Memorandum

City of Lawrence

City Manager’s Office

To:	Dave Corliss, City Manager
From:	Debbie Van Saun,  Asst. City Manager
cc:	Management Team
Date:	December 12, 2006
Re:	1/2 Marathon – 5K – Mile Fun Run Request

Attached please find a request from Steve and Marcia Riley for City Commission approval of the following items:

·  Use of City streets for ½ Marathon, 5K, and mile fun run race on Sunday, April 15, 2007, beginning at 8:00 a.m. (map of proposed race route is attached)

· City of Lawrence furnishes personnel and equipment costs for traffic control and race operations.

Background Information

According to the Rileys, the beneficiary of the proceeds from the ½ Marathon & 5K race will be Health Care Access, an organization which provides health services and medication for the uninsured.  Additionally, proceeds from the mile fun run will go to the family of Gibson Huston to help with medical expenses related to Gibson’s surgery.  The Huston family resides in Lawrence and is associated with the Raintree Montessori School, which formerly sponsored this event as a fund raiser for the school.

Information staff has gained from meeting with the Riley’s indicates that the following estimated personnel and equipment costs will be required for the event:

          $3,400          Staffing for traffic control & event management – Police Dept.

           2,100           3 medic teams & one event commander – Fire/Medical Dept

                  0                   Provide 15 portable stop signs to be used at 8 intersections

    100           Provide 1 dumpster at Haskell, which is the finish area for the race

          $5,600          Total estimated cost for providing services to this event

City staff has discussed a variety of issues with the Rileys to insure that the race will not negatively impact the neighborhood during or subsequent to the event.  We have been assured that dialogue has taken place with the affected neighborhood associations, volunteers will be responsible for the trash/debris associated with watering stations located along the race course, and that permission will be obtained for the staging of those watering stations and portable restroom facilities.  In addition, we have discussed insurance requirements with the Rileys and they are planning on meeting the City’s requirements for the Certificate of Insurance for the event.

Past Practices

It is customary for the City of Lawrence to charge for services that are required for events held in the community that require effort outside our normal operations.  Examples are the services provided to the University of Kansas for athletic events, services provided to the NCAA bike race that was held in Lawrence this past spring, and various events that are held in our parks by private entities (concerts, etc.).  However, the City has provided at no cost services to events in the past such as the WWII event held in conjunction with the Dole Center dedication and parades in downtown Lawrence.   Factors that may be considered by the City Commission in determining when costs are to be waived or not could include:

· access to the event by a meaningful portion of the community,

· economic development considerations (bringing in participants/observers from outside the community),

· relationship of the event to the mission and goals of the City Commission

Action Item

Staff stands ready to assist and facilitate this event in any manner deemed appropriate by the City Commission and we look forward to a successful event.  City Commission direction is requested to authorize the City Manager to enter into agreements with Marcia and Steve Riley for use of the City streets and to waive City costs associated with the operation and management of the event, if appropriate.