Memorandum

City of Lawrence

City Manager’s Office

TO:	David L. Corliss, City Manager
FROM:	Jonathan Douglass, Assistant to the City Manager/City Clerk
CC:	Tarik Khatib, Chief of Police Mark Bradford, Fire Medical Chief Charles Soules, Director of Public Works Ernie Shaw, Interim Director of Parks and Recreation
DATE:	March 23, 2011
RE:	2011 Kansas Half Marathon

Ryan Robinson, organizer of the Kansas Half Marathon, has requested city approval and support of a half-marathon, 5K, 10K and kids run to be held in Lawrence on Sunday, April 17, 2011. The Kansas Half Marathon is a not-for-profit event with all proceeds benefitting Health Care Access. Health Care Access has submitted the attached letter regarding the event.

Race Routes

The races would start at 7:30 a.m. and are proposed to follow the route depicted on the attached map. The route starts at Haskell University, travels through the Park Hill neighborhood, crosses back over the Haskell campus to the Burroughs Creek Trail, north on the trail to East Lawrence, through East Lawrence to downtown, down Massachusetts Street from 8^th Street to 11^th Street, then back on the same route. The 5K and 10K follow the same route as the half marathon but turn back at earlier points.

The organizers of the race expect runners to be on Massachusetts Street from 8:06 a.m. – 9:15 a.m., necessitating closure of Massachusetts Street from 8^th Street to 11^th Street from 7:30 a.m. – 9:30 a.m. to accommodate set up and take down of barricades and signage. The police department, however, recommends closure of the street from 7:30 a.m. – 11:00 a.m. Based on past experience, runners behind the official pace car still have an expectation of traffic control and the police department would rather keep the street closed to avoid potential conflicts.

There are some businesses on Massachusetts Street that would be open during the time the street would be closed. The event organizers have been in communication with Downtown Lawrence, Inc. regarding the event (see attached letter of support from Downtown Lawrence, Inc.). Approximately 228 meters along 8^th Street and Massachusetts Street would be bagged and parking prohibited during the race.

The race organizers would provide barricades and signage to close Massachusetts Street and detour traffic. Massachusetts Street traffic would detour to New Hampshire Street and Kentucky Street. Signage would be posted at the intersections of 8^th, 9^th, and 10^th with New Hampshire Street and Vermont Street indicating that 8^th, 9^th, and 10^th are closed to through traffic.

Traffic along the route will be controlled by law enforcement (estimated 12-14 officers) 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.

City staff notified Downtown Lawrence, Inc., the East Lawrence Neighborhood Association, and the Park Hill Neighborhood Association of the City Commission consideration of this event.

City Approvals and Support Needed

Race organizers request City Commission approval of a temporary use of right-of-way permit for the streets on the attached route map on Sunday, April 17 from 7:30 a.m. to 11:00 a.m. Race organizers have obtained a special use permit from the Parks and Recreation department for the use of the Burroughs Creek Trail.

Race organizers have requested the donation of city services in support of the event. Based on past experience these services will likely cost the city about $10,000. The major items requested are the following:

Traffic control and traffic control devices as specified by the Lawrence Police Department (traffic control devices to be provided by race organizers). Race organizers have been meeting with city staff including a police sergeant to make adjustments to the route and traffic control plan.
Standby medical support for the race by as many units as are determined necessary by the Fire Medical Department.
Patching of pot holes along the race route.
Placement of a 20 yard dumpster near the start/finish area.

ACTION: Approve temporary use of right-of-way permit for various city streets from 7:30 a.m. to 11:00 a.m. on Sunday, April 17, 2011, for the Kansas Half Marathon, and donation of city services in support of the event.