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HomeMy Public PortalAbout100_030_Tybee Floatilla_4-23-15CCAR MAYOR '0F eS--t3 CITY MANAGER Jason Buelterman 414, Diane Schleicher CITY COUNCIL 'J. CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett 'fz� Edward M.Hughes Monty Parks rti4` 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: 4/23/15 Category: Special Event Consideration Item: TYBEE FLOATILLA: June 14 (& 12:30pm, July 12 (& 11:30, August 9 (i l0am, September 13 (i 3pm; Alley III Organization: Stafford Promotions 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(&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(&cityoftybee.org Comments: Date given to Clerk of Council 4/14/15 * * * 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 ;thi��LLVV :'-:f--i:th 17 (IF f DrP i+ii `{{+Ja on Baelterman ,, ANE.F.es iS% / ° CITI IANAiCER . 1 Diane Sebleieher.- Gr CITY COUNCIL `(,b. • � rr•F CITY CLERK Wanda Doyle,Mayor Pro Tern ' i' 4 i !;.:k . -_ ;JMiet:_L eVrner Barry Brown EvEnt Rob Callahan ?`/' Bill Ga Callahan ,r , ri, ITY ATTORNEY '!f y� !� rrr Edward 1L :HUgheS -: Monty Parks `tnri.x 100- -------- Paul\ 'olff ANEi 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 ff meetings may be required. Today's Date: .�e l �� 15 Application Fee Submitted: *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. ISECTION 1: EVENT INFORMATION I 1. Name of Event: 1'- []e r 'OA `h1r1% ?. Date and time of event: , (►e (4:. � , SO - , '. 3j /J,� �J (� ' i ( . ?�C I Z', 3 d1 : Setup: Date/Time period 101 / j'- Cr : / (f '. (j e ^ 1, 4 e h .c •:• Breakdown: Dates ime period PLC "�0 -+' 0 0 3. Location(s): ,/f Ems, . 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: v C'C \-)('c.'YYl 0 . --' c n S • $.Commercial? E.Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)�-^1 1 5. Phone number and/or website for public event information:qi z- (a (0 0 '' Fa p I G✓i✓e U . .ee \ \c 1` k)C°r?4 c�g� If local nand/or activiti impact merchants and/qT residents, ritten documentation is required as noted in Section 5. M J (OVA ganizer/Applicant: I T\ (4,r �'�Yl —Pore it('A 1 • OM Ci dress: / 6 S /.4-i 4-7 /"----‹t 3 4-t°(671 't(,A( ke, City: _5;' itg11`l�/4 A / State: (./" I Zip: . Cs Contact Phone: q i (._. &1 O ' O / Email: �' i Py°l ee c 1- 1 ex•-� r 0 r✓)G A c-4,-7 J ` Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. c:s'✓t P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 ++ww.cit-oftybee.org ISECTION 2: EVENT DETAILS I (..61-` D p� 1. Is this event... E -Open to the public ❑ Private Invitation only Sit 641. 2. Describe the event and its goals: T 4'4'1 %n In t�-LI6i S U�'I °f' I n c I l�/ f c�.t -IT 4{, ( ..A ;1/of 1-0. rP--k 5 M 1 Pv 14,c✓1 X 0 y p . 45 3. Estimated number of people to attend and what this is based on: ��)�/ /'� �� 4. Is there an admission fee for attendees? ❑No 1 Yes-Fee will be: ��C1 nom^I �/elob A preliminary budget is due with application. (refer to Section 7: Financial) ►c C1C� 5. Have you over done this event before? If yes,list dates and locations: v cc), ---11„--,15 i S f''� 1-1 %.;,31 0\C--4'e 6. Describe parking arr ngements during event in detail: /L end 11/ °-1 11C4--- (c,? / f )C'f i L , 4-11 6/ . -i Please attach a drawing of parkir{g 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: �C G .. A ea-.e ono y, t/ I C C lam' h-f its-5' 8. List any additio al contact person(s)and their phone numbers involved in the planning of this event. 7 ri 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) (A..)(....- �'`�Z..- -�v� vl 6 5 A r9-110 \1-Z_ 1- ,i !i TM , 1 c k -�-,� ifs, home_ I -< 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. /I/ ii Describe sound equipment: I SECTION 3: REFERENCES 1. Please list your previous s ecial even and/or hosting organization's experience in producing events. Si-C) ri`-.—,/ i i E4'� S h 0-5 ��•e-e-» ( l Z / f t �� 45 /71 2. Please list two(2)references excluc)ln City Officials and Staff: a. Name: \( L.e±r t1t-� .r1 Address: f 2 3 1_,/, )in I r, lZ;l -, j S !s r�1,�7 1�.l - Phone: I.?