HomeMy Public PortalAbout090_040_LDBB2014SEA_CCAR MAYOR �?til �' ° CITY MANAGER
Jason Buelterman 4 r Diane Schleicher
CITY COUNCIL ti CITY CLERK
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Wanda Doyle,Mayor Pro Temp Janet LeViner oai
Barry Brown
Rob Callahan CITY ATTORNEY
Bill Garbett f Edward M.Hughes
Monty Parks
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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: Labor Day Beach Bash 2014 (August 31): 7pm— 11pm; Walter W. Parker Pier&
Pavilion
Organization: Visit Tybee
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
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www.cityoftybee.org ��� ��-�
CITY OF TYBEE ISLAND
MAYOR n
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Jason Buelterman �4 Ife°: `- i_cti•€lfttl
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CITY COUNCIL `� ' FEF#t 399A CITY CLERK
Wanda Doyle,Mayor Pro Terri i fi`
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Barry Brown
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Rob Callahan CI icAti ORNEy -
Bill Garbett ` ;s. Edward M.Hughes
Monty Parks 'Orin,■«+t+l-
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: 6/13/14 Application Fee Submitted: $50.00
'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
i. Name of Event: Labor Day Beach Bash 2014
2. Date and time of event: Sunday, August 31, 2014 7pm -11 pm (fireworks 9pm)
Setup: Date/Time period Sunday, August 31, 2014 Sam - 5pm
a• Breakdown: Date/Time period Sunday, August 31,2014 11 pm-2am
3. Location(s}: Tybee Pier and Pavilion
.• 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(http1/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: Visit Tybee
❑Commercial? rXNon-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
5. Phone number and/or website for public event information: 912-786-5444, VisitTybee.com
6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5.
7. Organizer/Applicant: Kim Webster/ Sara Lane
Address: P.O. Box 491
city: Tybee Island State: GA Zip: 31328
Contact Phone: 912-644-6471 Email: kwebster@visittybee.com
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.eityoftybee.org
SECTION 2: EVENT DETAILS
1. Is this event,.. C#Open to the public ❑Private Invitation only
2. Describe the event and its goals: features live music and fireworks on the Tybee Pier, It is
designed to increase visitation during the holiday weekend.
3. Estimated number of people to attend and what this is based on: 3,000 based on previous year's attendance
a small number of VIP Tables are available for sale
4. Is there an admission fee for attendees? M No ❑ Yes-Fee will be:
' 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: Yes, Visit Tybee has participated in the
event since its inception. This will be the third year of full responsibility.
6. Describe parking arrangements during event in detail: Event visitors will utilize paid public parking.
Organizers request permits for events vehicles (i.e.fireworks and band).
• 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: Beach Bash is supported through local Tybee businesses,
individuals, media, and corporate Sponsors.
a. List any additional contact person(s)and their phone numbers involved in the planning of this event.
Keith Gay,TITC Board Chairman 1 912-786-0155 I Keith @buytybee.com
Joe Marinelli, Visit Savannah President C 912-644-6437 I jmarinelli c visitsavannah.com
9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) The Pier will be cleaned by county
staff and Visit Tybee. We request assistance in cleaning the beach post event.
10. Please list any entertainment,bands,emcees or onsite promoters attending this event,
Headliners: Swingin' Medallions
Describe sound equipment: professional sound equipment provided by band
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
Visit Tybee produced the 2008-10 and 2012-13 Labor Day Beach Bash events,2005-2013 New Year's
Eve Fireworks,2012-13 Mardi Gras Tybee and the 2012 Tybee Pirate Fest
2. Please list two(2)references excluding City Officials and Staff:
a. Name: Keith Gay
Address: 1106 US Hwy 80,Tybee Island, GA 31328
Phone: 912-786-0155
b. Name: Amy Gaster
Address : 1010 US Hwy 80 Tybee Island, GA 31328
Phone: 912-786-5856
Page 1 of 8 City Council Appeared:February 14,2013;updated Seplember 1013
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. l 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.
Visit Tybee request the City of Tybee to reserving the Pier on behalf of Visit Tybee.
3. ❑ Street Closures(Tybee Island Police Department ITIPDJ approval required.)
a. List requested streets:
4. 'XI Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe: Request 6 parking permits for event staff and permission for fireworks at base of Pier.
