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HomeMy WebLinkAboutpitkin.planning.273511400852 (2015)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: 2735-11-4-00-852 Application Date: 6/29/15 Case No: SPEO12-15 Description: Toyota iRoad Test Demonstration Temporary Commercial Use Special Event Planner: Mike Kraemer Permit # Copies: Allocated Hours: 3 % Over Hours: 3.6 Project Address: 235 HIGH SCHOOL RD, ASPEN, C081611 Property Owner: ASPEN SCHOOL DISTRICT Owner's REP: TERESA BACAL REP's Email: Referrals: ALL OTHER REFERRALS Comments Due Date: Meetings: Meeting Date: Review Body: Public Hearing? Notice Date: Meeting Notes 1st Meeting: Approvals: BOCC Resolution #: BOCC Ordinance #: Admin Determination #: 040-2015 NR Other Information: VR Approval Date: VR Expires Date: Remarks: Application Type: Address: 235 HIGH SCHOOL RD Owner Phone: ASPEN, CO 81611 Address: 42406 N LONG COVE WAY REP's Phone: (602) 738-8678 ANTHEM, AZ 85086 Other Referrals: 2nd Meeting: Plat Recorded Date: Plat (Bk, PG): P&Z Determination #: HO Determination #: 3rd Meeting: ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PIT(IN COUNTY, COLORADO, APPROVING A SPECIAL EVENT PERMIT FOR THE TOYOTA iROAD TEST DEMONSTRATION Administrative Decision No. r 0 - 2015 RECITALS 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. Teresa Bacal of JT Grey Performance Driving, LLC (hereafter, the "Applicant") has applied to the Director for approval of a Special Event Permit for the test driving of the Toyota iRoad at the High School upper parking lot. Setup for the demonstration is scheduled for June 26'", 2015 and test demonstrations begin on July 281, 2015 through July 2°d, 2015 from 9:OOAM to 5:OOPM. The Applicant has proposed 2 separate course in the upper parking lot. Participants will mainly come from the Aspen Institute. 3. The Sheriff's Office and Communications Department have been made aware of the event. The Aspen High School has provided consent for use of their property. The Applicant has provided proof of liability insurance naming Pitkin County as an additionally insurance and as a certificate holder. 4. 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. NOW THEREFORE BE IT RESOLVED that the Community Development Director of Pitkin County does hereby grant approval for the Toyota iRoad Special Event Permit subject to the following conditions: I. The Applicants shall adhere to all material representations made in, or in connection with, the application. 2. Emergency contact for the event is Teresa Baca]: 602-738-8678 3. No parking associated with the event shall occur on County Roads. Emergency access shall remain open at all times. 4. Unlicensed vehicles are prohibited on public roads. 5. Failure to comply with the conditions of approval may result in revocation of this permit. APPROVED this AGI. , day of June, 2015 C �o C dy Houben Community Development Director PID#: 273511400852 Page 1 of I Toyota iRoad Demo Ride and Drive Sunday, June 28, 2015 Primary Jurisdiction: Pitkin County Overall Status: Not Yet Reviewed Event Category: Toyota iRoad Demo Ride and Drive Click HERE for a printer friendly view. 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): Aspen High School - Upper Parking Lot DATES/TIMES: Set-up: 06/26/2015 09:00 AM Start: 06/28/2015 09:00 AM End: 07/02/2015 05:00 PM Dismantle: 07/02/2015 05:01 PM PRIMARY CONTACT: Teresa Bacal Send e-mail JTGrey Performance Driving, LLC 42406 N Long Cove Way Anthem, AZ 85086 Phone: (602) 738-8678 Fax: (623) 399-1033 Work: (602) 738-8678 OTHER CONTACTS: During event - contact names & phone numbers Primary: Teresa Bacal (602) 738-8678 Secondary: Joe Bacal (623) 203-4052 DETAILS & DOCUMENTS: Event Summary: Attendees will be about 45 per day. Event staff will be about 12 - 15. There are no I j lq volunteers working this event. We will have 1 security staff every evening from 5:00pm - 9:00am in the morning. There are no vendors on site. The event is open to those attending the Aspen Ideas Festival and they need to sign up ahead of time at the Aspen Institute. We will then drive them to the High School via 2 Toyota Sienna vans driven by contracted drivers. There are no fees charged to test drive. The number of participants is limited to 6 attendees per hour per test vehicle. We will have 2 test vehicles. We will only drive 6 attendees to the high school per every 30 minutes. Our crew in charge of the ride and drive are professional drivers. Attendees get a