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HomeMy WebLinkAboutRagnar Relay Montauk EventSCOTT A. RUSSELL SUPERVISOR June 17, 2015 OFFICE OF THE SUPERVISOR, TOWN OF SOUTHOLD Ms. Tian Luu 12 S 400 W./2nd Floor Salt Lake City, UT 84101 Dear Ms. Luu: Town Hall, 53095 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Fax (631) 765-1823 Telephone (631) 765-1889 As a follow up to our conversation this afternoon, after numerous discussions regarding your request to hold the Ragnar Relay Montauk 2016 event in the Town of Southold, the Town Board has denied the application. The Town Clerk's Office has been instructed to return your deposit. Due to the unprecedented number of requests to utilize Town roads for the purpose of promotional fundraising events (biking, running, etc.) the Southold Town Board adopted a Road Use Policy on May 7, 2013 to impose limitations to promote public safety and the well-being for Town residents. The very first guideline of this police states, "All events must be sponsored by a not-for-profit organization or recognized charity and the applicant must verify that all proceeds generated by the event are wholly for the benefit of said organization or recognized charity. While the Town Board reserves the right to waive or modify any of the policy guidelines and conditions as it may deem appropriate under the circumstances presented, in this instance, we are all in agreement that this event is determined not to be in the .best interest of the residents of the Town of Southold. The Chief of Police was present at our discussion during the work session and while he felt the issue of the runners' visibility during the evening hours was addressed in your plan, it does not underscore the potential danger involved. Sincerely yours, Scott A. Russell Supervisor Cc: Elizabeth Neville, Town Clerk Martin Flatley, Chief of Police r � � ELIZABETH A. NEVILLE, MMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER ��o�uFFoc�.�oG 1W y� Hsod Z OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 www.southoldtownny.gov APPLICATION FOR A PERMIT TO HOLD A SPECIAL EVENT RECEIVED APR 2 9 2015 Southold Town ilerl Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission April 27, 2015 Name of Event Ragnar Relay Montauk 2016 Name of Organization: Ragnar Events, LLC Is this a Not -For -Profit Event? Yes/No No, but we partner with local charities who benefit from race proceeds Contact's Name: Tian Luu Mailing Address: 12 S 400 W Suite 200 Salt Lake City, UT 84101 Contact's Phone Number: 801-635-8209 Contact's Email Address: tian@ragnarrelay.com Event Location and Site Diagram: see attached maps (Use additional paper if necessary) Event Date(s): May 6-7, 2016 (Include set up and shutdown times and dates) Nature of Event: see attached information packet (Please attach a detailed description to this application) Time Period (Hours) of Event: From 6:30 PM Friday to 7:30 AM Saturday Maximum Number of Expected Attendees: 3500 Specify any special requirements (i.e. road closure, police presence): no road closures required, runners are on road shoulders and sidewalks. We will request police presence at crucial intersections without existing traffic control measures (ie: traffic light) and those intersections are TBD If a Tent or other temporary structure will be used please contact the Southold Town Building Department at 631-765-1802 Mailing Address to Send Event Permit to: N/A Fees: $250 for events with less than 1000 expected attendees $350 for events with 1000 or more expected attendees X $250 or more Clean-up deposit X (Cannot be waived) NOTE: Additional deposit may be required (see attached- regulations) and shall be made in an amount determined prior to issuance of the permit based upon the estimated direct costs attributable to additional police, highway and cleanup costs associated with the event. The deposit will be used to cover such costs and any unused monies will be returned to applicant. CERTIFICATE OF INSURANCE REQUIRED: Not less than $2,000,000 naming the Town of Southold as an additional insured. Additional information and requirements may be required as deemed necessary by the Town Board. Katie Seely Print name of Authorized Person filling out application Signature of Authorized Person filling out application *Upon the request by applicant, the Town Board may waive in whole or in part any of the application requirements. 