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Home My WebLink About2014-05-07 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 5/7/2014 . C PREPARED BY: City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD **************************************�*�***�*** COUNCIL ACTION REQUEST Consider authorizing issuance of Special Event permits for walk/run events to Standing Strong (May 17, 2014—Hamlet Park and vicinity) and Crossroads Church (May 17, 2014— 80 and vicinity) contingent on conditions recommended by the Public Safety Department. STAFF RECOMMENDATION Authorize issuance of the permits. SUPPORTING DOCUMENTS � MEMO/LETTER: Memo and route maps from Caron Stransky. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENTS City Administrator Date ************�*****************************�*�*** Cottage Grove � Pride and PrOSPerity Meet To: Honorable Mayor and City Council Ryan Schroeder, City Administrator From: Caron Stransky, City Clerk Date: April 16, 2014 Subject: Special Event Permits The City received an application from Standing Strong for a walk/run on Saturday, May 17 at 7:00 a.m. and an application from Crossroads Church for a walk/run also on Saturday, May 17 commencing at 8:30 a.m. Under the new Ordinance, both applicants are required to obtain a special event permit since both events require special services from the City and because the run/walk routes are located in whole, or partially on City right-of-way or publicly owned property. In the City Code, for runs, races, walks or parades, the City Council will consider the application and must either approve the permit with or without conditions, or deny the permit. To consolidate the two permits, I have highlighted the recommendations that I received from the Public Safety Department. No recommendations were received from Community Development, Parks and Recreation, or the Public Works Department. Standing Strong The Standing Strong organization is an event sponsored by the Cottage Grove Middle School, Oltman Middle School, and the Cottage Grove Lions Club. The money raised at the event will go towards anti-bullying programs in both middle schools. Almost 200 runners and walkers are expected to participate this year. The organization did submit an application through the Parks and Recreation Department to reserve Hamlet Park. The walk/run extends beyond Hamlet Park and onto 89 Street, Hamlet Avenue, Hale Avenue, and 84 Street with the race starting and finishing at Hamlet Park. A copy of the route is attached. The Public Safety Department recommends the following: 1. Route/Reserve Officers - the route was reviewed and approved by the Department. Two Cottage Grove police reserves will assist at two intersections. Standing Strong volunteers will be stationed along the route and they will mark the route with temporary signs, no parking signs, and remove them after the race. 2. No Parking Signs - coordinated with the Recreation Department who will have temporary "no parking" signs placed on the east side of Hamlet Avenue and Hale Avenue on Friday afternoon. Standing Strong volunteers will remove the signs after the race and place them in the Hamlet Park pavilion to be picked up later by Public Works staff. 3. EMS - If there is a medical emergency, volunteers will call 9-1-1 to dispatch paramedics. The Fire Department has appropriate staffing levels and will have a paramedic at Hamlet Park during the race. Crossroads Church Crossroads Church has submitted an application for a walk/run leaving Crossroads Church, traveling west on the frontage road of 80 Street, enter trails of Pinetree Valley Park, follow Indian Bivd west to Innsdale Avenue, travel north on Innsdale and enter the trail traveling east. The participants then enter Indian Blvd briefly and then continue south of Jamaica Avenue with the finish at Crossroads. The Church anticipates 100 participants at the walk/run and a copy of the walk/run route is attached. The Public Safety Department recommends the following: 1. Route - All parts that cross the road are at controlled intersections. Recommendation is to have a volunteer at each of the following locations: 80 Street/Isleton; Indian Blvd/Innsdale Ave; Indian Blvd/Jamaica Ave; and Jamaica Ave/75 Street. A reserve officer will be requested to assist if needed. 2. EMS - If there is a medical emergency, volunteers will call 9-1-1 to dispatch paramedics. Staff recommends that the Council approve the two applications - Standing Strong and Crossroads Church conditioned on compliance with the conditions recommended. � .� �� : � Standing Strong 5K Race Route -- May 17, 2014 Start Hamlet Parl<. Leave park on 89th Street s. Immediate right to travel North on Hamlet Ave. Immediate right on Hale and then immediate right on 84th to enter traiis around Hamlet Park pond. After a loop runners return to 84 and tal<e immediate left on Hale another left on Hamlet and then a left on 89t" Street. Route only uses a portion o�the righfi lane. 4 Police Reserves have been contacted and will assist with the minor road intersections. 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