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HomeMy WebLinkAboutpitkin.planning.264335404002DOCUMENT 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) Parcel ID: 2643- 35 -4 -04 -002 Application Date: 6/14/12 Case No: SPE016 -12 Description: 13th Annual Bash for the Buddies 2012 Temporary Commercial Use /Special Planner: Mike Kraemer Event Permit # Copies: Allocated Hours: 3 Project Address: 500 JALANDA LN, ASPEN, CO 81611 % Over Hours: 3.6 Property Owner: RBR 12 LLC Owner's REP: NANCY SNELL REP's Email: Referrals: ALL OTHER REFERRALS Comments Due Date: Meetings: Meeting Date: Review Body: Public Hearing? Notice Date: Meeting Notes: 1st Meeting: Address: 500 JALANDA LN ASPEN, CO 81611 Address: PO BOX YY ASPEN, CO 81612 Other Referrals: 2nd Meeting: Approvals: BOCC Resolution #: P &Z Determination #: BOCC Ordinance #: HO Determination #: Admin Determination #: 041 -2012 NR Other Information: VR Approval Date: Plat Recorded Date: VR Expires Date: Plat (Bk, PG): Remarks: GO Ve S i / 09 Application Type: Owner Phone: REP's Phone: (970) 925 -9207 3rd Meeting: ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN COUNTY, COLORADO, APPROVING A SPECIAL EVENT PERMIT FOR THE BASH FOR THE BUDDIES Administrative Decision No. __J 1 -2012 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. The Buddy Program (hereafter, the "Applicant"), through DL Event Planning/Nancy Snell Events, has applied to the Director for approval of a Special Event Permit to conduct the Bash for the Buddies to Benefit the Buddy Program at 500 Jalanda Lane also known as Red Butte Ranch off McLain Flats Road. Approximately 500 guests are anticipated, 120 volunteers, 60 event staff, and 20 members representing the Buddy Program. The event will include dinner, live music, and an auction. 3. The event is proposed on July 6d', 2012 and will run from 6:00 PM —12:00 AM. Setup is proposed to begin on July 2nd and dismantle of the event infrastructure will conclude on July 12d`. 4. Special Event Permits have been issued for this event from 2000 through 2010. This application was referred to the Sheriff's Office, Aspen Fire Protection District, Emergency Manager, Aspen Ambulance District, and Environmental Health. All referrals were in support of the application with no objections. Adequate Liability Insurance coverage has been obtained. A tent permit has been submitted and the Fire Marshall will inspect the tent prior to the event. A licensed caterer has been obtained for serving dinner. All parking will be contained on site. An EMT will be at the event for emergency response. Bar tenders will be provided through the Belly Up and European Catering and will be TIPS Trained. 5. The Director finds that, to the extent applicable, the application complies with the standards in 4-30 - 50(i) of the Land Use Code. THE DIRECTOR HEREBY APPROVES the Special Event Permit for the 2012 Bash for the Buddies, 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. Any guests who are not of the legal drinking age shall be identifiable to staff serving alcohol to ensure non - consumption. 3. The Applicant shall contact the Aspen Fire Department prior to the event for an inspection of the tents and shall comply with any of the Fire Department's requirements (e.g., for tent exits and on -site fire extinguishers). 4. Parking shall only occur on site and no parking shall occur on McLain Flats Road. The field where cars are parked shall be mowed and watered because of the existing fire danger. 5. The Applicant shall ensure that some portable toilets are equipped for handicap access. Q I -zClZ 6. Failure to comply with the conditions of approval may result in revocation of this permit. APPROVED this 44-,day of June, 2012. CQ w Cindy Houben Community Development Director SP016 -12 PID 264335404002 Michael Kraemer From: Valerie MacDonald [ valerie .macdonald @pitkinsheriff.com] Sent: Monday, June 18, 2012 12:40 PM To: Michael Kraemer Subject: Boogies Bash for Buddies Mike, The PCSO approves this event. Valerie MacDonald Pitkin County Sheriffs Office Special Event Liaison Emergency Management Administrator o.970-920-5234 c970-379-6748 valerie .macdonald(&pitkinsheriff.com Email secured by Check Point d e__. BUDDPRO -01 SCOPLAN A11% ` CERTIFICATE OF LIABILITY INSURANCE DATE 12012DlYYY1) 6/20/2012 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Colorado Nonprofit Insurance Agency 455 Sherman Street Suite 207 Denver, CO 80203 PHONE FAX ac No Ext : (303) 894 -0298 ac No : (303) 894 -0161 ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC A _ INSURER A: Alliance of Nonprofits for Ins INSURED INSURER B: Pinnacol Assurance INSURER C : The Buddy Program INSURER D: 110 E Hallam St Ste 125 Aspen, CO 81611 INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING 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. INSR LTR TYPE OF INSURANCE ADD INSR SUBR WVD POLICY NUMBER POLICY EFF MM/DDrYYYY1 POLICY EXP (MMIDDIYYYY ) ' LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,0001 • X COMMERCIAL GENERAL LIABILITY X 24092 101612011 101612012 A AGE RENTED PREMISES Ea occurrence $ 500 000 CLAIMS -MADE OCCUR MED EXP (Any one person) $ 20,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 3,000,000 I j GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 3,000,000 $ POLICY PRO- LOC AUTOMOBILE LIABILITY (Ea accidentSINGLE LIMIT $ 1,000,000 $ • ANY AUTO :24092 101612011 101612012 BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED X HIRED AUTOS X AUTOS BODILY INJURY (Per accident) PROPERTY DAMAGE Per accident $ $ X UMBRELLA LIAB OCCUR 124092 EACH OCCURRENCE $ 1,000,000 $ 1,000,000 A EXCESS LAB CLAIMS -MADE -UMB 10/6/2011 10/6/2012 AGGREGATE DED X RETENTION$ 10,000 $ 1,000,000 Prod/Com Ops B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNERIEXECUTIVE YIN N OFFICER/MEMBER EXCLUDED? (Mandatory In NH) NIA 3096138 4/112012 X WC STATU- OTH- TORY LIMIT ER 4/112013 E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ 100,000 $ 100,000 $ 500,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT A (Professional Liab 24092 10/612011 101612012 Aggregate Limit 3,000,000 A Improper Sexual Cont 124092 1016/2011 101612012 'Limit 500,000 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space Is required) Pitkin County is named additional insured (landlord) re: Boogie's Bash CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Pitkin County Community Development ty ty p THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 130 South Galena Street, 3rd F Aspen, CO 81611 - -- - AUTHORIZED REPRESENTATIVE I J ©1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD 2 13th Annual Bash for the Buddies to benefit The Buddy Program Friday, July 6, 2012 Specific Location: 500 Jalanda Lane, Aspen, CO Dates /Times: Setup: 7/2/12 8:00 AM Start: 7/6/12 6:00 PM End: 7/7/12 12:00 AM Dismantle: 7/12/12 5:00 PM Primary Contact: Nancy Snell Nancy Snell Events P.O. Box YY Aspen, CO 81612 970.925.9207 Other Contacts: Secondary Contact: Jason Burns DL Event Planning P.O. Box 9223 Aspen, CO 81612 970.925.4223 Primary: Nancy Snell, 970.925.9207 Secondary: Jason Burns, 970.309.2233 Parking: Jay's Valet, 970.923.5297 Tent Installation: Bethel Party Rentals, 970.476.9800 Event Summary: This is the 13th Annual Bash for the Buddies to benefit The Buddy Program. We are expecting up to 500 guests at the Red Butte Ranch (home of Bob & Soledad Hurst) from 6 PM until 12 AM on the evening of July 6th, 2012. 20 staff members representing The Buddy Program will be supported by a team of 120 volunteers, as well as an events team (caterers, servers, bartenders) of 60. The event is open to the public. The ticket pricing is as follows: $750 - individual ticket $1000 - individual ticket, preferred seating $10,000 - table of 10, preferred seating $12, 000 - table of 12, preferred seating $15,000 - table of 12, premium seating of q There will be a volunteer training prior to the event. The evening's entertainment will include amplified music. Site Plan (and maps): Please see attached for the site plan. The entire event will take place in three connecting tents provided by Bethel Party Rentals. Guests will enter through a 10'x 20' tent and proceed into a 60'x 99' silent auction / cocktail reception tent. Dinner and dancing will take place in an adjoining 100'x 132" tent. Jay's Valet will provide valet service. The cars will be parked on the grass closest to the entrance. To mitigate any fire danger, the grass will be thoroughly watered down before any cars are parked. Sanitation will be provided in the way of two restroom trailers (8 toilets in total). Trash containers will be available on site. All trash will be removed at the conclusion of the event. Cooking will take place in 40'x 40' Kitchen Tent. There will also be a 20'x 40' tent that will serve as a Green Room for the performers and a rest location for the volunteers. There will be 5 bars servicing the event. Belly Up and European Catering will provide the bartending staff. Staff Communication Plan: On the evening of the event, all event personnel will be utilizing handheld radios, as well as cell phones. There will be a microphone both the Silent Auction & Dinner tents in case an announcement needs to be made. We will be in touch with attendees via e-mail and telephone for changing information about the event. There will be minimal signage at the event, but there will be many volunteers, staff and valet parkers to help people navigate their way into the