HomeMy Public PortalAbout090_040_3-26-15CCAR_EVP2015 MAYOR fr+ "� CITY MANAGER
Jason Buelterman Q : Yly Diane Schleicher
CITY COUNCIL CITY CLERK
Wanda Doyle,Mayor Pro Tern a" l ,R Janet LeViner
Barry Brown
Rob Callahan CITY ATTORNEY
Bill Garbett .lc( Edward M.Hughes
Monty Parks ' Pk I e,•
Paul Wolff —10 arrow
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: EVP BEACH BUM OPEN VOLLEYBALL TOURNAMENT (May 9)*: 8am-6pm;
beach area south side of Walter W. Parker Pier & Pavilion
Organization: EVP Tour Sports Endeavors, Inc.
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
ileviner(cr�citvoftvbee.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: * Event date is the same as the Healthy Kids Day and Bicycle Rodeo. City Department
Heads do not foresee any issues.
Date given to Clerk of Council 3/16/15
* * *
P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified*
(866) 786-4573—FAX (866) 786-5737 v City of d
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Wanda Doyle.Mayor'Pro Tien l ? ;i tit4 (\itler__:
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Rob Callahan 006 ) 1-6-2_EP _- H :f fl.' T 1.O LNEY
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CITY OF TY BE•E ISLAND
SPECIAL EVENTS APPLICATION
The City of Tybee Island recognizes that special events play a significant role in the fife 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 feast 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 nonprofit 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 of ti -0-srrbmi#iing-application. Additional
meetings may be required,
2/24/15
Today's Date: Application Fee Submitted:
A non-refundable Special Event application fee of$50 is required at time of application su metal for.pro.cessing and consideration.
Checks or money orders should be made payable to the City of Tybee island.
SECTION 1: EVENT INFORMATION j
EVP Beach Burn Open Volleyball Tournament
1. Name of Event:
?. Date and time of event: May 9,2015-Sam-6pm
4 Setup: Date/Time period May 8,2015-8am-3pm
' Breakdown: Date/Time period May 9, 2015-6pm-1 Opm
?. Location(s): Tybee Island Main Beach South of the Pier (c(k 64-100 heA
A site plan of the event area drawn to scale and depicting all event str ctures is required at time of application
submittal.
e A Letter of Permission (LOP)from Georgia Department of Natural Resources(.,tip:/!coaseaigarinr.c,rt_erdema )
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: EVP Tour Sports Endeavors, Inc.
• Commercial? r-Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
Phone number and/or website for public event information: 773-387-1198 www.evptour.com
6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5.
7. Organizer/Applicant: Ross Balling-EVP Tour Commissioner
Address: 206 lindenwood dr T y
City: Michigan City State: IN Zip: 46360
@ p
Contact Phone: 312-287-5988 ross ev tour.com
Email:
Organizer/Applicant listed above must be in attendance and readily available for the duration of the event.
P.O, Bo s 2749-4(13 Butler A.c r:uc. I't Ifrc• Island,Gcur-gia 3132Zt-_2749
(912)372-5(i71 -FAX(911)7eh-9539
www.cit`'oftylt ee.nr
SECTION Z: EVENT DETAILS
1. Is this event... 1?.1 Open to the public ❑ Private Invitation only
2. Describe the event and its goals: Pro, amateur&junior beach volleyball event for the community and visitors
enjoy the day at the beach.
3. Estimated number of people tc attend and what this is based on: 300 athletes
4. is there an admission fee for attendees? [Ti No Yes-Fee will be: $25 per player
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 10, 2014,2013 2012 2011 &2010
6. Describe parking arrangements during event in detail: Players will park as per the public lots. —�
• 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: Savannah Chamber of Commerce, Savannah Sports Council,
City of Tybee Island
8. List any additional contact person(s)and their phone numbers involved in the planning of this event.
Carlos Jimenez 773-387-1198
9. What plans exist for clean up and recycling?(Disposal of grease,trash.etc.) We will use beach recycling contaniers
We will leave the beach cleaner then when we arrive is our goal.
10. Please list any entertainment,bands,emcees or onsite promoters attending this event.
EVP Tour announcer will be there to direct teams to courts and assist in any emergency situations.
