HomeMy Public PortalAbout20100624CCPacketCCPacket 06/24/2010 Page 1 of 31
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MAYOR
Jason Buelterman
CITY COUNCIL
Shirley Sessions, Mayor Pro Tem
Wanda D. Doyle
Bill Garbett
Frank Schuman, Sr.
Kathryn Williams
Paul Wolff CITY OF TYBEE ISLAND
CITY MANAGER
Diane Schleicher
CLERK OF COUNCIL
Vivian O. Woods
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
City Council Agenda Item Request
Agenda Item Requests must be submitted to the Clerk of Council by 10:00am the Friday prior to the
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: June 24, 2010
Item: Monthly Financial Report – River’s End Campground & RV Park
Explanation: May Revenues & Expenditures & Projected May Revenues & Expenditures
__________________________________________________________________________________
__________________________________________________________________________________________
Budget Line Item Number (if applicable): N/A
Paper Work: Attached* Already Distributed
______ To Be Handed Out at Council Meeting (by Requester)
______ Audio/Video Presentation**
* Thirteen copies for packets must be provided with request.
** Audio/video presentation must be submitted to the IT department at City Hall
at least 48 hours prior to the meeting.
NOTE: Request will be postponed if necessary information is not provided.
Submitted by: Woody Hemphill, Campground Manager – River’s End Campground & RV Park
Phone / Email: 912-257-9890; whemphill@cityoftybee.org
Comments: ________________________________________________________________________________
__________________________________________________________________________________________
Date given to Clerk of Council 6/17/10
CCPacket 06/24/2010 Page 5 of 31
River's End RV Park and Campground
Monthly Anticipated Revenues and Expense Report - 2010
May May June
River's End Revenues:Anticipated Actuals Anticipated
Camping $60,000.00 62,460.20 $70,000.00
Cabins $9,000.00 9,269.00 $12,500.00
Monthly/Tents $6,800.00 8,418.53 $6,800.00
Reservations $17,000.00 20,153.50 $17,000.00
Store Revenues $5,000.00 $6,488.75 $5,000.00
Misc. Revenues $500.00 $592.54 $500.00
Total Anticipated Revenues:$98,300.00 $109,198.37 $111,800.00
May May June
River's End Expenditures:Anticipated Actuals Anticipated
Total Personnel 15,000.00$ 22,658.49$ 25,000.00$
Total Services 9,000.00$ 7,214.61$ 10,500.00$
Total Supplies 11,000.00$ 9,831.60$ 14,000.00$
Total Capital Outlay
Total Depreciation 861.00$ 861.00$ 861.00$
Total Debt Service Expense 47,200.00$ 47,200.00$ 47,200.00$
Total Anticipated Expenses:83,061.00$ 87,765.70$ 97,561.00$
River's End Guest Survey
Time Period: 6.17.09 - 6.17.10
Responses:
Rating Range: 1-5
Composite Scores:
Average Overall Rating 3.7 B-
Average Service Rating 4.3 B+
Average Facility Rating 4.1 B+
Average Site Rating 3.6 B-
Average Cabin Rating 4.7 A
Average Restroom Rating 4.2 B+CCPacket 06/24/2010 Page 6 of 31
Total Rating:4.1 B+
CCPacket 06/24/2010 Page 7 of 31
CCPacket 06/24/2010 Page 8 of 31
CCPacket 06/24/2010 Page 9 of 31
ORDINANCE NO. 17-2010
ANNUAL BUDGET ORDINANCE
FOR THE CITY OF TYBEE ISLAND, GEORGIA
WHEREAS, the City of Tybee Island operates on a fiscal year beginning on July
1st and ending on June 30th of each succeeding year; and
WHEREAS, the State of Georgia, in the Official Code of Georgia, Section 36-81-
7, provides for the submission of the City’s proposed budget to the public; and
WHEREAS, in obedience to the Georgia Code, the FY 2011 budget has been
submitted to the Tybee Island City Council; and
WHEREAS, on June 10, 2010, a public hearing on the budget was held before the
Mayor and Council in Open Meeting; and
WHEREAS, the public was informed in a manner proscribed by law of the
availability of the budget for inspection both in the office of the Clerk of Council during
regular business hours of the City and at the Tybee Island Branch of the Live Oak Library
during their normal hours.
