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'.0 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(s) l Parcel ID: 2735- 14 -3 -00 -000 Application Date: 8/18/11 Case No: SPE031 -11 Description: The Roche Constructors Wapiyapi Classic 2011 Temporary Commercial Planner: Mike Kraemer Use /Special Event Permit # Copies: Allocated Hours: 6 % Over Hours: 6.2 Project Address: HWY 82, ASPEN, CO 81611 Property Owner: WAPIYAPI Owner's REP: MEGHAN ZOBECK REP's Email: Address: 505 S GAYLORD ST DENVER, CO 80209 Address: 505 S GAYLORD ST DENVER, CO 80209 Owner Phone: (970) 581 -9238 REP's Phone: (970) 581 -9238 Referrals: ALL OTHER REFERRALS Comments Due Date: Other Referrals: Meetings: Meeting Date: Review Body. Public Hearing? Notice Date: Meeting Notes 1st Meeting: 2nd Meeting: 3rd Meeting: Approvals: BOCC Resolution #: P &Z Determination #: BOCC Ordinance #: HO Determination #: Admin Determination #. 076 -2011 Other Information: VRApproval Date: VR Expires Date: Remarks Plat Recorded Date Plat (Bk, PG): Application Type: ADMINISTRATIVE DETERMINATION OF THE COMMUNITY DEVELOPMENT DHZECTOR OF PPPKIN COUNTY, COLORADO, APPROVING A SPECIAL EVENT PERMIT FOR THE 2011 ROCHE CONSTRUCTORS WAPIYAPI CLASSIC Administrative Decision No. _10 � -2011 RECITALS 1. Pursuant to Subsection 4- 30 -50(i) of the Pitkin County Land Use Code, the Community Development Director of Pitkin County, Colorado ( "Director ") may approve a permit for Special Events. 2. Wapiyapi (hereafter, the "Applicant ") has applied to the Director for approval of a Special Event Permit to conduct the Wapiyapi Classic, a charity bike tour. The tour offers two courses, 25 mile or 50 mile loops which begin and end at Paepcke Park in the City of Aspen and takes place on Sunday, September 25, 2011. 3. The event is expected to have 500 riders (maximum) including Lance Armstrong (with private security) and 50 -60 volunteers. The ride will start at Paepcke Park and will utilize Main Street to the round - about, Maroon Creek Rd and Castle Creek Rd before finishing at Paepcke Park. The ride will start at 8AM with the bulk of the finishers completing the course between 9:45AM and 12:30 PM. All roads will be clear of ride participants by 3 PM. 4. The Applicant has provided a Certificate of Insurance demonstrating adequate General Liability coverage (and naming Pitkin County as an Additional Insured) satisfactory to Pitkin County Risk Management. 5. The application was referred to the City of Aspen, the USFS, the Pitkin County Sheriffs Office, the Aspen Fire Protection District, Aspen Ambulance District, County Communications, Public Works, the Open Space & Trails Department, and RFTA. Referral comments received were in support of the application with no objections. 6. The Applicant has received Special Event permits from the USFS, the City of Aspen, and the Open Space and Trails Department. 7. 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 2011 Roche Constructors Wapiyapi Classic, subject to Applicant's compliance with each of 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 Safety and Operations Plan. 2. The Applicant shall provide the Sheriff s Office with the route and the final count of participants prior to the event. 3. No emergency access shall be blocked. Pagel oft 4. No County roads shall be closed or restricted during the event. 5. All riders shall wear helmets. 6. The Applicant shall supply all necessary manpower and equipment to safely conduct this activity. The Applicant shall be responsible for any and all damage to County resources and/or facilities that result from this activity. 7. The areas in which the activity takes place shall be cleaned up and restored to prior condition immediately after the event. 8. The Applicant must demonstrate possession of applicable permits at all times during the permitted activity and present such permits upon request. 9. The Applicants shall notify the public of the event and the use of Maroon Creek Road and Castle Creek Road in the Aspen Times and Aspen Daily News for the three days preceding the event. 10. Failure to comply with the conditions of approval may result in the revocation of this permit. APPROVED this :L.2�— day of S , 2011. Cindy xouben Community Development Director SP031 -11 PID# 273514300000 Page 2 of 2 Authorization ID: 560 Contact iD: Matthew Peterson Expiration Date. 09/25/2011 Use Code 181 FS- 2700 - 25,02/39) OMB NO 0596 -0092 U.S. DEPARTMENT OF AGRICULTURE Forest Service TEMPORARY SPECIAL - USE PERMIT (FSH 2709.11, sec. 54.6) AUTHORITY: Federal Lands Recreation Enhancement Act (FLREA), Title VIII, Division J, Public Law 108 -447 Wapiyapi Classic hereinafter called the Holder. is hereby authorized to use, subject to the terms and conditions of this permit, National Forest System land identified within the unit area and described as the Aspen Ranger District, White River National Forest, Pitkin County. Colorado This authorization covers approximately 5 acres and /or 1Q miles. Maroon Creek Road, FDR #125 to the terminus at the Maroon Bells Recreation Area The holder is authorized to conduct the following activities, and /or install the following temporary improvements on the permitted area: To Conduct the Wapiyapi Classic. Temporary cautionary road signs and aid station at Maroon Bells Parking Area are approved. TERMS AND CONDITIONS 1. Use under this permit shall begin on Q9/25/2011 and end on 09125/2011 The permit shall not be extended. 2. The minimum fee for this use is 5 0 O of revenue or $618.75 (Six Hundred and Eighteen Dollars and 75 cents). It shall be paid in advance and is not refundable 3. The holder shall conduct the authorized activities according to the attached approved plans and specifications. 4 The holder shall not install any improvements not specifically identified and approved above. 5 No soil, trees, or other vegetation may be destroyed or removed from National Forest System lands without specific prior written permission from the authorized officer. 6. The holder shall comply with all Federal, State, county, and municipal laws, ordinances, and regulations which are applicable to the area or operations covered by this permit. 7 The holder shall maintain the improvements and premises to standards of repair, orderliness, neatness, sanitation, and safety acceptable to the authorized officer. The holder shall fully repair and bear the expense for all damage. other than ordinary wear and tear, to National Forest System lands, roads and trails caused by the holder's activities. 8. The holder has the responsibility of inspecting the use area and adjoining areas for dangerous trees, hanging limbs, and other evidence of hazardous conditions which would pose a risk of injury to individuals. After securing permission from the authorized officer, the holder shall remove such hazards 9. The holder shall be liable for any damage suffered by the United States resulting from or related to use of this permit, including damages to National Forest resources and costs of fire suppression. 10 The holder shall hold harmless the United States from any liability from damage to life or property arising from the holder's occupancy or use of National Forest lands under this permit. 11. The holder agrees to permit the free and unrestricted access to and upon the premises at all times for all lawful and proper purposes not inconsistent with the intent of the permit or with the reasonable exercise and enjoyment by the holder of the privileges thereof. 12. This permit is subject to all valid existing rights and claims outstanding in third parties 13. This permit may be revoked upon breach of any of the conditions herein or at the discretion of the authorized officer Upon expiration or revocation of this permit, the holder shall immediately remove all improvements except those owned by the United States, and shall restore the site within 1 day(s), unless otherwise agreed upon in writing. If the holder fails to remove the improvements. they shall become the property of the United States, but that will not relieve the holder of liability for the cost of their removal and restoration of the site. 14 This permit is a license for the use of federally owned land. It does not grant any interest in real property This permit is not transferable. The holder shall not enter into any agreements with third parties for occupancy of the authorized premises and improvements. 15. Appeal of any provisions of this permit or any requirements thereof shall be subject to the appeal regulations at 36 CFR, Subpart C, or revisions thereof. 16. This permit is accepted subject to the conditions set forth herein, and Exhibit(s) A attached to and made a part of this permit. 