Call the public hearing of the mask gathering permit application for jailbreak racing events at 109 on Wednesday, September 30th, 2011 for a race event at 13055 Cleveland Gibbs Road in the unacorporated area near Ronope for an adventure run on September 17th starting at 0-700 hours and ending at 1900 hours. With that we'll call Steve Atheum and ask if you would give us a rundown of what this event is. This is a second occurrence for jailbreak and what happened maybe at the last event and how maybe there's differences between this and the last one. Pleasure to be here again. As you know this is an adventure race that we've had in our second year with. The scope of this race is a little bit different than the one that was last year and the fact that we've narrowed it down from the two day event that was last year down to one day and the amount of people that are going to be attending are reduced. And the waves are roughly the same size of 300. They said we're last time that there won't be a two day event and it won't be as long of an event throughout the day. The eventurace, you know, as for everyone to get out there, they're running, and run about three miles, we're going to go through some obstacles, we're going to get muddy, and hopefully everyone's going to have a good time. When they get down, they'll be able to go into a festival, a little atmosphere where they can enjoy barbecue and beer that would be served on side. There's no hard alcohol that's out there, and no alcohol's allowed to be brought in. as the scope is being lessened, I guess it would be the biggest different between last year's event and this year's event. You guys have the mass gathering permit application I put in front of you and I'm here to fill in any questions that you might have. How many obstacles anticipated and how long is the race? The race is going to be, I believe, three miles, what we got, and we have 15 obstacles. In the obstacles, let me expand a little bit further on that. There is no fire obstacles in that event. The obstacles this year year we've taken great care into assuring their safety and make sure all the runners have a good and safe time to them. Discuss the map for rendering as far as the buildings and the locations and what we're looking at as far as the upfront, not part and what we're looking at as far as the Front not part of the race the the two the tents and the shade tents main stage that Sure thing Building one which is the great top building that is the main Existing structure that is on site as roughly the command area Marker number one, the long red square there, that is the beer and food tent. Marker two is a large shade tent to try to provide some shade for the people who are out there. Get them out of the elements if they need to be. Three is the main stage. They'll be performing obviously towards the main area, so the band will be facing north. Marker four is the first aid in the Mergeycare Center, which I'll expand on later. Marker five is the wash station where we'll help people get clean of all of the mud that they need or would like to remove for themselves Marker six is our portapoddies and Marker seven is the registration which is underneath of an awning that is on the existing structure building one You would expand on the wash station. What is it? Minusple water supply. What does that water come from? It is a pump supply. Is it from the... It is a water source. It's on property already. It's the same thing we used last year. It's an actual well. Okay. And have two hoses coming up to that washroom. Yeah. It's a crazy lot. I have two poses coming up to that, Washington. Craig Law, I'm just going to go for one. Thank you. Onside parking and offside parking. Kind of covered it in the corner. Fantastic. The contestants will be parking at Texas Motor Speedway and be bust over by Durham School buses. Very similar to the way they did last year. Because of the site, we don't want a lot of traffic on that road because there will be buses. And so we aren't permitting on site parking, except for the core people who are working the event with myself and Kelly Craig-Tam. and some of the core volunteers, just to lessen the amount of traffic. And of course they would be there and park well before any of the buses were moving down that road. All the other contestants and all the volunteers will be parking at Texas Motor Speedway and being bused in. one comment on the inside parking for the volunteers the workers if you would be sure that the Property in the grass in that area is maintained to a very low level Absolutely ignition from vehicles that are being parked in the grass area if you would as well as a probably a good idea to post-signish you know drought conditions, those smoking, whatever that may be necessary to extinguish any lit materials that people are smoking or that the vehicles may cause damage, especially in those parking areas. And the other, I doubt they're gonna be smoking while they're running the race, but you never know. So, you know, some of these are tough guys, you know, so. Everybody is going to, everyone's gonna be entering in through, once they get off the bus, they're going to be going through a gate, which we would obviously be doing bag checks to secure the alcohol, make sure there's none of that stuff or legal contraband being brought in. But on that gate, we'd already anticipated putting in that there was extreme fire danger, whatever the current county was, so that people least had it in their mind to not be discarding you know cigarette or light and smoking material Performers will talk about bands and Once you talk about bands a little bit He's the one who got him hired so I'll let him fill in a thought We're only this Craig off on again. We're only having two bands a share one that's gonna start at 10 30 till 130 and then The that's going to be