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HomeMy WebLinkAboutpitkin.planning.264321100851 (2011)DOCUMENPLAYOUT 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(s) Parcel ID: 2643- 21 -1 -00 -851 Application Date: 6/3/11 Case No: SPE017 -11 Description: Aspen Valley Marathon (2011) Temporary Commercial Use /Special Event Planner: Mike Kraemer Permit # Copies: Allocated Hours: 3 Project Address: 0 MCLAIN FLATS RD, ASPEN, CO 81611 % Over Hours: 3.6 Property Owner: ASPEN VALLEY MARATHON Owner's REP: SEAN SOLON REP's Email: Address: PO BOX 423 ASPEN, CO 81612 Address: PO BOX 423 ASPEN, CO 81612 Owner Phone: REP's Phone: (970) 309 -6024 Referrals: ALL OTHER REFERRALS Comments Due Date: Other Referrals: Meetings: 1st Meeting: 2nd Meeting: 3rd Meeting: Meeting Date: Review Body: Public Hearing? Notice Date: Meeting Notes: Approvals: BOCC Resolution #: P &Z Determination #: BOCC Ordinance #: HO Determination #: Admin Determination #: 052 -2011 Other Information: VR Approval Date: VR Expires Date: Remarks: Plat Recorded Date: Plat (Bk, PG): Application Type: ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN COUNTY, COLORADO, APPROVING A TEMPORARY USE /SPECIAL EVENT PERMIT FOR THE ASPEN VALLEY MARATHON AND Y2 MARATHON Administrative Decision No..�-2011 RECITALS Pursuant to Subsection 4- 30 -50(i) of the 2006 Pitkin County Land Use Code, the Community Development Director of Pitkin County, Colorado ( "Director") may approve a Special Event Permit. 2. Kat Fitzgerald (hereafter, the "Applicant ") has applied to the Director for approval of a Special Event Permit to conduct the Aspen Valley Marathon, '/2 Marathon, and 5k run. Setup, breakdown, and the entirety of the event will occur on July 9, 2011. Approximately 450 participants are expected, however, it has been stated that this number could be substantially less with a likely participant level of 250 people. The full marathon will commence in Wagner Park and travel down the Rio Grande Trail to Lions Park in Basalt. The '/2 marathon race will commence at W/J and finish at Lions Park in Basalt, traveling along the Rio Grande Trail. 3. The Application was referred to the Basalt Fire Department, Sherriff's Office, City of Aspen Parking Department (for use of Intercept Lot), Woody Creek Caucus, Town of Basalt, Communications Department, Aspen Ambulance, Risk Manager, Holland Hills, Open Space and Trails, and the Emergency Manager. Most referral agencies provided verbal support for the application or provided it in writing. No conditions were proposed. Some agencies did not respond to the request for comments. 4. The Applicant has not provided a Certificate of Insurance demonstrating adequate General Liability coverage (and naming Pitkin County as an Additional Insured). . The Applicant has obtained a permit for the event for use of the Rio Grande Trail with the Open Space and Trails Department. 5. The Town of Basalt has approved the use of Lions Park for the event. The Applicant has contracted with Aspen Ambulance for dedicated ambulance service and the Sheriff's Office has signed off on the proposal. 6. The Director finds that, to the extent applicable, the application complies with the standards in Subsection 4- 30 -50(i) of the 2006 Land Use Code. NOW THEREFORE BE IT RESOLVED that the Community Development Director of Pitkin County does hereby grant approval for the Aspen Valley Marathon and %2 Marathon Special Event Permit subject to the following conditions: 1. The Applicant shall adhere to all material representations made in, or in connection with, the application, including but not limited to its Rescue Plan. 2. The Applicant shall assume all financial responsibilities in the event medical assistance is needed. — ^ n eC , I Page 1 of 2 Pitkin County Open Space and Trails 538 East Main Street Aspen, Colorado 81611 Special Use Agreement: Commercial Activity When signed by an agent of Pitkin County Open Space and Trails, this special -use agreement permits the named parties to conduct the listed activities as described in the attached Operating Plan. These activities are limited by the terms. conditions and stipulations listed on the reverse side. A ticant's Name and Contact Information Katherine Fitzgerald /Sean Solon 978- 319 -9435 asoenvalleymarathon @gmait.com Name of Gompan ascription + oot race mara Location of Activity - Full Marathon From Wagner Park Aspen to Emma School House and to Basalt via Emma Trail Half Marathon from W/J Ranch to Rio Grande to Basalt /Mass Trail to Lions Park Basalt via the Rio Grande Trail and the Basalt /Mass Trail Dates of Activit Julv 9 2811 7 a.m. prIKIN COUNTY OPEN SPACE AND TRAILS STANDARD CONDITIONS i. The permittee hereby expressly binds himself or itself to indemnify and hold harmless Pitkin County and each of its offers, agents, employees and insures against any and all liability, loss, damage, demands, for any claim injury, or damage allegedly sustained received, and expresses of whatsoever nature (including court costs and attorney fees) which arise from or are caused by the acts of the premittee, its officers, employee, agents, contractors or subcontractors, in connection with or in any way arising out of the activities of the permittee. 000001 Ja I 2. Spray painting or other permanent marking of the trail surface is strictly prohibited. Events requiring measured miles or the provision of other information to event participants must utilize non- p=ianent means of conveying the information. Failure to remove mile markers or other participant information from the trail within 24 hours may result in revocation of the permit or action by Pitkin County Government to withhold permits for future events. The permittee is responsible for any remedial efforts necessitated by a violation of this condition. 3. The permittee shall maintain the premises to standards of orderliness, neatness, sanitation, and safety acceptable to Pitkin County Open Space and Trails. 4. The permittee shall pack out or otherwise remove from the area all refuse resulting from operations under this permit. 5. The permittee, in exercising the privileges granted by this permit, shall comply with all Federal, State, and Pitkin County laws and regulations which are applicable to the area or operations coveted by this permit This includes Pitkin County Title MI regulations .The penmttee shall submit and comply with a safety and operation plan, approved by Phtkm County open Space and Trails during the operational period of this permit. 6. The permittee shall exercise diligence in protecting from damage the land and property of Pitkin County open Space and Trails used in connection with this permit, and shall pay Pitkin County for any damage resulting from negligence or from the violation of the terms Event organizer will post volunteer marshals in fluorescent traffic vests at the following of this permit or of any law or regulation applicable within the area used by the permittee, or by any agents or employees of the holder acting within the scope of their agency or employment. 7. The permittee shall notify Pitkin County of any substantial changes in the event type, route, venue or dates. Changes may be subject to approval by Pitkin County, In case of change of address, telephone, and/or contact person for the event, the permittee shall immediately notify the permit agency agent. 