17. The above clauses shall control if they conflict with additional clauses or provisions 18. Volunteers will be required at the Welcome Station and near the bus turnaround at the Day Use Parking Entrance. 19. Course marshalls with radio contact capabilities will be required at three locations on Maroon Creek Rd during the race. 20 All traffic regulations must be adhered to by all participants, 21 The 'yellow line" rule must be adhered to during the event. 22. All bicyclists must adhere to Colorado State Law. 23, Signs will be posted at least 8 hours in advance of the event, in the campgrounds and parking areas along Maroon Creek Road, and at the Maroon Bells Welcome Station, The road will remain "restricted" and not "closed ". 24. For all events, clearly mark the routes on the ground and position race marshals to direct racers. 25. Allow no dogs off leash on Aspen- Sopris District 26. As a leave no trace ethic, event staff are responsible for managing all waste, food, and garbage throughout the event. All waste, trash, and food should be removed immediately from the area of influence. Food. waste, trash shall be attended at all times on the Aspen - sopris District. 27. The variable message boards at the roundabout and ARC will be programmed by the Holder to announce the Wapiyapi Classic bike ride and the use of Maroon Creek Road. I have read and understand the terms and conditions and agree to abide by them. HOLDER Matthew Peterson. Wapiyapi Classic By Address: 910 16t� St, Suite 226 fkvm er, CO 80 Phone #: (818) 800 -1050 Date,� U.S DEPARTMENT OF AGRICULTURE Forest Service B 1�) —' Nam toff Snelson Title: District Ranger _ (Authorized Officer) Date: 8 2- Lott AG. J:CIry ll ePayEM`�M 0.9 ^ . J: yOn 4 ^T" :OE'e�y A'.'C lro:n:':']'v'i.:JPlVdi .. .Ra\L en' .. �. -.' -0', 1 �11y ^1 I3: TAe inl'Jld., Si C; 19C!'.+ ^. IS i. E'h '142 �tN•. irlryl^.LI X I511.'irtY.]R] 1, Mt, FC'B ^a :.' ' JSe 111. 11a` =-IT,l JISt3f a 6In la"a +a 111, 1 T: III It al.'a :'aS]J (:ES d'M•? 5 3114 15J WbIC '.Wl a,3 T.'Xe Irfnl::Iai,ry: 15:9y:n'Cr'n all, 1 at, 3 Dwntfn 1 12 1 I t c ,:. 9G W:'Y •`e,r-- .la'A.,.'.C: ^I'a1'dM 1'w r=C3:a ,.,T P ': a"dJ9n2 ^I+CIy :a6 M"F I,.^.'q!_ ine ?x'Y a'Y If c ^nC::, ?,' ? Nn L. :gale "Ian :.f - IF a'JIh6Li.1 a'i ll y'a.'illtla;'les 5y�61r la al Ialb 5'e1C2 afa, W. It trio -c1¢ pg:'r .I - T ',IT, c p e:Y=PI 4ea P6lmt b l 3:3 K1eM1` c::'SI"51a L.ar.,,AZI::xra!e -I Y,,—I K,t q`I YE.N ?619t+a13'a`[ lIIh6Te. i ! 'v2YMd F„IESI y:.a7c H'IJ 1.4 A'. ^ . i , : rIX'1 - e I F`G eJl_Yf Cai''a - -: eE `at II_! A -' ana A aIa'.a:r,tCa ^iT,r 3 l y am: C, , ,X, AC" J' Il1n .'e ^6aBC:6tary.3iAg'I:JI:..ia 1(I I S'Sl:c a`J'I1'. ('fait:+1 ": ".n5L55.T ?:'.Yya'IC,C lw al F i. , .y`; ' Y ='= ail.._ nl Ay'r „rc!"a?, J'a a'3 -_r'4 Pal n' atFZ+ S aIe,"ln I fnmvq III a..Ine�_ano^s i6 .c_y 1-1 IT - S'4 P` Pt ,aY t'lei ].YP If I^tl -al I At: S'' •_ jC.Qve••19 L—'..'eftiJ`r:1C <Or:1\ds1'S nil " - anc.r ' +ILVCY [r "6 rrpy S`enM1".e z Michael Kraemer From: Valerie MacDonald [ valerie .macdonald @pitkinsheriff.com] Sent: Monday, September 19, 2011 9:47 AM To: Michael Kraemer Subject: Wapiyapi Mike, The PCSO approves the Wapiyapi Sunday, Sept. 25th. Valerie MacDonald Pitkin County Sheriffs Office Special Event Liaison Emergency Management Admin. o. 970- 920 -5234 c. 970- 379 -6748 valerie .macdonaldopitkinsheriff.com Email secured by Check Point K4 �_ ® ACORN CERTIF ICATE_ OF DATE (MM/DD/1'Y) LIABILITY INSUR 07/11111 PRODUCER HCM Insurance Brokers EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO its Officers, employees and agents ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 2337 Foothill Blvd # 502 OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR La Verne, CA 91750 3rd Floor _ALTER THE COVE RAGE AFFORDED BY THE POLICIES BELOW. Phone (866) 866 -7090 Fax (866) 4 96 -5968 AFFORDING COVERAGE NAIC # © ACORD CORPORATION 1988 _ _ _ _I NSURERS INSURERA Lexington Insurance Compa INSURED Bicycle Ride Directors Association INSURER', INSURER I union Fire Insu rance Company 755 N. Leafwood INSURER C Brea CA 92621- INSURER D -9693 ,(562)690 INSURER COVERAGES INSURER F. THE POLICIES OF INSURANCE LISTED HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES AGGRE LIMITS SHOWN MAY HAVE BEEN REDUCED B _Y_PA_ ID CLAIMS INSR ADD'L LTR INSRD POLICY EFFECTIVE TY PE OF INSURANCE POLICY NUMB - _ I POLICY EXPIRATION DATE (M Mmom) LIMITS GENERAL LIABILITY EACH OCCURRENCE $1,00 0,0001 V, COMMERCIAL GENERAL LIABILITY 075- 715635 DAMAGE TO RENTED 01/01/11 01/01/12 (PREMISES Ea mw erim _$_3.00,000 CLAIMS MADE 4' OCCUR MED EXP (Any one person) excl A / iJ PanlClpan[ Liabili PERSONAL 8 ADV INJURY $1,000,000 ❑ $10,000 inland Marine GENERALAGGREGATE $2,000,000 GEN'LAGGREGATE LIMITAPPLIES PER PRODUCTS - COMP /OP AGG $1,000,0001 U POLICY PROJECT L OC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,QQQ� ANYAUTO '075- 715635 01/01/11 01/01/12 (Eaacaden ALL OWNED AUTOS BODILY INJURY 'A y —I SCHEDULEDAUTOS (Per person) 'J HIREDAUTOS BODILY INJURY JI NON OWNED AUTOS (Per accident) - PROPERTY DAMAGE (Per accident) _ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT ANY AUTO OTHER THAN EA ACC I _ - AUTO ONLY AGG I EXCESSAIMBRELLA LIABILITY OCCUR ❑ CLAIMS MADE DEDUCTIBLE I II _ RETENTION $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR /PARTNER /EXECUTIVE OFFICER / MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below OTHER B I I, Excess Medical SRG 0009125086 01/01/11 01/01/12 'LES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL I Additional Named insured to Read: Meghan Zobeck Event.Roche Construction Wapiyapi Classic Date: September 25, 2011 Certificate Holder added as Additional Insured. EACH OCCURRENCE 1 AGGREGATE WC STATU- I__ OTH- TORY LIMITS ER E L EACH ACCIDENT ( E L _DISEASE - EA EMPLOYEE' E L DISEASE - POLICY LIMIT each person $10,000 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL Pitkin County 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO its Officers, employees and agents THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. 530 Main St. 3rd Floor AUTHORIZED REPRESENTATIVE G /�1t_ Aspen, CO 81611 ACORD 25 (2001/08) OF © ACORD CORPORATION 1988 Michael Kraemer From: John Armstrong Sent: Tuesday, September 13, 20112:21 PM To: Michael Kraemer Subject: RE: 2 more special events Attachments: DUFFY biketourcolo 12.docx Thanks Mike, Golden Leaf is now permitted, we do not have any concerns for the Wapiyapi. I have fined the Marathon Relay and the Bike Tours Colorado each $100 for non - compliance with their special use permits, bummer. JA John B. - Armstrong Ranger Pitkin County Open Space andTra& 76 Service Center Road .Aspen, Colorado 81611 970 - 9825 "Respect your fellow human beings, treat them fairly, disagree with them honestly, explore your thoughts about one another candidly, work together for a common goal and help one another acheive it." From: Michael Kraemer Sent: Wednesday, September 07, 2011 1:22 PM To: Valerie MacDonald; Michael Buglione; Mark Gamrat; James Richardson; 'Aurora Palmer'; Kathryn Koch; John Armstrong; Ed Van Walraven; 'Richard Duran'; Gerald Fielding; Austin Weiss; 'Dave Iverson'; Kathryn Koch Subject: 2 more special events Hello again — here is the last installment of special event applications for the summer. Two events that have been previously permitted are scheduled to occur on September 24 and 25 th . The Golden Leaf 1/2 Marathon on Saturday, September 20— The City of Aspen does it every year and the application hasn't changed. We couldn't get it upload into a link so I have attached it to this email. 