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HomeMy WebLinkAboutProcession - PATH, Inc. - Turkey Trot1 3 1. .i t -� J _._ CFI _ -.. t- rr�•,.y „-••��-�_.. '�' ` 'yr. - i, iri.� .}ij. APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR PROCESSIONS The Board of Public Works must have YOUR (4) weeks prior notice of the event. Sponsor: PATH, Inc. Submitted By: Donna Coiob Address: 5997 Carlson Ave. City: Portage State: IN Zip: 46368 phone: 219,254-2678 Email: Donna@PositiveTeenHealth.org Sponsor may use the public right-of-way described as (describe route and attach map) 5K Run takes place at the Career Academy South Bend, Nimtz Hwy (map attached) PLEASE NOTE: THE SOUTH BEND POLICE DEPARTMENT RESERVES THE RIGHT TO CHANGE YOUR ROUTE FOR SAFETY PURPOSES Event name: 3rd Annual South Bend Turkey Trot The Board of Public Works must have FOUR (4) weeks prior notice before event occurs ❑x All certificates of ilisurance, pre -paid costs, maps, and any other applicable information requested or required by the Board of Public 'Works have been provided with this application 0 The event shall be held on ' Nov 23 20 17 and no other date © Registration time for the event starts at 6:30 a.m./p.m. 0 Starting time of the procession is 6�Q0 .mm_p.m. 0 Estimated completion time is 10:00 a,m p.rn. This event involves the use of the following roadways Q This event involves closure of City residential streets This event involves County roads ❑ This event involves State highways ❑ This event involves use of a park (Must: obtain permission fi•om Park Board) 0 I understand that I must arrange a meeting with all affected governmental agencies to organize the above event (Call Marcia Qualls, Customer Service Manager, 235-5939 to organize meeting) ❑ This event involves the use of the sidewalk ❑ Participants must stay on the sidewalk and obey all traffic laws. 0 This event is a loc /region 1/national event (Please circle the appropriate event type) This event will be coordinated with the property owner usiness here staging will take place Updated 08/2017 2 PERMIT/AGREEME, NT FOR A. PROCESSION 1. Sponsor shall reimburse the Board for the actual cost to the City for the event, if deemed necessary. 2. Sponsor shall provide to the Board a Certificate of Insurance showing a liability policy in full force and effect with limits of $300,000.00 per occurrence and $5,000,000.00 aggregate and the City of ,South Bend listed as an additional named insured for this event. 3. Sponsor shall provide to the Board all additional licenses, permits and documentation required for the event. d. If this event results in closure of a residential street, all residents within the affected area must be notified of this event. The APPLICANT must make. a reasonable attempt to notify all residents that reside on the block. A copy of a brochure or letter describing the event purpose, date, and time must be distributed to all affected neighbors and included with the application. 5. If this event results in closure of a residential street, the applicant is responsible, prior to the event, for determining if there are any residents affected that could potentially need assistance in accessing their residence. The applicant is responsible for providing; said resident access or transportation to their property. 6. Sponsor agrees to abide by all terms and conditions of the Board's policy governing walks, runs, parades or other similar event adopted by the Board on March 3, 1985. 7. In order to ensure public safety during the event, the Board agrees to furnish traffic planning, materials, equipment and personnel as deemed necessary by the Police Department Traffic Bureau, the Bureau of Traffic and Lighting, and, where applicable, the Board of Park Commissioners. 8. Sponsor acknowledges that the Police Department reseaves the right to change this route for safety purposes. 