8. Rising waters, high winds, falling limbs or trees, and other hazards are natural phenomenons that present risks, which the permitted assumes. The permittee has the responsibility of inspecting his activity area and immediate adjoining area for hazardous conditions and, after securing permission from the Pitkin County, removing such hazards. 9. No signs or advertising devices shall be erecte the Pitkin County by this permit, for or as lending thereto, without prior approval location, design, size, color, and message. Erected signs shall be maintained or renewed as necessary to neat and presentable standards. 10. The evert will not cause undue disturbance or inhibit safe travel on Pitkin County owned or managed properties or right -of -ways. 11. Permittee hereby certifies that he/she has acquired valid approvals for conducting event as proposed hereunder from due owner or manager of each of the properties proposed accused, crossed or otherwise directly affected by this event. 12. This permit may be terminated upon breach of any of the conditions herein. 000002 ii) The petrofte may be assessed an Impact Fee for extra services provided by Pitldn County Open Space and Trails. Payment, A required, Is due upon submitted of ihia appboetlon unless other arrangements have been approved. 12) This permit does not grant exclusive use of the . Permittae shah ensure that the rights and privileges of other park visitors are recognized. 13) Permittee must denansbate p oasem i o n of app permits at all times during the permitted activity and present such permits upon request. By signing below, I/ terms, conditions x Applicant 01 Date Pitkin County Open Space and Trails Authorization JOHN 8 ARMSTRONG RANGER PITKIN COUNTY OPEN SPACE AND TRAILS 717/2811 DST Date rr '/J's agree the permitted activity subject to the stipulations detaileA above. AXIS 8000(08/10) CERTIFICATE OF INSURANCE 1 07/07/2011 PRODUCER American Specialty Insurance & Risk Services, Inc. 142 North Main Street THIS GERTIFIQATE M ISSUED AS A MATTER of INFdiMPTION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES HOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND, OR ALTER THE COVE A FORDE BY THE P OLICIES BETWEEN THE ISSUING INSII ERAS). AUTHORU� RE REPRESEN ATNE PRODUCER. AND Roanoke Indiana 46783 THE CERTIFICATE HOLDER INSURED INSURERS AFFORDING COVERAGE INS. A: AXIS Insurance Compan USA Track & Field, Inc. INS. B: 132 East Washington Street, Suite 800 Indianapolis, IN 46204 INS. C: 3,000,000 ASPEN VALLEY MARATHON LLC Products-Completed O rations Aggregate PO BOX 423 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976164 Damaue to Promises Ranted to You (Any One Premises) EVENT CODE: 11 -32 -095 OVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALLTHE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL031DO182 -10 11/0112010 12:01 a.m. 11/01/2011 12:01 a.m. General Aggregate-Per Event 3,000,000 Products-Completed O rations Aggregate 3,000,000 Personal and Advertising Inlury 1,000,000 Each Occurrence 1,000,000 Damaue to Promises Ranted to You (Any One Premises) 1 Medical Expense Limo (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - Coverage applies to USA Track & Field sanctioned events and registered practices, including any directly related activities, such as evbnl set -up and tear -down, participant check -in and award ceremonies. - The Certftatehokler is only an additional Insured with respect to liability caused by the negligence of the Named Insured as per Form AXIS 1003 - Additional Insured - Certilicateholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011, 130 SOUTH GALENA ST. ASPEC. CO 81611 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 000004 AXIS 80DO(OB/10) CERTIFICATE OF INSURANCE 1 07ro7/2011 PRODUCER American Specialty Insurance & Risk Services, Inc. 142 North Main Street Roanoke Indiana 46783 THIS CERTIFICIM IS ISSUEDAISAWIFTER OF INFORIMTION ONLY AND CONFERS NO RIGHTS UPoN THE CERTIFIC W HOLDER THIS CERTIF"TE DOES NOT AFFIRLNTNELY ON NEGATIVELY MEND, EXTEND. OR RATER THE COVERAGE AFFORDED eY THE POLICIES BELOW, THIS CERTIFICNTE OF INSUIWICE DOES HOT CONSTITUTE A CON TRACT BETWEEN THE ISSUING INSILIMRSI, MTIOReED INSIMSENTATNT: OR RIOOUCER. AND THECERTIF"TEHOIDEN INSURED INSURERS AFFORDING COVERAGE INS. A: AXIS Insurance Compan USA Track 8 Field, Inc. 132 East Washington Street, Suite 800 INS. B: Indianapolis, IN 46204 INS. C: 11/01/2011 12:01 a.m. ASPEN VALLEY MARATHON LLC 3,000 000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976154 Damaoe to Premises Rented to You (Any One Premises) EVENT CODE: 11- 32-095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDTRON OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182 -10 11/01/2010 12:01 a.m. 11/01/2011 12:01 a.m. General re ate -Per Event 3,000 000 Products-Completed Operations Aaarsoate 3,000,000 Personal and Advertising In u 1,000,000 Each Occurrence 1,000,()00 Damaoe to Premises Rented to You (Any One Premises) 1.000.0001 Medical Expense Limo (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONS /VEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - Coverage applies to USA Track 8 Field sanctioned events and registered practices, including any directly related activities, such as event set -up and tear -down, participant check -in and award ceremonies. - The Certieceteholder Is only an additonal insured with respect to liability mused by the negligence of the Named Insured as per Form AXIS 1003 - Additional Insured - CeniBcateholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011 BOX 6639 :)WMASS VILLAGE, CO 81615 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 000005 AXIS 8000(08/10) CERTIFICATE OF INSURANCE 1 07/07/2011 PRODUCER THIS CERTIFICATE IS ISSUED AS A WTTER or IWGRwITIOH ONLY AND CONFERS NO ,' RIGHTS UPON THE CERTIFICATE HOLDER MIS CERTIFICATE DOES NOT AFFIRMATNELY American Specialty Insurance & Risk Services, Inc. OR NEGATIVELY ANEW. EXTEND, OR AFTER THE COVERAGE AFFORDED BY THE FIXNAES BELOW. THIS CERTIFICATE OF NSURINCE DOES NOT CONSTITUTE A CONTRACT 142 North Main Street BETWEEN THE ISSUIND IN,JWNS), AUTNDRREG REPRESEHTATNE OR PRODUCER, AND Roanoke Indiana 46783 THE CERTIFICATE HOLDER INSURED USA Track & Field, Inc. INSURERS AFFORDING COVERAGE INS, A: AXIS Insurance Com an INS, B: 132 East Washington Street, Suite 800 INS. C: Indianapolis, IN 46204 ASPEN VALLEY MARATHON LLC PO BOX 423 ASPEN, CO 81612 CERT NUMBER: 1000976162 EVENT CODE: 11 -32-095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIO M1000DOO HSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BE CLAIM INS POLICY POLICY POLICY LTR TYPE POLICY NUMBER EFFECTIVE EXPIRATION LIMITS General ate -Per Event 3,000 000 GL AXGL03100182.10 11/01/2010 11/0112011 Products-Completed Operations Aggregate 3,000,000 12:01 A Personal and Advertisin In'u 1,000,000 a.m. 12:01 a.m. Each Occurrence 1000000 Damam to Premises Rented to You (Any One P 1,000000 Medical Expense Lima (Any One Person Excluded D ESCRIPTION OF OPERATION SILOCATIONSIVEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - Coverage applies to USA Track a Field sanctioned events and registered practices, including any directly related activities, such as event set -up and tear -down, participant check -in and award ceremonies. - The Certll'wateholder is only an additional insured with respect to liability caused by the negligence of the Named Insured as per Form AXIS 1003 - Additional Insured - Certiflcateholders,but only With respect to the ASPEN VALLEY MARATHON on July 09, 