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HomeMy Public PortalAbout070_010_4-9-15CCAR_RECTIFYSEA MAYOR Ifi CITY MANAGER Jason Buelterman O� y,, Diane Schleicher CITY COUNCIL � CITY CLERK Wanda Doyle,Mayor Pro Tem +,1 I- Janet LeViner Barry Brown Rob Callahan - CITY ATTORNEY Bill Garbett sf. Edward M. Hughes c Monty Parks octoso‘s.ctittio 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: 4/9/15 Category: Special Event Consideration Item: TV SERIES RECTIFY: April 23: 7am—7pm &April 24: 7am—8pm; 19th Street beach/parking lots & (County) Pier Organization: Stalwart Films, LLC 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(d 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, Development Authority/Main Street Executive Director Phone /Email: 912-844-9771 /cmorton(l1 cityoftybee.org Comments: Date given to Clerk of Council 3/27/15 * * * P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 , City of d www.cityoftybee.org ���Ethics CL4ytV urtr,:t t.B TF. 'rt.; ni- y R y_a 4/24/1.5 1911-1 Event Pe-nii i i f fur FP - TEi�1fEEREfi: cn n CKCfFfle 50 _0 1 C'Ffi_T CAR 5nnn- C' N;r-_ -------.------ MAYOR gtF " CITY NIANAC;ER Jason Buctterman �� .; �ff'if Diane Schleicher 3r.• CITY COUNCIL � CITY CLERK Wanda Doyle,Mayor Pro Tem (jaw Janet LeViner Barry Brown Rah Callahan �J'�� CITY ATTORNEY . J Bill GJrl�ett :� !;'r: Edward M.Hughes )fouti Park% *1:1::.a 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 f� meetings may be required. Today's Date: e 'Y�ii 1 I. Application Fee Submitted: r � 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. ; p■gp SECTION 3: EVENT INFORMATION I_cif d•'`Name of Event: el-11U Gr S - z40-'\ •°J. Date and time of nt. it) QH(�r� ,. "-jd.�Y1 *C66".-" v/ ., Setup: Date/Time period itti�,c art -U Can Breakdown: Date/Time period fl =1101-1\J p� t E l- h 4� 3. Location(s): t-i) S�E b'C)(mil, [(to-4% S i i�l ►" r• A site plan of the event area drawn to scale and depicting ail event structures is required at time of application submittal. 0 A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.crajsendernaii) ,• is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side s.1ipmi parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation without an LOP as noted. c-' / ) �J d. Organization: v!mot' (11. �4- f I IM.S ( LLl -r ,JCommercial? Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: rLB 11 YI rif... Pig 9egiggin t-( Gil r i_ J (�',.a,G. If location and/or activities impact merchants a d/or rree`sidentss,, ritten documentation is required as noted in Section 5. '. Organizer,/Applicant: ao-a: tW& .-e9E �7 ea 1--iti ' L1,t Address: I Dp 5�- City: _ fir} ) v Y State: Zip: �O Contact Ph e: l \I�tJ! Email. v g t L i.,�yr 1 Orgaruae Applicant listed above must be in attendance and readily available the duration of tWe event. P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-51)71 -FAN(912)78/1-9539 u svw.citvoits he e.org £'d L.99 -L£Z-t709 eanei ... 17 SECTION 2: EVENT DETAILS 1. Is this event.. 0 Open to the public Private Invitation only //'���� 2. Describe the event and its goals: - 1� !u i ' ��fl'tta OIL 3. Estimated number of people to attend and what this is based on: `-I 5 -r00 CT 6 mu eqzl; 5 41-461- 4. is there an admission fee far attendees? 0 No 0 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: Y46 9pal r 3 444 j} ±„ 6. Descri rk ng arra ements during event In detail:: - P 1A 4t'.Pr cLr.i V C,►� 4. 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; B. List any additional contact person(s)and their phone numbers involved in the planning of this event 9. What plans exist for up and recycling? isposal of grease,trash,etc.) 6 I I 6k JO. Please list any entertainment,bands,emcees or onsite promoters attending this even Describe sound equipment; L SECTION S: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. jF 2. Please list two(2)references excluding City Officials and Staff: a. Name: Address: Ph one: b. Name: Address : Phone: f Pagr 2 orb Cif}•Cnarrcr7:(nyrmtd.FrPrvari'1t,201..;updated'September 20 3 �'d l 99Z-I.£Z-1709 eansl SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. 