06.12.13 Pro Cycle final
CITY OF BOULDER
OPEN SPACE BOARD OF TRUSTEESAGENDA ITEM
MEETING DATE:June 12, 2013
AGENDA TITLE
Consideration of a recommendation regarding reimbursement for Open
Space and Mountain Parkscosts associated with the potential 2014 USA Pro Cycling
Challenge bicycle race.
PRESENTER/S
Michael D. Patton, Director, Open Space and Mountain Parks
EXECUTIVE SUMMARY
The City Manager has asked the Open Space Board of Trustees (OSBT)to provide input
on a decision regarding Open Space and Mountain Parks (OSMP)costs associated with
the USA Pro CyclingChallenge bicycle race. The race is expected to be held in
essentially the same format and location as in 2012.The race will again ascend Flagstaff
Road and finish at the summit of Flagstaff Mountain, just as last year. The question for
the Board to consider is whether, in 2014, it is appropriate for the General Fund to
reimburse the OSMP Department for expensesincurred as a result of expenditures for
staff andcapital expenses resulting from the race. Anticipated OSMP cost would be
directly related to spectator safety and protection of sensitive lands along the finish route.
STAFF RECOMMENDATION
Staff requests that the Open Space Board of Trustees makes a recommendation to the
City Manager and City Council regarding reimbursement of potential costs to the Open
Space and Mountain Parks Department associated with a 2014USA Pro Cycling
Challenge bicycle race.
COMMUNITY SUSTAINABILITY ASSESSMENTS AND IMPACTS
Economic –It is anticipated that the overalleconomic impacts of the race on the
community will be positive.Exact revenues will depend on how many spectators
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actually come to Boulder. The 2012 race had a small but positive economic
impactin terms of increased revenue.
Environmental –If the precautions are similar to those developed for 2012 and
spectators cooperate, the overall environmental impacts on city’s Open Space
along the route are expected to be minor. For the majority of the route along
Open Space, spectators and race support will be on asphalt and hardened surfaces.
During late August, vegetation senescence (dormancy) should allow for rapid
recovery if spectators remain on hardened surfaces.Trash and recycling
containers will be placed at locations where spectators are expected to gather.
Evidence from last year’s race suggests that littering was minimal.
Social -Because OSMP lands, facilities and programs are equally accessible to all
members of the community, it helps support the city's community sustainability
goal because all residents "who live in Boulder can feel a part of and thrive in"
this aspect of their community. Viewing the Pro CyclingChallenge race will be
accessible to all who wish to participate.
OTHER IMPACTS
Fiscal –OSMP spent approximately $114,000 to provideprotection for spectators
and to protect environmental values along the route ofthe Flagstaff Summit
finish. If spectator numbers are similar tothose of 2012it is possible that costs for
OSMP could be reduced based on experiences gained from last year. Given the
success of last year’s race,it is possible that a greater number of spectators will
attend the finish which could impact costs.
Staff time –The race is not associated with the OSMP work plan and all staff time
is additional. OSMP will track all staff time associated with the race.
PUBLIC COMMENT AND PROCESS
This item is being heard at this public meeting, advertised in the Daily Cameraon June 9,
2013.
ANALYSIS
t
In late 2011, the City of Boulder was chosen as a stage for he USA Pro Cycling
Challenge bicycle race to be held August 25, 2012. It was announced that a major selling
point for selecting Boulder over a number of other Colorado locations was the decision to
have the finish be after the arduous climb up to the summit of Flagstaff Mountain.The
entire Flagstaff finish route traveled through environmentally important city land
managed by OSMP. In January of 2012,race organizers announced anticipated crowds
of over 100 thousandlining Flagstaff Road to view the highly-anticipated climb to the
finish. OSMP immediately began planningfor the safety of large numbers ofspectators
in unfamiliar and dangerous terrain as well as for protecting the land from a level of use
never before experienced.
OSMP had never been involved in an event of this magnitude but embraced the challenge
and began planning immediately after the race was unofficially announced. Staff worked
for months coordinatingwith the Boulder Fire and Police departments, city and county
Transportation departments, the Boulder County Sheriff’s Office and Colorado State
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Police. In addition, OSMP worked closely with both the USA Pro Cycling Challenge
race organizers and members of the local organizing committee.
By March it was clear that even with lower revised expectations for spectators,all OSMP
staff would be required to participate in order to provide an appropriate level of
protection for spectators and the land. Staff was informed that unless vacation had
already been scheduled,all standard and seasonal employees would be required to work
from 6 a.m. to 6 p.m. on the day of the race. In addition, over 40regular OSMP
volunteers were recruited to help with the race.
