1i. Gathering Permit-TriathlonCITY OF
CHANHASSEN
7700 k~la~ket Boulevard
PO Box 147
Ci~ani~assen k,~la 55317
Administration
Plone 952227 100
Fax 952227 1110
Building Inspections
Phone: 952227 1180
Fax 9522271190
Engineering
Phone: 952 2271160
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Finance
Phone: 952 2271140
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Park & Recreation
Phone: 9522271120
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Recreatior~ Center
2310 Coulter Boulevard
Phone: 952227 1400
Fax 952 2271404
Planning &
Natural Resources
Phor~e: 952227 !130
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Public Works
1591 Park Road
Phone: 952227.!300
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Senior Center
Phone:9522271125
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Web Site
cisa[!!~asser] rr'~r] us
MEMORANDUM
FROM: Jerry Ruegemer, Recreation Superintendent
DATE: April 19, 2004
SUBJECT: Public Gathering Permit for the Miracle Kids Triathlon
The Miracles of Mitch Foundation is requesting approval of a Public Gathering
Permit to hold a triathlon event on Sunday, August 22, 2004, from 9:00 a.m. to
2:00 p.m. in Lake Ann Park. The triathlon is being planned to honor the
memory and spirit of Mitch Chepokas, a ten year old Chanhassen boy who
passed away after battling a terminal illness. Representatives from the
foundation presented the information to the Park & Recreation Commission on
March 23, 2004. The Commission acted unanimously to recommend that the
City Council approve the public gathering permit (see minutes included in item
la of this agenda).
Tony Schiller is one of the front line coordinators of the event. Mr. Schiller
met with staff, including Paul Oehme, City Engineer/Public Works Director;
Mike Wegler, Street Superintendent; Sgt. Jim Olson and me to discuss many
facets of the event. It was determined that the only way to provide a safe
environment for the participants is to close Lake Ann Park from 9 a.m. to
11 a.m. After 11 a.m., the park would be opened to the general public.
The following is a chronological list of events:
Swimming: Swimming will be the first event, starting at approximately
9:00 a.m. The children will swim exclusively in the buoyed area of the
swimming beach. After exiting the water they will run to their waiting
bikes in the boat launch parking lot.
Biking: The kids will bike out of the park on Lake Ann Park Drive (the
main road). This road will be divided into two with cones from the boat
launch parking lot to the entrance of Lake Ann Park on West 78th Street.
The children will continue biking west on West 78th Street through the
Audubon intersection to just east of the Kwik Trip convenience store. The
children will turn around and continue east on the same route and will re-
enter Lake Ann Park. To provide a safe route for the bikers, West 78th
Street will need to be temporarily closed from west of the entrance to Lake
Ann Park to Prairie Flower Boulevard. The temporary closure would only
The City of Chanhassen · A growing comp, unity 'with clears lakes qualit~ schools a charming do,~,otown thrivi ~g bL~sirresses winding trails and beautiful parks A great pac(~ to live ',,,,,ork and play
Todd Hoffman, Park and Recreation Director
April 19, 2004
Page 2
be from approximately 9:00 a.m. to no later than 11:00 a.m. The road
closure affects a number of residential property owners. The race
coordinator will notify Mr. Mike Gorra of the event and will work out the
logistics if he needs to enter/exit his property during the race.
The other affected residential area is the Walnut Grove neighborhood. The
Carver County Sheriff's Department has identified areas of the course that
need to be staffed with either a deputy or a reserve officer. Sgt. Olson
attended the meeting and feels this route is acceptable provided that these
areas are secured. Residents of this development will be allowed to exit
out of their neighborhood from Prairie Flower Boulevard to West 78th
Street heading west to Galpin Boulevard. They may also exit directly onto
Galpin Boulevard from their neighborhood.
Once the bikers are back in the park, they will continue to the boat launch
parking lot to complete the biking portion of the event.
· Running: Following the biking, participants will run on the trail from
Lake Ann Park to Greenwood Shores Park, turn around, and run back.
Food and Entertainment: After the race is complete, race organizers
would like to have a ceremony, serve food, and provide entertainment.
This component of the event will begin at approximately 11 a.m. and take
place in the Lakeside, Parkview, and Pavilion picnic areas.
The triathlon committee originally wanted to host the event from 11:00 a.m. to
4:00 p.m. I am recommending that the race begin at 9:00 a.m. Having the race
earlier will minimize the impact on the park and the impact on other people
using the park. The race would be completed by 10:30 a.m. or 11:00 a.m., and
would have little or no impact on our normal beach traffic.
