R-07-10-11-13B1 - 10/11/2007 RESOLUTION NO. R-07-10-11-13131
WHEREAS, the Parks and Recreation Department of the City of Round
Rock has requested that the following streets be closed on October 20,
2007 for the 20th Annual Outlaw Trail 100 Bicycle Tour: 1) Harrell
Parkway from Whitlow Way to Aten Loop from 7 : 30 a.m. to 12 : 00 noon; 2)
Aten Loop from Harrell Parkway to T.C. Oates Lane from 7 : 30 a.m. to
8 : 30 a.m. ; and 3) T. C. Oates Lane from Aten Loop to Red Bud Lane from
7 : 30 a.m. to 8 : 30 a.m. , and
WHEREAS, the Council wishes to grant such request, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That a portion of Harrell Parkway and Aten Loop be closed as set
forth above.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
RESOLVED this 11th day of October, 2007 .
NY W Mayo
City of Round Rock, Texas
A ST:
CHRISTINE R. MARTINEZ, City Secr ary
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RECEIVED
SEP 2 4 2007
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Special Events Permit Applicato
i
on
Applications must be filed at least fifteen(!S)days before the Special Event.
There is a fifty dollars($50.00)application fee for each event.
If you are uncertain whether your event is considered a Special Event,please contact the City Manager's office for further information
and clarification.
Date V IName
ApplicanV4 t"v
Address �U t Y'✓� f� 1 �C, 601ione
Organization Auth.Rep.
Please check one:
❑ Individual ❑D/B/A ❑Organization ❑Partnership ❑Corporation ❑Profit ❑Nonprofit
Address Phone
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Event title O U`-n p11fV 1 ( 100
Event location: &7f.y u VI�
Event Coordinator " R 1 Y 1 M 14 TV I Phone
On-Site Contact On Event Day V`tet►l �/ t"fz_
Phone
Event Start Date TA 110 J 17 0 Event End Date: Note:Event Cannot Exceed Three Days
Event set-up time 6 0 V W Event teardown time b t/ O�✓h
(Not earlier than 7:00 a.m.} (Completed not inter than 10:00 p.m.)
i
ach da o the week on which the event win be held,Indicate the start and sto timesbelow;
t day Sunday Monday Tuesday Wednesday Thursday Friday Saturda timeQ & y
time 0
Number of persons expectedl�0 -i
Number of animals ;( _ Types of animals
Number of motorized vehicle Number of inflatables
1
Tents or Other Temporary Structures(Must meet City's Fire and Building Codes):
If you are planning to erect tents,canopies,seating,awnings,booths,first aid stations,portable restrooms or other temporary
structures,please describe:
Q uantity Sizes ypes
«iH t� Fire Retardant Letter
Yes DC No
Yes K No
Yes No
Yes No
Food or Beverages
If you are planning on serving or selling food or beverages,please attach copies of any licenses or permits issued by the appropriate
agencies for such vendors. Such vending shall be in compliance with all state and local laws.
Amplified Sound
If you are planning to utilize any loudspeakers or other form of amplified sound,please indicate on the attached sketch or map the
location and orientation of those systems. Speakers should not be positioned so as to adversely affect any adjacent residential area
between the hours of 7:00 a.m.and 10:00 p.m.
Signage
Ifyou are planning to use or allow signs at such event,please provide details of any planned signage:
Disposal of Wastewater
Applicant shall submit a plan for disposal of any wastewater in connection with the Special Event and such plan must be approved by
the Utilities Department.
Events Layout,Eauipment&Parking Plan
Please attach a map or sketch of the Event indicating the following:
Events Layout Equipment
' Entrance(s)
•
Exit(s)
• Plan of evacuation and proposed fire lanes
• Amplified Sounds/Loudspeakers
Parking arrangements
' Will parking spaces be utilized by this event?Yes ALL No_
' Number of parking spaces provided must accommodate projected attendees plus 10%surplus. Also,provide information
concerning layout of parking,including aisle widths and size of pr posed parking spaces.
•• Parking attendants? Yes g o IF show many?Will there be an yoffsiteparkin ? Y_eslNoT
hvW
{a
•
If yes and parking is on private property,Applicant must submit a letter of permission from property owner.
• How will attendees be transferred to the Special Event area and returned?
2
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Place a check ne=t to the items that will be utilized qn '' `
d indicate lo�tron on map ol-sketch.
Tent(s) Size
--ts—Portable Restrooms # Regular Handicap #Others
Dumpster(s) Size
Barricades QuantitySize ��L
Hot Air Balloon(s)
Quantity Supplier Fire retardant letter(s)
Yes No
Yes No
Amusement Rides or similar equipment(insurance required) Yes No
Quantity Type Insurance provided
Yes No
Yes No
Alcoholic Beverages Giveaway SellingYes No
Type
First Aid Stations QuantityStaffing_
l (e•g•beer,wine)
Other Permits&Fees
Please attached copies of any required insurance,surety bonds,permits or other documents as described in Section 1.3400 of the City
of Round Rock Code of Ordinances.
Check all components that will be iart of our event.Additional fees and other Permits or reservations may be required.