NOW, THEREFORE, be it resolved, and it is hereby resolved by the Mayor and
Council of the City of Tybee Island, Georgia, in open meeting assembled, the aforesaid
budget for FY 2010/2011 is hereby adopted on June 24, 2010, as ordained by the Mayor
and Council as follows:
Fund General E911 Hotel
Motel
SPLOST Water/Sewer Solid
Waste
Collection
Operational
Budget
Capital
Outlay
Campground $ (All operating)
CCPacket 06/24/2010 Page 10 of 31
The working papers detailing the sources of revenues and the appropriation
thereof are hereby incorporated herein and shall be kept with the minutes of this meeting.
This Ordinance shall become effective on ________ day of _________________,
2010.
ADOPTED THIS ____ DAY OF ___________________, 2010.
______________________________
MAYOR
ATTEST:
CLERK OF COUNCIL
FIRST READING: _______
SECOND READING: _______
ENACTED: _______
EMH/Tybee/Ordinances/2010/17-2010-budget ordinance 06.17.10
CCPacket 06/24/2010 Page 11 of 31
Action Item Date Department Completed Additional Comments
1
HWY 80 Laning Pedestrian/Bicycle Lane for
Lazaretto Bridge 4/1/2006 Mayor on-going Project is now being prioritized by the County.
2 Beach/Park Bathrooms 2006
DPW/
Lynn on-going
2 Mobile Restrooms installed 6.15.09. MSC restroom renovated. One (1) mobile restroom is proposed
for draft FY11.
3 Municode Codification 1/2/2006
Clerk/
Hughes on-going
2010 Ortdinances adopted to date are in process of confirmation by city attorney and clerk and will be
submitted to Municode for Supplement #4 by 6/30/2010.
4 Opening Cemetery for Cremation Remains 12/14/2006
Hughes
City Manager on-going
Cremation wall to be budgeted in FY11. Staff and Attorney are reviewing policities and procedures and
plan to have them on July agenda.
5 Derelict Structures on the Beach 9/28/2006
Mayor/
BTF on-going
City did not receive NOAA Funding. Mayor wrote letter to General about monitoring and safety issues.
Structures are now starting to become visible now. City installed new warning signage. City sent WARDA
request for funding to Senator Chambliss' office on 5/17/10.
6 Pursue Hosting Coastfest every other year 2/22/2007 Mayor on-going
7 Business Tax Relief/Incentives 1/23/2007 City Council on-going
8 8th Street (Beach Side) Drainage 10/8/2009
Infrastructure
Committee on-going
City received permit with conditions. City staff is working with DNR staff to meet those conditions. Project
is in proposed FY 11 Budget.
9 Tybee Advocacy 7/26/2008 Mayor Postponed. City will look into using a on-line service. Information about service given to C.C.
10 Publicizing Tybee and City Initiatives 7/26/2008
IT/
City Manager on-going
Updating Cable 7 programming, information on web newsletter and back of W & S bill, Facebook, Twitter,
and reverse 911 system to communicate.
11 Permitting Beach Management Plan 6/8/2008 BTF on-going BTF Sub-Committee has completed draft, and plan is being review by Erik Olsen.
12 Land Development Codes Updated 1/8/2008
Hughes/
Lynn on-going In Process
13 Parking Issues 7/9/2009 Doyle on-going
Parking Committee was formed April 2010. Meters were installed at Medical Clinic site and at St.
Michael's (Between Butler Ave. and Lovell), parking stops installed in Inlet parking lot and no parking
signs installed on one side of Chatham.
14 HWY 80 Sidewalk Spot Replacement 1/8/2008
City Manager/
GDOT Project is over 90% complete.
15 Memorial Park Plan Follow-Up 8/18/2008 City Council TBD
16 Jones Avenue Bike Lanes 10/18/2008 City Council on-going
Grant Applied for through the Safe Routes to Schools. City did not receive grant in 2008/09. Project is no
longer eligible for safe routes to schools due to the closing of St. Michael's.
17 Bicycle Friendly Designation
City Manager/
Mayor/Vet on-going
Tybee received honorable mention on May 1, 2010 and will receive details from Federation on areas for
Improvement..
