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Home My Public Portal About20150326aCityCouncilPacket Table of Contents 000_000_20150326Agenda 1 050_010_20150312 Minutes 5 090_010_3-12-15 CCAR_LDBB SEA 10 090 020 3-26-15CCAR Beach Bum 2015 17 090 030 3-26-15CCAR Coastal Arts Festival 2015 24 3-26-15CCAR_Coastal Arts Festival 20151 24 3-26-15CCAR_Coastal Arts Festival 20152 35 090 040 3-26-15CCAR EVP2015 37 090_050_3-26-15CCAR_Healthy Kids Day and Bicycle Rodeo 44 090 060 3-26-15CCAR SFA2015 52 3-26-15CCAR_SFA2015 2 55 3-26-15CCAR_SFA2015 52 CCAR-SFA20151 52 CCAR-SFA20152 61 CCAR-SFA20153 64 090_070_3-12-15 CCAR_NYEF SEA 65 3-12-15 CCAR_NYEF SEA 76 3-12-15 CCAR_NYEF SEA1 65 100_010_Master_Enclosure (2) Memorandum of Understanding (G-7&SJA)_all changes a... 78 UNITED STATES MARINE CORPS 78 SPECIAL OPERATIONS COMMAND 78 PSC BOX 20116 78 CAMP LEJEUNE, NORTH CAROLINA 28542-0116 78 IN REPLY REFER TO: 78 MEMORANDUM OF UNDERSTANDING (MOU) 78 100_020_March 26 2015 General Fund Agenda 83 Agenda March 26 2015 General Fund Budget Amendment 83 March 26 2015 General Fund Budget Amendment 84 GENERAL FUND FEB 2015 84 100_030_March 26 2015 Water&Sewer Budget Amendment Agenda item 85 Agenda March 26 2015 Water& Sewer Fund Budget Amendment 85 March 26 2015 Water& Sewer Fund Budget Amendment 86 505 Fund 86 100_040_Agenda Request - North Beach Amusements Proposals 87 100_041_2015-663 Amended 88 100_042_2015-663 North Beach Amusements 94 100_043_2015-663 North Beach Amusements Exhibit A 100 100_044_Memo Style2 101 100_045_Memo Style 102 100_046_Richard Adams bid for 2015-663 103 100_047_J Brent Palmer bid 2015-663 104 100_050_March 26 2015 Out of Town Agenda 113 Out of Town ATravel March 26 2015 Agenda Item 113 Madison Wisconsin Seminar 114 100_060_March 26 2015 Position Change & Budget transfer agenda 117 Agenda Feb 12 Personnel Grade Change 117 Facilities Coordinator - Finance Job Description 118 DEPARTMENT: Finance 118 MAJOR DUTIES: 118 FACILIATIES COORDINATOR 118 sufficient quality and condition 118 o Must insure that all vendors have a W-9 on file and contractors who work for the City have workers compensation and/or liability documentation on file. 120 o Verifies that expenditures follow the policies of the City for purchasing and travel and ensures that expenditures are recorded against the appropriate accounts and follow GAAP guidelines. 120 KNOWLEDGE REQUIRED BY THE POSITION: 121 WORK ENVIRONMENT: The work is typically performed in an office. 122 SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None. 122 March 26 2015 Karen Transfer&Grade Change Amendment 124 GENERAL FUND FEB 2015 124 100_070_Agenda Request - GEFA Deep Well - Well Head Protection updated permit request 125 100_071_2015.03.02_DRAFT Exhibits to GEFA Cover Letter 126 100_072_2015.03.02_DRAFT Letter to EPD Requesting Approval of Wellhead Protection and Min Standards 130 100_073_2015.03.02_DRAFT Wellhead Protection Application 133 EPD_Well_Head_Protection-Application_GEFA_Deep_Well-02-19-15 133 EPD_Well_Head_Protection-Application_GEFA_Deep_Well-02-05-2015 133 4-Figure-1_496604 135 Figure-1_496604 135 5-ASR_100ft-1 136 6-well-radius-map-USGS 137 100_074_2015.03.04_DRAFT Form of support letter from Tybee to EPD 139 100_075_Memo Style3 140 100_080_Agenda Request -Jones Avenue Water line - engineering costs 141 100_081_Agenda Request -Jones Avenue Water line - engineering costs (2) 142 100_082_Jones Avenue water line - engineering 143 100_090_Agenda Request - Sludge Digester 145 100_091_Memo Style4 146 100_092_Memo Styles 147 100_093_Schleicher - Tybee Treatment Facility 149 100_094_Digester Project letter-GDNR 152 100_095_Sludge Digester Bid Tabulation 153 100_096_Crom Tank Brochure 154 PCT CovREV091 154 PCT inside pages 155 120_010_2015 Agenda Request-Private Parking Lots 191 130_010_11-2015 Sec 2-36 compensation 03.02.15 EMH 202 130_020_12-2015 Sec 12-1c enforcement of beach rules 03.05.15 REDLINED EMH 204 130_021_12-2015 Sec 12-1c enforcement of rules 03.05.15 EMH 205 130_030_13-2015 Sec 12-1-a-19 smoking prohibition REDLINED 03.05.15 EMH 207 130_031_13-2015 Sec 12-1-a-19 smoking prohibition 03.05.15 EMH 208 150_010_City Council Goals 2014-15 211 Sheetl 211 AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL MARCH 26, 2015 7:00pm Please silence all cell phones during Council Meetings I. Consideration of Items for Consent Agenda 6:30PM II. Executive Session III. Opening Ceremonies Call to Order Posting of the Colors Pledge of Allegiance Invocation IV. Recognitions and Proclamations V. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council 1 March 12, 2015 City Council Meeting VI. Consideration of Boards, Commissions and Committee Appointments VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. 1 Tybee Island Youth Council 2 Jim Kluttz, Tybee Island Post Theater Update 3 Andrew Morris, GEFA Well Project 4 Sara Lane, Visit Tybee VIII. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. 1 Pam O'Brien, Bid Request for North Beach Public Amusements 2 Frank Hardeman, The Hardeman Company IX. Consideration Local Requests &Applications-Funding, Special Events, Alcohol License 1 Special Event Consideration: Labor Day Beach Bash 2015 (September 6): 7:00 — 11:00PM; Walter W. Parker Pier & Pavilion, Visit Tybee 2 Special Event Consideration: Tybee Beach Bum Parade (May 15): 6:30PM: North Beach parking lot — Meddin — Van Horne — Butler — Tybrisa, Tybee Beach Bums 20150326CityCouncilPacket Page 1 of 215 20150320/jrl 3 Special Event Consideration: Coastal Arts Festival (September 26): 10:00AM — 6:00PM; Memorial Park, Tybee Arts Association 4 Special Event Consideration: EVP Beach Bum Open Volleyball Tournament (May 9): 8:00AM — 6:00PM; beach area south side of Walter W. Parker Pier & Pavilion; EVP Tour Sports Endeavors 5 Special Event Consideration: Healthy Kids Day and Bicycle Rodeo (May 9): 12:00 — 4:00PM; Memorial Park, Old School parking lot, Cafeteria, Bike Parade (Lovell — 2nd — 5th _ Streets); Tybee Island YMCA and Recreation Department 6 Special Event Consideration: 5th Annual Coastal Empire Beach Festival (September 12): 9:00AM — 4:00PM: beach area south side of the Walter W. Parker Pier & Pavilion and a portion of the 16th Street/Strand parking lot; Surfers for Autism 7 Special Event Consideration: New Year's Eve Fireworks (December 31 @ midnight); Walter W. Parker Pier & Pavilion; Visit Tybee X. Consideration of Bids, Contracts, Agreements and Expenditures 1 US Marine Corp — MARSOC Agreement 2 Budget amendment for the General Fund for $27,491 to re-allocate money from the Human Resources Department 3 Re-allocation $2,102 among departments in the Water and Sewer Fund 4 North Beach Amusements Proposals: RFP language in packet. Results of bids to follow before city council meeting 5 Out of State Travel, Angela Hudson and a staff member to travel to Madison Wisconsin to attend a seminar on "Developing and Implementing Effective Municipal Capital Improvement Plans" 6 Approval for an $11,211 budget amendment and a grade change that will result in a salary increase of $1,567 for the rest of the year. Transferring the Facilities Coordinator position from the Public Works Department to the Finance Department 7 GEFA Deep Well Project: Updated Well Protection Permit Requested Letter from City of Tybee Island. Infrastructure Committee recommended to city council 3-0. 