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HomeMy WebLinkAboutpitkin.planning.264503100003 (3)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) Parcel ID: 2645-03-1-00-003 Application Date: 7/9/14 Case No: SPE010-14 Description: Dancing for the Dogs and Cats 2014 Temporary Commercial Use/Special Use Planner: Mike Kraemer Permit # Copies: Allocated Hours: 3 Project Address: 2129 SNOWMASS CREEK RD, SNOWMASS, CO 81654 % Over Hours: 3.6 Property Owner: LAPIN GEORGE Owner's REP: ANNE GURCHICK REP's Email: Referrals: ALL OTHER REFERRALS Comments Due Date: Meetings: Meeting Date: Review Body: Public Hearing? Notice Date: Meeting Notes 1st Meeting: Address: 2129 SNOWMASS CREEK RD Owner Phone: SNOWMASS, CO 81654 Address: PO BOX 985 ASPEN, CO 81612 Other Referrals: 2nd Meeting: Approvals: BOCC Resolution #: P&Z Determination #: BOCC Ordinance #: HO Determination #: Admin Determination #: 045-2014 NR Other Information: VR Approval Date, VR Expires Date: Remarks: Application Type: Plat Recorded Date: Plat (Bk, PG): REP's Phone: (970) 927-1771 3rd Meeting: ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN COUNTY, COLORADO, APPROVING A SPECIAL EVENT PERMIT FOR THE 2014 "DANCING WITH THE DOGS AND CATS" - ASPEN ANIMAL SHELTER BENEFIT Administrative Decision No.q -2014 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 Temporary Commercial Use/Special Event Permit for commercial activities or events. 2. The Aspen Animal Shelter (hereafter, the "Applicant") has applied to the Director for approval of Special Event Permit to conduct a benefit dinner and fundraiser on July 12, 2014 at 2129 Snowmass Creek Road. The event will consist of dinner, music, and sale of Aspen Animal Shelter Merchandise from 6:OOPM to 10:30PM. A maximum of 260 people will attend. 3. The Pitkin County Sheriffs Office, the Basalt and Rural Fire District, Communications Department, and Snowmass/Capitol Caucus, were all referred on this event. A Certificate of Insurance covering this event and naming the County as an Additional Insured has been provided. Because the event is being operated by a non-profit within the Roaring Fork Valley, no vendor permits are needed from the EH Department. 4. The Applicant has secured a Liquor License for the event. Professional bartenders have been acquired for the event. The Applicant has applied for a tent permit. The subject property is owned by an employee of the Aspen Animal Shelter. 5. 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 Special Event Permit for the 2014 "Dancing with the Dogs and Cats" - Aspen Animal Shelter Benefit 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. 2. No emergency access shall be blocked. 3. Where parking has been proposed in the field at the property, the field shall be mowed and watered prior to any parking. The Applicant shall have water on site and available to extinguish a small fire in the field. 4. Failure to comply with the conditions of approval may result in revocation of this permit Page I o/ 2 APPROVED this la day of 2014. c 6 C dy Houben Community Development Director PID# 264503100003 Pine 2 nJ 2 Dancing for the Dogs and Cats 2014 Primary Jurisdiction: Pitkin County Overall Status: Submitted Event Category: Dancing for the Dogs and Cats 2014 Click HERE for a printer friendly view. Saturday, July 12, 2014 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): Seth Sachson residence, 2129 Snowmass Creek Road, Snowmass, Pitkin County, CO 81654 DATES/TIMES: Set-up: 07/10/2014 05:00 PM Start: 07/12/2014 06:00 PM End: 07/12/2014 10:00 PM Dismantle: 07/14/2014 09:00 AM PRIMARY CONTACT: Anne Gurchick Send e-mail Friends of the Aspen Animal Shelter PO Box 985 Aspen, CO 81612 Phone: (512) 423-9044 Fax: (970) 544-0206 Work: (970) 927-1771 SECONDARY CONTACT: Seth Sachson Send e-mail Friends of the Aspen Animal Shelter 101 Animal Shelter Road Aspen, CO 81611 Phone: (970) 274-3043 Work: (970) 544-0206 OTHER CONTACTS: During event - contact names & phone numbers Primary: Anne Gurchick (512) 423-9044 Secondary: Seth Sachson (970) 274-3043 Medical: Julie Puchkoff (970) 618-8544 Parking: Linda Koones (970) 923-3456 Safety: Adam Goldsmith (970) 618-8364 Security: Adam Goldsmith (970) 618-8364 o0 vu rt� /Lmda Koones (970) 923-3456 DETAILS & DOCUMENTS: Event Summary: Approximate attendance: 200 to 260 guests Staff. 