I'm sorry. you I want to say a lot at first so that for the record purposes so that everybody identifies who's here and things like that for the purposes of the recorded record. Go ahead and open the meeting. This is a mask gathering permit application public hearing on April 1, 2011 for the public hearing application for Red Frog Events slash Warrior Dash. Meeting has come to order at 1001. I am the hearing officer, assigned by Judge Horn, Jody Gonzalez, Denton County Emergency Services Director, to my right, Director of Health Department Bing Burton, to my left. Captain Mike Kayley with the Denton County Sheriff's Office. To start off with the meeting, we'll go ahead and hear any comment, public comment against the event, any public comment against the event. And seeing no one here, we will move to any comments for and support of the event. Any comments and support are for the event. Again, no one here to for support of the event. We will give an opportunity for the Caitlin with Red Frog Events to give us a presentation at that time. Any further comments for or against the event? Hearing none, we'll close the public hearing portion of this application permit. And now we'll hear from a brief report from Red Frog events on the event. If you want to get pleased for the record purposes we need it on the microphone. Good morning my name is Caitlin Sonnewek and I'm believe race director for Warrior Dash North Texas to be held on April 16th and 17th of 2011 at Dallas Worth Adventure Park. Warrior Dash is an extreme 5K event complete with 12 obstacles. This is one of 36 events that we're having this year. So this is just a small piece of the puzzle we did develop this brand back in 2009. We've expanded both to Canada and Australia, have gone through permitting pretty much across the country. So we're very excited to be bringing it to Denton County. Aside from the run itself, we do have a festival-like setting which everybody should have a copy of, complete with one designated food vendor, a Denton Private Club that will be facilitating the sale of alcohol at our event, as well as our merchandise ticket tents and other events that will be part of Warrior Dash. The hours of operation that we're requesting are from 6 a.m. to 8 p.m. on Saturday and Sunday, April 16th and 17th. With this said, the only people that will be on the property for pre-race setup will be our staff. Typically about 15 red frog events personnel, as well as periodic deliveries throughout the week. The only time the property will be full with participants will be just Saturday and Sunday. For this particular event, the maximum number of attendance we're expecting around 27,300. And I do know that sounds like an extraordinary amount, but with this type of event we've broken it down to be very effective. We have waves of 500 taking off every half hour on both Saturday and Sunday to reduce congestion on the property. So at no point will there be 27,300 people at any given time. What we're looking at more is a maximum capacity of 3,500 people at one time. The way that we have determined our numbers is by taking surveys after each of our races. We found that participants and spectators alike stay only on an average of two hours, which we would love to have them stay longer, just hasn't really been an effective part of the event. And with that said, it has helped with the flow within the festival area. We've never, ever reached maximum capacity. And the nice part about the event is like I said it also helps reduce traffic congestion on 114 on 35 East and any other surrounding areas. This event is open to the public so along with those that are running in our event they are allowed to bring spectators and in working with the mass gathering we are limited as to how many people we can have on the property, with that we've established a risk-banding system. So from the hours of 6 a.m. to 8 p.m., anybody including our staff that enters the event will be given a colored risk band every hour. This is how we can determine approximately how many people have come to the property at any given time, and we only allow 2,500 per hour. So at no point in time should we ever reach that maximum capacity. The nice thing about the risk-banding system is if we were to be asked at any given time, how many people are on the property, we can simply do some math and give prompt answer. Parking for this event will be held off site at the Texas Motor Speedway. This is a very well-oiled machine for us parking as an integral part of the event. If something were to go wrong with parking, obviously that would affect any roadways. With that said, we have scheduled 18 school buses to be on rotation strictly on a route from the speedway to Warrior Dash North Texas. Last parking will be doing all the facilitating on the Texas Motor Speedway property. They will have one designated manager and then a variety of 12 additional employees helping flag the area, helping collect cash and also parking people on the two designated lots that we've already secured with Texas Motor Speedway. In addition to this, we do send out a pre-race email to all of our participants to notify them of the dates and times of our event, as well as the parking routes that we've established, just to keep everybody very well informed until the day of the event. We do realize