8 North Beach Amusements Proposals: Jones Avenue Waterline. Thomas and Hutton request for additional engineering funding due to the extended construction time line; therefore additional required engineering oversight of water line project. This is an increase of $5,000 in water line oversight 9 WWTP Sludge Digester Recommended Bidder: BRW Construction Company is lowest responsible bidder at $1,049,449. Project is over initial budgeted estimate of $777,000 due to recommended upgrades to specifications to increase longevity of digester. XI. Consideration of Approval of Consent Agenda XII. Public Hearings 1 Annual Review of Private Parking Businesses 20150326CityCouncilPacket Page 2 of 215 20150320/jrl a) Sunrise Parking b) Ocean Plaza Beach Resort c) Renee G. Bridges d) Bramble Family e) Joyce Prescott f) Jack Rosenberg XIII. Consideration of Ordinances, Resolutions 1 First and Second Reading, 11-2015, Sec 2-36; Compensation of mayor and council members 2 First Reading, 12-2015; Sec 12-1(c), Enforcement of rules and regulations 3 First Reading, 13-2015; Sec 12-1(a)(19), Use of municipal beaches and facilities XIV. Council, Officials and City Attorney Considerations & Comments 1 Jason Buelterman a) Truck Traffic on north-end of Island b) Placement of American Flag at entrance to Tybee Island 2 Bill Garbett a) Request city attorney to prepare items to create local historic districts as recommended by the Historic Preservation Commission XV. City Managers Report 1 Goals XVI. Minutes of Boards and Committees XVII. Executive Session 1 Discuss litigation, personnel, and real estate acquisition XVIII. Possible vote on litigation, personnel and real estate acquisition discussed in executive session. XIX. Adjournment *PLEASE NOTE: Citizens wishing to speak on items listed on the agenda,other than public hearings,should do so during the citizens to be heard section. Citizens wishing to place items on the council meeting agenda must submit an agenda request form to the Clerk of Council's office by Wednesday at noon,eight days prior to the scheduled meeting. Agenda request forms are available outside of the Clerk's office at City Hall and at www.c ityofty bee.o rq. I THE VISION OF THE CITY OF TYBEE ISLAND 'Vs to make Tybee Island the premier beach community in which to live, work,and play." THE MISSION OF THE CITY OF TYBEE ISLAND "is to provide a safe,secure and sustainable environment by delivering superior services through responsible planning,preservation of our natural 20150326CityCouncilPacket Page 3 of 215 20150320/jrl and historic resources,and partnership with our community to ensure economic opportunity,a vibrant quality of life,and a thriving future." 20150326CityCouncilPacket Page 4 of 215 20150320/01 City Council Minutes 20150312 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on March 12, 2015. Those present were Paul Wolff, Monty Parks, Rob Callahan, Wanda Doyle, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Bubba Hughes, City Attorney; Tommy Branch, Callaway, Braun, Riddle and Hughes, PC; Ed DiTommaso, Ecological Planning Group; and Janet LeViner, Clerk of Council. Mayor Buelterman listed the following items on the consent agenda: • City Council Minutes, February 26, 2015 • Alcohol and Entertainment License Request: Beer and Wine/Sunday Sales — Entertainment. Bubba Gumbo's Food and Beer and Wine Service, 4 Old Highway 80, Old Tybee Road • Honoring Burke Day — Police Station • Contract with Howard Marlowe. Discussion: This is approved contingent upon Mr. Hughes, City Attorney, review. • Orange Crush Clean-up. Discussion: Ms. Schleicher stated that DPW will be out in force on Sunday, April 19, 2015. The plan is for them to concentrate between 14th and 18th Streets first and then move to Chatham Avenue. She explain her concerns of beginning the clean-up on the beach at night as visitors sleep on the beach and cannot be seen by the heavy equipment operators who are cleaning the beach. Mayor Buelterman recommendation is to have volunteers as well as DPW staff, on the beach, picking up trash and moving to the trash receptacles without the use of the heavy equipment. In this way the beach is relative clean prior to daylight. Ms. Schleicher confirmed that she will have a plan in place for Saturday evening, April 18, 2015. • Ante Litem — D'Andre Martin — To Reject Paul Wolff made a motion to adjourn to Executive Session to discuss Real Estate Acquisition and Personnel. Rob Callahan seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to return to regular session. Rob Callahan seconded. Vote was unanimous, 6-0. Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the consent agenda were present. Opening Ceremonies 20150326CityCouncilPacket Page 5 of 215 20150320/jrl • Call to Order • Posting of the Colors • Pledge of Allegiance • Invocation: Jan LeViner Paul Wolff made a motion to approve the consent agenda. Rob Callahan seconded. Vote was unanimous, 6-0. Public Hearings Variance — 607 Miller Avenue, Consideration of lot width frontage, Osal J. Evens, Zone R-2, PIN: 4-0005-14-012A. Bill Garbett recused himself. Mr. DiTommaso stated that he is deferring to the City Attorney, Mr. Hughes, as this request might be a minor subdivision rather than a variance request. Mr. Hughes stated that this item began as a variance request as to a lot width requirement which would provide access to the rear lot of two lots. The other access involves an un-open right of way. The thought was the petition could get a 15' easement to the rear lot which is unimproved and would not require a variance as there is no minimum lot width at a street border. He further explained that previously mayor and council required any lot to be built on which does not have street access must have a least a 20' access easement which is an additional cause for concern as the issue became if the lots can be recombined. Mr. Branch explained that there is no variance required and the only way under the Code the petitioner can accomplish what they want to accomplish, which is basically move lot lines on two different lots, is to have a lot recombination and then subdivide differently. He stated that while the petitioner could just do an easement privately, this is not the intent of the petitioner as they desire is to redraw the lot line. Mr. Hughes stated that he does not believe the rear lot, Lot 171, is a buildable lot due to the marsh. Mr. Branch stated that he is of the opinion that the petitioner can do what they desire without getting the City involved as they need to record the easement. Mr. DiTommaso stated that the Planning Commission heard this request and their vote was unanimous to approve the variance request. The Planning Commission also had concerns regarding emergency services being able to access the rear lot. Chief Sasser did inspect the area and confirmed that emergency vehicles would be able to access