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HomeMy Public PortalAbout090_010_SandArtsFestival2014SEA-CCAR MAYOR rsi CITY MANAGER Jason Bueiterman dj Diane Schleicher CITY COUNCIL f CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown . Jan Fox CITY ATTORNEY Bill Garbett ` Edward M. Hughes Tom Groover 641944 �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: 12/12/13 Category: Special Event Consideration Item: 2014 SAND ARTS FESTIVAL(May 2, 2014, 10am—4pm): North Beach area Organization: Savannah College of Art and Design Explanation: Application is attached with a letter from the organizer/applicant. Budget Line Item Number (if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner(c�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 /cmortot cityoftybee.org Comments: Date given to Clerk of Council 12/5/13 * * * F.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 City of Ethics 1 www.cityoftybee.org C�yYC� SCAD To the Tybee Island City Council, As Coordinator of the SCAD Sand Arts Festival, I am applying for a special event permit to hold the festival at North Beach on May 2, 2014. I am aware of the scheduling conflict regarding the Rainbow Fest Parade. I am writing to address council concerns and request permission to allow the Sand Arts Festival the same day. I met with City Manager, Diane Schleicher, and Special Events Liaison,Chantel Morton,on November 7,2013 to discuss anticipated council concerns. • The crucial reason for selecting the day for Sand Arts has always been due to the tide schedule, where the tide is high in the morning and low in the afternoon. We require an expanding beach to allow more sand sculpture participants. On May 2: high tide is 10:59am, low tide is 5:06prn, making an ideal festival environment. • During the meeting we discussed alternative dates. Sand Arts is scheduled on a Friday due to SCAD personnel availability and bus transportation. Earlier dates run into conflicts with the SCAD Sidewalk Arts Festival, along with colder beach weather. May 9 has the tides occurring in the wrong direction,with low tide at 10:30am, high tide at 4:50pm. Previous years there was extensive loss through washout of sand works. May 16 is close to the end of the academic quarter which would result in decreased participation, along with other Tybee event conflicts. • Regarding the use of city services: Sand Arts requires one hired off-duty police officer to patrol the streets around North Beach and directing traffic to off-site parking. All other services are provided by hired SCAD personnel,faculty and student volunteers,and private vendors. After the November 7 meeting, I contacted Police Chief Bryson regarding his concerns about a second event. He saw no public safety issues. • Regarding festival times: Sand Arts ends at 4prn,well before the Rainbow Fest begins. As soon as awards are announced at 3:30pm,faculty and student volunteers begin cleaning up the beach, and removing festival materials and equipment. • Sand Arts is ideally located at North Beach, which is practical for student bus transportation and ample controlled parking. There will be no time or physical overlap conflict with the Rainbow Fest parade at the central and south part of town. • I have supervised the Sand Arts Festival for the past five years,addressing city concerns and improving the event. The faculty volunteers have been assisting even longer. We operate professionally and efficiently. The 2013 festival was the largest to date. Post-festival follow-up with Chantel Morton, Chief Bryson and Officer Powers confirmed that everything ran smoothly with no parking issues. I will attend the consent agenda council meeting on December 12 to answer questions and address concerns. Please contact me in advance as necessary. Regards .04 ii Christopher Ni sche Professor of Foundation Studies, Coordinator:SCAD Sand Arts Festival Email: cnitsche @scad.edu, work: 912-525-8766, cell:912 323-6527 SCAD-Atlanta P.O.Box 77300 Atlanta,CA 30357 13o USA 877.722.3285 or 4©4.253.2700 SCAD-Savannah P.O.Box 3146 Savannah,GA 31402 3146 USA S o o.8 69.7223 Or 912525.5000 MAYOR it CITY MANAGER Jason Bueltennan �� Diane Schleicher CITY COUNCIL A CLERK OF COUNCIL Wanda Doyle,Mayor Pro Teen +� Janet LeViner Barry Brown Jan Fox re CITY ATTORNEY Bill Garbett row— Edward M.Hughes Tom Groover CITY OF TYBEE ISLAND Paul Wolff 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: 11-04-2013 Application Fee Submitted: 50.00 *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 I. Name of Event: 2014 SAND ARTS FESTIVAL 2. Date and time of event: MAY 2,2014 10AM - 4PM Setup: Date/Time period MAY 2,2014,9AM + Breakdown: Date/Time period MAY 2,2014, 4PM 3. Location(s): NORTH BEACH, TYBEE ISLAND •.