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2018-279-Minutes for Meeting June 27,2018 Recorded 7/5/2018Recorded in Deschutes County CJ2018-279 Nancy Blankenship, County Clerk Commissioners' Journal 07/05/2018 4:20:27 PM 2018-279 Do not remove this page from original document. Deschutes County Clerk Certificate Page I < Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - Fax (541) 385-3202 - https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Business Meeting of June 27, 2018 DATE: June 21, 2018 FROM: Isabella Liu, Community Development, TITLE OF AGENDA ITEM: PUBLIC HEARING: Consideration of Signature of Document No. 2018-480, Outdoor Mass Gathering Permit for OAS Bigstock 2018 RECOMMENDATION & ACTION REQUESTED: Hold a de novo public hearing and make a decision based on the existing record and written and oral testimony. BACKGROUND AND POLICY IMPLICATIONS: Before the Board of County Commissioners ("Board") is an Outdoor Mass Gathering application by Oregon Adaptive Sports ("OAS") requesting to hold a music festival on a 29.17 -acre parcel owned by William P. McCormick. The festival is a one -day event that includes music, fundraising activities (e.g. silent auction and raffle), food and drink, and parking for an estimated 750 people. The proposed dates for the OAS Bigstock music festival are August 10-12, 2018, which includes set-up and removal of equipment, structures, and similar materials used for the festival. The request is not a land use application and not subject to zoning regulation. The request is subject to Deschutes County Code Chapter 8.16 and the Hearings Body to review this application is the Board. See attached staff memo for further background information. FISCAL IMPLICATIONS: None ATTENDANCE: Izze Liu, Associate Planner R IEW D LEGAL COUNSEL OUTDOOR MASS GATHERING PERMIT DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT BEND, OREGON (541) 388-6575 LOCATION: 18930 Couch Market Road Bend OWNER: William P. McCormick TYPE, DATES & TIME OF EVENT: Music Festival August 10 2018 — August 12 2018, 9:00 a.m. to 10:00 p.m. OPERATOR: Bigstock Bend (Fundraiser for Oregon Adaptive Sports) PHONE: (541) 389-4383 1. PERMIT BECOMES NULL AND VOID IF EVENT OR GATHERING HAS NOT STARTED ON THE APPROVED DATE. 2. THE APPROVED PERMIT SHALL BE RETAINED ON-SITE UNTIL THE EVENT OR GATHERING IS COMPLETE. 3. BY ACCEPTANCE OF THIS PERMIT, OWNER OPERATOR CONSENT TO ALLOW LAW ENFORCEMENT, PUBLIC HEALTH AND FIRE CONTROL OFFICERS TO COME UPON THE PREMISES FOR WHICH THE PERMIT HAS/HAD BEEN GRANTED FOR THE PURPOSE OF INSPECTION AND ENFORCEMENT OF THE TERMS AND CONDITIONS OF THE PERMIT AS ALLOWED BY DCC 8.16, AND ANY OTHER APPLICABLE LAWS OR ORDINANCES. File Number (247-18-000423-OMG) The Board of County Commissioners approves the Oregon Adaptive Sports application for an Outdoor Mass Gathering permit based upon the attached requirements incorporated by reference herein and subject to the following conditions. CONDITIONS OF APPROVAL 1. Fourteen (14) days prior to the event, Oregon Adaptive Sports shall obtain and provide the Community Development Director for approval a Special Events Insurance policy that provides general liability of $1,000,000 per single claimant and incident and $2,000,000 for all claimants arising from a single incident. The policies shall name Deschutes County, its officials, agents and employees as an additional insured on the endorsement. The policies shall provide payment of claims within the 180 -day period after the scheduled termination of the event. 2. The total number of attendees authorized by this permit is 750. A 10% variance is allowed meaning that under no circumstances shall the total number of attendees (to include patrons, musicians, vendors, staff, and security) exceed 825 total persons at any time during the course of the event. 3. The operator shall keep an accurate count of persons and vehicles entering the event. Bigstock Bend 247-18-000423-OMG Permit, Document 2018-480 - 4, 0 j 4. The operator shall provide one toilet per every 100 attendees. The operator has contracted with Advanced Systems to provide the required facilities. 5. Hand washing facilities shall provide running water, adequate soap, and paper towels. The operator has contracted with Advanced Systems to provide the required facilities. 6. Waste collection and removal shall be provided by Bend Garbage and Recycling. 7. Food service shall be provided by licensed vendors and restaurateurs. Each food vendor shall apply to the County Health Department for a temporary restaurant license at least one week in advance of the event. 8. The operator shall receive final approval by the Bend Fire Department after inspection no later than August 10, 2018. 9. All fire hydrants, fire sprinkler, and/or standpipe system connections are to remain readily visible, accessible, and unobstructed and shall be accessible with an unobstructed circumferential distance of three (3) feet. 10. Fire and emergency access roads shall have an unobstructed width of not less than 20 feet and a vertical clearance of not less than 13 feet, 6 inches. Barricades shall be approved prior to erecting. The emergency access roads shall remain open at all times. 11. Vendors cooking outdoors shall comply with the Bend Fire Department and the City of Bend "Open Cookinq Concession Requirements." 12. Non -fixed food concession such as enclosed trailers, buses, and vans shall comply with the Bend Fire Department and the City of Bend "Non -Fixed Food Concession Requirements." 13. All tents, canopies, and temporary structures shall comply with the Bend Fire Department regulations. 14. Campfires, bonfires and other recreational open burning are prohibited. 15. The Outdoor Mass Gathering shall have at least one first aid station staffed by two adult individuals trained in first aid techniques for the duration of the event. The first aid station shall include an Automated External Defibrillator (AED) device with AED device trained staff. The operator shall provide the transport plan agreed between Adventure Medics and Bend Fire at least one week in advance of the event. 16. Thirty (30) days prior to the event, the operator shall submit to the Community Development Director, the names and qualifications for all individuals trained in first aid techniques and AED device trained staff for the duration of the event. 17. Security for the event will be provided by North Pacific Security, Inc. with clearly marked security officers. Security will be in place at all times. 18. The operator shall provide one crowd control person for each 100 persons, expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering. 19. Traffic control and crowd protection personnel shall show certification of training or experience acceptable to the County to conduct traffic and or crowd -control duties. 20. Adequate space, approximately 75 feet, should be provided on-site before the first parking space to allow for stacking of vehicles and avoiding traffic backing up onto the roadway. 21. Thirty (30) days prior to the event, the operator shall submit to the Community Development Director and County Sheriff, the names and necessary background information for all traffic -control and crowd -control personnel to be utilized during the Outdoor Mass Gathering. 22. Operator shall adhere to the proposed site plan that shows the parking area. 23. This permit shall be posted in a conspicuous spot on the property during the course of the event. 24. The operator and/or property owner will provide access to the premises for inspection purposes by law enforcement, public health, and fire control officers based on the terms and conditions of the permit. If deficiencies are identified following an inspection, the inspector may return as often as needed until the deficiencies are cured. If the deficiencies are not cured or if the County determines that the deficiencies cannot be cured then the operator expressly consents that the County Sheriff is authorized to take any and all necessary actions to terminate the Outdoor Mass Gathering. 25. The burden of preserving order to the proposed event shall be with Oregon Adaptive Sports. 26. All debris will be removed within 72 hours after the event termination. All temporary structures shall be removed within 3 weeks of event termination. Bigstock Bend 247-18-000423-OMG Permit, Document 2018-480 2 27. No person shall be permitted to bring alcohol onto the premises. This shall not apply to the sale and consumption of alcohol from a State of Oregon licensed facility located on the premise. 28. No narcotic or illegal/dangerous drug use will be permitted at the premises. 29. The operator shall meet the requirements of DCC 8.16.250, Public Safety. 30. Parking services will be provided by Oregon Adaptive Sports and will include a minimum of six traffic control and parking monitors for each shift. 31. The amplified music shall meet the requirements of DCC 8.16.290. A sound level in excess of 70 decibels prior to 10:00 p.m. and in excess of 50 decibels after 10:00 p.m. (as measured upon the A scale of a standard sound level meter on affected property) shall constitute a violation of the Deschutes County Code. 32. The Outdoor Mass Gathering shall not be conducted, including set-up, placement, storage, staging, removal or similar action of any equipment, materials, structures, vehicles, supplies and so forth, in the unincorporated areas of the County within 1,000 feet of any residence between the hours of 12:01 a.m. and 9:00 a.m. Dated this 7 of ( 2018 ATTEST: ,RecdM—ingSecretary BOARD OF COUNTY COMMISSIONERS Anthony DeBone, Chair ntij �_'v Philip G. Hende 4 on, Vice Chair C—A' Tammy Baney, Commi si ner Bigstock Bend 247-18-000423-OMG Permit, Document 2018-480 F1 C:,WAWA� Ok STAFF REPORT TO: Board of County Commissioners FROM: Izze Liu, Associate Planner DATE: June 20, 2018 HEARING: June 27, 2017 RE: Public Hearing for an Outdoor Mass Gathering, File No. 247-18-000423-OMG PURPOSE The Deschutes Board of County Commissioners ('Board") will hold a public hearing to consider a proposal by Oregon Adaptive Sports for an Outdoor Mass Gathering ("OMG") application. The applicant proposes to hold a music festival in August 2018 on a 29.17 -acre parcel owned by William McCormick. The festival is a one -day event that includes music, fundraising activities (e.g. silent auction and raffle), food and drink, and parking for an estimated 750 people. PROPOSAL The applicant, Oregon Adaptive Sports ("OAS'), is proposing to hold Bigstock 2018, a music festival at the subject property located at 18930 Couch Market Road, Bend', which is zoned Exclusive Farm Use (EFU).z The Bigstock festival has occurred on property inside the Bend city limits for the past seven years. Last year, the event was held on a property' outside of city limits. This year Oregon Adaptive Sports is proposing a new location. The current proposal requests an Outdoor Mass Gathering permit that would allow up to 750 people, including staff and vendors, in attendance at the festival (DCC 8.16.160(G)(6)). 1 There are three parcels involved with this application: 18800, 18870, and 18930 Couch Market Road and all under the same ownership. The primary event parcel will occur at 18930 Couch Market and will be referred to as the "subject property" in this report. Overflow parking will occur at 18800 Couch Market, and walkway from overflow parking to the primary event area crosses property at 18870 Couch Market Road. All three parcels are identified on the Outdoor Mass Gathering Permit, Board Document 2018-480. z This application is not subject to the EFU zoning regulations because it is not a land use application. 3 The 2017 Bigstock event occurred on property located at 63030 Cole Road, Bend. 117 NW Lafayette Avenue, Bend, Oregon 97703 1 P.O. Box 6005, Bend, OR 97708-6005 (541) 388-6575 @ cdd@deschutes.org @ www.deschutes.org/cd The proposed dates for Bigstock 2018 are August 10-12, 2018, which includes set-up and removal of equipment, structures, and similar materials used for the festival. The actual music festival will take place primarily on an outdoor stage on Saturday, August 11, 2018. Specific 2018 festival dates and hours are as follows: Friday, August 10 - Event set up Saturday, August 11 - Doors open at 4:00 p.m. and event will end at 10:00 p.m. Saturday, August 11 - Patrons depart between 8:30 p.m. to 11:00 p.m. Sunday, August 12 - Site clean up The subject property has been divided into specific areas for the music festival. The main activity area, located on the eastern half of the property, contains the stage, food and beverage vendors, restrooms, water, first aid, trash collection and recycling, and basic operational aspects of the festival. The main vehicle parking area will be located west of the existing driveway. Overflow parking will be located to the west of the main parking area on property 18800 Couch Market Road (see footnote 1). A walking path connects the additional parking area to the main entrance of the festival. The main access driveway is adjacent to Couch Market Drive and runs parallel to the eastern property boundary. The proposed application materials indicate that the site will have eleven portable toilets (one will be ADA compliant), three hand -washing facilities, water supply area, food service, and waste collection sites. The subject property is approximately 29.17 -acres and is developed with a single-family dwelling and accessory structures. Couch Market Road, which abuts the southern property boundary, is classified as a rural collector road. Couch Market Road connects to Highway 20 to the east, which is a primary highway. The site has relatively level terrain and landscaped with native and introduced trees, grasses, and other ground cover. The majority of the property to the west and north is irrigated pasture land. The surrounding area consists of farm and rural residential uses. The subject property is surrounded by EFU zone properties with some properties zoned Multiple Use Agricultural to the west and properties zoned Rural Residential to the east. PUBLIC NOTICE The Planning Division mailed notice to several agencies and property owners within 750 feet of the subject property on June 6, 2018. Public notice was also published in the Bend Bulletin on June 10, 2018. Public comments received were in support of the event and the agency comments did not address any special concerns. OUTDOOR MASS GATHERING CRITERIA Deschutes County Code (DCC) Chapter 8.16 provides approval criteria for an Outdoor Mass Gathering permit. The applicant has satisfied the requirements addressed in DCC 8.16.160. As 247-18-000423-OMG Page 2 of 12 required, the applicant has satisfied the requirements addressed in DCC 8.16.160, including obtaining signatures on the application form from the following agencies: • Bend Fire Department • Deschutes County Health Department • Deschutes County Environmental Health Division • Deschutes County Sheriff The proposed application can comply with the applicable standards and criteria outlined in Chapter 8.16 below if conditions of approval are met. 1. Section 8.16.210. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Insurance. A. After consultation with the County Risk Manager, if the Board determines that the Outdoor Mass Gathering or Extended Mass Gathering creates a potential for injury to persons or property, the Board may require organizers to obtain a commercial general liability insurance policy in an amount commensurate with the risk, but not exceeding $1 million per occurrence. B. The insurance policy may not be cancelable and shall provide coverage against liability for death, injury, or disability of any human or for damage to property arising out of the Outdoor Mass Gathering or Extended Mass Gathering. C. The insurance policy must be an 'occurrence" policy, or its equivalent, that provides for payment of claims made during the 180 -day period after the scheduled termination of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. D. The Organizer shall furnish the Director with an insurance certificate and a copy of the insurance policy naming the County as an additional insured under the policy. E. The permits for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall be voided by the Director if the Organizer does not file proof of the non- cancelable insurance required by this section with the Director at least fourteen days before the first day of the [Outdoor Mass Gathering]. The applicant intends to obtain a special event insurance policy that will provide general liability of $1,000,000 and cover against liabilityfor injury or disability of any human, orfor damage of property arising out of this Outdoor Mass Gathering. The insurance certificate and copy of the insurance policy must name the County as an additional insured. As a condition of final approval, staff recommends that the applicant provide this information at least 14 days prior to the first day of the Outdoor Mass Gathering. 2. Section 8.16.220. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Sanitary Facilities. A. The County Environmental Health Division shall have the responsibility for approving all sanitation and related facilities required by the Hearings Body for an Outdoor Mass Gathering or Extended Mass Gathering permit to ensure that 247-18-000423-OMG Page 3 of 12 reasonable minimum standards have been or will be met by the Organizer, in accordance with the procedures outlined in DCC 8.16 and OAR 333-039. 1. Water. An adequate supply of water meeting state drinking water standards for Chemicals and Bacteria shall be provided. 2. Food Service Facilities. Food service facilities shall comply with the Oregon Department of Human Services regulations that pertain to the operation of temporary restaurants. B. Such approval of an Outdoor Mass Gathering or Extended Mass Gathering permit by the County Environmental Health Division shall indicate the number, type, and location, when appropriate, of the various facilities and shall include a description of the specific type of food preparation and food service facilities to be provided. The applicant provided an environmental health plan documenting contact persons, number of toilets and hand washing facilities, water supply, and waste collection and disposal, and food service facilities. Eric Mone, Environmental Health (EH) Supervisor, reviewed and approved the proposed sanitary facilities plan. The plan notes that Advanced Systems will provide the portable toilets and hand washing stations. Bend Garage and Recycling will provide garbage and recycling services for the festival. The applicant is currently in the process of securing a sponsorship with a private water provider to serve the property for the event, which would not require water testing for coliform and nitrates. As a condition of approval, the applicant will be required to confirm that a private water provider has been secured for the event; otherwise, the private well must be tested for coliform and nitrates by an approved lab prior to the start of the festival. 3. Section 8.16.230. Outdoor Mass Gathering and Extended Outdoor Mass Gathering.- Fire Protection Standards. A. Unless waived by the Hearings Body pursuant to DCC 8.16.030(H), no Outdoor Mass Gathering or Extended Mass Gathering permit shall be granted under DCC 8.16 unless the Organizer has shown that the appropriate Fire Protection District Officer has approved the type, size, number and location of fire protection devices and equipment available at, in or near any location, including outdoor sites, buildings, tents, stadium or enclosure, wherein or whereupon more than 10 persons may be expected to congregate at any time during the course of an Outdoor Mass Gathering or Extended Mass Gathering for which a permit is required under DCC 8.16. B. If the site for which the permit is applied for is located outside a fire protection district, the Organizer must show approval from the office of the State Fire Marshal. The Planning Division mailed notice to several agencies includingthe Bend Fire Department. Deputy Chief/Fire Marshal, Larry Medina, did not provide any comments for the proposed event. In past years, Mr. Medina has consistently recommended the same requirements for other events. The recommendations include the following: • All fire hydrants, fire sprinkler, and/or standpipe system connections are to remain readily visible, accessible, and unobstructed and shall be accessible with an unobstructed circumferential distance of three feet. 247-18-000423-OMG Page 4 of 12 • Fire and emergency access roads shall have an unobstructed width of not less than 20 feet and a vertical clearance of not less than 13 feet, 6 inches. Barricades shall be approved prior to erecting. The emergency access roads shall remain open at all times. • Vendors cooking outdoors shall comply with the Bend Fire Department and the City of Bend "Qpen Cooking Concession Requirements." • Non fixed food concession such as enclosed trailers, buses, and vans shall comply with the Bend Fire Department and the City of Bend "Non -Fixed Food Concession Requirements." • All tents, canopies, and temporary structures shall comply with the Bend Fire Department regulations. • Campfires, bonfires and other recreational open burning are prohibited. • The Outdoor Mass Gathering shall have at least one first aid station staffed by two adult individuals trained in first aid techniques for the duration of the event. The first aid station shall include an Automated External Defibrillator (AED) device with AED device trained staff.... To ensure compliance, staff recommends the requirements of the Bend Fire Department be made conditions of final approval of the Outdoor Mass Gathering permit. In addition, the applicant shall contact Bend Fire Department prior to Outdoor Mass Gathering and obtain final site approval from the department no later than the Friday (August 10, 2018) before the festival. 4. Section 8.16.240. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Medical Service. A. The County Health Department shall have responsibility for approving plans as to medical service required for the Outdoor Mass Gathering or Extended Mass Gathering. B. Each Outdoor Mass Gathering or Extended Mass Gathering shall have as a minimum one ambulance and a first aid station staffed by two adult individuals trained in first aid techniques. The applicant submitted the terms and conditions agreed upon between Bigstock LLC and Adventure Medics. The services outlined by Adventure Medics include an on-site dedicated ambulance, which will be fully stocked and licensed by the Oregon Health Authority, a paramedic, and an EMT. The paramedic and EMT are fully licensed and backed by insurance. The ambulance will be stocked with full trauma, medical, 12 lead, IV, and medications. Deschutes County Community Health Program Manager, Tom Kuhn, reviewed the proposal and provided the following comments: Adventure Medics cannot provide emergency transport. The applicant has stated that Adventure Medics has a transporting license from the State, but Bend Fire Department will not allow outside agencies to transport within their ambulance service area. Matt Sabelman with Adventure Medics has stated that he is working with Bend Fire to initialize transport and meet Bend Fire at a meeting point so Adventure Medics can return back to the festival. 247-18-000423-OMG Page 5 of 12 The coverage terms and conditions from Adventure Medics satisfies the criteria above because an ambulance and first aid station staffed by a licensed paramedic and EMTwill be on-site during the festival. As a condition of approval, the applicant will be required to provide details in regards to the agreed transport plan between Adventure Medics and Bend Fire. 5. Section 8.16.250. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Public Safet . A. If required by the Hearings Body pursuant, the Organizer must submit plans for public safety at the Outdoor Mass Gathering or Extended Outdoor Mass Gathering for approval demonstrating the following. 1. Adequate traffic control and crowd protection policing must have been contracted for or otherwise provided by the Organizer. a. There shall be provided one traffic control person for each 250 persons expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. b. Further, there shall be provided one crowd control person for each 100 persons, expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. 2. The Organizer shall submit the names and necessary background information for all traffic -control and crowd -control personnel to be utilized during the Outdoor Mass Gathering or Extended Mass Gathering. 3. All such personnel must meet the following minimum standards in order to be approved as suitable: a. Be at least 18 years of age, b. Be in good physical health, C. Have training or experience acceptable to the County to conduct traffic and or crowd -control duties. B. All of the traffic control and crowd control personnel must wear an appropriate identifying uniform and all traffic control uniforms must be accordance with the current edition of the Manual of Uniform Traffic Control Devices. C. The required number of crowd -control personnel must be on duty during the entire Outdoor Mass Gathering or Extended Outdoor Mass Gathering unless a relief schedule has been planned and approved. D. A relief schedule will be approved only when sufficient crowd -control strength on duty has been maintained to meet the minimum strength standards set forth in this chapter. E. It shall be the duty of the crowd control personnel to report any violations of the law to the Sheriff, his deputies or representatives. The applicant provided a traffic control and security plan with the application materials. Regarding security and crowd control services during the festival, North Pacific Security, Inc. will be providing 247-18-000423-OMG Page 6 of 12 their services during the event. Six uniformed personnel licensed through the Department of Public Safety Standards and Training (DPSST) will be on duty during the event. A security guard will be stationed at the point of entry, VIP tent, greenroom, main stage, and two guards will be monitoring the crowds. North Pacific Security, Inc. will be working the eventfrom 2:30 pm to 10:30 pm on August 11, 2018. The festival will not include overnight camping. The traffic control plan includes the following: • There is one main point of entry onto the event property, which has visible ingress and egress. • Signage will be posted along Couch Market Road, both from the east and west. • Additional signage and a traffic control person will be directing vehicles to turn right or left onto the main driveway off of Couch Market Road. • A minimum of four traffic control and parking monitors will be on duty during each shift and will be stationed at the following locations: Couch Market Road, entrance to the main driveway, entrance to the parking lot, and on the intersection of Allen Road and Couch Market Road where the additional parking area is located. • Safety vests will be worn by all traffic and parking staff while on duty and equipped with flags for signaling drivers. The applicant expects traffic will be light from 3:00 p.m. to 6:00 p.m. and then will increase from 6:00 p.m. to 7:00 p.m. Most attendees will be at the event site by 7:00 p.m. The applicant believes the extended arrival time will prevent any traffic issues. Attendees will be departing between 8:30 p.m. and 11:00 p.m. The County Road Department and Senior Transportation Planner did not provide any comments regarding traffic control and public safety. Staff recommends the applicant submit to the Community Development Department Director and County Sheriff, the names and necessary background information for all traffic -control and crowd - control personnel to be utilized during the Outdoor Mass Gathering. Traffic control and crowd protection personnel shall have training or experience acceptable to the County to conduct traffic and or crowd -control duties. 6. Section 8.16.260. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Parking Facilities. A. If required by the Hearings Body, prior to or on the date of application for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering, the Organizer shall provide a scale drawing showing adequate parking facilities have been made available within or adjacent to the location for which the permit is requested. B. Such parking facilities shall provide parking space for one vehicle for every four persons expected or reasonably to be expected to attend such. 247-18-000423-OMG Page 7 of 12 C. Adequate ingress and egress shall be provided from such parking area to facilitate the movement of any vehicle at any time to or from the parking area of the Outdoor Mass Gathering or Extended Mass Gathering. D. Should buses be used to transport the public to the Outdoor Mass Gathering or Extended Mass Gathering, it shall be shown that public parking or parking is available at any site from which buses are scheduled to pick up persons to transport them to the. [sic] The applicant provided a traffic control plan including parking information. The main parking area will be located on the west side of the existing driveway. The existing driveway is the only access point for the entire event and will be utilized by musicians, vendors, attendees and emergency vehicles. Additional parking will be available west of the main parking area on a neighboring parcel. A designated walking path with directional signs, will connect the overflow parking area to the main entrance. Golf carts will also be made available to assist attendees who are unable or willing to use the walking path. Staff believes the site provides adequate vehicle and emergency vehicle ingress and egress throughout designated parking areas. 