9. In consideration for approval by the Board and the use of the sidewalks for the purposes set out above, the undersigned agrees and undertakes to hold the Civil City of South Bend, Indiana, free and harmless from any liability loss, costs, costs, damages or expenses, including attorney fees, which the Civil City of South Bend may suffer or incur, as a result of any claims or actions which may be made by any person, including a participant in said activity, arising out of the approval of the request to use the sidewalks indicated in the City of South Bend. The undersigned certifies that he/she is authorized to bind the above mentioned sponsor to the terms hereof 10. Notification of approval/denial of this request will be issued by return of this form, upon signed authorization by the Board of Public Works RETURN FORM TO: Board OfPuhlic Works 1316 County-CityBuilding 227 West Jefferson Boulevard South Bmd, TN 46601 Phone; (574) 235-9251 0 Fas: (574) 235-9171 I understand the above rules and regulations and that this application may be denied based on any false or incomplete in xmation. Sponsor Signature C7� Printed Name Donna L. Go[ob Title Executive Director -� BOARD OF PU LIC WORKS APPROVAL President Member Member Member Me ber Date RE, TURN FORM TO. 4 Board of Public Works 13I6 County -City Building 227 West Jefferson Boulevard South bend, IN 46601 Phone: (574) 235-9251 r Fax: (574) 235-9171 +f~+t A i �O CERTIFICATE OF LIABILITY INSURANCE ODII3120 6' TH15 CERTIFiCp,T IS ISSURO AS A MATMR OF INFORMATION ONLY AND GONPLI2S tit) WG-fi* UPON '"fig CERTIFICA-rd HOLDER. Ti11$ CERTIFICATE~ DOES NOT AMOMA't'#1fPiLY OR Nk0ATIVPI..Y AMEND, EXTEND OR ALTER TIM COVERAOrt AFFOROPp 14Y THL P0I.1010$ BELOW. THIS CERTIFICATE OF tNOURAN(M DOES NOT CM11TWE A CONTRACT 811Tyl ISSN THE 18901NO IRSURER{$)= .AUTHORIZED REPRESErNTAFIUE ON PROI7UCEA� AND TH9 PAR INGAU HOLDRI' IMPORTANT: If tiro cortitinat;e holdor is an ADDITIt7 AL NSUIZPD, the pnlIU(iaa) musk ha $ndomod, IF aUBRceATEON E AN C1, sii iR � tho alrins and condltfans of tho policy, oalto)n poltoles may mqu)m un mndonemont, A 8talemont on this oortFiieate doss not ccmfor d'ghts to the eflrtitica u holdarin ticu Osuch andomomen s . AROPKatc ALVIN d DEMPSEY INSURING= AGENCY INC. $l;1�f#1 1Yft 1110110THST, . MITINC, IN. 463U4 00 . 1AXYSOEUSTER LSA€I J.0 rt�f9 e59 z� Tt N� a�f# s5s �ISt3 E#Esalir s AtxG€mutaoAu cifi 1�AEcu IN-0919R A PAI l FHrra Pine and C.0"alty Go€npany ENSiIltEO P AT H [NO 5997 CARLSON AVE SUITE A PORTAGE, IN, 46368 ' INDI M Ur ErIsuR6Ra: INSElrlaa a:. . sUl�a#s; Nsua�Fl r: rnva t7nr1�Q PPI111Fil ATP NIIMRI R! REVISION NUMBER., THIS IS TO CERTIFY T14AT THE POLICIES OF INSURANCE W,1WED BELOW HAVH KEEN ES3UCG TO THE INSURED NAMED ABOVe FOR THE. P01.E6Y PtgWD iNDICA(Zl N67WlTH9TANl)IN0 ANY RELIUIR MENT; TMAM OR cONpITEON 6F ANY 0014TRAOT OR OTHER DOCUMENT AW14 RESPRCT TO WHICH THIS GERTEP'ICATE MAY 8E ISSUED OR MAY PERYAIN, THE INSURANCE AFF6170);0 8Y THFi pomcros Dt srRij3F } HEnew 1$ SUB,IEOT T4 .ALL THE TERMS, EKC1,11SIONSAND CONDITIONS OF SUCH POLICIES, LIMi" 8HOWN MAY HAV:$!lRRii REOUCED BYPAID CLAM. 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ACpItD 4 12014101) Ths ACOAD Ditto and logo are ral3Fstared maths afACORU 100486 1$2849.9 02-g4-2Ui4 2017Turkey Trot Race Contingency Plan it is the responsibility of PATH, Inc, (ED & Race Director, Donna Golob) in collaboration with Classic Race Management Company, to be prepared to handle the occurrence of inclement weather and to know before race day what he or she will do in the event the weather conditions become unsafe, Safety is always priority number one and should never be compromised simply to get through an event. Thus, the following document outlines steps which will be taken to Insure the safety of everyone associated with the event. This document is prepared to assist PATH, Inc. and Classic Race Management in making decisions regarding the 2"d Annual Turkey Trot to be held on Thursday, November 24, 2016 in South Bend, IN, in the event of inclement weather. Ultimately only two remedies exist In the event of inclement weather. These two options are listed below In the order recommended implementation with the first option causing the least disruption and the final option causing the most disruption to the athletes and race community: • Change of race start time on the schedule date • Cancellation of event These weather conditions will include: • Lightning • Heavy Rains • Ice/ Snow All of the above conditions may occur individually or in combination but each situation will be addressed individually. It is up to Donna Golob, ED & Race Director in collaboration with Classic Race Management to make the appropriate choice in deciding which circumstance best models his or her current situation. Comprehensive weather