Animals Banners Signs Park pro erty Electricity Police Security d
�c x 649►
Barricades/traffic cones Fireworks Alcohol
Beverages(non-alcohol) Merchandise sales
Portable restrooms Special parking Food Liquid propane^/ q P p ane
Street Cleaning by City
K
Bleachers/Seating Street Closures Fencing Water hydrant-Temp.Meter Other
Security,Crowd Control and Traffic Control
The Applicant may be rcquired to provide police officers for security, crowd control, and traffic control at the Special Event. The
total number of police officers working at the Special Event is determined by the Round Rock Police Department,and in some cases
may use planning variables, including: (1) the estimated number of participants and spectators; (2) the availability of alcoholic
beverages;(3)topography and size of the event location;(4)weather conditions;(5)the time of day during which the Special Event is
conducted;(6)the need for street closures or rerouting of vehicular or pedestrian traffic;and, (7) the history of the particular Special
Event.
Public Notification
If the City Manager requires it,the Applicant shall, at least thirty(30)days before the Special Event begins,deliver written notice to
all owners or occupants of real property abutting the boundaries of the area in which the Special Event will be conducted. The notice
must include the following information. (1)event date,time and location,and(2)statement that an Application for a Special Event
Permit has been filed with the City of Round Rock.
3
Insurance and Bonds
If a Special Event uses any portion of the City's rights-of-way,the Applicant shall provide a certificate of insurance to complies with
the standards established by the City's risk manager.
If a Special Event is on City property, a Ten Thousand Dollar(510,000.00) surety bond shall be deposited with the Application to
ensure that no damage is done to City property. If the City Manager certifies that all conditions set forth in Section 1.3425, Code of
Ordinances, are complied with,the bond shall be returned. If the City Manager does not certify that all the conditions are complied
With, any costs expended for policing and/or cleaning shall be deducted from the bond and the remainder returned. Additional
conditions are spelled out in Section 1.3425 as to additional costs.
If a Special Event is fully on private property,Applicant shall deposit Five Hundred Dollars($500.00)with the City as a condition that
no paper,liter or other debris shall remain on the site after the Special Event is over. The deposit shall be returned to Applicant upon
certification by the City Manager that all conditions are met. If the conditions are not met,such costs for cleaning shall be deducted
from the deposit and the remainder returned.
INDEMNITY AGREEMENT
1) As a condition of a Special Event Permit being issued,the Applicant acknowledges that he/she has voluntarily applied
for a Special Event permit that in consideration of the privileges associated therewith,Applicant agrees to PROTECT,
INDEMNIFY and HOLD HARMLESS, the City, its officers, agents and employees, from and against suits, actions,
claims, losses, liability or damage of any character,and from and against costs and expenses including attorney fees
incidental to the defense of such suits, actions, claims, losses, damage or liability on account of injury, death or
otherwise, to any person or damage to any property, arising from any negligent act, error or omission of the
undersigned,its officers,employees or agents,arising out of,resulting from,or caused by any act occurring as a result
of the exercise of the privileges granted by this permit.
2) APPLICANT AGREES THAT THIS INDEMNITY AGREEMENT IS INTENDED TO BE AS BROAD AND
INCLUSIVE AS IS PERMITTED BY THE LAWS OF THE STATE OF TEXAS, AND THAT IF ANY PORTION IS
HELD INVALID, THEN IT IS AGREED THAT THE BALANCE SHALL, NOTWITHSTANDING, CONTINUE IN
FULL LEGAL FORCE AND EFFECT.
3) This indemnity agreement contains the entire agreement of the undersigned and the City of Round Rock,and may not be
modified or altered without the express written consent of the City of Round Rock.
4) This indemnity agreement is interpreted by Texas law and is performable for all purposes in the County of Williamson,
State of Texas,or the County of Travis,State of Texas.
I do solemnly swear(or affirm)that all the answers given and statements made on this Application are full, true and correct
to the best of my knowledge and beliefs. I have been given a copy of the.ordinance and have read the provisions contained
therein and agree to abide by them.
Applicant,
I hereby grant the Applicant and any affiliated organization permission to use my property in connection with the Special
Event and as described herein.
Property Owner:
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Application# Check# Cash
Credit Card Receipt#
Comments•
ADDITIONAL EOUIPMENT OR PERSONNEL
Equipment:
Public Safety Personnel x
Public Works Personnel x =
TOTAL ADDITIONAL CHARGES:
APPLICATION REVIEWED AND APPROVED
CITY MANAGER OFFICE: DATE:
POLICE DEPARTMENT;
DATE:
PUBLIC WORKS:
DATE:
PARKS AND RECREATION:
DATE:
FIRE DEPARTMENT;
DATE:
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Old Settlers Park {outlaw Trail 2007 Traffic Plan
DATE: October 4, 2007
SUBJECT: City Council Meeting - October 11, 2007
ITEM: 13B1. Consider a resolution authorizing the closing of a portion of
Harrell Parkway and Aten Loop and T.C. Oates Lane for the 20th
Annual Outlaw Trail 100 Bicycle Tour.
Department: Parks and Recreation
Staff Person: Rick Atkins, Parks and Recreation Director
Cath Martel, Athletics & Aquatics Manager
Justification:
The Parks and Recreation Department submitted a Special Events Permit Application
for the Annual Outlaw Trail 100 Bicycle Tour on October 20, 2007. The application
includes a request for the closing of streets in Old Settlers Park for the event. A copy
of the application is attached for your review.
Funding:
Cost: N/A
Source of funds: N/A
Outside Resources: None
Background Information:
This is the 20th year that the City has been sponsoring the Outlaw Trail 100 Bicycle
Tour. This event draws many individuals to Round Rock from throughout the state
and even out of state. Last year, this event drew approximately 900 + participants.
Public Comment: N/A