2011. CERTIFICATE HOLDER CANCELLATION EAGLE COUNTY SHOULD ANY OF THE ABOVE DESCRIBED POLICIES 500 BROADWAY BE CANCELLED BEFORE THE EXPIRATION DATE EAGLE, CO 81631 A DANC THE POLICY VISIONS. AUTHORIZED REPRESENTATIVE � 0000eV AXIS 80o0(08110) CERTIFICATE OF INSURANCE 1 07/07/2011 PRODUCER THIS CERTIFICATE IS ISSUED AS AMATTER OF WORSA TION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFI TE NDILEN, THIS CERTIFICATE GOES HOT AFFIRMATNELY American Specialty Insurance 8 Risk Semites, Inc. OR NEGATNELY AMENO.E%IEND. OR ALTER THE COVEPAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE GOES NOT CONSTITUTE A CONTRACT 142 North Main Street BETWEEN THE ISSUING INBUROSSI. AUTHONGEO REPRESENTATIVE OR PRODNGai .AND Roanoke Indiana 46783 THE CERTIFIUTE HOU)Qk INSURED INSURERS AFFORDING COVERAGE USA Track 8 Field, Inc. INS. A: AXIS Insurance Compan INS. B: 132 East Washington Street, Suite 800 INS. C: Indianapolis, IN 46204 ASPEN VALLEY MARATHON LLC PO BOX 423 ASPEN, CO 81612 CERT NUMBER: 1000976167 EVENT CODE: 11 -32 -095 0 000 -7 AXIS 8000(08/10) CERTIFICATE OF INSURANCE 1 07/07/2011 PRODUCER American Specialty Insurance & Risk Services, Inc. 142 North Main Street Roanoke Indiana 46783 THIS CERTIFICATE HS ISSUEDAR A MATTER OF INFORMATION ONLY AND CONFERS No OR NEGATIVELY MENU a Wr D, MAALTER I THE COVERAGE WORDED BY THE MciES BELOW TNISGERTIF"TEOFINSUN EDDEBNOTCONBTTUTEADON M BETWEEN THE ISSUING IEUREINSI, AUTHORIZED REPRESENTATIVE OR BRODUCER. AND THE CERTIFICATE HOLDER. INSURED INSURERS AFFORDING COVERAGE USA Track & Field, Inc. INS. A: AXIS Insurance Compan 132 East Washington Street, Suite 900 INS. B: Indianapolis, IN 46204 INS. C. 11/01/2011 12:01 a.m. ASPEN VALLEY MARATHON LLC 3,000,000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000.000 Each Occurrence CERT NUMBER: 1000976157 Damaae to Premises Rented to You (Any One Promises) EVENT CODE: 11-32 -095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TOTHE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF MY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 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. LIMITS SHOWN MAY Hr1VE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY, TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182 -10 11/01/2010 12:01 a.m. 11/01/2011 12:01 a.m. General ate -Per Event 3,000,000 Products-Completed O rations Aggregate 3,000,000 Personal and Advertising Inlury 1,000.000 Each Occurrence 1,D00 Damaae to Premises Rented to You (Any One Promises) 1,000,000 Medical Expense Limit (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - Coverage applies to USA Track & Field sanctioned events and registered practices. Including any directly related activities, such as event set-up and tear -down, participant check -in and award ceremonies. - The CertlAcateholder Is only an additional insured with respect to liability caused by the negligence of the Named Insured as per Form AXIS 1003 - Additional Insured - Certidcateholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011 TWIN HICKORY ROAD J ALLEN, VA 23059 SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WALL BE DELIVERED IN ACCORDANCE WITH THE POUCY PROVISIONS. AXIS8000(06110) CERTIFICATE OF INSURANCE 1 07/07/2011 PRODUCER American Specialty Insurance 8 Risk Services, Inc. 142 North Main Street Roanoke Indiana 46783 THIS GERTIFIGTE IS ISSUBO AS A WITTER OF INFORIAATION ONLYANO CONFERS ND RIGHTS UPON THE CERTIFIGTE IIOUIER THIS CERIIFIGTE DOES NOTAFFIRNATrra_ ORNEGTIVELYANEND,E ND.MRK THEcGVEMGEAFFORDEDBY la BELOW THIS CERTIFICATE OF INSURANCE DOES NOTGONSITTURE ACONIRACT BETWEEN THE ISGIIINGINSDRERIB).AUTNO DREPRESENTATIVEOR%!DODGER,AND THE CERTIFICATE HOLDER- INSURED INSURERS AFFORDING COVERAGE INS. A: AXIS Insurance Compan USA Track 8 Field, Inc. 132 East Washington Street, Suite 800 INS. B: Indianapolis, IN 46204 INS. C: 11/01/2011 12:01 a.m. ASPEN VALLEY MARATHON LLC 3,000 000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976163 Damaue to Promises Rented to You (Any One Promises) EVENT CODE: 11 -32 -095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF MY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDMONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182 -10 11/0112010 12:01 a.m. 11/01/2011 12:01 a.m. General ate -Per Event 3,000 000 Products-Completed Operations Aggregate 3,000,000 Personal and Advertisino Iniury 1,000,000 Each Occurrence 1.0001000 Damaue to Promises Rented to You (Any One Promises) 1.000.0001 Medical Expense Limit (Any One Person Excluded DESCRIPTION OF OPERATION SILOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS - Coverage SWISS to USA Track 8 Field sanctioned events and registered practices, including any directly related activities. such as event set -up and tear -down, participant check -in and award ceremonles. - The Certi9cateholder is only an additional Insured with respect to liability caused by the negligence of the Named Insured as per Form AXIS 1003-Additlonal Insured - Certiflo stsholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011. 101 MIDLAND AVENUE BASALT, CO 81621 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 000009 Axis 8000108/101 CERTIFICATE OF INSURANCE o7 /o7 /zo11 PRODUCER THIS CERTIFIGTE IS ISSUED AS A MATTER OF INFORMATION ONLY KID CONFERS NO OR Ow G I ELY RTI T 1 .ORKTER THE LO T E STI A FFOR D ED A BY THE POIILIE3 American Specialty Insurance& Risk Services, Inc. RIGHTSUPON CERTIFICATE THIS CERTIFIGTE DOESNOT FOUCII BELOW THIS CEF RTING E IN MM OURS,). MICEODES ROT CONSTITUTE OR PRO[ U IG 142 North Main Street BETWEEN THE ISSUING wSUREW8I. AUTHORIZED REPRESENTATIVE OR PRODCER, AND Roanoke Indiana 46783 THE CERTIFICATE HOLDER INSURED INSURERS AFFORDING COVERAGE USA Track & Field, Inc. INS. A: AXIS Insurance Compan INS. B: 132 East Washington Street, Suite 800 INS. C: Indianapolis, IN 48204 11/01/2011 12:01 a.m. ASPEN VALLEY MARATHON LLC 3,000 000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976168 Damage to Premises Rented to You (Any One Premises) EVENT CODE: 11 -32-095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 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 LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182 -10 11101/2010 12:01 a.m. 11/01/2011 12:01 a.m. General re ate -Per Event 3,000 000 Products-Completed O erations Appreciate 3,000,000 Personal an Advertising In'u 1,000,000 Each Occurrence 1 000,000 Damage to Premises Rented to You (Any One Premises) 1.000.000 Medical Expense Limil (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES /EXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS - Coverage applies to USA Track & Field sanctioned events and registered practices. including any directly related activities, such as event set -up and tear -down, participant check -In and award ceremonies. The CenfOCateholder Is only an additional Insured with respect to liability mused by the negligence or the Named Insured as per Form AXIS 1003 - Additional Insured - Certiflmtehdders,but only with reaped to the ASPEN VALLEY MARATHON on July 09, 2011. BOX 423 DEN, CO 81612 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AXIS 8090(08/19) CERTIFICATE OF INSURANCE 1 07/0712011 PRODUCER V THIS CERTIFICATE IS ISSUED AS WTTER OF INFORMATION ONLY ANDCONFERS NO RIGHTS UPON THE CERTIFIGTE HOLDER THIS CERTIFICATE ODES HOT AFFIRMATIVELY American Specialty Insurance & Risk Services, Inc. OR NEGATIVELY AMEND. EXTEND. OR &TER THE COVERAGE AFFORDED