Besides the event description, the following conditions must be met for
approval:
1. Reserve the picnic facilities at current 2004 Resident Rates:
Pavilion: $110 - 25% (discount non-profit) $82.50
Parkview: $ 50 - 25% (discount non-profit) 37.50
Lakeside $ 50 - 25% (discount non-profit) 37.50
Total
$157.50
2. Must provide a safe race course with safety cones throughout Lake Ann
Park Drive to separate vehicle and participant traffic.
Todd Hoffman, Park and Recreation Director
April 19, 2004
Page 3
The necessary road closure signage for the course must be obtained
through a company such as United Rentals, and a sign plan must be
approved by the City and Carver County.
4. Gopher State One Call must be notified to locate utilities at least
48 hours prior to erecting any tents or driving stakes into the ground.
5. If additional restrooms are needed, the fee of $85/unit for regular
restrooms and $126/unit for handicapped restrooms will be assessed.
6. A plan detailing how the parking lots will be used during the event and
the traffic flow must be submitted.
If seasonal park maintenance workers are needed for garbage pick up or
cleaning either before and after the event, a fee of $12/hour per
employee will be assessed, with a two employee minimum.
8. Additional refuse containers and/or dumpsters can be provided at
market rate, which will be determined at the time the order is placed.
o
The Miracles of Mitch Foundation must provide a $1 million
Comprehensive General Liability insurance policy naming the City of
Chanhassen, Carver County, and the Minnetonka Public Schools
Community Education and Services as an additional insured for the
event.
RECOMMENDED ACTION
It is recommended that the City Council approve the Miracle Kids Triathlon
for Sunday, August 22, 2004 with the conditions listed above.
ACTION REQUIRED
Approval of this event requires a simple majority vote of those City Council
members present.
g:\park\jerryXMiracleKidsTri athlon
Memo
To:
From:
Date:
Re:
Todd Gerhardt
Sergeant Jim Olson
April 19, 2004
Miraclekids Triathlon
These are my comments on the triathlon:
The closure of West 78th St. is very important from a safety standpoint. It would only
have a direct impact on one person along that section and that would be Mike Gorra.
I think that proper signage will be very important to notify people about the closure
prior to vehicles turning onto West 78th Off of Powers. Paul Oehme and I should
have final say over the number of barricades, style of barricades, and wording for the
closure of West 78%
Todd Hoffman has advised me that there will not be any traffic allowed (except
emergency traffic) into or out of the park while the bicycle portion of the race is going
on. He is also going to recommend that the park be closed to the general public
while the triathlon is going.
There needs to be a volunteer for each parking lot access point to make sure that
somebody does not leave early. The road through Lake Ann is fairly long and has
several access points for parking lots. There needs to be good communication and
coordination (walkie talkies) for race volunteers.
I recommend that there be two paid licensed officers to cover the intersection at the
entrance to Lake Ann and at Prairie Flower. I would also recommend the CSO'S
both work that day. I will also try to get Sheriff Reserves and Posse members to help
with the function.
· Page 1
There should be medical people on scene and an ambulance dedicated to Lake Ann
for the race.
If you have any questions or need further clarification please contact me.
cc: memo book
Page 2
MiracleKids Triathlon
Eve~-~t Overview
What: A one-of-a-kind, 1st Annual Kids (Ages 7-14)Tdathlon Fund Raiser
Benefitinq: Miracles of Mitch Foundation - wwwmiraclesofmitchfoundation.org
Where: Lake Ann Park in Chanhassen, Minnesota
Date: 11 AM -4 PM, Sunday, August 22. 2004
Purpose and Mission: Fulfilling the wishes of Mitchell Chepokas, a miracle kid who is gone but still very much with us in
spirit, the Miracles of Mitch Foundation was formed in order to provide financial suppod to families dealing with the worst
possible event: the critical illness of a child. The motto of the MiracleKids Triathlon is Kids Racing for Kids Who Can't. The
event will serve as a foundation fund-raiser while promoting a summer fitness program culminating with kids participating
in a swim-bike-run, kids-only triathlon.
Presentation and, Staging: Mitch's ~avorite color was Orange. The entire park wilt be emblazoned in bold ()range, with an
unforgettable finish line, huge cheering crowds and OrangeFest -- the celebration picnic-party with 9ames, pictures, music
and fun.
