HomeMy Public PortalAbout090_030_Taste of Tybee 2013 SEA CCAR MAYOR $c !, CITY MANAGER
Jason Buelterman Q@ Diane Schleicher
CITY COUNCIL F CLERK OF COUNCIL
Wanda Doyle,Mayor Pro Tern ( Janet LeViner
Barry Brown '• 7
Jan Fox CITY ATTORNEY
Bill Garbett Edward M.Hughes
Tom Groover ��} ! &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: 7/11/13
Category: Special Event Consideration
Item: 17TH ANNUAL TASTE OF TYBEE BUSINESS CONNECTION (September 12):
5:30pm—7:30pm @ Walter W. Parker Pier& Pavilion
Organization: Savannah Area Chamber of Commerce
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,cityoftyb ee.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, BHT Program Coordinator
Phone/Email: 912-844-9771 / cmorton@cityoftybee.org
Comments:
Date given to Clerk of Council 7/3/13
* * *
P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified*
(866) 786-4573—FAX(866) 786-5737 , City of
Ethics j f
www.cityoftybee.org v�,,>0 CLyL
PvIAYOR Ut,_, ,, CITY MANAGER
Jason 13uelterrnan %; i 's Diane Schleicher
•CITY C'OGNC.'ll.
CLERIC OF COUNCIL
` Janet LeViner
Wanda Doyle,Mayor Pro.1 cm • '
Bany Brown .
Jan Fox CITY ATTORNEY
Bill Garbett Edward M.Hughes
Torn Groover ,4 S �,�s.
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 Better Hometown Program
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 Better Hometown Program Coordinator or his/her designee at time of submitting application.
Additional meetings may be required. ‘ /11Z115'
7 )
Today's Date: I • I .3 Application Fee Submitted: �SO -00
*A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration.
Checks or money orders should be made payable to the City of Tybee Island.
p,,SECTION 1: EVENT INFORMATION
I Name of Event: I' ' n r In L.A-I 1 ci i be IAASIOeSS Czywvaki 6Yx.
2 Date and time of event: 61 • I I `J :S o - '"1 :30p rv■
Setup: Date/Time period Q.10 6Y1._ r 5:3o ,
Breakdown: Date/Time period '.SO " ' I '.3 0
3. Location(s): '� i7e 15104-4^A at-- A P/W1
4. A site plan of the event area drawn to scale and depicting all event structures is required at time of application
submittal.
4. A Letter of Permission (LOP)from Georgia Department of Natural Resources(htto://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.). The LOP is due no later than two}(�2)�weeks prior to the event.
4. Organization 1(ellt�.hoCkli Ct'iaxv taw- O^f C.ewWlQArCei
❑Commercial? v1Jon-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be�at"ta"chhed.)