2 nd event planned for that weekend....... The Wapiyapi Classic Bike Ride on Sunday September 25 bike ride was a 1' year event last year and we issued a permit after a Special Events Committee meeting. From what I understand, last year's ride went off without a hitch and I don't think we need to do another Committee meeting. Check out their application — link below. The big difference from last year is the anticipated number of participants has increased from 300 to 500. Mark, I received your email saying "okay" on their com plan. http: / /www.aspenpitkin. com / Portals /0 /docs /county /Com %20Dev /Planning /Land Use Applications /SP031 11 app.pdf Please have comments back to me by Wednesday September 21 st at noon! As always, thanks, Mike Mike Kraemer Planner Community Development Department Pitkin County 130 S Galena Street Aspen, CO 81611 970 920.5482(phone) 970 920 5439(fax) michael.kraemer(ojco pitkin.co.us b Michael Kraemer From: Mark Gamrat [mark.gamrat @pitkin911.org] Sent: Wednesday, September 07, 2011 9:38 AM To: Matt Peterson Cc: Michael Kraemer; Valerie MacDonald Subject: Re: Communications Plan - Wapiyapi Classic Hi Matt. Comm Plan looks great and has my approval. Thanks for all the detail. Have a great event... Mark Gamrat, Communications Director Aspen/Pitkin County Communications Center 506 E. Main St. Dept. C Aspen, CO 81611 (970) 315 -2181 markgkpitkin9l 1.org My Calendar On Wed, Sep 7, 2011 at 9:11 AM, Matt Peterson < trojanmattka hotmail.com wrote: Mark, Regarding the upcoming Wapiyapi Classic Charity bike ride on Sunday, September 25th, I just wanted to send over our Communications Plan for your approval. The plans worked well last year and we are going to go with the same basic plan. Our ride goes up Maroon Creek Rd and Castle Creek Rd. We're renting radios that use a repeater and there's only one small stretch of road near the top of Maroon Creek where the radios don't reach. In this area, we will spread volunteers along the road to relay any emergency transmissions from one person to the next until they can reach our medical units. We will have red cross volunteers at 3 stationary positions on the course and a red cross team following the last rider. We will also have two ambulances from Aspen Ambulance roaming the course throughout the day and responsible for any transports if needed. Take a look at the attached plans and let me know if you need any additional information. Thanks, Matt Peterson 818- 800 -1050 On Sep 3, 2010, at 2:51 PM, Mark Gamrat wrote: OK. That is good with me if it is in another part of the application.. -t Mark Gamrat, Communications Director Aspen/Pitkin County Communications Center 506 E. Main St. Dept. C Aspen, CO 81611 970 920 5317 Work 970 920 5339 Fax markgga pitkin9l Lorg On Fri, Sep 3, 2010 at 2:50 PM, Matthew Peterson < troianmattghotmail.com > wrote: Thanks Mark - I have all of that info in the attached volunteer plan, but I will add it to the communications plan over the weekend and resend to you. Looking forward to a great event! Matt From: mark. gamratkpitkin9l Lorg Date: Fri, 3 Sep 2010 14:33:55 -0600 Subject: Re: Communications Plan - Wapiyapi Classic To: troianmatt(a hotmail.com Hi Matt. This looks pretty good. I was just add a little more narrative of how you will place people up Castle and Maroon. Are volunteers moving with the race? Who is stationary? Things like that. Just a little more detail and you are good to go as far as I am concerned. Thanks for all work on this... Mark Gamrat, Communications Director Aspen/Pitkin County Communications Center 506 E. Main St. Dept. C Aspen, CO 81611 970 920 5317 Work 970 920 5339 Fax markgna pitkin9l Lorg On Fri, Sep 3, 2010 at 10:03 AM, Matthew Peterson < trOianmaffghotmall.com > wrote: Mark, I have attached a radio /communications plan for the September 26th Wapiyapi Classic Bike Ride. We are renting radios from Allstate Communications. Please take a look at the attached document and let me know if this is what you need or you need any additional information. Cody with Allstate Communications confirmed that we will have 100% radio coverage on Castle Creek Rd and approximately 70% coverage on Maroon Creek Rd. The only place that will not have direct communication with our event site will be the upper portion of Maroon Creek Rd. In this area, we plan to spread out volunteers Page 1 of 7 The Roche Constructors Wapiyapi Classic 2011 The Roche Constructors Wapiyapi Classic 2011 Click H ERE for a printer friendly view. Sunday, September 25, 2011 Primary Jurisdiction: City of Aspen Overall Status: Need More Info Event Category: City of Aspen - Town of Snowmass Village - Pitkin County Special Event On -line Application Click HERE if you'd like to view the entire on -line application. Specific location(s): Site limited to Paepcke Park and Garmisch St. Course to utilize streets detailed in course map. Participants will obey all traffic laws and follow the rules of the road. DATES/TIMES: Set -up: 09/24/2011 07:00 AM Start: 09/25/2011 08:00 AM End: 09/25/2011 02:30 PM Dismantle: 09/25/2011 03:00 PM PRIMARY CONTACT: SECONDARY CONTACT: Meghan Zobeck S end e-ma Kristin Schmitt S end e-mail Wapiyapi 505 S. Gaylord St. Denver, CO 80202 Denver, CO 80209 Work: (303) 534 -0883 x.2 Fax: (303) 927-6852 Work: (970) 581 -9238 OTHER CONTACTS: During event - contact names & phone numbers Primary: Meghan Zobeck (970) 581 -9238 Secondary: Kristin Schmitt (303) 594 -1451 9D Medical: Gabriel Muething (970) 544 -1580 y , Parking: Meghan Zobeck (970)581 -9238 uJ Safety: Meghan Zobeck (970) 581 -9238 Security: Tom Dalessandri (970) 379 -4201 Transportation: Meghan Zobeck (970) 581 -9238 .J� _ -- -._ _._.__ __,- -. --- DETAILS & DOCUMENTS: Event Summary: Anticipated Attendance: 500 participants and 500 spectators throughout duration of event for a total of 1000 in attendance. 0OU!001 0' c9(9 http: // specialevents .aspenpitkin.com /details.cfm ?printviewflag =l &eventid =621 8/18/2011 Page 2 of 7 Personnel Numbers Staff. 10 event staff Volunteers: Friday = 6 volunteers; Saturday = 10 volunteers; Sunday = 65 volunteers Independent Contractors: 4 -5 contractors to be used for party rentals, sound system rental, barricade rental and trash/portable toilet rentals. Security: 5 paid security officers for duration of event plus 1 overnight security officer and 5 security volunteers Vendors: 10 -12 on site sponsors /vendors Event will be open to the public. Participation will be limited to a specific number for safety reasons and there will be no charge for spectators. Registration fees of $70 and $50 will be charged to participants in the 50 and 25 mile rides respectively. The event will be 100% non -profit and participants will be asked to fundraise an additional $200 for participation in the event. Registration will be capped at 500 people. Volunteers groups will be provided information about their specific volunteer responsibilities in advance of the event. Also, volunteer groups will be trained both the day before the ride and on the morning of the ride. Amplified music will be used between 7AM and 3PM on Sunday, September 25th for event announcements and background music throughout the day. There will be no live music. Vendor List 2011.pdf 193.00 k Volunteer plan 2011.pdf 234.02 k Site Plan (and maps): Boundaries of Event Site will be the borders of Paepcke Park: Main St, Garmisch St, Hopkins Ave, and Aspen St. On the rooming of the event, traffic control will be enforced on Garmisch St and a Start/Finish line will be setup on the street using rental barricades. See attached document for placement of all equipment. Site Wapiyapi ( Paepcke Park) 3- 94.55 k 20- 1l.pdf Wapiyapi course (25 mile) 2 -20- 517.95 k 1l.pdf Wapiyapi course (50 mile) 2 -20- 540.66 k I l.pdf Site Plan Paepcke Park Communication Plan: Staff. 10 staff to attend event, but some staff are still TBD See attached document for main event staff. Medical Services to be Provided by Aspen Ambulance, Contact: Gabriel Muething: 970 -544 -1580. Communications: Communication between staff members will be via radio. A repeater will be setup to allow for long distance radio communication. Staff in Paepcke Park will �00D 2 http: // specialevents .aspenpitkin.com /details.cfm ?printviewflag =l &eventid =621 8/18/2011 Page 3 of 7 be on radio channel 1, medical will be on channel 2, course staff will be on channel 3, and channel 4 will be left open for misc or lengthy radio communications. Additionally laminated, pocket sized cell phone lists will be distributed to all event staff for use by those staff that get cell service. Public Information: Our main point of contact with the public will be electronic - through the event website and emails. Pre -Race registration and fundraising will be handled 100% online, so we will have emails for all participants. Any race information or updates will be disseminated to participants through email. Additional promotional materials will be mailed and distributed at other events to Colorado area cyclists. Letters will be distributed to businesses and homes in impacted areas and a sign will be hung above Main Street for two weeks before the ride (arranged through the City of Aspen). An ad will be placed in the Aspen Times and Aspen Daily News to notify residents of the event and additional riders that they should expect to see on the local roads on 9/26. Event Signage will be very limited. At Registration we will have an overhead banner directed people to line up aplhabetically in the appropriate place by the last name. Public Event Notice: Local residents will be notified of event through event listings in the Aspen Times and Aspen Daily News. Communications and Course 55.75 k Volunteer Plan 2011.pdf Map for Comm