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HomeMy WebLinkAboutbocc.packet 04232014 - USA Pro CyclingMEMORANDUM TO: Board of County Commissioners Regular Meeting April 23`d, 2014 THRU: Cindy Houben, Community Development Director FROM: Mike Kraemer, Planner /lk! RE: 2014 USA Pro Cycling Challenge - Major Special Event Permit Review SUMMARY: The Applicant is requesting a permit for a Major Special Event for Stage 1 and Stage 2 of the multi -day USA Pro Cycling Challenge (PCC) road bicycle race. Stage 1 is proposed for Monday August 1P and Stage 2 is proposed for Tuesday August 19'x'. Approximately 120 of the best road racers in the world will be participating in this event. This will be the fourth year for the event. Stage 1 would occur approximately from 12:OOPM to 4:OOPM and includes the following route: • Three (3) lap circuit race beginning in the City of Aspen, • west on Hwy 82 to Owl Creek Road, • Owl Creek Road to Brush Creek Road in the Town of Snowmass Village, • Brush Creek Road east to Medicine Bow Road to Juniper Hill Road (Brush Creek Village Subdivision), • cross Hwy 82, east on Smith Hill Way to McLain Flats Road, • east to Cemetery Lane and back to the City of Aspen. Stage 2 would start in the morning and includes the following route: • Start from within the City of Aspen moving downvalley on Hwy 82, • To Catherine Store Road to the Town of Carbondale, • To Hwy 133, and south over McClure Pass Accompanied with both Stage 1 and Stage 2 routes are road closures /severe delays to vehicular traffic in effort to safely convey racers through the course. The Applicant will provide more detail on closures at the meeting. The entire application can be viewed as Attachment A. APPLICANT: City of Aspen REPRESENTATIVE: Nancy Lesley, City of Aspen REFERRAL AGENCIES: The application was referred to all emergency service agencies, affected government jurisdictions, Caucuses, Homeowner Associations (HOA), neighborhood groups, and businesses. Specifically Staff coordinated with the Town of Basalt, Town of Carbondale, and the Forest Service through referral of this permit application. All jurisdictions have been provided the opportunity to review, comment, and participate in the planning of this event. PROCESS: Review of a Major Special Event permit is an administrative review conducted by the Community Development Director. This application has garnered significant public interest both from neighboring jurisdictions and Pitkin County citizens. Pursuant to Section 2- 30- 20(i)(1)(a), the Page I of 3 00H01 G� j Community Development Director may refer any administrative application to a higher review body under the following circumstance. "In lieu of making an administrative decision, the Community Development Director may refer any application authorized for administrative approval to the Hearing O f cer or BOCC as determined by the Conrnrunity Development Director for decision pursuant to the criteria in subsection (g) above if the Community Development Director determines that: (a) The application raises a significant public controversy on which numerous parties beyond the owners of adjacent properties may want to offer testimony. " In addition to this referral, on January 28'r', 2014 Community Development Staff provided the BOCC with a work session Agenda Item Summary (AIS) memo that described a proposed review process and other analysis. This memo can be viewed as Attachment B. In this memo, Staff proposed a "conceptual review" by the BOCC in which the BOCC could see the permit application and set threshold limits for specific aspects of the event. Staff offered these criteria below for discussion: 1. A set route for both days that the public can rely on; 2. Acceptable time fi -anres for traf c delays (times and duration); 3. 100 % Access to the hospital; 4. Accommodations for the Airport /flyingpublic clearly outlined in advance by Judy 15; 5. Pitkin County Road and Bridge work requirements for the course 4-noWn by July 15th; 6 Respect for private property along the route through development of a monitoring and cleanup program to be submitted with the application; 7. Full sign o f by the Pitkin County Sheriff's office prior to final approval by the Community Development Department. In this memo, Staff also proposed that the Applicant meet with the BOCC at work sessions on a bi- weekly basis to provide updates on race planning. These updates have been occurring regularly as anticipated. The proposed process allows Staff to provide final approval for the event if all threshold issues are adhered to and other conditions