6 Aspen Animal Shelter Staff 12 Friends of the Aspen Animal Shelter Board members (estimate) Volunteers: 26-30 (estimate) Independent Contractors: 3 (equipment rental; caterer, band) Security: 2 Vendors: 0 Open to the public: Yes - must pre -purchase ticket to event Fees charged: Tickets to the event will range from $300 (individual ticket) to $7,500 (VIP table for 10 to 12) Number of participants limited: Yes, event limited to 300 maximum Advance training for volunteers: Most have volunteered with our organization at this same event over the past six years. Others will be trained prior to the event. Amplified Music: Yes - there will be a live band performing with recorded music during their breaks. Site Plan (and maps): Site Plan - See attached layout Boundaries: The Sachson property is 4.5 acres bordered on the north by Snowmass Creek Road, the east by Kevin Ward's property, the south by the (formerly) Windstar property and the west by the Basalt Rural Fire Protection District station. The main street to the property is Snowmass Creek Road. The pasture to the west of the entrance will be used for parking and is more than adequate for number of vehicles expected. In the unlikely event that more parking is needed, the adjacent neighbor, Kevin Ward has offered his pasture for overflow parking. Site Improvements: One large tent will be erected on the property and will cover approximately 24 to 28 tables and 200 to 240 chairs, a small stage, dance floor and several catering tables. No generators will be needed. There will be arnplified speakers under the tent. Guests will enter and leave through the driveway to 2129 Snowmass Creek Road. Security, Medical and Safety: Security checkpoints are at the entrance/exit and at various locations on the property. The property is located right next door to the Basalt Rural Fire Protection station. Snowmass Creek Road and the driveway to the property are approximately 22 feet wide and emergency vehicles will be able to access the event. There will be directional signs on Snowmass Creek Road which will be taken down no later than loam, Sunday, July 13, 2014. Transportation and Parking: Parking will be in the west pasture and we anticipate that all guests will be able to park in that area. In the unlikely event additional parking is needed, cars will be allowed to park on Kevin Ward's property which is immediately adjacent to the Sachson property. There is no public transportation to the area. As in previous years, there will be no parking allowed on Snowmass Creek Road. Sanitation and Solid Waste: There will be a minimum of two portable restrooms on the property as well as the three bathrooms located inside the residence. This will be enough to handle the maxi num number of attendees. Trash and recycle containers will be in various locations throughout the property. Alcohol, Food Service, Vending and Tech Areas: There will be two bar locations as noted on the attached site plan and one catering/food prep area. The caterer, Kenichi, may use a small grill at the event. There will be no vendor, concession or tech booths, trailers or work areas. Caterer station will be located on the east side of the tent as noted on attached. Site Plan_2014.pdf 24.55 k Communication Plan: The staff contact list with designated responsibilities is listed on page 1 (under event contacts). There are several other board members who will be assigned duties as needed. Each staff contact will be assigned an appropriate number of volunteers to successfully fiilfill tasks at hand. Wakie talkie headsets and cell phones will be used for connnniications between staff members. Medical contacts and EMS will communicate via cell phones and the land line at the residence. Attendees will be notified of changes to the event by email, radio and/or personal phone calls and signs will be posted on Snowmass Creek Road. There will be signs and volunteers along the road that will direct guests to the parking lot and to the event. Security Plan: No professional security company has been hired. Adam Goldsmith (board member) is the contact person for security. There will be volunteers located at the entrance and exit points of the event area and tent to monitor event. Public law enforcement will not be required. Security contact: Adam Goldsmith 101 Animal Shelter Road Aspen, CO 81611 970-618-8364 adamgoldsrnitb@grmfl.com '--'M Medical Plan: 911 will be used for emergency services. The medical contact is Julie Puchkoff and her phone number is 618-8544. Julie is a trained and certified EMT. Linda Koones, a board member, will also be at the event and is a certified First Responder. Linda's phone number is 923-3456. Ambulances can pick-up people at the tent, parking area, driveway and/or entrance to the event, if needed. We will not have a licensed professional emergency medical service provider however, several local doctors will be attending the event as guests, including the host's father, Dr. Richard Sachson. Medical contact: Julie Puchkoff 385 W. Sopris Creek Road Basalt, CO 81621 970-618-8544 Our certificate of insurance noting adequate coverage is attached. Please note that our policies renew in May 2014 and a new certificate will be available at that time. Cert of Insurance.pdf 111.03 k Safety Plan: Various board members, volunteers and Aspen Animal Shelter employees will be stationed throughout the event and will be able to respond to emergencies by contacting Julie Puchkofl: Linda Koones and/or 911, as necessary. Emergency access will be through the driveway to the property. The tent and attendees will be located directly off the driveway so EMT personnel can drive up to tent. Fire extinguishers will be located throughout the tent as mandated by fire code. Additional fire extinguishers will be