4.3A. SR 06-06-2016 E04y1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.3A
Agenda Section Meeting Date Prepared by
Consent June 6, 2016 Jessica Miller, Executive Secretary/Deputy City
Clerk
Item Description Reviewed by
Special Event Permit—ERX Motor Park TORC Tina Allard, City Clerk
Race Reviewed by
Cal Portner, City Administrator
Action Requested
Approve,by motion, a special event permit to ERX Motor Park for a TORC race on July 16 — 17, 2016,
subject to the following conditions:
1. The event planner is required to notify surrounding businesses,residents, and organizations.
The city will provide a template of the notice that must be distributed and a list of the
properties to be notified. The event planner must submit an affidavit that the notice was
distributed.
2. Event planner must coordinate traffic control and security with the Police Department and
MnDOT. The applicant is required to have five police officers on-site from Noon until 8:00
p.m., Saturday and Sunday. The applicant is responsible for fees associated with police
personnel on site.
3. Erosion control measures (silt fence, etc.) shall remain in place during event and until the post-
grading is completed.
4. Inspection of the outside area will take place prior to each outside event when there is a tent.
Applicant must contact Fire Marshal Cliff Anderson at 763.635.1110 or 763.238.3489 to
schedule an inspection after the tent area has been set up.
5. No electrical services shall be across any drive or walking surface.
Background/Discussion
ERX is hosting The Off-Road Champions (TORC) race on Saturday,July 16 and Sunday,July 17, 2016.
The event runs from 7:00 a.m. until midnight both days.
Peak attendance for the event is anticipated between Noon and 8:00 p.m. both days. The applicant has
agreed to have five officers on-site during these times. Additional security will be provided by a private
security company hired by the applicant. The security company will provide two security officers and
volunteers will provide additional assistance.
The applicant will have medical staff on-site to tend to non-life threatening injuries. The TORC series will
have an ambulance on-site with medical personnel to assist with more serious injuries.
ERX has agreed to provide additional signage on north Highway 169 south of County Road 33 to notify
traffic when the event is sold out. The additional signage will allow traffic to exit and turn around on
County Road 33 instead of waiting until they've reached the event.
POWERED 6T
Template Updoted 4/14 INAWRE1
Financial Impact
N/A
Attachments
■ Event narrative
■ Race Itinerary
■ Site plans
N:APublic Bodies\Agenda Packets\06-06-2016\Final\x4.3o sr ERX.docx
AW
Nature mfthe Event
ERXhas been selected asahost site for amoff-road truck race July 15-17, 2O1G. The race isapart ofThe
Off-Road Championship (T0RC) Series and will attract the top off-road racers from all across North
America. The race track will be in the 143 acre parcel recently purchased by ERX, directly east of the
original ERX property.The track will be approximately .75 nn||es in length and will essentially follow the
natural terrain,ofthe EKXproperty.
Time ofthe Event
There will besome racing onFh ,h
Friday , but the majority ofthe activity will baonSaturday and
Sunday,July 16 m m and 17 . Racing will occur approximately between the hours of9amand 7prn.
Attendance:
We are anticipating a peak attendance of no more than 4500 people. To track attendance we will utilize
vvristhandsvviihoeriaKnumbers. |fthc45O0personthresho|diome1, vuem/i|| postan "GventSn|dOut"
sign and deny entry.
VVeunderstand that vvecan lift the 4500person limit after completion and acceptance nfaoEAVV.
Traffic:
We are working with MNDOT and a [}3, a MNDOTcer1ified Traffic Control Company, to ensure safe
entrance and exit to the site with Hwy 169.
Number nfParking Stalls (existing&additional)-
On ERX Motor Park Property there are 260 parking stalls on the upper paved lot at, and 200 parking
stalls on the bottom lot nearthe ERX chalet. We also have 1176 parking spots located directly adjacent
to ERXon property owned by Envision (Carlson Family) (PID 758330105) and 1728 additional spots are
also available approximately .25 miles tothe NE on property owned by Pyaisted Companies (P|0
7512O105).
Security;
ERXand the TORCseries will hire a security company tmprovide security inthe vending and spectator
areas.
10800175thAve. NW ° Elk River o MN ° 55330 °vvvvvw.erxmotnrparkzomn
0
Required grading orproperty preparation:
The race course essentially will follow the natural terrain of the property.There will be minimurn
grading unthe straightaways, but will add berms with aclay cap onthe corners for safety. Adetai8ed
plan will bmsubmitted tmplanning with our grading permit application,
There will be minimal grading required to prepare parking areas, site entrances and spectator areas.
° All event structures will be portable, including bleachers, announcing platforms, and vending
tents.
* Safety fences and temporary barriers will be installed to ensure crowd safety.
* Dust control will beimplemented through regular watering sequences.
Removal of Temporary Structures:
In the event that this race is successful and ERX ownership elects to pursue permanent status of such
events, ERX will have 30 days to apply for a conditional use permit. If ERX owners choose to decline on
future events of this nature, ERX agrees to remove the temporary structures to restore the property to
its original condition.
10800175mAve. NW ° Elk River a K4N ° 55330 °vvwvv.erxmntorpark.cum
Miller, Jessica
From: Heidi Goodin <hgoodin@sportechinc.com>
Sent: Wednesday, June 01, 2016 418 PM
To: (Miller, Jessica; McKernan, Darren
Cc: Chris Carlson; tplaisted@plaistedcompanies.com
Subject: TORC Race Special Event Permit Responses
Attachments: ERX Schedule 5.13.16.pdf
Jessica,
Please include the below responses to questions that were asked with the Special Event Permit Application that
was submitted,
`I'he main special event permit application says the event is scheduled for July16 & 17; however, the
narrative indicates "there Nvill be some racing on Friday,_July 15". please provide a detailed race schedule
including main event tinies and expected peak attendance tirnes.
