TOWN OF JACKSON
TOWN COUNCIL
AGENDA DOCUMENTATION
A
PREPARATION DATE: February 11, 2014
MEETING DATE: February 18, 2014
SUBJECT:
SUBMITTING DEPARTMENT: Town Clerk
DEPARTMENT DIRECTOR: Roxanne DeVries Robinson
PRESENTER: Carl Pelletier, Administrative Assistant
Sustainability Series: Clean Vehicle Expo
PURPOSE/STATEMENT:
The Mayor and Council approve or deny all special event applications requesting use of Town streets, alleys
and sidewalks and services of Town personnel on behalf of the Town of Jackson.
BACKGROUND/ALTERNATIVES:
The applicant, the Yellowstone-Teton Clean Energy Coalition, requests permission to host a Clean Vehicle
Expo on Tuesday, April 22, 2014 from 6:00 P.M. to 7:00 P.M. The Clean Vehicle Expo is part of a
sustainable series put on by the Coalition. This event is being held on Earth Day to help raise awareness and
educate attendees on alternative vehicles. The applicant has requested the use of a portion of the Home
Ranch Public Parking Lot. The have requested the use of 6 parking spaces. The Coalition will display
between 3 to 6 vehicles for attendees to view and look inside. A small table will hold information on
alternative vehicles and there will be brief talk at 6:15 P.M.
The applicant requests the following:
1.
The use of 6 parking spaces together in the Home Ranch Lot marked off with cones, so the
alternative vehicles can be parked in these spaces starting at 5:00 P.M.
2.
Police Department assistance marking 6 sites in the Home Ranch Lot indicating No Parking.
3.
Public Works assistance in providing cones to mark off 6 parking spaces.
ALIGNMENT WITH COUNCIL’S STRATEGIC INTENT
This request is in alignment with the Council’s Statement of Strategic Intent as it relates to Environmental
Stewardship, Economic Sustainability and the Town is Heart. One of the purposes of the event is to raise
public awareness of environmental issues. Special events in general support economic sustainability and the
event is being held in Town which is in alignment with the Town being the heart of the region.
ATTACHMENTS:
Special event application.
FISCAL IMPACT:
Estimated fiscal impact is minimal.
STAFF IMPACT:
On-duty Police Department personnel for placing No Parking signs and cones in 6 parking spaces in the
Ranch lot. On-duty Public Works Department personnel for providing cones.
LEGAL REVIEW:
N/A
RECOMMENDATION:
Staff recommends the approval of the special event permit application, subject to the following conditions
and restrictions:
1. The applicant shall clean up after the event and shall be responsible for the removal of all
refuse generated by the event.
2. Banners are not permitted unless approved under a separate Sign Permit Application to the
Planning and Building Department.
3. The applicant shall coordinate all power needs with the Parks & Rec. Park Superintendent
(733-5056) at least one week prior to the event.
4. All walkways and boardwalks shall be kept clear and unobstructed.
5. Any power cords that cross walkways shall be taped and secured so as to avoid a tripping
hazard.
6. The applicant shall coordinate all police services with the Jackson Police Department at
(733-1430) at least one week prior to the expo to work out the details of necessary police
services.
7. The applicant shall coordinate all public work services with the Public Works Department at
(733-1430) at least one week prior to the expo to work out the details of necessary services
such as cone delivery.
8. An insurance certificate that names the “Town of Jackson as an additional insured including
its Officers, Officials, Employees, and Volunteers” and must also state that coverage is
primary and non-contributory is required for every event. Insurance limits must be at least
$1,000,000/occurrence and $1,000,000 aggregate. The additional insured language on the
certificate may not include any limitations or exclusions. Insurance certificates are subject to
the review and approval of the Town attorney.
SUGGESTED MOTION:
I move to approve the special event application made by the Yellowstone-Teton Clean Energy Coalition to
host a Clean Vehicle Expo in the Home Ranch Parking Lot subject to the conditions and restrictions listed in
the staff report.
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