Plan.pdf 253.40 k Event Staff 2011.pdf 180.59 k Volunteer plan 2011.pdf 234.02 k Security Plan: Yes - We have hired a professional security company to plan and manage security for the event. Security to be handled by Colorado Protective Services, Contact Tom Dalessandri: 970 - 379 -4201. Email: cpsaspn @aim.com. CPS will handle security both for Lance Armstrong and for the temporary traffic control on Garmisch St - next to Paepcke Park. Total of 5 security officers throughout the duration of the event and 1 overnight security officer to watch event equipment from 7PM on Saturday until 6AM on Sunday. Law Enforcement Services are not being requested. Medical Plan: See attached Medical Plan. Yes we will be working with Aspen Ambulance (Gabriel Muething: 970 -544 -1580) to provide the medical support for the race. Additionally, we will staff all Aid Stations with volunteer medical staff from the American Red Cross. Medical Plan 2011.pdf 217.83 k Wapiyapi course (25 mile) 2 -20- 517.95 k ll.pdf Wapiyapi course (50 mile) 2 -20- 540.66 k l l.pdf ..3 http: // specialevents. aspenpitkin .com /details.cfin?printviewflag =l &eventid =621 8/18/2011 Page 4 of 7 Map for Comm Plan.pdf 253.40 k Safety Plan: See attached Event Director ( Meghan Zobeck) and Medical Director (Gabriel Muething) will work together to supervise event safety. Tom Dalessandri will also help with traffic control and crowd control safety. Wapiyapi Classic Safety Plan 81.11 k 2011.pdf Transportation/Traffic Plan: We will only enforce a temporary partial road closure on Garmisch street on the morning of the ride. Buses will be able to use Garmisch throuhout the morning as usual. We will request No Parking to be posted along Garmisch Street between Hopkins and Main on Saturday, 9/24 and Sunday 9/25. Additionally, we will request that 3 parking spaces on the North side of Hopkins, closest to Garmisch street be reserved for placement of a roll off dumppter. A revised traffic control plan will be obtained (last year's plan is attached) and all cones and signage will be provided by A -1 Traffic Control. See attached document for additional information. Regarding RFTA Buses: We recommend that the first buses scheduled to drive up Maroon Creek be delayed until 8:30AM to allow Wapiyapi cyclists to get to the top of the hill before buses use the road. Transportation Plan 2011.pdf 183.15 k Traffic Control Plan.pdf 227.39 k Parking Plan: Parking for event participants will be at metered street parking and residential spots. With a relatively low capacity and a lot of street parking available on that weekend, participants will be directed to find closest available street parking, but will be informed to read all posted parking signs carefully. Any parking related questions can be directed to Meghan Zobeck, the Event Director at 970 -581 -9238. All event equipment will be contained within Paepcke park, but note the reserved parking spaces below that we are requesting. Friday, 9/23 - Monday, 9/26: 4 parking spaces on West end of Paepcke Park for placement of portable toilets Friday, 9/23 - Monday, 9/26: 2 parking spaces on Hopkins near SW corner of Paepcke Park for placement of 20 yd dumspter. Saturday, 9/24 - Sunday, 9/25: All parking spaces at west end of paepcke park for vendor, staff, and setup crew parking. http: // specialevents .aspenpitkin.com /details.cfm ?printviewflag =l &eventid =621 8/18/2011 Page 5 of 7 Additionally, we are requesting that the message boards at the Roundabout and at the Aspen Rec Center be programmed with a message that reads something similar to, "Caution: Bike Ride in Progress 8AM - 3PM" Sanitation/Recycling Plan: Waste/Recycling/Portable Toilets to be provided by United Site Services, contact below Brett Angell cell: 303 - 917 -3994 fax: 303-985-1428 PO Box 219 Commerce City, CO 80037 (1) 20 yd Roll Off for main site, (20) trash boxes for site /course, (11) Recycling boxes for site (FROM Z- Green) (8) regular portos + (1) ADA portos for main site, (4) portos for course (2 at Aspen High School and 2 at Ashcroft) Delivery: 4 -6PM on Friday, September 23 Pickup: Monday Morning Alcohol Mitigation Plan: n/a - currently we do not plan to sell or sample alcohol at the event. Accessibility Plan: We are using a city park for the staging area and city streets for the event. All ADA accessibility will be maintained by event setup. 10% of portable toilets will be ADA accecssible, all food/beverage will be accessible, and the event will not extend beyond dusk. Alcohol Permit & License: n/a - currently we do not plan to sell or sample alcohol at the event. Food Permit: Food will be distributed at event. The majority of the food will be pre - packaged sponsor materials. Participant Refreshments will give out whole bananas. The only food prepared on site will be peanut butter and jelly sandwiches prepared at the event site and at the aid stations for cyclists. Volunteers wearing sanitary gloves will prepare these sandwiches using bread, jelly, and peanut butter bought in bulk. Peanut butter and jelly will be spread on the bread using cutting boards as the sanitary surface and using spreading utensils provided. sandwiches will then be placed in large serving containers. Participants will not be allowed to pickup their own sandwiches, but will be handed a sandwich by a gloved volunteer. Hand sanitizer and extra gloves will be available for all volunteers as well as additional utensils. Also, food service materials will be stored in doors over night. Parks /Open Space Permit: no ' http :# specialevents. aspenpitkin .com /details.cfm ?printviewflag =l &eventid =621 8/18/2011 Page 6 of 7 Reviewed and accepted: YES Sales Tax & Bus. License: Currently, the only items scheduled to be sold at the event will be bike jerseys from the event. Sales tax will be paid on all jerseys sold on site. All proceeds from ther jersey sales will benefit Wapiyapi - a colorado based 501 [c] [3]. Reviewed and accepted: YES 501 (c) 3 Wapiyapi.pdf 1.05 Megs Miscellaneous Permits: Will work with tent vendor and Building Dept to obtain any necessary permits for sponsor /event canopies. Site Wapiyapi (Paepcke Park) 3- 94.55 k 20- 1I.pdf Public Notification: Announcements will not be made until after 7AM. Liability Insurance: Insurance Certificates will be provided when obtained, not less than 1 week before date of the event. References: Produced the 2010 Wapiyapi Classic Charity Bike Ride on Sunday, September 26th, 2010. Event was successful with just over 300 riders. Contacts from the 2011 ride include the following. Parks Dept. Tom Rubel: 970 - 429 -2031 Steve Jaworski: 970 - 379 -5568 Building and Safety Denis Murray: 970 - 429 -2761 USFS Aurora Palmer: (970) 945 -3317 Jim Stark: (970) 945 -3314 Aspen Parking Aaron Reed: (970) 920 -5123 City of Aspen City Clerk - Kathryn Koch: 970 - 429 -2685 Transportation Manager - Lynn Rumbaugh: 970 - 920 -5038 RFTA Operations Manager - Dave Iverson: 970 - 948 -1292 '00M 6 http: / /specialevents.aspenpitkin .com/details.cfm ?printviewflag =l &eventid =621 8/18/2011 Page 7 of 7 Pitkin County Sheriffs Dept: Valerie MacDonald: 970- 379 -6748 Pitkin County Cari Anne Holcomb: 970 - 920 -5092 REVIEWING AGENCY COMMENTS /STATUS:Overall Status: Need More Info Aspen Community Relations/Communication Se nd Status: Not Yet Reviewed an ema Aspen Community Safety S end an email Status: Not Yet Reviewed Aspen Engineering Send a n em Status: Not Yet Reviewed Aspen Environmental Health Send an em Status: Not Yet Reviewed Aspen Finance Department Send an email Status: Approve Approval Agency Request 107/15/201103:42 PM] You will need to register your business 5010 as a non profit with the City of Aspen. 