18 Leadership Tybee 1/4/2009
Steering
Committee on-going Program in process.. There are 12 committed Participants.
19 Ceramic Building - Cleanout 8/27/2009 DPW DPW has removed trash from building.
20 Pay Showers 10/8/2009
Infrastructure
Committee
21 Pay Restrooms 10/8/2009
Infrastructure
Committee
CCPacket 06/24/2010 Page 12 of 31
22 Beach Showers like the St. Simons Showers 10/8/2009
Infrastructure
Committee/
Mayor Infrastructure Committee is looking at possible options.
23
Review Fiscal Impact of Parking Decals for
Property Owners 11/12/2009 City Manager on-going
24
Revamp Hotel/Motel Ordinance &
Streamline Enforcement 2/13/2010
Hughes/
Hogan
25 Occupation Tax Update 2/13/2010 Hughes
26
Research Placement of time cards in
Public Restrooms to insure cleaning schedules 2/13/2010
Parking
Committee 5/10 Installed in May 2010.
27 Ensure Trash Can Ordinance if Enforced 2/13/2010
City Manager/
Price City Marshal is using a sticker program with two (2) warning and then will issue citation starting 5.17.10
29
Ensure WastePro is adhering to
Contractual Obligations 2/13/2010 City Manager on-going
30 Apply for Sustainable Office Partnership 2/13/2010
City Manager/
Lynn on-going Application was officially submitted 5.17.10
31
Add Trash/Recycle Cans on Beach &
Services Regularly 2/13/2010
City Manager/
DPW on-going
32 Check Beach Safety Signage/Mobi Mats 2/13/2010
City Manager/
DPW on-going New mobimat for Eastgate cross-over is in the draft FY 11 budget.
33
PR Campaign & Aggressive enforcement for
Beach safety/cleanliness before season begins 2/13/2010
City Manager/
Price PR went out on 5.10.10.
34 Volunteer Policy 4/1/2010
City Manager/
Elliott
Policy went to City Council on 6.10.10. Staff is awaiting comments from the C.C for any possible
amendements.
CCPacket 06/24/2010 Page 13 of 31
MAYOR
Jason Buelterman
CITY COUNCIL
Shirley Sessions, Mayor Pro Tem
Wanda D. Doyle
Bill Garbett
Frank Schuman, Sr.
Kathryn Williams
Paul Wolff
CITY OF TYBEE ISLAND
CITY MANAGER
Diane Schleicher
CLERK OF COUNCIL
Vivian Woods
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
Updated: 1/05/2010
City Council Agenda Item Request
Agenda Item Requests must be submitted to the Clerk of Council by 10:00 am the Friday prior to the
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: 06/24/10
Item: Special Event Policies and Procedures
Explanation: Request for approval of new special event policies and procedures.
Budget Line Item Number (if applicable): N/A
Paper Work: x Attached* Already Distributed
To be handed out at Council Meeting (by Requester)
Audio/Video Presentation**
* Thirteen copies for packets must be provided with request.
** Audio/video presentation must be submitted to the IT department at City Hall
at least 48 hours prior to the meeting.
NOTE: Request will be postponed if necessary information is not provided.
Submitted by: Jonathan Lynn
Phone / Email: 912-786-4573 ext. 107 jlynn@cityoftybee.org
Comments:
Date given to Clerk of Council: 06/16/10
CCPacket 06/24/2010 Page 14 of 31
MAYOR
Jason Buelterman
CITY COUNCIL
Shirley Sessions, Mayor Pro Tem
Wanda D. Doyle
Bill Garbett
Frank Schuman, Sr.
Kathryn Williams
Paul Wolff CITY OF TYBEE ISLAND
City Manager
Diane Schleicher
Clerk of Council
Vivian Woods
City Attorney
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573, x127 – FAX (866) 786-5737
www.cityoftybee.org
SPECIAL EVENTS APPLICATION
(POLICIES AND PROCEDURES ADOPTED BY CITY COUNCIL ON X APPLY TO ALL SPECIAL EVENT APPLICATIONS)
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, facilities and / or private property with request of City
Services must first be granted approval from the City Council and / the City Manager. The Special Event application shall be
completed with all requested information included and submitted for consideration at least sixty (60) days prior to event.
