HomeMy WebLinkAbout20051221espnxgamesTO:
FROM:
THRU:
RE:
MEMORANDUM
Board of County Commissioners
Regular Meeting - December 21, 2005
Ezra Louthis, Planner
Cindy Houb'e-"~, ~-ommunity Development Director
ESPN X-Games Special Event/Temporary Use Permit
REQUEST: The Applicants are requesting approval to host the ESPN 2006 Winter X Games at
Buttermilk Ski Area on January 27, 2005 - January 31, 2006, and to use the Cozy Point Ranch to
provide satellite parking for the event.
APPLICANTS: ESPN, Inc. and Aspen Skiing Company.
LOCATION: Buttermilk Ski Area (base area), Inn at Aspen, Cozy Point Ranch.
BACKGROUND: The Applicants have conducted the Winter X Games at Buttermilk Ski Area during
the last four years. They received approvals for the events pursuant to BOCC Resolution Nos. 01-
2002 and 222-2002, and Administrative Determination Nos. 04-2004 and 03-2005.
As was done last year, Applicants will conduct daytime as well as nighttime events. Activities are
scheduled from 8:00 a.m. until 9:00 p.m. Spectator capacity for the event is 12,000 people per day.
Total capacity for the event- including staff, athletes, volunteers, etc. -is estimated at 15,000
people per day. There will be live television broadcasts of events.
REFERRAL COMMENTS: The application was referred to a wide range of City, County and State
personnel.
Randy Ready has confirmed that the Aspen City Council has approved the use of Cozy Point Ranch
for satellite parking.
Applicants were requested to obtain letters of approval from each of Brush Creek Metropolitan
District, Maroon Creek Club Master Association, and the West Buttermilk Metropolitan District. All
of these entities have been notified and each will need to send letters/emails acknowledging that
they are aware of, and support the event (including the nighttime competitions); the Brush Creek
Metropolitan District needs to also support the use of Cozy Point Ranch for parking. Applicants
have made specific arrangements with the Maroon Creek Club Master Association to dissuade
attendees from parking in their neighborhood. The County Engineer is reviewing these plans and
it is recommended that the final approved plans be included in applicants' Transportation
Management Plan.
A Certificate of Insurance demonstrating adequate General Liability coverage (and naming Pitkin
County as an Additional Insured) was requested. This document was received and approved by
Pitkin County Risk Management.
Applicants are in the process of obtaining a State Highway Access Permit from CDOT. This will be a
condition of approval.
STAFF COMMENTS:
Pursuant to Section 3-200-030 of the Land Use Code, applicants must demonstrate that adequate
provisions have been made for all of the following:
1. Police supervision (if necessary);
2. Public parking;
3. Insurance;
4. Site set-up, maintenance and clean-up;
5. Emergency services; and
6. Safety of operations.
Additionally, temporary structures must conform to applicable building codes and other County
regulations. Each of these requirements is addressed, in turn, below.
Police Supervision: The Pitkin County Sheriff's Office and Colorado State Patrol have both
been activety involved with the plans for the event. The Sheriff's department is in contact with
Applicants on the details of their safety and operations plan; at this point, they are not aware of
any issues.
Public Parking: Cozy Point Ranch will be used for satellite parking for up to 1,200 cars. Shuttles
will run from Cozy Point Ranch to Buttermilk January 27--January 31, from approximately 7:00 a.m.
to 10:00 p.m. (with actual hours dependent on the daily competition schedule). A summary of the
remainder of the public transportation plan follows:
-- Brush Creek Intercept Lot: Buses will be on their regular schedule with stops at Brush
Creek.
-- Downtown Aspen: Designated X Games buses will operate continuously between the
Rubey Park transit center / Wagner Park (on Durant Street) and Buttermilk during events.
-- Snowmass Village: Free skier shuttles will operate on their regular schedule from 8:30
a.m. to 4:45.p.m. with stops at Buttermilk. Additional evening service will be provided from
Snowmass to Buttermilk by the Snowmass Village shuttles from 4:30 p.m. until the end of events.
-- Aspen Highlands Village: Free skier shuttles will operate on their regular schedule
from 8:30a.m. to 4:45 p.m. with stops at Buttermilk. There will be no direct transportation
between Highlands and Buttermilk after 4:45 p.m. After this time, spectators can take a regularly
scheduled bus from Highlands to Aspen and transfer to an X Games shuttle at the Rubey Park
Transit center.