a band called two door Ford, which is a small Country band that plays at some local local places like in Justin and with the Mule Barn and stuff like that. That's actually where we got them from. And then there's another band called Sammy Fox which has also got from local restaurant the Mule Barn and Justin and they're gonna go from five. the size limitation for heat is going to be in the 500 range is that correct number of numbers per heat 300 per heat and those numbers will be maintained at the gate is that correct by manual counter that's correct the amount of people that are entering will be coming in with, they'll, everyone's going to get a numbered bracelet so they can keep track of the people coming in and they'll be clickered out. To make up words words clickered. Again, there will be donated alcohol or donated free alcoholic beverage for each attendees that correct one. And then beyond is there we'd be able to purchase the alcoholic beverages. That's correct. That done by cash or is that done by ticket and it's ticket and redeem a beer for the ticket? Who is providing the service? If you would just go through I Guess I'll start with the specific questions for me Be sure that you know your tent permits are applied for separately as through fire code that those tents will have to be inspected, you know, the Friday or before they have been or whenever you get them set up, we'll send somebody out to the inspection to make sure that you apply for a temporary membrane structure permit through fire marshals office. Additionally, we'll talk to about if you would break down your ambulance service and how that's going to be operated and how you're safe these far as ambulance and medical services. Start off on the 10th, they will be set up by the end of day, Thursday, the 15th. EMS. We've, every one of our obstacles is going to be, you know, clearly labeled for all the volunteers. There will be no, a volunteer at each obstacle. And those volunteers will have radios as well as the three router stations that we will have along the route to keep these runners hydrated. They will have a radio and be able to contact us as well. They will contact me. I will then dispatch a group called the Expedition Crew. We will have two stationary people and three. Correct that four. Mobile, transporting mules. They'll be able to go out and get anybody who's injured and bring them back. They'll bring them back to the first aid area, which will be supplied by Baylor, a grave hymer. We will have doctors and physicians that are evaluating these people. They will be supplied by Baylor, a grave hymer, we will have doctors and physicians that are evaluating these people. They will be bringing their own, they'll be a tent there, a 20 by 30 AC tent. Right, the same company that's going to use UR tents, it's going to do their tent with a 20 by 30, it's going to be air conditioned and they'll have the doctors, physicians and nurses in that tent. And on the obstacles, we're gonna have two volunteers for us to go ahead as well as two volunteers. These water fish. Yeah, so there'll be, you know, plenty of volunteers. It'll be out there well-radioed and be able to mark anybody. We've got emergency routes for all of the vehicles that'll be able to go out and get the people without disrupting the race, without coming too close to the contestants if we can help it, be able to remove these people in a time efficient manner, give them good quality patient care, get them back to be evaluated by nurses and physicians on site. Once the doctor evaluates them if they decide to be transported in our current agreement that we have right now, we do not have ambulance onsite at this time. We were on anticipation with calling 911 to have them transported. Last year we transported two people in a two day event. Other people left POV. By the time we arrive on scene, we'll pretty much know rather than not that person's going to need to go by ambulance by the time we pick them up from their office to go get them to the care center, have someone evaluate them. You know, an ambulance will have been there by that time to be able to pick up that person All right. I'm going to defer to Lieutenant Godidas for questions on security and law enforcement. I see here where you're going to have two shares of that. Could these one plane closed and one uniform? Where will they be stationed? Is there'll be on the infield care center or infield care center in the in the infield festival area and they'll be in contact with the radio system through Wolfpack security, Brian Wilkinson. And then of course the two officers that he will get for the road will be in their patrol car. I find the road. There was my second question. There are 114 in Cleveland Gibbs. That's correct. Had a problem at a different event where a lot of people just put in 13, 0, 5, 5 Cleveland Gibbs in their GPS and rather than going to TMS, they weren't all turning in their Cleveland Gibbs and caused quite a problem. One of the things that actually at the end of the event, I went around to all the officers and security as well and asked them about problems and issues. And believe it or not, the two officers, and I don't know their names, I can probably get up, but the two officers that were at the road at Cleveland gives them 114 came to me and said, that was a breeze, I could have done it with one. And I think the reason being and this is what I'm trying to do again this year is we did through high, high wheat tech signs. We had those two big billboards that said, Jill Breake racing, it was two signs that just said, Jill Breake parking, Texas Motor Speedway. And it blasts on the westbound side before you got to Cleveland Gives and on the eastbound side in the Twin Cleveland Gives in 35. I think that helped out a lot. The other event I would refer him to, we started out with Run there