Describe sound equipment: 4 powered speakers and an i-pod for music
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
24 years of producing volleyball events
2. Please list two(2)references excluding City Officials and Staff:
a. Name: Ben Wilder
Address: b pi , Id L' k
Phone: 1 a - 4/4-4 Yav
b. Name: Genie Edelman
Address :
Phone: -? -740 <)`-/ 3 -- ■ 0611
Pape 2 of 8 City C.o nc•r7.4ppr.. /:February 74,JO13;updated,1c.pteuther=177.r
(Check the boxes below arid provide additional information if applicable.)
1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two(21 weeks prior to
event. Chatham County Health Department must be contacted for approval of fuod
vendors in accordance with their regulations.)
2. Li Department of Public Works(DPW)Request(s)(DPW approval required,staffing/equipment fees may apply)
DPW Item Amount needed ? Total hours needed
Traffic Cones
Barricades
Traffic Barrels
Trash cans
Recycling containers
Port-a-lets
Sweeper {`
Vac Truck�� I
Fire ant treatment
Dump Truck ----_- ^.
-4
Back-hoe
List other services that are requested. Costs will be determined.
3. ❑ Street Closures(Tybee island Police Department(TDPO)approval required.)
a. List requested streets:
4. Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe: EVP Tour truck for loading and unloading at overpass -7 Qk S
r
.5. ❑ Commercial truck parking
a. Please describe:
6. ❑ Police Detail(flPD approval required;staffing/equipment fees may apply)
a. Please describe:
(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. 0 Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager.
Approval is required by City then State 1
8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply)
a. Please describe:
(If off duty fire department staff I volunteers are hired,organizer is responsible for contracting directly with the
individual{s)and paying fees direct as agreed upon.)
9. ❑ Fireworks(FIFO, Chatham County and U.S.Coast Guard notification/approval required. Special application from
Applicant due to USCG at least 135 days prior.)
JO. ❑ Additional Security
a. Please describe:
11. C) Petting Zoo
a. Please describe:
page 3 of 8 Crop Council.4pprnved;I h'uarr T4,MN;updated,cepn•m!er 2 01 3
(Check the boxes below and provide additional information if applicable.)
12. 0 Parade/Procession(T1PD 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 toter than two(2)weeks prior to event.)
14. ❑ Temporary Structure(i.e. tents,booths,stage, etc)� f c
a. Please describe: )(9 101</a-K/iI \) 4, .7>> AD Amok a k fA'L I mict ed
(Application for permitting of structures exceeding 10'x 10',stages,booths and the like are required thr ugh the Planning 1�
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. 0 Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.)
17. ❑ Banner request(Permit application should be flied with Facilities Coordinator. Approval is required.)
I8. City Facility request(Permit application should be fled with Facilities Coordinator. Approval is required.)►The Walter W,
arker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go
through their office. k .• fU 2 f 5
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 locatior(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 all? (1ti Caurrril Approved.-February 1.1.201?:ululated September umber ZR)3
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 coniparative negligence on the
part of the City relating to such loss or eamage,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 im, ities as set forth in Georgia Statutes and/or the Constitution of the State of Georgia.
i "
`/-) /.r
Organizer/Applicant's Signature: L.71 G-1---3,/ _- /f ,A.' / ,f Date' 2/24/15
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): �31f Sj
p . Fol w up meetings) noted:5. 3 . ier, b Li.6----1,0ii e0.717 - 9-'3-1- —
City Manager and/o Designee Dare Finance Director and I or Designee Date..3A -----
\\ rx Planning&Zoning M nag r and/or Designee Date Wa ew ,'�%ent Supervisor and/or esignee Date
fri,c->;-- 7,1/2& s- ,,v--- 3-3 -A.5 . ,-./..,,...,,-.,,--
Chief 6f Police and/or esignee Date Campground Mana r and/or Desi ee ate
Chief of Fire Department and/or Designee Date , Department of Public Works Director and/or Designee Date
COMMENTS:
DATE APPROVED BY CITY COUNCIL:
ADMiN.ISTRATiVE APPROVAL(as applicable)_
Main Street Coordinator: - Date:
City Manager:_ -. Date:
Page 5of8 City Council 4ppiYnrd:February)l,;/+14:updated September 20)3
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