met. Staff recommends that the BOCC provide Staff with any further direction on the items listed above or additional items that should be addressed as a condition of this conceptual approval for the PCC. Note that a public outreach program and other conditions from last year would be carried forward to the current event application. STAFF COMMENTS: SPECIAL EVENT REVIEW CRITERIA: Section 4- 30- 50(i): A Special Event is required to comply with the following Land Use Code Standard: The temporary commercial use and occupancy of public or private land and /or roadways for commercial activities or special events requires the issuance of a Temporary Use Permit pursuant to Sec. 2- 30 -20, provided that the proposed temporary use complies with the standards in this section. (2) All applications shall make adequate provision for (a) public parking, (b) site setup, maintenance, and clean up, (c) public safety, and (d) availability of emergency services. Page 2 of .3 000002 Staff Response: The Incident Management Team, comprised of local law enforcement, emergency personnel, local governments representatives, State law enforcement, etc have been meeting regularly to address these items. Planning Staff has attended some of these meetings to better understand the race planning. To date, the Planning Staff has no reason to believe that the Incident Management Team is not addressing these items listed above. The permit application provides an outline for how and when race information will be administered to the public. This plan includes direct mail, email, neighborhood group (HOA and Caucus) communication, and creation of a PCC website that can be accessed for information. The Applicant has been actively meeting with neighborhood groups to provide information on the event and will continue the outreach. Planning Staff held a Special Event Committee meeting in March at which all affected parties were invited to participate and hear about the event. In addition, Staff will require that items such as event insurance and the event permit fee be provided prior to the race. Staff has drafted a resolution that includes items that were talked about at the January 28`x', 2014 meeting. These items include 100% access to Aspen Valley Hospital, minimizing road closures, a point person for citizen questions, post -race cleanup plan, a Road and Bridge work outline to make the course ready for the race, and Airport closure outline. With conceptual approval from the BOCC, the Applicant will continue race planning as outlined and receive final approval from Community Development Staff when conditions of the resolution are adhered to. RECOMMENDATION: Staff recommends that the BOCC approve the Conceptual Review of the 2014 USA Pro Cycling Challenge Major Special Event Permit subject to the conditions in the attached Resolution. ATTACHMENTS: A. Applicant's submittal B. January 28'x', 2014 Agenda Item Summary Page 3 of 3 000003 RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, APPROVING THE CONCEPTUAL SUBMISSION FOR A SPECIAL EVENT PERMIT FOR THE 2014 USA PRO CYCLING CHALLENGE Resolution No. -2014 RECITALS 1. The City of Aspen (collectively, "Applicant ") has applied to the Board of County Commissioners of Pitkin County, Colorado ( "BOCC ") for conceptual approval of a Special Event Permit for the 2014 USA Pro Cycling Challenge bicycle race. The race will consist of 120 racers and include two (2) days of racing, identified as Stage 1 and Stage 2. 2. Stage 1 will occur on Monday August 18'x, 2014 and will consist of a three (3) lap circuit race starting in the City of Aspen moving along County roads to the Town of Snowmass Village and back to the City of Aspen, and along County Roads. Stage 2 will occur on Tuesday August 19', 2014 and will begin in the City of Aspen, move Downvalley on Hwy 82, through the Town of Carbondale, to Hwy 133, south on Hwy 133, and over McClure Pass. Within this permit application, the Applicant is requesting County road closures for the duration that cyclist are racing the course. 3. Pursuant to Section 4- 30 -50(i) of the Pitkin County Land Use Code, the Board of County Commissioners of Pitkin County, Colorado (`BOCC ") finds that the Applicant is making adequate provisions for (a) public parking, (b) site setup, maintenance, and clean up, (c) public safety, and (d) availability of emergency services. NOW THEREFORE BE IT RESOLVED by the Pitkin County Board of County Commissioners that it does hereby grant Conceptual approval for a Special Event Permit for the 2014 USA Pro Cycling Challenge subject to the following conditions: 1. The Applicant shall adhere to all materials representation trade in the application and/or at hearings and consider those representations conditions of approval. 