policy and emergency action plan: - A chain of command: Donna Golob in collaboration with Classic Race Management will assess the situation and discuss need for alterations of the event. Classic Race Management will make the final call to remove individuals from the field of activity. - A designated "weather watcher" (a person who actively looks for signs of inclement weather and notifies the chain of command If conditions become unfavorable). This person (Donna Golob, ED, Race Director) will be checking weather reports a minimum of 10 days out from the event date, regularly notifying Classic Race Management of any concerns orthreats. Weather Information will be posted on the event website and Facebook page beginning 3 days prior to the event. - Classic Race Management will use specific criteria for resumption and suspension of activities; based on experience and best practices. Considerations: This a both an athletic and beginner friendly event with athletes and families participating. (Possibly cancel the 1 Mile Fun Run and keep the 5K if snow would prevent strollers, etc.) The emergency services being used at this event are not on -call and will NOT be tailed elsewhere in the event of inclement weather. - The volunteer groups being used and if they will still come in inclement weather — Donna will have conversation and confirmation regarding weather in advance of event. The parking areas and if these will be accessible In the event of inclement weather — In case of heavy snowfall, Career Academy South Bend will ensure that parking areas are cleared for the event. - The course may not be cleared of snow for this event; runners will come prepared to run in rain or snow. Classic Race Management will make the call to cancel or delay event due to safety conditions based on standard best - practice procedures. roadways are safe for traffic, the Race Director and Classic Race Management will view the course to make a determination of safety. Modifications to Event There are two options at the disposal of the Race Director and Classic Race Management in the event of inclement weather. These include: • Change of race start time on the schedule date • Cancellation of event Change of race start time This is by far the most ideal option to the participants. Runners invest large amounts of training time, travel time and money to arrive at a race site ready to race. The option of moving the race start time later on the scheduled date minimizes the need for athletes to alter their travel plans. It keeps the race itself intact and allows those that made the trip to that particular race site the opportunity to race. The decision to delay or change the race time may be made the day before, or the morning of the race. Considerations: The major concern In this situation is on the Race Management company, Race Director and local jurisdictions (police, EMS, city, etc). Race permits are often granted based on an early race start and finish with the understanding race activities will cease by a certain time. While it may be impossible to postpone a race for many hours, a one or two hour delay will be discussed as a possibility with all parties involved with the event. Cancellation of Event This is the last resort scenario, No one wants this to happen. However, PATH, Inc, realizes it may be necessary to keep the racers safe. If this is the decision, the Race Director in collaboration with Classic Race Management has a prepared statement and communication line to get the word out to the local community (racers, volunteers, law enforcement, etc.) on the decision and reasons behind it. The decision to cancel the race will most likely not be made until the morning of the event There is a NO REFUND POLICY for this race. The policy is available at time of registration so that in this scenario the athletes are clear on what they can expect. Any alterations in the event will be posted on the event wehpage and Facebook page. All participants, volunteers, staff and Involved parties will also be notified via email as quickly as possible once a decision is made. A copy of this document is available on the event webpage. 7 <� t�rtlPlnIsh V ' r is r 3—A r F} .arc aj� ..r- yes fic ' -,, _ Y• 01 Cris nt CIr1 Soulh,86d, ll . r� or Heffe �s weow rf 4 Parking l 6.776 Nirtr'.. f pprk�►ay ' � � _ 1 Affierilech M c7