03/04/85 Board of Public Works Minutes

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REGULAR MEETING MARCH 4, 1985 Mr. Neiswender further advised that utilizing the fixed routes for 10K races would not be feasible as participants would be "lapping" one another and someone would need to keep track of who was on what lap. He stated that the use of one of these routes for that type of event would not generate many participants. In response, Ms. Pfotenhauer advised that the fixed routes designated as D and E in the Resolution were added as they are low-cost routes intended for small groups and not 1OK'races. Mr. Hill referred Mr. Neiswender to Paragraph Five (5) of the Resolution which indicates that larger groups as well as 'smaller groups have the option of submitting a route for consideration other than the fixed routes. Mr. Neiswender closed his remarks by stating that he understands the reasons for the Resolution being adopted and glad to see that the City will remain flexible in working with the smaller groups such as the one he represents. Mr. Ricardo Parra, of the St. Stephen's Parish Festival Run, 1338 King Street, South Bend, Indiana, was also present and addressed the Board. He stated that his biggest concern with this Resolution are the fees being charged to sponsors for the various events. He wondered if there was any way the parish would not have to pay the full costs established for the event. He thought perhaps the City could devise a scale or percentage of the cost which the parish could pay. Mr. Hill stated that the costs of the races are computed by taking into consideration the route, number of participants, volunteer manpower needed and Police Department manpower required. He stated that the City will work with the sponsor of the event to reduce all unnecessary costs and will be as flexible as possible. He further reiterated that in the past the City has incurred costs of $100,000.00 in assisting with these various types of events and as this is not a traditional municipal services for which taxpayers pay, the City hopes to be able to recoupe some of the costs involved. The City will, however, work with the various sponsors to keep the costs down. Mr. Parra stated that he would like to see the neighborhood races stay in the neighborhoods. He asked if it would be feasible to train volunteers to work in the area of Traffic and Lighting for these events and eliminate that additional costs. Mr. Hill stated that the City would certainly be open to explore that possibility but anticipated that the start-up costs for such training would be very expensive and indicated that as traffic and lighting is the City's responsibility this arrangement probably would not be feasible. Mr. Hill further advised that the procedures set -forth hope to eliminate the burn -out of volunteers utilized to assist in the various running events by regulating the dates and number of volunteers needed for each event. Mr. Daniel L. Blacketor, of J. Charles Nyers, Inc., Suite 801, St. Joseph Bank Building, South Bend, Indiana, representing RKO Bottlers of South Bend, sponsors of the Diet Pepsi 10,000 Meter Running Series was present and addressed the Board. Mr. Blacketor inquired whether the City or the sponsor would contact the volunteer groups for assistance for the various events. Mr. Leszczynski and Mr. Hill advised that the City in conjunction with the sponsor would decide on the volunteer assistance required for a particular event. Once the request is submitted to the Board, the sponsor will work with the Bureau of Traffic and Lighting and the Police Department Traffic Division to finalize plans. There is no need for the sponsor to contact anyone else once the request is submitted to the Board. Mr. Blacketor further inquired what boundaries the race policy covered. He was advised that the boundaries for races are the boundaries of the City of South Bend only and do not include the County. Board Attorney Carolyn V. Pfotenhauer advised that a minor change in Paragraph Pour (4) should be made which states that the Clerk