BY THE POICN:S BELOW THISCEATIFI TEWINBUR EDOESWTCOHBTITUTEACONTMGT 142 North Main Street BETWEEN THE ISSUING INSURERIS). AUTHORIZED REPRESENTATIVE ORPROWCER AND Roanoke Indiana 46783 THE CERTIFICATE HOLDER INSURED INSURERS AFFORDING COVERAGE USA Track & Field, Inc. INS. A: AXIS Insurance compan INS. B: 132 East Washington Street, Suite 800 INS. C: Indianapolis, IN 46204 ASPEN VALLEY MARATHON LLC PO BOX 423 ASPEN, CO 81612 CERT NUMBER: 1000976160 EVENT CODE: 11.32 -095 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POUCIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR A POLICY I TYPE GL POLICY NUMBER AXGL03100162 -10 POLICY EFFECTIVE 11/01/2010 12:01 a.m. POLICY EXPIRATION 11/01/2011 12:01 a.m. I LIMITS General ate -Per Event 3 000,000 Preduols -Com Ieted O rations re ate Personal and Advertising Inlu 1,000,000 C—h 1 1,000 000 - Coverage applies to USA Track & Field sanctioned events and registered Practksa. Including any directly related activities, Such as event set-up and tear -down, participant check -In and award ceremonies. The CertiBcatehulder Is only an additional Insured with respect to liability caused by the negligence or the Named Insured as per Form AXIS 1003 - Additional Insured - CertBloatehoWem,bN only with respect to the ASPEN VALLEY MARATHON on July 09, 2011. F PO BOX 850,700 E BLEEKER ST ASPEN, CO 81611 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 000011 AXGL03100182 -10 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - CERTIFICATE HOLDERS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SECTION II — WHO IS AN INSURED is amended to include any Certificate Holder, identified as an additional insured on a Certificate of Insurance issued by American Specialty Insurance & Risk Services, Inc. dba A.S.I.R.S.I. Insurance Agency, American Specialty Insurance & Risk Services Agency, and A S Insurance & Risk Services Agency, but only for liability arising out of the negligence of the named insured. The limits of insurance applicable to these additional insureds are the lesser of the policy limits or those limits specified in a contract or agreement. These limits are inclusive of and not in addition to the limits of insurance shown in the declarations. All other terms and conditions remain unchanged. AXIS 1003(02/08) Page 1 of 1 000012 AXIS Bo00(08N0) CERTIFICATE OF INSURANCE 1 07/07/2 011 PRODUCER American Specialty Insurance 6 Risk Services, Inc. 142 North Main Street Roanoke Indiana 46783 THIS GERTIFICNTE IS ISSUED AS A"MR OF INFORMATION ONLY NO CONFERS No RIGHTS UPON THE CERTIFICATE HO DFA THIS CERTIFICATE DOES NOT KFEMATNELY OR NEGATN£LY MIEND, E%T END. DRI TER THE COVERAGE AFFORDED BY THE POOCIES BELOW THIS CERTIFIGIE OF INSURANCE DOES NOT CONSTITUTE ACONTRACT BETWEEN THE ISSUING INSURERS), ALTHDRRED REPRESENTATIVE OR PRODUCER, NO THE CERTIFICATE HOUJER INSURED INSURERS AFFORDING COVERAGE INS. A: AXIS Insurance Compan USA Track & Field, Inc. 132 East Washington Street, Suite 800 INS. B: Indianapolis, IN 46204 INS. C: 11101/1011 12:01 a.m. ASPEN VALLEY MARATHON LLC 3,000,000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976161 Danname to Premises Rented to You (Any One Premises) EVENT CODE: 11-32 -095 COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 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, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182.10 1110112010 12:01 a.m. 11101/1011 12:01 a.m. General ate -Per Event 3,000,000 Products-Completed Operations Aggregate 3,000,000 Personal and Advertising In'u 1,000,000 Each Occurrence 1,000,000 Danname to Premises Rented to You (Any One Premises) 1.000.000 Medical Expense Limit (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS - Coverage applies to USA Track & Field sanctioned events and registered practices. Including any directly related activities, such as event set -up and tear -down, participant check -in and award oeremonles - The Centficateholder is only an additional insured with respect to liability caused by the negligence of the Named Insured as per Form AXIS 1003 - Additional Insured - Certificateholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011 TION SERVICE CENTER DRIVE :N. CO 81611 SHOULD ANY OF THE ABOVE DESCRIBED POLIC BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS 000013 AXIS8000(08110) CERTIFICATE OF INSURANCE 1 7/07/2011 PRODUCER American Specialty Insurance & Risk Services, Inc. 142 North Main Street Roanoke Indiana 46783 RIG CERTIFICATE IS RTFIC TE R OU WTIDNONLY NC CONFERSND RIGHTS UPON THE CERTIFICATE MOLIFICATE ODES NOT AFFIRIMTIVELY OR NEGATIVELY MTENO. EMEND. O VEMOE AFFOR BY THE P OLICIES BE TWEEN THE ISSUING 1INSUREWS). P �BENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. M� INSURED INSURERS AFFORDIRAGE USA Track & Field, Inc. INS. A: AXIS Insurance 132 East Washington Street, Suite 800 INS. B: Indianapolis, IN 46204 INS. C: 11/01/2011 12.01 a.m. ASPEN VALLEY MARATHON LLC 3,000,000 PO BOX 423 3,000,000 ASPEN, CO 81612 1,000,000 Each Occurrence CERT NUMBER: 1000976166 Damsoe to Promises Rented to You (Any One Promises) EVENT CODE: 11-32 -095 COVERAGES THIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOT WITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY 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. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INS LTR POLICY TYPE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GL AXGL03100182 -10 11101/2010 12:01 a.m. 11/01/2011 12.01 a.m. General ate -Per Event 3,000,000 Products-Completed O rations Aggregate 3,000,000 Personal and Advertising Iniury 1,000,000 Each Occurrence 1 000 000 Damsoe to Promises Rented to You (Any One Promises) 1.000.000 Medical Expense Limit (Any One Person Excluded DESCRIPTION OF OPERATIONSILOCATIONSIVEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT /SPECIAL PROVISIONS - Coverage applies to USA Track & Field sanctioned events and registered practices, including any directly related activities, such as event set -up and tear-down, participant check -In and award ceremonies. - The Cerfi catehokler is only an additional insured with respect to liability caused by the negligence or the Named Insured as per Form AXIS 1003 - Additional Insured - CenBicateholders,but only with respect to the ASPEN VALLEY MARATHON on July 09, 2011. 262 MIDLAND POINT ROAD CARBONDALE, CO 81623 Ial L SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 000014 Lance Clarke From: Michael Kraemer Sent: Wednesday, July 06, 20114:02 PM To: kat fitzgerald; Lance Clarke Subject: permit pending Kat — I will be out of town before we issue the permit for the Marathon. Lance (Planning Director) is cc'ed on this email. His phone number is 920 -5452. He will be looking for proof of liability insurance and a copy of your Open Space and Trails permit for use of the Rio Grande Trail by 4:30 this Friday Upon receipt of these items, he will issue the permit. Good Luck! Thanks, Mike Mike Kraemer Planner Community Development Department P4ktn County 130 S Galena Street Aspen, CO 81611 970.920 5482(phone) 970.920 5439(fax) michaelkraemert9Dco. Ditkin. co. us 000015 Michael Kraemer From: James Richardson [JRichardson @aspenhospital.org] Sent: Thursday, June 30, 2011 11:43 AM To: Michael Kraemer Subject: RE: Special Event - Aspen Valley Marathon - July 9 Sorry if I did not reply they have already contracted an ambulance so we are good to go, approve. Thanks Jim< James Richardson, MBA, CCEMT -P Director, Aspen