Routt County Commissioners to discuss Large Special Event Permits Monday

January 17, 2024 Shannon Lukens

By Shannon Lukens.

Routt County Board of County Commissioners are having a work session this coming Monday. It’s to discuss the permitting and approval process for large special events. An example would be the SBT GRVL ride.

The permit under review that needs approval says the large events can have no more than 3,000 participants. It lists how many Routt County miles are affected. It also says riders and runners need to stay in single or double file and as far right as possible on the road when there is traffic. It says vehicular traffic has the right of way unless a uniformed police officer stops traffic and waves the participants through. Non-compliance by participants could result in cancelation or ineligibility of future permits.

The new plan also includes a plan from event organizers on how to handle traffic, how event organizers will let people know about the event, and what signage will be used. The permit also requests a Sanitation Plan, with locations of trash receptacles and toilets, and then when it will be mitigated after the event.

The work session starts at 1 p.m. in the Commissioners’ hearing room in the historic Routt County Courthouse in downtown Steamboat Springs.

The agenda and permit suggestions are below.

Agenda

The discussion on a Revised Large Special Events Permit comes in response to “citizen comments pertaining to the size of some of the special events in the County during the summer of 2023…”

Members of the rural Routt County community have expressed their frustration with the SBT GRVL ride in August. They say they have problems accessing their homes and hay fields and they have been frustrated with riders being disrespectful, going to the bathroom on their property, and lots of trash.

Past Steamboat Radio News coverage

Jan. 3, 2024 — SBT GRVL ORGANIZERS ADDRESS CONCERNS FOR THE 2024 RACE WHICH IS SOLD OUT

Nov. 8, 2023 – SBT GRVL OWNER HEARS FROM MORE ROUTT COUNTY RANCHERS

Oct. 16, 2023 – ROUTT COUNTY RURAL RESIDENTS TALK TO COMMISSIONERS ABOUT FRUSTRATIONS WITH SBT GRVL EVENT

Oct. 13, 2023 – COMMISSIONERS TO DISCUSS SPECIAL EVENT PERMITS MONDAY, INCLUDING SBT GRVL

Sept. 9, 2023 – ROUTT COUNTY RANCHERS ARE ANGRY WITH SBT GRVL CYCLISTS

Aug. 17, 2023 – WORLD CLASS SBT GRVL ROLLS INTO STEAMBOAT SPRINGS

Large Special Event Permit suggestions

Agenda Communication Form

Here is what the permit document says.

ROUTT COUNTY PUBLIC WORKS Large Special Events Permit on County Roads

Applicability: A Large Special Events Permit (Permit) shall be required for all events with more than 1,000 participants that use County roads and shall be capped at a total of 3,000 participants. The Permit shall be subject, but not limited to, the following requirements as determined by the Public Works Department (Public Works) and the Routt County Commissioners (BCC). Applicants shall consult the table below to determine if the event needs BCC approval for the event application.

Should the Large Special Event require BCC approval of the permit applicant shall use the following media to advertise the BCC hearing a minimum of 2 weeks in advance of the hearing advertising the date and time of the meeting:

1. Local News Paper – An advertisement shall be placed in the local newspaper. The ad shall be at a minimum an 1/8 page advertisement.

2. Social Media – An advertisement shall be placed on the applicant’s social media page as well as the Routt County page.

Staff Fees: An application review fee of $200 shall be paid upon application for a Permit. Any staff time required in excess of two hours for application review or event related work shall be billed to the event applicant at a rate of $150 per hour. All invoices for staff time related to application review shall be paid prior to the event. Staff time for other Routt County departments may be billed pursuant to the relevant department’s policies.

Event Requirements:

1. Participants, which term includes the applicant, event managers, promoters, coordinators, employees, agents, and contestants shall comply with all federal, state, and local rules, regulations, and requirements, including the Model Traffic Code as adopted by Routt County.

2. Multi-Day events shall be permitted under one (1) Special Event Permit. All sub-events shall provide the same information required in the Large Special Event Permit. This includes but is not limited to (course pre-rides, runs, drives, shake out rides, shake out runs, social drives, etc.)

3. Evidence of insurance in compliance with the then-current Routt County insurance policy. Public Works may require additional insurance based on the type, size, location, and potential impacts of the event.

4. Riders and runners shall stay in single or double file if space on road is possible and as far right as possible when front or rear vehicular traffic approaches or when site distances are limited for any reason, including terrain. This requirement may not apply if the event contemplates lane closures or a police-patrolled rolling closure.

5. Vehicular traffic has the right of way unless a uniformed police officer stops traffic and waves participants through. Non-compliance by participants could result in cancelation or ineligibility of future permits.

6. It shall be the sole responsibility of the event coordinator to police the conduct of the participants. This includes but is not limited to destruction of private property, trespass, speeding, littering, obstruction of traffic, etc.