Events with 75 or more people require approval from the City of Tybee Island. 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
Better Hometown Coordinator. Prior to the application being considered by City Council (if necessary), all concerns and
details must be handled.
Note: Applicant must meet with the Better Hometown Coordinator at time of submitting application. Additional meetings may
be required.
Today’s Date:
Application Fee submitted:
• A required non-refundable Special Events 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:
2. Date and time of event:
Setup: Date/Time period
Breakdown: Date/Time period
3. Location(s):
4. Organization:
□Commercial? □Non-profit / tax exempt?*
*A copy of the organization’s Non Profit Status / GA Tax Exempt Certificate must be submitted with the application.
5. Phone number and / website for public event information:
6. Organizer / Applicant:
Address:
City: State: Zip:
Contact Phone: Email:
The Organizer / Applicant listed above must be in attendance for the duration of the event and immediately
available to City officials.
CCPacket 06/24/2010 Page 15 of 31
Page 2 of 8 Effective: 6/X/2010
1. Is this event… □ Open to the public □ Private Invitation only
2. Describe the event and its goals:
3. Estimated number of people to attend and what this is based on:
4. Is there an admission fee for attendees? □ No □ Yes – Describe
5. Have you ever done this event before? If yes, list dates and locations:
6. Describe parking arrangements during event in detail:
Please attach a drawing of parking plan.
7. List event sponsors and marketing plan:
8. List any additional contact person(s) and their phone numbers involved in the planning of this event.
9. What plans exist for clean up and recycling? (Disposal of grease, trash, etc.)
10. Please list any entertainment, bands, emcees or onsite promoters attending this event.
Describe sound equipment:
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization’s experience in producing events.
2. Please list two (2) references excluding City Officials and Staff:
a. Name:
Address:
Phone:
b. Name:
Address :
Phone:
SECTION 2: EVENT DETAILS
CCPacket 06/24/2010 Page 16 of 31
Page 3 of 8 Effective: 6/X/2010
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. □ DPW Request (DPW approval required.)
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
Hanging of pole banners / flags (supplied by organizer)
List other services that are requested. Costs will be determined.
3. □ Street Closures (TIPD approval required.)
a. List requested streets:
4. □ Special parking request (Parking Service Division approval required.)
a. Please describe:
5. □ Commercial truck parking
a. Please describe:
6. □ Police Detail (TIPD approval required)
a. Please describe:
7. □ Alcoholic Beverages (Application process through TIPD is required for approval.)
8. □ Fire Detail/Inspection
a. Please describe:
9. □ Fireworks (TIFD and Chatham County approval required.)
10. □ Additional Security
a. Please describe:
11. □ Parade/Procession (TIPD approval required.)
a. List requested parade staging area and route:
(* Parades are required to start on Saturdays no later than 1:00pm. Participants must adhere to safety guidelines.) CCPacket 06/24/2010 Page 17 of 31
Page 4 of 8 Effective: 6/X/2010
SECTION 4: OTHER REQUESTS (CON’T.)
(Check the boxes below and provide additional information if applicable.)
12. □ Amusement Rides (Insurance from providing company is required no later than two [2] weeks prior to
event.)
13. □ Petting Zoo
a. Please describe:
14. □ Temporary Structure* (i.e. tents, booths, stage, etc.)
a. Please describe:
(* Structure specifications must be included with application for review by the Building Official prior to
City consideration of event.)
15. □ Additional Electrical needs
a. Please describe:
16. □ Filming (Additional paperwork filed with Facilities Coordinator is required for approval.)
17. □ Banner Permits (Additional paperwork filed with Facilities Coordinator is required for approval.)
18. □ City Facility requests require separate forms and approval through the Facilities Coordinator.
a. 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 required 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.
- A site plan showing the layout of the event is due with application. The site plan must include the location of
every booth, ride, public facility, etc.
- A preliminary budget is due with application.
- 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
INVITATION
Organizer is responsible to obtain
necessary insurance as deemed
appropriate by the property owner.
Signed Indemnification
Agreement required.
OPEN TO
THE PUBLIC
Signed Indemnification Agreement required.
Organizer is responsible to obtain
necessary insurance as deemed
appropriate by property owner.