0 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 far approval of food vendors in accordance with their regulations.) 2. Eles Department of Public Works(DPW)Requests)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed I Total hours needed Traffic Cones I rd Barricades 1 JI•fr" Traffic Barrels 1 n Tran fy(�rr sh cans Recycling containers to,-- 4 - Xry 414 Port-a-lets e`e It ter '--io } Sweeper Vac Truck Fire ant treatment Dump Truck l , ete Back-hoe , l( List other services that are requested. Costs will be determined. 3. Fritreet Closures(Tybee Island Police Department(TIPDJ approval required.) sS,, I'� a. List requested streets: 161 tf#k -tAX �-€ V -19 Y1► f��4. 0 Special parking/parking pass request(s)(Parking Service Division approval required.), i ) 1 �, (,,(� (bi.ü LLco j ) a. Please describe: in ill y�` j'(l: �� '��1 ii I'& f-!i11 l03S 0L1 i,�( �� �(JtLs(),b 1 5. II 0 Commercial truck parking t I °/r -� � i - � i-rlpCS 1 a. Please describe: �,uik-1\ '-= f (Yp la 5; n C- . 6. 0 Police Detail(TIPO approval required;staffing/ecvunrnert fees may apply) a. Please describe: —at) (If off duty police officers are hired,organizer is responsible for contracting directly with the individuals]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.) 1J e`PC. 8. 0 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.) S1 9. 0 Fireworks(TIFD,Chatham County and U.5,Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. 0 Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Pe.Yr;of Cirri Councr1.4pprmrd:Febrtran•14.70).?:undated 01.? d 1,992-6£Z-b09 Ll nel �z SECTION 4; OTHER REQUESTS`CON'T.} (Check the boxes below and provide additional information if applicabile.) 12. 0 ParadejProcession.(77PD approval required;staffing/equipment fees may apply) t a. List requested parade staging area and route: P< (*Parades ore required tasted on Saturdays no later than 3::&3pm 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 j2j weeks prior to event.) ,[-e1 14. ❑ Temporary Structure(Le. tents,booths,stage,etc.) •p (�� a. Please describe: _ 1Q �4� Y (� �4!.0 V p.) (Application for permitting of structures exceeding 10'x 10;stages,booths and the like are required rough the Planning Zoning Department. Completed application with required documentation must be submitted no later than thirty 130J days prior to the event.Structures ore not permitted without approval from the Planning&Zoning Department. Fees apply.) 25. ❑ Electrical needs(fees may apply) p a. Please describe: lV 1� 16. 0 Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) (IVIA 17. ❑ Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.) 1 18 ❑ Csty Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)'IThe Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. 1 � tvLi WA-. SECTION 5: ADDITIONAL.REQUIREMENTS .I (;d f' A non-refundable Special Events application fee is required at time of application submittal. The application will J not be processed without the application fee of$50.0©. 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 locations) 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. PRIVA>E PROPERTY PUBLIC PROPERTY. PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION Agreement insurance as deemed Agreement required. appropriate by the property owner. • Signed indemnification Agreement required. Signed Indemnification Agreement required and a Organizer is responsible to obtain 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 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 part of the event,a$1 million certificate of insurance, Chatham County Parks&£recreation listed as an with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. 