• A site plan of the event area drawn to scale and depicting 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: SAVANNAH COLLEGE OF ART AND DESIGN ❑ Commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: MICHELLE BALSHEM, 525-5257, mbalshem @scad.edu 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: CHRISTOPHER NITSCHE Address: 415 WEST BOUNDARY STREET City: SAVANNAH State: GA Zip: 31401 Contact Phone: 525-5766,cell 912-323-6527 Email: cnitsche@scad.edu 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 j 1. Is this event... A Open to the public ❑ Private Invitation only 2. Describe the event and its goals: Annual sand sculpture competition involving SCAD student participants 3. Estimated number of people to attend and what this is based on: 5000 based on previous estimates 4. Is there an admission fee for attendees? lallo 0 Yes-Fee will be: . 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,May 10,2013 North Beach Tybee Island 6. Describe parking arrangements during event in detail: Attendees will use the North Beach public parking lots and overflow lot at the police station • 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: City of Tybee Island, Grey's Reef, Coca-Cola, SCAD,Sculpture Minor Program&Foundation Studies(print posters,T-shirts,local news outlets) 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. ANdrew Scott,525-8755 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) CAD personnel will monitor the beach during the festival, cleaning up trash during and after the festival. 10. Please list any entertainment, bands,emcees or onsite promoters attending this event. SCAD Radio may provide music Describe sound equipment: sound system,generator for the system - SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. I coordinated the Sand Arts Festival 2009-2013 2. Please list two(2)references excluding City Officials and Staff: a. Name: Andrew Scott Address: 415 W. Boundary St.,Savannah,GA Phone: 525-8755 b. Name: Scott Thorp Address : 415 W. Boundary St.,Savannah, GA Phone: 525-8757 Page 2 of 8 Ci •Council Approved:February 14,2013;updated September 2013 L SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. El 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 Sweeper 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[TIPD]approval required.) a. List requested streets: 4. l Special parking/parking pass reqyest(s)(Parking Service Division appr va!required.) / j l a. Please describe: ,�U" filly- lGG'' J t,2 ('T, ( ' i 1 - E S P 7' l 1.01 `� s?./'I S. ❑ Commercial truck parking a. Please describe: 6. Police Detail (TIPD approval required;staffing/equipment fees may apply) a. Please describe: Monitor street traffic around North Beach (If off duty police officers are hired,or nizer is responsible for contracting directly with the individual[s]and paying fees direct as agreed upon.) V 7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. L7 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. ❑ 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. ll Additional Security a. Please describe:SCAD will provide security personnel to monitor traffic in the North Beach parking lot 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 19,2013;updated September 2013 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. l Temporary Structure(i.e. tents,booths,stage,etc.) / , a. Please describe: 10'x 10' tents,set up and removed by rental company 2 l l �,(2.,„. k (k) (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.)1The Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. ek Reit,i 11\Q )I- )8-/3 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,1 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 Signed Indemnification INVITATION Agreement 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 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 City Council Approved:February 14,2013;updated September 2013 I 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 immuni,;,:s as • forth in Ge• gi. St.tutes and/or the Constitution of the State of Georgia. �' f 4,k(k tJ 0 i 3 Organizer/Applicant's Signature: i/, AWN" - . VW Date:gr,su INTERNAL 115E 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): 12_1 ( ) F up meeting(s)as n ted: c � ' 2 . Z./3A i - I. 11i / c, 013 City Manager and/or Designee Date Finan'- Director and/or Designee Date are�P'^9 calr fpociv ,�e.. s A �- a,Q rro.ir alto W�d . II-2+-!3 I I 1/- 25 Plannin &Zoning Manager and/or Designee D to ter ,/r-,r., ment Supervisor and/or Designee Date / Chi,(1,f Pol 4 nd/or De;�gnee Date Campgrou : Mona er and/a Designee Date Chief of Fire Dee-rtment and/or Designee ate Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coordinator: - Date: City Manager: Date: Page 5 of 8 City Council Approved:February 14,2013;updated September 2013 SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES THE APPLICANT SHALL USE THE MUNICIPAL PROPERTY SOLELY FOR CARRYING OUT THE SPECIAL EVENT AS APPROVED BY THE CITY MANAGER AND/OR THE CITY COUNCIL. Application Will Be Based On: 1. Whether the applicant for a Special Event Permit is capable or incapable of executing the planned special event. 