HomeMy Public PortalAbout110_040_CCAR_Floatilla 2014 SEA ANAGER
Jas n Buelterman ` r t - fi CITY
Dine Schleicher
CITY COUNCIL CITY CLERK
Wanda Doyle,Mayor Pro Tern +a , Janet LeViner
Barry Brown
Rob Callahan CITY ATTORNEY
Bill Garbett le, Edward M.Hughes
Monty Parks
Paul Wolff
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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: TYBEE FLOATILLA:: June 22 (10am- 12pm); July 20 (10am- 12pm);
August 24 (1pm-3pm): Alley 3
Organization: Stafford Promotions
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
ilevinertcitvoftybee.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 ,
www.cityoftybee.org ���,tl�i1-�
6
MAYOR A, GER
ason Buelterrnan ;O /.,f11 }.:11 I Lir 11 eitGaiiiiS i ieher
CITY COUNCIL `. %:FIEF' fl 91r. "! -
1Vanda Doyle,Mayor Pro Tern wd ?i _„-...i.. . SIT}r Le r cr
Barre Brown =± a „, •,,�:F5._ w.,: TFR,m, net .eViner
Rob Callahan l'' 7 7' zr'r'
' ORN
EY` ” CITY A TTBill Garhett ti T' }L Edixdi-d'l`lfu hcs s�
Monty Parks *uail i,a ' F * -Hr.._..
Paul Wolff T.E'JDFLRED:
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CITY OF TYBEE ISLAND F,T_,TEi;
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 a placation. Additional
meetings may be required.
Today's Date: J °2 —/v Application Fee Submitted:
*A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration.
Checks or money orders should be made payable to the City of Tybee Island.
I SECTION 1: EVENT INFORMATION
1. .fir` ame of Event: • '
/ c -
`C�}0 ► e'�ate and time of event: V f_ l�r,� /
Setup; Da a Time period i, t� ) n r C.)
o Breakdown: Date
/Time period
3. Location(s): -1 Si-i.,0 .
o A site plan of the everft area drawn to scale and depicting all event structures is required at time of application
submittal.
A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastalgadnr.ordsendemail)
is required for events with beach usage and/or within the Shore Protection jurisdiction (i.e.beach side
parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation wit out
an LOP as noted. lee ,t if. t j, j �,
4. Organization: / zc�7 '�,( , / �J1,�
�� f� "-C74-nlC7 41 Fri .S
o Commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
5. Phone number and/or website for public event information: c7�/. CP}� moo/ `'. r.,. .6 'r t/ lie t [ �C`r i s I it"t
6. If location and/or activities impact I erchants and/or residents:written documentation is required as noted in e ion 5. r-4,1
?. Organizer/Applicant: --._ �: 4' . 11 Ai C Co" '"-- ' `
Address: 7 3 4...411 41,-3 k c ,�'-tree,
City: :7L-1r -r I')Y 1°1 State: ' 0 l
Zi
Contact Phone: 9i t 6 CJ 9C?/ Email: ( JF�I rq r^t 5 rYr/ rcirto, ?c f,f
Organizer/Applicant listed above must be in attendance and readily available fdrfhe duration of the event. c c er7
P.O.Box 2.749-403 Butler Avenue,Tv bee Island,Georgia 31328-2749
(912)472-5071 -FAX(912)786-9539
is w w.c i ty o f ty bee.o r g
ISECTION 2: EVENT DETAILS
1. Is this event... kOpen to the public ❑ Private Invitation only
2. D- ribe the event and its goals: (-1 "0\GA° cd, ► (1r e.—~ Z$ Fl S 14 Yo uu(L
��_ i l 1 I
o r► MI 1 i � ,u1 _ �• C.� 3`t=)t S f rte cr�-r�`h
3. Estimated number of people to attend and what this is based on: C _ " 6 C ..sl r'v
4. Is there an admission fee for attendees? ❑ No Yes-Fee will be: 1 c
-- 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: I/ 5 20 a - 20 i 3
6. Describe parking arrangements during event in detail: / r` i / ,Y`t' J ' I _ `4-^r' j
r". .. / .. . •�� � - ` , 1 " i -e n/ fr. . d12R '
offJ Please attach a draw ng of parking plan. Organizer may be required to run a shuttle if a .:rking lot is 1 A-- f) tt 0,7,....14-
1A� I� `+ closed for the event. ,I .✓ / a
`7. List vent sponsors and marketing plan: ? rt 6. t s Z.. I' n C L.-4" r41
-le- r.)-a c S j f.--`L vlrtiy '" £.4 t hs S 6- ,,,--1 1 t x F qr. ^C f4 r1
8. List any additional contact person(s)and t it phone numbers involved in the planning of this event. 1 ,� i r'1
N
9. What ppl_ans exist for cl an up and re yclin ?(Disposal of grease,trash,etc.) tR 4
7 u--- [
10. Please list any entertainment,bands,emcees or onsit promoters attending this event.
,
Describe sound equipment:
ISECTION 3: REFERENCES I•1. Please list your previous special event and/or hosting organization's experience in producing events./� f r
' ,tom- fC 1 `I4 5 f1.>'i1-I L IC' 11/`71 ti rte 'f)-4:- eti ` ()
1
it A>• r .! jr
2. Please list two(2)references excludin ials and Staff:
a. Name: J6., - 1 7 4-c,, ,'1°1
Address: /2 f C- rM t t S\r ✓led 4 (
Phone: in 2,2-a-- / -2-6(a
b. Name: 1-I ,,1 i"f I�r-1 I�-I� _
Address : 3aL/ /��.,,, : /in I r-� �C1 - j Ie4-c'� kJ
Phone: ?) f tre7 fJ c9y
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. El 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. 0 Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe:
5. ❑ Commercial truck parking
a. Please describe:
6. ❑ Police Detail(TIPO approval required,;staffing/equipment fees may apply) 1 witi locdifrk (l P l„ u.
a. Please describe: 1I�v
(If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s] and LC to
paying fees direct as agreed upon.) udeo
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. ❑ 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 Cattacil.4pprared:February 14,2013;updated September 2013
SECTION 4: OTHER REQUESTS(CON'T.)
(Check the boxes below and provide additional information if applicable.)
32. ❑ 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. D Amusement Rides(insurance from providing company is required no later than two[2]weeks prior to event.)
14. LI Temporary Structure(i.e. tents,booths,stage,etc.)
a. Please describe:
(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.)}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)
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
Signed Indemnification Agreement required. required and a
Organizer is responsible to obtain
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.
of the event,a$1 million certificate of insurance,with * If use of the Walter W.Parker Pier and Pavilion is
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.-Ipprored:February 14,2013;updated September 2013
Chantel Morton
From: Brian Stafford <staffordpromos @gmail.com>
Sent: Tuesday, March 25, 2014 10:47 AM
To: Chantel Morton
Subject: Re:Tybee Floatilla Dates
Plans for Parking that will be detailed on www.TybeeFloatilla.com, every registration form, confirmation email,
and posted on social media:
Participants must obey ALL parking laws. You must park on a metered space and pay your meter. There is
available parking in this order: Alley III, Fisherman's Wharf, Butler Ave., 16th Street lot, 14th Street
lot. There is no parking allowed on Chatham Ave. You will receive a parking citation if you do not pay the
meter. If you park illegally you run the risk of getting towed. We urge you to car pool to the Tybee
Floatilla. You are allowed to park one car in the back parking lot at The Crab Shack and car pool to Alley
III. The Crab Cab is available for pick up to at a discounted rate for all Floatilla participants. Their number is
912.786.CRAB
On Mar 25, 2014, at 10:41 AM, Chantel Morton <cmorton(@cityoftvbee.org> wrote:
Thank you for the follow up, Brian. Will you please also send my your plan for parking as we discussed?
Chantel
Chantel R.Morton
Main Street Coordinator
Click here for more information about the program.
P.0.Box 2749
Tybee Island,GA 31328
P:912/472-5071
C:912/844-9771
F:912/786-9539
<image001.jpg>
"Tybee Island_..your nostalgic paradise to live, do business and visit year-round"
Sign up for monthly Tybee Island Main Street E-News
<image003.gif>
From: Brian Stafford [mailto:staffordpromosCc�gmail.coml
Sent: Tuesday, March 25, 2014 10:38 AM
To: Chantel Morton
Subject: Re: Tybee Floatilla Dates
Hey Chantel,
Here is the list of the Tybee Floatilla beneficiaries from 2014:
June/th: Tybee Floatilla"Float for a Cure"benefitting the Leukemia and Lymphoma Society
July 20th: Tybee Floatilla"Float for Loggerheads"benefitting the Tybee Marine Science Center
August 24th: Tybee Floatilla"Float for Friends"benefitting the Fresh Air home for Boys.
1
Chantel Morton
From: Chantel Morton
Sent: Thursday,April 10, 2014 4:17 PM
To: #Dept Heads
Subject: FW: Tybee Floatilla Dates
Hi Everyone.
You have already signed the (proposed)Tybee Floatilla event application for June 7,July 20 and August 24. However,
the organizer, Brian Stafford, needs to change the June 7 date to June 22. Please let me know before Monday,April 14 if
you have any concerns with this new proposed June date of the 22"d
Thank you.
Chantel
Chantel R.Morton
Main Street Coordinator
Click here for more information about the program.
P.0.Box 2749
Tybee Island,GA 31328
P:912/472-5071
C:912/844-9771
F:912/786-9539
Become a "FB fan"...
rit„„ .5
as r o
;Ate I rend rcotgto
Tybee Island...your nostalgic paradise to live, do business and visit year-round"
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1
2014 Tybee Floatilla dates.
Sunday, June 22, loam: Float for a Cure
(benefiting the Leukemia & Lymphoma Society of Savannah, GA)
Sunday, July 20th, loam: Float for Loggerhead
(benefiting the Marine Science Center)
Sunday, August 24th, fpm: Float for Friends
(benefiting Tybee's Fresh Air Boys Home)
By signing this form, I acknowledge that I have been made aware of
the dates of the Tybee Floatilla.
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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 termination of the use of premises. Nothing in this Agreement shall be construed to affect in any
way the City's rights,privileges,and immu ties as set fo in Geor:i- Statutes and/or the Constitution of the State of Georgia.
Organizer/Applicant's Signature: _ �. ` r a Date: '- —45 / r
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): S/1(/9
0 '. ..C..). -5- y ii. ol
Follow up meeting(s)as oted:
Manager and/or Designee Date Finn Director a d/or Designee Date)\-4-I - rLI- -
Planning&Zoning Manager and/or esignee Date er&Sewe e• m-nt Supervisor and/or Designee Date tt,x11,_-, /17 -/-7-1 ./s //( 3- -2-1-il
Chief of ce and/or Designee Date Campgro n. 'anager and/or Designee Date
N D ‘,4,_______,\,, L/ 1 i i 1 0
Chief of Fire Department and/or Designee Date Department of Public Works Director and/or Designee Date
ID COMMENTS: 7Ic 11----C�`,- --- /so a #4-tr:-.3br,cr---•-t, u- -ti--c--., 11-7-e--1Gf
DATE APPROVED BY CITY COUNCIL:
ADMINISTRATIVE APPROVAL las applicable):
Main Street Coordinator: Date:
City Manager: Date:
Page 5 of 8 City Council Approved:February 14,2013;updated September 2013