briefing before test driving on safety and driving expectations. We stop them if they are not following the rules. There is no amplified music. scan0167.pdf 317.41 k Current layout of high school parking lot. Site Plan (and maps): The attached layout should show all items above. Please let me know if I missed something. Communication Plan: iRoad Lead Staff are: Joe Bacal - Lead Operations Mgr - 623-203-4052 Lance King - iRoad Ride and Drive Lead - 602-793-4672 We rent radios from Bearcom so I do not know the frequency. All crew will be on the same channel. If there is an emergency we will call 911. If there is a change in timing or we have to stop the ride and drive due to rain. We will call our check-in crew at the Aspen Institute and have them stop the transfers to the high school. We will have basic signage at the event to indicate the check-in tent, shuttle drop/pick up area and course entrance. Only one person at a time is allowed on each course and our professional drivers control who is on the course. Security Plan: We do not have alcohol at our ride and drive and it is not allowed due to test driving of electric vehicles. We have security in the evening when the event is closed. They will be on-site at the Aspen High School from 5:OOpm - 8:00am. We have hired local security from Specialized Protective Services and their phone number is: 970-925-7810. The security is to simply keep an eye on the venue overnight to make sure n everything is in place for the next morning. We will have 2 tents, a restroom trailer and the 2 courses with barriers and cones set up so we just need to make sure all these items remain in place undisturbed. If there are any concerns, the security personnel will call Joe Bacal, the lead operations manager for the event. We will not need public law enforcement on site. Lance King, who is the iRoad Lead Manager, will be available on-site every day from 8:00 - S:OOpm from June 28 - July 2nd if safety officials need to contact us. His cell phone is 602-793-4672. Medical Plan: We will call 911 if there is an emergency. Lance King, the iRoad Manager will be the point of contact for any emergencies. His cell phone number is: 602-793-4672. An ambulance would pick up people in the same area as the shuttle drop off/pick up area. We do not plan on having medical personnel on-site. We have a basic Emergency kit on site with bandages, scissors, aspirin, gloves. The contact for anything on site during the day is Lance King. We will be providing event insurance for the iRoad Ride and Drive. Safety Plan: The 2 courses are designed to control speed and driveability of the 2 iRoads. There are barriers around both courses for the safety of any spectators, which are very limited due to us controlling how many people are on-site. The whole event is overseen by Joe Bacal, the iRoad Ride and Drive is overseen by Lance King and then we have 1 crew assigned to each course. All 4 of these crew are professional drivers. Upon check-in at the registration tent, the attendee signs a waiver and we capture their basic information and an emergency contact and phone number. Once they are registered and given a wrist band, they are directed to one of the courses. Lance King will give them basic information on the vehicle itself and will discuss safety issues such as speed, staying between the cones and listening to the instructor. Once they get in the iRoad on the course, the instructor explains how the vehicle works, again discusses speed and following the course between the cones and has the attendee drive around the demo circle. If the instructor feels the attendee is being safe and has the ability to drive the iRoad safely, the instructor has them drive around the course 2 or 3 times and indicates when it is time for them to stop. Each test drive takes about 10 minutes so we can get 6 people through a course in one hour. We will transport 6 people from the Institute to the high school every 30 minutes and from the high school back to the Institute every 30 minutes. This way 0- we control the attendees on-site If there is an emergency, Lance King, the Road Manager will call 911 and also call the overall event lead Joe Bacal if he is not on-site at the time. Since the event is outside at the Aspen High School parking lot, exit from the school will be via the roads out of the parking lot. If it starts to rain, we stop the ride and drive and do not transport people out the the high school until the