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, Chief of Police Mark Bradford, Fire Medical Chief Charles Soules, Director of Public Works Ernie Shaw, Interim Director of Parks and Recreation Frank Reeb, Director of Administrative Services
DATE:	January 8, 2009 Updated February 17, 2009
RE:	City Support of 2009 Kansas Marathon

Ryan Robinson, principal organizer of the Kansas Marathon, has requested City approval and support of a half-marathon, 10K and 5K to be held in Lawrence on Sunday, April 19, 2009 (organizers hope to add a marathon in future years). This is the date on which the Lawrence Half-Marathon has traditionally been held. ~~Organizers of the Lawrence Half-Marathon are also involved in the planning and execution of the Kansas Marathon,~~ The Lawrence Half-Marathon is in no way associated with the Kansas Marathon and staff does not expect to receive a request for approval and support of the Lawrence Half-Marathon in spring 2009.

Race Routes

The races begin on Massachusetts Street in South Park at 7:30 a.m. and conclude on the University of Kansas campus near the Lied Center. The races are proposed to follow the route depicted on the attached maps, and would use portions of the following City streets, adjacent sidewalks and trails: Massachusetts Street, 7^th Street, Mississippi Street, West Campus Road, Crescent Road, Engel Road, Clinton Parkway recreational trail, Heatherwood recreational trail, W 19^th Street, Jenny Wren Road, W 21^st Street, Heatherwood Drive, W 22^nd Street, Hartford Avenue, Waterford Avenue, Inverness Drive, Prestwick Drive, Carmel Drive, Riviera Drive and Rodeo Drive. The race will also travel on various streets owned by the University of Kansas, and race organizers are in the process of obtaining approval for the use of those streets.

The biggest traffic impacts will be on Massachusetts Street, 7^th Street and Mississippi Street which will each be closed briefly at the beginning of the race. Because the race begins at 7:30 a.m. on a Sunday, staff does not anticipate that this will be a major disruption to normal activity. All of the runners should be off of these streets within about 15 minutes of the time the first runner enters each section. By the time the runners reach the other side of campus they should have spread out significantly. Traffic on other streets and at other intersections along the route will be controlled by law enforcement and race volunteers and will require intermittent closures as runners are present. Volunteers will also staff watering stations along the route and be responsible for any litter cleanup along the route.

Because of the relatively minor impact this event should have on properties along the race route, and the race organizers’ desire to begin publicizing the event, staff has not attempted to notify individual property owners along the route that this item would be considered for approval by the City Commission on January 13. Staff has notified Downtown Lawrence, Inc. and any neighborhood associations along the route. If the Commission approves the use of right-of-way, staff will send a letter to individual addresses along the route explaining the impact of the race and providing contact information for the City and the race organizer. Staff does not expect this race to be a major inconvenience or disruption to adjacent properties.

City Approvals and Support Needed

Race organizers request City Commission approval of a temporary use of right-of-way permit (pending submission of the application form and proof of insurance) for the streets and sidewalks depicted on the attached route maps on Sunday, April 19 from 6:30 a.m. to noon.

Race organizers will obtain a special use permit from the Parks and Recreation department for the use of the recreational trails along the route. If the race organizers desire to put up any signage/banners for the race, they will need to obtain the necessary approvals from the Development Services division.

Race organizers have requested donation of City services in support of the event. The major items requested are the following:

Traffic control from the Police Department at levels determined appropriate by the Police Department. Race organizers have been meeting with City staff including Sergeant Michael Monroe to make adjustments to the route and traffic control plan (estimated value = $3,400).
Standby medical support for the race by as many units as are determined necessary by the Fire Medical Department (estimated value = $2,100).
Temporary stop signs and street barricades. The City will provide as many signs and barricades as possible, and race organizers will provide for any needed above and beyond the City’s supplies (estimated value = nominal).
Placement of dumpsters near the start and finish areas (estimated value = $200).

The total estimated value of donated City services is approximately $5,800. Staff will track actual costs associated with this and other similar events throughout 2009.

ACTION: Approve temporary use of right-of-way permit for various City streets and sidewalks from 6:30 a.m. to noon on April 19, 2009, for the Kansas Marathon, and donation of City services in support of the event.