Triathlon Coordinators: foundation volunteers led by triathlon exped and 5.time World Champion, Tony Schiller.
Entrance Requirements: kids who raise pledges of $50 or more will gain entry into the race and receive the MiracleKids
Triathlon Training and Race Guide. This fun and easy to follow body-mind shape-up plan will help kids get fit and ready for
the big day.
All Inclusive Event: Mitch had a big heart for all kids and would want the MiracleKids Tdathlon to reach out to kids
from all backgrounds. For that reason, we have created a Sponsor-a,-Kid Scholarship Program to eliminate the
physical and financial barriers that could prevent some kids from participating.
Sponsor-a-Kid Scholarships: Donor contributions will make it possible [o invite several underprivileged,
physically challenged, and ill children to race (those with special needs will get to race in tandem support with
experienced triathletes so they too can finish). By partnering with organizations serving these groups, we will
invite kids to race. There will be a scholarship contest where kids submit written essays and/or their very own
a~twork depicting why they'd like to race in the MiracleKids Triathlon. Chosen kids will receive free entry, the
MiracleKids Triathton Training and Race Guide, all the equipment they'll need (including a bike they get to
keep), and even transpodation to and from the race. It will be an unforgettable day of Miracles.
Spirit of Play - Not Competition: tn the spirit of Mitch, eve ,ry kid will wear the Number 1 and all finishers
will "break the tape" to earn their MiracteKids Champions Medal. There will be no official timing or record
keeping.
Fro;m: Tony Schiller, co-director, 6580 'Froendle Circle. Cha~fl'mssen, 952-474-3278
Subject: Request fbr City Approva[ for use of Lake Ann Park as host site tbr the I~t
Annual. MiracleKids Triathkm on Sunday, August 22, 2004.
This will be the pertkct use of Chanhassen's signature park. as hundreds of kids ages '7-!4
will be positively turned on io thc joy of' hea/~hy physical activity and being invoh, ed in
community service. The MiracleKids 'Friathlon (swim, bike, rrm) is a one-of-a-kind kids-.
only event that will bring great publicity mad awareness to the city of Chanhassen while
facilitating the on-going work of an important non-profit charity, the Miracles of Mitch
Foundation. based in Chanhassen.
~q~at is being_c~.q3j..cJ;g~c3!? A tier 2(}t7)4, our vision is to have the MiracleKids 'l'riathlon
grow into a fbature event that thc City of Chanhassen will want to fully support in a
sponsoffpartner city role. For our first race in 2004. we simply request your
a_~proval of the Park tbr our race venue so that wc can bring thc event to life.
.~y_~325j_t_y~g.!5?_n_.n..gl_....32i.]:[_bg_j!}~2[ve~c!? II depends. We are prepared to "go-it-atone'" whh
our ha'ge and enthusiastic, ta.ke-.charge team of w~hmteers. There will be incredibly
limited road c:losurc (see below and map), thus minimal need fbr sheriff and public saIbtx
involvement. Of course, we welcome any city emplo3ees or council members
volunteering, and all of yot~ kids are invited to participate in the most tim and healthy
event they'll do this smmner.
'l'he Perfect Vctme: I believe [.ake Ann Park to be among the finesl lriathk:m venues
anywhere, and as a veteran of 200+. triathlons all over the world, that says a lo~. The park
has it all.., maple parking, fantastic thcilitJes, beauty, sandy beech, clear water, and
private lakeshore parkland. I have had extensive discussion with city personnel to
determine the sa:[~st course with the least impact on city traffic,
Minimizing In~act on })ark 1. isers: [ have swtan 3-4 times each week fi)r thc lasl 17
summers in L~e Ann and have noticed that very l~w people visit the p~k on Sunday
mornings. This is especially tree in the late August "dog days" of summer. So we
strategically chose Sunday, Aug 22 as a day that will have the }easl impact on park users.
Thc park will remain open to visitors who want to be included in the tim. Race lhmilics
will begin leaving the park in droves near and befiore the noon hour.
The Course: (see map) After swimming in i,ake Ann, kids will run to the bikes transition
staging area in the fi~r N E ;mu'king lot, then bike out on a coned off right-hand portion of
the right hand lane of the main park road. They' will ex il the park on the W~ 78t~
westbmmd bike trail and stay on the trail to thc turnaround at Prairie Flower where they
will U-turn and return on W. '78~ pedaling eastbound toward the park in the Westbound
lane until they reach the park and return to the transition zone in the coned off right-bmod
portion of the right hand lane of the park road. Then kids will run on the bike trail toward
thc turnaround near Grc, enwood Shores Park and return on the trail to finish neat' thc boal
landing. No roadways will be used fi3r the nm porto:re.