Ambulance District Aspen Valley Hospital 0401 Castle Creek Road Aspen, CO 81611 Phone: (970) 544 -1571 : Cell: (970) 456 -5498 : Fax: (970) 544 -1578 From: Michael Kraemer [ Michael .Kraemer@co.pitkin.co.us] Sent: Thursday, June 30, 2011 11:42 To: Valerie MacDonald; Tom Grady; James Lindt; James Richardson; John Armstrong; Mark Gamrat; Dave Iverson; John Krueger; Bryan Daugherty; Kathryn Koch; John Armstrong; Woody Creek Caucus; heather@beachresource.com; Gary Beach W. Buttermilk HOA Subject: RE: Special Event - Aspen Valley Marathon - July 9 I've heard from a couple folks but haven't heard from everyone. So, if you have comments or conditions to require of this race, please let me know by the end of the day. Otherwise if I don't hear from you, I'll assume you're "good" with the event as proposed and we'll issue the permit. Thanks, Mike From: Michael Kraemer Sent: Friday, June 03, 2011 2:50 PM To: Valerie MacDonald; Tom Grady; 'James Lindt'; 'James Richardson'; John Armstrong; Mark Gamrat; 'Dave Iverson'; John Krueger; Bryan Daugherty; Kathryn Koch; John Armstrong; 'Woody Creek Caucus'; 'heather@beachresource.com'; 'Gary Beach W. Buttermilk HOA' Cc: 'kat fitzgerald' Subject: Special Event - Aspen Valley Marathon - July 9 Hello All - attached is the Aspen Valley Marathon application for July 9th. As you will remember, they got a permit last year with us for the event. This year they are estimating around 450 participants and around 70 additionals to help with the race. Check out the attached application - similar to last year, they are proposing to use the Intercept Lot for participant parking, RFTA for getting to and fro the event supplemented by Blazing Adventure buses. Porta - poties are proposed and aid stations along the Rio Grande Trail. Aid stations are only allowed in the approved area off River Woods Road in Woody Creek. As a side, the Town of Basalt has already giver the green light for the use of Lions Park. Check it out and let me know of any glaring issues by Friday June 24th or sooner. 0 00G1s 1 Michael Kraemer From: Valerie MacDonald [ valerie .macdonald@pitkinsheriff.com] Sent: Monday, June 20, 20119:42 AM To: Michael Kraemer Subject: Re: Special Event - Aspen Valley Marathon - July 9 Mike, The PCSO approves this event. (Grady says the route through Emma etc isn't in Pitkin County). Also make sure that Basalt Fire and Rescue is ok/aware that Aspen Ambi will be in their jurisdiction. On Fri, Jun 3, 2011 at 2:50 PM, Michael Kraemer < Michael.Kraemer(a co.pitkin.co.us wrote: Hello All — attached is the Aspen Valley Marathon application for July 9 As you will remember, they got a permit last year with us for the event. This year they are estimating around 450 participants and around 70 additionals to help with the race. Check out the attached application — similar to last year, they are proposing to use the Intercept Lot for participant parking, RFTA for getting to and fro the event supplemented by Blazing Adventure buses. Ports, — poties are proposed and aid stations along the Rio Grande Trail. Aid stations are only allowed in the approved area off River Woods Road in Woody Creek. As a side, the Town of Basalt has already giver the green light for the use of Lions Park. Check it out and let me know of any glaring issues by Friday June 24 or sooner. Mike Mike Kraemer Planner Communav Development Department Atkin County 000017 130 S Galena Street Aspen, CO 81611 970.910.5482 970.910.5489 r_ui,y M= iTTFINM Valerie MacDonald Pitldn County Sheriffs Office Special Event Liaison Emergency Management Admin. o.970- 920 -5234 c.970- 379 -6748 valerie .macdonaldORitldnsheriff.com 0 Email secured by Check Point Michael Kraemer From: Mark Gamrat Lmark.gamrat@pi & in9l l.org] Sent: Friday, July 01, 2011 10:19 AM To: katfitzgerald Cc: Michael Kraemer Subject: Re: Aspen Valley Marathon Thanks Sean. Mike this is what I needed and they are good to go for Communications. Thanks.. Mark Gamrat, Communications Director Aspen/Pitkin County Communications Center 506 E. Main St. Dept. C Aspen, CO 81611 (970) 315 -2181 markiz@pitkin9lI.org My Calendar On Thu, Jun 30, 2011 at 2:01 PM, kat fitzgerald < aspenvallevrnarathon@mnail.com > wrote: Hi Mark, Further to our telephone converstaion, I now outline a narrative of our Communications Plan: 1) The primary response in the event of illess or accident will be to use cellphones to call 911 and request assistance. All course marshalls and volunteers (over 100) will be advised to call 911 immediately and identify their postion on the course and the nearest point of access to the incident. We have checked our signals along the route and generally get good coverage on the Rio Grande. 2) Secondary cover will be the use of 12 High Power Radios which belong to Challenge Aspen. All radios will standby on channel 1 which will only be used for medical /accident communications. In a test, we managed to speak to each other from the intercept lot to Basalt. The ambulance staff will be given a radio and the other 11 will be with Marshalls at key points along the course and these Marshalls will move down the course as the last athletes pass their checkpoints. By the halfway point, these marshalls will be 1 per mile. The protocol will be as outlined at No.1 above and then to use the radio to inform the on- course medics. 3) The on- course ambulance will be located at WJ Ranch when the Marathon starts (6.5 Miles downvalley from Aspen on the Rio Grande). Once the last athlete has passed this point, the ambulance will move to Arcerio Junction which is 15 Miles down the Rio Grande for Marathoners or 9 Miles for Half Marathoners. After all athletes have passed Arcerio Junction, the ambulance will move to the finish area in Basalt. The furthest point down valley from Basalt is Hookes Lane which is approximately 2 miles down from Basalt. This positioning should position the event ambulance for a quick response time particularly in the latter part of the event. 4) There will be a sweeper - a Marshall who will follow the last athlete on a bicycle with a radio. The sweeper will close the course and relieve marshalls as they race moves past the various checkpoints. Some 000a19 marshalls from the start of the marathon will head to Basalt to assist at the end of the races and to provide greater cover near the end of the races. Please let me know if you require any more information. Best regards Sean Solon 970 319 3579 Email secured by Check Point 00002/ 0 Lance Clarke From: Brian Olson [bolson@tosv.com] Sent: Thursday, July 07, 2011 11:11 AM To: Dave Elkan; Jeff M. Suffolk Cc: tony @canyoumove.me; Michael Kraemer; Lance Clarke Subject: RE: Snowmass Dave and Jeff, Waiting for reply from County for possible meeting times. Off the top of my head here are areas of concern that need to be addressed. Jeff this can be done by updating your application online. Your application with the Town is the same one Pitkin County is viewing. We share the same application process for continuity. MEDICAL PLAN: How will anyone in the event be treated for medical needs once reaching Pitkin County? 