* If use of the Walter W. Parker Pier and Pavilion is
part of the event, a $1 million certificate of insurance,
with Chatham County Parks & Recreation listed as an
additional insurer and certificate holder is required.
Signed Indemnification Agreement
required and a
$1 million certificate of insurance, with the
City of Tybee Island listed as additional insured and
certificate holder.
* If use of the Walter W. Parker Pier and Pavilion is
part of the event, a $1 million certificate of insurance,
with Chatham County Parks & Recreation listed as an
additional insurer 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.
CCPacket 06/24/2010 Page 18 of 31
Page 5 of 8 Effective: 6/X/2010
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: Date:
INTERNAL USE BELOW.
DEPARTMENT HEAD REVIEW AND ACCEPTANCE:
City Manager Finance Director
Planning & Zoning Manager Water & Sewer Department Supervisor
Chief of Police Campground Manager
Chief of Fire Department Department of Public Works Director
COMMENTS:
CITY APPROVALS:
Better Hometown Coordinator: Date:
City Manager: Date:
City Council: Date:
CCPacket 06/24/2010 Page 19 of 31
Page 6 of 8 Effective: 6/X/2010
SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES
THE APPLICANT SHALL USE THE MUNICIPAL PROPERTY SOLELY FOR CARRYING OUT THE SPECIAL EVENT AS APPROVED
BY THE CITY MANAGER AND / OR THE CITY COUNCIL.
Application Will Be Based On:
1. Whether the applicant for a Special Event Permit is capable or incapable of executing the planned special event.
2. Whether budgetary considerations at the time of application create such a burden upon the City’s financial resources
that it would not be practical to hold the proposed special event at the time requested.
3. Whether the holding of the special event as planned would create an undue burden upon the public and staff resources
of the city.
4. The timing of the proposed special event.
5. Whether the applicant producing the special event is profit making or not for profit purpose only.
6. The historical experience, if any, of the special event in the past years.
7. The effect the proposed special event will have upon the City’s resources and public health and safety, and frequency
with which such events are held.
8. All City Department Heads affected by said event must review and approve the application prior to the applications
being approved by the City Manager or City Council.
a. All relevant fire and life safety issues must be adequately addressed.
9. A Special Event permit may be refrained from issuance when the directors of the above mentioned city departments in
good faith believe that the proposed special event will endanger the public health, safety, welfare, or other property.
10. A special events permit shall be revoked when the directors in good faith believe that allowing the continuations of the
proposed special event may endanger the public health, safety, or welfare of property of others.
11. After reviewing the comments of all affected Departments of the City, based on the specifics of the event, approval or
rejection of the application for a Special Event permit will be granted.
Approval of Application:
1. The City Manager may at her / his discretion approve an event for up to 500 people. These events must meet the
following criteria: exclusive use of city property; minimal impact on neighboring residents and businesses; small
scale events with some special requirements; temporary use of public parks or public facilities, and no street closures.
The City Manager may at her / his discretion approve an event exceeding 500 people if the event is on Private
Property.
2. Events exceeding 500 people on Public property must be reviewed by City Council for approval. City Council may
also review events that significantly impact residents and businesses, request use of city streets, parks, beach or other
city facilities, extensive activities, and / or require alcohol permits. Special Event applications are considered by City
Council at the second regular monthly meeting.
3. Upon the issuance of a Special Event Permit from the City Council or the City Manager, the applicant shall obtain all
other State, County, and City permits no later than thirty (30) days prior to the scheduled special event.
4. The City Manager, in consultation with the Directors of the affected Departments, may also impose any necessary
restrictions or conditions to be observed in accordance with public safety, environmental and administrative
considerations involved in the application.
5. Nothing in this section shall be construed to prohibit the imposition necessary for the carrying out of the event.
Application Denial and Process of Appeal:
1. Any applicant denied a Special Event permit to conduct a special event shall be notified in writing prior to the
proposed date of the special event. Said notification shall state the reason for the denial. The applicant has the right
to appeal to the City Manager.
2. Appeals from the determination of the City Manager, as to the denial of a Special Event permit, shall be made to the
City Council. These appeals shall have priority and shall be heard at the next regular meeting of the City Council.