we are speaking with a large number of people in any way that we can reach out to them before the event. We found that an email is the most effective. In order to ensure that the minimum standards of this event are effective, we have worked off documents provided on Texas State website with this one concern being the water supply. We will have 956 five gallon bottles of water strictly for our participants and we've purchased an additional 7,016 ounce bottles for sale in our food technology also to keep everybody hydrated on the day of the event. In regards to portable toilets, with the minimum standards, we have reserved 72 portable toilets, clearly marked male and female, 5% of those being ADA accessible. They'll be serviced halfway through the day, both Saturday and Sunday and also at day's end. We've additionally provided hand washing stations and are in the works of securing an onsite sanitarian to come to our event at various hours to make sure the minimum standards are upheld. Waste management, we do have a trash crew and event boxes with tight fitting limbs. This is to ensure that no solid waste is disposed of otherwise. And we do have a group designated strictly for pardon me, trash pickup that go around on a consistent basis throughout the entire festival area all day to ensure that there's no loose waste anywhere. We do have a sound tech onsite that will be part of our stage and sound team. It will be monitoring noise control throughout the entire event. Our medical team and security team are definitely aspects of the event that we take great pride in. With an event of this nature, it's only understandable that people think that it will get out of hand with a certain amount of people in the nature of the event that we have. However, we've been incredibly lucky with the participants. Our participants are typically 28 to 30-year-old, young professionals just looking for an alternative way to have an athletic lifestyle. We've been very lucky to say that we've had no documented unruliness and in the event that anything were to occur, we'd properly handle it by locating a member of our security team. The medical company for this event is EMSS. They are based out of Seneca, Pennsylvania and they will also be working with a local contract in private ambulance company. Medics are placed very sleep throughout our course, as well as a 20 by 20 medical tent located somewhat outside of our festival area in order to ensure, if anybody were to be injured, they would have a designated area that they would see immediately upon entering would be very noticeable for where they are. And they've been absolutely wonderful to work with, have a very quick response time or on their own separate frequency in the event of a medical emergency. We've documented it's been responded to in less than two minutes out on the course. Along with taking precautions is our security team. They will have four managers and ten station guards. The company we will be using is called Still Force Security. And in addition to this company, the speedway is also providing two guards and two traffic controllers for the speedway itself in the event of an emergency. As I mentioned earlier, crowd control is being monitored by wristbanding. I'm happy to print out any type of documentation on the hourly breakdown for anybody here today. And in regards to alcohol and minors, this is something we take very seriously at Warrior Dash. We do understand after people run, they do want to enjoy themselves, they do want to have a good time. With that said, we've take multiple steps in order to ensure that only those of 21 years of age and older are issued a wristband. We will be using with connox. They are a dent in private club operating under Thompson beverages. We actually have a meeting with them a little bit later today just to discuss the Unicard system that we're going to be using for this particular event. Everybody will be registered through this private club in order to consume beer. They will receive a yellow wristband. This is not a color offered in the breakdown hourly of people entering or leaving the festival. So anybody consuming alcohol must have a yellow wristband in order to obtain this, they must first register as a member of this Denton Private Club, as well as show proper identification to members of the club that will be issuing risk bans. Here is the only beverage of alcoholic nature that will be sold at the event. We will have three brands represented, and we are currently in the process of obtaining our final TABC certificate in order to facilitate the sale of beer at our event. Other than that, we'll have a wonderful crowd out there. We're very excited to be coming here and we are a very easygoing company. So if anybody does have any concerns, any questions, we're happy to make any modifications based on your recommendations. Thank you. Sure. Would you quickly go over entertainment? I didn't cover entertainment. Yes. We will have just three local bands that will be playing. They are allotted each day, one 50-minute set. So both Saturday and Sunday we should have about three local bands playing that have been contracted for this particular event. We do not have any headlighting bands of any sort. All they're given, they give us an approved set list. Typically it's just classic rock and