911? Do you have traveling medical staff? TRANSPORTATION PLAN: How many vehicles will descend on Pitkin County? What is the expected time frame this will happen? What roads will they be traveling? Will there be directional signage posted on the roadways? PARKING PLAN: Just looking at your website it shows 77 current teams signed up. If all or a large portion of the team vehicles end up at the relay transition at the same time (154 Vehicles), where will the park? How long will they park there? Parking and Medical appear to be the biggest potential impacts to the County .... so far. Be in touch soon, Brian *z Brian Olson Sergeant Town of Snowmass Village Police Department 130 Kearns Road/POB 5010 Snowmass Village/ Colorado/ 81615 ph 970.923.5330 fx 970.923.5867 bolson@tosv.com From: Dave Elkan Sent: Thursday, July 07, 2011 10:00 AM To: Jeff M. Suffolk Cc: tony @canyoumove.me; Brian Olson Subject: RE: Snowmass 000021 Page 1 of Aspen Valley Marathon Aspen Valley Marathon Click HERE for a printer friendly view. Saturday, July 9, 2011 Primary Jurisdiction: Pitkin County Overall Status: Submitted Event Category: City of Aspen - Town of Snowmass Village - Pitkin County Special Event On -line Application Click HERE if you' like to view the entire on -line application. Specific location(s): Herron Park, Aspen,Wilton Jaffee Snr. Park, Rio Grande Trail, Hooks Lane, Emma Road (County Road 2), Holland Hills, Two Rivers Road, Lions Park in Basalt DATES/TIWS: Set -up: 07/09/2011 06:00 AM Start: 07/09/2011 07:00 AM End: 07/09/2011 01:00 PM Dismantle: 07/09/2011 02:00 PM PRIMARY CONTACT: SECONDARY CONTACT: Sean Solon Send e-mail Katherine Fitzgerald Send a -mail Aspen Valley Marathon LLC Aspen Valley Marathon LLC PO. Box 423 PO Box 423 Aspen, CO 81612 Aspen, CO 81612 Phone: (970) 319 -3579 Phone: (970) 319 -9435 OTHER CONTACTS: During event - contact names & phone numbers Primary: Sean Solon (970) 319 -3579 Secondary: Katherine Fitzgerald (970) 319 -9435 Medical: Katherine Fitzgerald (970) 319 -9435 Parking: Josh White (970) 618 -2746 1 Safety: Maurice Fitzgerald (970) 319 -2246 Security: Sean Solon (970) 319 -3579 Transportation: Josh White (970) 618 -2746 DETAILS & DOCUMENTS: Event Summary: 450 Athletes 50 Volunteers 10 Independent Contractors (6 Timing, 4 Medical) No Security 10 Vendors 000001 W a,� http:// spccialevents .aspenpitkin.com/details.cf n?printviewflag =l &eventid =623 4tz... Page 2 of 4 Event is public Fees: Marathon $70 Half $55 5k $20 to include an event T -Shirt (1/3 net proceeds to Challenge Aspen as in 2010) We are prepared for up to 250 in both the Marathon and Half and up to 400 in the 5k and this will be cutoff point for entries but we do not expect this many entries. Volunteers will be trained in the week prior to the event in teams on the Course at the locations in which they will be located. There will be amplification to annouce athletes/winners and some music at the finish in Lions Park, Basalt subject to separate approval by Basalt Town Council as in 2010. Site Plan (and maps): SECTION 2 Site Plan & 32.77 k Maps.doc Section 8 Paddng Plan.doc 24.58 k Communication Plan: See attached Half Marathon Course 46.59 k Course Volunteers Checkpoints Checkpoints Communications Radios Medical and Marshalls.xls SECTION 5 - Medical Plan.doc 25.60 k Medical Plan Section 6 - Safety plan.doc 25.09 k Safety Plan Security Plan: We are not hiring a Professional Security Company. Public Law Enforcement Services will NOT be requested. Security Contact: Sean Solon, PO Box 423 Aspen 81612 Cell 970 319 3579 Medical Plan: See attachment SECTION 5 - Medical Plan.doc 25.60 k Half Marathon Course 46.59 k Checkpoints Communications and Marshalls.xls Safety Plan: 450 estimated athletes in 3 races - Marathon Half and 5k Medical, Communications and Safety Plans already attached previously Event poses no substantial risks to the individual participants or to public safety Event is on the Rio Grande Trail so not in the Wilderness 000002 htip:H specialevents. aspenpitkin .com / details .cfin?printviewflag =l &eventid =6 4/20/2011 Page 3 of 4 We will not be using any aircraft Transportation/Traffic Plan: See Attachment Section 7 - Transportation and 25.60 k Traffic Plan.doc Section 8 Parking Plan.doc 24.58 k Parking Plan: See Attachment Section 8 Parking Plan.doc 24.58 k Sanitation/Recycling Plan: See Attachment Section 9 Sanitation and 25.09 k Recycling Plan.doc Alcohol Mitigation Plan: Not applicable - no alcohol being served at the event Accessibility Plan: See attachment Section 11 Accessibility Plan.doc 24.06 k Alcohol Permit & License: Not applicable - alcohol will not be served Food Permit: See Attachment SECTION 13 Food Permits.doc 24.06 k Parks/Open Space Permit: Reviewed and accepted: YES Sales Tax & Bus. License: See Attachment Reviewed and accepted: YES SECTION 15 Sales Tax and 24.06 k Business Licence.doc Miscellaneous Permits: These will be applied for as required. Public Notification: See Attachment SECTION 17 Publi c 24.58 k Notification 000003 http: // specialevents.aspenpitkin.com/ details .efin ?printviewflag =l &eventid= 623 4/20/2011 Page 4 of 4 Liability Insurance: See attachment SECTION 18 Liability 24.06 k Insurance.doc References: See Attachment SECTION 20 References.doc 24.58 k There are no agencies currently assigned to approve this event. pO010 http: // specialevents. aspenpitkin. com / details .cfin ?printviewflag =l &eventid =623 4/20/2011 SECTION 2 - SITE PLAN & MAPS BOUNDARIES Marathon The proposed site for the start of the Aspen Valley Marathon is Herron Park in Aspen. The event will then join the trail on the Eastern side of the park and follow this trail until it meets with the Rio Grande proper at Puppy Smith Street. The proposed route then follows the Rio Grande passing the Emma Spur until it turns left (South West) onto Hooks Lane (Basalt - Willits) and then turns left again onto Emma Road (County Road 2) which brings mmners back to the Emma Spur (completing the triangle). Runners then take the underpass to cross at the Emma Spur to cross to the East side of Highway 82 and then run North back into Basalt along the Emma Road (now a bike /pedestrian only route) adjacent to Highway 82. The marathon finishes at The Lions Park in Basalt and will follow a route through the Town of Basalt to be agreed with the Town Council. See Marathon Route Map attached. The proposed route avoids all major roads and will therefore not require any road closures in Aspen. We are requesting the use of one lane of the Hooks Lane/Emma Road Triangle for a period of 2 hours from 11 am to 1pm on the day of the event. We do not expect a large number of competitors (perhaps 200) in the inaugural full Marathon and so this will not require a road closure but rather can be marshalled as we expect that the athletes will be spread out after 20 Miles of the event. Half- Marathon The proposed site for start of the Half Marathon is the same as the 2010 version of the same event at Wilton Jaffe Senior Park in Woody Creek. Competitors will start South uphill out of the canyon towards the Rio Grand Trail where they will turn North down valley in the direction of Basalt. Please see attached map 1 for location of start line and porta potties at beginning of event. Map 2 shows aid stations and manned street crossings and more detail on route. Map 3 shows the location of the finish in Basalt at Lions Park. The boundaries for the park are on Midland Spur, Midland Ave, Basalt Center Road and Two Rivers Road. On map 3 the boundaries of the event venue are highlighted also showing the proposed finish line and impact on the local traffic. We propose that a 100ft section road on Midland Avenue be closed to accommodate the finish area. This also allows another outlet near the Midland Spur providing access to vehicles needing visiting both business and residences during the event. The event will be from lam until 1pm and we anticipate needing this closure between loam and 1pm on the day of the event. The arrows also depict direction of travel. 