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Home My Public Portal About090_010_TPP2015SEA_CCAR MAYOR �?til �' ° CITY MANAGER Jason Buelterman 4 r Diane Schleicher CITY COUNCIL ti CITY CLERK igku Wanda Doyle,Mayor Pro Temp Janet LeViner oai Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett f Edward M.Hughes Monty Parks ZEEll 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: 7/10/14 Category: Special Event Consideration Item: Tybee Polar Plunge (January 1): Sam—2pm; Walter W. Parker Pier&Pavilion (beach area—north or south side depending on winds) &roundabout Organization: Tybee Post Theater 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 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 /cmorton@cityoftybee.org Comments: Date given to Clerk of Council 6/27/14 * * * P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866) 786-5737 i City of I Ethics f www.cityoftybee.org �� -� CITY i?F TYBEE ISL iI1L' MAYOR y8£E'"4' Ls. . CITY MANAGER Jason Buelterman .`tip - �* Diane Schleicher rri CITY COUNCIL ey CITY CLERK Wanda Doyle,Mayor Pro Tem ■ 7, Janet LeViner Barry Brown t•\+ i Rob Callahan CITY ATTORNEY -- Bill Garhett 1:•� 4 - Edward M.Hughes Monty Parks '1yirXt„�jE,r*1`' 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. Today's Date: VI 6/2-0/ V Application Fee Submitted: *A non-refundable Spec" I Even 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�/,� e e_ 2 2-2-'9 1 '� G ?. Date and time of event: //' \72r7` /) 240/ • r /,�//'7 • Setup: Date/Time period CC . 3 f C:7/Y • Breakdown: Date/Time period X7 , _ nj 3. Location(s): / •I17/ C c /t-r_. / cc'lL '€ clJ�7`U ce04 • A site plan df the event area drawn to scale and depicting all eve t'structures is required at time of application submittal. A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.oresendemail) 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: 77e/-e, ,..rr -e• Commercial? L -profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 9l 2 3- /Q 7 7 6. if location and/or activities impact merchants and/or residents,written d•cumentation is required as noted in Section 5. 7 Organizer/A licant: e C C Address: 71}d /c', 2'3 56 City: 7, State: f�Zip: —3/3Z Contact P one: 9/2 — 3.--/0Y9 Email: //, r {- ,7 c 2 tv" / 0/ Organizer/Applicant listed above must be in attendance and readily available for thI duratidn of the event. P.O.Box 2749--403 Butler Avenue,Tybee island,Georgia 31328-2749 (912)472-5071—FAX(912)786-9539 www.eityoftybee.org ISECTION 2: EVENT DETAILS 1. is this event... pen to the public ❑ Private Invitation only y 2. Describe the event and its goals: /,r 7f7 Ci�� /-) e //9-1 ) /JC e cat-/ �'C h _p 2C c, C T mac? I 2/S -. �--r c// --- % .‘C° c �/"7 2 r-- 3. stimated number of people to attend and what this is based on: /1)COO`��J CX�'C, t f'`I/OLij 4. Is there an admission fee for attendees? ❑No 0 -Fee will be: C3r 2 5— _ -e.` `5 A preliminary budget is due with application. (refer to Section 7: Financial) �7 5. Have you ever done this event before? if yes,list dates and locations: �/ e j Q/2 — .c__2%y 6. Describe parking arrangements during event in detail: 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: / /6 e r tl�jfi n CA-P/9C( 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. /r ey , Dm,S 9/2— 2 z c/—_5//l 9. What plans exist fZ far clean up and recycling?(Disposal of grease,trash,etc.) C 6--.0 i'1.%/'G (/2 / 10. Please list any entertainment,bands,emcees or onsite promoters attending this event._ %? -J' .5.-'Y,' <,/ _6'0 4S j-t-i Describe sound equipment: ISECTION 3: REFERENCES 1 1. Please list your previous special event and/or hosting organization's experience in producing events. f —S 2 7 J c car, C e :=S R ("" 2. Please list two(2)references excluding City Officials and Staff: a. Name: /472-1'77 (..--1-2,-.5.7/e or:---- Address: V? C C-2.... 7e7,-,- �I ' Phone: A "- , 3 b. Name: 0/7-'7- /Cc3( 1.'", Ce Address : /-2")Pr'- / - 1�°-) C G// ej Phone: 73/ .3 — G'7gy Page 2 oft 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 j2J weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. ❑ 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 r Traffic Barrels "` Trash cans j #Lt..t__: 'P.— 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 Deportment(TIPD]approval required.) a. List requested streets: 4. ecial parking/parking pass request(s)(Parking Service Division approval require.. a. Please describe: .. _ f.. r e QA,..., j,]C-' 21c7 5. �❑ Commercial true parking .� � �!� � � � ' a. Please describe: 6. Police Detail(TIPD approval required;staffing/equipment fees may apply)! C eCir a. Please describe: G}�G,�7 /? C - 4-4----,/[�/� rG' i2 e a ' }J crfc f J Of off duty police officers areliired,organizer is responsible for contracting directly with he individual[s]and / 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. 0 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 14,1013;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/A RR licant's Signature: - = 3 Date: (-,: ./X 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): Fill al WA' Follow`up meeting(s)a oted: v 1f/��j a 2 57 k CD j 3-1 tt Manager and/or Designee Date Finance irector and/or Designee Date y1n �Crrw; -S / k L t. x (d) (0- 23.14 ✓ � . . '. -- -- ( Planning&Zoning Ma a er and/o Designee Date .f' &S-'le% 1/.. ment Supervisor and/or Designee Date C ief Zolice and/or Designee Date Campground Man.ger a /or Designee IP ate Chief of Fire Department and/or Designee Date 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.S of 8 City Council.ipprared:February 14,2013;updated September 2013 fe �y l l ! �t �i ► f ' CC �C f 1 11 4111 }- \ -4, w , a ,_,.._, . ,' -:_,,---.77,4 ... c.„) , _ . ii,.. , ti � . a ... (-1- 41 , . ...... ,_ , . , : ....., ,_,. .. .A r,_ , , . . ,_.e. f‘i .- , . , Alp : cc _ _ i, .. , : _ . 4,, ._, 1 -[.... — 44* 4'. 1 ----' II 4■\%‘.4 . 1 p ... _ 1 ;. ,,,,,,, , v 0 r a .r d' . Al.1.1110 ri - \_11 c / O ` R fi 1 [ r*- , ” j . . _ *' .s-• 'rT y 5—p p y 1� e 1 pC, l I D P P-i.,--,c� s Y,C a ry w / ,r■ 0 5