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HomeMy WebLinkAbout2009 St Croix Events Marathon Contract r CITY OF OAK PARK HEIGHTS - MARATHON AGREEMENT 2009, THIS AGREEMENT is made this day of PA THIS between the CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ( "City "), and the ST. CROIX EVENTS, INC., a Minnesota corporation ( "St. Croix "). RECITALS 1. Marathon. The City hereby authorizes St. Croix to organize and conduct a marathon race to be known as the "Stillwater Marathon" (and/or the "Race ") in order to foster and promote tourism within the City and the St. Croix Valley and encourage commerce within the City. The Marathon will be set up on May 23, 2009 and the Race run on May 24, 2009. 2. The Race. The Stillwater Marathon will include a full marathon race of 26.2 miles; a 20 mile- race course; a half marathon race course; and a 12 kilometer race course. 3. Marathon Route. (See Map — "Exhibit A ") (a) Full Marathon Course. The race will start on Minnesota State Highway 95 (Main Street) with start lines between the Andiamo Main Office and the Oasis Cafe and continue south on Highway 95 through Bayport to 22nd Street. 22nd Street West to Stagecoach. Stagecoach North to 23 (Beach Road). Beach Road to 4th Avenue. North on 4th Avenue to Burlington. West on Burlington to 6th Avenue. North on 6th Avenue to Churchill. West on Churchill to Greeley. North on Greeley to Myrtle. East on Myrtle to Minor. North on Minor to Boutwell. East on Boutwell to Neal. North on Neal to McKusick Road. East on McKusick (using the trail) to Amundson. North on Amundson to Sycamore. Sycamore to Stonebridge Trail. North on Stonebridge Trail to Highway 95. South on Highway 95 to Mulberry Street. East on Mulberry Street to finish line in Lowell Park. (b) 20 Mile Course. Follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to the Marathon Course to finish. (c) Half Marathon Course. Follows the Marathon Course to Myrtle and Owens. North on Owens to Laurel. East on Laurel to finish line in Pioneer Park. (d) 12K Course. Follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to Marathon Course to Myrtle and Owens. North on Owens to Laurel. East on Laurel to finish in Pioneer Park. 4. Startiniz and Finish Line. The Marathon starting line will be on Highway 95 (Main Street), just south of Downtown. Pioneer Park will be the finish line for 12K and Half Marathon. Lowell Park will be the finish line for the 20 Mile and the full Marathon. 5. Limitations. St. Croix agrees that the number of Race participants for all races will be limited to a total of 5,750 participants. 6. Fees St. Croix will pay to the City an impact fee of $500 and will be placed into a dedicated fund for City Park Development and Use Purposes. This impact fee will not be itemized as a separate charge on registration forms or other race related documents. This amount will be remitted to the City by July 1, 2009. 7. Parking Control. The purpose of the Parking conditions is to ensure that businesses and motorists retain parking availability for their customers during the Marathon. To further this purpose, (a) St Croix will: i. Promote remote parking by Race participants by including a parking map and information, along with confirmation cards sent to all Race participants, and on other pre -Race promotional literature. ii. St. Croix will submit a Remote Shuttle Plan for the review and comment of the Chief of Police by April 1, 2009. Race participants will not be allowed to park in parking lots not 2 pre- approved by the Chief of Police.. Shuttle service will end no earlier than 7:00 p.m. on Race Day. iii. Arrange for large parking lots, such as the Andersen Corporate lot or the Washington County Government Center, for the parking of Race participants and connect the remote lots to the Race starting and finish points by remote shuttle. At a minimum, St. Croix will reserve at least 3,500 remote parking spots for use of Race participants and will provide written evidence of such commitments to the City not later than May 1 2009. iv. The parties agree to develop a parking disbursal plan for the finish of the Race that addresses and mitigates parking congestion, in order that normal businesses are not damaged by Race congestion. The plan must be developed by St. Croix in consultation with the Chief of Police and be completed not later than April 1, 2009. 8. Traffic Control Points,. The intersections of all streets and roads on the Race Course (Course) will be controlled by Police or as approved by the Chief of Police, approved and trainedevent staff equipped with proper NSTB compliant safety vests to be provided by St. Croix. Traffic will be allowed to cross the course at every intersection, runner traffic permitting. In addition, Race staff will assist residents with homes on the course in getting out of their driveways and escorting them to the nearest cross street, runner traffic permitting. Residences with homes on the course will receive a direct mailing from St. Croix informing them of specific Race timelines and will be given a direct "hot line" number to reach on Race day. A copy of this Direct Mailing is enclosed as "Exhibit B ". Further, on the night before the Race, St. Croix will attempt to make personal contact with owners of vehicles that appear to be parked on the Race course. This will be done in conjunction with the City Police Department. Every effort will be made to minimize or even eliminate the involuntary towing of vehicles because of the Race. No cars may be towed from City street without the prior approval of the City Police 3 Department; prior to the towing of any car, the City Police Department must be consulted. By April 15, 2009, a Road Closure Plan must be agreed upon by St. Croix and the Chief of Police and shall be attached here to as "Exhibit C ". 9. Garbage and Rubbish Removal,. All garbage and refuse generated by the Marathon, including that left by spectators, will be removed properly and disposed of by sundown on the day of the Race. St. Croix will be responsible to reimburse the City for any subsequent cleaning determined to be necessary by the City as a result of the Race. 10. Portable Toilets. St. Croix will provide approximately 250 portable toilets that will be placed near the starting line, near the finish line, and spotted throughout the course in keeping with Standard Race Requirements. Portable toilets shall also be placed at all Aid Stations to be located at the City. All portable toilets will be removed by the close of business on Monday May 25th. 11. Water Stops and First Aid Stations,. Water and first aid stations will be established at the start, finishes, and throughout the race course in keeping with National Race Standards for marathons. All Aid Station workers shall carpool to any Aid Stations in the City so as to reduce any on- street parking. All on -street parking by Aid Station workers shall be consistent with regular on -street parking requirements of the City. All Race participants must park in the designated locations with shuttle services. 12. Emergency Plan. The Race Emergency Plan will be designed by St. Croix with the assistance of National Marathon experts. St. Croix will actively seek input from the City Police and other local public safety departments for the communities through which the Race will pass, and Lakeview Hospital Emergency Services. The Emergency 4 r Plan must be approved by the Chief of Police for the City and will then be affixed hereto as "Exhibit D ". Further, St. Croix will retain a qualified medical doctor (MD) with expertise regarding marathons to review and approve the life safety aspects of the Emergency Plan. The City reserves the right to review and approve the MD so selected, and St. Croix must provide proof to the City that the MD so selected has been retained for this purpose. St. Croix agrees to authorize the MD to cancel the Race as required to protect the health and safety of the Race participants. 