Resolution 004-2016 RESOLUTION NO. 004 -2016
A RESOLUTION BY THE MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS WAIVING THE PROHIBITION
AGAINST ALCOHOL CONSUMPTION AT HIGGS BEACH IN
SUPPORT OF THE NINTH ANNUAL KEYS 100 ULTRA-
MARATHON.
WHEREAS, Ultra Sports, LLC is hosting the 9th Annual Keys100 Ultra-
marathon Race; and
WHEREAS, Monroe County desires to support events put forth for purposes of
community recreation and entertainment, and
WHEREAS, 9th Annual Keys100 Ultra-marathon Race will be held on May 21-
22, 2016; and
WHEREAS, Ultra Sports, LLC will be serving alcohol to the race participants in
a designated and secured area at Higgs Beach during the race's closing ceremonies; and
WHEREAS, Ultra Sports, LLC has requested a waiver of the county's
prohibition against possessing alcohol on Higgs Beach; and
WHEREAS, Monroe County Code section 18-25(b)(2) authorizes the Monroe
County Board of County Commissioners to waive the prohibition upon a resolution of the
board;
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA, that the Monroe County
Board of County Commissioners finds that Ultra Sports, LLC has obtained liability
insurance naming Monroe County as an additional insured, all as required under M.C.C.
sec, 18-25(b)(2), and hereby waives the prohibition against alcohol possession at Higgs
Beach as defined in M.C.C. sec. 18-25(a) on May 22, 2016.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe
County, Florida, at a regular meeting held on the 20th day of January, 2016.
Mayor Heather Carruthers Yes
Mayor Pro Tern George Neugent Yes
Commissioner Danny Kolhage Yes
Commissioner David Rice Yes
Commissioner Sylvia Murphy Yes
J..% ��'^ �,` BOARD OF COUNT COMMISSIONERS
., .'.'�� I' • AMY HEAVILIN, CLERK OF MONROE CO, • ' ID
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/Deputy Clerk Heather Carruthers, Mayor
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REQUEST FOR USE OF COUNTY PROPERTY
IN MONROE COUNTY,FLORIDA
Date:December 4, 2015
Name of persons or organization: Ultra Sports,LLC
Address&telephone number: P.O. Box 2065, Fort Lauderdale,FL 33303
Contact person&telephone number: Bob Becker, 954-439-2800: Susan Kochan,305-304-0746
Specific County property or meeting room requested: Higgs Beach area on sand,east of northernmost
pavilion/bandstand near sea wall, lust west of West Martello Tower. Will erect 40' by 80'tent canopy for
the event, 12' wide inflatable arch(the finish line) and two 10' X 10' tent canopies near it.
Intended use: Finish line for 2016 KEYS100 race and post-race awards ceremony
Date(s) needed: May 20-22.2016 Time: May 20, approximately 6:00 pm for set-up of tent,until May 22 at
approximately 5:00pm to complete take-down. Runners begin arriving at approximately 3:00pm on May 21,
and continue until 2:30prn on May 22. Awards program 11:00am until 2:00pm on May 22.
Official Monroe County Government Use: Yes ❑ No DX
Number of participants: 300-350 for awards program;fewer at any one time during the race as runners arrive at the
finish line and disburse to their hotels
Alcohol consumption/sales? Yes X No ❑ (No sales) Use of personal BBQ grill: Yes X No
USE OF COUNTY PROPERTY ONLY
Clean up provisions, assurances, and state if any improvements are to be to facility: Temporary erection of
40' by 80' canopy tent by local company. Clean-up by race volunteers as in all previous years.
Coordination with: Sheriff Dept: Yes X No El
Security: Yes ❑ No X(None planned)
Public Works: Yes X No❑ (Will coordinate as required)
Previous history of holding similar events: Yes. This will be the 9th year for the KEYS 100,and the 5th year
with the finish line at Higgs Beach.
