES with the required government radio
equipment for use at the event
The private security agency will provide the Communication Center with a radio to facilitate
communications between their agency and other event agencies and organizations.
Volunteer Provided Equipment
Special purpose equipment and equipment requiring special licenses should be provided by the
volunteer.
• Amateur band radios
• Fixed antennas
• Antenna stands
Q Q Q Q ~ ; Created on 6/9/2008 2:09 PM
Safety and Communications Plan
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--cute for
The Fifth Annual Aspen/Snowmass Ride for the Cure
• Coaxial cable
• Special batteries or power supplies.
Borrowed Equipment
In some cases, volunteer groups will not have access to communications equipment that operates on
government frequencies. There also may be some specialized support equipment, which will make
operations much easier. These might include tables, chairs, etc
Authorized Operational Radio And Communications Nets
Only those communications nets authorized by this plan may operate at the event or function as a part
of the. Tactical Call signs will be assigned by the Communications Chief to avoid confusion, should any
of the nets be merged during a major event. Generally, customary call signs for Government Agencies
will be used unless there is a conflict. A radio channel designator chart follows the narrative portion of
this section (see page 11).
The Safety Communications Unit will monitor all frequencies in use and will coordinate agencies on
separate frequencies as needed. The Safety Communications Unit will transmit on government
frequencies for:
• Facilitating communications between police, Fire, private security and Medical
• When called/requested by the parent agency.
• When coordinating an emergency operation.
• Passing traffic between agencies as required/requested.
Key organizations will be provided with one "administrative radio," as available, to assist in reducing
radio traffic on emergency and Amateur frequencies.
The Communications Chief may direct certain users to change frequencies to reduce the level of radio
traffic on any one frequency, or to facilitate the management of an emergency. For example: if
Emergency Services become involved in an incident requiring continuous, uninterrupted access to the
radio, the Communications Chief will require all other radio users to use an alternate channel on the
Amateur net.
Administrative Radio Net
The administrators and organizers will manage their own radio channels. The Command center.
(FC/NCS) will monitor the event primary channel for purposes of relaying public safety information
and coordination questions that might come in to the Command Center via Amateur Radio channels.
In behalf of the event, the Safety Communications Unit will issue and track event administration radios
at the communications van/Logistics Center. In all cases, before Communications personnel will issue
radios, event volunteers will need to fulfill the following:
000016
Created on 6/9/2008 2:09 PM
Safety and Communications Plan
'KOmen~
°-cure '.. for
The Fifth Annual Aspen/Snowmass Ride for the Cure
• Be authorized by event managers, to be eligible for a radio.
• Present some form of identification.
Note: During an emergency, Command (FC/NCS) may, as necessary, take charge of the net.
o ~ U ~ ~. ~ Created on 6/9/2008 2:09 PM
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Missing Person Information Form
Name
Age
Gender MALE FEMALE
Race (white, black, Hispanic, Oriental, etc). /Skin
tone (pale white, tanned, olive, etc.)
Height
Weight I Build (slender, stocky, pudgy, etc.)
Type and color of headgear (if any, else NONE)
Color and style of hair
Color of eyes
Description of shirt /top
Description of pants, shorts, skirt
Description of shoes
Where and when last seen
Any medical issues?
Person reporting ~ FCC call sign
Where reporting person will be (phone number)?
000®2~
Rev 1.3 April 2006 Page 16
Cpl Safety and Communications Plan
NOlIICII 4 ''
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The Fifth Annual Aspen/Snowmass Ride for the Cure
Communications Checklist
Item Action Date By
Completed
1 Determine basic communications requirements for the event.
2 Identify other agencies or groups which will be operating at the
event and the type of communications used.
3 Determine the type of facility required to support the
communications mission.
4 Determine sources of equipment and personnel. Initiate recruiting
activities.
5 Coordinate with all other agencies assigned to the event or
anticipated to be present:
• Aspen Police
• Aspen Fire
• Mountain Rescue
• Emergency Medical Services
• Private Security
• private medical services
6 Assign personnel.
7 Develop duty rosters, to include assignments for set-up and tear
down. Adjust as necessary.
8 Prepare, publish, and distribute a Communications directory that
lists agencies served, non-government radio nets, and landline
facilities.
9 Set up all facilities before the start of the event and test all
equipment. Inspect facilities and conduct communications checks
periodically.
10 Provide training, as needed, to all personnel operating on the SCU
and Administration Net.
00002
Rev 1.3 April 2006 Page 17
Safety and Communications Plan
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The Fifth Annual Aspen/Snowmass Ride for the Cure
Operations Checklist
Item Action
By
1 Monitor all communications nets and coordinate with other agencies to
assure efficient operations and avoid confusion and duplication.
2 Provide immediate information to the Safety Communications Chief on the
status and location of all on-duty SCU personnel.
3 Provide assistance to any agency requesting help as resources permit.
4 Periodically monitor event operations and modify them as needed.
5 Continually monitor safety practices and take immediate corrective action
as needed.
6 Ensure that the Communication Center maintains a log which describes
any activities on the communications nets and any communications with
other agencies.
7 Maintain a staff log and volunteer assignment log. Make sure that all
volunteers who work have the opportunity to participate in the food service
provided.
8 At the conclusion of the event, ensure that all equipment is recovered or
accounted for and that all facilities used are in an equal or better condition
than when received.
9 Complete After Action Reports. Include recommendations for
commendations for outstanding service.
000~2!~
Rev 1.3 April 2006 Page 18
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Personnel List
Badge# Name
Safety and Communications Plan
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The Fifth Annual Aspen/Snowmass Ride for the Cure
Call Sign Time In Time Out
Rev 1.3 April 2006 0 ~ O ~ ~ ~ Page 19
,t Safety and Communications Plan
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The Fifth Annual Aspen/Snowmass Ride for the Cure
000020
Rev 1.3 April 2006 Page 20
Komen7
°-cure
Safety and Communications Plan
for
The Fifth Annual Aspen/Snowmass Ride for the Cure
Saturday September 6, 2008
Revision Change History
REV NO. DATE BY CHANGE
1.0 4 Aug 04 Joe Tumminaro, Initial release.
1.1 14 Mar 05 Joe Tumminaro, Updates for 2005
1.2 17 June Joe Tumminaro, Title Change, formatting changes; cleanup
1 3 26 April Joe Tumminaro, Date Changed for 2006
Same for 2007/2008
~o®~~ ,~
Created on 6/9/2008 2:09 PM
Name:
Project Address:
Type:
Permit Number
PITKIN COUNTY COMMUNITY DEVELOPMENT
Permit Receipt
RECEIPT NUMBER 00026220
Aspen Affiliae of the Komen Fo Date:S/25/2008
NO ADDRESS ASSIGNED
check # 5281
Fee Description
0023.2008.PSPE PP-Special Event Flat Fee
Total:
Amount
463.00
463.00