2 SPECIAL EVENTS INSTRUCTIONS AND APPLICATION Please submit application at least 30 business days prior to the event. The Town reserves the right to request additional information from an applicant to address issues related to the health, safety, and welfare of the community.. When is a Town Board Permit Required? Events held on Town lands or events exceeding 1000 attendees. a. Any event held on property owned, leased or controlled by the Town or any event where the expected attendance exceeds 1000 people shall be subject to approval by resolution of a majority of the Town Board following the submission of an application to the Special Events Defined: Any temporary gathering, demonstration, performance, exhibition, amusement or activity that is not currently a permitted use of the property in the applicable zoning district or which requires a parking area to accommodate all vehicles transporting attendees to the event that is larger than the existing parking capacity of the site that is sponsored by a person, organization entity or association, including but not limited to, carnivals, circuses, fairs, bazaars, outdoor shows and concerts, parades, walks, runs, marathons, bicycle races or motorcycle rallies, which may involve one or more of the following: A. The closure of a public street B. The use, blocking or restriction of Town property, roads or rights -of way; C. The use of amplified sound exceeding the standards set forth in Chapter 180 (Noise) of the Town Code; D. The sale of merchandise that is not ordinarily sold in the normal course of the applicant's business; E. The sale or service of food to the public with exceptions. (See Town Code 205-2 E for exceptions) F. The substantial increase or disruption of the normal flow of traffic on any street or highway G. The placement of portable toilets. H. The placement of temporary no -parking or directional signs or banners I. The use of any Town services that would not be necessary in the absence of such an event. Occasional events on private residential properties hosted by the owner thereof to celebrate family events, holidays, charitable or other not-for-profit fundraisers do not require permits. Any use of residential property for profit, such .as a venue for weddings or other events is prohibited. # CD y i CD Ir c �� P'oc'onac. T. Ex A -,_1_7.._ -. owned parking IoR) �' ✓'gyp � El 1L'„'Ftp }•! ! a - rOn • � x a O } e,54Tr u g'Data7,510, NCAA, U.S. NayyANGA, GEBCO c� U7 -Tejo 3 r { !/ •.. - _ Lir" �"" � ""��r `"��Qda<t�� 'Q `�. `s �rq • �P�� r �E 1+8-iGreenpo`rt High School Cen ort West ' ✓ \ ��iq"�rrr}�tai.�sl `r�sl` � ,tea "� 3�� s,R�, �(C?- s S�y�� o i.. E „.>r .< •.r;�7�s �/;;��W//. yip. ',..t.t' s, 1i'�iP' �` µ� a+ �$ _ .�3; IU vel L 'CU. - is y.+ r 's'4 w _ � •r. l MI S :Green`port, W ti �� L. s �% /' t � • .r qtr .. > :! ��. ,.1 v'� i;-;•_ii '�r�'w _,� ` _ El +:7L i�.yj,•.-fir � ' _ `.,' t Ilya rr D fQ, t c t, 3♦ � v � dei Christian Science Society �a Lower Rd j Southold `'�.,, po OIL 0- m o-• �D a ` � w Pae � o -o � .L?a° ` ' smil ............ '...."" v' } CO VSO �C *1�w9.: Christian Science Society dower • .F s G- 1Ok y� re Rd r� WeN 10 'V i Oa /5,+., .• �, Y i Q� tea, �Nl J t r- Q v CL . �J oe/o . o��a foo y Ccr.`ti 9 P O a9 1S 4P al 0 qk ` StjrTrack Ave N aAy (4set Ell JQ PooMJs �)Do() oOepok— any4 Y �c+ U � J � .. gyp+ • ` O s Sten I � i Q k � �.ii �u Oaf �JJ�O J • .. ad eg 7i N, a '\�N, env Suffolk Ex 20 - Street Parking,: water view. �cf -Y � 4 •w ♦ - a. "„ • ea �Zi lIOU�' 07 ' t � e 0 It w N -4 /7v X41 je o; i P R ^ f °SSOr A r e �7nlopaal^'y . — j ,.: �±- ` ._ _-sou,,o�,avet-..<r-• MatliifUCk• /j ti +w ��.X�0� -Alois=L .mss i ! ' e .