1 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. Pape 4 of 8 Ciri Coma.4ppe red:Fefiruan'14,7013:updared Sea:emb r 2013 £'d 6992-6£Z-1702 elnel r SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS • 1,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Type 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 toss or damage,incept 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 theCrty's rights,privileges,and i • unities as set fo it Georgia Statutes and/or the Constitution of the State of Georgia. . a � > Organizer/Applicant's Signature: Abt,111.at igo Date: 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. !f/n Event application review with organizer and staff with impacted departm , �(/ent(s): P / O Fall meeting(s) n ted: ice---- - f;.21 1/1*/ ._ City Manager and/or Designee Date Finance ector and/or Designee Date Planning&Zoning Manager and/or Designee D to afar e ►-•- upervisor and/or Designee , Date Chief. olice a I �s nee Date f Campgrour•Q anager and I or Designee Date < ate/ ✓ �°' 37G//-5- C}�A CL, Chief of Fire Depa ment and/or Designee Date Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED-13Y CITY COUNCIL ADMJNISTRATIVEAPPRQVAt!as appikablel: Main Street Coordinator: Date: City Manager: Date: Pa2eSof8 Car Coanes7-4o rvred:Febrn are 14.:Q73:andarrd.Seorenelur261i 6'd L99Z-1.£Z-b08 a.lnel i55 1 $ March 24, 2015 Mr. Spud Woodward Georgia Department of Natural Resources l Conservation Way Brunswick,GA 1520 RE: Letter of request, `Rectify TV series eason 3' filming near the state's shore jurisdiction at Tybee Island,Georgia on Fr' ay,April ,20I5 and sunrise on Sy ,f ay,April;.e51' 2015 Dear Mr.Woodward: 1'5 Z ` Stalwart Films,LLC is requesting permission to film in and around the state's shore jurisdiction at Tybee Island, Georgia. We have proposed three locations with the following activities at each. 1= location—beach located at 19-Street, parallel with Butler Avenue. The following activities are proposed for the scene entitled 'Ext.The Ocean—Day' and 'Ext. The Ocean—Day—Later'. The four script pages are attached. The scene first takes place on the sand and then moves to the water at the tide line. Our two main characters, `Daniel' and 'Janet' are walking up to the tide line,say their lines and eventually get into the water. Crew and talent will use beach access from the existing 19- Street existing Beach Access point. We estimate we will film for one day. approximately eight hours. The Company is requesting permission to have a 6500-watt Honda putt-putt generator on the beach. There will be cardboard and a mat placed under the generator at all times. There will be no refueling of the generator while it is on the beach_ Any refueling will take place in the parking lot at 19• Street. The Company does not plan to build any sets on the beach except for a sand castle or two. These potential sand castles will be built with the existing beach sand and will be torn down after filming is complete. Production will spread by hand and a hand rake and rake the sand over the area to make it consistent with the natural topography and fully restore the area to its natural state. The Company is also requesting permission to drive six 4-wheeled gators (and or golf carts) with small trailers attached for the purpose of hauling production equipment only_ These vehicles are i needed to efficiently move equipment from our trucks in the parking areas to the set location on the beach. Each vehicle will have only necessary equipment needed for that scene. Equipment consists of two vehicles for camera only,one for electric—heavy cables and lights,one vehicle for the grip department with pipes and drapes,one vehicle for props which carries multiple set dressings. Vehicles will not drive in or enter the sand dune area and will only access the beach at the 19-Street Beach Access location. The main generator for the above mentioned Iocation will be parked in the 19' Street parking lot. The Company is requesting permission to run cable across the existing 19^Street Crossover. While cables are down this crossover will be closed to the public. Public access to Z.d 1.99Z-1. Z-b02 eine' vF+. this area will be managed by crew and security. Cables are the size of a regular lawn hose. Approximate total of cables are six. Our tentative schedule is to shoot for one day between Sunday, April 11° and April 19th. These extended dates allow for inclement weather or unforeseen production changes. The