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07.10.13 OSBT procycle-complete CITY OF BOULDER OPEN SPACE BOARD OF TRUSTEESAGENDA ITEM MEETING DATE:July 10, 2013 AGENDA TITLE Consideration of recommendations to the city manager on matters related to the 2014 USAPro Cycling ChallengeRace. 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 open space interests associated with a finish of the USA Pro Cycling Challenge (USAPCC) bicycle race on Flagstaff Mountain. The city is anticipated to submit a proposal for Boulder to again serve as a host venue of a 2014 USAPCC. While the final race course will be determined by the race sponsor in coordination with host venues, it is anticipated that a 2014 proposal for a Boulder leg of the race will include essentially the sameformat and location as in 2012 -ascending Flagstaff Road and finishing at the summit of Flagstaff Mountain. Board input is sought regarding (a) environmental and visitor management/protection measures recommended by staff, (b) the prospect for the sale of water and beer by the race organizers, and (c) OSMP expenses associated with the race. STAFF RECOMMENDATION Staff requests that the Open Space Board of Trusteesmakes a recommendation to the city manager and City Council regarding (a) environmentaland visitor management/ protection measures; (b) the prospect for the sale of water and beer on Flagstaff by the race organizer; and (c) OSMP expenses associated with the race. COMMUNITY SUSTAINABILITY ASSESSMENTS AND IMPACTS Economic –It is anticipated that the overall economic impacts of the race on the community will be positive. Exact revenues will depend on how many spectators AGENDA ITEM 10 PAGE 1 actually come to Boulder. The 2012 race, which had a small and positive economic impact in terms of increased revenue, provided the Boulder community with an international sporting event that commanded international exposure. 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 Cycling Challenge race will be accessible to all who wish to participate. OTHER IMPACTS Fiscal –In 2012, OSMP spent approximately $114,000 to providefor the protection and safety of visitors and environmental values along the route of the Flagstaff Summit finish. If spectator numbers are similar to those of 2012, it is possible that costs for OSMP could be reduced based on experiences gained from lastyear. Given the success of last year’s race, it is also possible that a greater number of spectators may attend the finish which could impact costs. Staff time –To provide for the eventuality of the race,OSMP will include management planning and implementation similar to that of 2012 in the 2014 work plan PUBLIC COMMENT AND PROCESS This item is being heard at this public meeting, advertised in the Daily Cameraon July 7, 2013. ANALYSIS In late 2011, the City of Boulder was chosen as a stage for the 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 adjacent to environmentally important city land managed by OSMP. In January of 2012, race organizers announced anticipated crowds of over 100,000 lining Flagstaff Road to view the highly-anticipated climb to the finish. OSMP immediately began planning for the safety of large numbers of spectators in unfamiliar and dangerous terrain as well as for protecting the land from a level of use never before experienced. While OSMP had never been involved in an event of this magnitude, it embraced the challenge and began planning immediately after the race was unofficially announced. AGENDA ITEM 10 PAGE 2 Staff worked for months coordinating with the Boulder Fire and Police departments, city and county Transportation departments, the Boulder County Sheriff’s Office and Colorado State Police. In addition, OSMP worked closely with both the USAPCCrace 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 and safety for visitors and environmental values associated with OSMP properties located adjacent to and on the race course. All standard and seasonal employees were required to work from 6 a.m. to 6 p.m. on the day of the race, while over 40 regular 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 communication capabilities. Four first aid stations were established at key locations along the route On May 1, 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 corralsand safety measures aimed at protecting spectators, including the strategic positioning of emergencyfirst aid stations as well as OSMP and Boulder Fire Department wildland fire “brush trucks.” On July 17, council was provided and approved final plans for an enjoyable and safe spectator experience as well as protecting key environmental features. Both the city manager and City Council indicated that OSMP would be reimbursed for costs associated with the 2012 race. The decision was made to not allow the sale of any form of alcohol on Flagstaff on the day of the race. While the sale of water was not prohibited, no arrangements were made to do so and a local water vendorprovided free water that OSMP staff and volunteers distributed at the base of the mountain. Since it is anticipated that there will be requests for the sale or distribution of these products for the 2014 race, the city manager has requested the Board’s perspective. 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 recruitedto manage bike corrals and a sheriff deputy at the turnoff to Realization Point, OSMP provided the only staff on the mountain to address spectator safety and management. Bottled water was secured and made available to spectators as they began the climb upFlagstaff 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 30,000 –40,000 watched the finish on Flagstaff Mountain and it was the most successful of any race they had ever held. AGENDA ITEM 10 PAGE 3 %88%',1)28% 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 rd 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, %KIRHE-XIQ4EKI 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 rd advance of Council considering a bid proposal in the 3quarter? %KIRHE-XIQ4EKI 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 %KIRHE-XIQ4EKI