HomeMy Public PortalAbout090_020_3-26-15CCAR_Beach Bum 2015 MAYOR $ ' ISf CITY MANAGER
Jason Buelterman 0- : irj Diane Schleicher
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CITY COUNCIL CITY CLERK
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Wanda Doyle,Mayor Pro Tem Janet LeViner
Barry Brown
Rob Callahan Z. CITY ATTORNEY
Bill Garbett f Edward M.Hughes
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Monty Parks *- � \4•`
Paul Wolff 4
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: 3/26/15
Category: Special Event Consideration
Item: TYBEE BEACH BUM PARADE(May 15): 6:30pm; North beach parking lot—Meddin
—Van Home—Butler—Tybrisa
Organization: Tybee Beach Bums
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, Main Street Coordinator
Phone/Email: 912-844-9771 /cmorton(cr�cityoftybee.org
Comments:
Date given to Clerk of Council 3/16/15
* * *
P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified*
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(866) 786-4573—FAX (866) 786-5737 Ethics
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CITY OF TYBEE ISLAND "``G==
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: ?- I S Application Fee Submitted: C - I 1
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*A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration.
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Checks or money orders should be made payable to the City of Tybee Island.
SECTION 1: EVENT INFORMATION
1. Name of Event: Tybee Beach Bum Parade
3. Date and time of event: 5/15/15 6:30PM
• Setup: Date/Time period Staging 5•00PM nn 5/15
• Breakdown: Date/Time period
3. Location(s): Staging at north beach parking lot
• 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: Tybee Reach RUMS
Commercial? c Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
5. Phone number and/or website for public event information: 912-658-8134
6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5.
7. Organizer/Applicant: Jack Boylston & Carrie Traeger Watson
Address: 1407 Chatham Ave/Jack 300 Butler Ave/Carrie
City: Tybee Island State: GA zip:31328
Contact Phone: 912-658-8134 Email: tybeeiack@ liverom
Organizer/Applicant listed above must be in attendance and readily available for the duration of the event.
P.O.Boa 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749
(912)472-5071—FAX(912)786-9539
WWW.c (40 bee.org
SECTION 2: EVENT DETAILS
1. Is this event... L Open to the public ❑ Private Invitation only
2. Describe the event and its goals: Annual parade aimed at having fun and safe event
3. Estimated number of people to attend and what this is based on: 13/prior years
4. Is there an admission fee for attendees? ❑No la Yes-Fee will be: just for registered participants
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: May 1987 - May 2014
6. Describe parking arrangements during event in detail: City designated spots and areas
. 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: Tybee Beach Bum Committee
8. List any additional contact person(s)and their phone numbers involved in the planning of this event.
CARRIE Traeger Watson 912-786-7330
9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) City DPW
10. Please list any entertainment,bands,emcees or onsite promoters attending this event. none
Describe sound equipment:
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
Music festivals & pre-Olympic Beach Volleyball
2. Please list two(2)references excluding City Officials and Staff:
a. Name: Tommy Clark
Address: Beachside Colony
Phone: 912-665-2800
b. Name: Barak Obama
Address : Pennsylvania Ave, DC
Phone: none
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.)
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 X
Barricades X
Traffic Barrels X
Trash cans X 16)
Recycling containers X PCji"
Port-a-lets
Sweeper X
Vac Truck
Fire ant treatment
Dump Truck
Back-hoe
List other services that are requested. Costs will be determined.
3. lI Street Closures(Tybee Island Police Department(TIPD)approval required.)
a. List requested streets: TIPD approved
4. la Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe: Butler Ave spectators
5. ❑ Commercial truck parking
a. Please describe:
6. Police Detail(TIPD approval required;staffing/equipment fees may apply)
a. Please describe: As needed
(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/equipment fees may apply)
a. Please describe:
(If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the
individual(s)and paying fees direct as agreed upon.)
9. ❑ Fireworks(TIFD,Chatham County and U.S.Coast Guard notification/approval required. Special application from
Applicant due to USCG at least 135 days prior.)
10. ❑ Additional Security
a. Please describe:
11. ❑ Petting Zoo
a. Please describe:
Page 3 of 8 City Council Approved:February 14,2013;updated September 2013
SECTION 4: OTHER REQUESTS(CON'T.)
(Check the boxes below and provide additional information if applicable.)
12. liXParade/Procession(TIP()approval required;staffing/equipment fees may apply)
a. List requested parade staging area and route: g lot, Meddin,
Van Horne, BLitler,Tyhrissa
(*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. ❑ Temporary Structure(i.e.tents,booths,stage,etc.)
a. Please describe:
(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. ❑ 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: Jack E'OU SOM Date: 2/25/15
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): ,� .7 1
F up meetin s noted:
City Manager and/or Designee Date Financ- Director and/or Designee Date
nn
Planning&Zoning M ha and/or D i nee Date , .ter&Sewer e• - •r
,/]/J / /, g J�, Supervisor and/or De igne- Date
/ `I�--� (�✓�L `,f� °�5� // / 3/3/5
Chief of Police and/o Designee Date Campground anager d/or D signee Date
,� ■ ��.. /"-V/ -c;"'
Chief of Fife Department and/or Designee Date Department of Public Works Director and or Designee
Date r
/ g
COMMENTS:
P
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
February 26, 2015
City of Tybee Island, GA
Parade Permit
This is to inform the city that part of the preparation for the annual
Beach Bum Parade is advise the residents and businesses that
certain streets may be blocked off prior to & during the parade. This
action has been and will be continuously as we move closer to the
May 15 date.
As always, we appreciate your blessings and assistance with making
this a safe & fun event.
Jack Boylston
Jack Boylston