HomeMy Public PortalAbout110_020_CCAR_Mardi Gras SEA MAYOR ; CITY MANAGER
Jason Buelterman OF 44+ Diane Schleicher
CITY COUNCIL ` `-`` CITY CLERK
Wanda Doyle,Mayor Pro Tern ' ..
Janet LeViner
Barry Brown
Rob Callahan CITY ATTORNEY
Bill Garbett
:0 Edward M.Hughes
Monty Parks qN47110crovivo,s.
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: 1/15/15
Category: Special Event Consideration
Item: Tybee Island Mardi Gras (February 14: 12pm— 11:15pm); Tybrisa/Strand Roundabout
/Parade route (& 2pm from 4th St. to Strand
Organization: SEABAR (South End Association of Bars and Restaurants)
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
I leviner(&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—Executive Director, Development Authority/Main Street
Phone/Email: 912-844-9771 /cmorton(&cityoftybee.org
Comments:
Date given to Clerk of Council 1/6/15
* * *
P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified*
(866) 786-4573—FAX(866) 786-5737 t City of ,
www.cityoftybee.org ��,,,tht L
LyyvV
B
MAYOR . ;tisEE fs-ic CITY MANAGER
Jason Buelterman LFG Diane Schleicher
CITY COUNCIL - CITY CLERK
Wanda Doyle,Mayor Pro Tem I Janet LeViner
Barry Brown
Rob Callahan . �I CITY ATTORNEY
Bill Garbett r%
Monty Parks
4.6'1 ��M l� `\','
Edward 11.Hughes
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
6 `i,v,/;,11 meetings may be required. f �1 u��I
Today's Date: IY� Application Fee Submitted: °t )I i2-��7 J.
1
*A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consid ation.; I'S-
Checks or money orders should be made payable to the City of Tybee Island. V(v OA
ISECTION 1: EVENT INFORMATION I
I. Name of Event: 7-yae6, IS t-i i'JJS M'�(2_0 ( Gt 4$
?. Date and time of event: 'Ff!-3(20k12—"' I LI i 2-0t rj 12pn1 - IJ.f
jpm
• Setup: Date/Time period t 1j. (3 z 2 G t 9 g 1914.3
• Breakdown: Date/Time period f L i . 1 S / 2 0 15 1 P rh
3. Location(s): - -f Gn`(S 4 CT--. .MJ'D -H� f-oi0IvQ-A-3c.)oi- ar`)ST72A}tJ D 4 J E
• 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(http://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: 1 - SG--R (1—� I NI C_..
e!Commercial? D Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
5. Phone number and/or website for public event information:4I 2 2_2t4-S I I I Miti(I-PIci(1.4.5-N Pee, Cc7/V
6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5.
7. Organizer//Applicant: ( C 5-01-11/1-2, /51 V-KEyt-4Yh /to '1-V Zc � t1 S'
Address: r D 2,0) tall 0
City: 1 )S t_g14(') State: CIA- Zip:3 )328
Contact Phone: q(2- 2.2-H S1I ) Email: At✓TtVC 0t3e a.4/nA-I t., C-01V
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
r %ww.city�oftybee.orgti.0\i ) . ' . a Iji � , 1IZ
1115"
S '.0 /el 1 ( • \
SECTION 2: EVENT DETAILS
2. Is this event... l3Open to the public ❑Private Invitation only
ry
2. Describe the event and its goals: i fi2b 1 I 51-S 1b Q t oy t a T G 1 2l S nei
prn10 I NC2G-sI-SG— V tS I1 1-i oN l)0t2t N -n-t sells o t-1
3. Estimated number of people to attend and what this is based on:
/
4. Is there an admission fee for attendees? 1 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: 2.00 c( - 2 01 4
TIG2ISA- ST I2.0Ut4h-ok&o.)T AT -n-t c Strut-tvD
6. Describe parking arrangements during event in detail: V%S t rams w l t-L- USt✓ Re-c V LA—a_
AL.t- otT -D Piz.lcrNI sPA-C-es •
▪ 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: Pitt 4.4,6424.4,642.‘t- SY vN S