5 Phone number and/or website for public event information:412•'•( S ivA,'j/1d/V(/vlwry I beAr •CaVV"-'
6. Organizer/Applicant: C4-1 (j V1 °
Address: IQI "".aUjS"�L^t?� P.0.1 O/X�l te2+2>
City: ('�O,,IUfdn.1/ L,t/V f �✓ State: &1c t�,�/� �� Zip: 140( I'3�Ir4�O,2 11°ZS
Contact Phone; )Z'CAA ' � Email: cVt tv �Y1 ulAJN/�(a(t,V',4.r 1.04-$0M Y•
Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. G --1
P.O, Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749
(912)472-5071 —FAX(912)786-9539
www.eityortybee.org
SECTION 2: EVENT DETAILS
1. Is this event... ❑Open to the public E ''/Private Invitation only c
2, Describe the event and its goals: N 0V� v iiMl i 'TW
C, blew otkl wnbois �'1r v� 1�''ueS-4-5 ��
3. Estimated number of people to attend and what this is based on: TJ D D- pa -- t(,,I; A+i,�,ce..
_,_/ .6
4. Is there an admission fee for attendees? ❑ No L7 Yes-Fee will be:$10-Gt/14L ' 'V WL¢.W% VS)
• A preliminary budget is due with application. (refer to Section 7: Financial) vvvinnte SUCSt-S
5, Have you ever done this event before? If yes,list dates and locations: •13.12 al•2#1 • l l f %•l'• ( O
g Zo•o�l; l0 •IE •og• 4, •0'7 ; $•2 . oco - iybeevV-AMM e Pe II �vw
6. Describe parking arrangements during event in detail: SQU 41,1 'OcA.LQA tLiv
1 of 5 o y k v1 V Sid e S �'� ►/ ,N a 1 wo v i v o*& Co�-3- v,v✓H- , LVtrwt
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: (`J JdV\t 0 f 41 ulitAgli DPI LI '6?bYtS'v'S
O MAA 'VD tv Jite, kW\ bWAterS
8. List any additional contact person(s)and their phone numbers involved in the planning of this event.
AI Sect A/ 16VVI x'11') — A 1 Z• to 44 •LP 41-5
9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) \Ai 1 1 .eAMp\0(,1
-tYG-WM Lev�pe j u'- 1,c bbv t
10. Please list any entertainment, bands,emcees or onsite promoters attending this event.
AJ 19— - Qua) I ttb Roc- I nS•3 --Peui WI�1 l a-v%t-S
Describe sound equipment: 5p" LEt,if S k VVI.ratiplel 67 1'1
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
V VOA AGA 1^�'1.a.L►�LJj /Aft,443,-,s TG's' ctAsaA4 beivS .
2, Please list two(2)references excluding City Officials and Staff:
j ,� Y
a. Name: T?II1 �► d ,`
Address: I O I � J S- i c-' - t"-Mlf , 3i40 l
Phone: °U7-• cO44• L01-2-1
b. Name: UVI 1Q.V1V1 pV1G
�•tJ
Address :
Phone: °u ■• LOkk•C4,4kO
Page 2 of 8 City Council Approved:February 14,2013
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
1 2 1n,ivl-t'17r✓-fare av' L
Traffic Barrels Nt.e rvJ Csv✓t j p}A1i O'1
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. l�Special parking/parking pass request(s)(Parking Service Division approval required.)
a. Please describe: W o►'-M I I k- d —}a ■rek-VJe spetc e s Vt v-1" A 04-4/-0 s c r c'w
Pletrc A-1-6,4"c.e., iex-t- -I-+c t ,fie@ ut Arot t,wd • •J
5. ❑ Commercial truck parking
a. Please describe:
6. IV"Police Detail(TIPD approval required;staffing/equipment fees may apply)
a. Please describe: IA)i l l 11 4,e, off ,4 p f►c ArS
(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. I�Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager,
Approval is required by City then State.)
A-pp 4otM i+1.-CA
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 approval required. Special application due to
USCG at least 135 days prior.)
10. Additional Security
a. Please describe: Pi
11, ❑ Petting Zoo
a. Please describe:
Page 3 of 8 Ciry Council Approved:February 14,2013
SECTION 4: OTHER REQUESTS(CON'T.)
(Check the boxes below and provide additional information if applicable.)
12. ❑ 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 later than two(2)weeks prior to event.)
14. ❑ Temporary Structure(i.e.tents, booths,stage, etc.)
a. Please describe:
(Permits for tents larger than 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. ❑ Electrical needs(fees may apply)
a. Please describe:
16. ❑ Filming(Permit application should be filed with Facilities Coordinator. Approval is required.)
17. ❑/Banner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.)
L�"
18. City Facility requests require separate forms and approval through the Facilities Coordinator.
a. 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. -�i IS reseojeck
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.
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 $1 million certificate of insurance,with the
necessary insurance as deemed City of Tybee Island listed as additional insured and
OPEN TO appropriate by property owner.
THE PUBLIC * If use of the Walter W.Parker Pier and Pavilion is part * certificate holder.