2. The Applicant shall continue to provide the BOCC with an update of race planning every two weeks at regularly scheduled work sessions. 3. The Applicant shall provide an access phone line and point person for the public to discuss potential citizen issues. With consultation from Planning Staff and depending on the issue, this point person will disseminate the concern to the appropriate race planning agencies. 4. The Applicant shall minimize traffic delays and road closures to the greatest extent possible. 5. Citizens needing care shall have full access to Aspen Valley Hospital at all times during the race. 6. The Applicant shall work with Airport Staff to make accommodations for the Pitkin County Airport/flying public which clearly outline delays and closures. This shall be completed by July 15`x' and be conveyed to public via public service announcements. 000004 7. The Pitkin County Road and Bridge Department shall be notified of any work requirements for the course by July 15`x', 2014. 8. The Applicant shall provide a plan to respect private property along the route through development of a monitoring and post -race cleanup program. This plan shall be submitted to the Community Development Director for review, approval, and implementation. 9. The Applicant shall continue implementing the public outreach plan as outlined in the Special Event application. CONCEPTUAL APPROVAL APPROVED AND ON THE 23RD DAY OF APRIL 2014. ATTEST: Jeanette Jones, Deputy Clerk and Recorder APPROVED AS TO FORM: John Ely, County Attorney SP00 (9-iq Pit) 000005 BOCC OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO Robert A. Ittner, Jr. Chair Date: APPROVED AS TO CONTENT: Cindy Houben, USA Pro USA Pro Challenge 2014 Overall Start, Stage 2 Start. Challenge 2014 Overall Start, Stage 2 Start. Click HERE for a printer friendly view. Monday, August 18, 2014 Primary Jurisdiction: Pitkin County Overall Status: Not Yet Reviewed 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): On Monday August 18th, Aspen and Snowmass Village will host the UPC overall Start. Monday August 18th will consist of a circuit race between Aspen and Snowmass Village. Approximatc time will be Noon to 4pm. On Tuesday August 19th, Aspen will host stage 2 start. Start on Main Street in Aspen, 3 parade laps and leave town via Main Street, Cemetery Lane, McClain Flats, Smith Hill Way, Hwy 82, Catherine Store Road, Main Street Carbondale, 7th street, Euclid, Went, hwy 133 etc. to Mount Crested Butte. DATES/TIMES: Set -up: 08/13/2014 08:00 AM Start: 08/18/2014 12:00 PM End: 08/19/2014 02:00 PM Dismantle: 08/19/2014 02:00 PM PRIMARY CONTACT: Nancy Lesley Send e -mail City of Aspen 130 South Galena. Street Aspen, CO 81611 Phone: (970) 274 -3348 Work: (970) 429 -2092 SECONDARY CONTACT: Sandra Doebler Send e -mail City of Aspen 130 South Galena Street Aspen, CO 81611 Phone: (970) 948 -2589 Work: (970) 429 -2093 OTHER CONTACTS: During event - contact names & phone nunibers Primary: Nancy Lesley (970) 274 -3348 006006 Secondary: Sandra Doebler (970) 429 -2093 Medical: Gabriel Muehting (970) 544 -1580 Parking: Blake Fitch (970) 429 -1760 Safety: Gretchen Born (970) 429 -1844 Security: Tom Delessandri (970) 379 -4201 Transportation: Lynn Rumbaugh (970) 920 -5038 DETAILS & DOCUMENTS: Event Summary: The City of Aspen, Snowmass Village and Pitkin County have been awarded a Overall Start, and a Stage 2 start for the USA Pro Challenge in 2014. The event will consist of a circuit race on Monday August 18th from Aspen, through Snowmass Village and finishing in Aspen, and a Stage 2 Start on Tuesday August 19th starting on Main street in Aspen and heading west on 82, Cemetery Lane, McLain Flats, Hwy 82 Catherine Store Road, Main Street in Carbondale, Hwy 133 to Crested Butte. City of Aspen Staff will be working along with Medalist Staff Pro Challenge Staffwhich will equal approxirnately 150 -200 people. We will have about 350 volunteers on Monday and about 75 on Tuesday. We will have vendors for tents, portalets, catering, decor, fencing, signage and security. Security will be handled by Tom Delessandri of Colorado Protective Service. They will be assisting APD, PITCO, TOSV PD, and CSP in traffic management, assiting RFTA, handling road crossings for pedestrians and key intersections. There will be many national and local vendors in Paepcke park, along Hopkins avenue and Mondarch street, Aspen Street for the Festival. The festival Will take place on Sunday August 17th and Monday August 18th. The event is free and open to the public. Two Trainings will be held for volunteers and they will take place in early and mid August. There will be music in Paepcke Park, Announcements from the awards stage on Main Street on Monday and Tuesday. 