HomeMy Public PortalAbout090_010_3-12-15 CCAR_LDBB SEA Jason Bn 70;\14:
elterman CITY MANAGER
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�y Diane Schleicher
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CITY COUNCIL � � CITY CLERK
Wanda Doyle,Mayor Pro Tern d
Janet LeViner
Barry Brown
Rob Callahan ' CITY ATTORNEY
Bill Garbett %, ` Edward M.Hughes
Monty Parks r i ‘�`
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: 3/12/15
Category: Special Event Consideration
Item: Labor Day Beach Bash 2015 (September 6): 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
i leviner(&cityoftybee.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: Organizer requesting the City of Tybee be a co-sponsor by reserving the Pier & Pavilion
in their name for the organization.
Date given to Clerk of Council 3-3-15
* * *
P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified*
(866) 786-4573—FAX (866) 786-5737 City of ,
www.cityoftybee.org A;thi��yLyV
MAYOR ,id r _ , t t 16 t i}TY 1 AGER
Jason Buelterman 1F Dianne Schleicher
CITY COUNCIL '
(` _ 1. tt qTY CLERK
Wanda Doyle,Mayor Pro Tern I� ', �s - Janet LeViner
Barry Brown g
Rob Callahan ` i CITY ATTORNEY
Bill Garbett r h - Ed* rd I.Hugh =-
Monty Parks h'+nu#x:X
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: 2-19-15 Application Fee Submitted: $50.00 J
*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
I. Name of Event: Labor Day Beach Bash 2015
2. Date and time of event: Sunday, September 6, 2015 7pm - 11 pm (fireworks at 9pm)
• Setup: Date/Time period Sunday, September 6, 2015 8am - 5pm
• Breakdown: Date/Time period Sunday, September 6, 2015 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(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: Visit Tybee
E Commercial? gXNon-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 venue,Tybee Island,Georgia 31328-2749
(912)472-5071—FAX(912)786-9539
www.eityoftybee.org
SECTION 2: EVENT DETAILS
1. Is this event... lJ 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 past event attendance
4. Is there an admission fee for attendees? Of 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 fourth year of full responsibility.
6. Describe parking arrangements during event in detail: Event visitors will utilize paid public parking.
Organizers request permits for event 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.
8. 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 1 912-644-6437 I jmarinelli @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.
Band to be determined
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 2012-14 Labor Day Beach Bash events, 2005-2014 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 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.) '0 0pG
2. l I Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) 1 &lc
DPW Item Amount needed Total hours needed
Traffic Cones 100 � 6. y✓ w�fi
Barricades t i` al
Traffic Barrels �M _
Trash cans yl-� titi Z/Z5
Recycling containers
Port-a-lets `61 ice/l-! I
Sweeper (A)k (�j Tl ei
Vac Truck AO St k 1
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 co-sponsor by reserving the Tybee Pier and Pavilion in their name.
3. ❑ Street Closures(Tybee Island Police Department[TIPD]approval required.)
a. List requested streets:
4. ® Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe: Request 6 parking permits for event staff and permission for firework's truck at base of Pier.
5. ® Commercial truck parking
a. Please describe: Request one spot for band's equipment truck near Pier for the duration of the event.
6. ® 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.) Visit Tybee will need to hire the Tybee Police Dept. to secure the beach
for the required fire safety zone fdr the fireworks for the entire day.
7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager.
Approval is required by City then State.)
8. a Fire Detail/Inspection(staffing/equipment fees may apply)
a. Please describe: Visit Tybee will hire the required fire support through the Tybee Fire Department.
(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 14,2013;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:
(*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. ll Temporary Structure(i.e. tents,booths,stage,etc.)
a. Please describe: 16x24 stage in the Pavilion
(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. ® Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.)
18. 0 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 required. Signed Indemnification Agreement
Organizer is responsible to obtain required and a
necessary insurance as deemed $1 million certificate of insurance,with the
OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and
certificate holder.
THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part *If use of the Walter W.Parker Pier and Pavilion is
of the event, a$1 million certificate of insurance,with
Chatham County Parks&Recreation listed as an part of the event,a$1 million certificate of insurance,
additional insured and certificate holder is required. with Chatham County Parks&Recreation listed as an
additional insured and certificate holder is required.
The application will go through the review process again if substantial changes are made or additional needs are
requested. Additional application fees will result with additional meetings.
Page 4 of 8 City Council Approved:February 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 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: /1 .hi' W 14QC,I(/_ Date: 2/19/15
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)i,fit 2 23
F up meeting(s)as oted:
Ci Manager and/or Designee Date Finan rector and/or Designee Date
P nin Zoning Manager and/or Designee • Dat Water Se er i-.:rtment Supervisor and/or Designee Date
1 2 z - "` �/G �1r 03-
Chie o Police /or Desi a Date Campground Manager a /or Designee Date
z zc .v � 2"6„p---
Chief of Fire D artment and/or Designee Da a Depa ent 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:Fehruarr 14,2013;updated September 2013
Chantel Morton
From: Jan LeViner
Sent: Monday, February 23, 2015 5:13 PM
To: Chantel Morton
Subject: RE: 2 special event apps
thanks
Janet LeViner, CMC
Clerk of Council
City of Tybee Island
PO Box 2749
Tybee Island, GA 31328
912.472.5080 (direct dial)
912.596.6401 (cell)
From: Chantel Morton
Sent: Monday, February 23, 2015 4:40 PM
To: #Dept Heads; Parking
Subject: 2 special event apps
Hi Everyone.
Attached are two special event applications from Visit Tybee. One is for Labor Day Beach Bash 2015 and the other is for
the New Year's Eve Fireworks. Please review and let me know if you have any questions/concerns. Then, please come
by my office to sign them this week so that they can be put on the 3/12 City Council meeting agenda for
consideration. They will be on the desk by the back door in my office.
Diane, Please let me know if Kim/Sara will need to obtain a permit from the Planning and Zoning Department for the
16'x 24'stage on the pavilion.
Jan, Kim met with Diane regarding their request for the city to cosponsor by reserving the pier in their name. In order
for the pier to be reserved,she (Kim) needs the city's request letter upon approval from City Council. Therefore, it's
being requested that the two events be considered at the first council meeting due to "time sensitivity".
Thank you.
Chantel
Chantel R.Morton
Executive Director,Development Authority/Main Street
Click here 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
Preserving community, commerce, d culture year-round on the 6eorgia Coast.
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