--b • o`er. � ��`� ��' _ . t i a , EL I00� � m "mLnrs •, -- is ' co +� , cn q. t N rt, .teakwood P.d cad 00 V 12FxiFSIDS�' "' N S= IDA: --HT 2019 REMY UNFORGETTABLE RE: Special Event Information-Ragnar Relay Montauk 2016 To Whom it May Concern, Attached please find information on the Ragnar Relay Montauk 2016, in association with New York Road Runners, event This document is to serve as additional information on how Ragnar produces our events and what our events entail. Included information: A. About Ragnar B. Ragnar Montauk 2016, in association with NYRR C. Runner Experience D. Community Impact E. Traffic, Safety, Emergencies and First Aid F. Signs G. Additional Information H. Race Route We believe in providing a quality event that is safe and fun for participants and all involved. I look forward to working with you on next year's event Please contact me regarding any questions you may have. Best Regards, Courtney Mitchell Trafton Market Development Manager Ragnar Relay Series I Ragnar Events, LLC Phone: 401.406.1240 courtney@ragnarrelay com I www.ragnarrelay.com =!; ABOUT RAGNAR Ragnar is the overnight running relay race that makes testing your limits a team sport. At Ragnar, we strive to make life more awesome. This may sound like a lofty goal, but it starts very simple. We believe in better health, lasting relationships and an enormous amount of fun. Americans average 7 hours + of screen time and 4 minutes outdoors a day. We exist to break that cycle and rebuild individuals' connections with their mind and body, with nature, and with other like-minded people. Ragnar is changing relationships, communities, participant health and wellness, and the world of endurance sports. The Ragnar Montauk event is sponsored and managed by Ragnar Events LLC, in association with New York Road Runners. Ragnar Events presented its first event, the Ragnar Relay Wasatch Back, in Utah in 2004. To date, Ragnar Events has presented over 40 events in 10 states (the courses for some events running through more than one state). The Ragnar Relay Series, now consisting of 15 road events and 11 trail events, is the largest series of overnight relays in the world. For more information, see www.ragnarrelay.com. RAGNAR MONTAUK 2016, in association with NYRR The race will start at Jones Beach on Friday May 6t, 2016 and will finish at The Montauk Lighthouse on Saturday May 7th, 2016. The course will be nearly 200 miles consisting of 36 relay legs with each leg ranging in 3-8 miles. Each team is responsible for providing two support vehicles, with six runners in each vehicle. The first vehicle will drop off the first runner at the start, and then proceed to the first exchange point. At the first exchange, the vehicle will drop off the second runner and pick up the first runner when that runner's leg is complete. Teams will repeat this pattern for six legs until they hand off to their second vehicle. This leapfrogging pattern will continue all the way to the finish line. We anticipate 300 teams to participate in the race. Each team is comprised of 12 individuals and 2 vehicles (there are a few "ultra" teams that only have six (6) individuals and one van). Therefore, we anticipate approximately 3,500 participants and 500 vehicles to be involved in the race. =4: R`4 RUNNER EXPERIENCE In the Ragnar Relay Series, 12 crazy friends (or 5 crazier friends for an ultra team) pile into two vans and tag team running 200(ish) miles relay -style over two days and one night. Only one runner hits the road at a time. Often called a slumber party without sleep, pillows or deodorant, this unique relay turns out crazy costumes, inside jokes, close quarters and unforgettable stories. Each Ragnar brings thousands of people together to create deeper connections and celebrate together as they conquer a challenge they couldn't accomplish alone. Participants have been unfailingly enthusiastic about their experiences. There are always a wide variety of human interest stories associated with these events. These range from the experienced runner finding special meaning through participation in a running event as a member of a team; to the first-time runner who participates at the urging of a friend and discovers previously unknown abilities and a love for running; to families, businesses, old friends and other groups who enhance their relationships as they individually and collectively test their limits; to teams who simply run for a cause, whether in honor of a deceased friend or relative, or to raise money for local charities or another charity of special importance to the team. COMMUNITY IMPACT Communities also directly benefit economically from money spent by participants for food, lodging and other services. Additionally, Ragnar partners with regionally based charities for each event to encompass an even more positive impact on