9.0% sales tax will need to be remitted for any sales of goods to the City (2.1 %)and the State of Colorado (6.9 %). All information can be found at aspenpitkin.com for forms and tax info. Aspen Fire District Send an e mail Status: Not Yet Reviewed Aspen Parking Se nd an emai Status: Need More Info Approval Agency Request [05/05/201106:21 PMj What are the dates you will need 3 spaces on Hopkins? How many closures will you have on Garmisch and what is the duration of the closures? Aspen Parks Sen an emai Status: Approve Approval Agency Request [05/12/201110:35 AM] Please contact Steve Jaworski 970 379 -5568 at least a couple of weeks prior to event with site plan etc, Aspen Transportation Send a n em Status: Need More Info Approval Agency Request [05/04/201112:43 PM] We will need to discuss transit service on Maroon Creek Road, the closure of Garmisch as well as the carshare vehicle located at Paepcke Park. These are the same items that we worked through last year. A meeting or conference call would be great. Aspen ZGreen Aspen Zoning Send an email Send an ema County Community Development Send an emai Status: Not Yet Reviewed Status: Not Yet Reviewed Status: Not Yet Reviewed RFTA Send an e mail Status: Approve Approval Agency Request 105/31/201101:08 PM] RFTA will want to be in on any meetings for this event. There were some issues last year. = Not Yet Reviewed = Need More Info 0 = Declined ♦ = Approve I - ) t -; i r� �JUU_+- http: / /specialevents. aspenpitkin .com /details.cf n ?printviewflag =l &eventid =621 8/18/2011 Vendor /Rental List 2011 Tents/Tables /Chairs /Linens: Premier Party Rentals: Leann Katchuk, cell: (970) 309 -3263, office: (970) 963 -8368, email: leann@premierpartyrental.net Saturday 9AM -12PM delivery delivery, Sunday 3:30PM Pickup Trash /Recycling/Portos: United Site Services — Brett Angell phone: 888 - 232 -0001 20 yd Roll Off for main site, (11) trash boxes for site /course, (8) regular portos + (1) ADA portos for main site, (4) portos for course (2 at Aspen High School Aid Station and 2 at Ashcroft Aid Station) Security: Colorado Protective Services: Tom Dalessandri: phone 970- 379 -4201 2 security personnel to work Aspen St Traffic Control from 7AM -3PM, 2 security personnel to manage Lance Armstrong Security with lead bike group from 7AM -1PM (1 officer leading and 1 following group on motorcycle) and 1 officer for overnight security from 7PM on Saturday until 6AM on Sunday AM Radios: All State Communications — Cody: phone (970)- 945 -1155, email: Cody allstatecommunications.com 20 radios and 20 headsets for event staff. To be delivered to Aspen Square Hotel on Friday, September 23`" and picked upon Monday, September 26 ". Barricades: Orange Guy Fence and Truss, Clark Sheehan: phone 303 -589 -1220 Delivery on Saturday at 1PM, pickup at 3PM on Sunday Signage for Road Closure + 30 traffic cones: A -1 Traffic Control, Cal Whitman: phone 970 - 876 -0738 Delivery at 6AM on Sunday, pickup at 3PM on Sunday. Cones for misc use at aid stations, etc Ambulance Service: Aspen Ambulance, Gabriel Muething: phone 970 -544 -1580, email: mueaa @aspenhospital.ora 2 ambulances to work event from 7AM- 2:30PM (until final finisher). Roche Constructors Wapiyapi Classic Volunteer plan Friday. September 23 2PM -8PM: 6 volunteers Stuff Goody Bags at Aspen Square Hotel Saturday. September 24 9AM -6PM: 10 volunteers for Registration /Packet Pickup Sunday, September 25 Registration /Packet Pickup (6:30AM- LOAM): 12 volunteers Site Aid Station (Refreshment Tent) (7AM -3PM): 4 volunteers Maroon Bells Aid Station (7AM- 11AM): 5 volunteers+ 2 Medical volunteers Aspen High School Aid Station (7AM- 12PM): 5 volunteers + 2 Medical volunteers + Ambulance Ashcroft Aid Station: (7AM -2PM): 8 volunteers + 2 Medical Volunteers Course Marshals (7:OOAM- 3:OOPM): 8 volunteers for various positions along course Security (6:30AM- 3:30PM): 5 volunteers for main event site Lead Vehicle — 50 mile (7:30AM -IPM): 1 volunteer w/ car to lead 1 50 mi riders + Security on Motorcycle Lead Vehicle — 25 mile (8:OOAM- 2:301 1 volunteer w /car to lead 1 rt 2S mi rider through 25 mile course Logistics (6:30AM -3PM): 8 volunteers for general site operations in main event site Strike Volunteers (12PM -7PM): 8 volunteers for general site tear down /cleaning Total Sunday Volunteers: 65 Volunteer Descriptions General Volunteer Info: Volunteers should arrive at Paepcke Park at their scheduled times and report to the rider registration /packet pickup tent. At the tent, they will be given their volunteer t -shirts and will be groupd with the other volunteers assigned to the same locations. All volunteers should dress for the weather, which might range from warm to cold, it could be in the 30's on the morning of the ride. Once all volunteers have checked in for the respective positions, they will be briefed on their assignments by their respective managers and then will depart for their assigned locations as described below. Registration /Packet Pickup: These volunteers will be responsible for checking athletes into the event, collecting waivers, signing up new ride participants and collecting the corresponding entry fees /donations, and will distribute goody bags and jerseys to all ride participants. One of these volunteers will also be distributing volunteer t -shirts to the additional volunteers that arrive throughout the morning. They will be working from a 10x20 tent with a banner across the front that directs riders to lineup according to last name. Aid Station Volunteers: Volunteers at the various aid stations will be responsible for distributing water and snacks to the riders throughout the event. Snacks will include donated product from Honey Stinger, Justin's Peanut butter (to make peanut butter & jelly sandwiches), water, and other items. These volunteers will be out on the course for the duration of the ride and should prepare as many of the snacks and water for distribution as possible before the riders start arriving. These volunteers will check in at the registration /packet pickup tent, then they will carpool to the aid station locations following their respective Aid Station managers. Once the last rider has passed their Aid Station, the volunteers will clean up the area, collect all trash and place in trash bags, then return to the main event site and to their vehicles. *Aid Stations are the best location for families or child volunteers. Aid Station Medical Volunteers: A team of 2 Red Cross volunteers will be assisting at each of the 3 course aid stations. These medical volunteers will have radios and will be responsible for treating minor injuries requiring basic first aid and will notify Aspen Ambulance of any more serious injuries requiring transport or more advanced treatment. A fourth Red Cross team will follow the last rider throughout the duration of the course so that the position of the last rider is always known. If the last place rider drops out of the event, this follow team will proceed up the course to find the next to last rider. Course Marshals: Course marshals are needed at several tricky intersections along the course including 3 course marshals at the roundabout where CO Hwy 82, Maroon Creek Rd, and Castle Creek Rd Meet, and 5 marshals placed along upper Maroon Creek Rd. The Marshals at the roundabout will be directing riders to take the correct turns and to prevent people from missing the turns onto Maroon Creek Rd and Castle Creek Rd. The marshals on upper maroon creek rd will be placed in following positions 1) Monitor a blind turn instructing cars to slow down and riders to stay to the side of the rd (near marmot crossing sign) 2) Monitor the entrances to the campground 1 along Maroon Creek Rd. Advise any cars pulling out of campgrounds to proceed with caution during the event. Additionally, relay any radio messages from the Upper Maroon Creek Volunteer event site or medical teams if necessary. 3) Monitor the entrances to the campground 2 along Maroon Creek Rd. Advise any cars pulling out of campgrounds to proceed with caution during the event. 4) Monitor the entrances to the campground 3 along Maroon Creek Rd. Advise any cars pulling out of campgrounds to proceed with caution during the event. 5) Relay radio messages from Ashcroft Aid Station to the main event site. Radios will not be able to reach from the Ashcroft Aid Station to the main event site, but by relaying a message from the Aid station to a volunteer on Maroon Creek Rd and then from that volunteer on Maroon Creek Rd to the Main Event site, messages will be able to be sent and received along the entire course. All course marshals will also look for riders with damaged bikes and for bike crashes and will relay these to the bike techs and to the appropriate medical teams. While most volunteers are not assigned radios, 5 Maroon Creek Course Marshals and one of the 3 roundabout volunteers will be assigned and trained to use the rental radios. Course Marshals will check in at the registration /packet pickup tent, get their volunteer t- shirts as well as safety vests and radios and they will then follow the Maroon Bells Aid station manager or ride with him /her in their vehicles for their specific placement on the course. Security Volunteers: These 5 volunteers will be assigned to several different positions in the main event site to keep spectators, photographers, and participants from crowding Lance Armstrong. They will assist the hired security officers to "part the crowd" as Lance moves from one position to the next in the site. During the ride, and after Lance has departed these volunteers will also monitor the security of the left over