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HomeMy Public PortalAbout110_010_ICE Car Show MAYOR F: CITY MANAGER Jason Buelterman ,` t . ,r $j. Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern ! Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett r Edward M. Hughes Monty Parks 40% 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: 3/24/14 Category: Special Event Consideration Item: 6th ANNUAL I. C. E. CAR SHOW (October 4): lam—3pm (14th Street Parking Lot) Organization: I. C. E. Car Club 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(cr�citvoftybee.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 3/16/14 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866) 786-5737 , City of Ethics www.cityoftybee.org It �`f � `L��- IS 175'i fly T',iQZr ''l:lr 'n l ! Li I I L'LL �?L! I4%'OR • 1O FlEU1 ' r TT\ flit hAC R /t.. Jason Buelternaaa :��` RA ±ILxa SrLlci�c i r�-c_ vrf `Cy OFFRt dr. Tr' i i r -y r CITY CLERK CITY CU IL, Wanda Dole,Mayor Pro Term ;r* c iT,A4R Stii4ilt9444.i411 e LCIT Barry Brown Rob Callahan C fi'4` L''COFiL1iE1 Bill Garbett �,,L i;r, NT, dtti ►rd \1 1#ag'hes 4r_r,.t.i Monty Parks �,Pi r, 1�23�' AFFI Paul Wolff (TIN OF'I'YREE ISLAND 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 ail 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. Nate: 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: `[ - f 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: c✓�7�'t •�'C . CA-C. S /v r '. Date and time of event: d - �C�' cam✓ ,�Q! ry{ fl�(J',i t i 116 � 1 . Setup: Date/Time period - / l Breakdown: Date/Time period 3 IA 3. Location(s): 9A-n-14--Iv 161 LOT c t p ©F ©c— -vi ave- o A site plan of the event area drawn to scale and depicting all event structures is required at time of application 14k= o submittal. A Letter of Permission(LOP)from Georgia Department of Natural Resources[lhtto://coastalgadnr.org/senderneii} is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side 1 parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation without t an LOP as noted. F1 /� � f7 b �� Organization: � C� � (� L.� f� n ❑Commercial? d7�lon-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) C ��.'`r Phone number and/or website for public event information: ("i 54) ov��- 1 f ��• L vG etlef. b p, 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. Organizer/Applicant: 57-eve 1•iiO E-/ ., Address: Ill /-40 L-66401,1 L-/4-14 City: 14 Yl 14 State: J /t Zip: 3/_y/0 Contact Phone: 911.0,510 * l� 11 -.� , JO). tOek) Organizer/Applicant listed above must be in attendance and readily available for the duration of the ev-nt. P.O.Box 2749-4(13 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 r�rrrr°.cIt nfhr'hee.urg i SECTION 2: EVENT DETAILS 1. Is this event... Open to the public 0 Private Invitation only 2. Describe the event and its goals: /`piI f/�t!/Q"L /kr ,12 9.--e 6.41filoci ie-I4-15/P2 1 11/10411 Foe-- elin-4/ , 7a14/ oem ire- /5 17,5 0/6,0 3. Estimated number of people to attend and what this is based on: /JV i 4 3f'1 t 77,25' 4. Is there an admission fee for attendees? ❑No Yes-Fee will be: fT &C ?1-41 V re3/2— A preliminary budget is due with application. (refer to Section 7: Financial) / s,P �� S. Have you ever done this event before? If yes,list dates and locations: 15 gJ 2 hac Asr / 7c44/2-5 dairy ovi 4utit5heme, in Sti/Aw it 6. Describe parking arrangements during event in detai: e/o-ss/ a 5 w/ L L ',sit-lee-0 0'i ni5A-fir o 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: / ii6• 2• 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. 9. What plans exist for cle n up and recycling?(Disposal of grease,trash,etc.) 2 iC. e. ei f It 11' ,, O/V/Lc- atc 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. G� v5..-* c/ /My, 09 1A1-4) Sr, ri m On 5/7E Describe sound equipment: L/VC- ,A O,V re..----.0 SECTION 3: REFERENCES 1. Please list your previou special event and/or has ing or C-anization.'s experien in producing events. r /VIA G/ t/#47/f/ / to' gsr r Am-r- pizor-7--- 43-oe_/19--rion I ch 1947---Z_0410,4701._ 7ype-e___ 7. Please list two(2)references excluding City Officials and Staff: 2 a. Name: � 1C Serf ,9n'Z[r Address: 5% R pp Phone: `/ 9/2-- 9/! Z- b. Name: 6i6- 02aY� [' Address : _1 SI e/� -4,i9 4/ C..