the local communities. We strive to be much more than a two-day race: we strive to make a positive, lasting impact on the communities we touch. Therefore, we will look to identify great local partners that we can work with throughout the process of launching and running this event. =i: -4161- TRAFFIC I SAFETY I EMERGENCIES I FIRST AID Traffic Impact We anticipate 300 teams to register for next year's event. That means no more than 300 runners will be on the course at any given time. Teams will be provided with staggered start times, from 5 AM to 4 PM on Friday, May 6th. Because start times are spread over a 9 -hour period and only 300 runners are on the course at any given time, there will never be a large group of runners at any one location. Typically the complete group of 300 individual runners will be spread out over 30-40 miles. Safety Runner safety is of foremost concern. All teams are provided a Race Bible that includes a detailed course description and event rules. All runners sign waivers to acknowledge that the course includes areas where there may be traffic congestion and that they must obey race rules, which require observance of all applicable traffic rules and regulations. All runners are required to run on the sidewalk when available. If there is no sidewalk available then the route has been designed where a sufficient shoulder or bike lane is available. Whenever, possible our runners are directed to run against traffic as that is typical safe practice for runners. Runners are all also required to obey all crosswalk signals. Vehicles with teammates are required to obey all speed limits, traffic signs, and laws of the road. Each team must have at least six reflective vests and two flashlights. These must be presented at the time that the team checks in. Runners starting their legs after the NIGHT TIME HOURS begin must be wearing a reflective vest, a flashing tail light and holding a flashlight or headlamp. Additionally, any team -member or spectator must wear a reflective vest during these hours when outside of their vehicle while on our course and on public roads. Runners are also instructed during a required team safety briefing to text Ragnar for any concerns of problems out on the course. The designated number to reach Ragnar Race Command is 661-RAGNARI (661-724-6271). Race Command communicates with all Staff members via telephone, push -to -talk radio, and text. Race Command manages weather, runner location, lost runners, animal control, night time hours, and rule infractions. Teams may text if they have a lost or injured runner, a moved sign, or general question about the course. In case of emergency all e®� '&= runners and staff will call 911 then contact our Race Command number to let race staff know of the emergency. We have 10-12 Ragnar Staff and trained volunteers on the course at all times monitoring the course. Ragnar teams can be issued by any Ragnar Staff or trained volunteer for violating any rules. These violations are then reported to Race Command and Race Command will then notify the team that they have been given a violation. First Aid A first-aid station and first-aid staff will be located at each major exchange location. These first-aid stations will be equipped to handle extreme dehydration, heat stroke, and all of the minor sport injuries we often experience, including, blisters, sprains, strains, stings, etc. We require our first aid staff to be licensed to administer intravenous fluids (typically EMT intermediate and above, or RN, PA, M.D., etc). We hire first aid workers (EMT intermediate or above), either through a medical staffing agency. In the event of a major medical emergency (i.e. any life threatening condition or injury that requires immediate medical attention) we instruct runners/volunteers to first call 911. In addition to our own first aid services on the course, we list the local emergency rooms near the course, along with their address and phone number in the race packets. Contingency/inclement weather plan Bad Weather The race will occur rain or shine. However, under certain severe weather conditions where significant damage or altercations to the race course occur, we will cancel the event. Conditions that may result in a race being canceled or delayed include but are not limited to