12878_03_14 UPC Stage 2.pdf 475.62 k 14 UPC Stage I.pdf 478.54 k Site Plan (and maps): Taking into consideration, Public Safety, UCI Rules, impacts to the Aspen Valley Hospital and the Aspen Airport, spectator friendly viewing and ability to showcase our community, we've settled on the attached route for Monday August 18th. On Tuesday August 19th, start on Main street in Aspen, 3 neutral Laps through town then West on HWY 82 to Cemetery Lane, McLain Flats Road, Smith Hill Way, West on HWY 00�IJ007 82 to Catherine's Store Road. Catherine's Store road to Main Street Carbondale, left on 7th, left on Euclid, right on Went to Hwy 133. Hwy 133 over McClure Pass, ending at Mount Crested Butte. Since Aspen and Snowmass Village is hosting the Overall Start for the USA Pro Challenge, we'd Ike to extend the Finish Festival to Sunday August 17th and Monday August 18th. Aspen - Start 3- 7- 14.pdf 155.19 k 2014ProCyclingChallengeAspenStart— OutofTovm 3.pdf 266.93 k StartFestival augustl9th.jpg 214.53 k Aspen - Finish 3- 3- 14.pdf 371.28 k Aspen - Finish 3 -3 -14 close.pdf 12996 k Communication Plan: We will once again be utilizing the IMT system headed up by the Pitkin County Sheriff s office with assistance from Town of Snowmass Village, Aspen Police department, Colorado State patrol. The IMT plan will be finalized and available around 4 to 6 weeks prior to the event. Staff communication through the event will be handled by radios provided by ALLstate communications our of Glenwood Springs. Safety will be on their normal city, county and medical radios. Security Plan: We will be using Colorado Protective Services. Tom Delessandr4 970 - 379 -4201. 175 Oak Run Carbondale, CO 81623. Their functions will be both traffic management and road crossings and assisting with route safety. Starting on Friday August 15th they will be used for TV Compound and Festival They will be utilized for a full day on Monday August 18th and half day on Tuesday August 19th. The Pitkin County Sheriff s office, Aspen Police Department, Aspen Volunteer Fire Department, Aspen Ambulance, Town of Snowmass Village Police Department, Mountain Rescue and the Colorado State patrol will play a role in this event. Medical Plan: Yes 911 might be utilized. Medical will also fall under the Incident Management Team and the plans will also be included in the IAP. Safety Plan: The IMT will have the entire safety plan detailed out. We will be led by Pitkin County Sheriff s Office, Aspen Police Department, National Guard, Colorado State patrol, Town of Snowmass Village Police, Aspen Ambulance and other valley agencies. Trans portationlTraffc Plan: We will be working closely with City of Aspen Transportation department and RFTA again 000003 this year to come up with a Transportation plan. Attached is a draft layout of the plan. Hotel Shuttles, will be allowed in and out of Aspen "as the race allows" In 2013 the hotels teamed up with a plan to make sure all passengers going to and coming from the Aspen Airport were accomodated. We hope they will come up with the same plan in 2014, bus detour map combined.pdf 335.24 k COA Streetclosure_Map draft.pdf 328.41 k Draft, subject to change Parking Plan: Our Goal for the 2014 USA Pro Challenge Aspen and Snowmass Village Circuit, on August 18th is to provide "viewing areas ". With these viewing areas, we witi provide the public with directions on how to reach the viewing area, best way to access them and where to park if they do. We will be requesting the use of the Stapleton lot at Buttermilk for use for staging equipment, the week of the race. August 12th through August 19th. request_ stapletonlot.pdf 78.81 k Stapleton lot usage.pdf 44.65 k NoParking_8- 17and18.pdf 264.34 k Noparking_8- 18.pdf 279.31 k noparking8_19.pdf 276.72 k Alcohol Mitigation Plan: We are determining who will be submitting for a liquor license for the festival area for this event. We wilbarricade and fence off the beer garden and have hired security to check id's and man the entrance, exits to the venue. Alcohol Permit & License: We are in the process of determining who will be requesting an alcohol permit for this event. Food Permit: All Caterers and Food Vendors will be required to obtain the food permit on their own Sales Tax & Bus. License: We will be working directly with