-- Outside of Aspen/Snowmass: Fare buses are available to Aspen from outlying
communities such as Glenwood Springs, Carbondale and Basalt.
All available busses will not be in use at all times, and Applicants plan to dispatch additional busses
to sites, as necessary, in the event of inclement weather, or if crowds otherwise warrant.
Provision has been made for disabled access parking at Cozy Point Ranch and at Buttermilk, the
same as last year.
Insurance: As noted above, a Certificate of Insurance was requested, received and approved by'
Pitkin County Risk Management for the event.
There have been reports from the medical community that there were medical bills from injuries
that occurred to event participants that have gone unpaid to the hospital and various doctors in
the community. The Applicants have informed Staff that event participants are required to
provide proof of medical insurance to cover such expenses, and that participants without
insurance (e.g., from countries with socialized medicine), are covered by event insurance for up
to $25,000 in expenses and then ESPN covers expenses over and above that amount. This will
be included as a condition of approval.
Site Set-Up, Maintenance and Clean-Up: Tents and other temporary structures will be needed for
the event and will be covered by Pitkin County Building Department permits, as required.
It is recommended that revegetation of Cozy Point (as necessary) be made a condition of the
Determination.
Applicants have plans for recycling and post-event clean up and have identified the contact person
for any after-event clean-up issues.
Emergency Services: A Command Post wilt be established at the Buttermilk base area to monitor
all event activities. A Public Safety Communications Flow Chart has been created and will be used
for handling of incidents. As noted above, it is recommended that approval of a final Safety and
Operations Plan be obtained from the Pitkin County Sheriff's Office, as safety issues are still being
discussed.
Safety of Operations: Applicants have provided an outline of their security coverage for the event
as well as their comprehensive Safety Manual for events. They will be using a private security firm
familiar to local law enforcement this year. As noted above, it is recommended that approval of a
final Safety and Operations Plan be obtained from the Pitkin County Sheriff's Office, as safety issues
are still being discussed.
RECOMMENDATION: Staff recommends that the Board of County Commissioners approve the
Special Event/Temporary Use Permit for use of the base of Buttermilk and Cozy Point as a
parking lot for the ESPN X-Games subject to the conditions in the attached resolution.
RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN
COUNTY, COLORADO, APPROVING A TEMPORARY USE/SPECIAL EVENT
PERMIT TO UTILIZE THE BASE OF BUTTERMILK AREA AND COZY POINT RANCH
FOR THE 2006 ESPN X-GAMES
Resolution No. -2005
RECITALS
ESPN, Inc. and Aspen Skiing Company (collectively, "Applicants") have applied
to the Board of County Commissioners of Pitkin County, Colorado ("BOCC") for
approval of a Temporary Commercial Use/Special Event Permit for (a) use of the
Buttermilk Ski Area base area for the ESPN 2006 Winter X Games, (b) use of
Cozy Point Ranch as a satellite parking site for the event. Applicants also
require use of the Inn at Aspen in connection with the event. Applicants have
produced the Winter X Games at Buttermilk Ski Area for the last four years under
a Pitkin County permit.
The ESPN 2006 Winter X Games will take place from January 27, 2006 -
January 31, 2006 between the hours of 8 A.M. and 9 P.M. As in years previous,
there will be both day and night events at the Buttermilk Ski Area. Spectator
capacity for the event is 12,000 people per day, with a total capacity (including
staff, athletes, VIPs, support personnel, volunteers, etc.) estimated at 15,000
people per day.
Applicants have provided a Certificate of Insurance demonstrating adequate
General Liabi'lity coverage (and naming Pitkin County as a.n Additional Insured
satisfactory to Pitkin County Risk Management.
The Aspen City Council has approved the use of Cozy Point Ranch for parking
for the 2006 ESPN Winter X Games. 1,200 cars can be parked at Cozy Point
Ranch (equating to approximately 4,000 people). A shuttle bus system
(comprised of RFTA busses, Vail busses, Town of Snowmass Village busses,
and possibly Eagle County busses) will move people to/from the event.
Pursuant to Section 3-200-030 of the Pitkin County Land Use Code, the Board of
County Commissioners of Pitkin County, Colorado ("BOCC") may approve a
Temporary Use/Special Event Permit for commercial activities or special events.