7. Section 8.16.270. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Permit Posting. A. The Organizer of an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall have a copy of the permit available for inspection upon request. B. No permit for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall be transferable or assignable without the consent of the County Administrator. C. Any permit for an Outdoor Mass Gathering or Extended Mass Gathering shall be kept posted in a conspicuous place upon the premises of such assembly. D. No permit for an Outdoor Mass Gathering or Extended Mass Gathering shall be transferable or assignable without the consent of the Board. E. Except as authorized elsewhere in this chapter, no rebate or refund of money paid for a permit shall be made. Upon approval by the Board, Deschutes County will provide the applicant with permits and conditions of approval to be posted in a conspicuous locale on the subject property during the course of the Outdoor Mass Gathering. 8. Section 8.16.280. Inspection of Outdoor Mass Gathering and Extended Outdoor Mass Gathering_ Premises. A. No Outdoor Mass Gathering or Extended Outdoor Mass Gathering permit shall be granted unless the Organizer shall, in writing upon the application, for such permit consent to allow law enforcement, public health and fire control officers to come upon the premises for which the permit has been granted for the purpose of inspection and enforcement of the terms and conditions of the permit and DCC 8.16, and any other applicable laws or ordinances. 247-18-000423-OMG Page 8 of 12 B. if any inspections reveal deficiencies in compliance with State or local law, the inspectors may return as often as needed until the deficiencies are cured. If the deficiencies are not cured or cannot be cured, the Board, County Administrator, County Engineer or the Sheriff may suspend or terminate the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. C. All the Outdoor Mass Gathering or Extended Mass Gathering facilities shall be in place a sufficient time, but not less than two hours, before the Outdoor Mass Gathering or Extended Outdoor Mass Gathering for which an application is submitted and approved, and shall be subject to inspection by the County, provided, however, that such inspection shall not relieve the Organizer of responsibility for proper placement of all facilities. According to the submitted application materials, the applicant grants access to the premises for inspection purposes by law enforcement, public health, and fire control officers based on the terms and conditions of approval of the permit. As noted in section (B) above, if deficiencies are identified following an inspection, the inspector may return as often as needed until deficiencies are resolved. If deficiencies are not resolved, the County Sheriff may terminate the Outdoor Mass Gathering. 9. Section 8.16.290. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Restricted Hours of Operation. A. No Outdoor Mass Gathering or Extended Mass Gathering shall be conducted, including set-up, placement, storage, staging, removal or similar action of any equipment, materials, structures, vehicles, supplies and so forth, in the unincorporated areas of the County within 1,000 feet of any residence between the hours of 12:01 a.m. and 9:00 a.m. and in all other areas between the hours of 2:00 a.m. and 9:00 a.m. B. If written consents for the Outdoor Mass Gathering or Extended Mass Gathering from neighboring property owners and residents are submitted with the application, the Hearings Body may modify these hours in the permit. C. The use of amplification for the Outdoor Mass Gathering or Extended Mass Gathering shall be regulated so that it will not interfere with the normal use of any school, church, residence or other permanent place of human habitation unless prior written consent is obtained from all affected persons. A sound level in excess of 70 decibels prior to 10:00 p.m. and in excess of 50 decibels after 10:00 p.m. (as measured upon the A scale of a standard sound level meter on affected property) shall constitute interference. The proposed Outdoor Mass Gathering dates are August 10-12, 2018. Specific 2018 festival dates and hours are as follows: Friday, August 10 - Event set up Saturday, August 11 - Doors open at 4:00 p.m. and event will end at 10:00 p.m. Saturday, August 11 - Patrons depart between 8:30 p.m. to 11:00 p.m. Sunday, August 12 - Site clean up 247-18-000423-OMG Page 9 of 12 The applicant indicates that the festival will occur during the approved hours and amplification will be used in a manner that would not violate sound standards of this section (a sound level in excess of 70 decibels prior to 10:00 p.m.). The proposed event venue will be located on the eastern half of the property and adjacent to the existing development on the property. The majority of the nearby dwellings are over 500 feet away from the subject property boundaries. The closest dwelling is more than 200 feet away from the main parking area. The proposal does not include late night music and the music will end at 10:00 p.m. To ensure compliance, staff recommends it be made a condition of final approval that the sound level not exceed 70 decibels prior to and 50 decibels after 10:00 p.m., as noted in this section. 10. Section 8.16,300. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Enforcement. A. The Organizer shall provide a contact person who shall be easily identified and who shall remain at the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site at all times. B. If any Organizer of an Outdoor Mass Gathering or Extended Outdoor Mass Gathering violates any provisions of this chapter, the Board, County Administrator, County Engineer, or Sheriff may immediately suspend, revoke or terminate any permit for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering and may seek any legal remedy available. C. The Outdoor Mass Gathering or Extended Mass Gathering Organizer shall keep a reasonable count of persons and vehicles entering and leaving the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. D. if at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering held under a valid permit, the number of persons or vehicles attending the Outdoor Mass Gathering or Extended Outdoor Mass Gathering exceeds by 10 percent or more the number of persons or vehicles estimated in the permit application, the Sheriff, or any of his deputies, has the authority to require the Organizer to limit further admissions until a sufficient number of individuals or vehicles have left the site to bring the actual attendance down to the number estimated by the Organizer. E. For any Outdoor Mass Gathering or Extended Outdoor Mass Gathering held under a valid permit, the County Sheriff has the authority to order the crowd to disperse and leave the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site if the Organizer cannot maintain order and compliance with all applicable State and local laws or refuses to maintain order and compliance with State and local laws or refuses or is unable to adhere to the terms and conditions of the permit. F. In addition to State law provisions in ORS Chapter 433, including ORS 433.990(7), the County Counsel, or District Attorney for Deschutes County may maintain an action in any court of general jurisdiction to restrain, or enjoin any violation of ORS 433.745. Cases filed in Deschutes County under this section or under ORS 433.770 247-18-000423-OMG Page 10 of 12 shall be given preference on the docket to all other civil cases except those given equal preference by statute. G. If persons remain on the site after the scheduled end of the permitted Outdoor Mass Gathering or Extended Mass Gathering, fail to remove all debris or residue within 72 hours after termination of or fails to remove all temporary structures within three weeks after the termination of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering, the County code enforcement officers may issue citations to the Organizer, the landowner, all persons remaining at the site, and to all persons who have left debris behind. H. The Outdoor Mass Gathering or Extended Mass Gathering Organizer shall be wholly responsible for payment of any fines imposed under this Chapter or ORS 433. 1. In addition to any other remedies provided, if the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site is not restored to its previous condition, or better, the County may arrange for clean up of the site, and then file an action for damages against the Organizer and the landowner or successor landowner. The designated contact persons for the Outdoor Mass Gathering are Leanne Schoales, (541) 550- 0982, of Shine Events, and Heather Johnson, (541) 948-3200. In addition, Joshua Smith of North Pacific Security, Inc, (541) 390-1501, will be the security manager. Staff recommends the following be made conditions of final approval. 1. The burden of preserving order of the proposed Outdoor Mass Gathering shall be with Oregon Adaptive Sports. 2. The applicant shall keep reasonable count of persons and vehicles entering the festival. 3. The estimated number of persons attending the Outdoor Mass Gathering is 750. The number of attendees shall not exceed the estimated attendance by 10 percent. Therefore, the total number of attendees including musicians, vendors, staff, patrons, and security shall not exceed 825. 4. Security will be in place at all times. 5. All debris will be removed within 72 hours after the termination of the Outdoor Mass Gathering. All temporary structures shall be removed within 3 weeks of termination. 11. Section 8.16.310. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Intoxicating Liquor Prohibition. A. No Organizer, landowner nor any person having charge or control thereof at any time when an Outdoor Mass Gathering or Extended Outdoor Mass Gathering is being conducted shall permit any person to bring into such Outdoor Mass Gathering or Extended Outdoor Mass Gathering or upon the premises thereof, any intoxicating liquor, nor permit intoxicating liquor to be consumed on the premises, and no person during such time shall take or carry onto such premises or drink thereon intoxicating liquor. B. In accordance with ORS 670.220(5)(a), this provision shall not apply to the sale and consumption of intoxicating liquor from a facility located on the premises of an 247-18-000423-OMG Page 11 of 12 Outdoor Mass Gathering or Extended Outdoor Mass Gathering when licensed by the State. No person shall be permitted to bring alcohol onto the premises. This shall not apply to the sale and consumption of alcohol from a State of Oregon licensed facility located on the premise. To ensure compliance, staff recommends this be made a condition of final approval. 12. Section 8.16.320. Narcotic and Dangerous Drugs Prohibited at Outdoor Mass Gatherings or Extended Mass Gatherings. No firm, person, society, association or corporation conducting an Outdoor Mass Gathering or Extended Mass Gathering, nor any person having charge or control thereof at any time when an Outdoor Mass Gathering or Extended Mass Gathering is being conducted shall permit any person to bring into such Outdoor Mass Gathering or Extended Mass Gathering, or upon the premises thereof, any narcotic or dangerous drug, nor permit narcotic or dangerous drugs to be used on the premises. No person shall be permitted to bring onto the premises any narcotic or dangerous drug, nor will it be permitted to use narcotic or dangerous drugs on the premises. Staff recommends this be made a condition of final approval. CONCLUSION Staff believes that Oregon Adaptive Sports have met or can meet through conditions of approval the approval criteria outlined in Chapter 8.16 for Outdoor Mass Gatherings. NEXT STEPS At the conclusion of the hearing, the Board can choose one of the following options: 1. Continue the hearing to a date certain. 2. Close the hearing and begin deliberation. Attachments 1, Application Materials 2. Map 3. Public Comment 4. Agency Comments 5. Applicant Correspondence 6. Draft Document No. 2018-480 247-18-000423-OMG Page 12 of 12 Attachment 1 -Application Materials This page intentionally left blank. t f� 1 t1 1 i H rh h K I ,.