OSMP leased 23 portable toilets and over 100 waste and recycle containers for visitor
access all along the route. The area was divided into five zones each consisting of
multiple squads that had emergency communicationcapabilities. Four first aid stations
were established at key locations along the route
On May1, 2012,an OSBT memo was distributed to City Council outlining OSMP’s
management plan for the race. It included issues such as spectator access, waste
management, bike corrals, and safetymeasures aimed at protecting spectators,including
thestrategic positioning of emergency first aid stations as well asOSMP and Boulder
Fire Departmentwildlandfire “brush trucks.”OSMP staff returned to council onJuly 17
with final plans for providing an enjoyable and safe spectator experience as well as
protecting key environmental features. Also included were proposed plans for ingress
and egressthat providedappropriate environmental protectionas well as a positive
spectator experience.City Council approved the OSMP plans. City Council was
concerned about costs for the race which they considered a non-OpenSpace purpose.
The City Manager indicated that OSMP would be reimbursed forcosts associated with
the race.
In total,more than 130 OSMP staff and volunteers provided services to spectators and
protected land on the day of the race. Other than a small number of CU students
recruited to manage bike corrals and a sheriff deputy at the turnoff to Realization Point,
there were no other personnel on the mountain to address spectator safety and
management. Bottled water was secured and made available to spectators as they began
the climb up Flagstaff Road at Gregory Canyon. Fencing was installed to divert
spectators from especially dangerous or environmentally sensitive areas.
The day after the race, organizers announced that an estimated crowd of 30 to 40
thousand watched the finish on Flagstaff Mountain and it was the most successful of any
race they had ever held.
OSMP wasreimbursed $114,004 for all costs associated with the race.
Staff learned a great deal about what is required to manage the Flagstaff finish of the race
and believes that the planning and management costs could be reduced for 2014.
However, the successof 2012 could easily lead to significantly more spectators
ascending and lining Flagstaff Mountain for the 2014 race.
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MEMORANDUM
TO:
Members of City Council
FROM:
Jane S. Brautigam, City Manager
Paul J. Fetherston, Deputy City Manager
Eric Ameigh, Senior Project Manager
James Clanton, Financial Projects Manager
DATE
: April 23, 2013
SUBJECT:
(a) Public Process for Potential 2014 USA Pro Cycling Challenge Bid and
(b) Potential 2014 Ironman Triathlon
I.PURPOSE
The purpose of this portion of the April 30 study session is to (a) inform council of thetentative plan for
gathering public and board input on a potential bid for a stage of the 2014 USA Pro Cycling Challenge
(USAPCC) and solicit council feedback that could be used to refine the plan; and (b) inform council of a
recent request from Boulder based World Triathlon Corporation (which owns and operates Ironman
branded triathlons) for Boulder to serve as a Host Venue for a full Ironman event at the Boulder Reservoir
and in downtown Boulder in the summer or fall of 2014. In addition, staff is seeking input from council
on the following questions:
USAPCC
1.Does Council support staff developing a proposed bid for a Boulder stage of the 2014 USAPCC
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for Council consideration in the 3quarter of 2013?
2.Does Council have feedback on the proposed public and board input process for the proposed
2014 USAPCC bid?
Ironman
1.Does Council support staff working with World Triathlon Corporation to develop a proposal for
Boulder to serve as a Host Venue for an Ironman triathlon event based primarily at the Boulder
Reservoir and in downtown Boulder in the summer or fall of 2014 and beyond?
II. BACKGROUNDand ANALYSIS
USAPCC
On Saturday, August 25, 2012, the 2012 USAPCC professionalmen’s bicycle road race finished its sixth
of seven stages in Boulder. The Golden-Boulder stage, noted by race officials, participants and spectators
as a very positive experience, followed a route that passed through the city, including downtown, twice
before finishing atop Flagstaff Mountain. Followingthe event, leaders of the Local Organizing
Committee (LOC), the volunteer organization responsible for bringing the event to Boulder, and
representatives from the race mutually agreed not to pursue a Boulder stage in 2013. They did, however,
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express an interest in bringing the race back to Boulder in 2014. Both parties also made it known at the
time that they consider Flagstaff Mountain an indispensible part of any future Boulder stage.
The city played a significant role in planning for the event and implementing a number of functions
related to a successful race. As outlined in a memorandum presented to Council during a November 1,
2012 meeting, the total city cost for the race was $283,481. While the General Fund made a $114,004
reimbursement to the Open Space and Mountain Parks Department for its associated costs, all other
departments absorbed their costs in their respective budgets. A copy of the November 1 memo is
available at
http://www.bouldercolorado.gov/files/City%20Council/Agendas/2012/11012012Agenda/11.01.12_-
_Agenda_-_FINAL.pdf.
From a revenue perspective, a study completed by the LEEDS School of Business at the University of
Colorado at Boulder (included in the above referenced link), found that the race drew an estimated crowd
of 60,000 and resulted in $48,000 in direct fiscal impact by non-resident spectators. In addition, the
Boulder venue was broadcast live to 100 countries resulting in invaluable high quality television
coverage.
Staff learned in 2012 that planning and execution of the city’s activities related to the USAPCC was a
significant undertaking. As the city looks toward possible 2014 involvement with the event, it is
appropriate for the public to comment on the issues that are central to the ultimate decision to bid or not to
bid on a stage of the race. These include, but are not limited to, the impact of the route on the community
and the required public expenditure.
