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HomeMy Public PortalAbout090_020_2014 Trybee Island Sprint SEA_1-23-14CCAR MAYOR t E CITY MANAGER Jason Buelterman `t Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks i W.,' 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: 1/23/14 - Category: Special Event Consideration Item: TRYBEE ISLAND SPRINT TRIATHLON (June 8, 2014 c& 7am): North Strand parking lot,beach area, bike route Organization: Coastal Endurance, LLC 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 ileviner(a7cityoftybee.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(&cityoftybee.org Comments: Date given to Clerk of Council 1/16/14 * * * P.O. Box 2749--403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 i City of r It Ethics www.cityoftybee.org MAYOR 1 ` �fi C:Ir? 'OF i l ` GER Jason Buelterman �`� '4 a lane Sc etcher G{ _ RECD= 0.0403445 1/08/2014 14 ?_ _ PM CITY COUNCIL •$mo d T R: ?n 12 5.EIC'TtligiWEW-CFOUNCIL Wanda Doyle,Mayor Pro Tern TER° H8 TEnikeiliteViner Barry Brown FEF#; 1528 Jan Fox e Tit, SPRINTc 1If Q' Y Bill Garbett \rti,ar °'sv• Event F•�.rakOriri.VV1,+1. Hugh rLfl IrR Torn Groover TEt3 8iI= x!1,1121 EIFI;i;,(:;) Paul Wolff CITY OF TYBEE ISLAND *PI IFric _,ri,nn- r r;F; 0.00 SPECIAL EVENTS APPLICATION 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 completed 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. No more than one event per day will be permitted due to limited infrastructure and city resources. 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 Main Street Coordinator. Prior to the application being submitted for City Council consideration (if applicable),all concerns and details must be addressed, confirmed by the organizer and accepted by designated City Staff of impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional meetings may be required. Today's Date: 02-JAN-2014 Application Fee Submitted: *A non-refundable Special Event 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 1. Name of Event: Trybee Island Sprint Triathlon 2. Date and time of event: 08JUN2014 • Setup: Date/Time period 07JUN2014 - 11AM -6PM • Breakdown: Date/Time period 08JUN2014 - 6AM- 1PM 3. Location(s): North Strand Parking Lot ( ' ft(bi 'idie p,°,` '` Ca_ b J.._ )S-`�vyty-F t© js.e A site plan of the event area drawn to scale and depicts g all event structures is required at time of application submittal. ▪ A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e. beach side parking lot areas,etc.)fifteen(15) business days prior to the event. The event is subject to cancellation without an LOP as noted. 4. Organization Coastal Endurance LLC •a commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and I or website for public event information: 843-789-0631 www.setupevents.com 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: _ Crisp McDonald Address: 104 Toura Lane City: Charleston State: SC Zip: 29414 Contact Phone: 843-789-0631 Email: crisp @setupevents.com Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 (912)472-5071--FAX(912)786-9539 www.cityoftybee.org SECTION 2: EVENT DETAILS 1. Is this event... Open to the public ❑ Private Invitation only 2. Describe the event and its goals: Please see attached addendum. to 3. Estimated number of people to attend and what this is based on: 500 participants - based on historic growth 4. Is there an admission fee for attendees? No ❑ Yes-Fee will be: participants will pay the entry fee A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes, list dates and locations: Yes,this will be the third year for this event held the second Sunday in June in 2012 and 2013 at the North Strand Parking Lot. 6. Describe parking arrangements during event in detail: Coastal Endurance LLC will pay the City of Tybee island, GA for parking for athletes and volunteers. This will be coordinated through the Parking Office. 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: Ocean Plaza Beach Resort is the host hotel. No other event specific sponsors have been named. Marketing will be web based through emails and social media. 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Crisp McDonald -843-789-0631 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.)Our staff and volunteers will be responsible for clean up and recycling after the event. All trash/recycling will be relocated to the appropriate disposal location. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. No additional promoters bands or entertainment will be present for this event. Describe sound equipment: JBL 625w powered PA System with SURE wireless microphone. SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. We have been working with Set Up Events for over 12 years from contract work to timing to event management to event production. This will be the third year for this event. 