13. Food. Liquor and Vending. St. Croix will not provide commercial food, liquor or vending, nor will they license others to provide these services to race participants in the City. This provision does not prevent St. C roix from providing g food and nonalcoholic beverages to Race participants only and shall be consistent with the intent of this Agreement. 14. Closing of the Course. All barricades and cones shall only be set in place in the AM on the day of the Race and shall be removed and the Race courses closed by 1:00 p.m. on Race day. St. Croix may locate these cones and barricades adjacent to the final race location the day prior to the race, but such placement may not interfere with traffic in anyway. 15. Insurance. Hold Harmless. and Indemnitv. St. Croix agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement; and further, St. Croix agrees to provide to the City evidence of insurance coverage of at least $1,500,000 of combined single limits covering claims that might be brought against 5 them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." 16. Public Information. St. Croix shall make extensive efforts to notify property owners and businesses along the Race courses of any restrictions that might be placed upon their movements during the Race. Leaflets providing this information must be delivered to each such owner by mail one week before the race and ALSO delivered to the mailbox of each owner on the Friday before Race day. 17. Promotional Activities. St. Croix will work with the local Chamber to develop a Race packet that includes information to promote local business and restaurants. St. Croix will also display the City of Stillwater Lumberjack Logo on all promotional advertising, whether in print or web based. 18. Economic Impact Survev. An Economic Impact Survey (the "Survey ") must be completed by a third party experienced in the conducting of such surveys, that will study the economic impact of the Marathon on the economic health of the Stillwater area. The cost of such a Survey, if the proposal is approved in advance, will be paid in equal shares by the City, and St. Croix. The design and development of the Survey and the choice of the third party to conduct the Survey will require the approval of the City, the Chamber, St. Croix and the Stillwater and Oak Park Heights Convention and Visitor's Bureau ( "CVB "). The results of the Survey will be made available to all parties. 19. Hosoitality Bag. The Chamber will be developing a hospitality handout that will include local marketing information and items intended to promote local business. This bag will be distributed to Race participants by St. Croix during the registration process. This cooperation by St. Croix will be done without charge to the Chamber. The 6 bag will be used to distribute St. Croix's Race information as well as the Chamber's materials. 20. Communitv Participation. The City shall work in good -faith with St. Croix I to encourage community participation in Race preparation and Race conduct. 21. Runner Trackiniz. St. Croix will equip each runner with a computerized chip and provide a link for the public to access that information by remote computer. Any kiosk or computer that is established for the viewing of the Race at remote locations will be given access to the website. 22. Police Power. The City reserves the right to shut down the Race in the event the Chief of Police (or his duly designated agent) determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan. 23. Use of Citv Parks. St. Croix may request in writing the use of various City Parks during set up, execution of the Race, and tear -down. The City shall endeavor to facilitate such use subject to prior reservations of record and that St. Croix agrees in all situations to allow continued casual public use of the Parks during this period. St. Croix use of City Parks may not impede to general enjoyment of City Parks by the public. 24. City Costs. St. Croix must reimburse the City for all costs incurred by the City to allow such Race, including but not limited to City Police Department, Public Works Department, and Fire Department and as needed to safely conduct and maintain the Marathon and supporting events. A refundable cash deposit of $3,000.00 must be made to the City by St. Croix no later than May 1 2009. This amount shall serve as a security to 7 the City and shall be reimbursed to St. Croix at such time St. Croix pays to the City all costs incurred by the City. The City shall invoice St. Croix within 60 days of the Race for all City costs incurred for the Race. 25. Naminp- Rights. Rights to the name "Stillwater Marathon" and any logo or brand developed for the Race will remain the property of St. Croix. Registration of the name or logo as a trade name or trade mark is reserved in St. Croix. In the event that the event is abandoned by St. Croix, St. Croix will convey all rights to the name and logo to the City of Stillwater for nominal consideration. 26. Term The term of this Agreement will be six - months unless terminated earlier by the City on public safety grounds. In the period immediately following the Race, the City agrees to meet and confer with St. Croix, the Chamber, and the CVB in order to evaluate the impact of the Race on the community. If the evaluation reveals a positive impact on the community, the City agrees to consider subsequent contracts. The evaluation process must be completed by September 30, 2009. 27. MNDOT / Washington County. This Agreement shall become immediately void and St. Croix Events may not hold the Race in the City unless and until it provides a copy of its written permission / agreement document from both the State of Minnesota and Washington County. Copies of these documents must be provided to the City not later than May 8 2009. Upon the receipt of these documents, these documents shall be affixed to this Agreement as "Exhibit E ". 8 IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. ST. CROIX EVENTS, INC. By David Eckbejg. � Its President STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this � day of 2009, by David Eckberg, the President, the duly authorized agent for ST. CROIX EVENTS, INC., a Minnesota corporation. gg] '�.-1 Mary Pu�ic 2 o a eig is Da i e s Mayor TT nc J son , Its ty Administrator 9 STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of April, 2009, by David Beaudet, Mayor, and Eric Johnson, Administrator, for the City of Oak Park Heights. Notary Public 10 Exhibit A Route Map I 11 G Page 1 of 2 oogle Maps I Get Google Maps on your phone `n Text the word "GMAPS "to 466453 �- Maps _ _....__. � `r`kJ,(.I .. -__ r4`r`) =��,Ni �' "., _— _- _._ -.._ �_._X�, .. :�C':�y ����� ..., -- •r - - -` r ya r Big _o�ar:ieilan 1 'i P J = r fv`` . y,.s - ' C' ,...,,. ,r .� - . •aj .� �� -:-. -� "� ..` -..- -, r ., _. _ . �rCJ7i�'r Ltda --- ; �e`VyllhtC'`v '. • �Piiu'Fbirii`� - -•',.,,' " Car F�` . , .: .s•° :._,:�< ,�� - �.�', ra+ 2vx"_.t r ' € , !� ' f p-x ' I " ��� (V t - -:: • - _ I:'. �'' ' ~ •' , fie. , . 