rider goody bags, the entrance to the beer garden (where they will check IDs) and the perimeter of the beer garden to make sure that nobody steals the left over goody bag product /jerseys or sneaks into the beer garden. Lead Vehicle Volunteer(s) 50 mile course: The Lead Vehicle volunteer will drive the course in front of Lance Armstrong's group and lead this smaller group through the entire course. He /she will drive with the flashing caution lights on and will stay to the side of the road as much as possible to allow other vehicles to pass when safe. The vehicle must stay a good distance in front of the riders, approximately 100' so that he /she has time to react in the event of a speedy downhill or sharp turn when the riders might catch up to this lead vehicle. The Lead Vehicle should drive the course in advance of the ride so that they can become familiar with the course and so that this vehicle does not lead the riders astray. The Lead Vehicle will be assigned a JtJI _. radio so that he /she can report the location of the leading riders throughout the course. He /she should report the location of the first riders at each Aid Station and approximately 5 minutes and then again 1 minute before reaching the finish line. Lead Vehicle Volunteer (25 mile course): The Lead Vehicle volunteer will drive the course in front of the riders in the 25 mile course and will lead this group through the entire course. He /she will drive with the flashing caution lights on and will stay to the side of the road as much as possible to allow other vehicles to pass when safe. The vehicle must stay a good distance in front of the riders, approximately 100' so that he /she has time to react in the event of a speedy downhill or sharp turn when the riders might catch up to this lead vehicle. The Lead Vehicle should drive the course in advance of the ride so that they can become familiar with the course and so that this vehicle does not lead the riders astray. The Lead Vehicle will be assigned a radio so that he /she can report the location of the leading riders throughout the course. He /she should report the location of the first riders at each Aid Station and approximately 5 minutes and then again 1 minute before reaching the finish line. Logistics Volunteers: These volunteers will be assigned a wide variety of tasks related to the overall execution of the event. The responsibilities include replacing trash bags in the main expo, assisting sponsors with setup as needed, loading and unloading event equipment from vehicles, placing the finish chute barricades and finish truss, applying banners to the finish line and finish truss, and helping to address any other logistics problems that may arise. These volunteers must be physically fit and capable of carrying heavy boxes and standing on their feet for long stretches. Strike Volunteers: Similar the Logistics volunteers, these volunteers will assist the tear down of the main event site including the emptying of all trash /recycling cans after the ride, taking down all banners, loading any equipment and supplies back into the appropriate vehicles, and assisting sponsors with tear down. Again, these volunteers must be physically fit and capable of carrying heavy boxes and standing for long stretches. Roche Constructors Wapiyapi Classsic Radio /Communications Plan Sunday 6AM Distribution (At Registration Tent) 1. Meghan Zobeck (Event Director) 2. Matt Peterson (Event Asst) 3. Kristin Schmitt (Registration Director) 4. Calen Brennan (Course Director) 5. Dave Bratten (Lead Vehicle — 50 mile course) 6. John Yang (Lead Vehicle — 25 mile course) 7. Meg Macy (Volunteer Coordinator) 8. Gabe Muething (Medical Director) 9. Medical 2 (2°' Ambulance) 10. Aid Station 1 (Maroon Creek) — Red Cross Volunteer 11. Aid Station 2 (Aspen Middle School) — Red Cross Volunteer 12. Aid Station 3 (Ashcroft) —Red Cross Volunteer 13. Course Marshal - Volunteer at Roundabout 14. Course Marshal — Maroon Creek Campground 1 (0.3 miles past park gates) 15. Course Marshal — Maroon Creek Campground 2 (1.5 miles past park gates) 16. Course Marshal — Maroon Creek Blind turn (2.8 miles past park gates) 17. Course Marshal — Maroon Creek Campground 3 (4.0 miles past park gates) 18. Course Marshal — Upper Maroon Creek (if needed) 19. Tom Delessandri (Security) 20. Don Ch (Announcer) Total on Race Day- Radio Return is to Meghan Zobeck at completion of each day. Matt Peterson will be responsible for charging all radios prior to each days use. Channel 1: Expo Area - Paepcke Park Staff Channel 2: MEDICAL Channel 3: Course (using repeater) Channel 4: Open Radio Use Instructions - Wait 2 seconds when you change radio channels before you start speaking to avoid jumping into the middle of another transmission - Wait I second before speaking after you depress the button to avoid cutting off words - Think before you speak — keep radio transmissions brief and concise - Use "prepare to copy" when transmitting important information such as a rider number, rule infraction or injured participant in need of attention - Confirm that important information has been received with "copy" (i.e. "This is Matt, I copy ") Important Notes - Castle Creek Rd will have 100% radio coverage - Maroon Creek Rd will have 70% radio coverage. The Aid Station at the top of Maroon Creek will need to relay messages from the Aid Station to Campground 3. From Campground 3, the message will be relayed to the volunteer at the blind turn. From the blind turn, the message will be relayed to the volunteer at Campground 2. From Campground 2, the message will be relayed to the volunteer at Campground 1. From Campground 1, the volunteer will relay the message to medical at bottom of Maroon Creek Rd. The radio range will be tested on Saturday, September 24` and an 0"k i - i ,. � , '1.2 additional volunteer will be added to the relay chain if necessary (Upper Maroon Creek Rd Volunteer). Depending upon the radio range, 1 or more volunteers may be removed from this relay chain. Regardless of the radio range, these volunteers will still be physically positioned at their assigned locations to notify cars exiting the campgrounds of the event. All staff must wear headsets so that radio transmissions cannot be heard by nearby participants /spectators. Radios must be in "off' position when headsets are plugged in. Course Volunteer Descriptions: Lead Vehicle Volunteer: The Lead Vehicle volunteer will drive the course in front of Lance Armstrong's group and lead this smaller group through the entire course. He /she will drive with the flashing caution lights on and will stay to the side of the road as much as possible to allow other vehicles to pass when safe. The vehicle must stay a good distance in front of the riders, approximately 100' so that he /she has time to react in the event of a speedy downhill or sharp turn when the riders might catch up to this lead vehicle. The Lead Vehicle should drive the course in advance of the ride so that they can become familiar with the course and so that this vehicle does not lead the riders astray. The Lead Vehicle will be assigned a radio so that he /she can report the location of the leading riders throughout the course. He /she should report the location of the first riders at each Aid Station and approximately 5 minutes and then again 1 minute before reaching the finish line. Aid Station Volunteers: Volunteers at the various aid stations will be responsible for distributing water and snacks to the riders throughout the event. Snacks will include granola bars, energy products, peanut butter and jelly sandwiches, water, and other items. These volunteers will be out on the course for the duration of the ride and should prepare as many of the snacks and water for distribution as possible before the riders start arriving. These volunteers will check in at the registration/packet pickup tent, then they will carpool to the aid station locations following their respective Aid Station managers. Once the last rider has passed their Aid Station, the volunteers will clean up the area, collect all trash and place in trash bags, then return to the main event site and to their vehicles. *Aid Stations are the best location for families or child volunteers. Aid Station Medical Volunteers: A team of 2 Red Cross volunteers will be assisting at each of the 3 course aid stations. These medical volunteers will have radios and will be responsible for treating minor injuries requiring basic first aid and will notify Aspen Ambulance of any more serious injuries requiring transport or more advanced treatment. A fourth Red Cross team will follow the last rider throughout the duration of the course so that the position of the last rider is always known. If the last place rider drops out of the event, this follow team will proceed up the course to find the next to last rider. Course Marshals: Course marshals are needed at several tricky intersections along the course including 3 course marshals at the roundabout where CO Hwy 82, Maroon Creek Rd, and Castle Creek Rd Meet, and 5 marshals placed along upper Maroon Creek Rd. The Marshals at the roundabout will be directing riders to take the correct turns and to prevent people from missing the turns onto Maroon Creek Rd and Castle Creek Rd. The marshals on upper maroon creek rd will be placed in following positions 1) Campground 1: Monitor the entrances to the campground 1 along Maroon Creek Rd (0.3 miles past park gates). Advise any cars pulling out of campgrounds to proceed with caution during the event. Additionally, relay any radio messages from the Upper Maroon Creek Volunteer event site or medical teams if necessary. 