2. Whether budgetary considerations at the time of application create such a burden upon the City's financial resources that it would not be practical to hold the proposed special event at the time requested. 3. Whether the holding of the special event as planned would create an undue burden upon the public and staff resources of the city. 4, The timing of the proposed special event. 5. Whether the applicant producing the special event is profit making or not for profit purpose only. 6. The historical experience,if any,of the special event in the past years. 7. The effect the proposed special event will have upon the City's resources and public health and safety,and frequency with which such events are held. 8. All City Department Heads affected by said event must review and confirm acceptance of the application prior to the application being approved by the City Manager or City Council. All relevant fire and life safety issues must be adequately addressed. 9. A Special Event permit may be refrained from issuance when the directors of city departments in good faith believe that the proposed special event will endanger the public health,safety,welfare,and/or damage property. 10. A special events permit shall be revoked when the directors in good faith believe that allowing the continuations of the proposed special event may endanger the public health,safety,or welfare of property of others. 11. After reviewing the comments of all affected Departments of the City,based on the specifics of the event, approval or rejection of the application for a Special Event permit will be granted. Approval of Application: 1. The City Manager may at her/his discretion approve an event for up to 500 people. These events must meet the following criteria: exclusive use of city property; minimal impact on neighboring residents and businesses;small scale events with some special requirements;temporary use of public parks or public facilities,and no street closures. The City Manager may at her/his discretion approve an event exceeding 500 people if the event is on Private Property. 2. Events exceeding 500 people on Public property must be reviewed by City Council for approval. City Council may also review events that significantly impact residents and businesses,request use of city streets, parks,beach or other city facilities,extensive activities,and/or require alcohol permits.Special Event applications are considered by City Council during a regularly scheduled monthly meeting as the agenda allows. 3. Upon the issuance of a Special Event Permit from the City Council or the City Manager,the applicant shall obtain all other State,County,and City permits no later than thirty(30)days prior to the scheduled special event. 4. The City Manager, in consultation with Directors of affected Departments,may also impose any necessary restrictions or conditions to be observed in accordance with public safety,environmental and administrative considerations involved in the application. 5. Nothing in this section shall be construed to prohibit the imposition necessary for the carrying out of the event. Application Denial and Process of Appeal: 1. Any applicant denied a Special Event permit to conduct a special event shall be notified in writing prior to the proposed date of the special event. Said notification shall state the reason for the denial. The applicant has the right to appeal to the City Manager. 2. Appeals from the determination of the City Manager,as to the denial of a Special Event permit,shall be made to the City Council. These appeals shall have priority and shall be heard at a regularly scheduled monthly meeting as the agenda allows. Planning&Zoning Department 1. Building permits—an applicant shall obtain the applicable permits including, but not limited to,electrical, plumbing, mechanical,and structural from the City's Building Official at least thirty(30) days prior to the scheduled event. An applicant may be required to obtain other permits pursuant to state law,city ordinances and the International Building Code and the Georgia Amendments. The Building Official shall make inspections deemed necessary to insure that all building code standards are followed. Non-compliance of any building code standards may be cause to cancel the event. 2. Any person or organization which is granted a Special Event permit shall comply with all applicable laws,ordinances and building codes pertaining to said event. 3. The person or organization receiving a Special Event permit shall be responsible for ensuring that its contractors and subcontractors obtain all permits and comply with applicable laws, ordinances and building codes. Page 6 of 8 City Council Approved:February 14,2013;updated September 2013