HomeMy Public PortalAbout090_040_Polar Plunge 2014 SEA CCAR MAYOR
.05% .i J CITY MANAGER
Jason Buelterman �4 * 714, Diane Schleicher
CITY COUNCIL CLERK OF COUNCIL
Wanda Doyle,Mayor Pro Tem 0:4 Janet LeViner
Barry Brown S
Jan Fox ' CITY ATTORNEY
Bill Garbett '► Edward M.Hughes
Tom Groover
‘ �
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: TYBEE POLAR PLUNGE (January 1, 2014): 8:00am—3:00pm; Walter W. Parker Pier
&Pavilion, Roundabout &beach area south of the Pier
Organization: Tybee Post Theater
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, BHT Program Coordinator
Phone/Email: 912-844-9771 /emorton @cityoftybee.org
Comments:
Date given to Clerk of Council 7/2/13
* * *
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 LLLL��
Ii,.I , OF YRF�
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NAGER
MAYOR �
Jason Bueltermau �Yat e'11 icher
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.. CLER :O) COI;NCI:
CITY COUNCIL r,rr:: HT' 7FF�.
�� Jdnet heViner •
CE_#e
Wanda Moyle,Mayor Pro Tern 1
Bari Brown g r FOLAR. PLUNGE CITY ATTORNEY
Jan Foy E;.:r,± Perrraf:l=:d�Lard M. Hughes-.
Bill Garbett ii r :ti
Tom Groover 4D or vd�'`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 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. ri
Today's Date: l 8( poi 5 Application Fee Submitted: 57/ //
required at time of application submittal for processing and consideration.
A non-refundable Special Event application fee of$50 is requi i p
Checks or money orders should be made payable to the City of Tybee Island.
_ SECTION 1: EVENT INFORMATION
I. Name of Event: �ll 6 rO-.f�-+ - riz/74)6-E
2. Date and time of event: .�i /:��r d' • G-w
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Setup: Date/Time period B (__�_�}-v L.-
. Breakdo : Date/Tire period .. . !_La - - (S) !' -
3. Location(s): 1SC l - 't- • IL to C i L v - �_ 1. _ !cc
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. A site p an of the evt are yawn to scale and d ictin all event structures is require at time of application
submittal.451.-- �i'f ��'7�o,.c.; �'� l� �1C-For_ Gt�� �-- ..Fv!�/�''
. 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 ar s,etc.). The LOP is due no later than two(2)weeks prior to the event.
4. Organization: ' Li gi-C P r J ��
c Commercial? = Non profit/Tax Exempt? (Non Profit Status/GA Tax Exemp Certificate must be attached.)
5. Phone number and/or we ii ite for public event information: ®(Z -to(0 3 ` /0' it 4ee Po/ , -/ui •Corn
6. Organizer/Applicant: .I 4 G,q,./ affilIMINOW
Address: .1 ` ' �i "'
Cit+. (?£� Sc-.4..'D State: is Zip: Z
Contact Phone: �CZ-ZZ� - /�6� Email: I!' 11t)e. pc.. -4 lec ' 7.r
Organizer/Applicant listed above must be in attendance and readily available for the`duration of the event
P.O.Box 2749-403 Butler Avenue,TybeeIsland,Georgia 31328-2749
(912)472-5071-FAX(912)786-9539
SECTION 2: EVENT DETAILS
1. Is this event... pen to the pu plic ❑ Private Invitation only
2. Describe the event and its oafs: (r).aitJ�1 pi.(44)rye- (�i� �¢ r�� 7C ()et-AA)
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f�..S 7��b �/g7S��i /fi� f�,'� gc-{7`"� 7ff6/;
3. Estimated number of people to attend and what this is based on: I 000— /r A-DO ' gt,ta
4. Is there an admission fee for attendees? — No l -Fee will be: Cq✓-�-0LJ
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: S( J/9/(-) /2'`? 1 Z !Z-f Z°I3
6. Describe parking arrangements during event in detail:
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: ��`� � L
8. Lis n additional contact erson(s)and their phone numbers involved in the planning of this event.
rcff7- J/4,4 !z — ///
9. What plans exist for clean up and recycling? (Disposal of grease,trash, etc.) tja- Se A,riDG O
10. Ple se list any et e inment, bands,emcees or onsite promoters attending this event.
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Describe sound equipment: fLL Ps�f-
SECTION 3: REFERENCES
1. Please list your previous special event and/or hosting organization's experience in producing events.
2. Please list two(2) references excluding City Officials and Staff:
a. Name:
Address:
Phone:
b. Name:
Address :
Ph one:
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 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 j n-Qo a 1"' 6 450
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(TWPDJ approval required.)
a. List requested streets:
4. pedal parking/parking pass requests,) (Parking Service Iivision approval required.) P:� /� /J_t
a. Please describe: �� �r / I473 '� .r. STS !I'4
5. ot.nrnecci at truck parking �1 C
a. Please describe:
6, 4_ Police Detail(T1PD approv 1 required;staffing/equipment ees may apply) ! !C
,�� a. Please describe: /C6, tii ' " v( � Dog
95. (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and
paying fees direct as agreed upon.) A_AA) C ffi/ 749,- (gv,✓T7 c //2477
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. 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. E. 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: (THY,4,717h1 7-/XJA)71-2 alici/,
11. _ Petting Zoo
a. Please describe: _,.
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:O0pm with the exception of the Beach Burn 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.)'It 14. l2"TemporaryStructure(i.e. tents, booths,s t ge,etc.) 01X�✓� s� �i9i)CE �C4E
a. Please describe: /(.))C/0 7"e ✓
4E-
(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[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(Permit application should be filed with Facilities Coordinator. Approval is required.)
17. anner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.)
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.
1 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
PRIVATE Organizer is responsible to obtain 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. 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. 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.
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SECTION 6: INDEMIEICATION 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 :y be entered in any such action or proceeding or as a result thereof. These provisions shall
survive the expiration or earlier term` tion of the use of premises. Nothing in this Agreement shall be construed to affect in any
way the City's rights, privileges,and unities as se forth in Georgia Statutes and/or the Constitutio of the State of Georgia.
Organizer/Applicant's Signature: .IrL■ "i Date: _C g/.9 )(3
INTERNAL USE BELOW.
signatures far ' Departments lis below indicate the event application has been reviewed and department needs are
I
.ccepted as -eque ed. igna es are required prior to application submitt d for City Council considerate r
ci nager and/or Designee Finance Director and/o- Designe
® 0 C0 —Z.g - � 3 TA 2-------- W J mate - - artrnent Su ervee
P ing&Zoning Manager and/or Designee p
_ 40 -13 i 3 ,, ` r
Chie Police .,t1/or De nee Campground Manager and/or�esignee
,1 C I)
V__,tea _ -- --
Chief of Fire De rtment and/or Designee 1�� �"i5 7/2 Department of Public Works Director and or Designee
COMMENTS:
DATE APPROVED BY CITY COUNCIL:
ADMINISTRATIVE APPROVAL f as applicable):
Better Hornetown Coordinator: Date:
City Manager. Date:
A . (el i -,
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