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Marathon Finish Line Tent - C -V Hazel S' E _j PCplJT.!7 N'N'Sw L J R„� It J Z F7 ' t e St R� Cw 35 St Croix Ave E St Cro' I Ave IN Fr LLJ I w Stilhmater Ave E 'ilAyatar Jere N1 „ Z Z I YAWns St W j f As pen 11, S Eim St W t I tA. _J Z I lop _1" Hirkor y Kt ELI- & yhf 41a e Houlton 96 C lot ov , 1A. S 'S L S"'r n --W IZ h�u I T T, _ Zr t S, aint, r= OR Ripye S*L i �95 'a ll http://maps.google.com/maps?f=d&source=s-d&saddr=Broadway+St+...61306,-92. Page 1 of 2 Exhibit B Direct Mailing 12 �` L\IY T 1 IIV \C� Gr- iTitiCSS• �TILLVVAI'�k ••113ARATH ®N•• May 7, 2009 On Sunday morning May 24 the Inaugural Stillwater Marathon will take place. The race roster includes the Marathon; 20 Mile, Half Marathon and 12K. If you are receiving this letter your house or property is on or near the actual course. We are working with local law enforcement staff to minimize the impact of this event on residents. We are enclosing a map for your use illustrating the course. The races start at 7 a.m. that Sunday morning with the start line in the vicinity of the Oasis Cafe just south of downtown Stillwater. Routing through Bayport, West Lakeland, Baytown, Oak Park Heights, Stillwater and Stillwater Township the races end in either Pioneer Park (12K and Jon Francis Half Marathon) and Lowell Park (20 Mile and Marathon) in Stillwater. Set up will take place on Saturday May 23 but will not impact residents. The races will start at 7 a.m. May 24. Here are some important "impact" times for areas as listed below. There may be temporary road closures to accommodate the runners. Law enforcement will be in place to assist with traffic. Location Start Clear Sunnyside area 6:30 a.m. 7:15 a.m. 56th Street No. /Stagecoach Tr. 7:15 a.m. 8:45 a.m. Paris Avenue & Orleans St. 7:20 a.m. 9:00 a.m. As the runners move through your area on the morning of May 24 event staff and law enforcement personal will be on hand to facilitate their movement. Intersections will be controlled with coning on the streets guiding the runners. The course will be cleaned, the cones removed and everything back to normal by sunset the evening of May 24. It is traditional for local residents and fans to line the course and support the participants as they run through the neighborhoods. Over twenty five local non - profit groups are using this event as a fundraiser. Please feel free to contact the Stillwater Marathon office at 651- 430 -2306 if you have any questions. We are looking forward to making this a safe and enjoyable community event for participants and residents. P.O. Exhibit C Road Closure Plan 13 �. ,.. POLICE DEPARTMENT CITY OF OAK PARK HEIGHTS - 14168 Oak Park Blvd. N. • P.O. Box 2007 Brian DeRosier Oak Park Heights, Minnesota 55082 Chief of Police ® Telephone: (651) 439 -4723 Fax: (651) 439 -3639 Emergency: 911 April 30, 2009 Dave Eckberg St Croix Events P.O. Box 311 Stillwater, MN 55082 Mr. Eckberg; I have worked on the traffic plan for the areas within the City of Oak Park Heights to determine the location and. need of barricades, and volunteers you requested to use assisting traffic direction in low traffic areas. This is for the areas well after the start of the race. The start areas are expected to be handled by law enforcement, and that plan is still in progress with all agencies involved. At the meeting of April 10 you were still giving out google maps that indicated the route to be Stagecoach Trl. to 59 St. This is not the route that was agreed upon back in March of 2009 by you after my recommendation. The approved route will be Stagecoach to 58 St. N. Please ensure that you have correct maps made, and that the command center for EMS is also aware of this. If the barricades are 15' or longer I believe you should be able to get by with only one per road along With a person directing traffic. This is not per intersection, rather one per road being blocked. In one . case specifically there are 2 sides of an intersection being blocked which will require 2 barricades and volunteers. This also is with the understanding that the volunteer must stay in place at all times. Any rest breaks will need to have a replacement volunteer respond. If the barricades are shorter, plan 2 per location. The following are locations to have barricades set up / dropped: Upper 56 St. and Stagecoach Trail — on Upper 56 St. Stagecoach and 59 St. — on Stagecoach blocking shoulder and turn onto 59 St. 58 St and Penrose Ave -on both sides of 58 Street on Penrose. 58 St and Peller Ave— on Peller on the South side of 58 St. 58 St and Peller Ave— on 58 St. West side Peller Ave. Park Entrance Drive and 59 St. Upper 61 St and Beach Rd — on 61 St West side Beach 62 St and Beach Rd — on 62 St West side Beach Paris Ave and 62 "d St. — on Paris Ave North of 62 St. — this location should not need a volunteer. Paris Ave and Beach Road — on Paris Ave West side Beach Rd. — this location should not need a volunteer. 63 St. and Paris Ave —on 63 St West side of Paris Ave Upper 63 St and Paris Ave — on Upper 63 St West side of Paris Ave 64 St and Paris Ave = on 64 St West of Paris Ave The minimum numbers of barricades, provided they are at least 15', would be 14ea. You will also need to provide a minimum of 12 volunteers for traffic. Again these are minimum needs and more may be required as traffic flows dictate. I planned this amount for normal Sunday morning traffic patterns, as there has been no prediction of increased traffic due to spectators from you or your planning staff. As yo-u have agreed you will also be required to "cone" the route prior to starting. This should be done with a planned distance between cones of no more than 15'. I have not indicated barricades or volunteers at personal resident driveways along the route. I would not expect frequent traffic from individual driveways. If you do, you should plan for volunteers at - each driveway also. I also remind you all volunteers directing traffic must be properly trained and must wear NTSB approved safety vests. Please send me verification of the training and list of names of those volunteers that will be assigned in the City of Oak Park Heights. This is a requirement of your contract with the city. I have not received a copy of the permit from the State of MN for closure of Highways 36 and 95 for the start of this event as is required in your contract with the city. I have also not received a copy of your emergency plan as required in the contract. Oak Park Heights Police will be controlling the intersections of: Exit ramp from Hwy_ 36 East to Beach Rd. Entrance ramp from Beach Rd. to Hwy 36 West _ One officer is not specifically assigned to a location at this point, and will assist as needed within OPH . This is expected to be in the area of the North intersection of Beach Rd and Hwy 36 overpass'or. 65 St. and Paris Av; but may move.as needed or determined elsewhere. Our officers, have also been requested by SWPD and WC to assist them after runners have cleared the OPH area. Thank you, Brian DeRosier Chief of Police CC: Eric Johnson, Administrator OPH Exhibit D The Emergency Plan 14 STILLWATER MARATHON CRISIS PLAN 2009 STILLWATER MARATHON CRISIS PLAN Table of Contents Emergency Telephone Numbers .................. ............................... 2 Crisis Management Procedures .................... ............................... 3 • 1 St to Respond Emergency Protocol ..... ............................... 4 -6 • Major Event Protocol ...................... ............................... 7 • Comprehensive Delay -Cancel Protocol . ............................... 8 -11 • Site Supervisor Emergency Protocol ..... ............................... 12 • Site Supervisor Emergency Checklist .... ............................... 