�o oz! 3 33 Community Development Department Planning Division IMMIng Safety Division Environrmnal Soils Division P.O. Box 6005 117 NW Lafayette Avenue Bend: Oregon 97708-6005 Phone: (541) 388-6575 Fax: (541) 385-1764 http://www.deschutes,org/cd OUTDOOR MASS GATHERING APPLICATION FEE: PLEASE PRINT Applicant/Organizer:7 i 1l ' Phone:PH � r ` t Mailing Address: � ��;� 0) f 1J 1`� 1 _ ✓ ll��(7 � � City/StatelZip: Vi�161, 0 6� C%� l Property Description: Township Range Section Tax Lot } ( I. City/State/Zip: B�r�_ rCAddress: ��• ��) 1�t Estimated Attendance:. Date and Time of Gathering: Description of Type of Gathering/Purpose i.e., music, art, etc. ` P YP( ) Contact person who will be available onsite during gathering: Name: Le_6U'1n Phone: X1)560 Email: (fir- �►> ��ts�32vo bes-�I,� AGENCY APPROVALS: Please have the following agencie epaitments review your proposal before submitting this application. , Signatures ENTAL HEALTH DIVISION (indicates approval of sanitary facilities in accordance with 8.16 FIRE PROTECTION DISTRICT OR STATE FIRE MARSHAL (indicates approval of fire protection devices on-site, in accordance with 8.16.230) COUNTY LTH DEPARTMENT -(indicates approval of medical service, in accordance with 8.1'&.240) qES COUNTY SHERIFF (indicates approval of a public safety plan and parking plan in ac ance with 8.16.250 and 8.16.260, respectively) On a separate sheet, please provide a plot plan showing the types, numbers and locations of the following items. If color exhibits are submitted, black and white copies with captions or shading delineating the color areas shall also be provided: a. Toilets b. Washing facilities c. Waterstir) I Applicant's Signature: A.. Property Owner's Signature (if different): Agent's Name (if applicable): Mailing Address: d. Food preparation and/or food service e. Solid waste collection Phone: City/State/Zip: `if this application is not signed by the property owner, a letter authorizing signature by the applicant must be attached. By signing this application, the applicant understands and agrees that Deschutes County may require a deposit for hearings officers' fees prior to the application being deemed complete; and if the application is heard by a hearings officer, the applicant will be responsible for the actual costs of the hearings officer. (Rev. 11115) L -.e MPR 1-Z S 44.7 - Community Development Department Plannirng Division Eolldlr4 SaWy DMOlOn lEnvirOMMM81 Wls DMOOn j P.O, Box 6CO5 ", 17 NVV Lafayette A-milue rend r Oregon 97708-6005 one: (5 1) 388-6-75 Fax: (541) 385-17641 4 5 I littp:,�/v,�-4�j?iv.deschutes.ot-g/cd t OUTDOOR MASS GATHERING AP LICATION FEE: PLEASE PRINT Applicant/Organizer: Phone: 7 P-1 City/State/Zip: J�VL 0�,�� Mailing Address:, YV �� Property Description: Township_ Range Section Tax Lot 7 Address: ) (-., 6 i 71 City/State/Zip: Estimated Attendance: Date and Time of Gathering: 3 Lts Description of Type of Gathering/Purpose (i.e., music, art, etc.)I't iei Contact person who will be available onsite during gathering: Name: L'�' 6u) o Phone: (5-1, J)5- ?,Email: (L -j 1) q L4 32 )o berm ,Gorr AGENCY APPROVALS: Please have the following agencies/departments review your proposal before submitting this application. 4 1 1 14 J Signatures: 0"U- t - E I I N NT HEALTH DIVISION (indicates approval of sanitary facilities in accordance with 8.16.220) PR CTION DISTRICT OR STATE FIRE MARSHAL (indicates approval of fire protection devices /0 -site, accoridapa With 8.16 230) COUNTY �J,EALTH DEPARTMENT`(indicates approval of medical service, in accordance wit; 8.1 .24M . IDES COUNTY SHERIFF (indicates approval of a public safety plan and parking plan in c a .dance with 8.16.250 and 8.16.260, respectively) � ;x On a separate sheet, please provide a plot plan showing the types, numbers and locations of the following items. If color exhibits are submitted, black and white copies with captions or shading delineating the color areas shall also be provided: a. Toilets d. Food preparation and/or food service b. Washing facilities e. Solid waste collection c. Water spply Applicant's Signature: La - I I/ Date: 41�— Property Owner's Signature (if different)*: P, Agent's Name (if applicable): Phone: Mailing Address: City/State/Zip: *11f this application is not signed by the property owner, a letter authorizing signature by the applicant must be attached. By signing this application, the applicant understands and agrees that Deschutes County may require a deposit for hearings officers' fees prior to the application being deemed complete; and if the application is heard by a hearings officer, the applicant will be responsible for the actual costs of the hearings officer. (Rev. 11115) DESCHUTES COUNTY APPLICATION PROCESS FOR Chapter 8.16 _ (OUTDOOR MASS GATHERINGS__ AND EXTENDED OUTDOOR MASS GATHERINGS Bigstock 2018 Outdoor mass gathering permit application Contents: 1. Outdoor Mass Gathering Application (community development department) 2. Environmental Health Department Exhibit A A. Copy of contractual agreement for toilets B. Sketch of toilet locations (including hand washing stations) C. Copy of contractual agreement for waste collection and removal D. Food Services 3. Health Services (includes Ambulance contract with Adventure medics and location of ambulance & first aid station) 4. Deschutes County Sheriff Office Checklist Exhibit B A. Traffic control and crowd protection plan B. Contractual agreement with North Pacific Security company C. Parking site map S. Indemnity Agreement 6. Conditions of Insurance 7. Temporary Sales License Application • signed by both Sheriff & OLCC 8. Site Maps • Google map of entire event area • Full venue site map • Site map A: Main parking space • Site map B: Main stage area with VIP tent & access (+ 2 portable toilet units & 1 hand washing station) • Site map C: Main bar and silent auction • Site map D: food court & on-site ambulance location o HEALTH SERVICES 2577 NE Courtney Drive, Bend, Oregon 97701 Public Health (541) 322-7400, Fax (541) 322-7465 Behavioral Health (541) 322-7500, Fax (541) 322-7565 www.deschutes.org April 30, 2018 TO: Leann Schoales, Applicant FROM: Eric Mone, REHS, Environmental Health Supervisor RE: Bigstock, Outdoor Mass Gathering (OMG), 8/11/18 Deschutes County Environmental Health has finished reviewing the OMG application for Bigstock. The following requirements are to be met prior to the event: 1) Private water well needs a coliform bacteria and nitrate sample within 60 days prior to the event. The coliform result has to be absent and the nitrate result needs to be under 10ppm. An approved lab must be used for sampling. Submit results to Deschutes County Environmental Health. 2) Foodservice operators must have either a 2018 Deschutes County Mobile Food Unit license or apply for a Temporary Restaurant License. 3) Wastewater from foodservice operators must be disposed of at an approved location. 4) Other OMG requirements (garbage collection and disposal contract; portable toilets contract) are approved. 5) Please verify that water provided to the public for this event is conveyed using approved methods, whether for drinking, cooking, dishwashing, handwashing. Our Mission: To Promote and Protect the Health and Safety of Our Community. Exhibit A 4/16/18 Community Development Department 117 NW Lafayette Ave. Bend Or 97701-1925 (541) 388-6575 ATTN: Environmental Health Division RE: Bigstock 2018 Mass Gathering Application Environmental Health Checklist Bigstock 2018 will take place at 18930 Couch Market Road, Bend Or 97701 on Saturday August 11th 2018. Set up is scheduled to take place on Friday, August 101h and clean up to be completed on Sunday August 141h. Doors open at 4pm and the event will end at 10pm. Expected attendance is 750 in the event that Bigstock is sold out, no animals are expected unless they are service animals. The expected number of vehicles (if the event sells out) is 200. We are encouraging participants to carpool, take a taxi, uber or lyfL To ensure for the comfort and safety of our patrons Bigstock 2018 is committed to meet or exceed Deschutes County standards. In order to comply with Deschutes County Health Ordinances 6.16.220, Outdoor Mass Gathering Sanitary facilities, Bigstock 2018 shall provide the following: 1. Contact Persons: Leann Schoales, Site Manager (541) 550-0982 I -leather Johnson, Bigstock LLC (541) 948-3200 2. Toilets I Hand washing station (locations shown on map exhibit C) 10 standard units, I ADA toilet, 2 hand washing station (contains 2 sinks). This is in compliance with the 1 toilet per 100 people as shown on plan Toilets and hand washing facilities provided by: Advanced Systems Portable Restrooms 1300 S.E. Wilson Avenue Bend, Oregon 97702 Phone: 541-389-5646 Fax: 541-385-6061 3. Water Supply Water supply provided by homeowner. There is an adequate supply, with a conveniently located source (location shown on map). Water source is from a private well providing 60 gallons per minute off a 25000 gallon cistern. Drinking water will be provided in 2 locations (locations on map) from clean and sanitary water dispensing equipment. 4. Waste Collections and Removal Bend Garbage and Recycling will provide ten (10) 95 -gallon garbage bins. These bins will be delivered on Friday, August 10th and picked removal on Monday August 13th. Bins will be located on-site in various locations (locations shown on map). Volunteers will be monitoring garbage cans as needed for overflow. 5. Food service • Food service will consist of 4-6 licensed Deschutes county mobile food units Confirmed food vendors are: Dump City Dumpling, Thai on the Fly, Veraccis' pizza, Earl & Mable. • (Locations shown on maps) • Vendors will be licensed and permitted no later than seven (7) days prior to event, if not already. 6. Refer to attached site maps for facilities locations Site Map A; Main parking lot Site Map B: Main Stage area W/ VIP tent & access (2 portable bathroom units with one hand washing station) Site Map C. Main Bar & Silent auction area Site Map D: Food court & ambulance/first aid station m OUTMORIXTENDFC2 OUTC)OOR MASS GAINERING E%N,jRC>N?,0,.fNTAI 4iEALT14 (:f4ECKIJSI C~ Tea t Haod W.10w.9 i3tis P�A'U mwe cmlorflQ, J.'4 foaj sv-k'% Ortch th-t %Ko-fi kht f00 -^ AV Leann Schoales Event Planner + Principal 541.550.0982 leannla�shinceventsbend. com shineeventsbend.com www.facebook.q W On Apr 23, 2018, at 2:25 PM, Eric Mone <Eric.Mone deschutes.org> wrote: Hi Leann 2 �),j C I eJ Advanced Systems Portable Restrooms 1300 SE Wilson Ave. (Send, OR 97702 (541) 389-5646 Email: Cust2912@wcnx.org Fax: (541) 385-6061 Oregon Adaptive Sports Bend Magazine 70 SW Century Dr Ste #100.474 Bend, OR 97702 "TOL1011-1 P. Date of proposal:, 10/17/2017 Dates of Event: Autust 11,2018 Event Name: Blgstock 2018 Untt / Service Date of Service g(y Regular Portable Wheelchair accesable unit Dual Sink White Powder Room Delivery 8/10/2018 Removal 8/13/2018 Estimated Total for Event Rtg Price Per Ret. Total 10 $ 75.00 $ 750.00 1 $ 113.00 $ 113.00 3 $ 75.00 $ 225.00 $ 574.33 $ 1 $ iD0.00 $ 100,00 1 $ 100.00 $ 100.00 $ 1,288.00 $ LL_1,288.00J Our goal is to provide you with personal service and work with you on an Independent basis. We appreciate the opportunity to submit this quote, and look forward to working with you In the future. Advanced Systems wants your business to be as succesful as possible so please feel free to contact us if you have any questions. if accepted, please Sign and Date and Email or Fax back to us ASAP Signature _ Date�� Printed Name _1 �� lt/ Z� S:\Cascade\Advanced\Proposals 2018\Oregon Adaptive Sports Big Stock 2018 ..� _. 1� � ��_., ._._.___� __.�-��_��._.�_� ._ �F� _„�.__� __� ____. _��M_____—. �_._ _ ____ ��'��,” _--�---� -.-� _ � _� .�__.__�� w-----1 2 �t �� __�__�_-- ��. -- v– -" s >>% y r� ;, /� C% March 26`F', 2018 To whom it may concern, Bend Garbage & Recycling will provide 10 — 95g garbage roll carts and 2 recycling bins for the Bigstock 2018 event that takes place Saturday August I1 2018. We will deliver 18930 Couch Market rd. Bend OR 97701 on Friday August 10'' and remove on Monday August 13'hfrom the same location. Thanks you Debbie Lefor Customer Service Manager Bend Garbage & Recycling 541-382-2263 P.O. Boz 504 Bend, Oregon 97709 541/382-2263 Fax 541/383-3640 ZZI/ 74 A __ A, t,� 11,;2 v� - -------- ----------- - U A, t,� 11,;2 v� - -------- ----------- - J'-6 P «,r "' iF pp'�9^eyy�gg" � p—fr :i6: „3 EL#Vt Pnm" a w @i 5 !Ns:` � `3,"'g 5 .,y;�3�3' %R`.,�,z u$ mak•.-... TCW CA-.-bs 2577 NE Courtney Drive, Bend, Oregon 97701 Public Health (541) 322-7400, Fax (541) 322-7465 Behavioral Health (541) 322-7500, Fax (541) 322-7565 www.deschutes.org OUTDOOR/EXTENDED OUTDOOR MASS GATHERING HEALTH SERVICES CHECKLIST Event: Date(s):-Ir�� Event Location: Contact Person: VtVt / 6Ct��'S Phone: Email Address: I -e- `''r_ "-�, ( -, /) e ,'� J , ( 0"1") Medical Service Plan: Deschutes County Ordinance 8.16.240 (copy contained in this packet). Narrative description of Medical Service Plan: Indicate a minimum of one on-site ambulance and a first aid station staffed by at least two adult individuals trained in first aid techniques. List names and qualifications of aid station workers: .-l-9" • { l,(�4'1" Lr� /P;l.�,,/Y -) ■ Attach map showing location of aid station(s) and ambulance. ■ Attach letter from ambulance service or Fire Department verifying service to this event. Rev. 6/14 Our Mission: To Promote and Protect the Health and Safety of Our Community. DocuSign Envelope ID: OBCOBE2F-99F045DC-A334-D5B3BBDF777A Adventure Medics LLC 20585 Brinson Blvd Unit 4 Telephone: (541)639-9993 Bend, OR 97701 Email: info@advmedics.com Web: www.advmedics.com Event Medical CoverageTerms and Conditions These terms set out the agreement between Bigstock LLC and Adventure Medics to provide the services listed below. Event: Bigstock 2018 Location: 18930 Couch Market rd. Bend, OR 97701 The Services: On -Site Dedicated Ambulance Advanced Level support Ambulance will be stationed on site and crewed with One Paramedic and One EMT Ambulance is fully stocked and licensed by the OHA and carries Full trauma, medical, 12 lead, IV, and medications Paramedic and EMT are fully licensed and backed by insurance and Medical Director For the hours and days of: 3pm-10pm 8/11/2018 At a rate of: REFER TO ACCEPTED QUOTE Additional Mileage Fee: No Mileage Fee Pg 1 of 6 DocuSign Envelope !D: OBCOBE2F-99FO-45DC-A334-D563BBDF777A 1. Our Obligations 1.1 We will provide the facilities and services for the Duration of the Event as set out in our above quotation ('the Services'). We reserve the right to amend the Services or these Terms or terminate this Agreement for the following reasons: • health and safety reasons; • circumstances beyond our reasonable control; and any material or significant change to your Request for Cover. We are entitled to rely on any information given by you or provided in the Request for Cover to determine whether there has been a material or significant change. 1.2 We reserve the right to: 1.2.1 amend the Fee set out in clause 3 below if the period that first aid cover is required exceeds the Duration by 30 min or more; and 1.2.2 remove the equipment and / or personnel supplied at the time that the Event is expected to finish unless agreed otherwise with you 1.2.3 remove equipment and personnel should we be placed in threatening positions from participants/spectators/attendees to your Event 1.2.4 cancel any future bookings without liability if outstanding invoices are unpaid 1.3 Additional charges may be made at our current rates. 1.4 in the unlikely event of a life-threatening emergency occurring near Your Event, any vehicle or member of the medical team may be requested to respond (subject to reduced first aid provision remaining at the Event). Should this occur, We reserve the right to leave the event without notice. We accept no liability for any losses You may incur due to the termination of the Event, should the cause be due to Our full or partial withdrawal. 