we're happy to move their equipment to the stage but we won't have any major headlighting bands by any means. Taylan, is there a free minimum, do they get a'm not sure if you're going to be able to do that. I'm not sure if you're going to be able to do that. I'm not sure if you're going to be able to do that. I'm not sure if you're going to be able to do that. I'm not sure if you're going to be able to do that. I'm not sure if you're going to be able to do that. I'm not sure if you're going is we are a chip timing company. So as opposed to crossing a finish line and seeing a time clock, each participant is given a race bib as well as a microchip that they attach to their shoe. And when they start, that time will start when they cross the finish line, obviously that time will stop. Each person is only allotted one of those chips. With that said, we do require about 250 volunteers at this event, so it's very hard to monitor cash coming in and out of people's hands. So we operate specifically on a ticketing system. One ticket equals $1. For the sale of alcohol in particular, you are not allowed to purchase more than two alcoholic beverages at one time. Sure. Okay. Okay. Okay. Sure. Okay. Okay. Okay. Okay. Okay. Okay. Well, and I just want to make sure I think you talked to Lieutenant Richard Giddottis. Yes. And we secured another deputy position for Cleveland Gibbs in 114. Is that correct? Yes, that's correct. Got four deputies at TMS to help out with security and everything over there. The only reason I was really concerned about Cleveland gives, obviously it's a road that's fairly narrow and especially for first responders, ambulances or fire crews. If we get any parking on that road whatsoever, it's going to hinder their ability to get down, gain access or get out. So that was my main concern with that particular road. Plus we have resonances that actually live back in that area. So if you would prefer at past Texas events what we've been able to do is actually order additional security fencing and we're happy to security fence the entire length of the sidelines on the road if you think that'd be effective. I don't think we should as long as between your security guys and our deputy that's going to be stationed there, just to make sure that the road stays clean, because you know if one car park's you're going to have 10, you know, water kind of seeks at some level, so I was just really concerned about that. Appreciate it. Thanks. Dr. Burton? Of course. Just wanted to make sure that I'm reading it correctly and see if I have it in here. Yes, I apologize. Actually, I had written up, we definitely have a medical team. I can give you, I don't have the exact document on hand at the moment. It was what was submitted with the mask gathering as far as the breakdown. It will all remain the same. The company that we use is called EMSS. They're contracted out of Pennsylvania. They've traveled nationally to over 10 of our events with us in the past. There will be a main point of contact, John Roussis, who is the president of the company, and Adam Skull, who will be a secondary responding representative. The way that the medical team works is, John and Adam will be main points of contact for the medical tent on their separate walkie talkies and they have a contracted private ambulance club and also EMS first responders that will be designated specifically on the course at obstacle locations on that same frequency. In the event of a medical emergency protocol is to have whichever the responders are typically numbered one through ten which has been predetermined by John and his staff. So he knows exactly the name and location of each medical personnel on the course. We do do a walk through on the Friday before the event to place markings on the course to ensure that each obstacle is properly manned by a member of his staff. From there in the event that there were to be a medical emergency on the course, the responder numbered one through ten would contact John or Adam. Adam at all times is actually sitting in a vehicle so he has absolutely no distraction to focus solely on first response. From there the medical attendant at the obstacle would assist whomever is injured, and John and his partner would then use a utility vehicle in order to help facilitate getting that person who is injured back to the medical tent. Everything present in the medical tent meets the minimum standards as described in the Texas mask gathering. And with that said, the Friday before we also do have a walkthrough where we develop the dropping of a pin for them to send to any care flight industry in the event that a care flight would need to be facilitated. Okay, this is your first time out in Canada with a touch of first-year dance. Correct. So, that will emerge to be a dance. Sure. Surprisingly, the nice thing about Warrior Dash is the hazards that are incurred are much less than anything of a marathon. People usually assume that it's very similar injuries, whereas a marathon or a triathlon are much more stressful on the body. Obviously heat deprivation, any type of dehydration, whereas warrior dash we typically experience more or less a roll-dangle in a sprained wrist simply because of the different obstacles that we have at the event. Other than that, those are pretty much the only medical emergencies