and had to call the second EMMist to come down. We wanna do this event with the little headaches as possible so those extra signage and things like that really help us out in the event. It kept traffic down on that road. And last year was a breeze to those officers were out there. We'll do whatever you want us to do. But I'm just letting you know that that's the feedback I got. And I don't know what it was because the signs are, and actually I don't know if that during that event, whether the fireworks stand had put now a road in front of the fireworks stand. There's now when you turn on Cleveland Gibbs and turn into the fireworks stand. Last year they had to turn them around to you and come back out. Where now it goes all the way over to 114 and making the turn in, Cleveland Gibbs turn in, take that road all the way to 114 and turn right on 114 and go back towards Texan West people. And I don't think that that was their last, I know it wasn't their last year because they made them turn around in the parking lot. I think we need to, if we have two deputies here, we don't think we don't want to go back up on 114 or don't want to go blockage with emergency. First and only to get there. Two deputies, one car. Well, in addition, I think that the two deputies was not necessarily based off of the need for two deputies standing on the street, but it was the need for one deputies standing in one location on the street for 12 minutes. Right. We are going to have deputies in the festival area that we can do that if need be. How would you guys want to do it? the festival area that we can do that if need be. How would you guys want to do it? Right. Any, just a second of that, is there, or volunteers and workers will have any kind of vehicle decal that will identify that they are to be able to. The ones that will be allowed to drive down that road will have identifying markers to go down that road. And that's the, you know, primarily the only way to do that. Now there are some residents that live along that road. And last year we didn't have a problem with getting them to their places without any hold up. That's definitely the folks that we want to take care of. Right, and the only other people that would get down there again would be the vendors, but they'll be down there before all the practice. 13, is that correct? 13, uh, private security is at arm guard security or is it just an arm? An arm's guard security. All right, we'll go to health sanitation. We'll ask Leslie if he's got some questions. Good afternoon. I do have a couple of quick questions. Last year, did you have any troubles with the water supply? No, sir. We were able to use all the water that we needed to. We were able to transport it. We had plenty of volunteers to transport water to all of our stations to keep all of the runners hydrated. They didn't have any issues with that. Other than working our volunteers. We're going overboard this year. We will have over a thousand gallons of water. We'll have four different areas. One at the finish and three on the actual course. Each station will have two 55 gallon drums with spickets on them. At two 55 gallon drums at each location, four locations including the finish. We'll have over 40,000, 60 cups. And make sure we don't run out of 60 cups for them to have that. We're gonna have two pallets donated by Walmart of one pallet, two pallets donated by Walmart of one pallet consists of 1,000 12 ounce water bottles. We don't have this confirmed yet to a number, but I know it's Baylor is going to donate the eight, the little eight ounce, 5,000 little eight ounce waters. We're going overboard to make sure that everybody's taking care of. On our website, it's been up there for a while. It's just please hydrate before you come to the event. Keep yourself hydrated. We're going to do whatever we can if we see somebody that needs some water. We're going to give it to them. All of the volunteers, their volunteer meeting on September 8th, we're going to talk to everybody and make sure that everybody, Steve's going to counsel them and what their heart rate does, what they do, make sure you get water on them, cold towel, whatever you need to do to make sure everybody stays safe and everybody stays hydrated. Well, do the currently, I'm sorry. Here's the one. On the toilets, how many did you have last year on site? Last year we had, I believe, 60 toilets and we had over half of them didn't get used. They were on the backside and no one knew that they were there and no one used them and we never had any lines. So, you know, with a smaller structure this year we've, or infrastructure we've lowered the numbers down. And they do routinely, you know, adult people will be going through making sure they have toilet paper or spot clean, make sure everything's up and up with them so that we don't have any problems back. On the hand wash stations will be self-contained or will they drain openly on the ground? That's a great question. one of those kind push here and you'd sanitize like that, I think. I can get that answer for you, but I think it's... So, together, on four, once Stan has four of them, to where they push the button that falls into their hand, and they wash off like that, they won't be like to pick up the bottle and squirt them in their hand. And on the hand washing stations, we're using soap and water or a chemical counter-day of purils. Yes, purils. Will you have either a contractor on staff, sanitarian, registered sanitarian through the Texas State Department of Health? If you would like. We last year we took your recommendation and we hired a sanitarian. The sanitarian came out, took a look at everything, said it looked fine, and quite honestly his words he was confused why he had to stay there all day. What will need one this year and you will need one on site? Okay, very good. Do you have a list