Loading...
HomeMy Public PortalAbout080_010_Mardi Gras 2014_CCAR MAYOR .'=gy' "CSi CITY MANAGER Jason Buelterman , Diane Schleicher CITY COUNCIL '' CITY CLERK Wanda Doyle,Mayor Pro Tern f r Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett rF ; ,,` Edward M. Hughes Monty Parks `ter 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: 2/13/14 Category: Special Event Consideration Item: TYBEE ISLAND MARDI GRAS (March 1): 12pm 11pm (Tybrisa St., Roundabout, portion of 16th St. parking lot); Parade at 2pm (4`h St. —Butler Tybrisa—Strand) Organization: South End Association of Bars and Restaurants (SEABAR) Explanation: As ilication 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 j leviner(a�cityoftvbee.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 /cmortonacityoftybee.org Comments: Date given to Clerk of Council 2/6/14 P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX (866) 786-5737 , City of , 1 Ethics www.cityoftybee.org �� 4.��-�' MAYOR it 2 I, i is f CITY MANAGER Jason Buelterman • f',, \i/V\ Diane Schleicher CITY COUNCIL 'S �Z3 CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Si-)# Janet LeViner Barry Brown Jan Fox / �0 ly ig-0`- CITY ATTORNEY Bill Garbett °" Gp.jy„ If Edw rd M.Hughes Torn Groover CITY OF TYBEE ISLAND I 'y ' 112_2, ,o` Paul Wolff Fee'of I is-- 1 ii- SPECIAL EVENTS APPLICATION 4, -5C:f 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. 1 ----rlao- j I4 -Today's Da#e: Application Fee Submitted: � r *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. -- 1. Name of Event: 1l °�_c (' V'] AR7). 1 9 R_As 2. Date and time of event: ' o(RCh I „pa\to I.0.171VA -- IV n-, 2< lag/�I `� g'? Setup: Date/Time period �,�•� . Breakdown: Date/Time period 2/2 I'�k Crl 3. Location(s): I i _ fir- r : • 1. A ' • kV(\ t #r. _ Q T id re-(A 10 . A site plan of th- event area drawn to scale and depicting all event structures is required at time of application submittal. 'jwe- 04`4ci_c kon...e_,n.'t A-5 • A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://caastalgadnr.ore/sendemail) il 11- is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e. beach side 4,416i 11' 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: o Commercial? on-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) ,, \O 5. Phone number and/or website for public event information: tr +// A 7)--d, ( C CS `�'€. .Ge r'`- QV).- aa4-5-11 ► ct*-it-- If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. ,bV 7. Organizer/Applicant: r A F / *€ ue t A\G v-r) i +- %(viaC a 5 .7 I Address: P(} �_ "`X 1 q 7 r ' city: \ e -1-S\av C State: ��-,/4 I�, -` �J Zip: 3 A 3 Contact Phone: Ck 2Q f4 s]t I \ Email: VI_1-%. lie tiv\e 204.1,1G�o, k,CL�'�-, Organizer/Applicant listed above must be in attendance and readily available for the durati f 114 event. P.Q.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 www.cityoftybee.org 5 qlo EN 154 A ':,.- ,` 4., : 1. Is this event... Lil`Open to the public , 0 Private Invitation only 2. Describe the event and its goals: A11(�� 1 t`-2.D ) 5 P 4-i S\ 5 "-'t) sP` t-nv e--. f.5r O v,\C i AP.c'ec s-e_ 'f'i 5 i •- . ,`o in curt. nr ` e_ , _ r-7-' -tea suer,' 3. Estimated number of people to attend and what this is based on: 4. Is there an admission fee for attendees? i No 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: c2too Gi a o i 11 tT \1of t ca cD\" an cL Yir,e Rou nci 4 a u,-- c -- 1/4+6 ')4 sad C 6. Describe parking arrangements during event in detail: \ E 1 ro C S t_>_):'%.11/4\ tJl,(>E'- ceOD Actc 0 loj4ec)1■ pex C0 �., e s . Please attach a drawing of parki g plan. Organizkr may 5e required to run a shuttle