1.5 You are advised to arrange appropriate "Event cancellation insurance". We will not accept any liability for any loss you incur in relation to cancellation which could have been covered by such insurance. 1.6 Neither We nor Our personnel shall be liable under any circumstances, for any damage to land or property in the event of access being required to a casualty or to allow egress from a site. 1.7 We shall not be liable for any failure in performance of any of Our obligations under the Agreement caused by factors outside of Our control (including but not limited to fire, storm, flood, road accidents, traffic congestion, adverse weather etc). 1.6 We may on occasions utilize the services and staff of other companies. In this case any claims for negligence, malpractice or mismanagement including legal proceedings will be dealt with by those companies respectively and not by ourselves. Pg2of6 DocuSign Envelope ID: OBCOBE2F-99FO45DC-A334-D5B3BBDF777A 2. YourObligations 2.1 As the organizer of the Event, You retain full responsibility for ensuring that a satisfactory Risk assessment has been carried out for the Event. 2.2 You must ensure that the Event is properly policed, so that Our personnel do not find themselves in threatening positions. 2.3 You must ensure that an area for the treatment of patients and protection of staff is clearly assigned. A dry, covered clean area must be provided by either You or by Us (if Us, a Medical/First Aid Treatment Tent can be provided at an additional cost). Drinking water must be made available for both patients and staff. 2.4 If the event exceeds 4 hours, please inform us as to whether you will or will not be providing food and drink for staff so that We can make provisions. We reserve the right to make an additional charge on top of any agreed quote where food and drink is not provided for events which exceed 4 hours. 2.5 You must ensure that We have free and clear access and egress to and from the site of the Event and adequate parking for our vehicles. If parking is not available, We must be informed at booking. 2.6 You must ensure that all additional medical personnel at the Event are made known to Our personnel prior to the event commencing and vice versa. 2.7 You must adhere to any request to suspend the event if warranted due to necessary treatments. 2.8 Your Event staff should be made aware of where the medical station, personnel and / or vehicle(s) are located, to assist any requests from Us to participants or spectators. 2.9 Should the Event be of such a size that You are using maps, plans or radios, Our personnel should be provided with them. it is Your responsibility to ensure an appropriate system / route of communication is made known to Us. 2.10 You are responsible for ensuring that all the necessary licenses to operate the Event have been obtained and for compliance with all conditions associated with such licenses and in respect of all relevant legislation, regulations or similar. Failure to comply with the requirements of this clause may be treated by Us as a fundamental breach of this Agreement, in which case We shall be entitled to immediately terminate Our Services but this will not affect Our rights to be paid for Our services (whether performed or not). DocuSign Envelope ID: OBCOBE2F-99F0.45DC-A334-D5B3BBDF777A 3. Payment and Cancellation 3.1 a) The fee for provision of the Services is defined above or in the accepted online quote, payable no later than 15 days after receipt of our invoice to you. A part- invoice for 30% of total will be sent out prior to event and due within 15 days of signed contract b) The fee for any other service or item not defined in a quotation is payable no later than 15 days after receipt of our invoice to you. 3.2 Any payment terms defined on the invoice will override clause 3.1 above. 3.3 If the event takes place outside Deschutes County, then an additional charge of $1.00 per mile (Round trip) will be applied to the final invoice for any mileage. 3.4 If you cancel the Event with no deposit down you will pay us: a) 5% of the Fee if the cancellation is more than 2 months before the Event. b)10% of the Fee if the cancellation is between 2 weeks and 8 weeks before the Event. c) 20% of the Fee if the cancellation is between 3 and 14 days before the Event. d) 30% of the Fee if the cancellation is less than 72 hours before the Event. if you cancel the Event with a deposit taken you will get a refund of: a) 75% of the deposit if cancellation is more than 2 months before the Event. b) 50% of the deposit if cancellation is between 2 weeks and 8 weeks before the Event. c) 25% of the deposit if cancellation is between 3 and 14 days before the Event. d) No refund of deposit if cancellation is less than 72 hours before the Event. 3.5 Refunds will not be made for any issues in relation to clauses 1.2.2, 1.2.3, 1 a, 1.6, 1.7, 1.8,2.1and 4. 3.6 a) if payment has not been received 18 days after the date the invoice is due, we reserve the right to charge 10% interest on the full invoice amount b) For each invoice raised under clause 3.6, an administration fee of $60 will be incurred. If multiple invoices are raised to recover interest, then the administration fee will be applied to each invoice. c) Payment for any invoice raised under clause 3.6 is due within 7 working days of the invoice date. 3.7 a) We reserve the right to refer unpaid invoices to a debt collection agency. Any invoices referred to a debt collection agency will incur a charge of $50 for debt up to $999.99, $80 for debts of $1,000 to $9,999.99 and $120 for debts of $10,000 or more in addition to any late payment fees already applied and any debt collection agency fees to be paid at time of payment to the debt collection agency. b) For each invoice raised under clause 3.7, an administration fee of $60 will be incurred. c) Payment for any invoice raised under clause 3.7 is due within 7 working days of the invoice date. DocuSign Envelope ID: OBCOBE2F-99FO-45DC-A334-D5B3BBDF777A 4. Major Emergencies We reserve the right to suspend performance of our obligations under this Agreement to enable us to respond to major internal or external emergencies or for any other act, event or omission beyond our reasonable control. In such circumstances Adventure Medics LLC will liaise with statutory services to ensure an appropriate course of action is adopted. S. Limitation of Liability Nothing in this contract shall be taken to exclude liability to any patient for death or personal injury resulting from Our (or our personnel's) negligence. Subject to the paragraph above, neither We nor Our personnel shall have any liability to You or any third party, for any loss, expense or damage of any nature, suffered or occurred arising from any breach of any condition of the Agreement or any negligence or any breach of statutory or other duty or in any other way in connection with performance or purported performance of or failure to perform the Agreement or other claims however arising out of or in connection with the provision of The Services under the Agreement, and the total liability of Adventure Medics LLC under or in connection with the performance of this agreement shall not exceed ten thousand dollars. For the avoidance of doubt, Adventure Medics LLC shall not be liable to you for any loss or damage caused by any failure of your part to comply with your obligations in clause 2 above. No partnership between the parties shall arise under these Terms and no third party shall have any legal claim against Adventure Medics LLC arising out of the performance of these Terms. 6. Binding Contract When a copy of these Terms have been signed by us and by you and received by each of us, or a signed quotation has been received, they will form a contract which is legally binding on us both. If a copy of these Terms have not been signed by us and by you and received by each of us, or a signed quotation has not been received prior to an event, the turning up of Adventure Medics LLC at your event constitutes acceptance on both parties and form a contract which is legally binding on us both. 7. Entire Agreement These Terms supersede all prior representations, arrangements, understandings and agreements between us (whether written or oral) relating to the Services, and sets out the complete and exclusive agreement and understanding between us relating to the Services. S. Jurisdiction These Terms shall be governed in all respects by Oregon Law and we both hereby agree to submit to the non-exclusive jurisdiction of the United States Court System. SIGNATURE PAGE TO FOLLOW Pg5of6 `DocuSign Envelope ID: OBCOBE2F-99FO45DC-A334-D5B3BBDF777A Event Medigal Coverage Terms and Conditions In witness thereof, the parties hereto have executed or approved this agreement on the dates below their signatures Event Coordinator/Organization Doousymd by: E S Vll 1E8243949DAE4e8..._,__ __.. By: Heather Johnson Title: CEO Date: 4/19/2018 Adventure Medics LLC —71��-- By: MATT SABELMAN Title: OWNER Date: 4/17/2018 At, 0 DESCHUTES COUNTY SHERIFF OFFICE CHECKLIST OUTDOOR MASS GATHERING OR EXTENDED MASS GATHERING EVENTS Event:j1 Date(s): (:<t,.'�('0_�t."L. 144 Location: 6j C 1., 061 i i, .<" r'. b 4-77() Event Contact Person: �i1� �✓T '� Ph:� " Traffic Control Plan: f', ,- _ A narrative description of the traffic control plan. (One Traffic Control for each 250 persons expected.) ✓ Name and qualifications of persons providing Traffic Control�; � �,vllit ! l l ' Traffic Control Name: c��'•��_ �{ "� 0C Cell Ph:i1 (Should also provide information on name and number to contact with concerns during event.) Crowd Control/Security Plan: A narrative description of crowd security and control. (One Crowd Control for each 100 person expected.) Name and qualifications of persons or firm providing such control. Crowd Control Name: t �U�_�� Cell Ph: }_moi�S �� K - �` (Should also provide information on name and number to contact with concerns during event.) Exhibit 13 4/116/18 Deschutes County Sheriff 63333 W. Hwy 20 Bend, Or 97701 541-388-6655 ATTN: Deputy in charge on community events Re: Bigstock 2018 (OAS fundraiser) Outdoor Mass Gathering Application Event Public Safety and Crowd Control Plan. Deschutes County Ordinance 8.16.060 Traffic Control plan - Details and descriptions Bigstock 2018 (OAS Fundraising event) will take place at 18930 Couch Market Road, Bend Or 97701 on Saturday August 111h 2018. Set up is scheduled to take place on Friday, August 10th and clean up to be completed on Sunday August 13th. Expected attendance is 750 in the event that Bigstock is sold out. Traffic Control Plan Main Parking area (up to 225 vehicles) There is 1 main point of entry onto the event property, which has a visible ingress and egress. There is an egress point at the back corner of the parking lot, leading to a dirt road, connecting with the main driveway. Guests will enter and exit the parking area through the same opening. Entry and access for the food vendors, emergency vehicles, musicians (including staff) and the event attendees will be from Couch Market road directly. Entry for handicap parking will be from the main driveway, of Couch Market road directly. Signage will be posted along Couch Market road, both from the east and west. An additional sign and a traffic control person will be directing vehicles to turn right or left into the main driveway of Couch Market road. Additional Parking area Additional parking is available west of the main parking area, and accessible from Allen Road. Ingress and egress directly from Allen road. A designated walking path from parking area 2 to the main event will be visible with fencing and appropriate signs. A traffic control person will be placed at the entry/exit of parking area 2. And another traffic control person will be placed at the entrance to the walking path. Golf carts will be available to assist attendees who are unable/unwilling to use the walking path. A minimum of 4 traffic control and parking monitors will be on duty during each shift. One will be stationed on Couch Market road in front of the entrance to the driveway, directing traffic from both east and west, entering the event. One will be stationed at the entrance to the main driveway, one will be stationed at the entrance to the parking lot, and the 4 will be stationed on the intersection of Allen road and Couch Market road, where the additional parking area 2 is located. Safety vests will be worn by all traffic and parking staff while on duty and equipped with flags for signaling drivers. Traffic is expected to be light between 3:00 pm (start of the event) and 6:00pm as attendee's arrivals will be spread out over this time. Traffic may become a little heavier between 6:00pm - 7:00pm as the rest of the attendees will be arriving. We don't expect attendees to be arriving after 7:00pm. We feel this extended arrival time frame will prevent any traffic congestion or hazards on this roadway. Departures will likely begin at 8:30 and continue until 11:00pm. Departures will stagger as some attendees will choose to leave the event before the finish time of 10:00 pm. There will be a traffic control person directing people from the parking lot onto Couch Market rd as they are exiting. Contact Person: Leann Schoales, Parking and Volunteer coordinator (541)550.0982 Crowd Control ( Security Plan- Details and descriptions Bigstock 2018 (OAS Fundraising event) will take place at 18930 Couch Market Road, Bend Or 97701 on Saturday August 11th 2018. Set up is scheduled to take place on Friday, August 10th and clean up to be completed on Sunday August 14th. Expected attendance is 750 in the event that Bigstock is sold out. To ensure for the comfort and safety of our patrons Bend Magazine & Bigstock 2018 is committed to meet or exceed Deschutes count requirements. Bigstock 2018 has contracted with North Pacific Security to provide security for the event. Six (6) uniformed DPSST licensed personnel will be on duty during the event. One (1) stationed at point of entry, one (1) stationed by the VIP tent, one (1) stationed by the stage, (1) stationed by the greenroom (where musicians will be prior to performance), (2) two will be roaming the crowds. Joshua Smith, Central Oregon Area Manager North Pacific Security, Inc. Office: 541,617-7491 Fax: 541-61 �-":1895 Cell: 54 1 390 - O'I w� NORTH PACIFIC SECURITY, INC. 960 SW DISK DRIVE STE 103 ap� y BEND, OREGON 97702 Telephone 541.617.7491 Fax 541.617.3895 E -Mail: nnsbendna,aol.com CONTRACT FOR SECURITY GUARD SERVICE 1. This agreement entered into this 19th day of April, 2018, by and between North Pacific Security, Inc. hereinafter referred to as "CONTRACTOR" and Bigstock LLC, hereafter referred to as "CLIENT", which agreement is as follows. 