2) Campground 2: Monitor the entrances to the campground 2 along Maroon Creek Rd (1.5 miles past park gates). Advise any cars pulling out of campgrounds to proceed with caution during the event. 3) Maroon Creek Blind Turn: Monitor a blind turn instructing cars to slow down and riders to stay to the side of the rd (near marmot crossing sign, 2.8 miles past park gates) 4) Campground 3: Monitor the entrances to the campground 3 along Maroon Creek Rd (4.0 miles past park gates). Advise any cars pulling out of campgrounds to proceed with caution during the event. 5) Upper Maroon Creek Rd: Relay radio messages from Maroon Creek Aid Station to the main event site. Radios will not be able to reach from the Maroon Creek Aid Station to the main event site, but by relaying a message from the Aid station through volunteers on Maroon Creek Rd and then from that volunteer on Maroon Creek Rd to the Main Event site, messages will be able to be sent and received along the entire course. The exact location of this volunteer will be determined on Saturday, September 25 h when the radio ranges are tested. All course marshals will also look for riders with damaged bikes and for bike crashes and will relay these to the bike techs and to the appropriate medical teams. While most volunteers are not assigned radios, 5 Maroon Creek Course Marshals and one of the 3 roundabout volunteers will be assigned and trained to use the rental radios. Course Marshals will check in at the registration/packet pickup tent, get their volunteer t- shirts as well as safety vests and radios and they will then follow the Maroon Bells Aid station manager or ride with him/her in their vehicles for their specific placement on the course. MEDICAL Plan There will be one ambulance dedicated to the main event site. The medical team can also access 911 if needed. Main contact: Gabriel Muething: 970 -544 -1580 Procedures in Case of an Emergency: 1. Make contact fast with the appropriate PROFESSIONAL medical response team via cell phone. 2. Identify yourself, and the exact geographic location of the incident. 3. Check the scene to make sure it is safe ... we don't want another patient. 4. Caution approaching racers of the hazard. Wave them around and clear of incident area. 5. REMAIN CALMI 11 Check to see if the person is conscious and breathing. Ask them clearly, "Are you OK ?" 6. DO NOT MOVE THE PERSON AND DO NOT DIAGNOSE 7. Stay with the involved person(s) until medical personnel arrive. 8. When medical personnel arrive step away and let them do theirjobs. Focus on directing approaching athletes around and clear of incident area. Course Directors: If an incident occurs on your area of the course • Please go to incident site immediately and maintain contact with medical on phone until they arrive. Everyone Else: • Please do not go to an incident site unless your presence is specifically requested. The race is still going on and we must maintain a presence in all areas of the course at all times. There will be 2 ambulances and 3 Pickup Trucks at event. During the race, there will be 4 course vehicles on the course, 1 ambulance and 3 pickup trucks. A Medical command center will be positioned at the main event site to treat injuries sustained during the race and in the main event site. There will be 4 Professional Ambulance personnel at the event and 2 ambulances. Additionally there will be 2 medical volunteers at each aid station. Bike Tech (TBD) will follow the last rider (in 50 mile ride) from the start to the first aid station (Maroon Bells) From the first aid station, the medical volunteers will use their pickup truck to follow that last racer through the rest of the course. This medical team following the last rider will notify the event director as they pass each aid stations and will let event director know when they are approximately 5 minutes from the finish. DURING A SEVERE MEDICAL EMERGENCY PLEASE REMAIN CALM AND TAKE EXTRA NOTE TO SPEAK CLEARLY AND CONCISELY. _:tad, Medical Plan Sunday, September 25th Main Contact: Aspen Ambulance, Gabriel Muething 970 -544 -1580 1 Ambulance at Main event site from 7AM - 3PM (or until final finisher) 1 additional Ambulance at Aspen Middle School Aid Station from 9AM -3PM (to easily access any course medicals) Aspen Ambulance will stabilize any medicals and activate 911 for transports. Gabriel and Aspen Ambulance will utilize their own discretion when determining the necessity of transport. 2 Medical Volunteers (Red Cross) at each Aid Station to handle minor medicals Aid Stations located at Maroon Bells Trailhead, Aspen Middle School, and Ashcroft. Each Aid station will have at least 2 Red Cross volunteers with bandages and first aid supplies. Aspen Middle School will also have a fully stocked ambulance. Ambulance staff will be in uniform, volunteer medical staff will be wearing easily identifiable medical staff shirts. Because all roads are open, ingress and egress routes will utilize the city streets on which the events take place. Medical Plan for Distribution to Staff (on next page) JUU Wapiyapi Classic Safety Plan Event Capacity: 500 participants Procedure for detecting and responding to Emergencies: Within the main event site, all staff and volunteers will be directed to look for potential safety problems. Requests for assistance procedures: Volunteers will be directed to report safety hazards to staff members. Staff members will report safety problems to Tom Dalessandri (security) or Gabriel Muething (Medical) depending upon the type of problem via phone. Safety Plan: See Medical Plan Previously Provided and to be distributed to staff Inclement Weather Plan: Event is "Rain of Shine" but in the event that the weather posts an unacceptable safety risk as determined by the Event Director and Medical Director, the event will be cancelled, not postponed. All participants will be required to follow all traffic laws, obey the rules of the road, ride single file on the city streets, wear helmets, stop at all stop signs, etc. Event does not occur in wilderness, swift water /open water or mountainous terrain and have the potential to affect normal public safety resources. Uu,_.7 Transportation Plan Safe Arrival and Departure: All event participants will be encouraged to arrive early and to find appropriate metered street parking. For participants arriving on Saturday, we will encourage them to ride their bikes to the event rather than drive. With a relatively low number of participants and outside of peak tourist season, the available street parking and garage parking should comfortably accommodate all needed parking for the ride. Event staff will carpool to the ride using course vehicles. Transportation Objectives: We would like all participants to arrive at the event in a timely manner that allows the event to start safely and on time. Through pre -ride information, we would like to reduce congestion on city streets before the start of the ride as much as possible. Post event, participants will be leaving the ride over a long period of time and congestion will not be a problem. Ride Course Impact on City Streets: By starting our participants in 3 large waves, 3 minutes apart, the impact on city streets is expected to be very minimal. Additionally, by utilizing cycling friendly roads, most automobile drivers are unlikely to notice an increase in cycling activity in comparison to a normal Sunday morning. Course Maps are attached as separate documents Route Schedule: Riders will be on the course from 8AM until 21 though the bulk of the finishers will be arriving at the finish line between 10:30 and 12:30PM. Very few riders will finish after 1:301 To prevent and extremely late finishers, cut off times will be imposed at each aid station. Cut off times will be enforced at the Maroon Creek Aid Station at 9:30AM, at the Aspen High School Aid Station at 10:40AM and at the Ashcroft Aid Station at 12:1O1 Riders who haven't reached these respective checkpoints at the appointed time will be turned around and instructed to ride straight to the finish line or will be pulled off the course and transported back to Paepcke Park. Traffic Control: The only traffic control will be the temporary control enforced by Tom Dalessandri and Colorado Protective Services to close off either end of Garmisch St for the event's Start/Finish Line — allowing only emergency vehicles to access northbound lane of that block of Garmisch. Southbound Garmisch will remain open to traffic. j WAPIYAPI CLASSIC BICYCLE EVENT STREET CLOSURE w /DETOUR S. GARMISCH ST. BETWEEN MAIN ST. & HOPKINS AVE. ASPEN, CO. MUTCD TA -20 100 FT. N W-< E S MAIN ST. (HWY 82) 9 -14 -10 _____ _________________ _____ _________________ 1 U N HOPKINS AVE. ------------------- 100 FT. 1 I t x� i ctos�o i vm 100 FT. srfcw PREPARED BY uua TRAFFIC CONTROL SUPERVISOR; i &a ?