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ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN
COUNTY, COLORADO, APPROVING A TEMPORARY COMMERCIAL USE/SPECIAL EVENT
PERMIT FOR STEPHEN HA WKING/IWC MEDIA TO FILM A DOCUMENTARY ON
INDEPENDENCE PASS AND RICHMOND RIDGE ROAD
Administrative Decision No.lo3-2007
RECITALS
1. Pursuant to Subsection 4-30-50(i) of the 2006 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 special events.
2. Stephen Hawking/IWC Media (hereafter, the "Applicant"), has applied to the Director for approval of a
Temporary Commercial Use/Special Event to film rock climbers between mile markers 9 and 12 on
Independence Pass, and film a documentary along Richmond Ridge Road.
3. The filming will be conducted on July 17, 2007 from 10:00AM to 4:00PM. Actors, staff, and personnel
associated with the photography total approximately 6. The Applicant has indicated that no road closures
are required, and only one vehicle will be utilized.
4. This application was referred to the Sheriff's office, Aspen Fire District, and the Emergency Manager, and
no comments were received.
5. The Director finds that, to the extent applicable, the application complies with the standards in Subsection 4-
3-500) of the 2006 Land Use Code.
THE DIRECTOR HEREBY APPROVES the Temporary Commercial Use/Special Event Permit for
the Stephen Hawking/IWC Media to conduct filming of rock climbers on Independence Pass and filming along
Richmond Ridge Road, subject to Applicant's compliance with each ofthe following conditions:
1. Applicant shall adhere to all material representations made in, or in connection with, the application.
Specifically the approved safety and operations plan shall be strictly adhered to.
2. Any debris and/or props associated with the event shall be removed at the end of the event.
3. Failure to comply with the conditions of approval may result in revocation of this permit.
APPROVED this_l btJ... day of July, 2007.
1. ~~tL C~~\$
Cindy Houben
Community Development Director
(p 10i -01 I PIt:) G':f&5 1340C(JZ8 )
PITKIN COUNTY COMMUNITY DEVELOPMENT DEPARTMENT
TEMPORARY COMMERCIAL USE/SPECIAL EVENT PERMIT ---
INFORMATION ON THE PERMIT PROCESS AND APPLICATION
The temporary use and occupancy of public or private properties and/or roadways for
commercial activities or special events that are not otherwise permitted within a specific Zone
District may be permitted by the Community Development Director." The Community
Development Department coordinates the review of these activities/events by various referral
agencies in order to ensure that the activities/events are con~ucted in a safe manner, and that
any impacts on the community or on public resources are mitigated by the permittee. The
permittee is required by the Code to demonstrate that adequate provisions have been made for
police supervision, public parking, insurance, site set-up, maintenance and clean-up,
emergency services, and safety of operations. A permit will not be issued unless these
requirements are satisfied.
Special Events include, but are not limited to the following:
=> Public events for amusement or entertainment, such as concerts or festivals;
=> Fund-raising or non-commercial events to benefit nonprofit religious, educational, or
community service organizations; and
=> Foot races and bike races.
Temporary Commercial Uses include, but are not limited to the following:
=> Filming of movies, commercials, or promotional spots; and
=> Trade shows.
EXEMPT EVENTS:
is this a fund-raising or non-commerciai event for a nonprofit
religious, educational, or community service organization?
Will the event be conducted entirely (including parking) in a
permanent facility on private property owned or leased by the'
sponsoring entity?
Will the event have a maximum duration of 1 day and be limited to
the hours between 8:00 AM and 9:00 PM?
Yes I H No
0 I^
0 Yes IX No
0 Yes IX No
If you answered YES to ALL of the questions above, then a permit from the Community
Development Department is NOT REQUIRED. However, you must still obtain any other
required permits or approvals, such as a special event liquor license, pyrotechnics permit, etc.
Contact Community Development at (970) 920-5526 for assistance in determining what other
permits may be required. In addition, you must notify the Sheriff and the County Engineer of
the time, place and estimated attendance for your event at least 72 hours prior to the event.
OTHER EVENTS AND USES:
If you answered NO to ANY or ALL of the questions above, you must complete the attached
application and submit the required fee and application (with all required attachments) to the
Community Development Department for review.
