Loading...
3/13/2023 - Meeting Minutes MEETING MINUTES SALT LAKE CITY AND COUNTY BUILDING CONSERVANCY AND USE COMMITTEE HYBRID MEETING HELD, MARCH 13, 2023 COMMITTEE MEMBERS PRESENT EX OFFICIO MEMBERS PRESENT Riley Bird,SLC Facilities Rob Pett, Committee Member Jaysen Oldroyd, SLC Attorney's Office Barbara Murphy, Committee Member J P Goates, SLC Public Services Kathy Davis, Committee Member ~ ���•,�,eC11„&eo °u:1111a1liq Maya Ellis, SLC Public Services Conserbanry&Ilse Commute John Kemp Committee Vice Chair jp3aoan Swain, SLC Facilities Anne Oliver, Committee Member can Fyfe, SLC Engineering Catherine Tucker, Committee Memb rmaw April 10, 2023 Aiden Little, SLC Planning Jennifer Hale, Committee Member Ryen Schlegel, SLC Special Event Permitting COMMITTEE MEMBER ABSENT OTHER VISITORS AND GUESTS Steve Cornell, Committee Chair Steve Bingham-Hawk, SLC Marathon Rob Welcomed everyone to the Conservancy and Use Committee Meeting this March 13, 2023. He asked for a roll call for those participating as follows: Rob Pett, Committee Member; Riley Bird, Facilities Operations Manager;JP Goates, Deputy Director of Public Services; Maya Ellis, Capitol Asset Manager;Joan Swain, Facilities;John Kemp, Committee Member; Sean Fyfe, Salt Lake City Engineering; Barbara Murphy, Committee Member;Jason Oldroyd, Salt Lake City Attorney's Office; Steve Cornell, Committee Member; Catherine Tucker, Committee Member;Jenny Hale, Committee Member; Aiden Lillie, Planning; Steve Bingham-Hawk, Salt Lake City Marathon; Ryen Schlegel, Salt Lake City Special Event Permitting. Agenda Item 1: Review and Approve Meeting Minutes from February 13, 2023. Rob Pett gave everyone a moment to quickly review the minutes. Barbara Murphy moved to approve the minutes. Rob Pett added a comment about agenda item 2 earthquake repair paragraph 3, correcting "Carolyn continued, stating the contractor bids are under review"to "contractor bid documents are under review" because no bids have been submitted at all, it hasn't been put out for bidding yet. He then gave the time back to Barbara. Barbara Murphy moved to approve the minutes for February 13, 2023, with the correction as stated. John seconded the motion. Rob Pett asked for a vote to approve the minutes. The committee voted unanimously to approve the minutes. Agenda Item 2: Salt Lake Marathon Washington Square Request—Ryen Schlegel, Special Events Permit Manager. Ryen Schlegel began by introducing himself and his role as Special Events Permit Manager for Salt Lake City. Ryen explained that the SLC Marathon needs a special event permit to hold an event on city property.The marathon usually happens at Library Square and 200 East, and not on Washington Square because it's reserved for the 3 grandfathered 1 events. This year the owner of the marathon, Steve Bingham-Hawk, mentioned he wanted to expand a little bit into Washington Square using just a small portion of what is referred to as the "horseshoe." Rob Pett noted that the committee was provided copies of the site plan map showing the proposed layout for the 2023 finish line + post-race party. Ryen explained that Toby the director from SLC Parks couldn't make it to today's meeting, but the Park's position is that they don't mind the hardscape being used but they would prefer not to let additional events use the grass because if you allow one new event use the grass how do you manage more requests? Ryen turned the time over to Steve Bingham-Hawk who introduced himself as the race director and owner of the Salt Lake City Marathon. Steve explained in 2017 or 2018 barricades were set up along the area outlined on the horseshoe to help funnel race participants away from the finish line to give more room for the 7000 participants to take pictures, move to the medical tents, get drinks and snacks and its helpful to have additional room to avoid causing a huge bottleneck at the finish line. In addition to the horseshoe, there is an area labeled on the south of the building as the "boneyard," which would be the administrative area to help store some of the extra supplies needed on site since the trucks are typically parked far away. Steve realizes the other request for the grassy corner near 400 South is a long shot because of the implications for future events but would like to have tents in that area for a VIP section and Beer Garden. comfortable moving them to the street but if it's possible they'd like to have a soft area for participants to lie down after their 26-mile run. Life will go on if we can't use the space, but it would add a nice element to the event having the soft grass, and having the space on the horseshoe would help for safety. Ryen reminded everyone the date for the event would be Saturday, April 22. Rob asked what's the duration between the first finisher of the marathon and the last finisher. Steve answered him saying the bike race begins at the University of Utah starting at 6am and typically ends at about 7am.Then runners who are running the 5k and 10k start at the City County Building at 7:05 and 7:10. So the first Runners crossing the line come between 7:20 and 7:30.They will close the finish line at 1:30, and there are sometimes some stragglers coming around by 1:45. But the peak time when runners are finishing, and spectators are gathering to congratulate them is between 9:00 and 11:30. Rob asked how