the rear lot once a large oak tree was removed. Mr. Wolff stated that he has concerns and one being that the rear lot is not buildable. His biggest concern is why the petitioner would want access to the rear lot that may or may not be buildable. Mr. Wolff recommended that the petitioner contact DNR to delineate the jurisdictional line prior to any action taken. Mr. Hughes stated that this request would not create a substandard lot as it is large enough as it is. There was a discussion regarding the rear lot being buildable based on DNR. Warren Portis, Surveyor, approached mayor and council. He gave a brief history of the lot. Mr. Portis explained that the lot is 65' total across the 20150326CityCouncilPacket Page 6 of 215 20150320/jrl front and 110' deep. A residence was built and then the lot behind the residence was on the market for sale. The petitioner bought the lot thinking they had access from 5th Avenue. They later they found they did not thus it is landlocked. Mr. Portis asked mayor and council is to allow the petitioner to access the lot from Miller Street. There was a brief discussion regarding a 15' easement on the rear property. Richard Coyle approached mayor and council to express his concerns regarding his property being impinged upon. Mr. Coyle asked mayor and council if a 15' easement was granted, would the property owner be allowed to build a driveway along the property line. Mr. Hughes responded that there is no setback requirement for a driveway. Mr. Brown stated that the driveway could not be concrete. Mr. Hughes reminded mayor and council of the requirement for a 20' easement rather than 15' and does understand the request from the petitioner. He would ask the petitioner to let mayor and council know their future plans for the rear lot so they can better understand their intentions. Mayor Buelterman recommended that if the petitioner needs to return for this particular request that all fees be waived. He stated that a determination needs to be made if the rear lot is in fact buildable and if it is buildable, and the petitioner wants to go the easement route, the petitioner would be required to come before mayor and council to allow a 15' easement. Mr. Portis approached mayor and council to ask for clarification. Mr. Hughes stated that if the two lots were recombined, then subdivided differently than they currently are, where it did not create a subdivided lot, the petitioner could have the access to the rear lot as part of the subdivision of the big lot without having to have a variance. Mayor Buelterman recommended that mayor and council move forward and that if the petitioner needs to return to mayor and council all fees be waived. Mayor pro tem Doyle confirmed with Mr. Portis that the petitioner can have a 15' easement and that it needs to be recorded. A variance does not appear needed. Barry Brown made a motion that if this item comes back before mayor and council all fees be waived. Wanda Doyle seconded. No further action taken at this time. Vote was unanimous, 5-0. Consideration of Ordinances, Resolutions First Reading, 11-2015, Sec 2-36, Compensation of mayor and councilmembers. Introduction only. Mr. Hughes stated that this is for before mayor and council for introduction only. He continued by explaining that this item must be advertised once a week for three weeks prior to action being taken. Mr. Hughes stated that the ordinance is introduced in proper form this evening and a vote will be taken on March 26, 2015. Mayor Buelterman asked Mr. Hughes if this can be treated in the future much like the water/sewer bill is (CPI). Mr. Hughes stated no that it would be complicated due to the advertisement of qualifying fees. Mr. Parks stated that he is comfortable with not attaching to the CPI as mayor and council are being transparent. 20150326CityCouncilPacket Page 7 of 215 20150320/jrl Mr. Garbett stated that there is nothing that prohibits mayor and council from every two years asking for an increase. Mayor Buelterman confirmed. No action taken. Second Reading, 6A-2015, Sec 66-183, Decals for Motorized Carts. Barry Brown made a motion to approve. Wanda Doyle seconded. Discussion: Ms. Schleicher asked when this would take effect. Mayor Buelterman stated immediately. Vote was unanimous, 6-0. Second Reading, 08-2015, Sec 66-10, Traffic on Jones Avenue. Mr. Hughes stated that there are changes in the proposed ordinance from first to second reading which accommodates the concerns regarding the crossing Jones Avenue and special permission for other vehicles such as moving vans. This starts at Second Street rather than Highway 80 as the businesses need trucks at Jones Avenue and Highway 80 in order to service the businesses. Mayor pro tem Doyle expressed her concerns as to why this ordinance is before mayor and council as she does not feel it is a public safety issue. This is being done to protect our streets and will be another enforcement issue for the Tybee Island Police Department. Mr. Wolff responded that the Infrastructure Committee discussed this at length and the reasoning behind this proposed ordinance is to double the life of Jones Avenue. Mayor Buelterman recommended that more signs need to be put in place. Ms. Schleicher confirmed. There was a discussion on the types of trucks that currently use Jones Avenue and Mr. Parks indicated that as soon as the signs are put up, the multi-axel trucks will start using Butler Avenue. Monty Parks made a motion to approve. Rob Callahan seconded. Discussion: Mayor Buelterman asked Ms. Schleicher, pending approval, when would this take effect and when would the signage be put in place. Ms. Schleicher responded that the placement of signs would have to be calculated. Voting in favor were Paul Wolff, Monty Parks, Rob Callahan, and Bill Garbett. Voting against were Wanda Doyle and Barry Brown. Motion carried, 4-2. Council, Officials and City Attorney Considerations and Comments Ocean Rescue for Code Enforcement — Litter. No action taken as it will be discussed at the next Public Safety Committee meeting. Paul Wolff made a motion to adjourn to Executive Session to discuss personnel. Rob Callahan seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to return to regular session. Rob Callahan seconded. Vote was unanimous, 6-0. 20150326CityCouncilPacket Page 8 of 215 20150320/jrl Paul Wolff made a motion to adjourn. Rob Callahan seconded. Vote was unanimous, 6-0. Meeting adjourned at 8:30 20150326CityCouncilPacket Page 9 of 215 20150320/jrl Jason Bnelterman F &mil (S CITY MANAGER . .$y Diane Schleicher fi CITY COUNCIL ,1 CITY CLERK Wanda Doyle,Mayor Pro Tern m d Janet LeViner Barry Brown Rob Callahan ' CITY ATTORNEY Bill Garbett %, ` Edward M.Hughes Monty Parks r* i Ns` Paul Wolff 44 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(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 A;thi� LyV 20150326CityCouncilPacket Page 10 of 215 20150320/jrl MAYOR r _ , t t Ut i }TY 1 AGER Jason Buelterman 1F Dianne Schleicher - CITY COUNCIL r tt qTY CLERK Wanda Doyle,Mayor Pro Tern �� , �s - Janet LeViner Barry Brown Rob Callahan ` i CITY ATTORNEY Bill Garbett � Ed [rdI.Hughes° Monty Parks h ‘,4'+nu#x:X#j'� 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 1. Name of Event: Labor Day Beach Bash 2015 ?. 