of sanitarians? What bill need one this year and you will need one on site? Right. Okay. Very good. Do you have a list of sanitarians? I can certainly email one to you. Fantastic, please do. Class but not least, have you all read and do you understand chapter 265 of the Texas Administration Code? As we've gone through it, yes we do. Make sure that all water supplies, all toilet facilities, and anything concerning the food complies with chapter 265. Understand. That's all right. One of the things we found two things that we found in previous event not necessarily or just previous events that we dealt with was was too major thing. It's the refilling of the water supply in the race. For left unfilled. They didn't get filled up when the next heat and things came along. Secondly, was the failure to maintain an appropriate timeline for each event and heat that was coming up next. We've had people standing in line in 102 degree fever or fever. It's pretty much by the time 102 degree temperatures and had to wait an hour past their scheduled heat time. And I guess the question is, are you scheduling heat at times online when you sign up? They are scheduled times and they will go off as they are supposed to go off. In the event that we ran up to this point, there has not been a delay of any heats. Unless, of course, an unforeseen obstacle event had a delay, but that was only, I think, five minutes, on one event, on one heat. As far as the water is concerned, our water has never been an issue. We have a logistics person that does their sole responsibility. There she is. And her sole responsibility is to make sure that that water gets in care of, and how they do that. And usually, if there's any time, there's some kind of a breach in chapter two 65, it's getting the water from a mule down to the water supply that's way down into the track. And that's usually where that contamination is going to occur when you're pouring it into another container without that. So be sure that that's using sanitary water on the site or there's an obstacle in a water jug or drinking cups or whatever that didn't fall in the dirt and they're picking them back up. All those are complains that we've received in the past, not on your growth. Absolutely. Once those jugs are filled, each one has 110 gallons of water at those events. There'll be a 300 gallon tank of potable water ready to go back out through a pump into that actual jug with potable water to fill them back up if needed. And we're going to make sure that's why we have two people, one to two people, and say that at least one person at the water station where they can check them and not let us know when it is gone, but when it's about halfway, so we know what it was going to look like. And please keep in mind that I understand and that non-specatures will understand that there's an expect acceptable level of delay, you know, 10 to 15 minutes on a heat, but an unacceptable delay is 40 minutes to. We would have completely agreed with that. An unacceptable delay, So I guess so. And that will work. Any other questions, guys? At this point, I'd like to open it up to comments four or against it. But before we do that, I would like to request comments from the City of Rono, Farchie, Mike Duncan, he'd like to address the board here to any concerns or concerns from the City of Rono who provides First Response Fire EMS to that area. Thank you Pardon me the plan is being suggested on this and not having anyone's transportation. I do have an issue with that in that, bringing in that many people just about doubles the population of what Rono gives besides areas outside of Rono. And I don't think it's realistic to anticipate that the one ambulance we operate is going to be sufficient to provide EMS transportation for that many people coming in plus our daily operations that we have to contend with anyway. I would like to see something needs to be put in place for that in my opinion if this operation is going on I think they need to be able to handle that. An issue we've had in the past also is dealing with aeromedical operations. When apartment aerosols have been, we also always get called because whatever companies have been used, I apologize but I have to lump this group in with the other one we had to deal with but we've seen it both sides, is we also still get called on that because there's no ground air communications available between them. So that creates an issue also that we're still getting brought down into that mix. Pardon me. I have a question there was mentioned about the gate that you're going to be searching bags and such. Can you describe that point? What does it want? My question I guess basically would be any kind of impediment to fire trucks around this is getting into the grounds of the Yeah, please The gate that the traffic comes in is going to be separate from the gate that vehicles would go through the vehicles won't be impeded It's a stated in 265. There can't be an impusion to any emergency traffic So no emergency traffic will be impeded whatsoever the gate that the contestants will go through is a separate event. Okay. As far as aeromethic, I would like to see some kind of reminion to yell at that we can work that ground air operations can be handled on site instead of always having a call Thank you. All right, Mr. Tate, if you would, we'll go through a couple of special conditions that we were typically require on all of our events and you'll get a copy of this with your permit. This high visibility best for volunteers. We want to see that that happens, especially if they're parking volunteers or if you have volunteers that are actually conducting the parking at the Texas Motor Speedway. Do we have, I don't know if you've seen our shirts, they're very bright orange. But our volunteers also have a other very bright colored lime green. Is that