7. Recurring events shall apply for a Special Events permit 18 month in advance. This is to confirm that the event does not conflict with other event dates. Non-compliance by participants cold result in cancelation or ineligibility of future permits.

8. Depending on the event, and the impact to the roadway by the event, the permittee may be required to repair, upgrade, or take measures to mitigate impacts to the road as a condition of permit approval.

Application: A complete Permit application, available from the Public Works Department and BCC, shall be required at least sixty (60) days prior to the proposed event. Applicant shall meet with Public Works prior to submission of the application to confirm the completeness of the application. The following information shall be required as part of the event application:

1. Dates of event, description of event, number of participants, duration of event (include pre/post event set-up and prep days), list of permits required by other agencies and municipalities along the event route.

2. A map or diagram of the route, showing all control points, aid stations and or other items in the ROW and any traffic detours. A map of parking locations and number of spaces proposed for participants. Event shall provide a backup plan incase event route is impacted by natural disaster.

3. A Method of Handling Traffic (MHT) in compliance with the then-current Manual on Uniform Traffic Control Devices, including, but not limited to:

A. A description of all road/lane/major intersection closures.
B. A map showing location of traffic signs, flaggers, and other traffic control.
C. Time frame for closures including identification of full or rolling closures.
D. Number of personnel involved with controlling closures (flaggers, marshals, uniformed traffic control, etc.).
E. Primary contact during road closures and contact mobile phone number (e.g. a traffic control supervisor).
F. Detour routes for impacted residents along the event route.
G. Spectator parking and viewing areas.

4. If primary or paved roads are utilized, certified paid traffic control or law enforcement is required.

5. A Communication Plan including, but not limited to:

A. A description of the nature of placement of event announcements (e.g. road banners, store fronts, newspaper ads, social media, special interest groups, post offices, radio spots) separate from the requirements of 5.C.
B. Applicant shall place an advertisement explaining the details of the event in at least one local newspaper of general circulation as required by Public Works at least twenty-one days in advance of the event. The ad shall be a ½ page advertisement and be advertised at least once per week for the three weeks leading up to the event. Ad shall at a minimum include the following:
- a. Dates of event
- b. Times of event
- c. Website of event
- d. Contact info for the event
C. A description of proposed signage to be placed along the event route and/or location informing the public of the event.
- a. Required signage must conform to the following specifications:
  - i. Made of metal or corrugated plastic
  - ii. Dimensions must be at least 3 feet by 3 feet
  - iii. Orange background
  - iv. Lettering at least 4 inches high
  - v. The following requirements may apply to the signage:
  - vi. Type of event vii. Name of event (optional)
  - viii. Date of event(s)
  - ix. Approximate time of the event(s)
  - x. Contact information
  - xi. Event website
- b. Signage must be approved by Public Works
- c. Signage must be posted at least seven days prior to the event
- d. Signage must be removed within 24 hours of the end of the event.
D. An attached medical plan and include the following:
- a. Access for emergency medical vehicles (i.e. ambulance, helicopter landing zones)
- b. Number and location of First Aid stations
- c. List of emergency phone numbers and local hospitals and clinics.
E. Describe communications type and number of equipment type used.
F. Provide main contact with event day phone number.
G. Provide a central communication center for public to communicate issues or complaints. At a minimum an email and phone number shall be provided at the time of application.
H. Provide a schedule and a plan of communication channels with Emergency Services. Schedule shall include meeting with affected agencies 60 days prior to event and 45 days post event. (i.e. Fire, EMS, Local Police, Sheriff, Colorado State Patrol)

6. A Sanitation Plan including, but not limited to:

A. A trash plan describing locations of trash receptacles. Plan should also include post event trash pickup details such as dates, times, etc. post event.
B. A Sanitation Plan (i.e. number of toilets, locations/mileage interval of toilets, schedule of delivery and pick up)
C. Mitigation plan to rehabilitate resource damage (i.e. area closures, revegetation, etc.)
D. Time frame to complete mitigation. This includes but is not limited to:
- i. Removal of signs
- ii. Course markers
- iii. Advertising banners

7. A Community Impact narrative explaining steps taken to reduce impacts to County residents. Narrative shall, in coordination with Routt County GIS, identify the number of properties with addresses that will be impacted by the event route.

8. Proof of coordination with local Emergency Services including but not limited to: affected Local Fire jurisdictions, EMS, local hospital, local Urgent Cares, Office of Emergency Management, local jurisdictions of Police, Sheriff, Colorado State Patrol, etc.

Variable Message Board (VMB): A Routt County VMB for notifying residents of the event dates and location may be required by Public Works or an applicant may include a request in their communications plan for a VMB at their discretion. A VMB shall be billed at $100 per day of planned use. This fee shall be paid prior to the event. Routt County Public works will dispatch and retrieve the VMB at the direction of the applicant for the requested duration. Routt County Public works has the authority to retrieve the VMB at any time if it is needed for emergency use. Applicant shall be refunded any amount previously paid for early retrieval by Public Works.