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 20150326CitycouncilPacket Page 11 of 215 20150320/jrl 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 20150326CityCouncilPacket Page 12 of 215 20150320/jrl 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 20150326CityCouncilPacket Page 13 of 215 20150320/jrl 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 20150326CityCouncilPacket Page 14 of 215 20150320/jrl 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' (it/144 Q/_ 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:February 14,2013;updated September 2013 20150326CityCouncilPacket Page 15 of 215 20150320/jrl 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. 1 20150326CityCouncilPacket Page 16 of 215 20150320/jrl MAYOR $ +"�Sr CITY MANAGER Jason Buelterman 0- : irj Diane Schleicher CITY COUNCIL CITY CLERK Ata Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Rob Callahan Z. CITY ATTORNEY Bill Garbett f Edward M.Hughes h Monty Parks *- 1 �4•` Paul Wolff 41 o 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 Ileviner(a 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* (866) 786-4573—FAX (866) 786-5737 City of ,Ethics www.cityoftybee.org 20150326CityCouncilPacket Page 17 of 215 20R 1520/jrl w T l i 1 Pmt Iril" ''P L Ii O. IirIC £Oe HI'iL' MAYOR y J� "t1453 ITY_1 PER,,:. Jason Buelterman "41-1:\ , . Dign e-S6ler cher i .itt, _.... ... F Vent CITY COUNCIL CIPER.12. -C'atY CLERK 4' 'e;C ncrr= ..3n Wanda Doyle,Mayor Pro Tern Janet LeViner 1`P•�. TIT r:�•;i BUM PARADE :,C Barry Brown Pa :,,_,n ,_::1 ;hiitAD F15 Rob Callahan \ "`� r t r CI '�'AkTRNEY Bill Garhett '�� ;� I.IF E Edward 11: tIugbes Monty Parks 714 uP„n+c*4 L:Fi Paul Wolff r.;; ,, 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. i b r 1,` � Today's Date: ?- (`s Application Fee Submitted: C - I , *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 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 20150326CityCouncilPacket Page 18 of 215 20150320/jrl 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 20150326CityCouncilPacket Page 19 of 215 20150320/jrl 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 20150326CityCouncilPacket Page 21 of 215 20150320/jrl 20150326CityCouncilPacket Page 22 of 215 20150320/01 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 20150326CityCouncilPacket Page 23 of 215 20150320/jrl MAYOR MANAGER Jason Buelterman a Diane Schleicher CITY COUNCIL j' CITY CLERK 4t Wanda Doyle,Mayor Pro Tern aa Janet LeViner Barry Brown $ Rob Callahan ' CITY ATTORNEY Bill Garbett jf. Edward M.Hughes Monty Parks �5•` 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: 3/26/15 Category: Special Event Consideration Item: COASTAL ARTS FESTIVAL(September 26): 10am—6pm; Memorial Park Organization: Tybee Arts Association 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 j leviner(a�cityouft_ybee.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: 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 City of d Etj1iCS www.cityoftybee.org �� L�y�y 20150326CityCouncilPacket Page 24 of 215 2015D320/jrl fig ' ° MAYOR $ffi l 1,i j I i Ifi I I�G 't�lmitIIGER Jason Buelterman 41111110kRUA:. _r,' _` rr,_{ ..iLL;.� CITY COUNCIL iT :E) Wanda Doyle,Mayor Pro Tem 1 % �, _:rE._ FR`` Janet LeViner Barr} Brown l� > _.-.._ : O4 Rob Callahan Ri,11 COASTAL. _ T�'' `3` 1 Bill Garbett 71 `s�/ 5_Verit. `'E.it44'4111M.Rnyo,�llf!l�j,0:'! : Monty Parks '��i'1 t9F�'R. . -17NDERFD. - r•WOK(S) Paul Wolff APP 'f fl 5100- CITY OF TYBEE ISLAND wri41'f_vF 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: 03-02-15 Application Fee Submitted: N,V,i *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 1. Name of Event: Coastal Arts Festival ?. Date and time of event: September 26, 2015 10:00 AM-6:00 PM Setup: Date/Time period 7:00 AM-9:30 AM September 26 2015 Breakdown: Date/Time period 6:00 PM-9:00 PM September 26, 2015 3. Location(s): Memorial Park,Tybee Island,Georgia 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.ore/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 Arts Association Commercial? EXNon-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: http://www.tybeearts.org 6. if'ocation and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. ?_ Organizer/Applicant: Tybee Arts Association-Sarah Bernzott, Brad Hook, Marianne Bramble,organizers Address: 7 Cedarwood Dr. City: Tybee Island State: GA Zip: 31328 Contact Phone: 912-704-2059/912-655-4335 Email: taaspecialevents @gmail.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 31323-2749 (912)472-5071—FAX(912)786-9539 r� WW.eltyoft\bee.org 20150326CityCouncilPacket Page 25 of 215 20150320/jr1 ISECTION 2: EVENT DETAILS 1. Is this event... IXI Open to the public I] Private Invitation only One day festival that will bring together as many of the coastal arts associations 2. Describe the event and its goals: as possible. Holding it at Memorial Park will strengthen Tybee Island as an arts destination in Coastal Georgia. 3. Estimated number of people to attend and what this is based on: Between 1000-2000, based on attendance at Other area festivals. 4. Is there an admission fee for attendees? l l No 0 Yes-Fee will be: • A preliminary budget is due with application. (refer to Section 7: Financial) No not this event. However,we have produced 4-7 ar 5. Have you ever done this event before? If yes,list dates and locations: Shows per year for many years now. They are typically in Jan, Mar, May,July,September, November and De- Cember. They are held at#7 Cedarwood Dr.,Tybee Island,the Tybee Arts Association. 6. Describe parking arrangements during event in detail: City sponsored parking is readily available in and around Memori- Park. There are approx. 40 spaces inside the park 41h could be used for Vendor Parking,as well as unloading and • Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event, loading The event is being sponsored by Tybee Arts Association. It will be advertised 7. List event sponsors and marketing plan: Through public access on Tybee, posters and banners will be displayed. Area media outlets will be contacted,with , - • • •• •-- •• •• -• • . _ _. _■ .- i.. ... ... .-- • Si .. u' '.n. Newspaper Articles will be encouraged.e (TV appearances will be encouraged,. 8. List any a itiona contact Bison s)an their phone numbers involve din the planning of this event. Marianne Bramble, President,TAA mabeachbummett@hotmail.com 912-412-9224 Brad Hook,Co-Chair Festivals—strokesbyhook @gmail.com 912-655-4335 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) Trash cans and recycling receptacles will be placed throughout the event area. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. Members of TAPS(Tybee Arts Per- forming society will roam throughout the event, performing impromptu skits and improvisations. Describe sound equipment: None should be needed SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. TAA has sponsored and hosted a number of art shows and theater productions each year for many years. By utilizing the power of volunteers,they have been able to provide thousands of man hours thdt other assut.idlions have to Lora'act out or pay di- rectly. This dedicated association and its members, have continued to encourage tourism dollars by consistent placement of art Shows and theater productions. 2. Please list two(2)references excluding City Officials and Staff: a. Name: Kim Trammell Address: 1015 Butler Ave,Tybee Island, GA 31328 Phone: 912-228-0357 b. Name: Sara McClelland Address : P 0 Box 1767,Tybee Island,GA 31328 Phone: 912-786-7973 Page 2 of 8 City Council Approved:February 14,2013;updated.September 201; 20150326CityCouncilPacket Page 26 of 215 20150320/jrl SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) .1. il 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. Xl Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed I Total hours needed Traffic Cones �0 r 3 Barricades 4-- i.V1 1y U; ' Traffic Barrels Te)D 1 2 W ,(�y-- Trash cans MO 18 13 ppp `( j� Recycling containers V ' 13 US Pert-a-Iatc .�y�i) 1 3 Sweeper y{� Vac Truck Fire ant treatment i .- Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. ❑ Street Closures(Tybee Island Police Department(TIPD)approval required.) a. List requested streets: NONE 4. Special parking/parking pass request(s)(Parking Service Division approval required.) 111 a. Please describe: 50 passes requested for vendors and volunteers 5. ❑ Commercial truck parking NONE Vh a. Please describe: o 6. Police Detail(TIPD approval required;staffing/equipment fees may apply) Ditee"- a. Please describe: Will need security in case of problems during art show. Would like to see police presence at Of off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and arts show paying fees direct as agreed upon.) 7. A Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. ryt Fire Detail/inspection(staffing/equipment fees may apply) a. Please describe: Request First Aid representative(s) in case of accident (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(T!FD,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: NONE 11. ❑ Petting Zoo a. Please describe: NONE Page 3 of 8 City Council Approved:February 14,2013;updated September 2013 20150326CityCouncilPacket Page 27 of 215 20150320/jrl SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 12. ❑ Parade/Procession(T1PD approvaal required;staffing/equipment fees may apply) a. List requested parade staging area and route: NONE (*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. X Temporary Structure(i.e. tents,booths,stage,etc.) a. Please describe: All tents will be 10'X 10'. They will be required to have 40LB weight on each side. (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 130)days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. 9( Electrical needs(fees may apply) _ 1,�( �� a. Please describe: TAA needs and would like to provide electrical opportunity to vendors) ,]�-' ekavet 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. E 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. lithe 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 City of Tybee Island listed as additional insured and OPEN TO appropriate by property owner. 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 20150326CityCouncilPacket Cite Council Approved fi¢eruw1 j42.2113;updated Scptcmber 2013 20150320/jrl 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: viltl.3,A . !WI AIlt! ft ,, Date: 3 ' € - ,5 i 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 3115 Qr....\_____.. _ . F ow up meet g(s)as noted: / 1,A4644.7)/4'--Or?" . 5---- --kc City Manager and or Designee Date Finance Director and/or Designee Date Planning&Zoning Manager and/or Designee Date W &Se :. rt ent Supervisor and/or Designee Date Chief•f Police and/or Designee Date Campgroun. Manager a d/or D signee Date 6":" 2/9/76' 1---) c....,, ■dt _. Chief of Fire Departm-nt and/or Designee Date Department 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:February i4 Jo 13;updated September 2013 20150326CityCouncilPacket Page 25of 215 20150320/jrl F t. V. f/ �` ` Cl 7 • -,cu .t, „. f- ' I 4 , ,„ , fir :l �'f SF r• i . . - -a _B -: 1 : • . I....1-7- • . ' v 41 ■D •J {f`•�'gyy� - � ♦�.,slr • 2_.,'.� iii' �•• i1:2■P > 7 4r j r• j y 1 (f 44 w.%► t ,' - -7---.. 4110, -,',--...i----, ' , :'' 1. . — ' ' ,,A,' ' 1, „ :- 3` s f r , y r�r rJ .f a £ rW r ' � `„: R N.il=$ El P y ' . /: ' .f• " ' ,-) f r' 7. . _ is -� _ t W , •• .(Lyy MI 4 41 I bal I I 41.!NA ''"--'')i 1 p 7' L it J' 4t i v ♦.' -4-..4,_.._ L di t7B�5y . I i as r. P •S ..� y, '1� , . aJ } ,', r `rt ' t ( y 1 � ir H � 20150326CityCouncilPacket Page 30 of 215 20150320/jrl Tybee Arts Association Coastal Arts Festival Proposed Budget Expenses Facilities $50.00 Rentals $300.00 In Kind $500 Supplies/Materials/Equip $200.00 in-Kind (Parking) Promotion/Advertising $500.00 Judge $150.00 Meals/Lodging for Judege $300.00 One Day Bus License (30) $750.00 Total $2250.00 $500 + parking Income Application Fees $3000.00 Jury Fees $ 750.00 License Fees $ 750.00 Tybee Arts Member Fees $...500.00 Total $5000.00 TotalProjected Profit $2750.00 20150326CityCouncilPacket Page 31 of 215 20150320/01 Tybee Arts Association Presents CoastaC Arts Festival Exhibitors Application k, September 26th, 2015 Deadline for entry is April 25th,2015 Tybee .Arts _Association _Members _ pplication Name Address City, State, Zip Email Address Phone Number Medium Single Booth Size: 6 x 6' $50 (20% of all sales go to the Tybee Arts Association) Please make checks payable to the Tybee Arts Association and mail to: P.O. Box Tybee Island, GA 31328 Deadline is: April 25th, 2015 Event Summary Coastal Arts Festival is a fine arts festival located on beautiful Tybee Island, Georgia and supports many highly acclaimed art shows. Sponsored by the Tybee Arts Association, Coastal Arts Festival is a juried art festival featuring more than 40 regional artists. The festival takes place in Memorial Park on Tybee Island which is only 20 minutes from one of the country's most charming and historic cities, Savannah, Georgia. Tybee Island is one of those unique communities that have a greater than usual commitment to all of the arts, but particularly supports the visual arts, Performing arts and art festivals. We welcome your participation in this beautiful beachside setting. Tybee Island is becoming very well known as an arts destination for tourists and artists alike. ELIGIBILITY: Open to all artists 18 years or older. Artists are juried for participation by a blind committee comprised of professional artists and gallery owners. Artists or a qualified representative must be present and exhibit during the entire show. Artist identification will be required at check in. Venue: Memorial Park Tybee Island, GA Public Admission: Free Parking: Available for standard size vehicles Spaces: 6' x 6'booth space Show Hours Saturday 10 - 7 Set-Up: Begins 12 pm Friday Security: Overnight and Daytime Security will be onsite Fees: 6'x 6'booth $50, plus 20% Commission to the Tybee Arts Association. One central Checkout for TAA booth will be provided. Digital Images: Please email the Tybee Arts Association, 5 digital images of your works. These images will be used for the jury process for entering the show , prizes and for advertising for the festival. 