13 On -site Emergency Situation Analysis ........... ............................... 14 Types of Emergencies .............................. ............................... 15 Lost Child Protocol ................................. ............................... 16 Incident Report ...................................... ............................... 17 -18 ContactSheet ........................................ ............................... 19 Media................................................. ............................... 20 -21 • Security Media Reference • What to Know About Media • Media Do's and Don'ts General Information and Notes .................... ............................... 22 © Twin Cities Marathon, Inc., 2008 5/5/2009 - 1 - EMERGENCY TELEPHONE NUMBERS Emergency Police /Fire /Medical /Sheriff or State Patrol 911 Stillwater Marathon Medical Emergencies 651- 351 -4900 KAREI 1 Weather Line 763 -512 -1111 (recording) FBI Non - emergency 612- 376 -3200 Stillwater Police Department Non - emergency 651- 351 -4900 Stillwater Fire Department Non - emergency 651- 351 -4950 Washington County Sheriff Non- emergency 651- 351 -4900 NSP 800- 895 -4999 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -2- CRISIS MANAGEMENT PROCEDURES 1. Volunteer or supervisor takes action necessary to create a safe environment, notifies authorities as needed, and alerts sight supervisor (see 1 S ` to Respond Emergency Protocol). ■ 911 ■ Medical Director (if applicable) Channel 1 Emergency & Course Medical ■ Other Police ■ Site Supervisor (Head Marshal, Chair, or Director) 2. Site Supervisor follows up assures the volunteer has taken correct emergency action (see Site Supervisor Emergency Protocol). 3. Site Supervisor contacts following in order: • Executive Director • Race Director • Appropriate Division Director 4. Directors arrive on scene. Team obtains facts, conducts "On -site Situation Emergency Analysis." 5. Complete Incident Report Form where necessary. 6. Team takes any needed further action. 7. Contact other staff and initiate on -site and media procedure as appropriate. 8. Alert all volunteers to direct media inquiries to Marketing and PR Manager on the Staff. MPR/ED provides a simple statement to security and appropriate departments on procedures for responding to any incident inquiries. Follow -up Procedures (Post Event): 1. Team meets at the Stillwater Marathon/St. Croix Events, Inc. offices: ■ 423 South Main Street; Stillwater, MN 55082 651- 430 -2306 2. Director presents facts. Team develops strategy and key messages. 3. Formulate basic media strategy and prepare spokesperson. • Marketing and PR Manager drafts internal fact statement, as they are known at that time. • Distribute to security for communications. Develop external statements if necessary. For each piece, note date and time. 4. Consider existing and realistic internal communications. 5. Monitor situation. Update directors with internal and external statements as necessary or on established timetable. 6. Determine when next internal meeting time and place. 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -3- lst TO RESPOND EMERGENCY PROTOCOLS Iniury or Death of a Participant or Spectator on Race Dav All accidents or incidents including injury or death shall be handled according to the following protocol: 1. Immediate notification of the Emergency Service/Police shall be made by telephoning "911 ". A land based phone will be used if possible and the caller must make note of the exact location of the incident. The marathon official discovering the incident should stay with the injured person and designate one person to make the telephone call. 2. Through the Marathon's Medical Communication Network (Channel 1 Emergency & Course Medical), notification should be given for medical assistance from the closest Medical Team Member, if possible and reasonable under the circumstances. If not, the person responding to the incident shall exercise reasonable efforts to offer first aid and /or other appropriate assistance. Marathon volunteer personnel shall always defer to authorized Medical Emergency Personnel. 3. Notify Site Supervisor (Head Marshall, Chair, or Director) 4. In the event of an accident or injury situation, after care has been rendered, Marathon Officials should attempt to obtain statements from all witnesses; at a minimum obtain name, addresses and telephone numbers of witnesses. Use the Incident Report Form if possible. 5. The Medical Director and Medical Team are headquartered at the Finish Line Medical Tent on marathon day and the finish line of the Saturday Events on the day preceding the marathon. In no event should any Stillwater Marathon volunteer talk to the press, members of the public, runners or other Volunteers about any emergency incident. Communication should be made only to the volunteer's direct supervisor who should in turn contact the Marathon Medical Director through the Medical Director's Communication Network or in person. Major Event Protocol (page 7) should be followed in the Finish Area. 6. Any communications required with the press shall be made jointly by the Executive Director of Stillwater Marathon and the Medical Director only. No other volunteer is authorized to talk to the press, members of the public, runners or other volunteers about any emergency incident. Communication should be made only to the volunteer's direct supervisor who should in turn contact the marathon Race Director, Medical Director and/or President or Executive Director through the established communication network. Marathon personnel should not discuss incidents between or among themselves, their family members or other Marathon volunteers except on a "need to know" basis in order to complete the Medical Director's injury reports or other forms, or otherwise to answer questions of the Medical Director or his/her designees. 7. Marathon personnel shall always give their name, address and telephone number so that appropriate investigators may follow up. Incident Report Forms are completed where necessary. 8. Anv reauests for interviews of statements from investis_ ators or insurance aersonnel shall first be referred to the Executive Director or President. © Twin Cities Marathon, Inc., 2008 5/5/2009 -4- Y PROPERTY DAMAGE All accidents or incidents involving property damage only shall he handled according to the following protocol.• 1. In the event of property damage and personal injuries, the protocol above dealing with injuries must be followed first and injured persons cared for before attention be given to damaged property and Marathon personnel shall always allow emergency personnel to take control of the situation. Then this protocol should be followed. 2. In the event of property damage only, police shall be notified by the Marathon volunteer first noticing the damage. The Marathon volunteer shall stay with the damaged property until a police officer arrives and assist the police officer in making an official report. 3. The Marathon volunteer shall report to his /her Site Supervisor the extent of any damage to property, describing it in detail and taking names, addresses and telephone numbers of any witnesses to the damage. 4. A full report shall be made by the Marathon volunteer and the Site Supervisor (Head Marshal, Chair, or Director), forwarding the report to the Stillwater Marathon office, attention: Race Director. 5. The Marathon Race Director shall consult with the Executive Director to determine that appropriate insurance company notification is made on a timely basis. 