Pct) n on)A tS Itfe_LOOc t_oc QuslNresces ; c -„2tm,,-przs
8. List any additional contact person(s)and their phone numbers involved in the planning of this event.
►2le-c-142D kr)Ayvt S �( 12 Z 2-4 511 I
zt t f t H v rz-JZ °I 12 7 'c' (0101
9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) S--.t A-FZ W k LE-CG
titSTt1.1 -fYLA-nf f 2EcyGL.E 6I,45 L- £ -rice 014 -t-4321s4. Sr-za-Nifl ton/6
10. Please list any entertainment,bands,emcees or onsite promoters attending this event.
Tt3/6\
Describe sound equipment:
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
S Pt t' C.A1 M t —A4
2. Please list two(2)references excluding City Officials and Staff:
a. Name: T1 VG KELP A-►'�
Address: Po 6°Y A� Z)&.5 1-166-e J S ./ 44
Phone: g121II1 3 rJ� 4,40. / 7Z(o
,,�,•,,
b. Name: Q.(v� tiAMAW N S
Po Address : `✓0 40)C 91 T\6 lS,1
Phone: GO 2- -7&(O S7 Lf
Page 2 of 8 City Council Approved:February 14,2013;updated September 2013
SECTION 4: OTHER REQUESTS
(Check the boxes below and provide additional information if applicable.)
1. Vendors(Organizer must submit all Vendor Applications with payment no later than two(2]weeks prior to
event. Chatham County Health Department must be contacted for approval of food
vendors in accordance with their regulations.) C)U ,L( 6'C
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 Z-i 0
Barricades Z
Traffic Barrels
Trash cans
Recycling containers f' ` d
Pert a-1 ._ ti 0_ r
Sweeper
(( ,J^9 1
Vac Truck
Fire ant treatment A
1\\\( Dump Truck i3—
Back-hoe
List other seh'ltesthat are quested. Costs will be determined.
3_ P(Street Closures(Tybee Island Police Department(TIPDJ approval required.)
a. List requested streets: Sew rTA-C.fri,v 0\11— A-2-
4. IT Special parking/parking pass request(s)(Parking Service Division approval required.) 47.-7/0 `Uj
a. Please describe:Sal gA2- R-6dhles1 S t=vw DAy PASTES t-art_.C-2l k 9Y--t>`1 fit'
5. D Commercial truck parking
a. Please describe:
6. IX Police Detail(TIPD approval required;staffing/equipment fees may apply)
a. Please describe:. 1-+ A& W l tL PfilLE ADO 1T1 Or 1v') L dam-O ti/?d S P E-2
(If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and (2.6C.MM214C}f1Zi"1
paying fees direct as agreed upon.)
7. Lld'Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager.
Approval is required by City then State.) Anfl OVA- l J ,0, (1111U s/ S. I /t J l¢
8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply)
a. Please describe:
(If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the
individual(s)and paying fees direct as agreed upon.)
9. ❑ Fireworks(TIFD,Chatham County and U.S. Coast Guard notification/approval required. Special application from
Applicant due to USCG at least 135 days prior.)
10. ❑ Additional Security
a. Please describe:
11. ❑ Petting Zoo
a. Please describe:
Page 3 of 8 Ciq Council Approved:February 14,2013;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: Sew A1T CA-( >
(*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Burn 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. 12 Temporary Structure(i.e. tents,booths,stage,etc.) 'I(,LI ‘ �L
a. Please describe: S�tY�!-Gt 6 - Se-G�-0. Ur(arD D T:40('‘
� ' iG �LUlI X21 VI
(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. H Electrical needs(fees may apply)
a. Please describe: A fN zY2A 5 n VW
16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.)
464(
17. ❑ Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.)
18. ❑ City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)(The Walter W.
Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go
through their office.
SECTION 5: ADDITIONAL REQUIREMENTS
A non-refundable Special Events application fee is required at time of application submittal. The application will
not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee Island.
If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application.