20150326CityCouncilPacket Page 32 of 215 20150320/jrl ARTIST AMENITIES: 1. Complimentary 2. Water&Snacks provided throughout the day Saturday 3. Volunteer Booth Sitters 4. (1) VIP Party ticket for Dinner Party Saturday night. Additional tickets may be purchased for $40. 5. Curb side load-in and load-out MEDIA: Clay, Drawing, Pastel, Fiber, Furniture, Glass, Jewelry, Metalworks, 2D Mixed Media, 3D Mixed Media, Oil &Acrylic Painting, Photography, Printmaking/Graphics, Sculpture, Watercolor, Wood . All original artwork displayed must be produced by the exhibiting artist and work exhibited must be consistent with images submitted for entry. Jewelry can only be sold if artist has been juried into the Jewelry category (if not, you will be asked to remove it.) Any artwork, including photographs, that is produced by any mechanical means, i.e., giclees, enhanced giclees, photo-offset, or any other reproduction technique, either on paper or canvas, must be labeled a "reproduction"and placed in browse bins. Framed reproductions may be hung on only one wall of the booth not to exceed 10 linear feet and they must be labeled as reproductions. UNACCEPTABLE WORK: Commercially-manufactured items or items made from commercial kits or molds may not be exhibited. Commercial reproductions (t-shirts, photo, offset, letterpress or gravure) of the artist's original work are strongly discouraged. Reproductions, if available, may be displayed in a portfolio and clearly labeled, "Reproduction, not limited edition print."Absolutely no buy-sell. No merchandise such as coffee cups, calendars, or other items mass produced from an original piece of artwork will be permitted, including an artist's original design that has been transferred to merchandise such as tee-shirts, etc. WEATHER: Artist must be prepared for the possibility of inclement weather and be responsible for securing their works against wind and rain. Tybee Arts Association is not responsible for any damage to art work. SECURITY TAA provides 24-hour security in the park throughout the show, however, all artists exhibit work at their own risk. It is understood that TAA does not carry insurance to cover your personal property. As an independent contractor, you are advised to obtain your own insurance. Booth Requirements: All Booth Tents are not to exceed 10"x 10"and must be an "Easy Up"style tent. All legs of the tents MUST be weighted down by 40 pounds weights. NO stakes are allowed. All tents must be white in color. Important Deadline Dates: Application by midnight (CT): April 25th, 2015 Notification emailed by: May 20, 2015 Artist Final Acceptance/All Payments: June 15, 2015 Set up Date: Booths must be set up Friday, September 25 before dark and all artwork on display no later than 9 a.m. Saturday morning Show Date: September 26, 2015 Breakdown: Saturday, September 26th AFTER 6:00 p.m. NO EARLIER. If an artist starts breaking down before 6:00 p.m., they will be notified by a TAA official and may not be accepted to display at any other TAA sponsored event or festival. The Tybee Arts Association, Coastal Arts Festival reserves the right to refuse any application. Please direct all questions regarding the show and the application process to Brad D. Hook at brad.tybeeartsfestivals(Wu_:: The Tybee Arts Association Festival Committee reserves the right to review and approve all works to be exhibited. 20150326CityCouncilPacket Page 33 of 215 20150320/jrl Tybee Arts Association nPresents , Coastal-Arts Festival Exhibitors Application September 26th, 2015 Deadline for entry is April 25th,2015 Name Name of Association: (If applying for a Community Booth for a Non Profit) Address City, State, Zip Email Address Phone Number Medium Name of Art Association affiliated with. Single Booth Size: 10'x 10' $100 Double Booth Size 10"x 20" $200 Community Booth: 10'x 10' $50 (This booth if for Non-Profit Organizations) Please make checks payable to the Tybee Arts Association and mail to: P.O. Box 2372 Tybee Island, GA 31328 Special Requests: Event Summary Coastal Arts Festival is a fine arts festival located on beautiful Tybee Island, Georgia and supports many highly acclaimed art shows. Sponsored by the Tybee Arts Association, Coastal Arts Festival is a juried art festival featuring more than 40 regional artists. The festival takes place in Memorial Park on Tybee Island which is only 20 minutes from one of the country's most charming and historic cities, Savannah, Georgia. Tybee Island is one of those unique communities that have a greater than usual commitment to all of the arts, but particularly supports the visual arts, Performing arts and art festivals. We welcome your participation in this beautiful beachside setting. Tybee Island is becoming very well known as an arts destination for tourists and artists alike. ELIGIBILITY: Open to all artists 18 years or older. Artists are juried for participation by a blind committee comprised of professional artists and gallery owners. Artists or a qualified representative must be present and exhibit during the entire show. Artist identification will be required at check in. Venue: Memorial Park, Tybee Island, GA Public Admission: Free Parking: Available for standard size vehicles Spaces: 10x10 booth space, double space available upon request (double fee) Show Hours: Saturday 10 - 7 Set-Up: Begins 12 pm Friday Security: Overnight and Daytime Security will be onsite Fees: Jury Fee: $25 - Non Refundable 10 x 10 booth $100, Double Booth $200 Electricity $25, Double Booth $50 Tybee Business License $25 (Application attached) Total FeeM9536Dits 4 ie8ot10$300 Page 34 of 215 20150320/jrl 20150326CityCouncilPacket Page 35 of 215 20150320/01 I understand that the images that I send will be used for advertising in programs, print advertising and all social media outlets, All images that are sent MUST have a"Watermark"of the artist on the digital image. By Signing below, I agree to all terms and conditions of the festival and of the Tybee Arts Association. Signed Date Other Information: Special Requests? (We will do our best to accommodate) Average Price range of your works? Please tell us how you heard about the Coastal Arts Festival: Please tell us about your art, what inspires you and the process of creating your art work. 20150326CityCouncilPacket Page 36 of 215 20150320/01 MAYOR zs, CITY MANAGER Jason Buelterman -iyo Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern ,= *r ' . Janet LeViner Barry Brown I Rob Callahan CITY ATTORNEY Bill Garbett l. Edward M.Hughes Monty Parks r ' � `4� 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: 3/26/15 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 jleviner(&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: * 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 , City of d Ethics LIY www.cityoftybee.org � C�y�- 20150326CityCouncilPacket Page 37 of 215 20T5t29/jrl .,an a va♦ Jason Buttkernaxn :atit s ",rl =a r t r iR.