rain stops and Lance King and Joe Bacal deem it is safe to start test driving again. The iRoads can run in the rain and have windshield wipers but we don't run them in the rain as a safety precaution. The event does not pose substantial risk to the attendees as the Roads are designed to not tip over and we control the speed of the Road by the course set up. If the instructor feels the attendee is not driving safe, they stop them immediately and have them exit the vehicle. The event takes place in the Aspen High School parking lot so will not affect public safety resources. No fixed wing or rotor aircraft are involved in our ride and drive. Transportation/Traffic Plan: Our ride and drive does not involve much transportation to/from the event. The 10 - 12 staff will drive themselves to the event and park in the indicated "Staff Parking" area. The attendees will be transported from the North end of the Aspen Institute via 2 Toyota vans with a maximum of 6 attendees per every 30 minutes. The attendees will be driven out to the High School by contracted drivers and then back again when they finish their test drives. The 2 vans will run continually every 30 minutes from 9:OOam - S:OOpm. The attendees sign up at the check-in desk which is also at the North end of the Institute. The vans are being contracted by Toyota with a company called AMCI and the contact name is Kevin Jones - 310-765-4100. We do not need any traffic control and will not need to shut down any roads. We do not need any "No Parking", cones or barricades. We do not need any streets cleaned. Parking Plan: The only people driving to the event are the staff and we have a "Staff Parking" area indicated on the layout. All attendees will be transported to the event via the 2 Toyota vans. 11 There is not parking needed for vendors as we do not have any vendors. The whole event is taking place at the Aspen High School parking lot and we have contracted with the school for use of the parking lot. We will not have parking flow challenges due to only staff driving to the site. The event is closed at S:OOpm so no night lighting needed. The contact on-site is Lance King - 602-793-4672 Sanitation/Recycling Plan: We have contracted security for the evenings which was addressed in an earlier section. We have not contracted a Sanitation company. We have ordered 5 trash cans through our tent company called Bethel Party Rentals. We do not have recycle bins and would like to get them if you can let me know who to call for those bins. Trash will be pulled each night by our crew and put into the dumpster at the High School and we have already discussed this with the school. We have one portable restroom trailer with 2 stalls that is being delivered from United Site Services. The contact is Brett Angell and phone is: 303-917-3994. There are sinks in each of the restrooms to wash hands. We also have access to the high school restroom for ADA. This restroom is located in the front of the high school near the tent area. Alcohol Mitigation Plan: No alcohol will be at this event. Accessibility Plan: All areas of this event can be accessed by individuals with disabilities. Alcohol Permit & License: No alcohol will be at this event. Food Permit: There will not be any vendors selling food. We will be contracting with a caterer to supply some snacks and beverages for our staff and the attendees during the day. Nothing will be cooked on-site. We may store the dry snacks and beverages overnight. They will be put in our work room which is the Boardroom in the High School. No food or drink will be left outside overnight. Parks/Open Space Permit: We are not using any parks or trails for our event. Reviewed and accepted: YES Sales Tax & Bus. License: Nothing will be sold at our event. Reviewed and accepted: YES Miscellaneous Permits: The tent company, Bethel Party Rentals, is taking care of the permit for the tent. We will not have any other temporary structures set up unless you include bicycle barriers as temporary structures. There are no bleachers or other organized seating for this event as there really aren't any spectators. Public Notification: We are not in a neighborhood or having any street closures. Liability Insurance: We will have event insurance and will add Pitkin County as additional insured for the event. References: We plan and oversee driving events all over the U.S. We have been in this business for over 20 years and have worked with Toyota for 20 years. We most recently did an iRoad Ride and Drive at Toyota Headquarters in Torrance, California and also did an iRoad Ride and Drive in Vancouver at the TED Conference. I can give you a list of events and locations around the U.S if needed. There are no agencies currently assigned to approve this event. 