the City of Aspen finance department and the USA Pro Challenge to determine requirements for the Sales Tax and Business licenses once our vendors are confirmed. Reviewed and accepted: NO Miscellaneous Permits: We will be contacting the City Electric Department to fill out any special use permits they require. Public Notification: 00010®'91 Attached is a draft of our neighbor notice. We will also be holding community meetings twice a month, and HOA's and Caucus' that will be directly impacted by the race route. Neighbomotice_Lpdf 256.53 k Outreachplan_2014.pdf 13.53 k pitkinpermitoutreach 2014.pdf 88.45 k Liability Insurance: We have requested insurance for Pitkin COunty through CIRSA and will post when we have the correct form. TOSV insurance.pdf 88.77 k REVIEWING AGENCY COMMENTS /STATUS:Overall Status: Nat Yet Reviewed County Sheriff Send an email Status: Not Yet Reviewed 0 = Not Yet Reviewed , - = Need More Info 9 = Declined 0 = Approve 000010 000011 �00 Co U *- (LS tq }, U U 3 U C Rf Q O I au au RZ u �J �T u SYLVAN LAKE STATE PARK I� 1 Carbondale El Basalt Meredith ( snowmass WHITE RIVER NAT'L FOREST w� `IN, CC"" Pasty n PI PIacitat I Somerset ■ A,7 f 133 Creek 1 11 Snowmass Village—. ' Aspen MAROON SELLS Redstone SNOWMASS r P WILDERNESS � Capitol Peak ` 94,130 — _ A Bi Snowrr ags Mountax �{ 14,0-92- ­/ _', `r 1 • Pyramid Peak Q North Moroolh�+ 94,018 Marble . Peak 14.014 Maroon Peak Ashcroft 14,156 ✓ Castle Peak` Schofield Pass +14.265 10.707 VIA PARK t ,Elkton 0 Mount Crested Butte G U N N I S 0 N ., Ruby Cr utte Floresta ` - -�- Kebler Pass . 11110 Ohio Pas 10, 033 WEST FLK MTS Baldwin 35 Li-As/X lei ='C7 C►_#'eALLC_:IVC3C Stage 2 Aspen to Mt. 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Vl (D CL Z cu al U3 0 fD Q r; 0) rp U3 I r1l, EVENT /NFORN T10N Aspen & Snowmass have been awarded the Overall Start for the 2014 USA Pro Challenge, along with the Stage 2 Start. Monday August 18" will consist of a circuit race between Aspen and Snowmass Village. Tuesday August 191h will consist of the Stage 2 Start, leaving Aspen and heading West on Main St. Traffic re -route and detours will be in place beginning Saturday August 15th expanding on Sunday August 17th and encompassing the race route on Monday and Tuesday. ROUTE Monday August 18" 12pm (noon) to 4pm Monday August 18th Aspen & Snowmass Overall Start Circuit race. The cyclists travel in a "peloton "; a group of cyclists and vehicles. Up to 12S racers and 120 vehicles will make up the peloton for this race. The vehicles include motorcycles, emergency assistance, media, and team vehicles for the racers. The course impacts will begin at approximately noon and last 4 hours (noon to 4:00 pm). Aspen: During the race approximately (noon to 4pm) there will be no vehicular traffic into or out of, Aspen (via Hwy 82, or Power Plant Rd) with the exception of RFTA and emergency vehicles. Eastbound Hwy 82 will be turned around at Owl Creek Rd. Snowmass Village: During the race approximately (noon to 4pm) there will be no vehicular traffic into or out of, Snowmass Village (via Brush Creek Rd or Owl Creek Rd) with the exception of emergency vehicles All Emergencies Call 911 ROUTE Tuesday August 19"" 10;1 Oam Tuesday August 19th. Aspen Stage 2 Start. During the race, the course will not be accessible to vehicles, and the race will maintain a "rolling closure" . Expect delays up to 30 minutes if your travels take you on the race route or crossing the race route. 000026 r ti � 5 r` S,W, S � .ni. ra m sese F1111:1 tSA ee- t.a«�rvc� T, -Manny nLSn =ei �+� � 14 O'�sN�li1�b14ip� l'z' ��Af�l� .�.akm.Mc..W9,1. • 'G Q N 1J I S O N Z��. .cant S,W, S � .ni. ra m sese F1111:1 tSA ee- t.a«�rvc� T, -Manny nLSn =ei �+� TRAVEL MANAGEMENT /RACE LOGISTICS Saturday August 16th 3pm street closures and traffic detours in place • Garmisch St. From Bleeker St. to Hopkins Ave. (skipping Main St. until Sunday Sam) • Aspen St. From Main St. to Hyman Ave. • Hopkins Ave. From Monarch St. to Garmisch St. Sunday August 171h Sam street closures and traffic detours in place • Main St. (Monarch St. to 1St) • Garmisch St. From Bleeker St. to Hopkins Ave. • Aspen St. From Main St. to Hyman Ave. • Hopkins Ave. From Monarch St. to Garmisch St. • Monday, August 18th 12pm (noon) to 4pm: See route map for full closure o From approximately 12pm -4pm, no vehicular traffic will be able to enter /exit Aspen via HWY 82 (from the west /down valley) or Power Plant Road, with exception of emergency vehicles and RFTA. From approximately 12pm -4pm, no vehicular traffic will be able to enter /exit Snowmass Village via Brush Creek Road