party. Security Plan: A professional security team will be on -site throughout the event and during both setup and teardown. We are still in the process of accepting bids from a variety of professional security companies. We will not be requesting any services from public law enforcement. E Medial Plan: We will have an EMT on -site throughout the event in case of a medical emergency. The EMT will be in a pre- determined location in one of the tents and will also be on the same radio as the other event personnel. If we should need additional emergency medical services, we would call 911. Since the event is in a tent with valet parking, an ambulance can pull up directly to the front entrance of the tent and any of the sides of the tent. We do not plan to have an ambulance stationed at the event. Safety Plan: Attendee Capacity: 600 Volunteers & Event Staff will be clearly identifiable at the event so that attendees know how to contact in the event of an emergency. The evacuation route would be to exit the tents at one of 14 exits around the perimeter of the tents and to proceed down Jalanda Lane to McLain Flats Road. Traffic Plan: Attendees will all arrive at the ranch via Jalanda Lane and McLain Flats road. Once on Jalanda Lane, Jay's Valet will greet guests. Parking Plan: Jay's Valet will park the cars on the grass closest to the ranch entrance. The grass will be watered prior to the event in an effort to mitigate any fire danger. For the attendee departure at the end of the evening, lighting will be provided at both the valet pick -up location and the parking area. Sanitation /Recycling Plan: Sanitation will be provided in the way of two restroom trailers (8 toilets in total). A professional waste disposal company will be hired to handle all recycling and trash removal. Volunteers and staff will be trained on proper recycling procedures prior to the event. The waste disposal company will provide the appropriate recycling containers that will be placed throughout the event. Alcohol Mitigation Plan: Alcoholic beverages will be provided throughout the event at no charge to the attendees from 6 PM until 12 AM. There will be two bars and a margarita station in the Silent Auction tent and three bars in the Dinner Tent. Food will be provided at all times throughout the evening. Mountain Taxi will be called to transport any intoxicated guests to an appropriate location. Accessibility Plan: Staff and volunteers will be available throughout the event to assist any attendees with mobility issues. All locations of the event will be accessible via wheelchair. Alcohol Permit & License: We are in the process of obtaining a Special Events Permit from Pitkin County. Food Permit: All of the restaurants and catering companies participating in this event have current and up -to -date food permits. Parks /Open Space Permit: All of the events are taking place on private lands. No public property or space will be used. Sales Tax & Business License: The Buddy Program is a 501c organization in good standing with the Colorado Secretary of State's Office. Public Notification: Notification of the event will be posted along McClain Flats Road and all neighbors will be notified as well. Liability Insurance: The Buddy Program is covered with full liability insurance. v w �g Q woc Z z a �L o� N � Sic"' Q r Q U w C, w wFYO. w ,Q r0 04 WO °6?5 N O� Q -N <W2 w 5 R2 sp i8 w U Z W 09 F— ;-a y3 w =�E z IM w w Z r Z x Z K Z = F N 2 a O C � Y Se33ixn pA L� x Q �'yI�� "y Or l� i o Ii Al O 8 1 c� rn 1 1 i I �� --- - - - - -- - - - - - -- — — — — -- 3 vss�3 V� I o t <�3 > TH I W V I h n I 1 Z 1 W z I °p 1 1 1 1 1 1 I O IT y W ECLI EC-1 - I ._ A3B/40�3 � A3B /Orof AR /OON ,� /pppj r w r 444 aaa � b yy � P 2 w \ OR Michael Kraemer From: Jeanette Jones Sent: Wednesday, June 13, 2012 2:10 PM To: Michael Kraemer Subject: RE: Special Event Permit - Buddy Bash (former Boogie's Bash) FYI The BOCC approved their liquor license today. From: Michael Kraemer Sent: Wednesday, June 13, 2012 2:07 PM To: Ed Van Walraven; Michael Buglione; Valerie MacDonald; Tom Grady; Bryan Daugherty; Jeanette Jones; 'Brian Nichols' Subject: Special Event Permit - Buddy Bash (former Boogie's Bash) Attached is the Buddy Program's fundraiser Special Event. We all knew it as the Boogie's Bash but now they call it Bash for the Buddies. The party is anticipated to draw 500 guests and 200 workers /volunteers /staff will be present, so 700 folks total. This event is open to the public. The location will be at the Red Butte Ranch — 500 Jalanda Lane on July 6th. Setup will begin on the 2 "d which includes a big tent that the Applicant will submit a permit for. Party starts at 613M and ends at 12AM. Liquor and food will be served. They have applied for the liquor permit and were granted the approval today. I'll get them in touch with Ellen for TIPS training and Tipsy Taxi. Jays valet will handle parking in the hay fields and we'll condition no parking on McLain Flats Road and no blocking of emergency access, obviously. Because of the fire danger, we told them to make sure to water the fields prior to parking cars and they put that in their applications. The Application states that they will have an EMT is on site. Ed /Brian —we will route the tent permit over to you. Please have comments back to me by June 26th or earlier! 