See Subsection 4-30-50(i) of the 2006 Pitkin County Land Use Code (the "Code").
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The Community Development Department will be the primary contact for the applicant during
the review process. Once the completed application and fee are submitted, Community
Development will distribute the application to the necessary referral agencies and, if necessary,
will schedule a date for the referral agencies to review the application with applicant and/or put
the referral agencies directly in touch with applicant.
Following review of the application, the Community Development Director will issue an
Administrative Determination granting or denying the permit.
Special event permit applications and temporary commercial use permit applications shall be
submitted to the Community Development Department not less than 60 days prior to the
event date, along with the following:
1. Fee for application: $1386 (Major Events), $463 (Minor Events); make check payable
to "Pitkin County Treasurer". Whether or not an event constitutes a "Major Event" or a
"Minor Event" will be determined by staff at the time of submittal. The fee is based on 2
hours of staff time, for Minor Events, and 6 hours of staff time, for Major Events; if staff
review time exceeds 2.4 hours for Minor Events, or 7.2 hours for Major Events, the
applicant will be charged for time in excess of 2/6 hours at a rate of $231 per hour.
2. Map (sketch or site plan) of event site, detailing any temporary or permanent structures,
street closures, all impacted properties (identifying owners), and parking.
3. Vicinity map.
4. Schedule of events/activities.
5. Detailed Safety and Operations Plan (see Attachment A).
6. Proof of General Liability insurance/indemnification (naming Pitkin County as an
"f\dditiona! insured") and proof of Liquor Liability insurance (if applicable).
7. Letter of authorization/executed contract granting approval to use the specific site(s)
from public or private property owner(s).
8. Written approval of any applicable Caucus(es)/Homeowners' Association(s).
9. Copies of all other applicable permits. (Some helpful contacts and references are
included in Attachments Band g,.) Other permits may be processed concurrently with
the application.
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PITKIN COUNTY COMMUNITY DEVELOPMENT DEPARTMENT
TEMPORARY COMMERCIAL USE/SPECIAL EVENT PERMIT APPLICATION
Please answer the following questions in detail. If an item does not pertain to your
activity/event, please mark it uN/A."
1. Name of event/activity: Stephen Hawking/IWC Media
2. Location of event/activity: Aspen Mountain (Richmond Ridqe Road), Independence
Pass (between mile markers 9 and 12 )
3. Type of event/activity (parade, assembly, sporting event, filming, etc.):
Documentarv filmina - VERY small crew + 1 camera. no Iiqhts
If the event/activity involves movement (e.g., parade, foot race), describe the route,
including starting and dispersal locations, and attach a map.
4. . Name of applicant (sponsoring organization/event coordinator): Uschi Teh
-
Address: IWC Media, Gloucester Building, Kensington Village, Avonmore Road,
London, W14 8RF
Phone(s): +44 (0) 20 7013 4069
E-mail: _uschLteh@iwcmedia.co.uk_
Name and title of person primarily responsible for oversight of event/activity:
Jenni Butterworth
Address: IWC Media, Gloucester Building, Kensington Village, Avonmore Road,
London W14 8RF
Phone(s): +44 (0) 7811 114564
E-mail: ienni. butterworthla2bluevonder. co. uk
Cell phone, radio frequency or other means of contact during the event/activity: _
+44 (0) 7811 114564
5. Date(s) of event/activity: 17th July 2007
Starting time(s): 10am
Ending time(s): 4pm
6. Number of people involved (including participants, staff (including volunteers), and
spectators): 6
If you will be using volunteers, what type of advance training will they be receiving and
when?
N/A
7. Will you provide notification of the event/activity to the public and/or to adjacent/affected
property owners? N/A If YES, describe who you will notify, when, and how:_
· 000003
"
8. Are you planning to erect temporary structures or tents? If so, describe location, size,
purpose, and if they will be heatedlair conditioned:
NO
Temporary structures shall conform to any and all applicable building codes and other
County regulations. The applicant shall obtain any required building permits from the
County Building Department. If a tent is to be erected, the Fire Marshal shall be
contacted to complete a life safety inspection prior to the event.
