03/04/85 Board of Public Works Minutes

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W REGULAR MEETING MARCH 4, 1985 It was noted that Mr. Wolf submitted a letter to the Board outlining his concerns one of which was the direct payment to police officers who assisted with the Sportsmed 10K race. Mr. Hill stated that it is his understanding that the police officers assisting with the race last year were paid directly by the sponsor as there had been a considerable delay in prior years in officers being paid for assisting with the event and officers were reluctant to work without being paid in advance. The City is not aware of any other instance in which this type of procedure took place. In the future, based on this Resolution, all payments will be made to the City of South Bend and not directly to the police officers. Mr. Wolf commended the Board for the language in the Resolution addressing the fee policy as discussed above. He stated that another one of his concerns is the routes available for small groups with less than 1,000 participants, but notes that the revised Resolution as presented today addresses that concern. He wondered, however, why the City decided on the five (5) fixed routes as described in the Resolution. In response, Mr. Leszczynski stated that the fixed routes are safer and require less City personnel to utilize. Mr. Hill added that the pre -determined cost of the fixed routes may provide an option to groups desiring to know the cost upfront before scheduling an event. They can decide on one of the fixed routes at a predetermined cost or another route should they choose to do SO. Mr. Wolf stated that the fixed routes are not very desirable courses. In response, Mr. Hill stated that the fixed routes are more efficient cost -wise for the City as only one-time costs for signage, etc. is required. Mr. Hill further stated that with the cost factor involved, some sponsors may choose to run the less desirable routes than paying a higher fee for a non -fixed route. Mr. Wolf asked if the Resolution today includes parades or if races and similar events were being singled out. Mr. Hill advised that parades are not covered by this Resolution as the City in the past has not incurred the cost to assist with parades as it has with the various races/runs and similar events. Mr. Hill stated that last year the City incurred costs of $100,000.00 to assist with foot races and similar events. He further stated that parades will be reviewed on a case -by -case basis and further advised that several parades held during the year are City -sponsored parades with the City absorbing the total cost. Mr. Larry Neiswender, Race Director, Broadway Christian Parish, 802 East Indiana Avenue, South Bend, Indiana, sponsor of "The Human Race" was present and addressed the Board. Mr. Neiswender's concern was the amount of insurance required for each event. Mr. Hill stated that the size of the group as well as the route will be taken into consideration when determining the amount of insurance required. He further stated that in some instances a Certificate of Insurance would be required and in other instances an Indemnification Agreement would suffice. Mr. Neiswender also inquired about the provision of the Resolution which indicates that if the Bureau of Traffic and Lighting and/or the Police Department Traffic Bureau determines that an event will not create a public safety hazard or traffic congestion, no charge shall be assessed for the event. Mr. Hill clarified that provision by advising that some events, walk-a-thons, etc. adhere to traffic lights and signs, stay on the sidewalk and have volunteer guards, and require no further assistance by the City. These types of events would come under this provision as they do not create any extra liability. Mr. Hill advised that the City will continue to be flexible in working with a sponsor to determine if City police or volunteer personnel would be required and will cooperate as much as possible.