if a parking lot is closed for the event. /� 7. List event sponsors and marketing plan: (C \.mac- Ci�5o'Q — 4) ; r, -E iNT- CdCks i v 1 g6n r 5 11\C\uc e kbce> \ot_5;f\esSe-_s 4 e'(--- r; ),) +i-o , 8. Lis y additional conta person(s)and their phone numbers involved in the planning of this event. \C'i(C& lava, l� - 9.aq - 5\ 1 ,� enn∎ C)�c C\ 1'- _ Thg( - [a 1001 � fn 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) 5 t A- 1T ► o-, l\., Us �,' i� E (–CAS s c 11/4e_ ■ �� I E�ac o�n` �r %sic4 - s rcMcic 10. Please list any tertainment,bands,emcees or onsite promoters attending this event. A Describe sound equipment: q .� _ _ _ _, h , ySrCofI O REFEteR rE NC E- � ,, -'- .,,-;---. 14 "4.,,,, 44,4;::: .-'1 1. Please list your previous special event and/or hosting organization's experience in producing events. 4 cielAmet4 1 - A 2. Please list two(2)references excluding City Officials and Staff: a. Name: t L e,1∎,(,(7) Address: f? i t c y D \(p c \.k\oee � .✓ A Phone: 1 1, ' 1 - ~4 . - ri. . -i 1 I5V b. Name: \\\ ' 1 \ av"i-v-v= 5 �� ri Address : ^, " a /� Q�r� e Phone: 1 I d,) -7(2yLp "1 {� 1O, Page 2 of 8 City Council Approved:February 14,2013;updated September 2013 C�es A!! es nd a;v d itiona ar a#to :2131k icab._ 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. i] 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 't 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. (' � -4 jiCG 571 3. L►�Street Closures(Tybee Island Police Department[TIPD]approval required.) a. List requested streets: 5ee C2 (:tt ,^iiino(A-1- A 4. 'Special parking/parking pass request(s)(Parkin Service Division a pp roval required.) ) a. Please describe: A r 'ii E'( 1LE'S S 'tu0 rk i..t ppcscec T"b(a eceu.A er ec\ci 5. ❑ Commercial truck parking a. Please describe: 6. Q'Police Detail(TIPD approval required;staffing/equiprrlent fees may apply) (/� a. Please describe: 5 GA �7 "�1J'�` ice CnL�G �� +-� c (.Ui ck- \ce(S (If off duty police officers are hired,organizer is responsible for contracting directly with the indi idual[sl and reC mketlAkth 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. ❑ 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 sa+�rttrt�aii # t _. a 12. iw Parade/Procession(TIPO approval required;staffing/equipment fees may apply) a_ List requested parade staging area and route: see attached ('Parades are required to start on Saturdays no hater 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 12)weeks prior to event.) 14. 3 Temporary Structures(i.e.fente booths,stage,etc.) a. Please describe; stage r -see attached r'l i f (*Structure specifications must be included with application for review by the Building Official prior to City consideration of event. Tents larger than.20'x 10'require permitting with applicable fees.) 15. l"J Electrical needs(fees may apply a. Please describe; U-EasE-12--(!tT t5Q k ! t , i . i k ) 16. 0 Filming(Permit application should be filed with Facilities Coordinator. Approval is required.) 27. E Banner Permits(Permit application should be filed with Facilities Coordinator. ,Approval is required.) 18. I'_7 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 i Atlit p;//coastalgadnr.org/sendernail) may be necessary with beach usage and/or if the"event"impacts the Shore Protection jurisdiction(i.e.beach side parking lot areas,etc.). I SECitIS: #f1ltiEMlEltl 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$5O.QD. 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. ..v 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 Signed indemnification Agreement required. required and a Organizer is responsible to obtain S1 million certificate of insurance,with the necessary insurance as deemed City of Tybee island listed as additional insured and OPEN TO appropriate by property owner. 