HomeMy Public PortalAbout20150326CCAR_Healthy Kids Day and Bicycle Rodeo.pdfCITY COUNCIL
Wanda Doyle, Mayor Pro Tern
Barr v Brown
Rob �allahan
Bill Garbett
Monty Parks
Paul Wolff
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by
4:OOPM 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: HEALT14Y KIDS DAY AND BICYCLE RODEO (May 9)*: 12pm — 4pm: Memorial
Park, Old School parking lot, Cateteria, Bike Para#-
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Organization: Tvbee Island YMCA & Recreation Dept.
Explanation: A-oDlication is attached.
13HU9313M
Paper Work: X Attached*
Electronic submissions are requested but not required. Please email to
Audio/video presentations must be submitted to the IT department at City H
by 4:00PH on the Th ursday prior to the scheduled meeting. I
Submitted by: Chantel Morton, Main Street Coordinator
Phone / Email: 912-844-9771 / cmorton(cx citvoftvbee.org
Comments: * Event date is the same as the EVP Beach Bum Volleyball Tournament. City
is do not foresee a,:p_y_issues.
Date given to Clerk of Council 3/16/15
P.O. Box 2749 — 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 — FAX (866) 786-5737
www.citi,oftvbee.org
CITY MANAGER
Diane Schleicher
CITY CLERK
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
y
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by
4:OOPM 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: HEALT14Y KIDS DAY AND BICYCLE RODEO (May 9)*: 12pm — 4pm: Memorial
Park, Old School parking lot, Cateteria, Bike Para#-
! +
e
Organization: Tvbee Island YMCA & Recreation Dept.
Explanation: A-oDlication is attached.
13HU9313M
Paper Work: X Attached*
Electronic submissions are requested but not required. Please email to
Audio/video presentations must be submitted to the IT department at City H
by 4:00PH on the Th ursday prior to the scheduled meeting. I
Submitted by: Chantel Morton, Main Street Coordinator
Phone / Email: 912-844-9771 / cmorton(cx citvoftvbee.org
Comments: * Event date is the same as the EVP Beach Bum Volleyball Tournament. City
is do not foresee a,:p_y_issues.
Date given to Clerk of Council 3/16/15
P.O. Box 2749 — 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 — FAX (866) 786-5737
www.citi,oftvbee.org
MAYOR
Jason Ruelterman
CITYMANACS ER
Diane Schivichcr
CITYC
KOUNCIL
CITY CLER
NIVanda Dole,".Nlayor Pro Teni
Janet LeViner
Rarry Br(m n
Rob Calla han
C11 V ATT011-NEY
Bill Garbett
Ed�vard NL Hijohes
Nfontv Parks
lea "I ivolff
crry oF,rYBEE ISLAND
SPECIAL EVENTS APP LIC4 TION
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: Application Fee Submitted:
A non -ref undable 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 Tvbee Island.
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o
1. Name of Event: "
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2. Date and time of event:
Setup: Date/Time period
Breakdown: Date/Time period
3. Location(s): n), CIA
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--/Lco-astalgadCqr,( /s,nderrafl
— ---------
is required for events with beach usage and / or within the Shore Protection jurisdiction (Le, 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: k , , , *, %•) ,� ,i �, � C -I , "•'v i4L 11 11 '_ I `I
--Commercial?
,g'Non-profit / Tax Exempt? (Non Profit Status / GA T I ax Exempt Certificate must be attached.)
5. Phone number and / or website for public event information.
6 If location and / or activities impact merchants and or residents, written documentation is required as noted in Section 5,
t do
Organizer/ Applicant:
L -1C-1
Address:
City: State.
zip:
Contact Phone: Email, 4;
Organizerl Applicant listed above must be in attendance and readil
y available for the duration of the even t.
P.O. Bo% 2749 - 403 Butler Avenue, Tvbve Wand, Ge(wgia 31328-2749
(9-12)47"3-5071- F,-k)� (132)7 6-9539
W11 W.6" oftybee,tn
SECTION 2. EVENT DETAILS
S. Is this event... W Open to the public El Private Invitation only
2. Describe the event and its goals:
+
3. Estimated number of people to attend and what this is based on.
b. Name;
4Is there an admission fee for attendees? ileo El Yes - Fee will be.