2. CONTRACTOR agrees to furnish security guard service to CLIENT at the location of the property at: Bigstock Concert, 18930 Couch Market Rd., Bend, OR 97703. 3. The hours of service shall be directed by the CLIENT, and may be increased or decreased by the CLIENT, It is agreed that each guard shift shall not be less than 4 hours or more than 12 hours. Default hours are from 1430 to 2230, on August 11, 2018. 4. CONTRACTOR will provide six(6) Security Officers in uniform as dictated by the CLIENT. The Uniform will be the usual and normal uniform used by the CONTRACTOR. Other attire the Client may wish will be limited to normal and regular clothing. Any specific suits or unusual type clothing costs will be the responsibility of the CLIENT. Normal equipment necessary to fulfill the assignment i.e. flashlights, pepper spray, foul weather gear, safety glasses and reflective clothing will be provided by the CONTRACTOR. Security Officers will not be required to carry a firearm. Any special equipment, gear or forms required by the CLIENT will be billed at cost plus 20%. Cell phones are provided by the contractor at a small charge, see attached page. SPECIAL REQUIRED EQUIPMENT: NONE DUTIES will be directed by the CLIENT to the CONTRACTOR in writing or given verbally and will be documented on a job order form by the CONTRACTOR. The contracted Security Officers will perform the duties of normal security guards in patrolling CLIENT'S property and personnel and protect it from loss. All incidents will be reported to the CLIENT either verbally or written or both. The CONTRACTOR will gather all information involving crimes against the CLIENT'S assets or personnel and provide it to the CLIENT and any Official government agency as requested by the CLIENT. CONTRACTOR'S personnel will not reveal any information to any news agency, or other individual unless request by the CLIENT. 6. ARREST OR DETAINMENT, the Security Officers will not affect any arrests or detainments of any one. It is the security officer's duty to observe and report any criminal activity to the CLIENT and the police if the CLIENT desires. 7. UNLESS stated specifically in writing CONTRACTOR shall not handle, sell, buy, transport, harvest, store, or in any way interact with any product, merchandise or money involved with the CLIENT or the CLIENT's business, guests or customers, nor shall the CONTRACTOR perform any duties otherwise performed by the CLIENT or the CLIENT's employees. Rev October 6, 2016 8. INSURANCE: a. General Liability Insurance Philadelphia Indemnity Ins. Co. Policy Number PHPK1402717 Each Occurrence: $1,000,000.00 General Aggregate: $4,000,000.00 b. Commercial Auto Liability Insurance Policy Number PHPK1402717 Philadelphia Indemnity Ins. Co. Combined Single: $1,000,000.00 c. SAIF Workers Compensation Policy Number 410485 Certificates of coverage will be provided upon request. CLIENT agrees to pay to CONTRACTOR, the sum of $36.00 per hour for each Security Officer furnished under this agreement, and $46.00 for Supervisory hours, with the agreement to adjust pricing when mandated by cost increases from any government body, insurance carrier, or other agencies that dictates increases to the CONTRACTOR costs. An additional charge of 10% will be added to the bill for administrative services. Hours worked and billed are rounded to the nearest 15 minute increment. Overtime is computed on a forty (40) hour work week and will be billed accordingly. Any other expense must be reviewed and agreed to with the CLIENT prior to the commitment. For extra security officers not included in the normal contract, regular rates and a four (4) hour minimum call-in time per officer will apply, as well as overtime rates and per diem costs, if applicable. See attached page for current rates. 10. CONTRACTOR recognizes the following holidays, which pay to the officer and are billed to the CLIENT at time and '/2 rates. CLIENT may dictate which holidays they require security service on. Holidays with no service will not be billed. New Year's Eve, New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day. 11. VEHICLES rent or use cost will vary according to the assignment. Normal daily use for a stationary vehicle (less than 10 miles daily) is $50.00 per day. Normal non -stationary vehicle (more than 10 miles daily) rates are $0.75 per mile plus the $50.00 per day rate. There will not be any vehicle usage or charge unless required by the CLIENT. 12. PAYMENT OF SERVICES, unless otherwise stated, CLIENT agrees to pay the CONTRACTOR for all services rendered upon receipt of an itemized statement. If the assignment is an on-going contract, payment must be made not later ten (10) days after receiving invoice. 13. CANCELLATION OF CONTRACT: Either CLIENT OR CONTRACTOR may cancel this agreement with thirty (30) day written notice. CLIENT agrees to pay in full the amount due to the CONTRACTOR, with in five (5) days of cancellation. In the case of less than forty eight (48) hours notification of cancellation of any shift client will be billed and scheduled officer paid for four (4) hours or the scheduled shift length, whichever is less. 14. EXCULPATORY CLAUSE: CLIENT agrees that CONTRACTOR is not an insurer and no insurance coverage is offered herein. The security equipment and duties are designed to reduce certain risks of loss, though CONTRACTOR does not guarantee that no loss will occur. CONTRACTOR is not assuming liability, and, therefore shall not be liable to the CLIENT for any loss, personal injury or property damage sustained by CLIENT as a result of burglary, theft, hold-up, fire, equipment failure, smoke, or any other cause, whatsoever, regardless of whether or not such loss or damage was caused by or contributed to by CONTRCTOR's negligent performance, failure to perform an obligation, performance of any obligation, or strict products liability. CLIENT released CONTRACTOR from any claims for contribution, indemnity or subrogation. Rev October 6, 2016 2 15. LIMITATION OF LIABILITY: CLIENT agrees that should there arise any liability on the part of CONTRACTOR as a result of CONTRACTOR's negligent performance to any degree, failure to perform any of CONTRACTOR's obligations, equipment failure or strict products liability, that CONTRACTOR's liability shall be limited to 5% of the service call or $250.00, whichever is greater. 16. ALL OTHER AGREEMENTS NULL AND VOID: This agreement supersedes all previous agreements, oral or written, between the CONTRACTOR and CLIENT and represents the whole and entire agreement between the parties. No other agreements or representations, oral or written, have been made by the CONTRACTOR. This agreement may not be altered, modified or amended, except in writing, properly executed by an authorized manager of the CONTRACTOR. CLIENT and CONTRACTOR agree that if any of the terms and provisions of this agreement shall be invalid or inoperative all the remaining terms and provisions shall remain in full force and effect. CLIENT_ _ . _ (for Bigstock LI,C- SIGNATUR swak-tt—a-- CONTRACTOR Joshua Smith (for North SIGNATUI Rev October 6, 2016 Dale April 19, 2018 RATES AND DUTIES North Pacific Security, Inc. is a legal contractor as defined by Oregon law and holds Department of Safety Standards and Training license Number 15. All Security Officers are certified and licensed by the State Of Oregon. Job description is six(6) Security Officers in uniform at the Bigstock Concert, 18930 Couch Market Rd., Bend, OR 97703. To promote safety of employees and public, prevent theft and vandalism of the CLIENT'S property. All wages and other employee benefits will meet or exceed Bureau of Labor requirements and are the duty of the CONTRACTOR. All Officers must meet the requirements of the CLIENT and North Pacific Security, Inc. Supervision is the responsibility of the CONTRACTOR and will be maintained thron'li out this assignment. The hours called for by this assignment are (use back if necessary): August 11, 2018: 1430 — 2230 COST: Officer: Administrative Services: 6 at $36.00 per man hour I at 10% additional (No overtime will be generated unless dictated by the CLIENT through shift changes.) Thank you for the opportunity to offer our services. If there are any questions or issues of concern please call the Business Office (800.422.4380) and we will gladly review this with you. Respectfully, Date April 19, 2018 PACIFIC SECURITY, INC. Rev October 6, 2016 4 co`,J` ! �Vuk'Ja+ jt v f- 12 Y. 44 E i 14s, All I =fit ki lt kA 'j-- It Ilk, It I it it it 10 It 11(- Ilk''I I'- -m if it, 11� if it A it it it it a I Ilk k' q_ 1 0 1 ik Ilk M V I ck- VN (2 'e REVIEWED LEGAL COUNCIL For Recording Stamp Unly INDEMNITY AGREEMENT its officers, employees and members shall, through the signing of (Event Organizer) thi�lygreement by an authorized party or agent, hereby agrees, for and in consideration of th ap royal of the to be held on `h ` (Event Name) (Date of Event) and to be held within Deschutes County, to indemnify, defend and hold harmless Deschutes County, Oregon, a political subdivision of the State of Oregon, its officers, agents and employees, herein called "County" from any and all suits and claims, losses and liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act or omission arising out of or any way related to the Outdoor Mass Gathering as described above, or participation in the event as a participant, spectator, sponsor, promoter, agent or official. In addition,_ f 1 ! f ( agrees to fumish Deschutes County with a certificate of vent Organizer) insurance with endorsement for general liability insurance with a combined single limit of not less than $1,000,000 per single claimant and incident,, and $2,000,000 all claimants, arising from a single incident, specific to the (41d .-, naming Deschutes County, its officers, agents, volunteers and (Eent Name) employees as an additional insured. ; J� DATED this of�2� 1�, 20J (Authorized Si nature, Title) APPROVED, DATED his d,of 20 0 Pickelack, Community Development Director OMG/EOMG Indemnity Agreement (Rev. 1/17) 03, AR" CERTIFICATE OF LIABILITY INSURANCE DAT Y) 03/1312018� THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT! If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Century Ins Group LLC 572 SW Bluff Dr. CONTACT Sierra Shore NAME: HON (541) 382-4211(mac No): (541) 382-7468 ew ADDRESS: Sierra@centuryins.com _ INSURERS) AFFORDING COVERAGE NAIC q Suite 100 INsuRERa: Sentinel Insurance 11000 Bend OR 97702 INSURED INSURERS: SAIF INSURER C : EACH OCCURRENCE Bigstock Bend INSURER D: $ INSURER E: 70 SW Century Dr Ste 100.474 INSURER F: Bend OR 97702 ncorrc!PArc Linuoco. MASI ER 16/1H RFVISION Nt1MBI=H: v THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTR � TYPE OF INSURANCE IVSD WVD POLICY NUMBER POLICY EFF MMlDOl EFF POLICY EXP POLIO EXP LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1'000,000 DAMAGE1,000,000 $ CLAIMS -MAD E ®OCCUR _PREMISES jEri oe_rurrarn 10,000 MED EXP (Any one person) $ A 52SBANX1169 02/01/2018 02/01/2019 PERSONAL &ADV INJURY $ 1,000,000 GENERAL AGGREGATE _ $ 2000,000 GEN'L AGGREGATE LIMIT APPLIES PER: X POLICY ❑ JECOT [7 LOC PRODUCTS - COMP/OP AGG $ 2000,000 Drrls Liquor Liability $ 1,060,000 -- - Ca uroidoOt SINGLE LIMIT $ AUTOMOBILE LIABILITY BODILY INJURY (Per person) $ ANY AUTO BODILY INJURY (Per accident) $ OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED PROPERtdLY DAMAGE iVor accont! $ AUTOS ONLY AUTOS ONLY UMBRELLA LIA9 OCCUR EACH OCCURRENCE $ AGGREGATE $ EXCESS LIAB CLAIMS -MADE _ DEO RETENTION $$ WORKERS COMPENSATION w.-. S ER ERH AND EMPLOYERS' LIABILITY Y 1 N _ ESL.. EACH ACCIDENT $ 500,000 B ANY PROPRIETORIPARTNERIEXECUTIVE ("""'7 NIA 858535 0210112018 02/01(2019 „ E.L. DISEASE. EA EMPLOYEE $ 600,000 OFFICERIMEMBER EXCLUDED? �J (Mandatory In NH) ...__. E.L. DISEASE •POLICY LIMIT 500,000 $ _ If yes, describe under DESCRIPTION OF OPERATIONS below J J DESCRIPTION OF OPERATIONS I LOCATIONS ! VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required) RE: Bigstock 2018 Bigstock, LLC DSA Bigstock Bend SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN PROOF OF INSURANCE ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE w Ivoo-zw1.7MIURV 1-1 25 (2016/03) The ACORD name and logo are registered marks of ACORD ADDITIONAL COVERAGES Ref # Description Hired Auto Phy. Damage Coverage Code HRDBB Form No. Edition Date Limit 1 1,000,000 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Non -owned Coverage Code NOWND Form No. Edition Date Limit 1 1,000,000 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description XCYBR Coverage Code XCYBR�� Form No. Edition Date Limit 1 l Limit 2 W Limit 3 Deductible Amount Deductible Type Premium - ... Ref # Description Coverage Code �Fo:rm:M7 Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 v Limit 2� Limit 3 Fuctible Amount ��, Deductible Type Premium Ref # Description _ Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium _ Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit Limit 2 �' Limit 3 �Deducliblount Deductible Type Premium Ref # DescriptionC overage Code Form No. Edition Date Limit 1 Limit 2 Limit 376tt Amount Deductible Type Premium Ref # Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium rttt Coverage Code_ Limit 1 Limit 2 Limit 3 �Deductlble Amount Deductible Type Premium OFADTLCV Copyright 2001, AMS Services, Inc. ❑ Notified: it3 ❑ Spreadsheet ❑ Book ❑ Fee: $ 5-6 OREGON LIQUOR CONTROL COMMISSION TEMPORARY SALES LICENSE - FOR PROFIT (TSL -FP) APPLICATION EU IBt : Please read the instructions to determine ellgibiiity for a TSL -FP. TEMPORARY SALES LICENSE—FOR PROFIT (TSL -FP) PRIVILEGES. The TSL -FP allows you to: • Sell at retail distilled spirits, malt beverages, wine, and cider by the drink for consumption in the special event licensed area (provided you meet the food requirements). • Sell at retail manufacturer -sealed containers of malt beverage, wine, and cider meant for drinking off of the special event licensed area. Note: you may not sell bottles of distilled spirits. • Sell at retail malt beverages, wine, or cider in a securely covered container (growlers) meant for drinking off of the special event licensed area. The container may not hold more than two gallons. • Auction (but not raffle) at retail factory -sealed containers of malt beverage, wine, and cider (but not distilled liquor) for consumption off the premises. • Auction (but not raffle) at retail open containers of alcohol for consumption on the premises Process Time: Please read the instructions. OLCC needs your completed application in sufficient time to approve it. Sufficient time is typically 2 to 4 weeks before the first event date listed in #7 below (some events may need extra processing time). OLCC may refuse to process your application if It is not submitted in sufficient time for the OLCC to Investigate it. OLCC License Fee: $50 per license day or any part of a license day. Make payment by check or money order, payable to OLCC A license day is from 7:00 am to 2:30 am on the succeeding calendar day. License Days: In #7 below, you may apply for a maximum of seven license days per application form. 1. Applicant Name: oft cku''' 2. Email: L�GL'_ns`C 5% i nf_ t=V �S., t'�'1 cA'0 i~' 4. Contact Person:�,{ (,,vtiy� �t �i t�c.L ( IS. Contact Phone: I q ► 6. Event Name: it,' 1X •k. _ 7. Date(s) of event (n ore than seven days): CLV c., r 5t S. Start/end hours of alcohol service: _m prn to�am )m _ 9. Address of event: City Zip -i -6is the event outdoors? �as [� No i0a. If the event is only indoors, In what area(s) of the building is the event located? 