many people are anticipated to be on Washington square during the peak times? Steve answered the beer garden has a capacity of 150 people,we're not a big drinking bunch but it's there for people to hydrate and celebrate a little bit but that's about as far as they go.The VIP zone is usually less than 50 people, so the traffic on the grass in that area is about 200 people or less at any given time.As far as the horseshoe area there are about a hundred to two hundred people but they work to move people through very quickly because it's a safety piece they want you to get in,get your stuff,then get out. Jenny asked if Parks has looked at the diagram. Ryen confirmed that Park's has reviewed the diagram and is comfortable with using the hardscape, but they don't want to set a precedent that it's okay to use the grass because historically we've only given access to the three grandfathered events. But they didn't see a major issue with it happening. Jenny then mentioned it's a pretty small area, but she knows there are issues with tents and damage from staking. She asked if they would even need the tents given it'll be April and in an area with trees. 2 Steve answered that given the inconsistency of the weather and having food in some areas they would prefer to have it covered. But if they can't use stakes they will bring the appropriate weights to keep the tents down without damaging the area. Jenny commented, she thought that with it being a small area and it isn't as intrusive as the other events she doesn't see a problem with it as long as there are no tent stakes. Riley commented that based on what has been seen in the past, major events can really tear up the grass so adding just one more event or 20 if we open up the flood gates we won't be able to keep the grass in place. JP added that April is an inconsistent time with the weather and because the grass is reseeding,the city would rather avoid it because it's enough trouble in the summer with root damage. We would want to support Park's position, and it looks like Library Square isn't being fully utilized so anything that could be moved over there would be ideal because the purpose of the plaza is to accommodate things like this. Jenny asked if Steve had considered the Library Square area for the beer garden? Steve replied we have considered but there's a flow to their event that makes it different from a typical festival where you want people to wander and see every booth so they'd like things to be more in single line to better meet their intended event flow. Rob asked Steve why did they change to the Washington Square because there was a previous proposal to have things on Library Square. Steve explained that every portion north of the horseshoe on his diagram is on the street except for the orange barricaded area in the grass that has the tents.That area along with the horseshoe are the only pieces on Washington Square. Every other part of the event is on 2"d East or in Library Square.They have tried to have the stage off to the side on 3rd East in the past but it caused some big problems and really killed the energy and flow of the event because it was so far away and made things too blocked and crowded. Rob commented the only things listed for the Library Plaza is Free Water, Information, and the Kids Dash, so why couldn't they flip things 180 degrees and move the horseshoe zone to the Plaza? Steve answered that by doing so, it would completely eliminate the kids dash as the first issue.The other issue would be that you're pushing everyone east and making them do a long loop to get back over to the stage. But the primary concern is removing the ability to do the kids dash. Jenny asked where was the beer garden and VIP tent in 2018 when they used the horseshoe then? Steve answered the beer garden was on the grass on Library Square where you see the massage tent on the current diagram.The massage tent was where the children's activities were located.The children's activities were near the northeast entrance of the library building.The reason they wanted to move the children's activities was because they were encroaching on the area where the businesses are in the Library so they moved to help respond to the Library's concerns. Along with there were significant lines at the gear check tent that would encroach on the Children's activities tent. Barbara asked if the part on the horseshoe would be on hardscape or go back into the trees? Steve confirmed it was on hardscape but it's hard to see because his line is drawn straight but the road is curved. Barbara responded that she understands all of the things he is saying make a lot of sense but personally she thinks we should follow the direction from Park's because there are so many people who want to use the parks and they want to avoid a slippery slope. 