- 2 p 17-E j2 b. Name: I �4r-) Address : Q/ 1 Phone: q/ 2- D 91&. >( / Page 2 of 8 Cif Council:approved:Februan'14,2013;updated September 2013 SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two[2]weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. ❑ Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment 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: 4. ❑ Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: 5. ❑ Commercial truck parking a. Please describe: 6. ❑ Police Detail(TIPD 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. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S.Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:ed:February 14,2013;updated September 2013 SECTION 4: OTHER REQUESTS(CONT.) (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. ❑ 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 Organizer is responsible to obtain PRIVATE Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. 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 PUBLIC *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 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 irn nities as set forth i, Georgia Statutes and/or the Constitution of the State of Georgia. 1 Organizer/Applicants Signature: tJ AAA- 3u 4, ,- .0. Date: 1 ,� 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): `"y� —I J F up meeting( a noted: Y9'./I/5 pt...___. .. City Manager and/or Designee Date Finance Director and/or Designee Date e Z. Planning&Zoning Manager and/or D- ignee Date t r Si ID�'pa/'ment Supervisor an /or Des' nee Date Chic of Police and/or De ' nee Date Campgrpund anage nd/or Designee Date s ''''', ,e/ 0.2,...,,...vs.---7 ,77.7,//',/"--- ..W/ .0 77/J---- Chief of Fire D rtment and/or Designee Date Dipartment 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 Chantel Morton From: Brian Stafford <brian @staffordpromotions.com> Sent: Wednesday, April 15, 2015 9:24 AM To: Chantel Morton Subject: Re[2]: Re[2]:Tybee Floatilla Attachments: img004.pdf; img005.pdf Hey Chantel, I went twice to try to get as many signatures as possible. All the homes in that area are either for sale,vacation rentals,or not home. I got two signatures. One from Beth who is really the most important because she takes up the entire east side of Alley III. Here are the two forms I have. I will get out there again next Tuesday just so when I go in front of coucil I will have more signatures, hopefully. Message Subject: RE:Re[2]:Tybee Floatilla From:"Chantel Morton"<cmorton @cityoftybee.org> To:"Brian Stafford"<brian @staffordpromotions.com> Date:04/14/2015 02:28:47pm Brian - I am following up re: my voicemails. In order for me to submit the Tybee Floatilla event application request to be considered at the 4/23 City Council meeting, I will need the documentation that the impacted residents/merchants surrounding the event location have been notified and are in agreement from you before Wednesday,April 15 at 10am. Thank you. Chantel Chantel R.Morton Executive Director,Development Authority/Main Street Clickherefor more information about the program. Phy:403 Butler Avenue Mail:P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071;C:912/844-9771 F:912/786-9539 Preserving community,commerce,&culture year-round on the Georgia Coast. Y Sign up for monthly Tybee Island Main Street E-News �.I From:Chantel Morton Sent:Tuesday, March 24,2015 8:51 AM To: 'Brian Stafford' Subject: RE:Re[2]:Tybee Floatilla The meeting is set for 10am today. Thanks. *** Chantel R.Morton 1 Executive Director,Development Authority/Main Street Clickherefor more information about the program. Phy:403 Butler Avenue Mail:P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071;C:912/844-9771 F:912/786-9539 © _ r Preserving community,commerce,&culture year-round on the Georgia Coast. Sign up for monthly Tybee Island Main