10b. If any part of the event is outdoors, submit a drawing showing the licensed area and how the boundaries of the licensed area will be Identified. 11. Describe the primary activities within the licensed area: �►Y�: IMUS 1 t� , �,(.Y x r('YJ ilce - eft 12. Will minors be allowed at the event? fc Nn 13, if yes, will minors and alcohol be allowed togethei in the same area? es �No I 14, What is the expecte d attendance per d.•t� in the licensed area (where alcohol wilt be sold or consumed)? "]� OLCC Temporary sales ticense— For Profit (t'SVP) Applkatlon (Rev.12J2016) PLAN TO MANAGE THE SPECIAL EVENT LICENSED AREA If your answer to #14 is 501 or more, IN ADDITION TO your answers to questions 15, 16, and 17, you will need to complete the OLCC's Plan to Manage Special Events farm, unless the OLCC exei�� pis y_oti from this ['(cquirement. 15. Describe your planta prevent problems and violations: _—--—--�-- -A I r 5� 'l<Af F iV�u u ry e /U0%5 Color Ccex ea l,^ I Sr (xc VI , \ a�c;�>St 'Ca ar11-y +- CL' It-- I'Yt�., t t �azf C l�fi rr V-41k1,C _T CCU (� �16. Describe your planto prevent minors from gaining access to alcoholic beverages and from gaining access to any portion of the licensed premises prohibited to minors:t��tla;,1 u 5;1 �� . A-v,,e c, �c:he re Q l c o vk t l t' \3" fxi,,s ______d _ _�__ _____-__ ______— _ ��-- 17. Describe your plan to manage alcohol cansumpti®n by adults �_ "A. (.) C"_+4AA e() �-Aa 1 � Lky\ U p�L L �� ClyLc� A Eft Y1L +,'CL -05 (—Or• cZ l 1A SE►'Jt.c� �?t�� C%i Env` d��. �- G'L fit. Vv\'p ALCOHOL MANAGERS 18. All applicants must list the name(s) and service permit number(s) of alcohol manager(s) on -duty and in the licensed area. 411ct173 LIQUOR LIABILITY INSURANCE If the licensed area is open to the public and expected attendance is 301 or more per day in the licensed area, the event must have at least $300,000 of liquor liability insurance coverage (©RS 471,169). 19. Insurance Company C.-..!'0'4wt_.( 20. Policy #: L2 6 11 piration Date: TI o FOOD REQUIREMENTS Please read the instructions to determine the food r�,gtnrements. 22. Will you serve distilled spirits by the drink? Yes No 22a. If yes, list at {east three different substantial food items that will be provided.;{! \�_�t 1�� (,y��(' {G (' _22b. -If -no, list at least two different substantial food items thal will be provided: 1. 2. MARUUANA 23. Will marijuana (such as use, consumption, samples, . ive-awa , sale, etc.) be allowed on the special event licensed premises or be part of the event or an adjacent event? Yes No GOVERNMENT RECOMMENDATION Please read the instructions, You must obtain a recommendation from the local city or county named in #24 before submitting this application to the OLCC. 24. Name the city if the event address is within a :'I. 's limits, or the county if the event =address is outside the city's limits: I Y7 rl e_.� c()or N�i. OLCC Temporary Safes Uceese — For Profit (TSL -FP) Application (Rev, 12/2016) I r_�p S) wv', l t SIGNATURE I affirm that I am authorized to sign this application on behalf of the applicant. 25. Nam (p ase prutt) 27. Date:26. Sie: CITY OR COUNTY USE ONLY The city/county najLej in H24 recommends: Grant I.XiAcknowledge [:] Deny (attach written explanation of deny recommendation) (Optiorml) City/County Contact Person C -'/fir (Optional) Phone Number or Email; CitvlCountvSienature:� S Date. 47dcx/l FORM TO OLCC This license is valid only when signed by an OLCC representative. Submit this form to the OLCC office regulating the county in which your special event will happen. OLCC USE ONLY Date: Receipt #: Fee Paid: License is Q�Oroved Denied OLCC Siviiature. °, e^.4: OLCC Temporary Sales lkense— For Profit (TSL -FP) application (Rev. 12/2014) 0 OREGON LIQUOR CONTROL COMMISSION PLAN TO MANAGE SPECIAL EVENTS When the expected attendance per day in the area where alcohol will be sold or consumed is 501 or more, any applicant for a Temporary Sales License (TSL-NP and TSL-FP), Special Event Winery (SEW), Special Event Grower (SEG), Special Event Brewery-Public House (SEBPH), Special Event Brewery (SEB), Special Event Distillery (SED), ora Temporary Use of an Annual License (TUAL) event must complete this form (unless exempted from this requirement by the OLCC) and submit it with the application to the OLCC. Other applicants (those expecting 500 or fewer attendees per day in the licensed area) may choose to use this form. In some cases, even if the expected daily attendance is 500 or fewer, the OLCC may require this form. Examples of times when the OLCC may require more detailed information, even if the expected daily attendance in the area where alcohol will be sold or consumed is 500 or fewer, include a licensed area projecting an emphasis on alcohol consumption, projecting an emphasis on entertainment, or proposing to allow minors and alcohol together in the same area. Please note that for some licensed areas, in order to convince the OLCC that you will adequately manage the licensed area, the OLCC may require more details in addition to your completed PLAN TO MANAGE SPECIAL EVENTS form or any other information you submitted regarding how you will control the licensed area. If there will be more than one of the above licensees making alcohol available In the same area(s) of the same event, all licensees may agree to submit and follow one plan. 1. Applicant Name )f� r 2. Email: 3. Event Name; 4. Date(s) of event ZIL-V` 4 _ 5. Start/end hours of alcohol service:O am lam t�;�✓ ,rn pin 6. Event Street Address 6i 3o CADOL '1 1t�1G`�' k Lt . 7. City: _ 8. County: r J;y (9: zip: f 77 10. Will minors be allowed at the event? YesNo J , _ 11, If yes, will minors and alcohol be allowed together in the same area? Yes No _ 12, Will any portion of the licensed premises be prohibited to minor patrons? YesFe"darea; If yes, describe your plan to prevent minor patrons from gaining access to they prohi 13. Expected,total attendanceeP r day in the area(s) where alcohol will be sold or consumed)? (j 14. List name(s) and contact phone(s) of alcohol managers) on-duty and in the licensed area; } a 5eqn )on-e 5 V41- 7 99-- 3 U7X 'JUS y f iq 17 3 15. Describe the primary activities within the licensed area: 16. Doyou y au es timate that 30 percent or more of the people attending the event will be between 15-20 years of age? Yes PNo Pian to Manage Special Events (Rev. 3/1)) 17, Do you estimate the number of atrons i the licensed area will be about the same during the entire time that alcohol is sold or consumed? of ns If no, what are the estimated times that a greater number of patrons will attend? ��p —CT I8. At any one time, what is the average range of the number of staff (such as managers, servers, security, alcoholT T monitors, ID checkers, etc,) on-duty, at the event, and whose job includes monitoring patron behavior? �I�� - 19. Will Alcohol Monitors work 1n the licensed area?Y,FJNo � jAn Alcohol Monitor is a person in addition to alcphol—see, rvers and security staff who monitors the sale, service, and consumption of alcoholic beverages to help ensure that unlawful sales, service, and consumption of alcoholic beverages do not occur.) 20. if yes to #19, list the minimum number of Alcohol Monitors you estimate will work during the estimated times when a greater number of patrons will attend and the estimated times when a regular number of patrons will attend: Minimum number during estimated times of greater patron attendance Minimum number during estimated times of regular patron attendance 21. If yes t(J1#19, describe how Alcohol Monitors will be readily Identifiable as such to patrons: 22. Will all I lcohol Monitors be required to have a service permit? NlYes IJNo 23. If no to f 122, those Alcohol Monitors without a service permit must be uncompensated volunteers who are directly supervl: ed In the licensed area by an individual who has successfully completed an Alcohol Server Education course within t ie last five years. Please list the name(s) of the supervisor(s) and their server education completion date(s): 24. Is the al �plicant a nonprofit or chart le organization with an Oregon Registry Number issued by the Oregon Secretar of State's office? r1Ves QyNo if yes, 11s]i Oregon Registry Number (OLCC does not accept a federal registry number or an EIN number): 24a If yes tc;#24, will the applicant use servers who don't hold a service permit? i5b__.'_Jfyes__tc 24a, describe the plan to train these people in at least the following: recognizing minors; properly checking identifi ration; and how to recognize and respond appropriately to visibly intoxicated persons: Plan to Man3ge5p4dal Events (rsw• 3/171 i 1 Plan to ManageSpedal Events (Rev. 3%17) oft , -4 t_clrit , or ID checkers wear clothing or other designation which readily identifies them as such to Pio Fiff leasedescribe: 27. Descril_, i for alcoholic beverages meant for consumption eicensed area: Size of Container (in which the Alcohol Maximum Amount of Alcohol in the will be Served) Container i Malt Beverages — Wine CiderI-E Distilled Spirits 23. Describ how containers used to serve alc.oi uiic beverages for in the consumption licensed area will be of a differejA color and type when compared to containers used to serve nonalcoholic beverages: rY\tnOf�? tot . �kVQ-n c u� � ��wCOrk bola d or ,t ,._ _A o_-s 1a 29. What iI _ __ _ ile maximum number of containers of alcoholic beverages meant for consumption in the licensed area that a may possess at any one time? 30. Descrih I the level of lighting the licensed area will have to ensure the proper monitoring of patrons: HXlevel of lighting sufficient to read common newspaper print; or level of lighting that will be (please describe): 31. if other 1tal'lted, hu7dsfor adequately managing the licensed area will be used, describe them here (or submit a separatewritten, and signed plan): W ,' tik 3 j�e.►.,•rt c vu� c� L, t,,o,�f�,c,," ,. 32. AppliCan Name (please print): 33. Ap 1( Signature: 34 Date -- i 1 Plan to ManageSpedal Events (Rev. 3%17) l j r i i r, t b , t a r i i 1 1 i a a: ,:- .wry--..�n,.:m.+.. ...,�.-....�•. __...._.'.f{..o....... ... _.....tea-- ............�...........r ...r n.r,. . ...�-.. ....,. t �4�� 4 j ,� �' � } .' :�= (-r Id 0 0 )ill 'o All 16 Cooch 1-� r r \f ` ! � tM lot �I I (� � 1 f6 '�}� 111a i 7M !a_` !) (d ry9 I 'l Iai7fII$�AICIO It" �_ ) a # IIS i Id 4 I Iii) 1 la .IIA I I�) Imo$) IA A I IA 1 �i re I 11 , f_I Elfi li JIB Jill ,cx) li 11 3 1 L-4 �I /1 1®�I �w laIlrti f6X)([f I 1:11if: --( l 14y 1(g -Iva )4 ��Ae -14 -- ,4.u,W 4t, -q ire hwiv A-v4-cA- V\Q -V4Rf JQCwy-) b CJS MCO -yl 'Mf ev vi �a -�� Yl `• � C ,Q�.a.. -�- .��,�� tri-,v�, c� .__ Eric Mone From: Leann Schoales <leann@shineeventsbend.com> Sent: Monday, April 23, 2018 3:04 PM To: Eric Mone Cc: Heather Johnson Subject: Re: Bigstock OMG - private well. Hi Eric, I will be sure to contact Jeff regarding the drinking water and private well requirements (thanks for that info). I will make sure that Veracis' applies for that permit, and let them know their options. As far as the private catering, I know they have done weddings in the past, the one for me was a couple of years ago, so I'm not sure what they are currently doing. As soon as we have the other two secured I will shoot you an email to see if they are good to go with your department, and/or make sure that they are licensed as a temporary restaurant with Deschutes county or a licensed MFU. I have reached out to the adventure medics and will solve the issue of the ambulance transport. We are expecting 750 max (that is if the event sells out) and we ask that each food vendor prepare to feed approximately 200 people. Since all of the food trucks are self-contained units do you think a 300-500 gallon above ground tank is necessary? Last year there was not a need for a grey water tank, as the food vendors were responsible for there own waste and disposal. I am open to suggestions, however if you think we are okay without the tank that would make the most sense for this event. I have attached the EH checklist. Am I able to come by your office today to pick up the application? I am heading out of town tomorrow and want to pass off the application for the remaining signatures required. Thanks again for all of your help, Best, Eric Mone From: Jeff Freund Sent: Thursday, April 26, 2018 9:29 AM To: 'leann@shineeventsbend.com' Cc: Eric Mone Subject: OMG Hi Leann, Just a reminder regarding drinking water for public use at your upcoming event. If you plan to use an existing private well as the source of water, we would need a coliform bacteria and nitrate sample within 60 days prior to the event. The coliform result has to be absent and the nitrate result needs to be under 10ppm. Public water use includes not only drinking and cooking (for any food vendors) but also handwashing and hygiene. If you plan to use an alternate source of water such as hauled in by a water provider, just let me know and whom you are using. Thanks for your help - Jeff Freund, RS/RENS III Deschutes County Environmental Health 2577 NE Courtney Drive Bend, OR 97701 Office: (541) 388-6563 Fax: (541) 322-7604 Deschutes County 1300 NW Wall St Ste 203 ° Bend, OR 97703-1960 (541) 383-4399 Fax (541) 749-2909 Received From: OREGON MEDIA LLC Official Receipt Receipt 21333 Number Receipt Date 04/20/18 Charge code Org - Obj Comment Description Amount EHMG BIG STOCK BEND 2018 EH OUTDOOR MASS 2742053 345509 Outdoor Mass Gathering $212.00 Payment Type Quantity Ref Amount Check # 4184 $212.00 AMT TENDERED: $212,00 AMT APPLIED: $212.00 CHANGE: $0.00 Time: 12:23 Clerk: lisam Contact Jeff Freund with Deschutes County at 541-388-6563 regarding drinking water program requirements. His email is above. Private water wells have biological and chemical tests that are required before an Outdoor Mass Gathering (OMG) starts operation. Veraci Pizza is not approved for this event unless they apply for a temporary restaurant license at least 7 days before the event. They should know about this license requirement as they have gotten them from us in the past, but it has been several years. They also have the option of applying for a mobile food unit (MFU) license but their unit would have to be plumbed and meet all the MFU rules. Aside from the OMG, if Veraci is doing private weddings, they are supposed to have a foodservice license from our dept and work from an approved licensed kitchen in order to do that type of catering. We will reach out to them separately on that. An MFU named Earl and Mabel has received plan review approval from our dept but have not called for a pre -opening inspection yet. I'm sure that will happen pretty soon. Thai on the Fly and Dump City Dumplings are approved and licensed already. If you have other foodservice vendors, as noted on the application, please verify that they will be licensed either as a temporary restaurant or a Deschutes County licensed MFU. My boss, Tom Kuhn has reviewed the medical and ambulance plan and said he would email regarding that, noting a condition that a separate ambulance company needs to be available for emergency transport. He has signed your app with that condition. Also, I couldn't find the EH checklist in the app. Please fill out EH checklist ( found in link below): e7e , httlas.