3 Ryen added that he agrees with Barbara and wants to follow the direction from Parks. If they tell smaller events that they need to stick to the hardscape, it'll be easier to enforce the rule when larger events want to book the area. Jenny mentioned that people will end up using the grass if we put all the food and drinks near that area. Ryen agreed saying it'll happen anyway but by setting that rule it will prevent people from staking things down and setting up areas that would incentivize traffic. We'd have to have no events if we truly wanted people to avoid the grass. Jenny asked what if we moved the Garden and VIP zone to the other half of the horseshoe or to the parking area to help with the linear flow they want. Steve replied that he has been thinking of alternatives and rearrangements on Library Square in case the grass would be unavailable. He proposes that they could possible adjust the barricades in the horseshoe area to help create a semicircle that would direct traffic across the horseshoe, back to 2"d east,then up to the post race area. He would be willing to withdraw the request to use the grassy area and adjust his plan if he could get approval to just use the hardscape around the city county building. Rob asked if Steve could quickly provide a diagram to the committee showing his proposed changes for the barricades and use of only the hardscape. Steve said he could redraw, but it would take some time. He then went into further detail clarifying how he'd shape the barricades to redirect people toward the street away from Washington square.This way it would preserve the lawn but still provide a safe exit area as runners finish and leave the race zone. Jenny said that it wouldn't necessarily be a high traffic event and people are still going to walk around on the grass regardless. Rob commented it's only a lot of people for a few hours not a few days. Jenny continued, explaining that using the lawn in a way for people to wander isn't a huge issue. She doesn't think it's necessary for Steve to redraw everything and create a funnel. But they do request a new location needs to be found for the Beer Garden and VIP tent. Steve said that he is okay moving that way. Rob asked if anyone had any more questions. Barbara asked to clarify, we are saying that clearly people will wander onto the grass but everything regarding set up will only go on the hardscape. Steve said that's correct and he'd be happy to redo the map to reflect that. Rob said our next meeting is in a month, I wonder if we can construct a motion based on the restatement based on Barbara's restatement and have them submit something that can get them to move forward in their planning. Jenny asked if we wait for the next meeting is that too close to the event? Steve asked if it's possible to get a "conditional" approval provided he created an updated map based on what he verbally explained. Rob asked if Jenny could make a motion to make that happen. Jenny said I think we should trust that Steve will do what we ask him to do, is that okay with everyone else? Ryen said that's like how all of our event permits go anyways so that seems fine with me. 4 Jenny motioned we approve the layout plan with the exception of moving the event areas that are on the lawn to an area that is paved. Barbara seconded the motion. Rob asked for a vote. The committee unanimously approved the motion. Agenda Item 3: Other Building Project Updates. JP said by way of update for the budget amendment to take in the funds from the building insurer that went to a straw poll with the city council thumbs up no questions asked. Sean said once the money is in place we're ready to advertise for bids, the permits are approved, we're finalizing the bid package. As soon as we get that cost center with the additional money we plan to advertise for bids. Rob thanked Sean then asked are there any other questions on the restoration work from the seismic event. Rob asked are there any other questions for the city relative to current projects. Rob said Riley mentioned during our last conversation the electrical vault that is to be constructed out front will occur much after this marathon race so there's not an impact on current work at the building as I understand it. Riley confirmed. Sean provided a brief update on the vault project, explaining that it's in permit review and they are waiting for the first round of comments. Engineering doesn't like to advertise until it's gone through permit review.That'll hopefully follow the interior repair soon after we advertise. Rob asked are there any updates on the security measures that were proposed ongoing at the last meeting?There was discussion about magnetometers but I've noticed they aren't in place and that was a month ago. JP said they don't have any updates at this time. Barbara asked what about the film on the windows? JP said that project is complete, the film on the first level is all installed now they're going around with a caulking system around the perimeter to help the film adhere to the frame so that work is still being done. Then all the interior offices that require sandwiching extra glass for the film to adhere to is still ongoing. Rob asked if those updates would require adjustment to the wood stop. Riley said a little bit yes. JP said they're replacing those stops with a thinner stop. It's the same profile but allows for that eighth inch of glass to be added in.JP said we have example of one downstairs in room 138. From the hallway side it still the textured glass.The new pane is being installed in the interior of the private office and that's where the film is applied. Rob asked are there any other issues that people would like to bring up? Rob asked if someone would entertain a motion to adjourn. John motioned to adjourn. Catherine seconded the motion. The Committee unanimously voted to adjourn. 5