5k Family Fun -Run This event will be run around Basalt (See proposed 5k route attached). Entants will use the public parking facilities already available in and around Basalt which should be more than able to accommodate parking needs on a Saturday. 000005 SITE IMPROVEMENTS It is propose to place 12 Foot Banners advertising the event at Ashen main street, Midland Avenue and at Woody Creek (subject to separate permits). We are also proposing placement of 3 banners at each corner of Lions Town park prior to the race to encourage interest to the event. The proposed banners are also depicted on Map 3. We would like to post signs at the intercept lot the day before (July 8th) to detail event parking. The signs will be removed after the event has finished on July 9th. There will be approximately 8 -10 vendors each occupying 5 -10ft tents or tables with associated athletic merchandise. We will have 2 -3 food vendors We will provide 40 chairs and 10 tables for seating. We are proposing to have massage tables and therapists available. We will have a PA system to announce awards and possibly a local DJ. There will also be a timing tent and table next to the finish line to announce arriving athletes. We will need electrical outlets from the Town Buildings at Lions Park, Basalt. SECURITY MEDICAL AND SAFETY See locations of traffic control personnel on Map 2. The aid stations and fast aid facilities are also shown on map 2. Transportation and Parking It is proposed to have all competitors car -pool and park at the intercept lots. We propose that athletes will use public transport to get to Herron Park in Aspen for the lam start of the Marathon. We propose use the same transportation arrangements which worked very well in 2010 for the Half Marathon - contracting Blazing Adventures to transport all participants from the intercept lot on Brush Creek and Highway 82 the short distance to the start area at Wilton Jaffee Son Park in Woody Creek (the Starting Area for the Half Marathon). There will be no parking at event start (other than for disabled athletes who have will use their wheelchairs. All participants must be at pickup no later than 6.40am from the intercept lot. There will be a pickup bus at 630am and 6.45am there will be no buses after that time. Registration will be at the start area and a bag transport service will be provided to the finish area in Basalt (change of clothes etc). Public buses leave the Basalt every half hour to bring participants back to the intercept lot so that participants can collect their cars. We will transport any disabled athletes from the intercept lot back to the start area to collect their vehicles as required. 000006 Food and drink Stations Marathon Start — 3 portapotties and hand washing stations will be provided by United Site Services. 2 trash containers, 2 recycling containers (based on expected 60 to 100 entries). We will not be taking entries in the 24 hours before the event and so can increase the number of units as required if entries on www.active.com exceed our expectations. We expect to have the first drinks station on the side of the Rio Grande approximately half way between Aspen and Wilton Jaffee Sur. Park at Woody Creek. The drinks stations will become more regular after Woody Creek (along the Half Marathon course as outlined below). We anticipate providing 3-4 additional drinkstaid stations on the marathon route where it diverges from the Half Marathon route (before Holland Hills). See maps for proposed locations. Half Marathon Start - 6 portapotties and hand washing stations will be provided by United Site Services. 2 trash containers, 2 recycling containers Mile 6.5 - water /Gatorade 2 trash containers, 2 recycling containers Finish 3-4 portapotties and hand washing stations as required by City of Basalt, 8 trash containers and 8 recycling containers 000007 t V v M N N N N 0 0 0 0 O N O O N N O N is R 41 07 aD OO f��NO (O I� 00 (G (70 C)7 ar V � Cl f0 00 (D MY t0 O)� N ISO V � O c � (V cV vi ai of M of v v v ui vi vi '� ui m tG r � r m of N v Y 3 m m M l6 m m Al f0 N � •� y N ry N y N N N N N N Q U U a0 U oi{ U 06 o6 atf at3 06 06 E r U �U 5 iU m U UU U U U Ti U U U U U E TT�O lO TTT�O O TTT C O O O O O {0 � O O l0 Of 03 N N OI l0 V C 'j C V c 'O C N N N I N C N "' C C N Q Q m m m Q Q Q C Ol E Q C C C U S y C v d m R > H dmma - n00 T C � w t V v M N N N N 0 0 0 0 O N O O N N O N is R 41 07 aD OO f��NO (O I� 00 (G (70 C)7 ar V � Cl f0 00 (D MY t0 O)� N ISO V � O c � (V cV vi ai of M of v v v ui vi vi '� ui m tG r � r m of rrrrt• N v 0) Q ( 7 m C C C � 0 0 O O_ Q O Ol O O O O O r U �U 5 iU m U UU U Ti L ,.�_ tll m ; O A O 01 TTTTT T�0 TT�O lO TTT�O O TTT C O O O nl O7 N 01 3 N O {0 � O O l0 Of 03 N N OI l0 C 'j C V c 'O C N N N I N C N "' C C N lO C R O (O O �O C C C C C C Ol C C OS l0 C C C O1 C C C U S y C R > O a Y .-N M r f0 n00 T C � C r rrrrt• § k \ / \// t; 2 f - �f 0) 4) § k k �kk !]a2ƒ ; £ ° )))!;ƒ� E E\E {/ ENr_�Cow= � e J/3 Je e 2 . ` m C14 ,, 04 ���/ cc J r , - VO,OONW cow m a NN ! \ ©■ @ !! ƒ� W 2 m ° ) 200mcW (�)k § ] ]!§a ;§ ■R`) $ �2/3)gc m f«!|« — §§ ka) . e.° ©�■ # J ;fzmm \—/ > >CV��� => a (kfk!|e� )E 2 24agZula3)6o5E L e;iokc�\ nDL ! 2 � CL f Nm__,wco [ / 2 k E 000009 0 m t d 0 a` C d E n r 0 W N C . W .6 8 1 L r CF m m` N M C C O O C O C O N U (n U) d d N N C l6 000010 000011 ° G ° N N N N N N N N WOO N N N d 7 J J J J J J J J J J J S o 0 0 0 0 0 0 J J 0 0 0 0 0 0 0 0 c c c_'° W 2 2 2 2 2 S 2 2 2 2 2 S S 2 m M > ; `° > > > > > > r > > o > > > > > > E �° c N •c c 'c •c 'c m a ° ` @2 g d aaa3aa 0 aaa aa`CL ° aaa �a'LLLtLL LL LL== C G LL U W °/Ol OI W Ol N Ol O!� Ol Ol Ol tm 01 Cl f�0 Z N C O O �• N • M W m h m m • ill N o r 'N 0 m m a m y a i0 22oowoo`o`o`C) 0`0 ;3000 A w w w w w w 0000 0 E E a N m w N N N d d o G C J N N N C C C N N N 0 C C` c� y N 3 C C C G G G 3 4) N N N N m N w N N w m N 0 N N N 'O 3 3 U V U U V U U V U U 000 U U U 000011 o 0 0 00 0O1 o y � O o d Z �p U O L U o 0 0 00 0O1 SECTION 5 — MEDICAL PLAN Ambulance cover for the event will be provided by Aspen Valley Hospital. An ambulance crew will be present at the start area before lam and as athletes move down the Rio Grande Trail, the ambulance will move on to Wilton Jaffee Snr. Pk (Aid Station) and then to Arcerio Junction where there will be an Aid Station. The Ambulance Crew will then move to the Emma Spur and will also be present at the finish of the events. Our contact is James Richardson, MBA, CCEMT -P, Director, Aspen Ambulance District, Aspen Valley Hospital, 0401 Castle Creek Road, Aspen, CO 81611 Phone: (970) 544 -1571 : Cell: (970) 456 -5498: Fax: (970) 544 -1578. See separate Communications Plan for contact between Volunteers and Aspen Valley Ambulance. Emergency services Access points to Rio Grande Trail will be identified on a map and volunteers/staffwill be able to identify the nearest access point to any incident for the emergency services. An Aid station will be set up at Arcerio Junction. This station will be in place from 8am to 11.00am on the day of the event. We will have volunteer(s) with appropriate medical training to treat any minor ailments at this station. All other medical problems will be handled by the Aspen Ambulance District. The