suffice for you? The company, so yes. Four, four off-duty peace officers with mark units. And we can accept the one Mark unit is Lieutenant said he was agreeable to that exactly. Registered sanitary in on location at all times we talked about that. Redden cancellation policy. I don't know that I have that or I missed it in there. I can know what the redden cancellation policy is in the event that it's rained out, severe weather, that how you notify the patrons that did sign up, whether it's a blast email, whether it's something to change your website very quickly. Whatever that policy is, I need a copy of that as soon as I can get one of the written cancellation policies. This is what we do in the event that Friday night the place closes there's a Storm I don't know I want to know that all these people aren't showing up Saturday because they didn't get notified okay I don't need to know how you're going to reimburse them. That's not my business Understand and I do need to know how they're not gonna be called notified that they're not to not show up because the right has been canceled I am going to require an ambulance to be there to transport injured to medical facility. Understand your doctors there, understand your Arian, understand that, and I appreciate the dedication that the sports medicine that Baylor's providing you guys and the partnership that you guys created. I think that's great. I think that would actually reduce the number of people probably transported out of there. But I cannot really go forward with 7,000 people over a day period. That's almost the population or greater than the population of the city of Rona by itself. So you're doubling the city of Rona with population in one given day with not fighting a secondary ambulance for that. So we're going to require that that that ambulance transport be an ambulance to be able to transport. And I want to say this whoever you contract with needs to be able to provide a backup ambulance if that one has to leave within a matter of 15 to 20 minutes. So if you contract with an ambulance service that's out of burlison, you will not be able to provide. If that animal is leaves and transported, we have to provide a second medic to back that one in at that site within a 15 minute period. If that animal is transported, the closest transport hospitals 15 to 17 minutes away, the time they treat transport and track the patient to hospital, you're talking an hour and a half turn around for that one ambulance that leaves sites to transport somebody. Would you agree with that since you're in the industry yourself? So we're looking at an hour at least for that ambulance to go drop the patient off turn around, report right reports and get back. So you need a secondary ambulance to stage with that. It can be the same contractor if that's what you wish to do. It can be the city of if that's what you wish to do. It can be the City of Rono if you want to contract with them about the second ambulance or if you want to, you know. However you want to do that then we need it. We need at least one ambulance on site. And with a difference of 15 to 20 minutes without one. Are we understandable on this? Yes, it's understood. And then the next is maintained record number, maintained a record for the number of attendees that didn't give in time that you're asked. All of a sudden. Sure. How many people do you have on site right now? And then last, whoever you contract worth for, or emergency medical services, they need to be able to ensure that they have some kind of communication measures with an air ambulance as chief asks. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. And they do. will come to these things as a partnership to be able to get their name out and do their functions and things just as advised. So if you want to, I'm not going to name one, but there are some out there that provide services that would come out as a partnership similar to what Baylor does. So if you have an air analyst on the ground, in my opinion, that's the same as having an ambulance out there. So, very good. Anything else in addition to you wanted to have as far as special conditions for the department? Do we have a clean copy of the certificate of insurance because mine is not legitimate? Did we get one, Jan? Is that a commercial general liability? Yeah, it did not come out in these copies. I would request that we have a copy of that to review. And you've actually purchased it. It's not just a quote. Right. The binder. The binder. I'm actually very proud of it. A bit. They won't. Okay. So right now what we need from you guys is the written cancellation policy and the copy of the general out of the leadership. That being said, anyone here speak against the issues of a mass gathering permit for jailbreak racing events? Anyone here to speak in favor of jailbreak racing events? Yes, I understand. Very well. Last call. Okay, would that have been said any further additional from Sheriff's Office? That being said, we'll go ahead and issue the mask gathering permit for jailbreak racing events to be held on September 17, 2011. Permit number PKVS110236 on September 17 with the special conditions revised and rewritten earlier to include a copy of the general liability insurance and a written cancellation policy and the inclusion of one ambulance on site with a second ambulance no later than 15 minutes on site, a registered sanitarian on location best our shirts for volunteers maintain record number of attendees that need to give in time and including four off-duty peace officers with one mark unit with that being said, we'll close a public hearing four off-thirty-piece officers with one mark unit. With that being said, we'll close the public hearing. I would know other comment for a board. Thank you guys for coming. We'll close the public hearing at 144. Thank you. Yes. you