DATE: April 2, 2015
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 Harpeth River Bike Ride sponsored by the Harpeth Bicycle Club on June 20, 2015 in Cool Springs.
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Purpose
The purpose of this memorandum is to outline recommendations for approval of the Harpeth River Ride Event application.
Background
The Harpeth River Ride is an annual event organized by the Harpeth Bicycle Club. The event, which includes four route options for cyclists, is hosted by Nissan and will begin and end at their corporate headquarters on June 20th. There will be a mass start at 7 a.m. with cyclists returning to Nissan intermittently throughout the day. The applicant anticipates 1,500 participants.
Recommendation
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Staff recommends approval of the event application with the following recommendations:
· Applicant will provide a $1,000 refundable damage deposit to City prior to event.
· Applicant will provide a Good Neighbor letter which will be distributed to affected neighborhoods.
· Risk Management:
o Applicant will provide certificate of insurance naming the City as additional insured.
· Police Department:
o Applicant will hire the recommended number of Franklin Police Officers to provide traffic control.
o Due to the sporadic timing for their return to the City Limits of Franklin, officers will not be utilized to provide traffic control on return; riders will obey all traffic laws as instructed by Tennessee State Statute.
o Applicant will work with Williamson County Sheriff's Office for traffic control in areas outside of the City limits of Franklin.
· Fire Department:
o Contact Franklin Fire Department for Tent and event inspections.
· Sanitation and Environmental Services Department:
o Department will coordinate with applicant for clean-up at the main event held at Nissan.