4 s m Ir"I L md b1 K 6 K Insurance Group, Inc. P.O. Box 2338 Fort Wayne, In 46801 JT GREY HOLDINGS, LLC (SEE KR -SP -1) 42406 N LONG DOVE WAY ANTHEM, A2 85086 X C X owners 6 Contractors X $100,000 ESO X A X B Participant Accident ALT 6/03/15 MOTORSPORTS 800-348-1839 260-459-5118 KK.MOTORSPORTS9K NDKINSURANCE.COM SCOTTSDALE INSURANCE COMPANY 41297 NATIONWIDE LIFE INSURANCE COMP 66869 NATIONAL CASUALTY COMPANY 11991 1804353 NC=NOT COVERED 12:O1AM 12:O1AM KEO0004717200 8/15/14 8/15/15 Part Lql Liao XK50004717400 12:03AM 12:01AM 8/15/14 8/15/15 KPX0026567700 12:01AM 12:01M AD6D 8/15/14 8/15/15 Primary Medical Excess Medical Weekly Indemnity TYPE OF EVENT: RIDE 6 DRIVE EVENT DATE(S): 6/28/15-7/3/15 LOCATION: ASPEN HIGH SCHOOL 6 ASPEN INSTITUTE, ASPEN, CO ADDITIONAL INSURED: SEE ATTACHED ADDENDUM PITKIN COUNTY 1000000 300000 NC 1000000 NONE 5000000 1000000 2000000 2000000 5000 NC 5000 NC K & K INSURANCE GROUP, INC. GL KEO0004717200 EX XKS0004717400 SEE ACORD 25 CERTIFICATE: 1804353 DATE ISSUED: 6/03/15 1 1 JT GREY HOLDINGS, LLC (SEE KR -SP -1) 42406 N LONG DOVE WAY ANTHEM, AZ 85086 PA KPX0026567700 SEE ACORD 25 ACORD 25 CERTIFICATE OF LIABILITY INSURANCE ADDITIONAL INSURED PER POLICY A. ANY PERSON OR ORGANIZATION ENGAGED IN OPERATING, MANAGING, SANCTIONING OR SPONSORING THE "COVERED PROGRAM," OR PROVIDING THE "PREMISES" FOR A "COVERED PROGRAM," INCLUDING OFFICIALS OF THE "COVERED PROGRAM." B. ANY "PARTICIPANT" (EXCLUDING DRIVERS), "COMPETITION VEHICLE" OWNER AND "COMPETITION VEHICLE" SPONSOR. C. ANY "PARTICIPANT" DRIVER BUT ONLY WITH RESPECT TO "BODILY INJURY" OR "PROPERTY DAMAGE" TO PERSONS OTHER THAN ANY OTHER DRIVER. D. PITKIN COUNTY, ITS OFFICERS, EMPLOYEES AND AGENTS; BUT ONLY AS RESPECTS TO THE OPERATIONS OF THE NAMED INSURED. 10 A§ , n FACILITIES USE AGREEMENT Policy KF -E1 School District THIS AGREEMENT is made and entered into this 26th day of May. 2015 by and between Performance Driving LLC (hereinafter referred to as "User") and Aspen School District No. I RE, Pitkin County, Colorado (hereinafter referred to as "District"). In consideration of the mutual promises and agreements contained in this Agreement, both parties agree as follows: 1. The Facilities 1.1 The District shall make available to the User the "Facilities") and/or staff: (check all that apply) Elementary Middle High following area/s ("Facility" or ❑ Gym ❑ Gym ❑ Big Gym LJ Skier Dome ❑ Cafeteria ❑ Cafeteria ❑ Commons ❑ Seminar Rm (C or T) ❑ Library ❑ Library ❑ Library ❑ Black Box (C or T/R or P) ❑ Classroom/s ❑ Classroom/s ❑ Classroomis ® Board Room Rm# Rm# Rm# Parking Lot ❑ Athletic Field (F or L) Performances LJTech/Rehearsals U Ancillary Rooms LJ Overtime ❑ Ruedi Cabin ® Custodial/Maintenance (required daily) ❑ Security (only if requested) 1.2 The Facilities shall be used by the User on the following dates and times: Date/s: June 26 — July 2. 2015 Time/s: Friday (6/26). 8:00am — Thursday (7/2). 6.00pm 1.3 The Facilities shall be used by the User for the following purpose only: Toyota iRoad Event 1.4 Any use provided for in this Agreement by the User shall be secondary to the primary use of the Facility by the District. Therefore, any scheduling shall not interfere with the District's primary use of the Facility and the use by the User shall be subject to cancellation if, in the District's sole discretion, use at the requested time will interfere with the District's primary use. 1.5 Depending on the Facilities requested for use, as noted above, the building administrator, theater manager and/or the superintendent will be the District's representative who has the authority and responsibility to schedule or cancel use. Superintendent's onice - 0235 1 ligh School Road -Aspen. Colorado 81611 - Pb: 970/925-3760 - Fax; 970;925-5721 1.6 In lieu of a fee the User Sehedkile (stie, hed W this A e e,....,.. n exhibit KF c, agrees to protide a donation to Aspen School District for a charging station in the amount of 520,000. 1.7 Use of the Facility shall be subject to all applicable provisions of state and federal law and District policies. 