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R-11-48 RESOLUTION NO. R -11 -48 ROAD RACE AND ROAD CLOSURE POLICY WHEREAS, the City of Fairfax, Virginia (the "City ") has determined there is a need to reduce the impact on neighborhoods, citizens and staff resources for road closures and street safety; and WHEREAS, road races not only close roads they also have a impact on traffic, blocking off neighborhoods and requiring staff resources; and WHEREAS, road race applications continue to increase annually in the city. NOW, THEREFORE, BE IT RESOLVED that the attached Road Race and Road Closure Policies dated 10/25/2011 establish policy and guidelines effective immediately; BE IT FURTHER RESOLVED that the administration of the policy will be directed by the City of Fairfax Department of Parks and Recreation under the supervision of the City Manager. Adopted this 25 day of October, 2011. r Mayor ATTEST: /IL ( City Clerk The vote on the motion to approve was recorded as follows: VOTE: Councilman Drummond Aye Councilman Greenfield Aye Councilman Meyer Aye Councilmember Schmidt Aye Councilman Silverthorne Aye Councilman Stombres Aye ROAD CLOSURE POLICY 10/25/2011 ONE ROAD Road closure requests for any event, City or non -City sponsored, that requires the closure of one road from vehicle traffic can be approved by the City Manager or his designee. All special event application forms, fees and requirements must be met prior to approval review. Communication for the road closure will be made to all City residents and businesses in the vicinity of road closure within two weeks prior to the road closure. MULTIPLE ROADS Road closure requests for any event, City or non -City sponsored, that requires the closure of more than one road from vehicle traffic must be approved by the City Council. All special event application forms, fees and requirements must be met prior to approval review. The completed application and information must be brought to City Council within 60 days prior to the event for City Council to consider the application. Communication for the road closure will be made to all City residents and businesses in the vicinity of road closure within two weeks prior to the road closure. ROAD RACE POLICY 10/25/2011 The City of Fairfax will limit the number of non -city operated road races held annually. This policy is designed to establish a procedure for limiting and selecting the races to be held each year. The policy will take effect in 2012. Races that have been historically held for three or more consecutive years including 2011 prior to the adoption of this policy, 10/25/2011, will be grandfathered (approved for automatic inclusion) for the 2013 year. A total of six (6) races will be allowed in a calendar year. No more than two (2) of these six (6) races can be held in one month. If more than two (2) races have been requested to be held in the same month, a lottery will be held to choose the two (2) races. The City Council reserves the right to approve additional City government operated races. All City Special Event policies, ordinances, rules and regulations must still be followed. Procedure for Road Races 1) An annual deadline of July 1 will be set for all road race request applications with an event date to be held January 1 through December 31, annually of the upcoming year. These applications, to include a detailed event plan including a map for the event, will be submitted to the Parks and Recreation Department and reviewed by city departments. The departments will determine the staff costs to support the event which is passed on to the organization. 2) Races that have traditionally been held prior to the adoption of this policy in the City for three or more consecutive years including 2011 and approved by City Council at the work session held October 11, 2011 will be grandfathered for 2013 and subsequent years provided they run consecutively. If the grandfathered race is not held for one year, the race application must be entered into the lottery. The grandfathered races must meet all other city criteria and will still have to submit an application and go through the City review process. This does not preclude city endorsed races if they are approved by City Council. The grandfathered races include: • Truro Preschool & Kindergarten Running for the Kids 5K and 1 Mile • New Years Eve 4 Miler • 5K Run City of Fairfax Benevolent Fun • City of Fairfax Fire Department Kids Triathlon 3) A lottery will be held for all road race applications submitted by the deadline. Applications will be reviewed to ensure they meet City requirements. If the application meets City requirements, they will be numbered, put into a pool and chosen at random. The lottery will be held August 1, annually. Only two (2) races will be chosen from the lottery unless one (1) or more of the grandfathered races does not meet the application requirements, does not submit an application, and /or does not operate their race and eliminates their grandfathered status. In this case, for each grandfathered race not approved, the like number will be selected from the lottery and will not exceed six (6) races in a calendar year. A grandfathered race and lottery selected race does not guarantee approval. City Council must approve the final list of races for the upcoming calendar year. Once the lottery is complete, all grandfathered and lottery races will be brought to the City Council at the first council meeting in September for approval and update on road closures. 4) Once City Council approves or denies the application, the applicants will be notified of their status on September 30, annually.