located inside the tent and the residence and the Basalt Rural Fire Protection District station is located directly next door to the property. The property has sprinkler systems located throughout various areas of the pastures. The event will be outside under a tent and illtuninated exit signs will be hung in the tent as per code. In the unlikely event that evacuation is needed, exit routes are determined by walking away from the tent or potential hazard and off the property onto adjoining property. If weather is bad we will add sides to the tent, otherwise the tent will be open. If sides are added to the tent the occupancy load will still fall within fire code. If sides are added, there will be volunteers stationed at each opening to assist attendees in getting out of the tent in the event of an emergency. This event does not pose a risk to the individual participant or public safety. The event will not occur in the wilderness. We will not be using fixed wing or rotor aircraft. Parking Plan_2014.pdf 26.79 k Trans portation/Traffic Plan: Our main goal is to have the flow of traffic move smoothly and not back-up on Snowmass Creek Road. There will be volunteers and ample signage located at the intersection of Snowmass Creek Road and the property driveway to direct cars off the road and into the parking area. There will be volunteers located in the parking area to direct drivers to parking spaces. There will be 'No Parking" signs located along the road and we will not allow any parking on Snowmass Creek Road. The event has taken place at this location in 2012 and 2013 and we did not experience any traffic problems or backup. Transportation contact: Linda Koones PO Box 6604 Snowmass Village, CO 81615 923-3456 hnkoones@msn.com Guests will be directed to the event via Highway 82 to Snowmass Creek Road. There will be signs and/or balloons at the 'Y" directing attendees to go left on Snowmass Creek Road and to direct guests to the venue. There will be no special transportation needs for artists, staff or volunteers. There will be no need for traffic control on State Highways or County Roads. Parking Plan_2014.pdf 26.79 k Parking Plan: Approximately 100 parking spaces will be needed for the event. Volunteers, board members and attendees will be encouraged to carpool. Parking will be located in the west pasture of the property. This space will fit at least 120 cars and guests will walk from the parking lot to the event. If additional parking is needed, we have obtained permission to use Kevin Ward's western pasture which is adjacent to the property. Parking will be free and there will be an experienced, volunteer traffic coordinator and volunteers directing traffic and attendee parking. The egress is clearly marked and will be lit beginning at approximately 8:30prn Parking contact: Adam Goldsmith 101 Animal Shelter Road Aspen, CO 81611 970-618-8364 OU0005 adamgoldsmith agnailcom Sanitation/Recycling Plan: We have not hired a professional security company to manage security at this event. Our event is not located in the City of Aspen and therefore the ZGreen Events Checklist is not attached. However, we did review the checklist and will comply with as many of the green practices suggested as possible. Recycling containers and trash cans will be located throughout the property. Trash will be removed via the dumpster and recycling will be taken to the Pitkin County landfill recycling area. The property has three indoor restrooms which will be used by the public and two additional port -a -potties will be rented. At least one of these restrooms is ADA accessible, per code. Alcohol Mitigation Plan: Our event will involve the distribution of alcohol but no alcohol will be sold. Alcohol will be available to guests between 6:00pm and 10:00pm Consumption will be allowed in the tented area and on the property in general Other beverages will be available including water and iced tea and food will be available the entire time. There is no smoking allowed on the property. Trained bartenders will be serving the liquor and will be told to notify a board member if an attendee has had a lot to drink. Board members and volunteers will be trained on friendly intervention and will be available to drive people home in the event they have had too much to drink. Accessibility Plan: The event location is all on ground level and there will be a clear path of travel throughout the event venue. Travel from the disabled parking area to the event is flat and clear. At least one of the restrooms is ADA accessible and all the food and beverage areas are accessible. Signage will be located so pedestrian flow will not obstruct its visibility. The venue will be sufficeiently lit and egress lighting will be honed on no later than 8:30pm Alcohol Permit & License: A liquor license will be submitted to the Pitkin County Clerk prior to May 1, 2014. Food Permit: A food permit application will be submitted by the caterer. The majority of the food will be cooked off-site and assembled at the event. There will be areas in the tent