5. 0 Commercial truck parking
a. Please describe: Request one spot for band's equipment truck near Pier for the duration of the event.
6. M Police Detail(TIPD approval required;staffing equipment fees may apply)
a. Please describe: Visit Tybee will hire Chatham County Sheriffs as required by the Pier rental.
(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, ❑ 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/ fees may app(
a. Please describe: Visit Tybee will hire the required tire support through the Tybee Island Fire Department.
(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. C 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. 0 Petting Zoo
a. Please describe:
Page 3 of 8 City Council Approved:February 14,1013;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. ❑ Amusement Rides(Insurance from providing company is required no later than two)2)weeks prior to event.)
14. 6 Temporary Structure(ie.tents,booths,stage,etc.)
a. Please describe:
16x24 stage on Pier
(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. 13 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.)lThe 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 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,
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 Clio.Connell Approved:February 14,2013;apdafed September 2013
SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE
TO ADHERE TO APPUCATION 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:
law Webster Date: 6/17/14
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): p5.
F• p me ting(s) noted: °er 72.9(
- LA 161,-,
City Manager and/or Designee Date Finance Dire fir and/or Designee Date
S'4 am.'per^;4 o
0,10- M- _ o .r., C4,a��1{�ri- b-2344- ✓ . "��.- 4 -2 3 -it
ning& -:'ng Manager and/or Designee Da e ent Supervisor and/or Designee Date
tat 36 ' 4 {Vi
Chief f ice =nd/ r/•gnee Date Campground Manager and/or Designee Date
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 5 of 8 City Council Approved:February 14,2013;updated September 2013
Ofigt, b
TinefLI
;
SAVANNAH'S BEACH
Tybee Island Labor Day Beach Bash
Tentative Day of Event Schedule
Sunday, August 31, 2014
Contacts: Kim Webster /Sara Lane
Phone: 912.675.1001 / 404.788.4415
Email: kwebster @VisitTybee.com
Location: Tybee Island Pier and Pavilion -Strand Avenue
Load In: Vehicles may load in/out at the roundabout at Tybrisa St. and Strand Ave.
6:15AM Walkway to fishing pier closed Pier staff
9:00AM Kim/Sara arrive on site
9:00AM _First Officer On Duty
9:15AM Pier available for load in
Falcon Fireworks Load in Time is tentative.Falcon will notify Kim of expected arrival
time.
10:00AM Time is tentative.Ranco will notify Kim of expected arrival
time.
11:00AM Stagehand arrival
1:00PM
Swingin' Medallions Load in
2:00PM Electrician Arrival
4:00PM Second Officer On Duty
5:OOPM S.M. load in an sound check
complete
Stagehand break
5:30PM Kim/Sara arrive on site
6:00PM Pre-Show Arrival and Set Up
Chatham Sheriffs on duty
VIP tables available for seating
6:15PM ='re-show
7:00PM Tybee Fire on Duty
7:15PM-8:OOPM Swingin' Medallions Set 1
8:OOPM-8:30PM Break
8:30PM-9:15PM Swingin' Medallions Set 2
9:15PM Fireworks show Timing depends on nigh tfall.
9:45PM-10:30PM Swingin' Medallions Set 3
10:45PM-1:OOAM S.M. and Falcon breakdown and load
out
Stage hand return from break
Tuesday, September 4
8:OOAM-10:OOAM
1
Event Contact List
Event Staff Kim Webster 912.675.1001
Event Staff Sara Lane 404.788.4415
Falcon Fireworks Brent Fisher 912.661.3579
Electrician Eddie Kimmer 912.661 .2127
Tybee Fire Dept. April Moore 912.657.2018
Stagehand Mng. Chris Shook 706.244.8557
Chatham Sherriff Department Deputy Aaron Gonzalez 912.547.1930
Ranco Tents Kendall Wayner 912.656.5772
Tybee Pier Todd Morrison 912.398.0038
Swingin' Medallions Robby Cox 864.993.2840
Preshow
City of Tybee Chantel Morton 912.844.9771
Event Site Plan
■
August 31, 2014
Labor Day Beach Bash Site Plan
Tybee Pier & Pavilion
Event Rules
Admission is Free and open to the public.