Company will film in daylight hours with a tentative crew calf of I lam and will continue until approximately 8pm. 2"d location—beach located east of Tybrisa Street,parallel with Strand Avenue. The following activities are proposed for the same scene as above. The two actors are walking on the beach and will be filmed using a steadi-cam camera. The Company is requesting permission to have a 6540-watt Honda putt-putt generator on the beach. There will be cardboard and a mat placed under the generator at all timedd re will be no refueling of the generator while it is on the beach. Any refueling will take place in the parking lot at 15th Street. Company is requesting permission to have the same 4-wheeled gators as above. 3rd location—Chatham County Pier,located at the end of Tybrisa Street. �Q �/1� (/`ti Our scene of the two actors `walking and talking' takes place on the Chatham County Pier. There will be temporary set dressing on the pier. Our tentative date of filming is Friday, April 2+,2015. All production vehicles will be parked in a designated parking lot. If weather is an issue during our proposed filming date,our schedule could change. Permission to allow the electric department crew to run temporary electrical cable under the pier. Crew will follow the pier's footprint and will lay cable on the sand. Cable is the size of a regular garden hose, approximately six cables total. For all Iocations,the Company is asking permission for the ability to erect a temporary fence for crowd control as needed by placing it at the ordinary low water mark to the high water mark. The fence can be put up and taken down within minutes and will be removed at the end of the filming day. The general public will always be able to access the beach by walking landward of he temporary fence. While filming,public access to the proposed filming area of the beach will be managed by crew,private security company and or off duty Tybee Island Police. Sincerely, Laura Bryant Locations Manager,Rectify TV series, Season 3 c/o personal address 459 Mall Blvd_, Unit 38 Savannah,GA 31406 c'd 1.99Z-1.CZ-709 eine] . -•:,.•• . • •....N • 4. - tit .- . r,,, . , . . . 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'0 • Apell;51‘inkon fri , • z.d 1.99Z-leZ- 09 ems] . 4,,„ __ . e___. .,,,, ,,....„4„,1,.., .e... ...,, :.;.....,. . „ere . ..,i,,..,. , , # 7:45 ' — -.' .!..-.'.1"4"...4t,;;:„...e4„;:is, :•,-.."..... °Y " �� N �3 74 ,:Tye.; - -.I '4, . ,.. i. . r.,- iiir.::::a,2:: 7:'....74:-...--...... .-Is'+'''..::''''11P',..': / :.:-...,..:::,....... ,::::'...*).:,,,;.' _ . l (r r(J ) i� ea th` - _� � ..• . fJ ' .P a�,- j • x r ( E i ♦ +r �A "rg f 7 4. feet` ,160Q Go, 'gIe earth rasters' 300 AN" atiP ociiti. .1„, i b,d A1.99 -��Z-ti02 eine' March 25, 2015 Dear area neighbors, Good afternoon, my name is Laura Bryant and I am a location manager in the Savannah area. I am currently working on a one and a half day project that we will be filming in and around Tybee. The filming is for the Sundance channel and the TV series `Rectify". Our filming dates are scheduled for a full day on Friday,April 24th and sunrise on Saturday the 25th. We will be parking our production vehicles at the very end of Butler Avenue in the pay to park spots. We will also be parking some vehicles on 19th Street, south of Butler Ave. We will not block any driveways and will leave a lane open for resident traffic. Friday we will start our day of filming on Tybrisa Street and at the pier then move to the 19th Street beach. We intend to start our day around lam and will continue until approximately 8pm. Saturday we are wanting to get a sunrise shot and should be done by 11am. After filming the sunrise shot all vehicles will be leaving the parking areas. If you have any questions please feel free to give me a call on my cell, 912-667-4192, or you can email me at laurabryant2009 @gmail.com I will be around during the filming as well. We appreciate the opportunity to film in your area and I look forward to seeing you soon. Sincerely, Laura Bryant Location Manager, `Rectify- Season ' Savannah portion