DATE: January 23, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Special Events Advisory Team
SUBJECT:
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Consideration of Event Permit for WillPower 5K on April 14, 2018 in Downtown Franklin. (02/13/18 WS)
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Purpose
The purpose of this memorandum is to outline conditions for the approval of the WillPower 5K benefitting the WillPower Foundation.
Background
WillPower 5K Foundation is a local organization founded by the friends and family of Will NeSmith, a young Franklin resident who suffered a massive brain tumor in 2012. The purpose of the run is to raise funds for awareness of the disease that caused his brain injury. The group anticipates that 2018 will be the final year for this event. Closure of the Square is requested from 5 a.m. until 10 a.m. Other roads involved in the run will only be closed when a large group of runners/walkers are present. Estimated attendance/participation is 800.
Recommendation
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Staff recommends approval with the following conditions:
o Applicant will provide a $1,000 refundable damage deposit to City prior to event.
o Applicant will provide a Good Neighbor letter which will be distributed to affected neighborhoods. Applicant will also post signs in affected neighborhoods at least 7 days before event.
Risk Management:
o Applicant will provide certificate of insurance naming the City as additional insured.
Police Department:
o Applicant will hire the recommended extra-duty Franklin Police Officers to provide security and traffic control. Runners must utilize ALL available sidewalks (where possible).
o Applicant has requested amplification at the stage located in the Courthouse Quadrant of the Square.
o Pursuant to Franklin Municipal Code Section 11-403(3), this is the only locations at which amplified sound will be permitted during this event.
Building & Neighborhood Services Department:
o Small stage will be located in the Courthouse quadrant of the Square.
o 10X10 tents must be weighted down
o Electrical cords must be covered
Sanitation and Environmental Services Department:
o Department will provide extra roll-outs and recycling bins/bags for the applicant to use.
o Applicant shall return all roll-outs (full or empty) and all recycling bags and frames to the alley behind Mellow Mushroom.
Parks Department:
o Applicant must work with department to finalize portion of run that goes by Jim Warren Park.