that we usually have. Incles are very typical, obviously, with the structuring of our obstacles, but we've been very lucky with our medical emergency that we've had. I'm not happy with the health of the world and we're going to be loved. I don't know what that means. I'm very grateful. Sure. Yes, John has recently used in negotiations with the exact same company that we used in Conroe, Texas for our medical company. So I'm more than happy to get you the name of that company for the private ambulance. You mentioned earlier that you girls should be anyone's name or something close? Yes, sure. Not to worry. I actually spoke with Leslie at the Denton County Health Department, and he had put me in contact with four different people to call. I had had a little bit of trouble getting through them and working with them in securing hours but I did have a co-worker this past week working with securing an onsite sanitarian and I do believe we have established one but she's still in negotiations with him. the state has now heard from Senator again, those side. Correct. And very quickly, on the side. Correct. That is correct. This is where I'll medical. I want to go ahead and quickly and recognize fire chief from Ron O chief Mike Duncan. He this is this particular venue is in within the fire and EMS responsible area for a runoff. So Chief, you have some comments if you would. Thank you. Question I do have for Kate and how many amuses will be on site? What is scheduled? Two on site? I have one on rotation. So we need that one word to be to complete the number you can see that I'm going to see. Where's the permit from? That is the kind of complicated time you use this, I guess, or I'm going to say. Okay. Let me understand. You'll have one on site and there'll be another one that you'll call if that one leaves. That's my question where it's coming from. You know. Yes. My concern on it is, and my recommendation would be to him, which is on site. The reason being, pardon me, the closest hospital round trip is going to be probably at least an hour from time they leave till they get back. And that's in the traffic, actually, in that area with all the construction going on, it may be longer than that. So you'll be without an ambulance for that length of time. I think having two on-site would be better and if you have trauma, if you take them by ground, they're going to go downtown and that's you're looking well over two hours around Triop. We are a small agency which is not one one who responds, we run it. We staffed typically one fire engine, one ambulance. Besides what you'll be having going on there in the density of that, we're not really built to handle it. You know, we're more than happy if you have something to overload you will be there. You know, if these call and we can bring you know the resources, but that many people come in, we're really reliant on the promoter to be able to handle water with cars. Beyond that, we're glad to help, but don't depend on us to handle everything. Okay, thank you very much. Can we talk about the location of the fire jump? Is that the fire jump or the fire obstacles at a finish line? Where is that going to be looking? I'm looking at, I'm just going to pull up my map so I can better instruct you. The fire jump itself, if looking at the overview of the festival area will be directly behind the finish line So if you're to look in the very upper right-hand corner of your document You will see finish with an arrow pointing to the left behind that is a brown rectangle Which resembles the mud pit of the event it will be directly before the mud pit with that said the reason why we've placed it there is because we Would never want to have anybody falling through a mud pit, potentially having any type of debris in their eye and then approaching the fire, which is why we have strategically placed the two fire jumps before the finish line. One requirement that I'm going to require on the, actually, there to require on the fire jump. It can be a hazard and it's toward the end of the race where people become exhausted. We'll go ahead and allow the fire jump, but I do want a minimum of a 6 inch trench that the fire logs will be placed in so that below surface. And then the second one I'd like at least a 6 foot, before I say that how wide is this race area at this point? Any feet? Typically the length of that particular area is about eight feet with the fire mounds being about one foot wide eight feet in length and with that we put an additional 10 feet between that and the second jump. So the mounds themselves are made out of pea gravel that have been shaped and then additionally that dirt flame lives within the placed on top. What I would prefer is a section of that width that has no fire obstacle. So I need an either way around it for any person that has become so exhausted at that point that just cannot make that jump and I don't want them falling into it. So I want to section that obstacle that's very observant that if I'm the super triathlon, and actually I want to jump over the fire, that's fine. But if I'm exhausted and this is too much for me, but I want to finish it, I want to be able to go around that fire and not have to jump through that obstacle. So we have a digsion of that area that's clearly that they can go around. Sure. Let's see what else. Oh, and