6. Damaged property shall be removed only after Police Department officials have concluded their investigation and approved the removal. (e.g. automobile towed or pushed out of a public street.) 7. Marathon personnel shall always give their name, address and telephone number so that appropriate insurance investigators may follow up on property damage investigations. Incident Report Forms are completed where necessary. 8. The protocol above dealing with personal injuries shall apply to property damage with respect to any communications with the press. No such communications are authorized by Marathon volunteers except by the Stillwater Marathon Executive Director. With respect to property damage only, the Medical Director and his/her staff need not be involved. 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -5- T Other Incidents 1. In the event of eminent danger to participants, volunteers, or spectators immediate notification of the Emergency Service /Police shall be made by the Marathon volunteer f rst noticing the incident by telephoning "911 ". A land based phone will be used if possible and the caller needs to make specific note of the location of the incident. 2. In the event the police have been notified, the Marathon volunteer shall stay at the sight until the police arrive and j assist in making an official report. 3. The Marathon volunteer shall report to his/her supervisor (Head Marshal, Chair or Director) the incident, describing it in detail and taking names, addresses, and telephone numbers of any witnesses. 4. The Site Supervisor (Head Marshal, Chair or Director) shall take action to correct the situation and /or notify the Marathon Chair or Director responsible for that area using the radios or cell phones. i 5. When appropriate, a full report shall be made by the Marathon volunteer and his /her supervisor to the Race Director. 6. The Race Director or Executive Director will assure that appropriate follow up action is taken including timely notification of the insurance company if appropriate 7. Marathon personnel shall always give their name, address ad telephone number so that appropriate follow actions can be taken. Incident Report Forms shall be completed where necessary. The protocol above dealing with incidents shall apply with respect to any communications with the press. No such communications are authorized by Marathon volunteers except by the Stillwater Marathon Executive Director. i I I © Twin Cities Marathon, Inc., 2008 5/5/2009 -6- Major Event Protocol Stillwater Marathon, in compliance with current HIPAA laws, has created the following protocol regarding major incidences including the death of a participant. During the Race 1. During and after the initial incident, regular Emergency Protocol should be followed including completing Incident Reports. Remember; do not talk with the media. 2. The Medical Director shall notify either the Executive Director, the Race Director, or the Race Operations Division Director of the incident. The notified individual will then in turn convene a meeting of all available from this list to discuss next steps. The Marketing and Public Relations Manager should also be notified at this time, and take part in the meeting. 3. If paging the family is necessary in the finish area, the family name will be paged to go to the Info Booth located near the intersection of Sam Bloomer Way and Myrtle Street. Either the Race Director, Race Operations Division Director or designee will notify the Info Booth personnel to call them when family members have arrived. 4. In order to accommodate additional family members that may arrive at the finish area after the initial paging is complete, the procedure will be to escort them to the Family Medical Info Tent where more information is available. This may mean that properly credentialed officials are contacted in order to escort family members through a secure area to reach the Family Medical Info Tent. The Communications group uses different identifiers in their system to locate runners — in this case, they will use the term SEE MEDICAL DIRECTOR. 5. Only the Executive Director may speak with the media regarding the incident. A formal statement will be drafted, and a press release will be created by the Marketing and Public Relations Manager with help from the Medical Director and Executive Director. 6. The Board President (Vice President if President is unavailable) will take the lead in taking care of the family members after they've met with the Medical Director. Either the Elite Tent (if clear) or a tent located near the Operations Command Center (Stillwater City Hall) will be used to accommodate the family. After the Race 1. The Race Director will follow up with all involved parties by Tuesday following the race to collect Incident Reports. 2. Any additional contact with the media will be through the Executive Director only. 3. The Stillwater Marathon staff will schedule debriefing sessions to be conducted within 2 weeks of the incident if possible. 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -7- Comprehensive Cancellatioii/Delav Plan — Race Week and Race Dav Inclement weather warnings prior to Race Day shall he handled according to the foiiowing protocol: 1. Stillwater Marathon will use its web site, media partners, and other media members (both radio and television) as a warning system to inform runners that higher (or colder) than normal temperatures are expected and what steps to take in preparing for Race Day. A separate media plan is available, and will be updated depending on the weather forecast. All Race Day Volunteer information should include which media members will have the information needed by volunteers during race weekend. All messaging during the week will be crafted by the Executive Director and Marketing and Public Relations Manager, and distributed to Division Directors if necessary. 2. During Race Week, Stillwater Marathon officials (either the Race Director or someone designated by the Race Director) will be in contact with the National Weather Service for continuous updates. 3. All city officials (Stillwater, Bayport, Oak Park Heights, West Lakeland and Stillwater Township) will be put on notice by the Race Director of potential emergency meeting — schedule TBD. 4. Additionally, a half -page information piece may be printed and stuffed into the race bags at packet pickup along with signage at the expo. The Race Director will coordinate this with Rules and Officiating (for wording) and the Events and Services Team for placement into the race bags. 5. Day -by -day plan (in most cases, the Race Director, Race Operations Division Director, or a designated Race Operations Official will be the lead at meetings or for communications with other groups.) a. Starting Monday, Race Officials will stay in contact (as needed) with Apres Party Rental and the Stillwater Parks Department for any issues involving setup at either Pioneer Park or Lowell Park. This person would normally be the Race Director, but may be designated to the Finish Logistics Chair. b. Wednesday — continue updating Apres and Stillwater Parks to evaluate readiness with setup. c. Thursday — continue updating Apres and Stillwater Parks to evaluate readiness with setup. Race Operations Officials meet with to discuss potentially adding an information meeting for runners during the expo. This could be part of the regular course question and answer sessions. d. Friday — Race Operations Officials meet with Stillwater officials to evaluate weather situation and possible factors involving potential set up changes. This meeting should take place between 