CCPacket 06/24/2010 Page 20 of 31
Page 7 of 8 Effective: 6/X/2010
SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES (CON’T.)
Community Development Department
1. Building permits – an applicant shall obtain the applicable permits including, but not limited to, electrical, plumbing,
mechanical, and structural from the City’s Building Official at least thirty (30) days prior to the scheduled event. An
applicant may be required to obtain other permits pursuant to state law, city ordinances and the International Building
Code and the Georgia Amendments. The Building Official shall make inspections deemed necessary to insure that all
building code standards are followed. Non-compliance of any building code standards may be cause to cancel the
event.
2. Any person or organization which is granted a Special Event permit shall comply with all applicable laws, ordinances
and building codes pertaining to said event.
3. The person or organization receiving a Special Event permit shall be responsible for ensuring that its contractors and
subcontractors obtain all permits and comply with applicable laws, ordinances and building codes.
Financial
1. A proposed budget for the special event and a detailed explanation of how the gross revenues from the special event
will be allocated shall also be provided at the time of application submittal.
2. The applicant shall be financially responsible for any cleaning, replacement and repair to municipal property or its
accompanying articles requiring city clean-up after completion of the special event.
3. The applicant shall be financially responsible for extra personnel hours incurred by the city as a result of the use of
municipal personnel.
4. The personnel hours shall include the Police Department, Fire Department, Public Work Department, Parking
Services and Lifeguard Services necessary to monitor, check, observe, control or otherwise regulate any phase of the
special event, including without limitation to any planning, on-site management of the special event and support of
any activities.
5. In order for your organization to be eligible for any waiver of fees, that organization must be a grant recipient of the
City of Tybee Island. If your organization is one that has received the required grant funding from the City of Tybee
Island, you are eligible to request waiver of up to $2,000 worth of fees for the special event, which also includes fees
associated with parades. The application fee is not permitted to be a part of any waiver of fees and must accompany
the application or it will not be processed. The City of Tybee Island reserves the right to request financial revenue and
expenditure statements for review prior to or as a condition of any waiver of fees.
Fire / Emergency Management Department
1. In the interest of public safety, the FEMD must review and approve aspects of events that may include, but not limited
to, fireworks or pyrotechnics, emergency vehicle access, and use of open flame. The Fire Chief will determine
whether or not FEMD personnel are needed and the event applicant shall pay for said services.
Parking Services Division
1. Where public parking is to be used or restricted, the Finance Director may require that permits are issued or
reimbursement be made based on standard parking fees.
2. Request for use of parking lots or spaces must be submitted in detail for approval with the application.
Police Department
1. Any person or organization shall comply with security and safety guidelines set by the Tybee Island Police
Department.
CCPacket 06/24/2010 Page 21 of 31
Page 8 of 8 Effective: 6/X/2010
Public Works Department
1. The site of the event must be left in its original condition or additional charges will apply.
2. If any event requires the use of the electrical service, equipment owned by the City of Tybee, and / or labor fees will
be assessed on a per hour rate and determined by the city. If special electrical requirements are needed by vendors in
which the city personnel and equipment is needed, an additional charge shall be passed on to the organizer for setup
and breakdown. This is only applicable for specific areas and must be requested at the time of application submittal.
3. Streets may be closed in connection with a special event at the discretion of the City Council and / or City Manager
having due regard to public safety and environmental effects of such closings. All reasonable steps are taken to
minimize adverse impact upon the community.
4. Vendors must use grounded extension cords and lighting that does not exceed 30 amps per vendor space if permitted.
Extension cords, hoses or other trip hazards in pedestrian walkways are not permitted.
5. It is the responsibility of the event organization to provide adequate toilet facilities during a parade and event
appropriate for the anticipated attendance. Location(s) of said stations shall be indicated on provided site plan. One
chemical toilet for every 200 people is recommended.
6. In the case of requested and approved permission for pole banner and / or flag hangings, the event applicant is
financially responsible for costs incurred with the installation and / or dismantling.
Sale of Alcohol
1. Events wishing to sell alcohol must complete an Alcohol License application for consideration. The application and
information can be obtained at the Tybee Island Police Department.
