HomeMy Public PortalAbout090_070_3-12-15 CCAR_NYEF SEA MAYOR CITY MANAGER
Jason Buelterman ` _ Sy4 Diane Schleicher
CITY COUNCIL � CITY CLERK
Wanda Doyle,Mayor Pro Tern r 1 Janet LeViner•
Barry Brown 4 A
Rob Callahan ' CITY ATTORNEY
Bill Garbett sl. Edward M.Hughes
Monty Parks (404 I �g•`
Paul Wolff 4t+tEnnr+
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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: New Year's Eve Fireworks (December 31 midnight); 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
jleviner(a�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 4 1=,;thi CS 4.
‘'„;i i i U 1 l 5E.
MAYOR " is. CITY MANAGER
Jason Buelterman �� _ ; wl Diane Schleicher
CITY COUNCIL • CITY CLERK
Wanda Doyle,Mayor Pro Tern 1 " Janet LeViner
Barry Brown ` /i
Rob Callahan CITY ATTORNEY
Bill Garbett ��. /4;
Edward M.Hughes
Monty Parks Mf+rrmr
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
•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. Name of Event: New Year's Eve Fireworks
2. Date and time of event: Thursday, December 31, 2015 at midnight
❖ Setup: Date/Time period Thursday, December 31, 2015 9:OOam-5:OOpm
Breakdown: Date/Time period Friday, January 1, 2016 12:20am-1:30am
3. Location(s): Tybee Island 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.
r A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.orgJsendemail)
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
o Commercial? q(Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)
5. Phone number and/or website for public event information: 912-786-5444, 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 Avenue,Tybee Island,Georgia 31328-2749
(912)472-5071 —FAX(912)786-9539
www.cityoftybee.org
SECTION 2: EVENT DETAILS
1. Is this event... 1210pen to the public ❑ Private Invitation only
2. Describe the event and its goals: Features fireworks on the Tybee Pier. It is designed to
increase visitation during the holiday.
3. Estimated number of people to attend and what this is based on:
4. Is there an admission fee for attendees? PI No O 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 produced
the New Year's Eve Fireworks since at least 2008
6. Describe parking arrangements during event in detail: Event visitors will utilize the paid
public parking. Organizers request permits for event vehicles.
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: The New Year's Eve fireworks are 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.)
We request assistance in cleaning the beach post event.
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.
Visit Tybe produced the 2008-10 and 2012-14 Labor Day Beach Bash events,
2005-14 New Year's Eve Fireworks,2012-13 Tybee Mardi Gras and 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 1 of 8 Co.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.) 1
2. 11 Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply)
DPW Item Amount needed Total hours needed COI ) L
Traffic Cones 100
Barricades APR
Traffic Barrels
Trash cans �M"1'l, .11
Recycling containers Zln
Port-a-lets 21� � (
Sweeper Q7),k
Vac Truck
Sd
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 2 parking spots for fireworks vehicles at base of the Pier.
5. a Commercial truck parking
a. Please describe: Request 2 parking spots for fireworks vehicles for the duration of the event.
6. l 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 for 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. 11 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(TIED,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?.)
(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 f2]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. E i Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.)
18. n City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)1The 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 PUBUC •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 a' /
s set forth in Georgia Statutes and/or the Constitution of the State of Georgia.
Organizer/Applicant's Signature: i l�'Nt WP�dt24.. 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). 2''.
Q...„
F p meeting(s)as no
'
City
,,M a ger and/or Designee Date Finance director and/or Designee Date
�v ` -,, '1-- .ZZG --1
P in: :_ oning Manager and/or Designee 2 Date ter&Se r i.,: =nt Supervisor and/or Designee Date
4- z 11,4 6 ,,,,,b ,,,,f 04L.--/I -----
Chie Police • or D ignee Dat Campgrou if Manager a /or Designee i Date
Chief of Fire •epartment and/or Designee aD to Depa ent of Public Works Director and/or Designee Date
COMMENTS:
DATE APPROVED BY CITY COUNCIL:
ADMINISTRATIVE APPROVAL las applicable):
Main Street Coordinator: Date:
City Manager: Date:
Page 5 of 8 City Council Approved:February 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
912A72.5080 (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.0.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 Georgia Coast.
1
Tineb litaitad
SAVANNAH'S BEACH
2015 NEW YEAR'S EVE FIREWORKS
SCHEDULE
Monday 12/28/15 Place signs at pier announcing Fishing Pier
closure on Dec. 31st
Thursday 12/31/15 9:00-1 1:00am Falcon Firework arrival; Confirm arrival time
with Brent.