� Li tt 514 Iabur 4 - �'.� c i ` iii= i �'la f i= i �{ ut':il, L :�;•�.;X l i f:t�� r,�i 7f €.;.1't'I'COUNCIL . . _ Cl;;" -f 1.E :,_: Wanda Doyle.Mayor'Pro Tien l ? tit4 (\itler__: Barry Brown -.... . _._:ee ^,lr Rob Callahan 006 ) 1-6-2_EP _- H :EC '=i T1•O LNEY BillG.trbeft ;'� `; _...... ..= Edward M. Hughes Monty Park 1 (yi4 ' 2/Z5 ;:44 El.,;? .,r v __E _- `_ __ � � Paul Wolff - srrt _ 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 mittal 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 9,2015-8am-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(h tip:/!coast-elgarinr.ort_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? e 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.min,. I't Ifrc• Island,Georgia 3132Zt-_2749 (912)472-5(171 -FAX(911)7M-9539 +crsl .city o f tvb CC.n rg 20150326CityCouncilPacket Page 38 of 215 20150320/j1 I SECTION 2: EVENT DETAILS 1. Is this event... C?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 to attend and what this is based on: 300 athletes 4. Is there an admission fee for attendees? C7 No C2f Yes-Fee will be: $25 per player A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes,list dates and locations: May 10,2014,2013 2012 2011 &2010 6. Describe parking arrangements during event in detail: Players will park as per the public lots. rr Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event, 7. List event sponsors and marketing plan: Savannah Chamber of Commerce, Savannah Sports Council, City of Tybee Island 8. List any additional contact person(s)and their phone numbers Involved in the planning of this event. Carlos Jimenez 773-387-1198 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) We will use beach recycling contaniers We will leave the beach cleaner then when we arrive is our goal. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. EVP Tour announcer will be there to direct teams to courts and assist in any emergency situations. Describe sound equipment: 4 powered speakers and an i-pod for music ISECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. 24 years of producing volleyball events 2. Please list two(2)references excluding City Officials and Staff: a. Name: Ben Wilder Address: b l Id 1- G t 'f- rtilCtr\nf}kLto:� Phone: Gila - 6y ( hL1 C, b. Name: Genic Edelman Address : Phone: 7 7D .J -' . 06) q Pare 2 of 8 Cin•Cevad$.tpprornd:frbroori'11,2U1.4;updated.\•.,eu,Arr 21113 20150326CityCouncilPacket Page 39 of 215 20150320/jrl (Check the boxes below and provide additional information if applicable.) 1. I] 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)Requests;(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 1 Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe l List other services that are requested. Costs will be determined 3. ❑ Street Closures(Tybee Island Police Department jTIPD)approval required.) a. List requested streets: 4. 0 Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: EVP Tour truck for loading and unloading at overpass 2-41(- a/ J 1• 5. ❑ Commercial truck parking a. Please describe: 6. 0 Police Detail(17PD 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. i 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. D Petting Zoo a. Please describe: Paget of City Celiac il.4ppry ed:rihru.rry U Nit is update d.Septemher 2013 20150326CityCouncilPacket Page 40 of 215 20150320/jrl (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) a. Please describe: (9 0 /a K/iI 1) Ao Amok a p D fill F/1Pg4,4 ed (Application for permitting of structures exceeding 10'x 10',stages,booths and the like are required thr ugh the Planning l 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.)1The 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 of R C iAry Caerrril Apprarrd.-February 14.'(113:updaled Sgprrnrhrr ZR)3 20150326CityCouncilPacket Page 41 of 215 20150320/jrl 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 /)1,c->;-- 7,1/2& s- ,,v--- 3-3 -A.5 . ,-./..,,...,,-.,,-- Chief 6f Police and/or esignee Date Campground Mena 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 5ofR City Council •ppiYnrd:February)l,;/+14:updated.Sepa'nrber20)3 20150326CityCouncilPacket Page 42 of 215 v ec) 20150320/jrl J a J a J a J f a J U N C a J f ti a J f cu a J E a � n a J In C C 3 L.1.1 In � o o U U_ Seating Za N 1 = c f 3 � MEM • I • ity ounce 'ac e Page 43 of 215 20150320/jrl MAYOR n Buelterman 0f1" IN CITY MANAGER f�J Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern rr Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks ,'.� 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: 3/26/15 Category: Special Event Consideration Item: HEALTHY KIDS DAY AND BICYCLE RODEO (May 9)*: 12pm—4pm: Memorial Park, Old School parking lot, Cateteria, Bike Parade (Lovell—2nd—5th Streets) Organization: Tybee Island YMCA& Recreation Dept. 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�cityoft_ybee.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(a cityoftybee.org Comments: * Event date is the same as the EVP Beach Bum Volleyball Tournament. 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 , City of , Ethics www.cityoftybee.org � �L�y 20150326CityCouncilPacket Page 44 of 215 2015U320/jrl MAYOR g>" CITY MANAGER Jason Buelterman (ON.- I� Diane Schleicher I F\ CITY COUNCIL `' CITY CLERK Wanda Doyle,Mayor Pro Tem I t '�� °� Janet LeViner Barry Brown Rob Callahan / CITY ATTORNEY illlnG arks �f Edward M. 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 meetings may be required. Today's Date: --31 .'` 1=' Application Fee Submitted: (\),I *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 1:1 EVENT INFORMATION 1. Name of Event: p}e-A \ r v.� I(,c1S G.vNl ( ;c. C\.e 2. Date and time of event: l y l ( , I Setup: Date/Time period )1 A,(t; Breakdown: Date/Time period on 3. Location(s): (� 1 `Zrd I S"-L- �4- ( ) Me our,LA 1 a,k,Old sOmel 6,( L�� Calc\ ;)eL ke 9'�(czA 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.orglsendernail) 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: l�1,Qe T-s1Gha 41W A c,V- c s �u b2.(4. :• Commercial? 'Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 910-1 `f iD 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: tAl e-,-( (I Cv\a l�a� r E �� oLt{y Address: , LA S}L S�Ceel- city: 1 1 Ve4 \ State: l n 3 A zip: 13 DS- Contact Phone: ql)- 7` (y �((s).) �y N\C.A 1 Email: 6\\ , Q vrws c {'oc6W g �(i 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 20150326CityCouncilPacket Page 45 of 215 20150320/jrl SECTION 2: EVENT DETAILS 1. Is this event... NI Open to the public D Private Invitation only 2. Describe the event and its goals: ,.i,. . z is CI ac. l 3 Cf iv \ p /1 AA,Y s& e_ J s� �sklgaie,1Lf -CVSI(1 cm. J1\,e5 ar �ckJ . G71VlrVci '(p!1,,G,0c,bi k‘Obetkv4 C.