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HomeMy Public PortalAbout090_010_CCAR_NYE Fireworks 2013-14 MAYOR MANAGER Jason Buelterman :3 Ll\, Diane Schleicher if A• „{t f✓ CITY COUNCIL A OF COUNCIL Wanda Doyle,Mayor Pro Tem ` + Janet LeViner Barry Brown Jan Fox / CITY ATTORNEY Bill Garbett -� x ° Edward M. Hughes Torn Groover Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 11/14/13 Category: Special Event Consideration Item: NEW YEAR'S EVE FIREWORKS (January 1, 2014 @ 12:00am): Walter W. Parker Pier &Pavilion Organization: Tybee Island Tourism Council Explanation: Application is attached. Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jlevineracitvoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, Main Street Coordinator Phone /Email: 912-844-9771 /cmorton(ccityoftybee.org Comments: Date given to Clerk of Council: 11/5/13 * * * P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX (866) 786-5737 , City of Ethics If www.cityoftybee.org a��s 4.L�� MAYOR Et CITY MANAGER Jason BueltermanY' � � fJiane Schleicher G Tr\CITY COUNCIL CLERK OP COUNCIL Wanda Doti le.Mayor Pro Tern ( „ Janet I,eViner �' Barry Brown x • i Bill Garhett CITY ATTORNEY 'Toni Groover 'fr ' Edward M.Hughes Frank Schuman. Sr. ' I)Wx tt?Y `-� Paul Wolff CITY OF TYBEE ISLAND SPECIAL EVENTS APPLICATION (POLICIES AND PROCEDURES ADOPTED BY CITY COUNCIL ON 7-8-2010 APPLY TO ALL SPECIAL EVENT APPLICATIONS) The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community. It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By keeping the public's best interest in mind, persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information included and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments, City Manager and Better Hometown Coordinator. Prior to the application being considered by City Council(if necessary),all concerns and details must be handled. Note:Applicant must meet with the Better Hometown Coordinator or her designee at time of submitting application. Additional meetings may be required. Today's Date: 10/24413 Application Fee submitted: $50 A non-refundable Special Events application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee island. • SECTION 1: EVENT INFORMATION i. Name of Event: New Year's Eve Fireworks 2. Date and time of event: Wednesday,January 1,2014 12am(Midnight) Setup: Date/Time period Tuesday,December 31,2013 1pm Breakdown: Date/Time period Wednesday,January 1,2014 2am 3. Location(s): Tybee Pier 4. Organization: Tybee Island Tourism Council ❑Commercial? ©Non-profit/tax exempt?* *A copy of the organization's Non Profit Status/GA Tax Exempt Certificate must be submitted with the application. 5. Phone number and/website for public event information: 912-786-5444/VisitTybee.com 6. Organizer/Applicant: Casey Slone Address: PO box 491 City: Tybee Island State: GA Zip:31328 Contact Phone: 912-433-0129 Email: cslone @tybeevisi.com The Organizer/Applicant listed above must be in attendance for the duration of the event and immediately available to City officials. P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (866)786-4573,x127—FAX(866)786-5737 www.cityoftybee.org SECTION 2: EVENT DETAILS 1. Is this event... X Open to the public ❑ Private Invitation only 2. Describe the event and its goals: To increase overnight visitation during the December holidays 3. Estimated number of people to attend and what this is based on: 4. Is there an admission fee for attendees? ❑ No ❑ Yes—Describe 5. Have you ever done this event before? If yes,list dates and locations: Yes, the Tybee island Tourism Council produced the New Year's Eve fireworks since at least 2008. 6. Describe parking arrangements during event in detail: All city parking will be open.TITC requests reserved parking for Falcon Fireworks (2 vehicles) and event staff (2 vehicles) Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event. 7. List event sponsors and marketing plan: Fireworks are sponsored and marketed by TITC. 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Kim Webster-TITC -912.644.6471 - kwebster @visittybee.com 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) Falcon Fireworks and TITC staff will dispose of any visible fireworks debris following the display. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. N/A Describe sound equipment: N/A SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. The Tybee Island Tourism Council has produced 2012, 2013 Labor Day Beach Bash,2012 Pirate Fest, 2012, 2013 Mardi Gras, and New Year's Eve Fireworks. 2. Please list two(2) references excluding City Officials and Staff: a. Name: Kim Webster Address: PQ Box 491 Tybee Island, GA 31328 Phone: 912-644-6471 b. Name: Keith Gay Address : 1 106 E. Hwy 80 Tybee Island, GA 31328 Phone: 912-786-0155 Page 2 of 8 Approved: September 2011 Updated: January 2012 SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two[2]weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. E DPW Request(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe Hanging of pole banners/flags(supplied by organizer) List other services that are requested. Costs will be determined. TITC requests assistance in sweeping the beach on the morning of January 1. 