7pm and 9pm in order to allow for the most current weather assessment and the most up -to -date forecast. e. Saturday — Regularly scheduled 4:30pm Race Operations meeting at the Gazebo in Lowell Park to discuss any issues including impending inclement weather. An emergency planning meeting may be called by the Race Director to discuss possible factors involving canceling the marathon and the sub races or to communicate a plan in the event that inclement weather arrives during the races. This meeting will be set by the Race Director for between 5:30pm and 7pm in order to allow for the most current weather assessment and the most up -to -date forecast. Participants need to include: City of Stillwater Police, Washington County Sheriff, Bayport Police, Oak Park Heights Police and Minnesota Highway Patrol, Lakeview EMS Management and Key Race Operations Officials. f. The Medical Director will convene the meeting to make a formal decision regarding cancellation. Staff and if necessary, Board Officers will be brought in to make sure they are informed with the steps that will be taken. The timing of this meeting is TBD depending on the circumstances. See Inclement Weather on Race Day section for specific procedures. 6. A comprehensive communication plan to notify volunteers in the case of cancellation will include: How to communicate with Race Day Volunteers. Key Volunteer Division committee members will assist in emailing and calling volunteers where possible. Division Directors need to work with Chairs and Captains to notify committee members and help notify the race day volunteers where needed. If cancellation takes place during the night when notification will be difficult, the media partners will be a key to helping update the public. 7. The comprehensive media plan covers notification of the community at- large; including runners, spectators and volunteers. © Twin Cities Marathon, Inc., 2008 5/5/2009 -8- Inclement weather on Race Day (Sunday) shall be handled according to the following protocol: 1. The Stillwater Marathon Executive Director (or designee), Race Director, Race Operations Division Director, Officiating and Results Chair, and Events & Services Division Director will be in communication with the USATF Referee regarding potential inclement weather prior to the start of the marathon. 2. If an impending weather situation is apparent, the committee shall convene at 5:30 a.m. at Stillwater Marathon /St. Croix Events office and make a determination whether to delay or cancel the marathon and sub races based on information obtained by the National Weather Service. The specific criteria used to delay or postpone the race shall be: • Lightning -If you can hear it, clear it. Resume in 30 minutes after the last thunder or lightning. • Heat -The race will be cancelled if the wet bulb globe temperature at the start of the marathon is > 69° F. • Cold -The race will be cancelled if the ambient temperature at the start of either race is < -15° F. • Ice -The race will be cancelled if the roads are icy and traction is deemed unsafe. *Wet bulb globe temperature considers effects of temperature, humidity, and radiant heat. A single index is computed using a weighted mathematical formula. The flag system used by the Stillwater Marathon for the marathon and sub races for WBGT is: White Flag = Hypothermia Risk, <50 °F; Green Flag = Low Risk, 50 °F- 58 °F; Yellow Flag = Caution, 59 °F -63 °F; Red Flag = Extreme Caution, 64 °F -68 °F; and Black Flag = Extreme Risk, >69 °F ( "Event Cancellation Threshold" = 69 °F). Additional information used to decide shall include, but not be limited to: • How acclimated to the conditions are the participants? • What time did the weather report come in? • What areas are affected? • How long will these areas be affected? • Is there a risk of potential danger to event participants, spectators, or volunteers? 3. Based on information from the National Weather Service, if the committee determines there is risk of potential danger to participants, spectators or volunteers, the start of the race will be delayed until it is deemed safe to start the race. The marathon may be delayed no longer than 2 hours for a start time of 9 a.m. 4. External messaging to Stillwater Marathon website, media partners and other media outlets will be created and distributed by the Executive Director and Marketing and Public Relations Manager. At the Start Line: 5. If the start of the race is delayed, announcements will be made at the start line area and in any adjacent staging area. The start area will be evacuated and all participants, spectators and volunteers will be advised to seek shelter. 6. Periodic updates will be provided to participants on the weather condition through various media partners. 7. Once it is determined safe to start the race, area assessments will be conducted to ensure safety prior to race start. These assessments will include: assessing the area around the start lines to ensure barricades are in place and the streets are free from debris, assessing the course to ensure it is free from debris, assessing the finish area, contacting local police. © Twin Cities Marathon, Inc., 2008 5/5/2009 -9- Along the Course: 8. If the start of the race has been delayed, the Course Director will be responsible for contacting Head Marshals regarding any decisions to delay the start of the race. The Aid Station Chairs are responsible for contacting the Aid Station Company Captains. 9. Head Marshal shall contact Course Marshals in their respective areas and advise them to seek shelter. 10. The Course Director will keep Head Marshals apprised of the status of the race start. Head Marshals shall inform Course Marshals in their respective areas. Aid Station Chairs or Captains will keep company aid station captains apprised of status. 11. Should a severe weather condition occur on the course: all volunteers, spectators and participants are encouraged to seek shelter in a building or in cars. The Head Marshal needs to report the current status of the protection and road conditions to the Course Director, Course Logistics Chair or Race Director. Evaluation of the course status can include obstructions in the roadway precipitating the need for re- routes (ie trees or power lines are down), the condition of barricades and Mile Markers, and any other items that may impede the progress of the race. At the Finish Line: 12. In the event the start of the race is delayed, the Finish Line, Finish Line Logistics, and 27` Mile Chairs shall notify all finish area captains, who will take the appropriate action. 13. Should a severe weather condition occur at the finish area; all volunteers, spectators and participants will be encouraged to seek shelter. Buildings could be used if necessary. 14. The Finish Line Chair will be keep all finish area volunteers appraised of the status of the race start. General: 15. If an evacuation of the events is imminent, the proper authorities will be notified to help with the evacuation (depending on the locations involved). An assessment will be made to determine if there were any weather - related injuries or deaths. Local authorities and the Race Operations Committee will determine clean -up efforts jointly. 16. The safety of the volunteers as well as participants and spectators is of primary importance. The volunteers need to take shelter in their cars, the Stillwater Marathon buses, or nearby homes in the event of dangerous conditions. 