9. Do you require electricity; if so, what is the source of your electric power?
NO
Temporary electric power connection(s) shall conform to any and all applicable electrical
codes and other County regulations. The applicant shall obtain any required electrical
permits from the County Building Department.
10. Will there be amplified sound, music, or fireworks? If YES, please describe:
NO .
If fireworks are planned, the applicant shall obtain approval and a permit from the
applicable Fire Marshal and the Sheriff, and shall comply with the County regulations on
Noise Abatement (Code Title 6, Chapter 6.36).
11. Will any food be sold? _NO_ If YES, the applicant will be required to submit an Event
Information Application to County Environmental Health. Applicant may also be required
to submit an Event Coordinator's Application and, in connection with its food vending,
applicant shall submit, or require each of its independent caterers to submit, a Special
Event Food Service Application to County Environmental Health.
In connection with sales transactions, applicant may be required to have a CO Standard
Sales Tax License or CO Special Event Sales Tax License. Contact the CO
Department of Revenue for information.
12. Will you be providing portable toilets andlor hand-washing stations? _NO_ If so, where
will they be located and how many will be provided?
Describe the types, number and location of trashlrecycle containers to be provided: _
NIA
Trashlrecycle containers and toilets/hand-washing stations must be removed within 24
hours of the event/activity.
Name, title, address, e-mail and telephone number(s) of person responsible for clean
up:
13.
Will beer, wine, or other alcoholic beverages be dispensed at your event?
2
NO
o ('a i') ('\,'" "
. ~ . . .'
If YES, complete Attachment D and contact the County Clerk & Recorder's Office to
determine if you need to obtain a State of Colorado Special Event Liquor License
Permit.
14.
Are you requesting use of any County properties (e.g., parks, trails)? _NO
YES, please specify:
If
The County may require applicant to post financial security to ensure
restoration/revegetation of County property.
15. Are you requesting road closures? _NO_If YES, please include date(s) and times:
Road From To . Date
Road From To , Date
If road closures are approved, the permittee will be required to publish notice of the
closures in local daily newspapers at least 2 days prior to the closures.
16. If you do not require road closures, will your evenUactivity use any public or private
roads? NO_If YES, describe:
17. Where will you provide parking? _N/A
Number of spaces available at each location:
Describe any arrangements made for towing illegally parked vehicles:
18. Will shuttle service be provided? _NO_ If YES, describe shuttle service (including
hours of operation) and methods to be used to encourage use of public transit:
19. Describe traffic control measures to be instituted: NIA
20. How many personnel will be provided for security, and traffic and parking control? _
NIA
Identify any subcontracted security and trafficlparking control service providers (name,
address, contact person, telephone number(s), and e-mail):
Law enforcement services will be charged out at the current hourly rate established by
the Sheriff's Department and ONL Y if resources permit. The Sheriff reserves the right to
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place officers and staff at the event, at the permittee's expense, if deemed necessary in
the interest of public safety. For further information, contact the Sheriffs Office.
21. How many and what size vehicles and equipment do you plan to use to stage the
evenUactivity? Please provide the location for staging of all vehicles and equipment. _
1 Chew Suburban used ONLY for transportina eauipment to aondola. Will be
parked in public carPark or where available. No motorized vehicles involved with filmina,
at reauested locations
22. Are you planning to use fixed wing or rotor wing aircraft for any aspect of the
evenUactivity? If YES, please describe: NO
23. Describe any special requirements or aspects of your evenUactivity that have not been
covered above: Prooosed filmina schedule: Go uo the aondola to the too of
Asoen Mountain (we have okav'ed this with Sarah LeBlanc at the Asoen Ski Comoanv}
at around 10am and film our contributor walkina down a oath for about 50 metres. We
will then travel back down the Gondola and make our wav to Asoen Exoeditions. our
contact there is Dirk. We will then travel uo to Indeoendence Pass to film the climbers
scalina some rocks. Our contributor will NOT be involved with climbinq
*** ALL APPLICANTS: Please complete the attached Safety and Operations Plan
or provide a separate document containing all of the required information (see
Attachment A). A Safety and Operations Plan is required for planned events/activities
because the emergency service infrastructure is funded by the Pitkin County taxpayers
to offset unplanned events that pose a threat to life and property. As a result, any
demand for services generated by a planned event/activity should be alleviated ahead
of time by the event sponsor or organizer. The posting of financial security, in an
acceptable form, may be deemed necessary by the Pitkin County Sheriff's Office
upon review of the Safety and Operations Plan.