Address
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:
6. Describe parking arrangements during event in detail:
Phone:
4 Please attach a drawing of parking plan, Organizer may be required to run a shuttle if a parking lot
closed for the event.
7. List event sponsors and marketing plan:
List any additional contact person(s) and their phone numbers involved in the planning of this event,
9. What plans exist for clean up and recycling? (Disposal of grease, trash, etc.) "-c-sk,
:0
10. Please list any entertainment, bands, emcees or onsite promoters attending this event.
Describe sound equipment:
ECTtCBlV 3: ERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
Please list two (2) references excluding City Officials and Staff:
a, Name:
Address:
Phone:
b. Name;
Address
Phone:
flek, c 2 of 8 GjT -Coanril Apprwred: Fehruan' 14, 2013, upelatedSepfemher 2013
SECTION 4: OTHER REQUESTS
aAkylrll",! iMlia! `X a(
1 Vendors (Organi2er must submit all Vendor Applications with payment no later than two ('21 weeks prior to
event. Chatham County Health Department must be contacted for approval of food
vendors in accordance with their regulations.)
2, C l Department of Public Works (DPW) Request(s) (DPW approval required; staffing equipmentfees may apply)
2PW 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
3, 0 Street Closures (Tybee Island Police Department [TIPD] approval required.}
a. List requested streets:
4. E1 Special parking / parking pass request(s) (Parking Service Division approval required.
a. Please describe:
5. ❑ Commercial truck parking
a. Please describe:
E Police Detail (TIPO approval required, staffing /equipment fees may apply)
a. Please describe: S
(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.)
8. El 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. El Fireworks (TIFD, Chatham County and U. S. Coast Guard notification / approval required. Special application from
Applicant due to USCG at least 135 days prier.)
10. El Additional Security
a, Please describe:
11. D Petting Zoo
a. Please describe:
Page 3 of 8 Cin, C*and/Approved: rebruan� 14. 2013; updaredSeptember 2013
SECTION 4., OTHER REQUESTS(CON'T.)
12, EJ 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. Cl Amusement Rides (Insurance from providing company is required no later than two 12] weeks prior to event.)
14, Temporary Structure (i.e. tents, booths, stage, etc.;
a. Please describe:w� n V
(Application for permitting of structures exceeding 10'x 10', stages, booths and the like are required through the Planning &
Zoning Deportment. Completed application with required documentation must be submitted no toter than thirty [30] days
prior to the event. Structures ore not permitted without approval from the Planning & Zoning Department. Fees apply,
15. Electrical needs (fees may apply)
a, Please describe:
is. )o City Facility request (Permit application should be filed with Facilities Coordinator. Approval is require .)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.
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 2RQPERTY
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
!-HEPUBUC If use of the Walter W. Parker Pier and Pavilion isp art
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,
he,ge 4 ip
fS Cin, Casinri/Approved. Fehrmarj, 14,2073; updaredSelvember 2013
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
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.
Date:
Organizer / Applicant's Signature: 1, � �)1-111AII
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):
,FWtqw up meeting(s) s noted:
Ci yManager and / or Designee Date
Planning & Zoning Manager and J or Designee Date
4
Chief c Police and /or De', lineere, Date
COMMENTS:
main Street Coordinator:
Department of Public Works Director and / or Designee Date
I=
DO -74
Page i Af8 Ciry Onmed Approved: Februan, 1-4, 2013; gat dated -5-,pfrmber 2#13
dater &,Sewec,05poil,mi6oupervisor and or D46sig4e Date
Campgrouna-Manp ger and J or Designee
Date
Department of Public Works Director and / or Designee Date
I=
DO -74
Page i Af8 Ciry Onmed Approved: Februan, 1-4, 2013; gat dated -5-,pfrmber 2#13
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Budget Proposal: Healthy Kids Day and Bicycle Rodeo
Event Organizer: Tvbeeisland YMCA and Recreation Dept.
Date: May Q'2Q15 llnne: 12prn-4pnn
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 befree and open tnthe public. Noproceeds from the event will hecollected bythe Organizer.
Marketing: (printing,paper, banner ert.) —3200.00
Participant Concessions:( free to participants e.i. water, fruit, healthy snacks) -------
Give aways:(Sdckers,pencils ec1.) Unforeseen Additional Addid | -------
n reseen ona expenses: $200.00
Tota 1: $700'00