designated for serving the food buffet style. Food and cooking supplies will not be stored overnight. Parks/Open Space Permit: 000006 N/A Reviewed and accepted: YES Sales Tax & Bus. License: A silent and live auction held by Friends of the Aspen Animal Shelter, a non-profit which will collect and submit sales tax to the State of Colorado and Pitkin County. Dancing for the Dogs and Cats 2014 Friends of the Aspen Animal Shelter PO Box 985 Aspen, CO 81612 970-927-1771 Sales tax contact: Krista Eddy, CPA eddy@reesehenry.com Friends of the Aspen Animal Shelter's Colorado sales tax license number is 013-80773. Silent and live auction items will be sold (gift certificates, services, art, jewelry, etc.). Reviewed and accepted: YES Miscellaneous Permits: A tent will be erected in the east pasture of the property to cover the stage, dance floor, food/buffet tables and seating area and a smaller, adjoining tent for silent auction items. The tents will be rented from Premier Party Rentals and they will be responsible for putting up and taking down the tent, securing the tent permit and scheduling tent inspection. It is our understanding that they are trained to handle this task and will comply with the requirements listed above. An application for a tent permit will be submitted by Premier Party Rentals within ten days of the event. Public Notification: There are very few surrounding neighbors and all of them will be invited to the event and notified of date, noise, traffic patterns and a contact for both before and during the event. There will be no negative impact to any neighboring residents. Liability Insurance: Seth Sachson, Sachson, Inc., and Friends of the Aspen Animal Shelter all have enough insurance to cover the liability amounts listed above. A current Certificate of Insurance is attached. Cert of Insurance.pdf 111.03 k References: Previous events planned through Friends of the Aspen Animal Shelter (flk/a Aspen/Pitkin Animal Shelter Capital Campaign). Bow Wow Meow Balls 2003 -2005 Cesar Event - 2008 Bernadette Peters Event - 2009 Cesar Event - 2010 ifs Me or the Dog - 2011 Dancing for the Dogs ... and Cats - 2012 Dancing for the Dogs and Cats 2013 There are no agencies currently assigned to approve this event. There are no agencies currently assigned to approve this event. Tpe l< 1&e, ((,�e- Tzr e4�,�5 T&n) 000010 r m 10d T&tr1?fo7a2 E M-_ FRIEN-3 OF ID: CO ��osro CERTIFICATE OF LIABILITY INSURANCE Da 04122 04122//1414 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(les) 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 Phone: 970-945-9161 GIA Group/Glenwood Ins. Agency P O Box 1270 Fax: 970-945-6027 CONTACT Colleen Hause NAME PHONE FA% uc Nq E,q.970-384-8315 AC No 970-945-6027 ADDRESS colleenh@glenwoodins.com Glenwood Springs, CO 81602-1270 Nanette R. Avery INSURER(S) AFFORDING COVERAGE NAIC % INSURER A: The Hartford INSURED Friends of the Aspen Animal PO Box 985 INSURER B: A Aspen, CO 81612 INSURER C: 34SBAVT3509 INSURER D INSURER E PREMISES Ea occurrence $ 1,000.00 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 130 S. Galena St. POLICY NUMBER FF MMIDDYIYYYY POLICY EYP MMIDD LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 2,000,06 A X COMMERCIAL GENERAL LIABILITY X 34SBAVT3509 05/31113 05/31/14 PREMISES Ea occurrence $ 1,000.00 MED EXP(Any one person) $ 10,00 CLAIMS -MADE I X1 OCCUR PERSONAL B ADV INJURY $ 2,000,00 X hired/non owned GENERAL AGGREGATE $ 4,000,00 GENT AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ 4,000,00 $ X POLICY 7 TO- 1-1 LOC AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea..cant) $ BODILY INJURY IPer person) $ ANY AUTO BODILY INJURY IPer accident) $ ALL OWNED SCHEDULED AUTOS NOR OWNED PROPERTY DAMAGE $ Peracnd.rd HIREDAUTOS AUTOS $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 1,000,00 AGGREGATE $ 1,000,00 A EXCESS LIAB CLAIMS -MADE 34SBAVT3509 05/31113 05/31/14 DED X RETENTION $ 10,000 $ WORKERS COMPENSATION WCSTATU- TH- TORY IMIT ER AND EMPLOYERS' LIABILITY Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE EL EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED ❑ NIA (Mandatory in NH) EL DISEASE - EA EMPLOYE $ E L DISEASE -POLICY LIMIT $ If yes, descnbe under DESCRIPTION OF OPERATIONS below A Property Section 34SBAVT3509 05/31/13 05/31/14 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if mora space is required) Re: Dancing for the Dogs and Cats. Certificate holder is Additional Insured regarding General Liability policy. CFRTIFICATF MOI nFR CANCELLATION CITVASP SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE of Aspen &Pitkin County City P ty THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 130 S. Galena St. Aspen, CO 81611 AUTHORIZED REPRESENTATIVE _)61. 4k ,-.--�-� © 1988.2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD 000011 PITKIN ( UNTY COMMUNITY DEVEL Permit Receipt RECEIPT NUMBER 00036352 Name: Friends of the Aspen Animal Sh Date Project Address: 2129 SNOWMASS CREEK RD Type: check # 1850 Permit Number Fee Description 0010.2014.PSPE PP- Special Event Flat Fee Total: