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HomeMy Public PortalAbout100_010_CCAR_CTRF2015 MAYOR _ Jason Buelterman CITY MANAGER Diane Schleicher CITY COUNCIL Wanda Doyle,Mayor Pro Tern CITY CLERK Barry Brown s Janet LeViner Rob Callahan I Bill Garbett CITY ATTORNEY Monty Parks f'r, ° Edward M.Hughes Paul Wolff 'nna°tt� ' ' 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: 5/13/14 Category: Special Event Consideration Item: CRITZ TYBEE RUN F'EST 2015: February 6—7, 2015 North Beach (Meddin)parking _ lot, 16th Street parking lot, race routes detailed in application. Organization: Critz Tybee Run Fest Explanation: A.slication 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(&cit oft bee,or Comments: Date given to Clerk of Council 5/22/14 * * * P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified'* (866) 786-4573—FAX (866) 786-5737 ;` City of ;` www.cityoftybee.org4 I thics ��,� MAYOR �FE S; in I I; m.0 1!,.!rsr N f, i 'GER Jason Buelterman `,1 !, t : Diane Scl#leicher , ;,_ CITY COUNCIL i ,= E, Wanda Doyle,Mayor Pro Tern ay rrE k GTTY CI ER.K izii Barry Brown ;�+ 'rne Janct LeV�ncr Rob Callahan /;o z f Bill Garhett '4- r CITY A'I7'# R�IEX.. Monty Parks ' �, Edsi-ard M.Hughes` �i'io,, fr ac,'-- rN Paul Wolff CITY OF TYBEE ISLAND rpoi,F- 0A 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: r --(-9c)( � Application Fee Submitted: 'y f + SD *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. ISECTION 1: EVENT INFORMATION 1. Name of Event: Ct t' -, 2 - \&c c:;:70 \ '. Date and time of event: .+ 2 - -- ..2 / - Setup: Date/Time period rr -/ —1 - / � 0-G s- is---Breakdown: Date/Time period L- 3. Locatipn(s): AJ)d4I .8(.1 t V i c�C)I' )J k 4 t rya r r. / .r A site plan of the event area drawn to scale an�depicting all event structures is required at time o application ` submittal. A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastaleadnr.orx/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 n ted. �1 4. Organization: k 1 i Z e-e 4L i.ki,. 4� . c ommercial? a Non-profit/Tax Exe?Yipt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: IA yV IA). C 6. If location and/or activities impact me pants and/or residents,written documentation is required a not) tJeChfjv-. i Section 5. . 7. Organizer/Applicant: 0 y 1,,k.�l l c. A o� „(,..1` �1�ir� Address: 0 . q.( C 22 4 S City: C� c 7 State: Zip: t`j( Contact Phone: '4,7-✓ 6c12 K6A ' L Email: (61^P. 9 Cyr co,,, S A f• Cool Organizer/Applicant listed above must be in attendance and readily available for the duration ojhe event. P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 WWw.cityoftyhee.org ISECTION 2: EVENT DETAILS 1. Is this event... 1pen to the public ❑ Private Invitation only 2. Describe the event and its goals: * l ice' ,a2S ov � 2, c Q'A td.ivs.•Ve ‘ -A k`12 \„0„- *k- ( She 3. Estimated number of people to attend and what this is based on: .`�00© i \ , 2,0i4 4. Is there an admission fee for attendees? ❑ No Is-Fee will be: cpe i2 _-C&i,,J,e_ A preliminary budget is due with application. (refer to Section 7: Financial) ii S. Have you ever done this event before? If yes,list dates and locations: '\�S -- Qt*V'LkcJ �,.sl . 6. sescrijeetparkin arrangements during event in detail: Q i Please attach a drawing of parking plan. a rganizer may be required to run a shuttle if a parking lot i- �'` `.%)� y: closed for the event. � �� i� U ti k--' .0 List event sponsors and marketing plan: `__'z'=e °. _Q V Q � vc�.-' ,ti. 8. List an additional contact person(s)and thei hone numbers involved in t elan 'ng of this event. c. 4:2-5 zv, a_c,- (e ` , ea r A- 3ikZ4 S96 - —c' t4 ` -- e C s -Ch t 4 R 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) k .\ k t , G�e�] d �..�.1ee iS tc-k�; .r c .0,-,s,1 10. Ple se list any entertainment,b nds,a tees or onsite promoters attending this event. (11,.e` Describe sound equipment: ��y[QU i a�e'cc t C. is I SECTION 3: REFERENCES 1 1. Please list your previous special event and/or organization's e perience i producing evens. C\A-7 1 \f ee s .,_ O■2 i 20(3 a6 t �,,c c �C l I ti >t1/4,, , \ic.`roL--.s C4.a, .ev..e\-' ,\,c..,,,,.. 100 - ,C 3a 2. Please list two(2)reference luding City Officials and Staff: a. Name: \ c - -e-& cL i\Z%c Address: ,..—cs''t-e.., Y.----\\c'—Q` Phone: 00\ 1/4--S-N./A. _ IDX (`mac G, l\C`ti` `ti`l b. Name: t)v-.L„ G"f"t.+-�. O\� `. u-,NG.L-",..\ 9\r— Address Phone: ' `1q ( ULk.---6 C'(0 Page 2 of 3 Ciy Coiiri7Approved:February 14,2013 updated September 2013 ISECTION 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. 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 05 ' , �, ' Traffic Barrels 3 • ,moo,moo t. fit 's Trash cans . a,S -ii: �„ a* ut Recycling containers S Port a lets 3 ----- -` 1 �Q C )4 Sweeper Vac Truck Fire ant treatmen Dump Truck c 1^-%e -\C- e , . C. c. Cc Back-hoe List other services that are requested. Costs ill be determin d. jlitli lecS COVeS `�2 r v- l T �€ c,,,.. 0,0-, Cow 3. Street Closures(Tybee Island Police Department(TIPD]approval required w a. List requested streets: T � S - i t y 4 4. Special parking/parking 4o'-'Co ,,,4 g pass request(s)(Parking Service Division approval required.) ` co( a. lease describe: 1 s(] ^Ce, IPe.Sso Nt - .. litial 5. Commercial truck parking "2 a. Please describe: (,)VCG,ZtL C` cic 1 � - — 6. olice Detail(TIPD approval re red;staffing/equipment fees may apply) Q a. Please describe: c3- c }..e, ,y c)' t-a \-1,34 I) ' c-- y( (If off d police officers are hired,organizer is responsible for contracting directly with the indivi 41) payi 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(TFFD,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 ��Q a a. Please describe: CCU. c ,\ iN Qc 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council.-1pprored;Februa ry 14, updated 1021; pdared September 1013 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: (*Parad s are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Partici ants must adhere to safety guidelines.) 13. Amus ent Rides(Insurance from providing company is required no lat r tl an two(2)wets prior to event.) / 1 "((l1C, w1 , ?7J]. v t'+�'In l�+ "� ! \O�C �e 14. Temporary Structure�i.e tehts,uoa s,stage,etc.) C((Cf4k++42 (� fvyiri a l a. Please describe: e`' 4c� i C4� ,4ca�LYI Sgt t� (Application for permitting of structures exceeding 1i1 x 10',stages,booths and the ' are required through t e Plannin g& Zoning Department. Completed application with required documentation must be submitted no later than thirty[30)days prior the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. Electrical needs(fees may apply) UPJOci a. Please describe: ) 16. ❑ Filmin request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. Ban 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. — [ \ec- Yee_ SECTION 5: ADDITIONAL REQUIREMENTS j - 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 necessary insurance as deemed Signed Indemnification INVITATION appropriate by the property owner. Agreement required. 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 Cio.Counce7.4pprared:February 74,2013;updated September 2013 LT4Lt ) l -kQo (-0A 1T 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 5 tutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: L _ Date: 4 - ' —20 l (6\t cl-QN- aok s-- 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 departments): . '-7— ill Follow up meeting(s)as noted: l A ' Q.I 1I n y O c; (4.-. 1..r.i.--.____ /0- 51.4 57 t f r acs,....5_,...A_ L_ 5/6/4 City Manager and/or Designee Date ,r Finance Director and/or Designee t„Date ofief Planning&Zoning M�annaager and/or Designee Date t r&S: /: r went Supervisor and/or Designee Date A tl i s:-.1,-/z) . % l 617,44. Chie of f Police and/or De, :nee Date Campgrou Manager and/or Designee Date -6:X.37,/47 7-7\----0 6.-- " (: ..-. Chief of Fire De.artment and/or Designee Date Department of Public Works Director and/or Designee Date CIOLti COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL las applicable): Main Street Coordinator: Date: City Manager: Date: Page 3 of 8 Cite Council Approved:February 14,2013;updated September 2013 itii ' I TYBEE RUN FEST To whom it may concern: April 15, 2014 The CRITZ TYBEE RUN FEST has notified via email the merchants at North Beach for the dates of the 2015 event. The Lighthouse and North Beach Grill were coop partners in the past years, and - we are looking forward to work with them again. niL`,Ap T Strand merchants have been notified via email, as several of them are ` 7` sponsoring the event (CHU'S, Light House Pizza, Wet Willies). The staff of the Run "1 Fest will as well go door to door with information on dates and Run Fest info, at 12, the Strand within the next 30 days, to ensure there are no open questions. I as well posted on some relevant FB pages to spread the word. A PR release with dates and info is as well going to all local and nationwide news media to inform residents, merchants and travelers as well. About The Critz Tybee Run Fest: The Critz Tybee Run Fest is an annual weekend event, combining five different races from I mile to 13.1 miles, totaling up to the 26.2 mile marathon distance. With the variety of race distances, including a half marathon, the race event appeals to a mixed-skill spectrum of runners.Close to 5,000 participants are traveling to Tybee Island, Georgia each February to participate in a"one of a kind"event. In addition to a world-class race atmosphere, the Critz Tybee Run Fest provides entertainment for families and friends traveling with the participants. Proceeds from the event are donated to organizations that foster education and healthy lifestyles.The Critz Tybee Run fest was named one of the " TOP 50 race events worth travelling to°'by Tripadvisor's Flipkey. For additional information and on behalf of the CRITZ TYBEE RUN FEST. Cornelia Stumpf CSCP Consult-PR,Marketing &Creative Services www.cscpconsult.com cornelia @cscpconsult.com 912-692-8992 S al°d €aOuaJ POTS ki°i t ' # s4 _ (1) .r,e . `j, pQ let -6' ri• pi t �! all , I H c, • Goa rte+li in .� >1CD u) CD . - I H Q C • „� a) il S74/t �r 4J , . • C W ; 41,0 .O • Alma L. -- C �" N t r NI 70 0 Or 1- sp © tWON cn °JD :4.'41.0° 0 6,\:c. s" At _Es . .. . ,.• o 1js ` i' J UI CL V)0 kr , 1 Ar W4 „ill/ 1 .9., .,,,,,,. ,o, ,,,,,, ,,,,,„0, 4 .,--,co. ,,.# --- . ip 111 * -3.4, -1-) Ciltn it' 1 d 2,1g._ --g,--7_ ,_ a.- -- - : E. ill ) , - (A . _ J d U_ Z L2 -Y • w ' z IL' 03 (1)w 0 i- r 00 a) jZ r-., 0 i e' El — U x �v `�--;) 'a ' CO Imo` crj C /.8. v C I J IN U} —1--C L to� Q A R _ ron 0 34 t C p q r� o N x31 4 °15 4> o X-0 n�a L. w o i v _ 0,v cl d 0 vt7� . c �� iL0 C yII0 Po' 0 0 �__ �.-,''x- II:1_1: 4. 7C E ..7 t ...-, SO 1 ri . , if- Food Warmning °-��, .' 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Page 1 of 2 Tram + a _ 'c-'e . 1, 2014 rrBE - 1 E RUN FEST kPee Geo►-9ia Home + Event Information ' Register + Course 1 Awards J T-Shirt Contest , Sponsors + Volunteer 1 03 eBe. \J1a\k ' WE SDAYJANUARY 9TH SK Packet •"ck-U• - -- 10:00am-6:r+. • Fleet Fee. ,.orts . annah 3405 eaters Ave. r e3lSfBF annah,GA 31404 �1 THURSDAY �? �L y (Y OV. 5K Packet Pick-Up 10:00am-6:00pm Fleet Feet 2015 Registration is Now Sports Savannah 3405 Waters Ave. Available! Savannah,GA 31404 t� FRIDAY -� i t e) Packet Pick-Up and Fleet Feet EXPO F1Ce�7O© 9:OOam-7:OOpm Tybee Island YMCA 204 5th Street Tybee Island,GA 31328 Receive our a mails to stay updated! Basil's Kiddie Run 6:OOpm _ Starting and Ending at the lighthouse GO 30 Meddin Ave Tybee Island,GA 31328 This will be a short loop(between 1/8 mile to 1/4 mile)for the children to run.This is a great RACE way for them to get involved and have some fun! Registration is required for the kiddie run �■l r and it is free for all participants. Registration opens on November 1,2013 at BASICS or same REV L■ S day race registration on Friday 1/29/2014 during packet pick-up. North Beach Bar and Grill 5K 6:15pm Starting and Ending at the Lighthouse 30 Meddin Ave Tybee Island,GA 31328 Immediately following the 5K,stick around for stew,drinks,and entertainment provided by Photos Jimmy Walling Band! SATURDAY FEBRUARYS `�,�1 Sundae Cafe 10K l Cf 7:00am Race Start http://www.critztybeerun.comisehedule 4/2/2014 ray .c, UIL Starting on 15th Street around the corner from the Breakfast Club Critz Tybee Run Fest Finishing on Tybrisa(16th)Street T-Shirts and Apparel Critz Half Marathon - 8:30am Race Start I Starting on 15th Street around the corner from the Breakfast Club Finishing on Tybrisa(16th)Street If 41 ;45.74-1 I :; Lighthouse Pizza 2.8 Mile Beach Run } � . ■■dd 12:00pm Race Start l Starting at the Pier ` Finishing on Tybrisa(16th)Street WC/VS YMCA 1 Mile (1,A' ' 1:00pm Race Start ottcCOL Starting on 15th Street around the corner from the Breakfast Club Finishing on Tybrisa(16th)Street n r Final Overall Awards Ceremony 1:30pm At the Post Race Party Near the Finish Line Awards will be presented for each individual event directly following each event. I TZ WE rill."1"..."1"1"--- AK il All Content©2014 Fleet Feet Sports Savannah.MI Rights Reserved. http://www.critztybeerun.corn/schedule 4/2/2014 / \ f . . a 2e m c - �• .\ ' ' . % £ \ ` • k j - 7 % i $ 77 } $' a $ f % a , U £ a 2 § ? '� k / \ k » § 2 \ f C4 t % 7 ? - $ - - C $ % $ 2 ° a ° 0 \ .0 2 § 5D ® S $ E / ƒ 7 c c a 3 2 0 ® ® CO CO f d & k % 2 t t % . $ $ $ f E \ / - � Ft .=t o t / S � 5 \/� / ®� K Z f = m\ \$ C 7 / m t a t 0 = 5 2 7 2 ¥ ° 7 k LO S 2 \ 2 $ § m 2 c a % e CO 0) S z $ S t E # 9 / S c = $ £ VI k t $ $ . \ k % t ° [ _c 7 7 £ E k2 ° u4 ' ° �_ • • • • d ` ` ,,-,- ,