Memorandum

City of Lawrence

City Manager’s Office

 

TO:

David L. Corliss, City Manager

 

FROM:

Jonathan Douglass, Assistant to the City Manager

 

CC:

Ron Olin, Police Chief

Mark Bradford, Fire and Medical Chief

Charles Soules, Director of Public Works

Ernie Shaw, Interim Director of Parks and Recreation

 

DATE:

May 20, 2008

 

RE:

Request for City services and permits in support of Ironman Triathlon, Lawrence Live and the Rock Chalk Run

 

 

The Ironman 70.3 Kansas triathlon (http://www.ironmankansas.com/) will be held at Clinton Lake on June 15, 2008. The Lawrence Convention and Visitors Bureau (CVB) is coordinating support for the triathlon and other associated events that weekend to draw triathlon participants to Lawrence. Downtown Lawrence Inc. submitted the attached letter of support for the events.

 

City Services and Support/Sponsorship Requested

 

The CVB has submitted the attached request for City services associated with the Ironman Triathlon, Lawrence Live and the Rock Chalk Run, scheduled for June 13-15. The CVB is requesting City sponsorship in the form of donated services in support of the events. Staff has prepared the following estimate of costs associated with the requested services, which could be paid from the guest tax reserve fund if required.

 

Standby emergency medical support at Lawrence Live

$500

Standby emergency medical support at Ironman Triathlon

$2,475

Police managing traffic on the Rock Chalk Run route

$640

Public Works placing barricades/traffic control devices along Rock Chalk Run route

$500

Public Works placing barricades to close New Hampshire St during Lawrence Live

-

Use of electrical box on parking garage during Lawrence Live

-

Tables and trash cans provided by Parks & Recreation during Lawrence Live

$300

Street cleaning by Parks & Recreation before and after Lawrence Live

$300

Roll off dumpster, pickup fee and landfill fee

$200

Total Estimated Cost of City Services

$4,915

 

 

Other City approvals requested

 

The CVB is also requesting City approval of the following:

  • Special Event Permit
    • The CVB requests a Special Event Permit (see attached staff report) for the use of private property at 9th and New Hampshire for Lawrence Live. The Special Event Permit request also includes the use of right-of-way permit requests for the 900 block of New Hampshire and certain public property north of the parking garage, listed below.
  • Use of Right-of-Way Permits
    • The CVB requests the closure of the 900 block of New Hampshire Street from approximately the north edge of the parking garage to 9th Street and the use of a small piece of City property north of the parking garage from 12:00 p.m. June 13 through 1:00 p.m. June 14 for Lawrence Live (see attached permit application). On the afternoon of Friday, June 13 triathlon participants will check in and pick up their registration packets at this location. Live musical entertainment is planned for the evening of June 13. On the morning of Saturday, June 14 the Rock Chalk Run will be staged and end at this location. Vendors, presenters, and the Navy SEAL Accelerator Tour will be set up on the street and/or private property throughout the period of the use of right-of-way permit.
    • The CVB also requests the brief closure of the 800 block of New Hampshire Street at 7:45 a.m. for the start of the race and the closure of the eastern lane of the northbound Kansas River Bridge from 7:30 a.m. – 9:45 a.m. on Saturday, June 14, for the Rock Chalk Run (see attached permit application). The race proceeds from the 800 block of New Hampshire north along New Hampshire, across the Kansas River Bridge, east on the Levee Trail to designated turn around points. The return route will come back across the bridge, south on New Hampshire, cut east through the World Company parking lot to Rhode Island, then south on Rhode Island back to the empty lot on the southeast corner of 9th and New Hampshire. The Police Department will control traffic along the route as necessary.
  • Reservation of Parking Spaces in New Hampshire Street Garage – Staff will work with the CVB to reserve 100 parking spaces on the top level of the garage to ensure adequate parking for Arts Center patrons the evening of Friday, May 13. That evening the Arts Center has a performance at the same time the musical entertainment for Lawrence Live is taking place.
  • Temporary Sale, Possession and Consumption of Alcohol - When a temporary event will occur on City property on which the sale, possession and consumption is not expressly permitted by City Code an ordinance authorizing the temporary sale, possession and consumption is required. This type of ordinance is authorized by City Code 4-105(E). A temporary permit from the Alcoholic Beverage Control division of the State is also required. Additionally, a public hearing must be held regarding the sale and serving of alcohol within 400 feet of a school or church.  (see attached staff memo)

 

ACTIONS:    Conduct public hearing on a request by the Lawrence Convention and Visitors Bureau for a waiver of the restriction of the sale and serving of alcoholic liquor within 400 feet of a school or church, pursuant to section 4-113(a) of the Code of the City of Lawrence, KS, related to Lawrence Live on June 13, 2008. Find that the proximity of the temporary event is not adverse to public welfare and/or safety, and adopt on first reading, Ordinance No. 8281, allowing for the temporary sale, possession, and consumption of alcoholic liquor on specified City property, if appropriate.

 

Approve City sponsorship of the Ironman Triathlon, Lawrence Live and the Rock Chalk Run in the form of donated services valued at approximately $4,915 and reimbursed to departmental budgets from the Guest Tax Reserve Fund, if appropriate. 

 

Approve SE-05-19-08, a request for a Special Event Permit on private property located at the southeast and southwest corners of 9th & New Hampshire Streets from June and a use of right-of-way permit for the small piece of City property north of the parking garage from June 12-14, with an associated request that the City Commission grant a use of right-of-way permit allowing the closure of the 900 block of New Hampshire Street from approximately the north edge of the parking garage to 9th Street from 12:00 p.m. June 13 through 1:00 p.m. June 14 for Lawrence Live, if appropriate.

 

Approve use of right-of-way permit allowing the brief closure of the 800 block of New Hampshire Street at 7:45 a.m. for the start of the race and the closure of the eastern lane of the northbound Kansas River Bridge and use of New Hampshire Street and Rhode Island Street from 7:45 a.m. – 9:45 a.m. on Saturday, June 14, for the Rock Chalk Run, if appropriate.