I certify that I am an authorized representative of the applicant, IWC MEDIA
and have the power to execute this application on behalf of the
above-named organization. All of the above statements are true to the best of my knowledge,
information and belief. I acknowledge that any Temporary Commercial Use/Special Event
Permit that I receive shall be subject to the following terms and conditions, in addition to those
specified in the Administrative DeterminationlBOCC Resolution granting the permit:
A. The County may revoke a Temporary Commercial UselSpecial Event Permit prior to or
during the event if the permittee violates any of the conditions of the permit.
B. The County may require the permittee to participate in a post-event debriefing with
referral agencies, affected citizens and other interestedlinvolved parties to address
issues that arose during the event.
C. The County may require the permittee to post financial security to ensure compliance
with any of the conditions ofthe permit.
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000096
D. If a major incident or emergency occurs in the County during the event, the Sheriff
reserves the right to remove any and all emergency medical, fire and law resources
from the event.
E. The permittee shall adhere to all representations made in the application and in public
meetings.
Signature of Authorized Representative
of Applicant
PRODUCTION MANAGER
Title
ROSIE RIDING
Print Name
IWC MEDIA (as above)
Address
5
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ATTACHMENT A
SAFETY AND OPERATIONS PLAN REQUIREMENTS
The purpose of this part of your application process is to promote public safety in the
conduct of special events in Pitkin County. Please provide the following information as
it applies to your event. Note that some questions will not be applicable, or appropriate, given
the nature andlor scale of your event.
Contact the Public Safety Council for additional information or direction regarding these
requirements.
. Is this a corporate-sponsored event for profit? 0 or a non-profit event? XO (Check
one.)
The following statements assess the level of risk to the participanUcitizens of the County
by the event and its potential to affect normal public safety resources. (Check
appropriate boxes.)
o YES
OX NO A) Does the event pose risks to the individual participants and
public safety?
OX YES 0 NO B) Does the event occur in wilderness, swift waterlopen water or
mountainous terrain and have the potential to affect normal public
safety resources?
If either A or B were answered YES, then the applicant may be required to post financial
security with the Sheriffs Office.
All participants of an event are encouraged to purchase and carry during the event a hiking,
fishing, hunting, snowmobile, boat registration or back county certificate, which may cover costs of
an emergency through the Colorado Department of Local Affairs-DOLA Grant.
A Safety and Operations Plan must be completed by all applicants. It can be written in
outline format. It should:
1. Outline, in detail, all of the activities, risks, or other safety issues associated with staging
or participating in your event.
2. Outline, in detail, the safety measures you will have in place for the event:
A. Name the single point of contact public safety officials will be in communication
with at all times during the event. List all means of communication and
numberslfrequencies (e.g., cell phone, radio). Where will this individual be
located during the event?
B. Who has overall responsibility for the safety of the event?
C. Describe (bullet topics) your safety briefing for event staff.
D. Outline, in detail, your safety preplans.
1) Is your written safetylsecurity plan developed and distributed? Please
provide a copy. It should address the following items:
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a) Dispatch procedures for your internal emergency response
resources. Drawings (flow chart) may be helpful.
b) Requests for assistance procedures.
c) Event communications plan. Drawings may be helpful
2) Please ensure that your map attached to the application clearly identifies
emergency facilities, emergency access routes and hazards.
3) Outline, in detail, how you will detect and respond to event emergencies.
4) Describe event-provided emergency medical personnel, facilities and
provisions for staff and participants.
Will your event's safety facilities (aid stations, heli-spots, etc.) be
prominently and clearly marked? If so, how?
(The event may be required to supply its own Emergency Medical Services
(including ambulance service), depending on the scale and risk assessment of
the activities. You may contact local fire and ambulance departments, or private
providers for quotes and availability.)
E. Are there any low risk hazards likely to be encountered by the staff or
participants and how will they be addressed (e,g., road crossings, stream
crossings, etc.)?
