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HomeMy Public PortalAbout110_020_CCAR_Lights on for Tybee 2014 SEA MAYOR { CITY MANAGER Jason Buelterman 04,x,_, r 4 Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Sy, Rob Callahan CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks I ‘6.` 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: LIGHTS ON FOR TYBEE (December 5): 6:30pm—9:00pm, Tybrisa/Strand Organization: _ Main Street 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(ccityoftybee.org. *4 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 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 , 1 Ethics www.cityoftybee.org s���B G.���� MAYOR CITY MANAGER Jason Buelterman 6 Diane Schleicher CITY COUNCIL `; CITY CLERK Wanda Doyle,Mayor Pro Tem * Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett ?fir )1)41-,1 Edward M.Hughes Monty Parks 44r„u Paul Wolff CITY OF TYBEE 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 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. i Today's Date: April 1,2014 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: LIGHTS ON FOR TYBEE 2. Date and time of event: Friday, December 5,2014: 6:30pm—9:00pm Setup: Date/Time period 12/5: 4:00pm . Breakdown: Date/Time period 12/5: 9:30pm 3. Location(s): Tybrisa—Strand/Park of Seven Flags 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: Tybee Island Main Street ❑ 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: www.tybeefortheholidays.com 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5, 7. Organizer/Applicant: Chantel Morton Address: PO Box 2749 City: Tybee Island State: GA Zip: _ 31328 Contact Phone: 912/844-9771 Email: cmorton @cityoftybee.org 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... X Open to the public ❑ Private Invitation only 2. Describe the event and its goals: The goal of LOFT is to provide traditional holiday lov& excitement for residents and visitors on Tybee for residents and visitors on Tybee. 3. Estimated number of people to attend and what this is based on: 450 4. Is there an admission fee for attendees? X No ❑ Yes—Describe 5. Have you ever done this event before? If yes,list dates and locations: Yes—2008-2013 6. Describe parking arrangements during event in detail: Public parking areas to be used. . 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,Tybee Island Tourism Council,traditional advertising,social media&PR 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Brenda Marion: 604-2284,Vicki Hammons: 508-1976 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) N/A 10. Please list any entertainment, bands,emcees or onsite promoters attending this event. . Musicians, dancers, balloon animal makers,face painting . Describe sound equipment: PA System SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. 2008—2013 Lights on for Tybee&Tybee Christmas Parades; Island Wide Sidewalk Sale; Third Thursdays on Tybee 2010—2014 2. Please list two(2) references excluding City Officials and Staff: a. Name: John Yarborough Address: Spanky's Beachside Phone: 786-4477 b. Name: Jim Glass Address : Tybee Island Phone: 844-0191 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. 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. X Department of Public Works(DPW) Request(s)(DPW required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones 4 4 Barricades 2 4 Traffic Barrels 2 4 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. X Street Closures(TIPD approval required.) a. List requested streets: Tybrisa/Strand Roundabout,Tybrisa Street(parking spaces that day) 4. X Special parking request(Parking Service Division approval required.) a. Please describe: Ten parking complimentary parking passes for volunteers. 5. El Commercial truck parking a. Please describe: 6. ❑ Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: (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. El Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. El 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 individuals)and paying fees direct as agreed upon.) 9. El 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. El 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. 0 Amusement Rides(insurance from providing company is required no later than two[2]weeks prior to event.) 14. X Temporary Structure(i.e. tents, booths,stage,etc.) a. Please describe: risers to be available for dancers on Tybrisa (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. X Electrical needs(fees may apply) a. Please describe: lighting/sound equipment to be plugged into the electric box near the Tybrisa I Strand Roundabout and at the risers on Tybrisa 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. X Banner request(Permit application should be flied with Facilities Coordinator. Approval is required.) 18. 0 City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)tThe 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 locations) 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 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 * 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 8 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 immunities as set`forth in Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: .1 + 1 etL`V�_ Date: "'i 1 - /`t - 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): 114/1/ Follow up meeting(s)as noted: �-*—� Y. S, Py 1 • k r City Manager and/or Designee Date Finance(Director and/or Designee Date DA. (4,f-(4, 7 - >/r// Planning&Zoning Manager and/or Designee Date a - & .e /1 .14j?/;sartment Supervisor and/or Designee Date Chief of Police and/or Designee Date Campgrou + Manager and/or Designee Date •4/////,/qty '� . Chief of Fire Department and/or Designee Dat e 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 k kils,1 N. 1 ?...5)4S , Santa 1 4 z y ' IX,Tii71101** ` ` / ! T1,,� r t ..IN GOOU � 0 LIGHTS ON FOR TYBEE: December 5, 2014 This will be the sixth year of having Lights on for Tybee the first Friday of December. As a community tradition to kick off the holiday season with the lighting of the Christmas tree and activities throughout the evening, Merchants within the celebration area participate with specials and/or complementary refreshments. Each year, as attendance increases, more and more businesses are successfully encouraged to participate. We anticipate this trend to continue for the community.