Labor Day Beach Bash Rules 5. The fishing pier will be closed from midnight
1. Chairs are welcome on the beach, but will Saturday, August 3oth to Sam Monday,
not be permitted under the pavilion during September 1st.
the concert.* 6. All VIP and band guests must wear a blue
2. Coolers are welcome on the beach, but will wristband at all times,
not be permitted under the pavilion during
the concert. *VIP guests will be allowed to bring coolers. All
3. No pets coolers and bags may be subject to search by the
4. No smoking Chatham County Sherriff's Department.
2
Labor Day Beach Bash
2014 Budget
Expenses Revenue
Pier Rental $1 ,076.25
Fireworks $10,000.00
Band $5,000.00
Band meals $150.00
Staging & Rental $2,000.00
Electrician $250.00 _
Chatham County Sheriff Dept. $750.00
Tybee Fire Dept. $250.00
City Services
Contract help $250.00
COI $2,000.00
SE Application $50.00
Advertising $6,000.00
Sponsorship
Ticket Sales $1,500.00
Total $27,776.25 $1,500.00
Total Expenses minus Revenue = $26,276.25
1 275 Peachtree St.NE.,Atlanta,Ga. 30303 4 320 S.Ashe St.,Greensboro.N.C. 27401 6 400 W.Bay St.,Jacksonville.Fla. 32202
2 2121 8th Ave.N.,Birmingham,Ala, 35203 5 301 N.Lamar St.,Jackson.Miss. 39202 7 801 Broad St..Nashville,Tenn. 37203
3 901 Sumter St..Columbia,S.C. 29201
Address any reply to DISTRICT DIRECTOR at office
E bi ® 4®Q
Rate, In reply refer to:
April 30, 1968 1 233:
•
} D Mr. S. Da Guthries,
Executive Vice—President
Savannah Area Chamber of Commerce
•
1O0 East Bay Street
Savannahs, Georgia 3]401
Dear Er. Gut1.1.._e2
Tex Farm Number;--990 -
The information return which-you filed should be used_only by an organization that has estab-
lished an exempt status under the provisions of the Internnl-Revenue Code. Our records indicate
that you have not been ruled exempt from Federal income tax.
If you have been ruled exempt, please tell us the name under which exemption was granted and
the dote. Otherwise, your organization is required to file Form 1120, Corporation Income Tax
Return. You may apply for exemption by filling out and submitting the enclosed forms in duplicate.
Please return the requested information or forms with this letter attached.
Very truly yours,
District Director
Enclosures - 2:
Forms 1120
FL-67 (Rev. 5-67)
HANCOCK, MAZO & As KEW
CERTIFIED PUBLIC ACCOUNTANTS
308 EAST BAY STREET
JAMES W.HANCOCK,JR.,C.P.A.
IRWIN MAZO,C.P.A. SAVANNAH,GEORGIA 31401 ME NSTI
WAITER C.ASKEW III,C.P.A. AMERICAN INSTITUTE OF
CERTLFI Ep PUBLIC ACCOUNTANTS
CLAUDE HODGES
PONALI}L,JAM ES.C.P,A.
May 8, 1968
. TIL n 19 -5Ff- 04I7Ci3o
District Director
Internal Revenue Service
Atlanta, Georgia €
i
Dear Sir:
Your Form FL-67 (copy attacbed)yaddrsed to the Savannah
Chamber of Commerce has been referred to me fox ,reply. We prepared
for the Chamber of Commerce the Form- . 0 referre to in your letter.
This being the first year that weave erformed this service for
the Chamber, I discussed the matter of he exemption letter with
the Certified Public Accountant gnat piepared the Form 990 for
several prior years and his recolloon is that an exemption
letter is somewhere in the . i-l.et at `the Chamber, The Chamber has
been in existence since 51 and"l as been annually filing Form's
990 since that date. We therefore assumed that had an exemption
letter not been on file, ; the Chambbr would have been notified
years ago. If a further\search (41 your files does not find the
letter, please advise- theNundersi'gned so that we may reapply for
an exemption letter.
,
Yours truly,
AL-Z1L-'W Ci /1
Walter C. Askew III
WCA:yks
Enclosure
cc: Mr. S.D. Guthrie,
Executive Vice-President
Savannah Area Chamber of Commerce