&"aarc 9 -14- l0 APPROVED BY DATE * ** * NOTE * * ** CONTRACTOR; XX -WORK AREA ------------------------- * NOT TO SCALE* APPROVED BY DATE SIGN SPACING CITY/TOWN OF; MEASUREMENTS _________ ARE AT SET MINIMUM DATE STANDARDS AMERICAN TRAFFIC SAFETY \I/ A -1 TRAFFIC CONTROL \I/ SERVICES ASSOCIATION & BARRICADE INC. a9r1 Thbb fo of=tha9 32597 HWY 6 & 24 E� Mr. Cal Whitman py' SILT. CO 81652 R �� r $ e 0 has sartsfwd lir e reguimm�s -x (9 7 018 7 6 -0138 office ilk ° w be dx lgnawd ® a [ 1 (970)876 -0307 fax '°' W A CERTIF1E.U'IRAFFIC CONTROL SUPERVISOR calw @a1haf8cconfrol.corn BBB ` + C .'� BLRI 11188861E 1,11111 uc E8 Ctm0vMJ We are an Equal Opportunity Em wax9tt ployer •cc99uiRO r °g _ Ez2'uetwn lla.47217d1J2 c:wWicaiw HCwtC tm ap IRS Department of the Treasury lnlernal Revenue Service P.O. Box 2508 Cincinnati OH 45201 ROCKY MOUNTAIN CHILDRENS RESOURCES CAMP WAPIYAPI CAMP WAPIYAPI 910 16TH ST STE 226 DENVER CO 80202 -2958 023161 In reply refer to: 0248567568 Oct. 15, 2009 LTR 4168C 0 84- 1475930 000000 00 00014208 BODC: TE Employer Identification Number: 84- 1475930 Person to Contact: Bill Bertram Toll Free Telephone Number: 1- 877 - 829 -5500 Dear Taxpayer: This is in response to your Oct. 05, 2009, request for information regarding your tax - exempt status. Our records indicate that your organization was recognized as exempt under section 501(c)(3) of the Internal Revenue Code in a determination letter issued in November 1998. Our records also indicate that you are not a private foundation within the meaning of section 509(a) of the Code because you are described in section(s) 509(a)(1) and 170(b)(1)(A)(vi). Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Beginning with the organization's sixth taxable year and all succeeding Years, it must meet one of the public support tests under section 170(b)(1)(A)(vi) or section 509(a)(2) as reported on Schedule A of the Form 990. If your organization does not meet the public support test for two consecutive years, it is required to file Form 990 -PF, Return of Private Foundation, for the second tax year that the organization failed to meet the support test and will be reclassified as a private foundation. If you have any questions, please call us at the telephone number shown in the heading of this letter. ' e _ I Ii.lU _ .0 ROCKY MOUNTAIN CHILDRENS RESOURCES CAMP WAPIVAPI CAMP WAPIYAPI 910 16TH ST STE 226 DENVER CO 80202 -2958 Oct. 15, 2009 LTR 84- 1475930 000000 Sincerely yours, 0248567568 4168C 0 00 00014209 Michele M. Sullivan, Oper. Mgr. Accounts Management Operations I C_ t` m y 0 N v x 0 U c a O m N a/ N O a e. 3 C a 0 0 0 n �- a a y N x x a > - E L C 4 R I Ia- C C 3 h a f „ m C a LL� U a 1 LL m N y 250' 0 1 IEM 0 3• ADA Porto C N (D Or �M `- C ` Dump Q C C C Y a 3 h ) n 0 ai N N N L V Paepcke Park T R IaJ Wapiyapi Classic Site Plan Key Start /Finish Line Q Portable Toilets p 10x10 Canopies ❑ Announcer Riser El Speakers First Aid Traffic control Personnel Traffic Barricades O Trash Cans QT Recycling Cans 30 Yard Dumpster Dump] y N �-F 0 0 Q 0 Q Q 3 (D N_ 01 Hopkins Ave 0 N x 0 N O O U N 0 0 0 0 x N U x x x x o - C 4 R I Ia- C C a f f H H H C 0 o a a N o.acx a a N N N N T� III N ITTWI 12'x16'x24 Riser © Sponsor C Canop Em II V C C C G G C C N d X O x . O p p O n a m m m m ( a Dump Q C C C Y a 3 h ) n 0 ai N N N L V Paepcke Park T R IaJ Wapiyapi Classic Site Plan Key Start /Finish Line Q Portable Toilets p 10x10 Canopies ❑ Announcer Riser El Speakers First Aid Traffic control Personnel Traffic Barricades O Trash Cans QT Recycling Cans 30 Yard Dumpster Dump] y N �-F 0 0 Q 0 Q Q 3 (D N_ 01 Hopkins Ave Paepcke Park T R IaJ Wapiyapi Classic Site Plan Key Start /Finish Line Q Portable Toilets p 10x10 Canopies ❑ Announcer Riser El Speakers First Aid Traffic control Personnel Traffic Barricades O Trash Cans QT Recycling Cans 30 Yard Dumpster Dump] y N �-F 0 0 Q 0 Q Q 3 (D N_ 01 Hopkins Ave y N �-F 0 0 Q 0 Q Q 3 (D N_ 01 Hopkins Ave N a P. fP ti o 1l E S , 9y y 1 Oy �Yw C yH 1?1 G "'an o , �P. P ""pP4 Ma ' Sr Paepcke Park (Start/Finish) Bells �a a Y d V x Course Map 25 Mile Charity Bike Ride Course Course Direction 'Course Subject to change Y a V a xi 0 0 ,r � P d Ashcroft Aid Station (Mile 12.5) 0 N W +E S Y W d V� 0 0 a rr It 4 N r Q 9 g .g Qa ^ a A F Q a Q 1. " a ASPEN M a'^ Sr Paepcke Park (Start/Finish) 9 ° a te o� - Course Map 50 Mile Charity Bike Ride Course Course Direction 'Course Subject to change 0 0 sr P Ashcroft Aid Station (Mile 35) Maroon Bells Aid Station (Mile 13) Aspen', CO 81611 . S'tOVJfY12SS VIIIBg P. • • ,T .\ -.1 �t T Sao • r l � i •i ,t +i ' ` C ampground 1 "�itkln Pa Entr r . • Statio Blind Turn Radio Relay Event Expo El I /4� Medical 7 NI t y1 s [,y I r - Image '2010 N itaK IQ4e .. M 1 Y • A . r PITKIN COUNTY COMMUNITY DEVELOPMENT DEPARTMENT AGREEMENT FOR PAYMENT OF LAND USE APPLICATION FEES PITKIN COUNTY (hereinafter'COUNTY') and Wapivani (hereinafter "APPLICANT") AGREE AS FOLLOWS: 1. APPLICANT has submitted to COUNTY an application for The Waoivapi Classic Special Event Permit (hereinafter, the 'PROJECT). 2. APPLICANT understands and agrees that Pitkin County Ordinance No. 30 -2009 establishes a fee structure for land use applications and the payment of all processing fees is a condition precedent to a determination of application completeness. The fee structure is based on the COUNTY'S policy that development shall pay, in full, the cost of development review in the COUNTY. Fees have been set to be consistent and fair to the public and to reflect the expense incurred in providing such services to the public. 3. APPLICANT and COUNTY agree that because of the size, nature or scope of the proposed PROJECT, it may not be possible at the time of application to ascertain the full extent of the costs involved in processing the application. 4. APPLICANT and COUNTY agree that fees charged for the processing of land use applications shall accumulate if an application includes more than one type of land use review. 5. COUNTY and APPLICANT further agree that it is impracticable for COUNTY staff to complete processing or present sufficient information to the Planning Commission and/or Board of County Commissioners to enable the Planning Commission and/or Board of County Commissioners to make legally required findings for project approval, unless current billings are paid in full prior to decision. 6. Therefore, APPLICANT agrees that in consideration of the COUNTY'S waiver of its right to collect full fees prior to a determination of application completeness, APPLICANT shall pay a base fee in the amount of $ 1.897 which is based on _ hours of staff time, and if actual time spent by staff to process the application exceeds the average number of hours by more than 20 %, then the COUNTY will bill the APPLICANT quarterly for the additional time spent. Such periodic payments shall be made within 30 days of the billing date. APPLICANT further agrees that failure to pay such accrued costs shall be grounds for suspension of processing. PITKIN COUNTY Waoivaoi ( Cindy Houben Community Development Director By: �i� 2p16 Meahan Zo k - Event Director Print Name and Title (if applicable) Date: 612312011 Mailing Address: 505 S. Gaylord St. Denver, CO 80209 r �uU` _'. Name: Project Address Type: Permi N umber 0031.2011. PSPE 0031.2011.PSPE PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00031326 Wapiyapi Date:8/18/2011 HWY 82 check # 1088 Fee Description PP- Special Event Flat Fee PP- Clerk Tech Fee Total: Amount 1,872.00 25.00 1,89700