The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s)
and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of
merchants and/or residents prior to the event application being submitted for City Council approval.
Insurance,as indicated below,is required at least two(2)weeks prior to the Event. Failure to provide insurance
will result in the cancellation of event.
PRIVATE PROPERTY PUBLIC PROPERTY
PRIVATE Organizer is responsible to obtain Signed Indemnification
INVITATION necessary insurance as deemed Agreement required.
appropriate by the property owner.
Signed Indemnification Agreement
Signed Indemnification Agreement required. required and a
Organizer is responsible to obtain
necessary insurance as deemed $1 million certificate of insurance,with the
OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and
THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part certificate holder.
*If use of the Walter W.Parker Pier and Pavilion is
of the event,a$1 million certificate of insurance,with part of the event,a$1 million certificate of insurance,
Chatham County Parks&Recreation listed as an with Chatham County Parks&Recreation listed as an
additional insured and certificate holder is required.
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 4 018 City Council Approved:Febraar 14,2013;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 - - . ion of the u . of premises. Nothing in this Agreement shall be construed to affect in any
way the City's rights,privile;-s,and imm nitie ;. t ,-• in Georgia Statutes and/or the Constitution of the State of Georgia.
Organizer/Applicant's Signatu . /0/ — Date: I.-2- " 2.-2--- /
I ir ,10-
L-7740-1.4 5d4'M- /Nc
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 PHI mpacted department(s) PHI H Follow up meeting(s)as noted:) n1(1i( I/z 1/7 /1
1 \ N ` ,.._..13 __ ) ..a-- /_-__ -) 9
City MA ager and/or Designee S4 Date Finance rector and/or Designee Date
l p of '-
.aA"'v—°) re tom:re d 12-31- I .. `2"- • t
ng : oning Manager .•; /or Designee Date I ater S= 1y ■-' ment Supervisor and/•r Desi: ee Date
/ : 12.-3i" /y / /j'i r 2/3/
Chie .•olice nd/o Design e, Date Campgrou Manager an or Designee Date
/ INA/ //
Chief of Fire Depa.- ent and/or Designee Dat De pa ment of Public Works Director and or Designee P / g 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
U`
0
er
t
cn
Nn
10,
D
A-2 Street Closures—February 14, 2015
• SEABAR requests the closure of the parade route from 1:45pm until the end of parade at
approximately 3:30pm.
• SEABAR requests closure of Tybrisa &the round-about from 7am-11pm
A-3 Parade Route February 14, 2015 Z,ym (1
Staging area: Memorial Park/4th St III
• 4th St right on Butler Ave
• Butler Ave to Tybrisa St
• Left onto Tybrisa St(end parade)
• Right onto Strand Ave
A-4 Fees
SEABAR requests to be released from the following fees:
Building&Zoning permit fees
Parking fees as listed in Section 4:4-A
Parking usage fees
DPW
TIPD for standard parade uses
A-14A:Temporary Structure
(1) 16ft x 30ft platform stage w. top
(5) 10ft x 10ft tents
Chantel Morton
From: Tybee seabar <tybeeseabar @gmail.com>
Sent: Monday,January 05, 2015 1:24 PM
To: Chantel Morton
Cc: americanbeachwear @yahoo.com; BCBoehmel @aol.com; Floresl+5 @hotmail.com;
Margaret Stone; NATALIA NAVON; Nickies1971 @yahoo.com; Rich Hammons; RJR55555
@bellsouth.net; Sandy Brewer; Suzanne Anderson;tertybtss @aol.com;
tybeeislandsocialclub @comcast.net;tybeeseasidesue @aol.com
Subject: Tybee Mardi Gras 2015
Dear Tybee business owner,
Once again we will be hosting Tybee Mardi Gras, the weekend of February 14, 2015.
The same as last year we will have a parade and street dance along Tybrisa and the Round-about.
Parade time is 2pm on Saturday February 14th, the route will begin at Memorial Park and follow Butler Avenue
to Tybrisa to the Round-about.