2. Alcohol permits are considered by City Council as requested by TIPD at the second regular monthly Council meeting.
Sale of Food / Merchandise
1. The sale of food at special events requires a permit from the Chatham County Health Department. Food vendors that
involve cooking require an inspection and permit by the Chatham County Fire Marshal.
2. Event organizers are responsible for obtaining Vendor Permits. Vendor permit applications are due with payment in
accordance with City Code Sec. 58-179 no later than two (2) weeks prior to the event.
3. A method must be established for the removal of used cooking oils, gray water or any other solvents from the event
site. Event organizer will incur costs imposed by the city, county, and state if any solvents are left or discarded at the
event site.
4. All debris in Vendor set up area must be contained at all times. The event applicant will be charged an hourly rate and
dumping fee determined by the City if any debris is left and disposed of by the Public Works Department.
Other
1. Temporary structures may not be anchored in the ground. If damage is done to City property, applicable fines and / or
fees shall be billed to and paid by the event applicant.
Indemnification / Insurance
1. The applicant must sign the Indemnification Agreement at time of submitting event application. Prior to the issuance
of the Special Event Permit, the application shall maintain, at its sole expense, public liability insurance covering the
City properties and resultant use thereof, naming the City as an additional insured, in the amount of $1 million.
2. The applicant shall pay the premiums of the public liability insurance before the issuance of the Special Events
Permit. The applicant shall furnish and deliver to the Better Hometown Coordinator a certificate or certificates of
insurance, as specified in Section 5, evidencing the existence of public liability insurance in the minimum amounts
described above. Each certificate shall provide that the city receive not less than thirty (30) days written notice of
cancellation, expiration to termination to public liability insurance. In the event that such insurance is cancelled,
expired or terminated, the applicant shall be required to obtain insurance immediately and furnish proof to the Better
Hometown Coordinator. If such valid insurance is not obtained within twenty-four (24) hours after cancellation or
termination, the Coordinator shall revoke the Special Event Permit and the special event shall cease. The applicant
shall be responsible for submitting all certificates or insurance of its contractors and subcontractors.
SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES (CON’T.)
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MAYOR
Jason Buelterman
CITY COUNCIL
Shirley Sessions, Mayor Pro Tem
Wanda D. Doyle
Bill Garbett
Frank Schuman, Sr.
Kathryn Williams
Paul Wolff CITY OF TYBEE ISLAND
CITY MANAGER
Diane Schleicher
CLERK OF COUNCIL
Vivian O. Woods
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
June 7, 2010
The Honorable Jack Kingston
2368 Rayburn House Office Bldg.,
Washington, DC 20515
Dear Congressman Kingston,
I am writing in regards to our ongoing efforts to secure sufficient funding for the widening of Highway 80.
It has recently come to my attention that the funding source for roads on federal property is different from
funding sources for other roads and highways.
Highway 80 sits on property owned by the Department of the Interior as part of the Fort Pulaski National
Monument.
As you know, we have some very serious concerns about the increased traffic on Highway 80 especially as it
relates to the inability of emergency vehicles to access our Island. We also are concerned about the possibility
of a wreck during an evacuation especially on one of the two lane bridges, neither of which have emergency
lanes. We also have a good deal of bicycle traffic on this stretch of road and believe a widening project could,
if properly designed and engineered, make the road significantly safer for cyclists.
I have enclosed the most recent correspondence we received from the Georgia Department of Transportation
concerning this project.
Also, the City has been working on ways to remove an old sea wall and other structures which were built using
federal funds in the 1930s. These structures become exposed as the beach erodes. At high tide, they are
covered by water and despite our best efforts to warn patrons of the dangers these structures present, they
are extremely dangerous hazards. We have made several requests to the Savannah District of the United
States Army Corps of Engineers (USACOE) without success. In the 1980's, the Corps began removing the
structures but for some reason did not complete the work. It is our understanding that the Corps will not
remove the structures without Congressional action identifying this as a Corps project.
Any assistance you could provide with these two issues would be greatly appreciated.
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Thanks as always for all you do for our community.
Sincerely,
Jason Buelterman
Mayor
City of Tybee Island
Cc:
The Hon. Saxby Chambliss
The Hon. Johnny Isakson
Chatham County CORE Committee
Savannah Bicycle Campaign
Attachment: Letter from DOT to City of Tybee
JB/vw
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