minimum of, you see, you have a fire tent next to the obstacles that correct or somewhere close to that or. Yes, we do. We have a fire tent where we have our additional supplies as well as four fire extinguishers, a case of water, and also a medical precaution. four fire extinguishers, a case of water, and also a medical preference. Four fire extinguishers. Yes, we can have as many as you would like, but we typically staff it with four. At least two of those need to be type a water extinguisher. And then you discuss a PA system in your, is there a PA system that the event, is that something your guys are bringing or are using the sound system from the band or how, tell me about the PA system? We have a contracted stage and sound company. They are the company that sets up the stage, which is pictured on our site map, and they also facilitate the sound at the event. So at any given time, for example, if there were to be an emergency, emissing person, that is the PA system that we would use for internal communication. We use our own private walkie talkies. And then last thing I want to talk about is severe weather. I mean, it is April. And I went through this document probably two or three times, looking for some kind of an emergency procedure for severe weather, and I didn't find it. So what I'm going to ask for you, you know, as we may move forward, but as a condition of the permit, I want to see some kind of an severe weather plan from you guys within a week. And in that plan, it took it specifically discussed this notification of people on site, evacuation, shelter, and then lastly, what is a event council policy? What do we cancel? Do we cancel for a severe weather warning? Do we cancel for a tornado watch? Do we cancel for what criteria you cancel for? No. But the key things, notification, evacuation, shelter, and cancellation policy. And you may not cancel it for the whole day. It just made me two heats that you need to cancel. Do you stop buses from, you know, we don't want to bring more people in if we're in the middle of the thunderstorm warning or hail warning, whatever it may be. So, and then all of us, let's come back and sit ready to transport people back to their vehicle. So, that's kind of what I'm wanting to see in that plan. All right, any other, any other final comments? Yes. I was going through the medical command staff, EMS, and I noticed on the organizational chart you got the number that's underneath John. Is that his cell phone number? That is his direct cell phone number, correct, as well as mine as listed as my cell phone number. That is his direct cell phone number correct as well as mine is listed as my cell phone too. Now the other number that says in the event of a radio failure EMS command can be contacted at 2.67 is that going to be a cell phone dedicated to that command deals it doesn't really belong to anybody it's just going to be. That is correct typically at our past events that has been at a cell phone number. I'd like to take those numbers and also give them to our deputies or out in the field just in case something happens. Okay. Also, if you would, I want to introduce Jamie Moore's emergency management officer with my office and he will be the actual inspector for the mask gathering and he'll be on the county's time inspecting the very rather you know the conditions have been met and the plan so he'll be out there throughout the day he'll probably be out there Friday and then throughout the day I staggered throughout Saturday and Sunday verifying that you guys so he'll be your primary point of contact for any conditions with this so you might want to get his information before we leave. An addition to that will also have the fire code, which is on the different side. So we'll have other inspectors come out to verify and work with you on your fire code permits that you've already actually submitted for the tent structures and the verifying the fire resistency of the tents and things like that. So, um, any other? I do the homework. What? When does the actual permit itself get issued and when do you clarify your sanitarian arrangements? That would be a foot. We'll go ahead and add that as a condition. Condition? Yes. And the permit would be issued, you know, with that council for the record, we will go ahead and issue the approved the permit today and list the conditions with that with regarding that permit. And I think that's where we're at. Anything? Comments. With that being said, you know, I feel confident that that Red Frog Advance can handle the issues of the permit following the following conditions is that there are five piece officers located strategically throughout the area. That there are two ALS ambulances on site. That there are two type A water extinguisher station at the fire jump. That the minimum six inch trench for fire logs. the minimum six inch trench for fire logs, additionally a section of fire jumps shall not have flames. Public announcement system, registered sanitarian on site each hour and then a submittal of a severe weather plan. Did you get all those? Okay. Any additions? Okay. Any comments? All those? No further comments? That point we've issued the permit for North Texas 2011 Warrior Dash and we will close this public hearing and permit. And that's where's my watch? 1031. Thank you everybody.