-5-6+? Sc- z-� 3. Estimated number of people to attend and what this is based on: (>64- I ob,5� y p UQIN\-5 �` �' Le et. 4. Is there an admission fee for attendees?!7 No D Yes-Fee will be: 9. r` `°.5 A preliminary budget is due with application. (refer to Section 7: Financial) } �vl 5. Have you ever done this event before? If yes,list dates and locations: �,5 QS ,\ - 1-k " \ Inc S `n6S ci c� �v-c,k-�\A e kvik -cc/ SP-v 1 i.2 c! ,vc �Jcn()V S \J6C G 1 004 --}-t ry - 6. Describe parking arrangements during event in detail: O� s} a \ ��l ,, Vc I\C,,,ty I .c 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 I event sponsors and marketing plan: \\ X2 .ACtt o� �u51 ra` � I� ` �k vl�,n�'�` (��c c�e�( c pc i.�bc , V\Q-1.I'x4' �o.�i:,'✓�N�i Olt (06i'�2Yr�'l4 -41\,v(Z)+11,- evncil It �Ni�1�S�T{� 1,3co Kam. �Ve:1� 't"�I�J_S i✓1 ��.s�.v.i se 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. V,G.y Le, BlziA\eok.Cy — 9\ 9102 y Jti�c,�1 �1C�6�1 �ll�,c1�S — cM- 33(9 - SI3 -- 9;cs-1r\, 2-tY to•9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) (Z s\, av twc;yc\l nq Q \-e. (A .1, Cc. \:4111 A1C-A-J 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. Ptr(lte V\USiG Describe sound equipment: poi 53ouv)cl 5 S tLb'vl SECTION 3: REFERENCES 1. Please list " yourprevious special event and/or hosting organization's experie nc/e in pro.ducing J events. vl ,NA( T \mc -e X t f,`O cr)c./1_5 \ \-1):/1 INS( ri I r (1 J w1 vv w_ 114.41\-7) -\--v AkV, C\nvIAIY)Cr) Farnn4- 1 w 2. Please list two(2)references excluding City Officials and Staff: a. Name: k P,y-vi1tr - et Ccr 0C (V) nay C-L c , r p0_r5o,•1. Address: () d N'x p ; ��z` s\G/la c 3C.3 Phone: I la- 1k?y\- �50-3- b. Name: J uQ\ SMAI er - 1VICavu ni 4,1L4 C,,„)-ca & Address : (.0 Li(1 atIoe;s1,yvl S1 Sc vc nvla\A C\ 3 i e{ p� Phone: 912- 75 -\- S t-1 8t Page 2 of 8 City Council Approved:Cebruary 1d,2013;updated September 2013 20150326CityCouncilPacket Page 46 of 215 20150320/jrl 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(2J weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. ❑ Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) OPW Item Amount needed Total hours needed Traffic Cones Barricades Z Traffic Barrels Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. ❑ Street Closures(Tybee Island Police Department[TIPDJ approval required.) a. List requested streets: 4. ❑ Special parking/parking pass requests)(Parking Service Division approval required.) a. Please describe: 5. ❑ Commercial truck parking a. Please describe: 6. jIci Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: 5cof\ ;,r (p, cAv ?.e u Paicc\e.,P.Ae kl - E (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•;of 8 City Council Approved:February 14,2013;updated September 2013 20150326CityCouncilPacket Page 47 of 215 20150320/jrl 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(21 weeks prior to event.) 14. 0 Temporary Structure(i.e. tents,booths,stage,etc.) a. Please describe: ICJ (11 U 'f.0 n 1 if\ Mon (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(301 days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. 0, Electrical needs(fees may apply) a. Please describe: Ln cr 14a.;ie cu-'A Sow Nd s,v,tviz�Lt 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. L 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 appropriate by the property owner. Agreement required. 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 PUBUC *If use of the Walter W.Parker Pier and Pavilion is part certificate holder. of the event,a$1 million certificate of insurance,with *If use of the Walter W.Parker Pier and Pavilion is 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 20150326CityCouncilPacket Page 48 of 215 20150320/jrl 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: --. ill O Date: "31 2-1 D-G t 5 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): 3)3 0 _ o •w up meeting(s) s noted: / s Ci y Manager and/or Dr. i nee Date Finance Director and/or Designee Date V Planning&Zoning Manager and/or Designee Date ater&Sewe -,a'. -Supervisor and or s0�i ale Date r%�(>l�CJ4�I ',i �d2j�� p / 3�s Chief Police and/or De ' ne Date Campgroun. Manoer and/or Designee i i Date Chief of Fire D artmea and/or Designee Date Department 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 20150326CityCouncilPacket Page 49 of 215 20150320/jrl Budget Proposal: Healthy Kids Day and Bicycle Rodeo Event Organizer: Tybee Island YMCA and Recreation Dept. Date: May 9, 2015 Time: 12pm-4pm location(s): Various locations throughout the Memorial Park Complex including: Old School Parking lot, Memorial Park Green Space, Old School Cafeteria and gymnasium (inclement weather) This event will be free and open to the public. No proceeds from the event will be collected by the Organizer. Marketing: (printing, paper, banner ect.) $200.00 Participant Concessions:(free to participants e.i. water,fruit, healthy snacks) $ 200 Give aways: (Stickers, pencils ect.) $100.00 Unforeseen Additional expenses: $200.00 Total: $700.00 20150326CityCouncilPacket Page 51 of 215 20150320/jrl MAYOR rs Est CITY MANAGER Jason Buelterman `� ' :-Z Diane Schleicher CITY COUNCIL (C CITY CLERK Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett 1+,\\f- Rob Edward M. Hughes Monty Parks ' },,_ ocnri'N4• 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: 3/26/15 Category: Special Event Consideration Item: 5TH ANNUAL COASTAL EMPIRE BEACH FESTIVAL Se s tember 12 : 9am—4 s m: beach area south side of the Walter W. Parker Pier & Pavilion & a portion of the 16th Street/Strand parking lot Organization: Surfers for Autism, 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 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: 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 1 City of f www.cityoftybee.org � 83 ,;thi�LyLyV 20150326CityCouncilPacket Page 52 of 215 201 20/jrl MAYOR y�EE fti.1j' CITY MANAGER Jason Buelterman �`� ft;•, Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle.Mayor Pro Tern I. }Al Janet LeViner Barry Brow n Rob Callahana � CITY ATTORNEY Bill Garhett Edward M.Hughes Monty Parks "la• .'`` 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 r meetings may be required. 21zj Today's Date: C7 Application Fee Submitted: 1.o t i t7p *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. y it) SECTION 1: EVENT INFORMATION 1. Name of Event: c.� '" AJ/' IN OA L l�C45-7-NL4,141P/ .,i! c- v"gL ?. Date and time of event: I • Setup: Date/Time period 11 I - Breakdown: Date/Time period 9//2. 1//2M 3. Location(s): sr-7--1 iS ■ A j- h �ZI� ▪ 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(latp://ccastalkadnr.ork/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 prio to the event. The event is subject to cancellation without an LOP as noted. !//.4 ,� 4. Organization: S�jzf 2� 2 14T,i f fL('C- r Commercial? on-profit Tax Exempt?(Non Profit Status/CA Tax Exempt Certificate must be attached.) Phone number and/or w ublic event information: 6. If location and/or activities impact merchants and/or residen s written documentation is required as noted in Section 5. Organizer/Applicana Address: 1e S Sc 16 v1 3 `+ ) L(2 / 'N TZ 3.3y7-5/y" " City: /_ �/ State: Zip: Contact Phone: --Yl-7�s 7// / Email: ,_51.4,t2`b2 ref 4J • '4,4 fMRiiwo- , Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749-403 Butler As enue. Tybee Island.Georgia 31323-2749 (912)472-5071-FAX(912)736-9539 Hww.cityofty hee.nrg 20150326CityCouncilPacket Page 53 of 215 20150320/jrl