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 part of the event,a SL million certificate of insurance, Chatham County Parks&Recreation listed as an with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. 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. No.r rif 8 ,4ppnn inl: Sepen taer 2011 Updated: January 21112 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 ter ' _ : of the us- of pr- 'h.es. Nothing in this Agreement shall be construed to affect in any way the City's rights,privileges, a r d immun t'es as - orth in 4e. gia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: _; •, ,� ,rf w J.. L Date: ►1£2- �bcr t 94 13 # . . ( ,4 ttt f F e ,1 ((Cfr s e ;r4r r to-c ) 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. r Event application review with organizer and staff with impacted department(s): ✓,"4 CI iiifl p i ri t Follow up meetingts)as noted A ;'rV`M(.�i I .LM'lAlI i �Q: 5 r 1 N dial. City Manager and/or Designee Date Finance Director and/or Desig ee Da e ('� ekec. m r j 54rC L '":-r; -6 ad . '" ) ..�) kr rX$ prrpo j©<adl-3D-(4'- =� liti ``;,' '' Z!�e, - 5 /''/ v., De Could y. Planning : • 'ng .:er an /or signe- Da e Water ewe/■ ' : e, pervisor and/or Designee Date I 2 4 1`i e, , �rr�►'� z�- 4 - 14 �,,„ Chief of Police a , or De Da e Campground :nager and/or esignee Date Chief of Fire Department and/or resignee Date Department of Public Works Director and/or Designee Date COMMENTS: e Li c L-� � l� '— i ) �=J c"c..( iii?..., Q`�=� a..-0,7 1. < `'—> (�2 `� .4✓r Z DATE APPROVED BY CITY COUNCIL: '' ✓ / P1 e 6--2-e 5-CC C1 -. ADMINISTRATIVE APPROVAL fas applicable): a ff.-. Main Street Coordinator: Date: City Manager:_ Date: Page 5 of 8 City Council Approved:February 14,2013;updated September 2013 AikaC\nw'wvi t 2004 South Pacific Tybee Pier Production and Stage Manager 2005 Alice in Wonderland Tybee Gym Production and Stage Manager Best Little Whorehouse in Texas Tybee Pier Production and Stage Manager 2010 Wizard of Oz Tybee Gym Production and Stage Manager 2009, 2010, 2011, 2012, 2013 Tybee Wine Festival Tybee Light Station Site and Staging Manager 2009, 2010 Tybee Arts Festival Strand parking lot Site Manager 2006, 2007, 2008, 2009, 2010, 2011, 2012,2c 13 Tybee Pirate Fest Strand Parking Lot Site and Staging Manager 2009, 2010, 2011 Tybee Island Mardi Gras Strand Avenue Parking Lot Site and Staging Manager 2011, 2012, 2013,2_ t4 Polar Bear Plunge South Beach Site and Stage Manager Numerous other smaller events on this great little piece of paradise. i 1 '- .1_(1-_-\__wt_t.e)-- Li.n#--t\ I _Przica_______ A=ce.,6- — tYilag-A- t 1.7:4-9-07' -----CADS-u-c-e5 Q,- -fin _e_.-- * _ op b . A.L.. fie. - 3J _I R ____ 14 C€C. we s \' S 1 kc e �f , c)(Y\ . 7 IN ` ` ' ,_____A." /. r�.�o� - . _` cC Ml. f 2, c j ►� '�25 , . q _ \ r1 ; I . -c-c.,__ cii - ' 'S-(AA- DIM-- q-NIA300e. r Ail c--- c)a.c c,k- %e 42-n e - ct nu` " 3 me A \IkY f. al rn4 c ; eQ --a- ��' t ... ' D -Coe_ sia.ct.±,t,___eAccLca 9 Chantel Morton From: Richard Adams <activeone28 @gmail.com> Sent: Monday, January 27, 2014 12:06 PM To: Chantel Morton Subject: SEABAR Amended application MARDI GRAS Tybee Island. Three merchandise tents 10x10 70food tents 10x10 €( M Two beverage tents 10x10 Stage 16x30 Yellow area south of stage on site plan reserved for bands, crew, and staging for food/beverage. Brown area north of stage on site plan generator. Requesting closer of 16th street at Sam March 1st until 11pm March 1st. Amanded site plan will follow via n. 1 (e21/ ---8 z—if )9112W ..,., f ,k , - f ...., -'I"' ■,-.., "›. ''. - , r .... ' 4 _ ' ..._, . .