Street E-News From: Brian Stafford [mailto:brian @staffordpromotions.com] Sent: Monday, March 23,2015 9:33 PM To:Chantel Morton Subject: Re[2]:Tybee Floatilla Did we set up a meeting for tomorrow,Tuesday, March 24? If we did, I am not sure we ever discussed a time. It will not hurt my feelings if we need to reschedule. I have a ton on my schedule tomorrow but obviously, Floatilla comes first. :-) Original Message Subject:RE:Tybee Floatilla From:"Chantel Morton"<cmorton @cityoftybee.org> To:"Brian Stafford"<brian @staffordpromotions.com> Date:2015/03/05 18:52:05 Hi Brian- Information re: dates is below. As a reminder, as soon as you submit the applications with all the necessary information,we can start the process for them to be considered for approval. Thanks. Chantel Chantel R. Morton Executive Director, Development Authority/Main Street Click here for more information about the program. Phy:403 Butler Avenue Mail: P. 0. Box 2749 Tybee Island, GA 31328 P: 912/472-5071; C: 912/844-9771 F: 912/786-9539 Preserving community, commerce, &culture year-round on the Georgia Coast. Sign up for monthly Tybee Island Main Street E-News Original Message From: Brian Stafford [mailto:brian @staffordpromotions.com] Sent: Friday, February 27, 2015 12:05 PM To: Chantel Morton Subject:Tybee Floatilla I am working on the Tybee Floatilla today and here are the dates I would like. Are they available? June 14th. Low tide is 1:16pm -there is not an approved event scheduled as of 3/5/15 July 12th. Low tide is 12:02 pm -there is not an approved event scheduled as of 3/5/15 August 9th. Low tide is 10:47am -there is not an approved event scheduled as of 3/5/15 2 TYBEE FLOATILLA DATES and TIMES: "Float for a Cure"benefitting the Leukemia and Lymphoma Society: June 14th 2015. 12:OOPM-1:30PM. Low tide at is 1:16PM 4 "Float for Friends"benefitting the Tybee YMCA: July 12th, 2015. 11:OOAM-12:30PM. Low tide is at 12.02PM �°-- 4 "Float for Food"benefitting the Tybee Rising Tyde Food Pantry: August 9th, 2015. 10:OOAM-11:OOAM. Low tide is at 10:47AM. "Float for Kids"benefitting Surfer's for Autism: September 13th, 2015. 2:00-3:30. Low Tide is at 3:14PM By signing this form,you have acknowledged that you have been made aware of the dates and times for the Tybee Floatilla's for 2015. This is a form that must be turned in with event application for the City on Tybee to process. Thank you for your continued support To date,the Tybee Floatilla has raised over$50,000. Address: Signature: ,� S( ✓► A e c,) /6oi /IL aftert 4-lley 'rev 3- V(+tip-i)71-- S G '11 4W_ /v ' A VJ 741 rim G7 ) rk,erki-,(-N, r N _ 5-1 CAA 'If\ A70 otio-kkg-f-v Au4 /Voir aya,... 1-4/Ke. /(r)otl Ch torqAtaw. , : ti _ // s Q 14 140 /6069 rinPAIAP.An 116 ac "..Q., is 1111- 01 L �. TYBEE FLOATILLA DATES and TIMES: "Float for a Cure"benefitting the Leukemia and Lymphoma Society: June 14th,2015. 12:OOPM-1:30PM. Low tide at is 1:16PM "Float for Friends"benefitting the Tybee YMCA: July 12th, 2015. 11:OOAM-12:30PM. Low tide is at 12.02PM "Float for Food"benefitting the Tybee Rising Tyde Food Pantry: August 9th, 2015. 10:00AM-11:OOAM. Low tide is at 10:47AM. "Float for Kids"benefitting Surfer's for Autism: September 13th, 2015. 2:00-3:30. Low Tide is at 3:14PM By signing this form,you have acknowledged that you have been made aware of the dates and times for the Tybee Floatilla's for 2015. This is a form that must be turned in with event application for the City on Tybee to process. Thank you for your continued support. To date,the Tybee Floatilla has raised over$50,000. Address: Signature: I1p61 CAA-14.e% �v-e /V) 464 ' /• / / alitriri. fi /- -------' 1--j,' c — a re, .W- 4 a , � U-Me, 5 ' .. /1/-1, 1 c___ 0A--- . , e-‘,,,,\-k-- 4 -0 N( e., i / /3 �a-j' 1 '71-1 t v 0 c\.Q_, )-- a 0"12. 'ClK. AII A 1:a./. i t, I d• 10 1,--t_ W.A.,--t... . I _ A, ,11 to • A , 1 •--. lr v. Gam ' P A - -J , I 1"jai r 'r-L'. -� `j Ylq r{- 0✓l U-I"(�-t 11 . /1/ — /.5 (./p(r)