The attached race schedule has been attached. We wN have racing only on July 1611, and 1711". There vvill be
praclice Friday night bull there win be no spectators of 1hai fi-ne, The peak viewing lime will be belween 4pry'],
and bpm or) bath Saturday end Sunday.
pre v-1dc the name of the security; cc)mpany you plan to ].tire to provide security, In the vendingand spectator
security persolinel yov
u plan to hae in attendance from this firm
.n.
areas. Also provide how rnany
Afler speaking viiP') ('apfain McKernan we wN 1-i�re a security company wilh, 2 officials in addition io mn, ieguiar
volunleer securily staff. The TORCI series will have security for the track and racers like they do of cAl of lheir
events around the country, same of fll-nese events have 30,000 people aflencling. The Friendly Buffalo will also
ficive secuiily where alcohol is served.
• Will there be parking attendants for the event:'
Yes, we will have arriple parking &feridonls lo help speci&ors and [.,)orhcipanls parK
• How do you plan. to track attendance during the eventP How will you know when the event has reached
capacity?
1his has been answered in the original narrative. We will uiIize wrustband serial numbers lo (rack
allendance. Once 1he event is sold out we will post "'Event Sold Oui" signs.
'].'he application states event early warning sipgl-is will be placed on I 11�.,)hway 169. '-].'he police Department is
I
recommending; 3 additional signs be added back to f lighway 169/Main Street warning people of the event.
I'he police l)Cpa17tIT1C1`1t would also like the signs to he changed to indicate the event is full once attcridaticc
is at capacity. 'Fhe concern is people will wait in line just to find out the event is full which could create
additional traffic hassles in an already complicated scenario.
We spoke in detail to ap7ain McKemon, the State Patrol, MnDOI, and Q3 (a certified traffic cornpany) we will
include the addificnall signs.
Due to issues addressed by the State patrol after the Red Bull event, the police 1),epartment would also like
to be sure the State patrol has received notification of the event. please provide proof the State patrol has
been notified
Captain McKernor) has been incliucled, or, email rotflcafions to the State Patrol, and MnDO"r regarding
th,K They have been notified.
( aptain NIcKernan would like to have a meeting with the person from the traffic control company in chaqe
of the traffic control for this event prior tea the event. Please contact Captain NIcKernan directly, at
1
763.635.1202 10 SCtthat Meeting Up. 'I'his should be done as soon as possible to ensure all concerns can be
addressed in tirne for the cNrent.
SO up a rueeNg Val 04AM McKemon had Io conco. COMM n-re N Krri vviong Capk)in M(�Kerricjn, I
(A of ymp com:erVli�,,, WC,-M Uddiossed card vwc, did nc,'�ed lo sc, up orofhor rnoetk-)cp.
Please provide more thorough Emergency Action Plan addressing whcthcr or not medical personnel will
lie on site and how non-lifee threatening injuries will be handled (ex: broken leg).
We W of our events al ERX we MUnve mediad staff on We to tend to nori-life hTeNenNg ti lots and Io
delei'rnine if additional ruedial suppod K needed0he TORC sedes WH also have an ars bJonce on site w�th
rriedicol personn(-;I Io ussisl parfi6parls.
Thank you,
HeMi Goodh ExemAbo As AMM
10800 1 A,o. NPN Elk F-Jver, M[ u5330
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ASIGF 9,1116.611BJEeT TO C14ANGE-
Thursday,July 14th
7:OOam-7:OOpm Team Load-In
8:OOam-6:OOpm SponsorNendor Load-In
Friday,July 15th
9:00am-5:00pm Registration(Location:USAC Hauler)
9:00am-5:00pm Tech Inspection
4:OOpm Mandatory Drivers Meeting
5:00pm-7:00pm Practice-All Classes
Saturday,July 16th
7:00am-8:00pm Registration(Location:USAC Hauler)
7:00am-8:00pm Tech Inspection
8 00a Mandatory Drivers Meeting
8 30a Safety Meeting(Fire Safety,Corner Workers,EMT)(Location:TBD)
8 30a Media Safety Meeting(Location:TBD)
9:00am-9:30am Sportsman Practice
9:30am-10:15am Pro Qualifying
10 50a Opening Ceremonies&Live Web Stream Begins
11 00a Stock Truck and Classix
12:10pm 1600 Light Buggy
12:45pm Limited 4X4&Formula 4X4
1 20p 1600 Buggy
1 55p Short Course Karts
2 25p Super Buggy
3:OOpm Super Stock Truck
3 35p Super Truck
4 10p PRO Light
4 50p PRO 2WD
5 30p PRO 4WD
6:00pm-7:00pm 'Autograph Signing at Team Haulers:All PRO Classes MANDATORY'
Sunday,July I 7th
8 00a Mandatory Drivers Meeting
9:00am-10:00am Practice All Classes
10 50a Opening Ceremonies&Live Web Stream Begins
11 00a Stock Truck and Classix
12:10pm 1600 Light Buggy
12:45pm Limited 4X4&Formula 4X4
1 20p 1600 Buggy
1 55p Short Course Karts
2 25p Super Buggy
3:OOpm Super Stock Truck
3 35p Super Truck
4 10p PRO Light
4 50p PRO 2WD
5 30p PRO 4WD
6:00pm-7:00pm 'Autograph Signing at Team Haulers:All PRO Classes MANDATORY'
6:OOpm Gates Closed
ERX SNOWCROSS NATIONAL
TRAFFIC CONTROL PLAN
ELK RIVER, MN loop
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