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HomeMy Public PortalAbout090_030_IHPC2014SEA_1-23-14CCAR MAYOR lig,F, CITY MANAGER Jason Buelterman © Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern gi I Janet LeViner Barry Brown Rob Callahan J] CITY ATTORNEY Bill Garbett f ,;;If Edward M.Hughes Monty Parks wows. s. 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: TYBEE ISLAND IRISH HERITAGE CELEBRATION PARADE (March 15, 2014): 3:00pm; Memorial Park—Butler—Tybrisa Strand Organization: Tybee Irish Heritage Committee 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 jleviner(@cityoftybee.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 1 City of Ethics www.cityoftybee.org ��k� a z k MAYOR .- i„ Ned (2/c //3 CITY MANAGER Jason Btuelterinau , Diane Schleicher 4 CITY COUNCIL , : .„ _ ..�A:' j CLERK OF COUNCIL Wanda DovIe,Mayor Pro Tern '�f /}t/Jq n Janet LeViner BanyBrown Ut {M'V1� J,u>Fa ' M1, qt .-- t r' 4 CITY ATTORNEY Bill Garbett +roft:tta \, `:�� i`J'� Edward M.Hughes Tam Groover 0 /}. Paul Wolff CITY OF T'I°BEE ISLAND itJ L 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. 13 Today's Date: / ,/7/"2 e9/,4 Application Fee Submitted: /Z /zi 0 *A non-refundable Special Event application fee of$50 is required at time of application sub ittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. SECTION 1: EVENT INFORMATION� ff > ' I. Name of Event: /ck !6,-/�, /fd lief2/ /7r C/ /1` //j1�, e,J ��2)--- 2. Date and time of event: //L//l//t�lj j/5 2,a/1 ' / ' C / • Setup: Date/Time period 574/1Tl 3 • Breakdown: Date/Time period C,') 3. Location(s): 77"4.3 'T/.(r/2i0?,/J /i'crle /v 5 AS 7- /T,A N/ 'I • A site plan of the event area drawn to scale and depicting all - ent structures is required at time of application submittal. • A Letter of Permission(LOP)from Georgia Department of Natural Resources(htto://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. f/ � ,� 4. Organization: I/5e-',&- E` 15 fl 6v'°1l ( 'm, '�� ❑ Commercial/ o Non-profit Tax Ex mpC?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 0/) 6//c93 6'11Y 6. If location and/or activities impact merchants apd/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: J'/ f u'2 e- Address: /1.1 .I6aa' z1/1.4 City: Py i/�� State: /-/r Zip: 2-i !/ ) 1 p: 3/3 Contact Phone: (ti , '7 #I 2- Email: ../ dR,i G tt, .efri,jQei 47,-/'r. NA 7- Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2`49-403 Butler Avenue,Tybbee Island,Georgia 31328-2-49 (912)4-2-50-1-FAX (912)786-9539 WW W. z SECTION 2: EVENT DETAILS 1. Is this event... Open to the publicQ ❑ Private Invitation only , 2. Describe the event and its goals: O'!d cu e) / v ��"' ,2' je (,,��.d'zervi '7`- 3. Estimated number of people to attend and what this is based on: /+7 4. Is there an admission fee for attendees? Vi No LI Yes-Fee will be: f 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: // `e"°/ 4': e Z 7 e 7 v, 22 7 Fog 7 /14.€‹ /7 t1 6. Describe parking arrangements during event in detail: 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: Alfr 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. )7/AA4 pp/LP f/71,7 1/41l e I ‘, 3 f47, 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) 10. Please list any entertainment, bands,emcees or onsite promoters attending this event. Describe sound equipment: 04!4/'/ SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. ire),e ptG1h'/2' -4'' 5i?p C .,trb4 ii— f A 7-Ri(i6 174/7 pkg, e ip,fr 7/ - //z 2. Please Fist two(2)references excluding City Officials and Staff: a. Name: /9A, 0,y/7=� .*- Address: � Phone: b. Name: A1/9-1 7:41- ih,r� id Address : Phone: 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 ?-4 Barricades �J� ) yn Traffic Barrels / Trash cans Recycling containers } 0l n Port-a-lets 3 f)�l,r �1t' / J N �-Sweeper (,� %-\-- Vac Truck li_4l ( Fire ant treatment L: Dump Truck Back-hoe (1J"- -g0 411, List other services that are requested. Costs will be determined. 3. /Street Closures(Tybee Island Police Department(TIPD]approval required.) a. List requested streets: .S 4" e OJ )401;T 4. 0 Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: 5. ❑ Commercial truck parking � a. Please describe: 5. l71/Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: 54 4J' /"J (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/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. 0 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. 0 Additional Security a. Please describe: r`f 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:Februtuy 14,2013;updated September 2013 SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 12. Ki Parade/Procession(TIPD approval required;staffing/equipment fees may gpply) a. List requested parade staging area and route: 5-.1? 4" d e 5 ' 7 S7N PA37— (*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: A7' (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: ti 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)f40 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. ti 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 PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed 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 v If use of the Walter W. Parker Pier and Pavilion is part * certificate holder. of the event, a$1 million certificate of insurance,with If use of the Waiter W. Parker Pier and Pavilion is Chatham County Parks& Recreation listed as an part of the event,a Si 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 CIO Council Approved:February 14,2013;updated September 2013 1 0 ca H v 1 ti ( f/ i ' ,_______ _ eli2__ e,./ - 1-7- It : -.-/-7) . MrC_v..1- /62)13'4-:e--- ----;1."----3—' ,..:,/,5-49 7 ,ZI______-*__, /7E- _cl-4.5",e-,A;' - /9e---)‘,0)--. .„(j- „v 746. ,,,:),/ „44--- 4cie. 741,3- . --.e--E,7--/,(7/;9,---_ A) )!- _-4'ff,),_,/) __,..---z 72-:-/e ";-<..114 j,:17(7„.. .).-10,71.5 .,-,, ..-- (4-.52.e C 4/ <7 ,-----,,_ fr-A 7-/e/,,i9,0 - -- / ter~ (,)r K ,,t-'127/el''. 71/3-11. e-- „I. /,..frc---' /..1<ei 6C-I-''e"---5'/. riv/f ,exe-,-7— /1,1: li>7 e-/c_lg 1,,,, .,A9/9/ efr--- y;'; ------ -------------- --- d /�7 4-9--6- 49./'"- 7'A/6- / — 4/4--A,r) Ce t- r� j-e-c &rimy-,, r,C.� ,<,"/ d7A--- at,T__, ,,e --j)r../77 . 7—frt,,,L,,, yrc/-- i ,,,..,-'1_,.97 F..__..._,v__c,:-,--- SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS 1,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 terminati of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges,and im nities as set forth in eorgia Statutes and/or the Constitution of the State of Georgia./ Organizer/Applicant's Signature: Date: /1_/7,/ / 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): ( -I'i'17>- Follow up meeting - s as noted:`( . L J )'i 3D 1444 ILj _ -, k0 5 I , ( C C age:and/or Designee Date Finance'�c or I-signee Date ,414...j 06 1 ?-1 -r 4->, .� ter' PI, ning&j Zoning Manager and/or Designee Date Water& wer Department S ervisor and/or Designee Date /IC \ bliei /3 ChiCf Police nd or Desig a Date Camp and anager and/ Designee Date 1111 , - f i2// Chic re-Dep me, nd/or Desi ng e_ Date Depa¢£'ment of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable); Main Street Coo din. or: Date: i fa City Manager: I % Date: Page 5 of 8 City Council Approved:February 14,2013;updated September 2013