and Owl Creek Road, with exception of emergency vehicles. Entire Race Route closed 12pm -4pm Hwy 82 from Aspen to Owl Creek Road, Owl Creek Road, Brush Creek Road, Medicine Bow, Upper Ranch Road, Juniper Hill Rd, Smith Hill, W /J, McLain Flats, Cemetery Lane, Power Plant Road, Smuggler St. (from Power Plant Road to 11t St.) 1 St. (from Smuggler St. to Bleeker St.), Bleeker St. (from 1St to Mill st.), Mill St. (from Bleeker St. to Main St.) and Main St. (from Spring St. until Castle Creek Bridge). o Festival Area, Garmisch St. from Main St. to Hopkins Ave. Aspen St. from Main St. to Hyman Ave. Hopkins Ave. From Monarch St. to Garmisch St. o Motorists are encouraged to travel prior to 12pm or after 4pm. • Tuesday, August 19th Vehicles will be re- routed through the traffic detour to avoid closed streets. See map for details. • Tuesday August 19th o There will be a roiling closure as the race exits Aspen, heads West on Main St, down Cemetery Lane, down McLain Flats, down W /J, up Smith Hill Way and West on HWY 82 to Catherine Store Road, Main Street Carbondale, and Hwy 133 over McClure Pass. Expect delays up to 30 minutes if your travels take you on the race route or crossing the race route. PARKING AND TRANSIT • Monday August 18' event parking will be at the Intercept Lot at the intersection of Brush Creek Rd and Hwy 82. RFTA will be providing continuous bus service into Aspen until 12pm and after 4pm and during the race, as the race allows. • Tuesday August 19th, • Normal parking restrictions will apply in town. • Bring your bike, or walk, almost the entire route is paralleled by a bike path. To Volunteer or for up to date information visit us online WWW.ASPENSNOWMASSUPC•COM USA Pro Challenge outreach and Notification Staff intends to utilize groups, meetings, businesses, nonprofits, schools, and other community organizations that have email lists, meetings, and newsletters to assist in getting our messaging out. For example staff will approach all the schools and ask to have the information along with a meeting notice be put in the spring newsletter. The same method will be used with churches, ACRA, child care facilities, CCLC, and Rotary. This is by no means a complete list, .just examples. The current outreach and communication plan includes meetings and discussions starting the end of January and will continue through August. With heavy emphasis on meetings over the next 6 weeks, the goal is to have a route determined by March 1st. Staff has outlined a drag calendar for outreach and Communication: February Hold Neighborhood meetings (continuous through August) Attend Caucus Meetings, get on their agendas Reach out to Homeowner's associations, attend meeting, email presidents etc. Reach out to Businesses affected by the proposed route Work closely with construction companies to minimize impact March Neighbor notices through direct mailing to all impacted by the proposed route Continuing reaching out /attending caucus meetings and HOA meetings Set tip business meetings to discuss impacts on business, deliveries etc. April Newsletters created and distributed to contact list Hold Open houses May Continue all above June /July Continued open house, 0 rUU022 Communications and Outreach Plan for the 2034 Pro Challenge Overall Start and Stage 2 This outreach plan will encompass the East end of Aspen to Glenwood Springs with a heavy emphasis on Aspen, Snowmass and the Hwy 82 corridor communities down to the Carbondale and Redstone. Messaging Staff will be meeting with representatives from the following law enforcement agencies to come up with the current plan for vehicle traffic; Pitkin County Sheriff's office, Colorado State Patrol, CDOT (via CSP), Town of Snowmass Village Police Department, Aspen Police Department and the Aspen Ambulance District. Within the next G to 8 weeks, all Pitkin County, Eagle County and Garfield County emergency responders will be contacted and discussions will be held. While personal vehicle use will be heavily restricted during the race, staff is working closely with RFTA and the City and Snowmass Village Transportation staff to ensure that there is continual public transportation valley wide and including City of Aspen and Snowmass Village. Staff acknowledges that these impacts are going to be felt throughout the valley. The planning phase has been moving forward and will continue to move forward with an aggressive outreach plan. Staff wants to ensure that the messaging comes through early and often so that the community has plenty of time to make adjustments and plans. Methods of Communication Staff is