Road Closure: In a meeting between Sergeant Jim ()lson, Mike XVcgter, Paul Oehme.
Je~w Ruegemer and myselh it was determined that the best, salkst and lea~t impact on
city traffic could be made by' closing W.. '7g~ t?om the Park entrance to Prairie Hower~
which will also include closing off access lo W. 78~' I?om the very minimally used
Audubon Rd at }twv 5 and W. 78fl]. East and Westbound mdEc wSll be able to enter and
exit the park on W. 78th from Powers only. Eastbound W. 78th traffic from Galpin Rd.
will be able to access Prairie Flower or remm to Galpim and residents reaching W. 78th
l?om Prairie Flower will be directed west toward Galpin.
Hours of Road Closure: W. 78~ will close at race time: 5¢ AM and reopen 10()% as soon
as the last kids bicycle through the course at approximately 1 l AM.
Parking and Park Road Usc: Nearly 100% of the park visitors R)r Ibc race should arrive
betbre the race starts at 9 AM and will stay throughout lhc l~stivities ending in the eady
afternoon. Volunteers will direct first4n traffic t~ the lots all fl~e way into the park first,
and fill up the k)ts nearest the park entrance last. During the race, traffic will be mininml,
but inbound c~s will be directed to parking nearest the park entrance. Volunteers will
direct outbound park trafl}c to drive slowly using the middle coned off portion of thc
main park road exiting slowly to Eastbound W. 78th. I'his intersection will be patrolled
public safety officers and additional volunteers.
Overflow Parking. we should have enough stalls within the park but will seek approval
tbr use of the extra lot off 78th O1t the Eck property
Voltmtcers: The MiracleKids 'l riathlon has an extensixe committee of'various team leads
(many whom are experienced volunteers) cacb responsible tbr a specific aspect of the
event as well as securing their team of volunteers. 'Fi~is is an extremely salk course but
we expect to have several extra course marshals all along the course.
?qv_i~m_(:?o__.tff_59.J=jJ:~'e_7_?_av~gg...~_[n..~l:.~!:!k~t~i We vvol. tkl like 4 l,ake Ann Ii fe guards on hand
before the race begins l:br safety and confidence fbr all invo!ved. But we also expect to
have upwards of l00 high school swimmers (many of whom have their senior life saving
certificate) lining and tbrming ihe outside wall (deep side) of the swim course in order 1o
keep all kids within the course and safe depth of water.
?ar_K,~ta~ng and,.k;_e.[c)b_!'_a_tjp,_~31 Fhe entire park area will be brightly colored in blaze
orange balloons, banners, flags, and signagc. There will be a great tinish line staging and
awards celebrat'[on with live music? gmncs and distribution ofCtum~pions Medals to
Finishers. Picnic with catered food will be set-up within the Park Pavilion (which can
remain open for concession sales including pedal boats and canoes.
~9.~_i~3_: \¥'e have already, secured ..s"c~,c~al'" local 'il'V and Radio .,rations. that are commilted
:filming mad covering ~]~e event lbr significan! broadc:ast exposure.
I~aLk_S_e?~Up: Volunleers will set-up staging lk)r thc race beginning Saturday morning.
Packet pick-up and course viewing will take place on Saturday ail:ernoon. No road or
parking lot closures will be occur on Saturda3.
~! %~l)0.W~24~_~:.j~g2~J::}::~. ¥ oluntcer ~eams wilt takc care (it' all clean-up beginning
the course as soon as kids finish racing and in the beech and picnic area upon completion
Warning Neighbors: We will distribuling leaflets to invite area neighbors to bike or
down to watch or ~olunteer,~ so as ~o rcdace already small r~sk of road detours.
Help From tt~c Cit5 ofChanhassen: Any of the tk)llowing suppo~ and/or supply items lhe
city has access to would be appreciated; either on a ~'no-.charge" or "rental" basis.
Supplies:
Barricades
Cones
Flags/banners
I)irection signs
'['ables/Chairs
Tents (tbr rain)
l'rash receptacles
PA System
Communication- Radio/cell walkie-talkie
Stage or platlbrm
Truck to move equipmenl:
Temporary fbncing
People:
Public Satkty Officers
k,;mergency Medic~ Techs
Ambulance
f,iib Guards