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HomeMy WebLinkAboutBOCC Packet 08102011 Pro Cycling Challenge Bike Race r MEMORANDUM TO: Pitkin County Board of County Commissioners Regular Meeting — August 10, 2011 Str tH THRU: Cindy Hoube Development Director FROM: Mike Kraemer, Planner RE: Pro Cycling Challenge Bike Race — Draft permit SUMMARY: Medalist Sports, on behalf of the Pro Cycling Challenge, (formally called the Quizno's Pro Challenge), has submitted a Major Special Event Permit application for a professional bike race to occur on August 24, 2011. BACKGROUND: On March 23, 2011, Staff brought three issues before the BOCC for discussion and consideration. These issues were: (1) closure of Hwy 82 and Independence Pass; (2) use of a helicopter for filming the race and communications during the event; and (3) request for County services. At this meeting, the BOCC acknowledged the need to close Hwy 82 for the duration of the Pitkin County portion of the race, provided specific fmdings for allowing the use of the helicopter, and suggested that the Sheriff evaluate the ability to provide "in kind" services for the event. On April 27 Staff held the Special Events Committee meeting which was well attended. At the meeting, Medalist Sports and City of Aspen representatives were on hand to outline the event and provide details on the operations for the race. The Special Events Committee had questions and expressed items that should be addressed before the event occurs in August. At the July 27 2011 BOCC meeting, Staff brought forward a status update for the permit. Since the time of this update, Staff has received insurance for the race, satisfactory to the Risk Manager and written sign - offs from the Sheriff's Office and County Engineer. RECOMMENDATION: Staff recommends that the BOCC adopt a motion approving the Pro Cycling Challenge Major Special Event permit subject to the Draft Resolution ATTACHMENTS: A. Draft Resolution Page I of I r 3 RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITIJN COUNTY, COLORADO, APPROVING THE PRO CYCLING CHALLENGE MAJOR SPECIAL EVENT PERMIT Resolution No. -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 through an Administrative Decision. Pursuant to section 2- 30 -20(i) of the Code, in lieu of making an Administrative Decision, the Community Development Director may refer any application to BOCC for review and decision. The Community Development Director has formally referred this special event permit application to the BOCC for review and decision. 2. Medalist Sports Inc. (hereafter, the "Applicant "), on behalf of the Pro Cycling Challenge has applied for approval of a Major Special Event Permit to conduct a professional cycling race on August 24, 2011 that will consist of the top 120 riders in the world. The portion of the race that will implicate Pitkin County is from the top of Independence Pass to the City of Aspen City limit. The Applicant anticipates that approximately 2,000 will watch the race east of Aspen along Hwy 82. 3. The Applicant has requested the use of a helicopter and fixed wing aircraft for communication purposes and filming of the event. The Applicant has represented that the helicopter will enter Pitkin County at approximately 2:30 PM and be finished with operations at approximately 3:15PM. Closure of Hwy 82 is represented to occur from approximately 11:30AM to 4:OOPM. 4. The Sheriff's Office has created an Incident Action Plan that provides details of the safety and operations for the day of the event. 5. The Pitkin County Sheriff's Office, Aspen Fire Department, Colorado State Patrol (CSP), CDOT, East of Aspen Caucus, Independence Pass Foundation, Aspen Valley Hospital, County Engineer, Open Space and Trails Department, United States Forest Service, RFTA, Pitkin County Environmental Health Department, Aspen Ambulance, Mountain Valley HOA, Stillwater HOA, Pitkin County Communications Department, and the Colorado Division of Wildlife were all referred on this event. Most entities have participated in the planning of this event. Some entities have specifically commented with conditions that are outlined below. 6. The Colorado State Patrol has verbally stated that a permit will be issued for the race. Staff has been made aware of a United States Forest Service Permit that is currently in draft form and will be executed prior to the event. 7. The Applicant has provided insurance for the event and coverage for use of the helicopter in accordance with the standards of the County Risk Manager. 8. 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. Page 1 of 3 NOW, THEREFORE, BE IT RESOLVED by the Pitkin County Board of County Commissioners that it does hereby approve the Pro Cycling Challenge Major Special Event Permit subject to the following conditions: 1. All material representations made by the Applicant in the application (which shall specifically include representations made in all related supporting documents, correspondence subsequently provided by the Applicant, and representations made by phone), shall be adhered to, and considered conditions of approval, unless superseded by specific conditions in this Resolution. 2. The helicopter shall comply with a 500' height restriction within 50 yards on either side of the Hwy 82 corridor. When the helicopter flies outside this corridor, a 1,000' height restriction shall be in effect. 3. In effort to avoid harassment of wildlife, the helicopter shall not deviate from the above mentioned course for the purpose of filming big game wildlife. Hovering of the helicopter outside the course that results in the disturbance /displacement of wildlife is prohibited. It is acknowledged that if wildlife is harassed, the CDOW will invoke a penalty assessment. 4. Prior to August 24, the Applicant shall supply the Community Development Director with executed permits from the Colorado State Patrol and the United States Forest Service. 5. The Applicant shall post notices of the event and subsequent Hwy 82 closure at the doorsteps of all residences within Pitkin County, east of Aspen. 6. County employees shall not ride in the helicopter. 7. Failure to comply with the conditions of approval may result in revocation of this permit. Page 2 of 3 APPROVED on the 10 day of August, 2011. A'1 "I'IST: BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO Lyndee Dean, Rachel Richards, Chairwoman Clerk to the BOCC Date: APPROVED AS TO FORM: APPROVED AS TO CONTENT: az),J4 SW C4 John Ely, Cindy Houben, County Attorney Community Development Director Case #SP025 -11 PID: 273734361000 Page 3 of 3