F. What are your inclement weather contingency plans?
A IT ACHMENT B
CONTACT LIST
(All Area Code "970")
DEPARTMENT OR AGENCY I CONTACT PERSON
AspenlPitkin County I Tricia Louthis
Airport
Aspen Fire District I Ed Van Walraven
Aspen Police Loren Ryerson
Department
Aspen Community
Relations/Com-
munication
Aspen Valley Hospital
Janice Martin
(Trauma
Coordinator), Dr.
William Rodman
I Bill HardinglScott
Thompson
County BuildinQ Division' I Vicki MonQe
Bureau of Land I Brian Hopkins
ManaQement
Carbondale Fire District I Bill GavettelCarl
Smith
CO State Patrol I Capt. Barry Bratt
County Communications I Bruce Romero
County Community I Michael Kramer
Development
County Clerk & Recorder I
County Engineering I Brian Pettit
County Environmental I Carla Block
Health
County Open Space & 1 Barb d'Autrechy/Gary
Trails Tennenbaum
County Road & Bridge I Temple Glassier
Crystal River Caucus I John Baker
Chuck Downey
I Bob OxenberQ
I Liz Newman
I Dale Coombs
I Marc Mathys
I Chuck Vidal
I Ellen Anderson
I Dan Blankenship
1 Kris Jewkes
I Tom Grady
I Michael Kinsley
Basalt Fire District
East of Aspen Caucus
Emma Caucus
Frying Pan Valley
Caucus
Maroon/Castle Creek
Caucus
Owl Creek Caucus
Public Safety Council -
County Emergency MQt
RFTA'
County Risk
Management
County Sheriff
Snowmass/Capitol
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. . )
I PHONE
1429-2850
925-2690/925-5532
920-54001920-5404
/920-5082
925-1120
1927-3365
I 920-5526/920-5450
1947-2840/947-2829
1963-2491
I 945-6198
I 920-5328
1920-5092/920-5526
I 920-5180
I 920-5206
1920-5070/920-5438
, 920-52321920-5355
I 920-5211/920-5397
1963-2846
I
I 925-8987
1927-2870
1925-2400
I
1920-5234
I 920-1905, ext. 204
1429-2795
I 920-5300
I 927-3851
I FAX
/920-5378
I 920-4451
1 920-5409
1920-5119
I
I 920-5439
I
,
I
1-920--S33Sf - .
1920-5439
I 920-5196
I 920-5374
1920-5077
1920-5198
I 920-5374
I
I
I
I
1920-7991
I
1920-5198
I 920-2864
1 920-5049
I 920-5251
I
Creek Caucus
Snowmass/Wildcat Fire
District
U.S. Forest Service
Woody Creek Caucus
I
I John Mele
I
1923-2212
925-3445 (Aspen
District)
963-2266 (Sopris
District)
I 925-6177
I Phil Holstein
Contact Bonnie Waechtler at County Community Development (920-5109) to obtain contact names and phone
numbers for Homeowners' Associations.
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000011
I MATTER
I Bleachers
I Electricity, Temporary
I Fireworks
I Food Service
I Liquor License
I Noise Limits
I Refuse Disposal
I Road Closures
I Sanitary Facilities: Toilets and Hand-
Washing Stations
I
I Temporary Commercial UselSpecial
Event Permit
, Temporary Contractor's License
Tents or Temporary Structures
10/19/06
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/ATTACHMENT C
APPLICABLE CODES & REGULATIONS; CONTACTS
I APPLICABLE CODES &
REGULATIONS
ICCIANSI 300
National Electrical Code (current
edition)
Temporary and Occasional Food
Service Establishment Requirements,
Colorado Food Service License
State of Colorado Special Event Liquor
License Permit
I Title VII of the Pitkin County Code
(BOCC Ordinance #99-38)
Colorado Department of Health
Standards and Regulations for Group
Gathering Areas
Pitkin County Road Management &
Maintenance Plan
Colorado Department of Health
Standards and Regulations for Group
GatherinQ Areas
Land Use Code Subsection 4-30-50(i)
International Building Code, 2003
International Fire Code
CONTACT
County Community
Development -
BuildinQ Division
County Community
Development -
BuildinQ Division
Fire District, Sheriff
- -
County
Environmental
Health
County Clerk
County
Environmental
Health
County
Environmental
Health
County Engineer
I County
Environmental
I Health
r g~~~~p~e~~u;'ity
I County Community
Development -
BuildinQ Division
County Community
Development -
Building Division;
Fire District
!ATTACHMENT D ________________________________________________________----- -,comment
Complete if liquor will be served at your event.