The street dance will begin at Saturday at noon with live bands from 12:30pm to 6pm. Tybrisa street will be
. closed during this time.
We look forward to bringing this festival alive again in 2015, as each year Tybee Mardi Gras has proven to
bring so many visitors to our community during the off-season.
Thank you for your support,
Tybee Seabar, Inc
Chantel Morton
From: Jason Buelterman
Sent: Saturday, December 20, 2014 9:16 AM
To: Wanda Doyle
Cc: Diane Schleicher; Chantel Morton;Jan LeViner
Subject: Re: Mardi Gras (2/14) event app update
Yes
,1/41
Sent from my iPhone i�� ,4 5%1
On Dec 20, 2014, at 9:01 AM, "Wanda Doyle" <wandaddoyle(d gmail.com>wrote:
Jason,
Could we put this is on the workshop agenda, January 22, if necessary?
Thanks,
Wanda
On Dec 19, 2014 5:29 PM, "Diane Schleicher" <dschleicher(&cityoftybee.org>wrote:
Chantel,
If you can arrange a department head meeting with the organizer to be able to get an application
to the clerk by January 8th, 2015 with all of the department head signatures, I can sign the
application on January 13, 2015.
Thanks, Diane
From: Diane Schleicher
Sent: Friday, December 19, 2014 4:59 PM
To: Chantel Morton
Cc: Jason Buelterman; Jan LeViner; Wanda Doyle (wandaddoyle(&gmail.com)
Subject: RE: Mardi Gras (2/14) event app update
Chantel,
We only have one city council meeting in January - January 15, 2015. We do have city council
workshop scheduled on January 22, 2015. It could be an action item for the city council to vote
on.
Thanks, Diane
From: Chantel Morton
Sent: Friday, December 19, 2014 1:36 PM
To: Diane Schleicher
Subject: Mardi Gras (2/14) event app update
Diane -
1
I've been expecting the Mardi Gras event application and, as of yesterday,was told it should be
brought in to me next week. I'll set up a meeting with department heads after I've reviewed it for
thoroughness when I return on the 29th. I'll review the application with you when you return
from vacation.
In the past you have had me submit event agenda requests for the first council meeting instead of
the second meeting of the month if it is "time sensitive". However, due to the holidays and you
being out of town, this application will need to be submitted for the January 22 council meeting.
Please let me know if you have any questions.
Thank you.
Chantel
Chantel R. Morton
Executive Director, Development Authority/Main Street
Click here<http://www.cityoftybee.org/BetterHometownProgram.aspx> for more information
about the program.
Phy: 403 Butler Avenue
Mail: P. O. Box 2749
Tybee Island, GA 31328
P: 912/472-5071; C: 912/844-9771
F: 912/786-9539
[Become a FB fan3]<http://www.facebook.com/pages/Tybee-Island-Better-
Hometown/131366573554408#!/pages/Tybee-Island-Better-Hometown/131366573554408>
Experience "Tybee for the Holidays<http://www.tybeefortheholidays.com/>"!
Preserving community, commerce, & culture year-round on the Georgia Coast.
[https://imgssl.constantcontact.com/ui/imagesl/visitor/email5_trans.gif]<http://visitor.constantco
ntact.com/djsp?m=1102600607969&p=oi>
Sign up for monthly Tybee Island Main Street E-
News<http://visitor.constantcontact.com/d.j sp?m=1102600607969&p=oi>
[https://imgssl.constantcontact.com/ui/imagesl/safe_subscribe_logo.gif]<http://www.constantco
ntact.com/safesubscribejsp>
**********************************************
This email and any files transmitted with it are confidential and intended solely for the use of the
individual or entity to whom they are addressed. If you are not the named addressee you should
not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if
you have received this e-mail by mistake and delete this e-mail from your system. Please note
that any views or opinions presented in this email are solely those of the author and do not
necessarily represent those of The City of Tybee Island. The recipient should check this email
and any attachments for the presence of viruses. The City of Tybee Island accepts no liability for
any damage caused by any virus transmitted by this email. City of Tybee Island P.O. Box 2749
2