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 oJ'8 City Council Approved:February 74,2013
SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE
TO ADHERE TO APPLICATION REQUIREMENTS
I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of
Tybee island, Georgia, its officers, agents,employees and contractors from and against any and all loss,damage,claim,demand,
liability or expense by reason of any damage or injury to property or person which may be claimed to have arisen as a result of or in
connection with the occupancy or use of listed event premises during the time period of said event.
Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negligence on the
part of the City relating to such loss or damage, except for loss or damage arising from the sole negligence or willful misconduct or
gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim,
suit,action or cause of action,including the investigation thereof and the defense of any action or proceeding brought thereon and
any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall
survive the expiration or earlier termination of the use of premises. Nothing in this Agreement shall be construed to affect in any
way the City's rights, privileges, and immunities as set forth in Georgia Sttattutes and/or the Constitution of the State of Georgia.
Organizer/Applicant's Signature: ,Aghl Date: 17. 1 ' 13
INTERNAL USE BELOW. I
(----\\
ff sigpatures for C' artments list d below indicate the event application has been reviewed and department needs are
accjepted as re uested A 'gnat es are r quired prior t aapplicatio ., ubmitted for City Council consideration.
i(CCK/lanager and/or Designee Finance Director and/or D signeej yv,3
I
,� 1-t — 13 z-
...• .
Planning&Zoni.t .nage n• or Designee ater&Se D a rr Supervisor and/or Designee
( ( 1 1 2 / ),/ v
Chief of Police /or ': Campgroundlan.ger and/o Designee
� -
, :nee 1►
Chief of Fire D-.•rtment an.' Designee 1'I 6u5' Depar ment of Public Works Director and/or Designee
L.
COMMENTS:
DATE APPROVED BY CITY COUNCIL:
ADMINISTRATIVE APPROVAL(as aaalicable):
Better Hometown Coordinator: Date:
City Manager: Date:
-Cmiac,e b, i4. tel Am-6010F WI 113
Page 5 of 8 City Council Approved:February 14,2013
Internal Revenue Service Department of the Treasury
Director,EO Rulings& Agreements
P.O.Box 2508
Cincinnati,OH 45201 Employer Identification Number:
58-226 7987
Date: March 27,2001 Document Locator Number:
17053-083-71604-1
Toll Free Number: 877-829-5500
SAVANNAH AREA CHAMBER OF COMMERCE FOUNDATION FAX Number: 513-263-3756
INC
PO Box 1628
SAVANNAH, GA 31402
Acknowledgement of Your Request
We received your Form 8734,Support Schedule for Your Advance Ruling,or other information regarding
your public support status. When communicating with us,please refer to the employer identification
number and document locator number shown above.
Your tax exempt status under section 501(c)(3) of the Internal Revenue Code remains in effect.
What Happens Next?
The information you submitted was entered into our computer system at our processing center in Covington,
Kentucky,and has been sent to our Cincinnati office for initial review. We approve some cases based on
this review. If this is the case,you will receive a letter stating that you are a publicly supported
organization.
If the review indicates that additional information or changes are necessary,your case will be assigned to an
Exempt Organization Specialist in Cincinnati who will call or write you. We assign cases in the order we
receive them.
If the additional information indicates that you meet one of the public support tests,you will receive a letter
stating that you are a publicly supported organization. If the public support tests are not met,we will send
you a letter re-classifying you as a private foundation. That letter will tell you why we believe you do not
meet the public support tests,and will include a complete explanation of your appeal rights.
How long will this process take?
Normally,you may expect to hear from us within 120 days. If you do not,you may call our toll free
number between the hours of 8 a.m.and 9:30 p.m.Eastern Tirrie. Please have your identification numbers
available so that we can identify your case. If you would rather write than call,please include a copy of this
notice with your correspondence.
Notice 3369(cg)-(Rev. 12/2000)