-jlwww.deschutes.org/sites/default/tilejf ileattachmq s/community development/page/78.1./QUt door mass gathering app. packet -rev. 2-17:pcl Lastly, one update we need to make on our EH checklist is a consideration for where greywater/wastewater will be dumped from the food vendors. For a 6-7 hour event they may need to dump dishwashing and handwashing wastewater somewhere and we need to evaluate how that will be done. On the ground or in portapotties aren't options so normally we see an above -ground tank that is 300-500 gallons and food vendors dump their water in that. Let me know your thoughts on that. Talk soon, thanks. Eric Mone, REHS Environmental Health Supervisor Deschutes County Health Services' 541-388-6566 ericm@deschutes.or� Attachment 2 - Map This page intentionally left blank. Deschutes County Property Information - Dial Zoning Map for account 164003 Map and Taxiot: 1611230000523 This page intentionally left blank. Attachment 3 - Public Comment From: IgLin ,&Lrlin To: Isabella Liu Subject: Comment RE: Oregon Adaptive Sports application #247-18-000423-OMG Date: Monday, June 25, 2018 3:01:44 PM Hi Isabella, Thank you for sending the notice of public hearing regarding Oregon Adaptive Sports' (OAS) application for a mass gathering permit on August 11th. With my siblings, I am co-owner of the house at 19015 Couch Market Road, very close to the proposed venue for this event. We are concerned about the size of the event, and would like to know what plan OAS has to handle parking. We have had problems in the past related other events on Couch Market Road, as participants park on our property, damaging the native vegetation that we work hard to maintain. I can only imagine that with 750 people at the event, more than a few will attempt to park on our access road or on our property. We request that the event organizers place an attendant where our access road meets Couch Market, telling people to continue west on Couch Market until they reach the official event parking. It would also be helpful to place "No OAS Event Parking" signs at that intersection, and other intersections along Couch Market Road. We support the mission of OAS, and wish them a successful event. But we will be disappointed if they fail to adequately manage the parking situation. Please consider this message a formal comment related to the permit application. Best, John Sterling John Sterling 19015 Couch Market Road Bend, OR 97701 541.410.4930 This page intentionally left blank. June 12, 2018 Deschutes County Community Development 117 NW Lafayette Avenue Bend, OR 97703 RE: File Number 247-18-000423-OMG As neighbors of the noted property requesting to host the annual fundraiser for Oregon Adaptive Sports, we are in support of approving the application. We have been long-time supporters of Oregon Adaptive Sports and as neighboring property owners, we are comfortable with this year's proposed venue. The annual Bigstock event has been well organized and a positive community event highlighting the contributions of Oregon Adaptive Sports. Thank you for your consideration in this matter. Very Truly Yours, Jefq:� frey and Amanda Stuenner 18837 Couch Market Road Bend, OR 97703 This page intentionally left blank. Attachment 4 - Agency Comments This page intentionally left blank. From: Randy Scheid To: Isabella Liu Subject: Re: Electronic transmittal Date: Wednesday, June 06, 2018 11:35:16 AM Attachments: imaaeNlmna image002.ona imaae003.ona image004.12no Thanks Izze, If not in a built environment, the BSD has no concerns with this event. Randy. On Jun 6, 2018, at 12:28 PM, Isabella Liu <Isabella.Liundeschutes.org> wrote: Hi Randy, This is an outdoor event. See attached site plan. The "silent auction & bar area" is on a tennis court. Let me know if you have any other questions! Izze Liu Associate Planner <Image001 . )10g> 117 NW Lafayette Avenue Bend, Oregon 97703 PO Box 6005 1 Bend, Oregon 97708 Tel: (541) 388-6554 I www.deschutes.org/cd <image002.ung> <image003_ong> <image004.png> Disclaimer. Please note that the information in this email is on informal statement made in accordance with DCC 22.20.005 and shall not be deemed to constitute finol County action effecting a change in the status of o person's property or conferring any rights, including any reliance rights, on any person. From: Randy Scheid Sent: Wednesday, June 6, 2018 9:32 AM To: Tracy Griffin <Tracy.Griffin(@deschutes.org> Subject: Re: Electronic transmittal Tracy, Can you tell me if this is an outdoor event or are they using the built environment. if indoor, is it an Ag. Exempt structure? Thanks, Randy. On Jun 6, 2018, at 10:29 AM, Tracy Griffin <Tracy GriffinPcleschutes.org> wrote: From: Laurie Smith To: Isabella Liu Subject: RE: Bigstock 2018 - Outdoor Mass Gathering Date: Monday, June 11, 2018 3:30:50 PM Attachments: image005.pna imaae006.pna image0Q7.pno image008.pno image009.ona We have not permitted anything at this address. Thanks Laurie Smith I Claims Coordinator Deschutes County Risk Management 1300 Nva/ Wall St. 2"-' Floor I Bend, Oregon 97701 PO Box 6005 1 Bend, Oregon 97708-6005 Tel: (541) 385-1749 1 Fax: (541) 385-3202 Enhancing the lives of citizens by delivering quality services in a cost-effective manner. From: Isabella Liu Sent: Monday, June 11, 2018 3:07 PM To: Laurie Smith <Laurie.Smith@deschutes.org> Cc: Erik Kropp <Erik.Kropp@deschutes.org> Subject: Bigstock 2018 - Outdoor Mass Gathering Hi Laurie, I am currently reviewing an Outdoor Mass Gathering application for Bigstock 2018 located at 18930 Couch Market Road. I sent the notice of public hearing last week but wanted to follow up because I had some questions in regards to the Indemnity Agreement (see attached). Are the pages complete? Is Nick Lelack's signature and legal counsel review required prior to the hearing? Will the applicant be required to record this document prior to the hearing? Couple of other questions... 3. Are there any other events (event permits) scheduled on this property? 4. Are there any other comments you'd like to provide for this application? Thank you for your time! 4 Izze Liu Associate Planner ' 117 NW Lafayette Avenue I Bend, Oregon 97703 " `PO Box 6005 1 Bend, Oregon 97708 Tel: (541) 388-6554 1 www.descliutes.org/cd 42� 1100 Disclaimer: Please note that the information in this email is an informoi statement made in accordance with DCC 22.20.005 and shall not be deemed to constitute final County action effecting a change in the status of a per'son's property or conferring any rights, including any reliance rights, on any person. Attachment 5 - Applicant Correspondence This page intentionally left blank. From: Leann Schoales To: Isabella Liu Subject: Re: Bigstock 2018 Date: Monday, June 18, 2018 10:58:54 AM Hi Izzie, we are in the process of securing a sponsorship with H2O water in which case we won't be using the on-site water at the location of the event. If that doesn't happen (which I should know that in the next few days) we will be getting the water tested and have that information for you hopefully before the hearing. The food vendors are all aware that they need licensing and they will have that on site with them. I confirmed with Veracis pizza (which was the food vendor that Eric was particularly concerned about) and he's guaranteed me that he will have all of his information and proper licensing on site with him during the event. Thanks! Leann Schoales Event planner + Principal Shine Events (541) 550-0982 Leann ashineeventsbend.com Shineeventsbend.com Sent from my Whone On Jun 18, 2018, at 10:16 AM, Isabella Liu <Isabella.Livadeschutes.org> wrote: Hi Leann, Do you have any documentation or additional information to send to me to show you have met the requirements listed in Eric Mone's letter (see attached)? Thanks, izze Liu j Associate Planner <image001 .P-rll > 117 NW Lafayette Avenue Bend, Oregon 97703 PO Box 6005 1 Bend, Oregon 97708 Tel: (541) 388-6554 1 www.deschutes.org/cd <image002.png> <image00� <image004.png> Disclaimer: Please note that the information in this email is an informal statement made in accordance with DCC 22.20.005 and shall not be deerned to constitute final County action effecting o change in the status of a person's property or conferring any rights, including any reliance rights, on any person. <Pages from App. Materials.pdf> From: Leann Schoales To: Isabella Liu Cc: Matt Sabelman Subject: Re: Bigstock 2018 Date: Monday, June 18, 2018 4:02:16 PM Hi Izze, this was my last email with Matt (adventure Medics). They have a transporting license from the state, but BFD will still not allow outside agencies to transport, even though they are in Bend. So this was the solution that we came up with... "Ok so things should be squared away. I spoke with both Tom and Drew (Bend EMS Chief). Its completely fine for our ambulance to be on site and the permit rule states the same. I am still waiting to chat with Drew about how we will initialize transport. Usually the ambulance is there by the time the patient is ready to transport or we designate a meeting point halfway. I imagine that's what we will do for Bigstock. Establish a meeting point where Adventure Medics will initialize transport and meet BFD in route. Then we will turn around and come back to the festival. " I've CC'd Matt on this email as well. I believe this is what the county agreed to and signed off on. I can confirm with Matt, and see where the meeting point will be established as well. (Feel free to chime in if I've missed anything Matt.) Best, Leann Schoales Event Planner + Principal 541.550.0982 leann a,shineeventsbend,com shineeventsbend.com www. facebook. conVshineeventsbend On Jun 18, 2018, at 3:37 PM, Isabella Liu <Isabella.Liu&deschutes.org> wrote: Hi Leann, Thank you for your quick response. I just got back from a meeting with the Board of County Commissioners about this application and needed clarification on one other thing. The application was signed by the County Health Department but a note was included about the ambulance service. I am going to reach out to Tom Kuhn, but would you be able to clarify? Attachment 6 - Draft Document No. 2018-480 This page intentionally left blank. Addendum to Exhibit F Traffic control plan/ overflow parking Additional parking/overflow and VIP parking will be directly adjacent, to the right of the main parking space. There are two empty lots, both 150 sq. ft, available for additional parking. The first lot (adjacent to the main stage area) will hold an additional 66 cars, as well as the VIP tent. VIP parking will be available in this lot, reducing the number of vehicles in the main parking lot. The 2nd lot (directly behind the first *see main site map) will hold an additional 84 cars. If there is still a need for additional parking we will refer to the original overflow plan of using the lot off Allen Road. However we feel that this should be sufficient parking for all attendees. *site plans (to scale) attached' 00 0 4) o o 0 0 0 0 0 0 0 F11, E Ar TO O L................ ........ ... ... 00 Addendum to Exhibit G Environmental Health Division. (# 3. regarding water) In order to comply with Deschutes County Health Ordinances 8.16.220, Outdoor Mass Gathering Sanitary facilities, Bigstock 2018 shall provide the following: 1. Contact Persons: Leann Schoales, Site Manager (541) 550-0982 Heather Johnson, Bigstock LLC (541) 948-3200 2. Toilets I Hand washing station (locations shown on map exhibit C) 10 standard units, 1 ADA toilet, 2 hand washing station (contains 2 sinks). This is in compliance with the 1 toilet per 100 people as shown on plan Toilets and hand washing facilities provided by: Advanced Systems Portable Restrooms 1300 S.E. Wilson Avenue Bend, Oregon 97702 Phone: 541-389-5646 Fax: 541-385-6061 3. Water Supply Water supply provided by homeowner. There is an adequate supply, with a conveniently located source (location shown on map). Water source is from a private well providing 60 gallons per minute off a 25000 gallon cistern. Drinking water will be provided in 2 locations (locations on map) from clean and sanitary water dispensing equipment. WATER SUPPLY will now be provided by Earth20. They are providing the following: (25) five gallon water jugs (125 gallons of water) (10) cases of bottled water (24 packs) 5 (Lc CIC --JI 11 ( ) (( _ IC I �_ l (Lc CIC --JI 11 ( ) (( _ 03 0 I- A r -L= -Z) 1 F__g ,i I -Al � JJ) Lp�-Jj 6 c 1� � � �c F- -C -J) C J- Joc-'31 "I r -L= -Z) 1 F__g ,i