This memo has been copied to the Open Space Board of Trustees (OSBT) and staff will present the
USAPCC component to the board at its May 8 meeting for purposes of starting the public process as
outlined below. Besides City Council, OSBT is the boardwith the most interest in the event due to the
prominent role of Open Space in a potential Flagstaff leg of a Boulder stage.
Feedback on a potential 2014 USAPCC bid will be sought from OSBT, with specific interest in the
following areas:
RouteBased on feedback from both the LOC and the race owner, a 2014 USAPCC draft
bid will include a Flagstaff finish. As in 2012, organizers will be required to have
an alternative route identified in the event the Boulder County Sheriff determines
weather and wildfire conditions are not favorable at the time of the race.
Flagstaff LogisticsWater/ Alcohol: During the 2012 race preparations, issues arose regarding making
water or alcohol available to the public along sections of Flagstaff Road.
Wristband/ Code of Conduct: For the 2012 race, the LOC developed a code of
conduct and wristband system for the Flagstaff section of the race. The wristband
system was developed to ensure appropriate conduct – and was not used by public
safety officials to determine limitations on access. In any bid developed for a 2014
race, limitations on access will remain a law enforcement decision based on input
from the Boulder County Sheriff, Boulder Fire and Rescue Department, Boulder
Police Department and OSMP.
Permit and Contract In 2012, the city issued a Non-Exclusive Permit for the USAPCC and executed a
ProvisionsTown Participation Agreement. While neither a permit will be issued nor
agreement will be executed until well after a bid is made and accepted, does the
OSBT have any feedback relative to the Flagstaff portion of the race to consider in
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advance of Council considering a bid proposal in the 3quarter?
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ReimbursementIn 2012, the General Fund reimbursed OSMP $114,004 for its costs associated
with the Flagstaff portion of the race. The need for reimbursement is under
consideration by City Manager’s Office for recommendation to the City Council.
PROPOSED PUBLIC PROCESS –USAPCC
May 8Presentation of information to OSBT –requesting it conduct apublic
process about a proposed Flagstaff leg of a 2104 USAPCC in anticipation
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of a bid to be considered by Council in the 3quarter. OSBT input should
be provided to the City Manager no later than August 2, 2013.
May through August 2013Staff will work with the LOC to determine the necessary components of a
draft proposal
August 2, 2013OSBT input due to the City Manager
September 2013Sept. 3 -Presentation under Other Matters
Sept. 17 - public hearing on draft proposal for a Boulder stage of the 2014
USAPCC with possible council action
September –October2014 Budget Process which is likely to include a proposal relative to
expenditures
November 2013Bid submissions due for 2014 USAPCC
December 20132014 USAPCC Host Venues and route announced
1 st and 2 nd Quarters, 2014If awarded, Town Participation Agreement negotiated between City, Race
Owner and LOC with regular check ins before Council
Ironman
Earlier this year, the World Triathlon Corporation (WTC) approached the city requesting support for a
multi-year contract in which Boulder would serve as a host venue for a full Ironman race at the Boulder
Reservoir and ending in downtown Boulder with the intention of holding the first race in the summer or
fall of 2014. WTC, which has offices in Boulder, is a for-profit corporation which organizes, promotes
and licenses the Ironman Triathlon. An Ironman Triathlon consists of a 2.4 mile swim, a 112-mile
bicycle ride and a marathon 26.2 mile run that is completed in that order without any break. The race
starts at 7:00AM with a mandatory cut off time of 2 hours and 20 minutes for the swim component, a
5:30PM cut off time for the bike component, and a midnight cut off time for the marathon component.
In its initial proposal, WTC has identified that the swim component would be held at the Boulder
Reservoir, with the bicycle ride largely in Boulder, Weld and Larimer counties ending at Boulder High
School and the marathon along the Boulder Creek Path with a downtown finish. WTC has also requested
city assistance in the provision of city services such as street closures, police services, and traffic
engineering. Preliminary staff research indicates city costs associated with such a race are in the
$100,000 range. WTC has also indicated that it will provide all race coordination and staffing.
From an economic impact perspective, Ironman participants include amateurs from within the host
community, the region and throughout the nation. Because the race is for amateurs, family members and
friends of participants typically travel to the race as support. Ironman race participants often visit a city to
practice on the race course one or more times before the official race. It is anticipated that the local
economy would be positively impacted by increased hotel occupancy and corresponding expenditures on
food and retail within the community. From a television perspective, these types of races are broadcast
on a tape delay.
In the event Council provides direction for staff to continue working with WTC to develop a Boulder
based Ironman Triathlon in 2014 and beyond, staff would intend to return to Council before the summer
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recess with a proposal for its consideration and action. Thereafter, based on the direction of Council at
that time, the 2014 City Manager’s Recommended Budget would take into consideration funding needs
and revenues associated with an Ironman Triathlon.
Copy: Open Space Board of Trustees
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