2. Please list two(2)references excluding City Officials and Staff: a. Name: Jeremey Davis-Tri Guys Address: 29 Hillside Drive, Greenville, SC 29607 Phone: 864-420-5169 b. Name: Susan Brown - LaGrange College Swimming Address : 601 Broad Street, LaGrange, GA 30240 Phone: 706-880-8322 Page 2 of 8 City Council Approved:February 14,2013;updated September 2013 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. ❑ Department of Public Works(DPW)Request(s)(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 R 1 �y� r' Sweeper () VA Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. ❑ Street Closures(Tybee Island Police Department(TIPDJ approval required.) a. List requested streets: 4. 'Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: Renting the South section of the North Strand Parking Lot and paying for our athlete and volunteers parking via parking passes, numbers to be provided 2 weeks from event. 5. ❑ Commercial truck parking a. Please describe: 6. Police Detail(TIPD approval required;staffing/equipment fees may apply) C a. Please describe: Please see attached addendum. (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and paying fees direct as agreed upon.) 7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. ❑ Fire Detail/Inspection (staffing I equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD, Chatham County and U.S. Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 14,2013;updated September 2013 SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 12. lilt Parade/Procession (TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: Please see attached course maps for staging area and event 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. 0 Amusement Rides(Insurance from providing company is required no later than two[2]weeks prior to event.) 14. Vd/Temporary Structure(i.e. tents,booths,stage, etc.) _61,0 OS-- 'y�,��,i,, 1 yl a. Please describe: 5- 1 0'x10' pop up tent (flame retardantiops), made by Omni & placed in the finish line area. (Application for permitting of structures exceeding 10'x 10',stages,booths and the like are required through the Planning& Zoning Department. Completed application with required documentation must be submitted no later than thirty[30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. ❑ Electrical needs(fees may apply) a. Please describe: 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. ❑ City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)\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. 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. The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. 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 necessary insurance as deemed Signed Indemnification 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 THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part * certificate holder. - 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 g City Council Approved:February 14,2013;updated September 2013 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,including the investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges,and immu ities as set forth in Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: Date: 02JAN201 4 INTERNAL USE BELOW. Staff signatures for City Departments listed below indicate the event application has been reviewed and department needs are accepted as requested. All signatures are required prior to application being submitted for City Council consideration. Event application review with organizer and staff with impacted department(s): 1" " 1 Foil up meting(s)as note,: 111 //Kai( ) )fib& I ) i/16 CAI h lit LOW 01.1.—._- ,.S(171\-- i • I6 - 14 , ..' . t i lb, 1 — / (-/ 'ty Manager and/or Designee Date Finance Director and/or De ignee Date / 4, - e 14 x 10 4-41+5- Planning&Zoning Mana er and/or Designee Date W�� r& ew //./ +. upervisor and/or Designee Date Chief f Police and/or DeigoOge Date Campgroun, anager and/or D signee Date Chief of Fire Dertment and/or Designee Date Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicableh Main Street Coordinator: Date: City Manager: Date: Page 5 018 City Council Approved:February 14,2013;updated September 2013 Trybee Island Sprint - Permit Addendum Section-2:Event Details 2. The swim will take place in the Atlantic Ocean. Swimmers will begin on the beach swimming out 50 meters, down the beach 650 meters with the current, and then back into the beach 50 meters. Certified lifeguards on surf/paddleboards/jet skis will be placed along the course at a 1:30 ratio of lifeguard to participants in the water. Kayakers will also be in the water as well to aid with safety. Upon exiting the ocean participants will run up the beach and over the boardwalk to the transition area. At this point, participants will put on their helmet,grab their bike and follow the course as listed on the course maps. Police assistance is requested with traffic control along the course. The following areas are of note: 14th St/Butler Ave; 15t St/Jones Ave; 15t St/S Campbell Ave; Hwy 80/Fort Pulaski Rd. The participants will complete the out and back course on the bike and then head directly out on the run. The run will take the participants around the perimeter of the island, down Strand Ave to 18th St, across to Chatham Ave (traffic control aid requested),to Venetian