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(cD-co.pitkin.co.us 77 Michael Kraemer From: Bryan Daugherty Sent: Wednesday, June 13, 2012 2:09 PM To: Michael Kraemer Subject: RE: Special Event Permit - Buddy Bash (former Boogie's Bash) As long as this is a catered event with a licensed caterer like it has always been in the past I am good with this Bryan Daugherty, REHS Environmental Health Specialist Pitkin County Environmental Health (970) 920 -5076 From: Michael Kraemer Sent: Wednesday, June 13, 2012 2:07 PM To: Ed Van Walraven; Michael Buglione; Valerie MacDonald; Tom Grady; Bryan Daugherty; Jeanette Jones; 'Brian Nichols' Subject: Special Event Permit - Buddy Bash (former Boogie's Bash) Attached is the Buddy Program's fundraiser Special Event. We all knew it as the Boogie's Bash but now they call it Bash for the Buddies. The party is anticipated to draw 500 guests and 200 workers /volunteers /staff will be present, so 700 folks total. This event is open to the public. The location will be at the Red Butte Ranch — 500 Jalanda Lane on July 6th. Setup will begin on the 2nd which includes a big tent that the Applicant will submit a permit for. Party starts at 6PM and ends at 12AM. Liquor and food will be served. They have applied for the liquor permit and were granted the approval today. I'll get them in touch with Ellen for TIPS training and Tipsy Taxi. Jays valet will handle parking in the hay fields and we'll condition no parking on McLain Flats Road and no blocking of emergency access, obviously. Because of the fire danger, we told them to make sure to water the fields prior to parking cars and they put that in their applications. The Application states that they will have an EMT is on site Ed /Brian — we will route the tent permit over to you. Please have comments back to me by June 26th or earlier! 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) m ichael. kraemer()co. pitkin.co. us [N Michael Kraemer From: James Richardson [JRichardson @aspenhospital.org] Sent: Wednesday, June 13, 2012 2:34 PM To: Michael Kraemer Subject: Re: Special Event Permit - Buddy Bash (former Boogie's Bash) We're on board and will be covering with a bike team /ambulance. Thanks jim Sent from my iPhone On Jun 13, 2012, at 14:27, "Michael Kraemer" < Michael .Kraemer(lco.pitkin.co.us> wrote: > Hey Jim and Gabe - just sent this and forgot to add you guys. > Mike > From: Michael Kraemer > Sent: Wednesday, June 13, 2012 2:07 PM > To: Ed Van Walraven; Michael Buglione; Valerie MacDonald; Tom Grady; Bryan Daugherty; Jeanette Jones; 'Brian Nichols' > Subject: Special Event Permit - Buddy Bash (former Boogie's Bash) > Attached is the Buddy Program's fundraiser Special Event. We all knew it as the Boogie's Bash but now they call it Bash for the Buddies. > The party is anticipated to draw 500 guests and 200 workers /volunteers /staff will be present, so 700 folks total. This event is open to the public. The location will be at the Red Butte Ranch - 500 Jalanda Lane on July 6th. Setup will begin on the 2nd which includes a big tent that the Applicant will submit a permit for. Party starts at 6PM and ends at 12AM. Liquor and food will be served. They have applied for the liquor permit and were granted the approval today. I'll get them in touch with Ellen for TIPS training and Tipsy Taxi. Jays valet will handle parking in the hay fields and we'll condition no parking on McLain Flats Road and no blocking of emergency access, obviously. Because of the fire danger, we told them to make sure to water the fields prior to parking cars and they put that in their applications. > The Application states that they will have an EMT is on site. > Ed /Brian - we will route the tent permit over to you. > Please have comments back to me by June 26th or earlier! > 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) 1 PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00032572 Name: Buddy Program Date:6/14/2012 Project Address: 500 JALANDA LN Type: check # 10558 Permit Number Fee Description Amount 0016.2012.PSPE PP- Special Event Flat Fee 624.00 0016.2012.PSPE PP- Clerk Tech Fee 25.00 Total: 649.00 I ()-f 1