A State of Colorado Special Event Liquor License Permit (if required) must be applied for with
the County Clerk's Office. This permit process takes 30 days and is ONLY issued to
incorporated, non-profit organizations. Proof of Liquor Liability insurance, with a $1,000,000
limit, must be provided.
Please indicate YeslNo to the following questions if liquor is to be served at the event. Will
there be:
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YES NO
a. Non-transferable Legal Age Identification bracelets?
b. TIPS (server) training for bartenders and caterers?
c. A designated "Family Friendly" seating area?
d. Inclusion of Tipsy Taxi in the planning of event?
e. Provision of alternatives to alcohol; free non-alcoholic
drinks for designated drivers?
f. Free water and ice available?
g. Cessation of alcohol service at predetermined point prior
to the end of the event? What time?
h. Food available at all times?
i. Training of security staff and volunteers on friendly
intervention?
j. Prohibition of use of alcohol or drugs by staff and
volunteers while on duty?
k. A designated smoking area?
I. A designated medicar detox area on-site?
ro. Other:
4
SAFETY AND OPERATIONS PLAN
Iwe MEDIA
FILMING DATE: TUESDAY 17TH JULY, ASPEN eo
1. We are filming a science documentary for Discovery and as part of this documentary
we will be filming on Aspen Mountain at Mountain Ridge Road and also at
Independence Pass on Tuesday 17th July.
In the morning of the 17th, we will be travelling up in the Gondola to the top of Aspen
Mountain. We have already obtained permission from Sarah LeBlanc from the Aspen
Ski Company with regards to taking our kit up in the Gondola. To minimise risk, we will
be taking only the required equipment up, handled by experienced professionals. We
are taking one camera and there will be no trailing cables. Suitable footwear and
clothing will be worn by all crew. We are a small documentary film crew of 5 people +
1 contributor. No obstruction will be caused and one crew member can act as a
spotter if needed. External communication systems will not be used (ie radios) as it is
not expected that crew will separate at any time. Slow and controlled filming to allow
for a safe working environment for all. We will be filming our contributor walking down
the Mountain Ridge Road and will stay within 15 minutes walk of the Gondola station.
In the afternoon, we will be filming rockdimbers up at Independence Pass. We have
been in contact with Aspen Expeditions who are allowing us to film their climbers.
These are experienced climbers with the relevant qualifications and at no point will our
filming be as intrusive so as to interfere with the health and safety of the climbers.
Filming will be observational and a full briefing from the climbing instructors will be
given beforehand. The instructors also have good knowledge of the terrain and will be
acting as our guides up to Independence Pass. We will be taking only the minimum
amount of kit and handled byexperienoed professionals. We are taking one camera
and there will be no trailing cables. Suitable footwear, clothing and protection
(provided by Aspen Expeditions) will be worn by all crew. External communications
systems will not be used as it is not expected that the crew will separate at any time.
Slow and controlled filming to allow for a safe working environment for all.
2. The main point of contact for the shoot is Jenni Butterworth
T: 0011 44 7811 114564
T: 3109568339
Our director, Gary Johnstone, has overall responsibility for the safety of filming
(contactable on the above numbers)
All crew are experienced film professionals and a risk assessment will be given to all
crew prior to filming, identifying risk and hazards and controls in which to minimise
these risks and hazards
3. Any emergencies will be quickly recognised due to the small size of our filming crew
and we will respond accordingly depending on the nature of the emergency.
4. Low risk hazards:
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Other members of public and filming on the trail - we will not cause an obstruction or
block access on any of the trails.
Kit/equipment - only minimal equipment will be used and will be handled by
experienced professionals. They will only take the required kit with them and the
cehicle will be parked either in a car park or another designated parking area. There
will be no trailing cables.
Mountainous terrain - all crew will wear appropriate clothing for the terrain and safety
equipment where necessary
5. In the event of stormy weather, we shall not be going up the mountain and filming will
not take place