9:00am DPW deliver 100 cones and set up on beach
for fire safety zone
9:00-4:OOpm 2 Tybee Police officers to secure beach
12:00-6:000pm 1 Chatham officer on duty
4:00-12:30am 2 Tybee Police officers to secure beach
6:00-12:30am 2 Chatham officers on duty
8:00-12:OOam (2) Tybee Firemen on duty
12:00am Fireworks Show
1:00am Load out
CONTACTS
Falcon Fireworks Brent Fisher- Owner 912-661-3579
flinfosh @hotmail.com
Chan Carter- On Site 478-290-4814
Contact
Chatham County Sheriffs Peter Delatorre 912-652-7716
pdelatorre @chathamcounty.orq
Tybee Police Dept. Major Moseley 912-341-5033
Chief Bryson 912-3415171
Tybee Pier Todd Morrison 912-398-0038
Tybee Fire Department April Moore 912-657-2018
amoore @cityoftybee.orq
Affidavit Verifying Status
for City Public Benefit Application
By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or Occupation Tax
Certificate,Alcohol License,Taxi Permit,Contract,or other public benefit as referenced in O.C.G.A. Section 50-36-1,1 am stating the
following with respect to my application of a City of Tybee Island:
• Business License or Occupational Tax Certificate,
• Alcohol License,
(circle all that apply)
• Taxi Permit,
• Contract
• Other public benefit
for (printed name of natural person applying on behalf of
individual, business, corporation,partnership, or other private entity).
i) I am a United States citizen.
OR
2) 1 am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under
the Federal Immigration and Nationality Act, 18 years of age or older and lawfully present in the United States.•
In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious,or
fraudu:ent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of
Georgia.
Signature of Applicant
Date -- -y -
Printed Name �®
*Alien Registration Number for Non-citizens
SUBSCRIBED AND SWORN BEFORE ME ON THiS
THE DAY OF ,20
Notary Public _ _
My Commission Expires:
Note: O.c..Ci.A. §50-36-I(e)(2)requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended
provide their alien registration number. Because legal permanent residents are included in the federal definition of''alien", legal
perrnarent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number
may supply another identifying number below:
New Year's Eve Fireworks
2015 Budget
Expenses
Pier Rental
Fireworks $11,000.00
Chatham County Sheriff Dept. $500.00
Tybee Fire Dept. $300.00
Tybee Police Dept. $1,000.00
_COI $2,000.00
SE Application $50.00
Advertising $3,550.00
Total $18,400.00
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2 2121 8th Ave.N.,Birmingham,Ala. 35203 5 301 N.Lamar SI.,Jackson,Miss. 39202 7 801 Broad SL,Nashville.Tenn. 37203
3 901 Sumter SI.,Columbia,S.C. 29201
Address any reply to DISTRICT DIRECTOR at office No.4
Date: In reply refer to:
April 30, 1968 1 233:
J . sire S. Do Guthriey
Executive Vices-President
Savannah Area Chamber of Cotmeroe
•
100 East Bay Street
Savannah, Georgia 31401
Dear it a Guti-Afx:
'fax Form Number:--990 -
The information return which you filed should be used-only by an organization that has estab-
lished an exempt status under the provisions of the Internal-Revenue Code. Our records indicate
that you have not been ruled exempt from Federal income tax.
If you have been ruled exempt, please tell us the name under which exemption was granted and
the date. Otherwise, your organization is required to file Form 1120, Corporation Income Tax
Return. You may apply for exemption by filling out and submitting the enclosed forms in duplicate.
Please return the requested information or forms with this letter attached.
Very truly yours,
District Director
Enclosures- 2:
Forms 1120
FL-67 (Rev. 5-67)
HANCOCK, MAZO & ASKEW
CERTIFIED PUBLIC ACCOUNTANTS
30S EAST BAY STREET
JAMES W.HANCOCK,JR.,C.P.A. MEMBERS
IRWIN MA20,C.P.A. SAVANNAH,GEORGIA 31401
AMERICAN INSTITUTE OF
WALTER C.ASKEW III,C.P.A. CERTIFIED PUBLIC ACCOUNTANTS
CLAUDE HODGES
DONALD L.JAMES,C.P.A.
May 8, 1968
Tan 1 9 I 7 5 3 0 575 - 0 14 530
District Director
Internal Revenue Service
Atlanta, Georgia I
I
Dear Sir
Your Form FL-67 (copy attachedLaddreAsed to the Savannah
Chamber of Commerce has been referred to me foi\reply. We prepared
for the Chamber of Commerce the For " 0 referred to in your letter.
This being the first year that we have erformed this service for
the Chamber, I discussed the matter of he exemption letter with
the Certified Public Accountant that prepared the Form 990 for
several prior years and his recoilion is that an exemption
letter is somewhere in the,..files, at`the Chamber. The Chamber has
been in existence since 1951 and' uis 'been annually filing Form's
990 since that date. We(therefore assumed that had an exemption
letter not been on file,; the Chatabler would have been notified
years ago. If a further search off your files does not find the
letter, please advise thendersi"fined so that we may re-apply for
an exemption let t*. _
f
f Yours truly,
f
Walter C. Askew III
WCA:yks
Enclosure
cc: Mr. S.D. Guthrie,
Executive Vice-President
Savannah Area Chamber of Commerce