Aid station will be located at a road access point onto the Rio Grande Trail should the emergency services be required to assist any participant at the Aid station. Participant Event Insurance Each participant will be required to sign a participant waiver and insurance will be provided as part of the entry fee. This athlete insurance is provided by through USA Track & Field. llll l SECTION 6 SAFETY PLAN We expect approximately 100 participants in the Full Marathon, approximately 150 in the Half and perhaps 200 in the 5k around Basalt. Most of these people are expected to attend the post- finish event in Basalt Lions Park. Procedures for dealing with emergencies An Aid station will be set up at finish area in Basalt Lions Park. This station will be in place from 9.00am to 2.00pm on the day of the event. We will have volunteer(s) with appropriate medical training to treat any minor ailments at this station. All other medical problems will be referred to the local emergency services. Staff and volunteers will have the appropriate contact numbers for local emergency services should they be required. The event is outdoors in Basalt Lions Park so there are no access issues for the emergency services. In the event of very severe weather conditions, the start will be delayed if necessary and the event may be cancelled at the discretion of the organisers. Participants are not required to attend the post -race function at the Basalt Lions Park and we will advise people to make their way home if we should experience severe weather conditions after the race. We do not expect the race or post -race event in Basalt to pose any significant risks to participants or members of the public. Safety Contact: Katherine Fitzgerald, PO Box 423 Aspen CO 81612 Cell phone 970 3199435 SECTION 7 - TRANSPORTATION AND TRAFFIC PLAN Safety of arrival and departure of participants will be a key concern for the organisers therefore no parking will be allowed at start areas. All volunteers will car pool when working on same stations and will be able to park at the start area or relevant points of access. All staff and volunteers will be at the start area(s) at 6am on the day of the event. An event co- ordinator will be present at start area(s) and at the finish area. All participants must park at intercept lot or down valley at Basalt Park and Ride. Participants must use Public Transport to get to Herron Park in Aspen for the Marathon (less than 5 minutes from nearest up valley bus stop). We will use the tried and tested transportation plan for the Half Marathon. All participants will be transported the short distance from the Intercept Lot to the start area at Wilton Jaffee Sm. Park between 6.30 am and 7.30 am by our Bus Contractor, Blazing Adventures prior to the race. Two buses each holding 50 people will drive the 10 minute loop as required. Participants will be encouraged to use RFTA public transport to get back to their cars at the intercept lot after the race. The bus stop is conveniently located beside the Lions Park in Basalt. Disabled participants will be allowed to park at the start area in Wilton Jaffee Son Park and volunteers will drive them back to the start area after the event to collect their vehicles. Disabled participants will be asked to notify us in advance of their requirements so that we can make the appropriate arrangements for parking and transport in advance. Transportation Contact: Josh White, PO Box 423 Aspen CO 81612 Cell phone 970 618 2746 00001-5 SECTION 8 PARKING PLAN Total number of parking spaces required at Intercept Lot: 100 Max estimate Total number of parking spaces required at Wilton Jaffe Senior Park: 15 Number of parking spaces Required at Basalt Park and ride: 50 Max estimate Parking Spaces for Vendors: 10 spaces No parking restrictions adjacent to Lions Park and there are 45 available spaces. Parking attendant — not necessary for small number of vehicles No towing company to be contracted Parking Contact: Josh White, PO Box 423 Aspen CO 81612 Cell phone 970 618 2746 Ci -'0016 SECTION 9 SANITATION AND RECYCLING PLAN We will complete the Environmental Checklist as required by the City of Aspen for the Start of the Marathon in Herron Park. This is not required for the Half Marathon or 5k as these events will not be held within Aspen City Limits. We will use provided re- cyling containers and we propose to voluntarily become certified as a zgreen event. Fitzgerald Landscaping and Design have been contracted to clean up the start areas and conduct a sweep of the course after the race to ensure that no trash or trace of the event remains. This company will re-cycle where possible and have a business account with the Pitkin County Landfill. This aspect of our 2010 event worked successfully. Sanitation — We have contracted United Site Services to provide portapotties and hand washing stations at the event. These will be provided at the start areas, the Aid Stations and in the finish area. Hand washing stations will be provided at the finish area. ADA- accessible facilities will be provided. United Site Services, 5323 County Road 154, Glenwood Springs, CO 81601 Telephone 800 864 5387 000017 SECTION 11 ACCESSIBILITY PLAN All venues, beverage and vending areas, the start area and finish area at Lions Park, Basalt meet disability access requirements. ADA- accessible toilet facilities will be provided. Parking and transport arrangements for disabled persons have been detailed above. 000018 SECTION 13 — FOOD PERMITS We propose to have 2 -3 food vendors at the Lions Park finishing area. Contracted food vendors will be required to submit the appropriate Licences, Insurance and other documentation to the organisers one month prior to the event. These will be famished to the Health Department at the City of Basalt/Pitkin County as required. 000019 SECTION 15 — SALES TAX AND BUSINESS LICENCE The only goods to be sold at the event are to be provided by the contracted food vendors. Contracted food vendors will be required to submit the appropriate Licences, Insurance and other documentation to the organisers one month prior to the event. o000L0, SECTION 18 — LIABILITY INSURANCE The organisers will provide Pitkin County with Commercial general liability insurance in the following minimum amounts:- $1,000,000 each occurrence; $2,000,000 aggregate once all the necessary permits and licences have been approved so that the event will take place. The Aspen Valley Marathon will be a USA Track & Field sanctioned event. Registered participants will be insured separately as part of their entry fee for the event. 000021 SECTION 20 — REFERENCES Team Events Aspen have been involved in the organisation of the following events in Pitkin County recently. Gentlemen Of Aspen Rugby Club - Sean Solon was the Event Director for the 4 day Ruggerfest Tournament in Aspen in September 2009 and 2010. Reference: Contact Bill McEnteer, Chairman, Gentlemen of Aspen RFC Cell No. 970 618 7747 Challenge Aspen - Sean Solon was the Event Director for the US Paralympic Downhill Skiing World Cup in March 2010. Reference: Kevin Jardine, Race Director, Challenge Aspen, Snowmass Mall, CO Cell No. 970 618 6382 000022 PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00031154 Name: Aspen Valley Marathon LLC Date:7/8/2011 Project Address: 0 MCLAIN FLATS RD Type: check # 136 Permit Number Fee Description Amount 0017.2011.PSPE PP- Special Event Flat Fee 624.00 Total: 624.00