USE OF MEETING ROOMS ONLY
Special Audio Visual Equipment needed: Yes ❑ No ❑ Describe:
Public Address System: Yes ❑ No ❑ Arrangement of Room:
Fees are listed on pages 7, 8 and 9 of the Policy for Public Facilities,Roads,Bridges, & County Meeting
Rooms and are NON-REFUNDABLE. Checks or Money Orders are to be made payable to Monroe
County Board of county Commissioners.
COUNTY USE ONLY
Scheduled Date: o)(?4.-1 ( Fees:
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Insurance/Hold Harmless Requirements: a 6.10 •' i / -� i' ea -C
Approved: Yes No ❑ By: 1
� I t� I _ Ail_ .�r' Yda
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Remarks:
1y
HOLD HARMLESS AGREEMENT
This agreement entered into by and between MONROE COUNTY, FLORIDA, a political
subdivision of the State of Florida,herein"COUNTY", and Ultra Sports. LLC, whose
address is P.O. Box 2065, Fort Lauderdale,FL 33303 hereinafter"EVENT SPONSOR":
That for and in consideration of the understanding hereinafter set forth the parties do agree and
covenant as follows:
1. That in and for the consideration of permission to use certain public roads or other public
property, more particularly described as follows: Higgs. Beach, area on sand. east of
pavilions/bandstands near sea wall, just west of Martello Tower, will erect 40 x 80 ft. tent
canopy with an inflatable arch and two 10 x 10 canopy tents next to it, all for the purpose of the
finish line area for the 9th annual KEYS 100 race and awards ceremony. (This is similar to what
has been approved the last few years.) The race: Runners from Key Largo (100 mile races),
Marathon (50 mile race) and Big Pine Key (50 kilometer race) finish at the arch, receive finisher
medals and are offered food, drinks and a place to sit under the large canopy. Then on Sunday,
from 11:OOam-2:00pm, the area under the large canopy is used for the awards program. On the
20`" of May, 2016, from 6:00pm (to erect the tent, with the balance of set-up on. Saturday
morning, May 21) until the 22° of May, 2016 at 5:00 pm (to complete take-down),the EVENT
SPONSOR does hereby agree to indemnify the COUNTY for any and all claims or liabilities that
may arise out of the above described event.
2. That, in addition to indemnification described in Paragraph One, the EVENT SPONSOR
does hereby agree to hold the COUNTY harmless in all respects concerning the event described
in Paragraph One and will defend any and all causes of action or claims and will, further,pay the
cost of any attorney's fees incurred by the COUNTY arising out of the event described in
Paragraph One.
Ultra Sports,LLC
Organization
By: Robert J. Becker
Of the above and duly authoriz to
execute this agreement.
State of Florida
County of Menreeca
SUBSCRIBED AND SWORN to (or affirmed before me) on.2cO'day of gs - oec , 20\S
By ' 3. _ (Event Contact Person),he/she is personally known to me or has
produ ed (type of identification) as identification.
Nadia Matiara4
ary Public '°a Notary Public
} `i'}(. State o!Florida
IY �'PO'
;14,r�tr s MY COMMISSION#FF 89413
Expires:February 3,2018
•
• DATE: 10/29/2015
CERTIFICATE OF INSURANCE
CERTIFICATE NUMBER: 20151029384053
AGENCY:
ESIX 3 LLC THIS CERTIFICATE IS ISSUED AS A•MATTER OF INFORMATION ONLY AND
d/b/a Entertainment&Sports Insurance eXperts(ESIX) CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES
dlble Entertainment and Sports Insurance Agency(California) NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.
2727 Paces Ferry Road,Building Two,Suite 1500
Atlanta,GA 30339
678-324-3300(Telephone)
678-324-3303(Facsimile)
NAMED INSURED: INSURERS AFFORDING COVERAGE:
USA Track&Field,Inc. Ultra Sports,LLC INSURER A: Philadelphia Indemnity Ins.Co.
132 East Washington Street,Suite 800 Indianapolis IN 46204 INSURER B: Philadelphia Indemnity Ins.Co.
EVENT INFORMATION:
Keys100 Ultramarathon(5/21/2016-5/23/2016).