„... ._ _ . -411441--- - As. ,._ ‘,. r _,- . ........_ 411-1' ( 4011) ) • - 0,* .... ittr• or- illit)t 4* r..... _ gli ..- gif //, • ilasow_ kilk'-r.,- .. , - ifr_ „. II „di ii. ,illitior444114 _, ..._ . .... „. .-- . „.2 ..,.,,..7 ' --II : ' ' :..:"? 114•jih' _, , .. _ -it- .- ,_ ,-.--;mrt * _ -,.. - . _ -). 0 , , -Irs a -., e '' it . , 5 iv- Ai . 411* -- f P --4-- - aip _ • - - - - . i s , , I 4 - f .... .4.... a.r. , ..,...... ,_, .. i ,,...... Ai • 44L, i _ , _ . 44, . 04, - 11 .. ,-t- _ _ _ 4 _,-- 8 , v„. 6. 0 j T 1 0 City of Tybee Island Community Services Contract Award� Fiscal Year 2013-14 - \LA Jrti APPLICATION FOR AWARD This form is to be completed and submitted to Finance with your budget request. Date: • fii ' Organization requesting City of Tybee Island Community Services Contract Award: Name of Organization: Contact Person: • Address: Contact Email: " . . Contact Phone #: i Is this organization an IRS approved 501(C) 3 Non-Profit? Yes No If"yes", please attach your most recent audited financial statement, a copy of your IRS determination letter and a copy of your current budget detailing the planned use for the awarded funds. r Amount of waivers requested: $ _ /D1./.,-( / Describe waivers needed and how the City and citizens of Tybee Island will benefit: " 5 What percentage of these funds will be matched by your organization? Will this event or program bring visitors to Tybee Island in off-peak season or months? `/ ( ) • - r As, Lite . 5, . .A. 4 - e1.do i_e( (a) y ) 4660 1 Y P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 (912) 786-4573 —FAX (912) 786-9465 www.cityonybee.org r-, City of Tybee Island Community Services Contract Award Fiscal Year 2013-14 APPLICATION FOR WAIVERS tri- 3/5/2013 Lc Date. i` 0- � Provide detail on any waivers (i.e. free or reduced parking, rent or utilities) or City services (i.e. number of hours of security, city worker clean-up, trash and/or recycle bins, building maintenance and upkeep, etc.) that you plan to request for your event(s): TITC is requesting waivers for 2013 Labor Day Beach Bash, Tybee Island Pirate Fest, New Year's Eve Fireworks, and 2014 Mardi Gras Tybee. Please see specific requests attached. Additional event details will be provided upon submission of Special Event Applications. Value of the waivers requested: $ 8,000 fko . S Lite_ . P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)786-4573—FAX(912)786-9465 J r/^ '� �` [(J www.cityoftybee.org 2014 Mardi Gras Tybee / Date: March 1-2, 2014 (dates subject to change) (+ L (4j. ocation: South end �` 5 DPW 2013 Requests 10 trash cans 5 recycle bins Traffic cones, barricades, and traffic barrels for parade Post event clean up 2014 Requests 15 additional trash cans 10 additional recycling bins On-site assistance with trash pickup Traffic cones, barricades, and traffic barrels for parade Post event clean up Parking Services 2012 Requests Street closures on Butler and Tybrisa Street 2013 Requests: Street closures on Butler and Tybrisa Street Parade route closure Tybee Police Department 2012 Expense - 2013 Requests Waiver of all on-duty police officers for the event. TITC will pay additional off-duty officers for extra coverage. Building and Zoning 2012 Expense $100 (not waived) 2013 Requests Waiver of all fees assoc aced with stage permits for Mardi Gras, including stage and tent permits. Ci. c\.s . ( /A , ast _ r � aa-4eurisr,,-eau h,cii inill jeti Community Service Contract Award Application Supplement 4