working with, or has reached out to the following entities to also involve them in the conversation and planning process: Airport, Aspen Music Festival, Hospital, Safety Council, AABC, Forest Service, golf courses, schools, Open space and trails, senior services, city and county facilities, Anderson Ranch, postal services, Fed Ex, UPS, Elam Construction, Waste Management, restaurant distribution companies, CME, other delivery companies, taxi's and shuttle services. Staff will be utilizing direct mail, notices left on doors, emails, newsletters, newspaper ads, newspaper articles, open house meetings, community meetings, business meetings, direct contact meetings, website, flyers, rack cards, postcards, community calendars, and direct contact through city and county staff. Staff will specifically reach out to the affected Caucus and Home Owners associations and attend meetings to address concerns. HOA's White Horse Springs Homeowner's Association, White Star Ranches Homeowner's Association, Starwood Homeowner's Association, W/J Homeowner's Association, Woody Creek Mobile Homeowern's _� 9J323 �� Outreach and Notification Staff intends to utilize groups, meetings, businesses, nonprofits, schools, and other community organizations that have email lists, meetings, and newsletters to assist in getting our messaging out. For example staff will approach all the schools and ask to have the information along with a meeting notice be put in the spring newsletter. The same method will be used with churches, ACRA, child care facilities, CCLC, and Rotary. This is by no means a complete list, just examples. The current outreach and communication plan includes meetings and discussions starting the end of January and will continue through August. With heavy emphasis on meetings over the next 6 weeks, the goal is to have a route determined by March 11t Staff has outlined a draft calendar for outreach and Communication: February Hold Neighborhood meetings (continuous through August) Attend Caucus Meetings, get on their agendas Reach out to Homeowner's associations, attend meeting, email presidents etc. Reach out to Businesses affected by the proposed route Work closely with construction companies to minimize impact March Neighbor notices through direct mailing to all impacted by the proposed route Continuing reaching out /attending caucus meetings and HOA meetings Set up business meetings to discuss impacts on business, deliveries etc. April Newsletters created and distributed to contact list Hold Open houses May Continue all above ,iJO24 June /July Continued open house, neighborhood meetings Newspaper ads Route As the Overall Start will be a circuit race the spectators will have a chance to see the cyclists more than once. The City of Aspen is invested in the overall start as the entire emphasis, including the 2 hours and 30 minutes of live television on Monday, August 18th is only about Aspen and Snowmass. The international audience is our visitor and this give us unfettered access to these people with an emphasis on summer. This is an amazing marketing opportunity for us that we've never seen before during the summer months. ! "U025 a j( AGENDA ITEM SUMMARY TO: Pitkin County Board of County Commissioners FROM: Cindy Houben, Community Development Director DATE: January 28, 2014 RE: BOCC Work Session 12014 Pro Challenge Bike Race Process and Initial Route Discussion ISSUE STATEMENT: The City of Aspen will be making an application for a Special Event Permit to hold the 2014 Pro Challenge Bike Race in Pitkin County on August 18th and 19th. The proposed criterion route in the upper valley between Aspen and Snowmass on the first day will change from 2013 as described below. On the second day, the race will leave Pitkin County via a down valley route rather than over Independence Pass. The purpose of today's meeting is threefold. Staff would like the Board's feedback on: 1) The proposed routes; 2) The proposed special event process designed specifically for the bike race; and 3) Threshold or trigger issues the Board wants the process to include. BACKGROUND: The staff has worked internally and with the BOCC at several work sessions to develop a more dynamic special event permit process for the bike race. We anticipate an application submittal in February and thus wanted to bring the process before the BOCC at this time. Additionally, staff felt it was important to get the BOCC's initial feedback on the proposed route for the bike race. LINK TO STRATEGIC PLAN: Prosperous Economy and Livable and Supportive Community KEY DISCUSSION ITEMS: 1. The Proposed