POLICY/COVERAGE INFORMATION: __ __ _ _____ _ _ — — I
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY 1
REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE
IINSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.AGGREGATE
LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
I-
I INS TYPE OF INSURANCE: POLICY NUMBER(S): EFFECTIVE: EXPIRES: LIMITS:
A GENERAL LIAB1lJTY _ _ _. __ __ _ _ _
TPHPK1403938 11/1l2015 11/1/2016
X Occurrence GENERAL AGGREGATE(Applies Per Event) $3,000,000
_ I 12:01 AM 12:01 AM
X Host Liquor Liability ! EACH OCCURRENCE ` , $1,000,000
II X Participant Legal Liability DAMAGE TO RENTED PREMISES(Each Occ.) $1,000,000
MEDICAL EXPENSE(Any one person) EXCLUDED
PERSONAL&ADV INJURY $1,000,000
_ ____ PRODUCTS-COMP/OP AGG� $3,000,000
B UMBRELLA/EXCESS LIABILITY _ _ ___ ____ _ e ____ _.___ _—_
"V_� �^ I PHUS517449 — 11/1/2015 11/1/2016
I X Occurrence AGGREGATE(Applies Per Event) 510,000,000
G e 12:01 AM 12:01 AM
i i` EACH OCCURRENCE _ $10,000,000
DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLU,SIONS ADDED_BY ENDORSEMENT/SPECIAL PROVISIONS:
Coverage applies to USA Track&Field sanctioned events and registered practices, including any directly related activities, such as event set-up and tear-down,
participant check-in and award ceremonies.
The certificate holder is additional insured but only for the liability arising out of the negligence of the named insured,per the following endorsement Additional Insured
-Certificate Holders(Form PI-AM-002).
The General Liability policy is primary and non-contributory with respect to the negligence of the Named InsOreds(Form CG 00 01).
The General Liability policy contains a blanket Waiver of Subrogation as required by contract per Waiver of Transfer of Rights of Recovery Against Others(Form CG
24 04).
j
`7. APP VED RI K MAN MENT
BY
DATE — —I ____._.,___._
WAIVER N/ YES_,e,
CERTIFICATE HOLDER: NOTICE OF CANCELLATION:.
Monroe County Board of County Commissioners Should any of the above described polities be cancelled before the expiration date thereof,
3583 South Roosevelt Blvd, notice will be delivered in accordance with the policy provisions. _ _
Key West FL 33040 AUTHORIZED REPRESENTATIVE:
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CLARENCE HIGGS BEACH - MASTER PLAN ' 0-
KEY WEST.FLORIDA
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December 21, 2015
Monroe County Administrator:
Enclosed, please find the following documents:
-Request for Use of County Property
-Hold Harmless Agreement
-Certificate of Insurance with Liquor Liability Coverage
-Map of Higgs Beach
I am writing on behalf of the 9th Annual KEYS100 Ultra-marathon race. Our race
begins on Saturday. May 218t of 2016 at 6am in Key Largo and ends in Key West
by 3pm on May 22' . This will be our 5th year enjoying Higgs Beach as our finish
line and awards venue. Nothing has changed from the previous 4 years of our
event.
We are requesting the use of the section of Higgs Beach from 6pm on May 20th to
5pm on May 22"d, 2016 (Please see attached map). Our footprint includes a 40' x
80' canopy tent, a 10' x 10' canopy tent and a 12' inflatable finish line arch.
Our awards ceremony is on May 22"d from 11am to 2pm inside the larger tent.
Typically around 400-500 runners and their families attend the awards ceremony.
There will be a 4 piece band with a small amplifier within the tent. We will serve
free donated beer to our 21 and over attendants.
We request the use of the Higgs bathrooms for the duration of the race and
access to the power pole for power, lights and finish line data computer hookup.
We ask that the per person impact fee be waived as we will, as always, leave the
area entirely free of trash and recyclables.
Feel free to contact me with any questions.
Than you for yc ur assistance with the 9th Annual KEYS100 Ultra-marathon.
/ Susan Kochan
Marketing Director
slkochan@bellsouth.net
305-304-0746
Ultra Sports, LLC, P.O. Box 2065, Fort Lauderdale, FL 33303 Phone 954-439-2800