NOW THEREFORE BE IT RESOLVED by the Pitkin County Board of County
Commissioners that it does hereby grant approval for the 2006 ESPN X-Games Temporary
Use/Special Event Permit to utilize the Buttermilk Base Area and Cozy Point Ranch subject
to the following conditions:
The Applicants shall obtain (or shall require their independent contractor(s) to
obtain) the proper building and 'other related permits (e.g., electrical), and
temporary contractor's licenses from the Pitkin County Building Department prior
to commencement of any construction by such entities in 6onnection with the
event.
The Applicants shall obtain the Pitkin County Sheriff's Office's approval (primary
contact: Joe DiSalvo) of a final Safety and Operations Plan by no later than
January 24, 2006. This Plan shall specifically include procedures for dealing with
on-site medical emergencies, developed in consultation with Aspen Valley
Hospital medical personnel (primary contact: Dr. William Rodman), and shall
confirm that Applicants have contracted for sufficient ambulance service for their
events.
The Applicants shall obtain the Pitkin County Sheriff's Office (primary contact:
Joe DiSalvo) approval (in consultation with the Pitkin County Engineer, RFTA,
and Colorado State Patrol) of a final Transportation Management Plan by no later
than January 24, 2006. This Plan shall specifically include Applicants' final plans
for providing bus service to/from the Winter X Games events, a final towing plan,
and a signage and lane closure plan. Additionally, it shall include the final
approved plans for parking controls requested by the Maroon Creek Club Masters
Association.
No signage promoting the Applicants' event (as opposed to directional signs, "no
parking" signs, and the like) shall be placed in the County'without the approval of
the County Zoning Officer.
The Applicants shall be required to submit a completed Event Coordinator's
Application to Pitkin County Environmental Health (primary contact: Carla Block)
by no later than January 14, 2006. In connection with their food vending, the
Applicants shall submit, or require each of their caterers to submit, a completed
Special Event Food Service Application to Environmental Health by no later than
January 14, 2006.
The Applicants shall obtain approval from the Aspen Fire Protection District
(contact: Ed Van Walraven) prior to the event with respect to heated temporary
structures, emergency access, and the like.
7. The Applicants shall be required to revegetate the Cozy Point Ranch to the
satisfaction of the Ranch Manager, if and as necessary.
The Applicants shall provide Community Development a copy of the State
Highway Access Permit from CDOT, and comply with all of the terms and
conditions set forth by the Permit.
Prior to commencement of the event, the Applicants shall coordinate with the
Pitkin County Airport - Sardy Field, on night lighting. Lights will be re-positioned,
as necessary and as specified by the airport, to avoid glare to aircraft using the
airport. Applicants shall also position lighting in a way that minimizes the impact
on adjacent residential areas, to the extent possible.
10. The Applicants shall make reasonable good faith efforts to require participants to
wear helmets during their participation in the Winter X Games events.
11. The Applicants shall require participants to provide proof of medical insurance.
The Applicants shall provide proof suitable to County Risk and Community
Development that participants without insurance (e.g., from countries with
socialized medicine), are covered by event insurance for up to $25,000 each in
expenses and then ESPN covers expenses over and above that amount. The
contact for claims is Jack Wienert at 310-642-1503.
12. The Applicants shall provide to Community Development letters or emails from the
Brush Creek Metropolitan District, Maroon Creek Club Master Association, and the
West Buttermilk Metropolitan District showing support for the event, and in the-
case of Brush Creek, support for the use of Cozy Point.
13.
All material representations made by the Applicants in the'application (which
shall specifically include representations made in all related supporting
documents, correspondence subsequently provided by the Applicants, and
representations made at the meetings held with Applicants), shall be adhered to
and considered conditions of approval, unless superceded by specific conditions
in this Determination.
14.
In the event that any of the deadlines specified above are not met, the BOCC may
make a finding that the Applicants are not in compliance with this approval and this
approval will be null and void.
APPROVED AND ADOPTED ON THE 21ST DAY OF DECEMBER 2005.
ATTEST:
BOCC OF COUNTY COMMISSIONERS
OF PITKIN COUNTY, COLORADO
Jeanette Jones,
Deputy Clerk and Recorder
Chair
Date:
Patti Kay-Clapper,
APPROVED AS TO FORM:
John Ely,
County Attorney
APPROVED AS TO CONTENT:
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P ID# 273503400034
P232-05