17. Any communications with the press regarding a weather related incident shall be made by the Executive Director. Stillwater Marathon volunteers are not authorized to talk to the press. Communication between members of the public, runners or other Volunteers about any emergency incident should be limited to instructions or other communications relating to how to deal with a situation. Marathon personnel are asked not discuss incidents between or among themselves, their family members or other Marathon volunteers except on a "need to know basis" to complete the Medical Director's injury reports or other forms, or otherwise to answer questions of the Medical Director, Marathon President, or Executive Director. 18. Marathon personnel shall always give their name, address and telephone number so that appropriate investigators may follow up. 19. Any requests for interviews of statements from investigators or insurance personnel shall be referred to the Executive Director. i 0 Twin Cities Marathon, Inc., 2008 5/5/2009 - 10- i i 0 Twin Cities Marathon, Inc., 2008 5/5/2009 Site Sunervisor Emereencv Protocol 1. Supervisor determines if the situation poses an immediate safety hazard to self, volunteers, spectators or participants. If yes, have authorities been called? 2. Supervisor determines if a medical situation is present. If yes, has medical been contacted? 3. Supervisor determines if incident requires police presence. If yes, have police been contacted? 4. Determine if the police need to be contacted and if specific location police protocol needs to be followed. Call 651- 351 -4900 for Non - Emergencies. 4. Supervisor contacts appropriate Race Official: • Medical Director (Radio Channel 1 or Emergency Cell Phone) • Executive Director • Race Director 6. Supervisor takes appropriate action to stabilize or correct the situation. 7. Supervisor records facts regarding situation including names and number of witnesses. Incident Report Form completed where necessary. 8. Supervisor stays involved until relieved by Directors. 9. The Medical Director, Executive Director, or Race Director determines next steps based on information from security and witness. 10. Stillwater Marathon Race Officials (including the Executive Director, Race Director, Marketing and Public Relations Manager analyze: • Current Situation • Conduct Emergency Situation Analysis (attached). • Write down facts (see attached security report). • Determine fact - update schedule. 0 Twin Cities Marathon, Inc., 2008 5/5/2009 - 12 - Site Supervisor Emer2encv Checklist • Assess situation • Dial 911 if an immediate safety hazard • Notify medial team (via medical phone, via radio channel 1) • Contact Executive Director Race Director Medical Director • Document incident • Do not talk to the Media. Contact your Supervisor if Media is in the area. TELEPHONE NUMBERS Police — Fire — Medical 911 Stillwater Marathon Medical Emergencies 651- 351 -4900 FBI 612- 376 -3200 Stillwater Fire Department 612- 351 -4950 Dave Eckberg, Executive Director 651- 253 -3294 Dave Percival, Race Director 651- 491 -9428 Dr. Matt Sedgley, Medical Director 612- 396 -3771 David Mooney, Marketing Manager 612 - 237 -4575 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -13 - r ON -SITE EMERGENCY SITUATION ANALYSIS Conducted by Stillwater Marathon management at each incident 1. What occurred? 2. Where on the course? • Block? • Tent? • Apartment address? • Inside /Outside? 3. Who is involved? • Sponsor? • Spectator? • Volunteer? • Child or adult? • Get names of all of the above. 4. Are all persons accounted for? 5. Number of spectators? ■ Where are they? 6. Have emergency vehicles been called? 7. Injuries/Deaths • Number of injuries? • Weapons? • Number of deaths? • Have victims been taken to hospital? Which hospital? • Who are victims - Sponsor, Spectator, Runner, Volunteer, Media, Child or Adult? • Have families been contacted? By whom? When? 8. Determine other areas within the Marathon course area that are connected with emergency. • Does entire area need to be evacuated? • Is everyone in a safe area now? If not, have security evacuate immediate area. 9. Media • Determine number of media on- site /en route /notified (determine TV /print/photo) • Determine one (1) safe, entrance /exit are to direct media in /out of building, relay information to security • Determine spokesperson (same person for duration of crisis) • Call and get them on -site (if they are not already) • Coordinate how /when that person can be reached by media (through Susan) • Determine central, safe location for press updates • Mark location for reporters /cameras KSTP, KMSP, KARE, WCCO, Star Tribune, Pioneer Press • Determine what areas are safe for media to photograph, if any. • Write out press rules and pass out to each one (similar to press conference). 10. Departmental • Draft and distribute simple statement for executive director to use in case of media phone inquiries, spectator inquiries. Determine distribution system. • Draft statement for Stillwater Marathon personnel responsible for communicating with staff, volunteers, media, public and officials. Determine distribution system. © Twin Cities Marathon, Inc., 2008 5/5/2009 -14- TYPES OF EMERGENCIES 1. Crisis /emergencies that MAY require official comment: • Accidents with Injuries • Medical (heart attack, fall) • Traffic Accident • Vandalism • Weather (tornadoes) 2. Crisis /emergencies that DO require comment: • Accident Resulting in Death • Accident with Injury/Medical • Assault/ Sexual Assault • Explosives/Threat • Fire • Gas Leak • Injury with weapon • Power Outage • Protest • Theft • Cancellation 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -15 - LOST CHILD PROTOCOL Sunday 1. Inform all parties of a lost child. 2. Indicate where the child was last seen. Be as specific as possible. 3. If possible, give a physical description of the child: name, gender, age, race, and description of clothing, anything else that would be helpful. 4. Once the child is found he /she will be taken to the Lost Child Tent located in Lowell Park. 5. TELL THE PARENTS TO STAY AT LOST CHILD TENT!! 6. If the parent is lost, have the child also remain at the Lost Child Tent. Follow the same child procedures. © Twin Cities Marathon, Inc., 2008 5/5/2009 - 16 - INCIDENT REPORT Date: Time: AM PM Location: Persons Involved: (list additional on separate sheet) 1) Name: 2) Name: Address: Address: City: Mpls St. Paul Other City: Mpls St. Paul Other Zip Code: Phone: Zip Code: Phone: (_) Age: Other: Age: Other: Type of Incident: Accident Assault Bomb Threat Fire Gas Leak Injury with Weapon Power Outage Protest Theft Traffic Accident Vandalism Weather Description of Incident: Was 911 called? Yes No Was the Involved Injured? Yes No (if yes, complete the injury section) Witnesses: (List additional on separate sheet) 1) Name: Phone: (� 2) Name: Phone: Description of Injury: Was First Aid Given? Yes No By: ©I Describe aid given (in detail): Person Completing Report: Date: Site Supervisor Name: Follow -Up by Office: 0 Twin Cities Marathon, Inc., 2008 5/5/2009 -18- CONTACTSHEET Stillwater Marathon and Media Phone Numbers NAME /TITLE CELL OFFICE 1. Dave Eckberg 651- 253 -3294 651- 430 -2306 Executive Director, Stillwater Marathon 2. Dave Percival 651- 491 -9428 N/A Race Director, Stillwater Marathon 3. David Mooney 612- 237 -4575 651- 430 -2306 Marketing Manager MEDIA TELEVISION (5) KSTP -TV Desk: 651- 642 -4412 Fax: 651- 642 -4409 (4) WCCO -TV Desk: 612- 330 -2509 Fax: 612 - 330 -2767 (9) FOX -TV Desk: 952- 946 -5767 Fax: 952- 942 -0455 (11) KARE -TV Desk: 763 - 797 -7215 Fax: 763 -546 -8606 NEWSPAPERS Star Tribune Pioneer Press Main number: 612- 673 -4000 Main number: 651- 222 -5011 