Dr, and finally onto 12 St where participants will turn around and head back the way they came. The distances of each course are as follows: 750 meter swim, 20k(12 mile) bike, 5k (3 mile) run. Volunteers will be placed at every turn and/or intersection on the course (each volunteer will be given a day-glo orange vest with a large 18"x18" day-glo orange flag. Aid station on the run will be placed at the 1 and 2 mile markers. The purpose of the event is to put on a safe,fun athletic event to be brought into the Georgia Triathlon Series. A donation from the event will be made to the Tybee Island Marine Science Center (or other local charity such as the YMCA if they are more interested in being the recipient). Section 4: Other Requests 6. Police assistance is requested at the following intersections: 14th St/Butler Ave; 1st St/Jones Ave; 15t St/S Campbell Ave; Hwy 80/Fort Pulaski Rd; Butler Ave/18th St. Per Applicant (Section 5): The only merchants directly affected by the event would be the Marine Science Center and possibly the Ocean Plaza Beach Resort. Both have been notified of the event. OPBR is a hosting sponsor of the event and the Marine Science Center has been notified of the race and is receiving a donation from the event. The event will be over by 10:00AM, so I'm fairly certain no other shops will be affected at that point. Trybee Island Sprint Tybee Island, GA - June 8, 2014 Set Up Day • Set Up Events will need access to the 'Transition Area' and 'Finish Line Area' beginning around noon the day prior to the event. • Courses will be swept and marked with spray chalk on set up day. • Athletes will be able to pick up their race packets on set up day from 3-6PM at the Ocean Plaza Beach Resort-Garden Room. • A pre-race meeting will be held at the transition area at 6PM for all participating athletes (normally—30-50 attend). This meeting allows participants to ask questions pertaining to the event and see the basic layout and flow of the transition area. Event Day(Based on a 7AM start) • 0445-0645-Set Up Events staff arrives o Final Set Up takes place, including:finish line inflatable,flags, run/bike course aid stations, course signs,timing equipment, inflating swim buoys and placing on beach, placing volunteers, packet pick up,chip pick up • 0645—Transition Area Closes, athletes instructed to head to Swim Start • 0700—Race Start(swimmers will begin the event in waves of 50-100, based on their age/category) • 0710—First Swim Finisher/First athlete starting bike course • 0730—Last Swim Start/Tear Down all material on the beach • 0740—First Bike finisher/First Runner on the course • 0750—Last Swim Finisher/Last biker starting the course/Beach completely clear • 0800—First Overall Finisher • 0820—Last biker turns around/Begin relieving officers and volunteers with chase vehicle(truck following last biker) • 0850—Last Biker Finishes/Last Runner Begins/Bike Course completely clear/All officers other than 18th St. relieved. • 0920—Last Runner gets to turn around/Begin relieving run course volunteers • 0945—Last Overall Finisher/All volunteers relieved/All officers relieved • 0945—Awards Ceremony/Begin Tear Down/Trash Clean Up • 1015—Awards Ceremony Ends/Participants depart • 1200—Tear Down complete/Trailer packed and departing/Everyone smiles for putting on another great event Transition Area A .} E F1 1 S H . - ' ,. . ,� START j �� Er ► *- ® ► , �' r. ittilt: S la: ,4:0: ,,1 , - 1: ,N i il tom. /d i :,- i:- SIIVIM FINISH ,00/1 •C..- 4. 41"11114": • iiir 141.1p •brir 1 t e *it ...I ,S Trybee Island Sprint Tybee Island, GA June 8, 2014—7:00AM Swim Course .. - 7,.., . co - .401 lie4" . illitiN • ...iv.z - i V• At.' 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Z \ �Z ; 2 TRYBEE ISLAND SPRINT PRELIMINARY BUDGET Projected Number of Participants I 300 Event Income: Individual Registrations 270 $65.00 $17,550.00 Relay Registrations 10 $95.00 $950.00 Gross Event Income $18,500.00 Event Expenses: Permitting Fees 1 $200.00 $200.00 USAT Sanctioning 1 $150.00 $150.00 Shirts 300 $7.00 $2,100.00 Swim Caps 300 $1.50 $450.00 Bike Frame Numbers 300 $0.50 $150.00 Helmet Numbers 300 $0.25 $75.00 Personalized Bib Numbers 300 $0.65 $195.00 Spray Chalk 3 $9.00 $27.00 Awards 100 $10.00 $1,000.00 Finisher Medals 300 $4.50 $1,350.00 Socks 300 $4.00 $1,200.00 Cups 800 $0.08 $64.00 Trash Bags 10 $0.10 $1.00 Sharpies of Body Marking 30 $1.00 $30.00 Franchise Fee 1 $500.00 $500.00 Parking Lot Rental 1 $1,508.00 $1,508.00 Parking For Athletes 300 $1.00 $300.00 Parking for Volunteers 50 $1.00 $50.00 Post Race Snacks 1 $150.00 $150.00 Post Race Drinks 1 $300.00 $300.00 Donations 1 $500.00 $500.00 Fuel 1 $400.00 $400.00, Hotel Fees 1 $800.00 $800.00 Chip Rental 300 $0.75 $225.00 Event Staff 7 $250.00 $1,750.00 Line for Cinder Blocks 2 $5.00 $10.00 Volunteer Shirts 50 $7.00 $350.00 Tybee Island Police 6 $100.00 $600.00 Chatham County Sheriff 2 $132.00 $264.00 Videoprapher/Photographer 1 $1,500.00 $1,500.00 Social Media Advertising 1 $300.00 $300.00 EMS Unit 1 $400.00 $400.00 Gross Event Expenses $16,899.00 Net Income I $1,601.00