3. ❑ Street Closures(TIPD approval required.) a. List requested streets: 4. El Special parking request(Parking Service Division approval required.) a. Please describe: TITC request parking in emergency parking area near pier for (2) Falcon Fireworks and (2) event staff vehicles. 5. ❑ Commercial truck parking a. Please describe: 6. ❑ Police Detail(TIPD approval required;staffing/equipment fees may apply*) a. Please describe: Of off duty police officers are hired,organizer is responsible for contracting directly with the individual(s)and pay fees direct as agreed upon.) 7. ❑ Alcoholic Beverages(Application process through TIPD is required for approval.) 8. lak Fire Detail/Inspection (staffing/equipment fees may apply*) a. Please describe: TITC will hire two fire fighters to be on duty during fireworks display. Of off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the 4 individual(s)and pay fees direct as agreed upon.) l Fireworks(TIFD,Chatham County and U.S.Coast Guard approval required. Special application due to >c USCG at least 135 days prior.) t\� 10. ❑ Additional Security a. Please describe: \'‘ir\, 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 Approved: September 2011 Updated: January 2012 SECTION 4; OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 12. ❑ Parade/Procession (TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(Insurance from providing company is required no later than two[2]weeks prior to event.) 14. ❑ Temporary Structure*(i.e.tents, booths,stage,etc.) a. Please describe: (*Structure specifications must be included with application for review by the Building Official prior to City consideration of event. Tents larger than 10'x 10'require permitting with applicable fees.) 15. ❑ Electrical needs(fees may apply) a. Please describe: 15. ❑ Filming(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. IA Banner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. 171 City Facility requests require separate forms and approval through the Facilities Coordinator. a. The Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. b. A Letter of Authorization from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) may be necessary with beach usage and/or if the"event" impacts the Shore Protection jurisdiction(i.e. beach side parking lot areas,etc.). SECTION 5: ADDITIONAL REQUIREMENTS - A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee island. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. - A site plan showing the layout of the event is due with application. The site plan must include the location of every booth,ride,public facility,etc. A preliminary budget is due with application. - insurance,as indicated below, is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY Organizer is responsible to obtain PRIVATE Signed Indemnification necessary insurance as deemed INVITATION Agreement required. appropriate by the property owner. Signed Indemnification Agreement required. Signed Indemnification Agreement Organizer is responsible to obtain required and a necessary insurance as deemed $1 million certificate of insurance,with the OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and certificate holder. THE PUBLIC * If use of the Walter W. Parker Pier and Pavilion is part * If use of the Walter W. Parker Pier and Pavilion is of the event,a$1 million certificate of insurance,with Chatham County Parks&Recreation listed as an part of the event,a$1 million certificate of insurance, additional insured and certificate holder is required. with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. Page 4 of 8 Approved: September 2011 Updated: Janaary 2012 SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia, its officers, agents,employees and contractors from and against any and all loss,damage,claim, demand, liability or expense by reason of any damage or injury to property or person which may be claimed to have arisen as a result of or in connection with the occupancy or use of listed event premises during the time period of said event. Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negligence on the part of the City relating to such loss or damage,except for loss or damage arising from the sole negligence or willful misconduct or gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim, suit,action or cause of action, includin: +e investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree w ' . +-ientered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earli: ter . . �'f the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privilege ,an+ ies as set forth in Georgia Statutes and/or the Constitution of the St to of Georgia. Organizer/Applicant's Signature:CP" Date: ! /_ 7L fJ ,_J INTERNAL USE BELOW. � `_ HEAD REVlFJ1✓V AND ACC 'TA L °-. h` J City Manager Finance Dtrctor Q/Letr~-1)--)0 �g�a.r�a �a tong ow C4,4}I+a� to-3i -1:3 F:rc marsivi. Planning&Zoning Manager ? 00re-te &Sy r D 1,7,Supervisor Chief ilit; Police ,,.1 Campgroun Manager Chief of Fir epartmen — Department of Public Works Director COMMENTS: rOs 6 . :. 42.1,1-13. -},s - ,t/31 CITY APPROVALS: Better Hometown Coordinator: Date: City Manager: Date: City Council: Date: Page 5 of 8 Approved: September 2011 Updated: January 2012