Memorandum

City of Lawrence

City Manager’s Office

 

TO:

David L. Corliss, City Manager

 

FROM:

Jonathan Douglass, City Clerk/Assistant to the City Manager

 

CC:

Tarik Khatib, Chief of Police

Ernie Shaw, Interim Director of Parks and Recreation

Chuck Soules, Director of Public Works

Bob Nugent, Transit Administrator

 

DATE:

October 31, 2012

 

RE:

Ugly Sweater Run

 

 

Requested Action

Organizers of the Ugly Sweater Run have requested city approval of a Temporary Use of Right-of-Way Permit to hold their event on city streets on December 1, 2012.

 

Background

On October 6, 2012, the Color Run was held in Lawrence. The organizers of the run were pleased with Lawrence as a venue, and have requested permission to hold another event, the Ugly Sweater Run, in Lawrence on Saturday, December 1, 2012. Please see the attached map of the proposed route.

 

Traffic and City Service Impacts

The Ugly Sweater Run would be held the same day as the Lawrence Old-Fashioned Christmas Parade, which is scheduled to begin at 11:00 a.m. The parade by itself is taxing on Police Department resources, as traffic and crowds have to be managed not only in the downtown area but between downtown and the County Fairgrounds, where the horses for the parade are staged. Bob Sanner with the Convention and Visitors Bureau has been working with the Police Department to coordinate the timing and support of the run.

 

The proposed route would require the complete closure of Tennessee Street from 6th Street to 8th Street. Runners would be on the course for about an hour and half, and time would be needed before the race to get the traffic control devices in place. Once the race is complete all activities will be moved into Watson Park.

 

The Police Department has recommended the following conditions be imposed on the run if it is to be held on the same day as the parade:

·        Street closures or any event setup that could impact traffic flow cannot begin until 1:30 p.m.

·        No Lawrence Police resources will be available for assignment to this event due to resource needs to cover both the parade and typical weekend calls for service. The Old Fashioned Christmas Parade already requires more police support than other parades because of the large animals, larger than normal crowds (this is the 20th Anniversary of the parade), and the need to move the horses between the County Fairgrounds and Downtown before and after the parade.

 

The need for law enforcement resources dedicated to the run can be minimized by completely closing the streets along the race route, and detouring traffic around it. This will require a significant number of advance warning signs and barricades, which will have to be provided by a private company at the race organizers’ expense. Based on our experience with the Color Run, volunteers will need to be stationed at every single street and alley intersection to help drivers find their way off and around the race course. We plan to have the race organizers sign an agreement regarding the placement and duties of volunteers, in order to ensure proper staffing. This route should be somewhat easier to manager than the Color Run route because it will not completely encircle a large number of residences.

 

Bob Sanner has been in contact with the Douglas County Sheriff’s Office, and the Sheriff’s Office has indicated their willingness to offer traffic control support to the run. The Lawrence Police Department is agreeable to this arrangement as long as the run meets all of the Sheriff’s Office’s conditions and requirements.

 

If this item is approved by the City Commission, city staff will send notice to properties along and surrounding the route.

 

ACTION:      Authorize issuance of a Temporary Use of Public Right-of-Way Permit for the Ugly Sweater Run on December 1, 2012, allowing the closure of various city streets.