Metro: 612 - 673 -4414 Metro: 651- 222 -5490 Photo: 612 - 673 -4485 Photo: 651- 228 -5497 Fax: 612- 673 -7864 Fax: 651- 448 -2257 RADIO WCCO 830 -AM Main: 612- 333 -9181 © Twin Cities Marathon, Inc., 2008 5/5/2009 - 19 - Media SECURITY/MEDIA WHO SHOULD SECURITY CONTACT? If media representatives are in restricted areas uninvited (i.e. for something other than an organized event the media were contacted about) security should immediately contact: NAME/TITLE Dave Eckberg, Executive Director Methods of contact: 1) Radio 2) Call cell phone- 651- 253 -3294 3) Stillwater Marathon Office 651- 430 -2306 MEDIA COMMUNICATION DO be polite in all of your dealings with the media; treat them with the same courtesy you extend to runners, volunteers, and spectators. DO ask the reporter of photographer for his or her name, the name of the media organization they work for, and the nature of the inquiry. DON'T volunteer information to media representatives or feel pressured to respond to questions. Always remember to refer media to the public relation team or executive director. DO offer to locate the PR team or spokesperson who can speak with the reporter or photographer. DO ask the reporter or photographer to wait for the PR team /Stillwater Marathon. spokesperson at the security booth, or, if safety is an issue, escort the reporter or photographer to another pre - determined waiting area. If necessary, station a guard to prevent media representatives from wandering. DON'T forcibly try to prevent the media from doing its job — asking questions and taking pictures. Do not touch a photographer's camera or try to cover the camera lens. If a situation is extremely sensitive, escort the media outside the building and inform those present that Stillwater Marathon policy does not allow media inside the area during crisis situations. Again, offer to locate the PR team/marathon spokesperson, and again, station a guard with the media to prevent representatives from wandering. DO respond to the media by saying something similar to: "Kristine Smith, who handles publicity for Stillwater Marathon would be happy to help you. I'll contact her for you if you would please give me your name, the news organization you're with, and what you need." © Twin Cities Marathon, Inc., 2008 5/5/2009 -20- WHAT TO KNOW ABOUT THE MEDIA Who is the media? The media are groups of print and electronic news gathering organizations. They gather information and present it to their readers, listeners or viewers. It is very competitive and each media outlet wants to get the information to the public before the other. Although aggressive, most reporters are not hostile and do not have a hidden agenda. How can the media help the marathon? The media is an obvious and attainable means of communicating and this provides the marathon with the opportunity to show the public what it is. The media is interested in the marathon as a human interest, peek at what Minnesotans are doing on the weekend, etc. story. Although a crisis situation appears to be a time when the media is not wanted, it can actually be a very positive opportunity for the marathon to portray its image as a caring entity within the community. How do the media respond so quickly? Most media outlets have police radio scanners; as soon as the police are called to the scene of a crime, news organizations are aware of the situation, have the location of the incident, and the basic information as to the nature of the incident —at the same time police do. The general public has a fascination with the media and often will call news organization with potential stories. A witness to a crime, or even someone who received poor service, is likely to contact a newspaper or television station to tell their story before reporting it. New organizations have "crews" of reporters and/or photographers who are on the streets in search of news stories. The number of crews available and accessible as well as the location of those crews determines how quickly the media arrives on the scene. For example, if a photographer calls in sick, the station has fewer cameras to send out. On weekends, sports often get the first nod for camera use. What do the media know? That depends on where the information came from initially. Typically, a photographer or news crew that responds to a "spot news" or crime scene has minimal information and needs to gather the information in a timely manner so that the correct information is presented to the public. For the marathon, the media is familiar with the event through press kits and press releases, as well s their own experiences at the marathon as a runner or spectator. Whv can't securitv talk to the media? It is very important that the marathon staff assess a situation and determine what media response, if any, is appropriate. In addition, that response must be clearly thought out and clearly presented so that there is no room for error on the part of the media. Legal issues also need to be assessed before information is disseminated. What if the media becomes intrusive? If the security personnel (the first people the media will come in contact with at the marathon) are polite and firm, it is doubtful that any photographer would be belligerent. However, if the camera is on and a microphone put in a security guard's face, the security guard should remain calm and state that information will be made available as soon as possible. © Twin Cities Marathon, Inc., 2008 5/5/2009 -21- GENERAL INFORMATION AND NOTES © Twin Cities Marathon, Inc., 2008 5/5/2009 -22- May 7, 2009 On Sunday morning May 24 the Inaugural Stillwater Marathon will take place. The race roster includes the Marathon; 20 Mile, Half Marathon and 12K. If you are receiving this letter your house or property is on or near the actual course. We are working with local law enforcement staff to minimize the impact of this event on residents. We are enclosing a map for your use illustrating the course. The races start at 7 a.m. that Sunday morning with the start line in the vicinity of the Oasis Cafe just south of downtown Stillwater. Routing through Bayport, West Lakeland, Baytown, Oak Park Heights, Stillwater and Stillwater Township the races end in either Pioneer Park (12K and Jon Francis Half Marathon) and Lowell Park (20 Mile and Marathon) in Stillwater. Set up will take place on Saturday May 23 but will not impact residents. The races will start at 7 a.m. May 24. Here are some important "impact" times for areas as listed below. There may be temporary road closures to accommodate the runners. Law enforcement will be in place to assist with traffic. rSunn7vysirde oc Start Clear n area 6:30 a.m. 7:15 a.m. 56th Street No. /Stagecoach Tr. 7:15 a.m. 8:45 a.m. Paris Avenue & Orleans St. 7:20 a.m. 9:00 a.m. As the runners move through your area on the morning of May 24 event staff and law enforcement personal will be on hand to facilitate their movement. Intersections will be controlled with coning on the streets guiding the runners. The course will be cleaned, the cones removed and everything back to normal by sunset the evening of May 24. It is traditional for local residents and fans to line the course and support the participants as they run through the neighborhoods. Over twenty five local non - profit groups are using this event as a fundraiser. Please feel free to contact the Stillwater Marathon office at 651- 430 -2306 if you have any questions. We are looking forward to making this a safe and enjoyable community event for participants and residents. r Exhibit E MNDOT (STATE) / Washington County Approvals i 15