Routes for Day 1 (August 181h) and Day 2 (August 19th) - three maps: Day 1: Begin at Maroon Bells parking area, travel down Maroon Creek Road to "circuit course ": travel to roundabout, Owl Creek Road to Snowmass Village, to Page 1 of 6 >,s�02 Brush Creek Road and onto Brush Creek Village, cross Hwy 82, Smith Hill Way to McLain Flats Road, to the City of Aspen. The following two maps identify the route. Map your runs Page I of 2 0 start at Maroon Bells Loop Distanee.53.C2 mi mapmyrun 3fw � P 2of6 v'j U o ° &Pon • "7 M .e 6= m m 1 �,•iIA N .'O «.r0 «t�wn.:s7i41'Dp.yS��sn4y snJ r.nMrtbvlo�r. QUbl"� 911T�12013 ASPEN Page 3 of 6 0f,, :)O28 Day 2: The Applicant will be present to discuss the day 2 route and map below. SYLVAN LAKE STATE PARK F Garbondafew L` `BSS Mere r 5nowmass WHITE RIVER A72.$53 0 NA-FL FOREST t Woody Creek PIT'KIN y Snowmass villagea + ` Aspen MAROON BELLS ` Redstone SNdWMASS t6cOurePas�- y S S 8.75 t 1 d I K A Patterson P be + Placita I — — mil► r, #�" +<� Srcrwrass r +..fo�ni3ir, 14.092 AP.wamid Peak = `RlEarb Peak M3 r ?4.018 133 Ua`wn Pea,.. ..146MCrOtt 1d. Im S Cas- _ear 1 t JcttorieldPass 1 A'4 265 1 �f `; 4 O' — ST Ai E E -,,. .- Elkton Somerset • Mount Crested Butte r G U N N I S O N `-. Ruby !Crested Butte Floresta abler Pass t�rohio Bass . r: Baldwin C /—t[/�LLENGIE I PAA C UPC Page 4 of 6 7 � i4 � 4: Stage 2 Aspen to Mt. Crested Butte Tuesday, August 19 IF 2. Bike Race 2014 Permit Process: The current review process is geared toward events held primarily at one venue. The bike race obviously covers a large geographic area within the County and has many moving parts relative to community involvement. Thus, staff has determined that the process needs to be dynamic in nature with threshold parameters, instructed by the BOCC, which would, if revised, trigger additional discussion at the BOCC level. In general the applicants will submit a Special Event permit and public outreach plan similar to last year. The primary difference is that the application will incorporate the BOCC's stated "Threshold Issues ". 1) Staff will work with the various agencies, departments and jurisdictions to make these Threshold Issues a primary focus. If the applicant finds that they must revise their application relative to any of these issues then they will be required to come back before the BOCC. 2) A team review with a representative from the affected jurisdictions, departments, and agencies will be held on a regular basis with additional frequency as the race planning evolves. The team will include USFS, County Sheriff's Office, TOSV, and City of Aspen. 3) The BOCC will review the application for a "conceptual approval" to move forward. 4) Staff will attend regular Public Safety Council (PSC) meetings regarding the race to be fully aware of any operational changes and check in with those agencies regarding the status of the "Threshold Issues" established by the BOCC. 5) The applicant will provide an updated MOI to the BOCC every two weeks after the application has been submitted. 6) Staff will provide an access phone line and point person for the public to discuss potential citizen issues with a member of the County Staff. Depending on the issue, staff will consult with the applicant, other internal departments, the County Manager and/or the BOCC. 7) The Staff will give final approval of the Special Event permit the week before the race if all conditions have been satisfied. 3. Threshold 1 Trigger conditions: In prior work sessions, the BOCC has expressed community concerns which staff believes can be measured based on the BOCC's standards. These would become the "Threshold issues" or "Trigger Conditions" that, if varied, will indicate a need for further review before the BOCC prior to final approval. 1. A set route for both days; 2. Acceptable time frames for traffic delays; 3. 100% Access to the hospital; 4. Accommodations for the Airport/flying public clearly outlined in advance by July 15; 5. Pitkin County Road and Bridge work requirements for the course known by July 15th; Page 5 of 6 6330 6. Respect for private property along the route through development of a monitoring and cleanup program to be submitted with the application; 7. Full sign off by the Pitkin County Sheriff's office prior to final approval by the Community Development Department. BUGETARY IMPACTS: Last year the BOCC assessed the budgetary impacts on the County. This outline will be presented at the meeting. RECOMMENDED BOCC ACTION: Staff requests that the BOCC provide direction on the proposed routes, proposed process, and threshold issues. Page 6 of 6 v3l