2. Supervision 2.1 The User shall be responsible for providing complete and adequate supervision of the Facility and all activities related to its use. 2.2 The District will review and approve the arrangements made for supervision by the User. If the District believes the supervision to be inadequate, it may require further arrangements or cancel the proposed use. 2.3 The User shall be responsible for cleanup of the Facility after use. A custodian will also be assigned to all activities and will oversee proper cleanup, one per building based on the Facilities requested for use. If the Facility Use Rental Fee is waived, the custodian fee will still apply to cover overhead expenses incurred by the District. 2.4 The User shall be responsible for all vandalism or other damage, other than ordinary wear and tear, occurring as a result of the User's use of the Facility. If damage for which the User is responsible occurs, the District shall determine the reasonable repair costs due the District and the User shall remit payment in that amount within forty-five (45) calendar days after receiving written notice of the costs. 3. Insurance/Indemnity 3.1 The User shall indemnify and hold harmless the District, its officers, agents and employees against any claims, damages, awards or other matters of whatsoever nature arising out of or related to use of the Facility by the User. The User shall agree to and sign the ASD Release, Waiver and Indemnity for Use of Facilities Form (attached to this Agreement), exhibit KF -E3. 3.2 The User shall maintain in force at all times this Agreement is in effect the following insurance coverage: General Liability insurance in an amount equal to the monetary limits of liability set forth in the Colorado Governmental Immunity Act as now in effect or as hereinafter amended. 3.3 The User shall provide to the District evidence of such insurance by way of certificates of insurance which shall show the District as an additional insured and which shall provide that such insurance will not be canceled or modified without thirty (30) days' prior written notice to the District. 4. Agreement 4.1 This Agreement is the entire agreement between both parties and may be changed or modified only by written agreement of both parties. All previous written or oral understandings and agreements by either party are superseded by this Agreement. 4.2 This Agreement shall be construed under the laws of the State of Colorado. Superintendent's Office • 0235 l ligh School Road • Aspen. Colorado 81611 • Ph_ 970/925-3760 • Far: 970/925-5721 la 4.3 If any of the terms of this Agreement are in conflict with any rule or law or statutory provision, then those terms shall be deemed inoperative and null and void to the extent of that conflict, but the remaining provisions of this Agreement shall remain in full force and effect. 4.4 This Agreement shall become effective on Friday. June 26. 2015 at 8:00 am. and shall expire on Thursday. July 2. 2015 at 6:00 pm. 4.5 This Agreement may be canceled by either party with or without cause by giving the other party thirty (30) days' written notice. IN WITNESS WHEREOF, the authorized representatives of the parties have signed this Agreement as of the day and year first noted above. A roved By ser 1 n '^ /1�Hncy L. 3nnks, 11/oa7c���,sF,�foyo>lit.can.t T /�1 r--- �� 861. AkthorO Signa re Print Name/Title/ContactNumber/Email 310 468 /87-8 *User has aLreed to orovide a donation in the amount of $20.000 for a charkim-, station. FOR OFFICIAL USE ONLY Approved By District: ❑ Building Administrator �t// ❑ Athletic Director ❑ District Theater Manager Au"1z Signature(s) ® Superintendent Facility Use Rental Fee Waiver ® Facility Use Rental Fee Waived - APPROVED ❑ NOT APPROVED (Custodial/maintenance fees may still apply.) Requestor's Authorized Signature Sup inten nt Signature o ChieFial Officer Signature Facility Use Rental Fee Discount ***Non - profits may receive up to a 25% discount*** ❑ Discount - APPROVED ❑ NOT APPROVED (Discounted amount is at the discretion of the District; custodial/maintenance fees may still apply.) Superintendent Signature or Chief Financial Officer Signature Revised: January 1, 2014 Superintendent's Orrice • 0235 1ligh School Road • Aspen. Colorado 81611 • Ph: 970/925.3760 • Fax: 970.925-5721 t3 Name: Project Address: Type: Permit Number 0012.2015. PSP E 15f PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00038420 JT Grey Holdings LLC Date:6/29/2015 235 HIGH SCHOOL RD check # 2154 Fee Description PP- Special Event Flat Fee Total: Amount 325.00 325.00