-/ cllf'r/f 14 Phone: 4 7' 2J b3 J - T 7 Page 2 of 8 Liq Conrail Approved:1 ehrumt•14,1013;rr prfated&we :her 203' 1 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 pi weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. apartment 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 ��9f Port-a-lets V ` - Sweeper 6 1/4..� Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. N79 3. ❑ Street Closures(Tybee Island Police Department[TIPD]approval required.) a. List requested streets: /V/4 4. Special parking/parking pass request(s)(Parking Service Division approval required.) IV-1/1k ()c a. Please describe: /11144 ` y` (X ie(�. ar se ! � C ,n (6 }(A a fe4, Z(d S 5. I Cmeia!truck parking 1 a. Please describe: � ( . S. ❑ Police Detail(T/PD approval required;staffing/equipment fees may app/y)j a. Please describe: v (If off duty police officers are hired,organizer is responsible for contra ng directly with the individual[s]and paying fees direct as agreed upon.) 7. 0 Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager, Approval is required by City then State.) 8. 0 Fire Detail/inspection(staffing/equipment fees may apply) /� a. Please describe: I (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. Li Additional Security a. Please describe: Nia 11. ❑ Petting Zoo �f a. Please describe: /' 44 Page 3 nl R Ca)Cnuneii Approved:February 11,2013 updated September 2013 SECTION 4: OTHER REQUESTS(CONII (Check the boxes below and provide additional information if applicable.) 12. Cl Parade/Procession(71PD 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[21 weeks prior to event.) 14. ❑ Temporary Structure(i.e. tents,booths,stage,etc.) a. Please Please describe: _v�/� { 10\i- 10 +14 (Application for permitting of structures exceeding 10'x 10',stages, booths and the like ore 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. /a p': Electrical needs(fees may apply) Nev ,/�/J l e- 'A a. Please describe: /�" Tits / /''r t / e +� 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.) '1 � A { 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 '-‘114)4- through their office. lei ` SECTION 5: ADDITIONAL REQUIREMENTS 5t 'u A non-refundable Special Events application fee is required at time of application submittal. The application will f not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee island. I ASA 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 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 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 Appeared: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 toss,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 .et fa i in Georgia Statutes and/or the Constitution of he State of Georgia. Organizer/Applicant's Signatur ir..... Date: / 5 ! C. 1 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 departmen s): 4 ii F.1i/up meeting(s) s noted: Q. .__ - 5 `�' Ise /q - �c�- A . AiiI 1Lillr. Manager and/or Designee Date Finance Director and/or Designee Date _ ii-t4 - n y - 9 / Y Planning&Zoning Manager and/or Designee Date ter ,Sewe I" p.m f 1S •ervisor and I or Designee Date yi 2 � LEI t�� �� w �l �/ t _�` � �� 4/7///4 Chief of °lice a /or Designee Date Campground .nager and/o Designee Date /4/X,V77'. 17//(tflr7 Chief Fire Department and/or Designee Date Departm t.of Public Works Director and/or Designee Date COMMENTS: v v - i DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as aoplicableJ. Main Street Coordinator: Date: City Manager: Date: Y:rge 5 of 8 Cny Council Approved:Februnry 14,1/13;updated September 201.? ;IX: '�.r. r �17"9f N'lr (7 .-3-�as b :3' ti rM'-- "�. r r '". II„Y� fit, i1 ", .-,fy��' .z { °F' , +.3'4..44, r h „i �'°' ti �C: t vt-' U'1._ by J�._ t..• j' ,.s ° !*:',....--,k.'1,1.--9.--'-;:-,.. t r i7+,- 4 11 r, s 5. .i-'^ t j �,.! �'d ", -`- X.1t�b ,:^e -'lac. r a•;a t.•3°l • ". fir St;`T `l•. i`+. 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