the following: severe electrical storm, snowfall, tornadoes, earthquakes, hurricanes, flooding, fog, etc. Lightning If there is lightning at the start of the race we will delay starts until the lightning clears. If runners see lightning on the course after the race has started, runners are to off the road and into the support vehicle. If lightning clears within 1 hour runner will go back on 4: "== the road where they left and make a note of the time. If lightning persists longer than an hour, runners will move ahead to the next exchange and be informed of Ragnar decision on whether or not the race will continue. Rain If there is severe rain on the course, we will ask that runners and teams return to their support vehicles and drive to the nearest exchange point. Severe rain hold hours will be set in full hour increments. Runners will skip 1 leg per 1 hour of the hold. Teams will be directed to drive to the nearest exchange where Ragnar will send staff to manage exchange while keeping 4-8 staff members to troubleshoot on the course. Heat If the apparent temperature reaches 120°F we will implement a heat hold. The Heat Hold hours will be set in full hour increments. Runners will skip 1 leg per 1 hour of Heat Hold. Teams will be directed to drive to the nearest exchange where Ragnar will send staff to manage and explain the heat hold while keeping 4-8 staff members to troubleshoot on the course. Flooding If a runner encounters flooded areas that cannot be ran through, runner are to get into the support vehicle, drive the runner ahead where the road is no longer flooded to continue running his or her leg. SIGNS Along the course there will be course signs that communicate to the runners which direction to go, on what side of the road to run, which exchange they are at, etc. Directional signs are only placed at change of direction intersections. An example of such a sign can be seen in the picture below: The signs are 42" High, 18" Wide, .25" Thick and are made of corrugated plastic. Each sign will be secured to a delineator post traffic cone. An example of the traffic cone is shown below. =4e 0 -961 xi+ �N _ ' � � I•,Yoeneo „� l" .; . ► RAGNAR MYO, . MY ? , RUN RAGNAR RAGNAR Excgni+GE LEFT' RIGHT MYo f - MVO^ • - MVOt RAGNAR RAGNAR RAGNAR r ; I CHObs LgrTalf RUN THEN RIGHT OBJECT 7�IATTIC MC1jYQWT■,i(). MY6 iNvo kr ` RAGNAR RAGNAR RAGNAR ONE RESPECT MILE RESlOEtTTS TO GO S .V Doet Black 9TRRI.e IfT dilkways Dori iLimu RAGNAR RAGNAR RELAY I? Sot th 400,West. 2nd Floor Salt Lake CiTf, Utah 04101 TOLL FREE (6M 83-R RAY OFFICE, (801),09-5024 RAGNAR' AXt c801, 4993023 9Yt►1 d.T 14[t RAGNAR RELAY.COM RAGNAR CROSS THEN LEFT MVO. - .• NAGNAR m RIGiTTOP OBJECT Mvcr- -• RADAR tVN AGAINST mam! kite ADDITIONAL INFORMATION Exchange points Teams will congregate briefly at exchanges to wait for and send off runners. A minor exchange is where a single van from each team will briefly stop to switch runners while a major exchange is where teams will pass the baton to the next van and take a couple hours to relax and refuel. Exchanges are at locations where there is adequate parking to minimize impact on through traffic. Those locations include churches, schools, parks, and small businesses. Insurance We are sanctioned under USA Track and Field through American Specialty Insurance. Waste receptacles We will hire a company to place dumpsters at each of our major exchange locations. In addition - the exchange will also have various Ragnar trash boxes for participants on site at the Finish line. Volunteers and Staff will be responsible for emptying the trash cans and keeping exchanges clean. Toilets We will hire a company to place toilets at each of our exchange locations. RACE ROUTE Potential Start Line: Jones Beach - Wantagh, NY The route takes runners directly north from Jones Beach through Nassau County and crosses into Suffolk County near Cold Spring Harbor. They then continue east along the northern end of the island all the way out to Greenport, which is the Y2 way point of the course. They will leave Greenport heading southwest around the bay and continue east. They will head through Sag Harbor before coming back down to the Old Montauk Highway and finishing their run on Montauk Point State Parkway. Potential Finish Line: Montauk Lighthouse - Montauk, NY ae 0