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HomeMy Public PortalAbout090_060_July-Aug 2013 Tybee Floatilla SEA CCAR MAYOR CITY MANAGER le Jason Buelterman Diane Schleicher CITY COUNCIL OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown - ` Jan Foxk°' CITY ATTORNEY Bill Garbett 1. , Edward M.Hughes Tom Groover r,9 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 FLOATILLA (July 21 @ 1:00pm &August 18 @ 12:00pm): Chatham Avenue &Alley 3 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:OOPM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, BHT Program Coordinator Phone/Email: 912-844-9771 /cmorton@cityoftybee.org Comments: Department Head signatures to be provided prior to the City Council meeting. 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 1 City of r 1a Ethics iv www.cityoftybee.org 41-B 44�L MAYOR '�� IT`(' �� !FP Ti'MAi AGER Jason Buelterman ©$ 1 G Ct;= '_C.��`C Diane Schleicher CITY COUNCIL r '7171' ;P CLERK OF COUNCIL • Wanda Doyle,Mayor Pro Tern 1 zq i c=� ,+2? Janet LeViner Barry Brown y.l , Jan Fox '' CITY ATTORNEY � _ Bill Garbett Edward M.Hughes c . Torn Groover ',} �+„ f F'LE= Paul Wolf 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. Today's Date: IP 2• 3 Application Fee Submitted: )L I *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. SECTION 1: EVENT INFORMATION 1. Name of Event: Y (cam y1 2. Date and time of event: 7-) i - 1 J / ? ' Y-- 13 ) Setup: Date/Time r d� 1erl( t?"fi/l6 ;7r''-‘ (S-IA • Breakdown: Date/Time period �� 1] iLu t 2 M.` �l t� 1.1. T1 I� I ��.lt 3. Location(s): 1(yr\ /:-k Q 9- a/ �-� -I 1 1 • 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.). The LOP is due no later than two(2)weeks prior to the event. 4. Organization: s'7 '�1i 62,e--everkd 4 C e) o Commercial? ❑ Non-profit/Tax Exempt?(Non Pro ',Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or web. "te for public event inf rmation: ,2) 6, (PC ' (CC/ vm I . c' z� r f /1wk'• u.�«I 6. Organizer/Applicant: 1)- � 1(4'1' [ .7 f Address: G •■ /,i '. � � j7"( City: State: (-/`f'l Zip: ! /'e/ Contact Phone: Z' G GOa Email: I-}4 -rv%,9Y►,o rCi-14"!/4 [.C oPl'7 Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 www.cityoftybee.org SECTION 2: EVENT DETAILS 1. Is this event... 04Qpen to the public ❑ Private Invitation only 1. Describe the event and its goals: 4ei-,4 V a v ) C e 3. Estimated number of people to attend and what this is based on: /e 5 I GO 4. Is there an admission fee for attendees? ❑ No ayes-Fee will be: S 0 f ❖ A preliminary budget is due with application. (refer to Section 7• Financial) r 5. Have you ever done this event before? If yes, list dates and locations: ✓,� 2L'1 e'0 j� 't r1ie:IY" Z (C ./,•.2,. !lam' /0----' v Zc/2 5c®7L 2e(2 6. De ibe parking arrangements during event in detail: Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parkin: lot is closed for the event. 7. / /vV `]�/�. ( /-4 S7 List Tient sponsors and mprketing plan: 541)) r 7 2.-C 6 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. / g.A L 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. t'A/' Describe sound equipment: l 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: f-") /v/ Address: Phone: 112 `7 b. Name: J_e Address : Phone: Page 2 of 8 City Council Approved:February 14,2013 SECTION it; 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 , I Port-a-lets �' � Ong, Sweeper Paui Vac Truck r i 0rC Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. El 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) 4ott a. Please describe: i 1 (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and 1,177/', !. paying fees direct as agreed upon.) {i , .� Gds-.�1 C uie 1 7((,1,Ktf 7. El 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 approval required. Special application due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: ii. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 14,2013 SECTION 4: OTHER REQUESTS(CON'T.) (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: (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. ❑ Banner 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. 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 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. 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 of 8 City Council Approved:February 14,2013 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 i 5ieorgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: Zr .� 'y4, Date: 7- - 1 2, 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. City Manager and/or Designee Finance Director and/or Designee Planning&Zoning Manager and/or Designee Water&Sewer Department Supervisor and/or Designee Chief of Police and/or Designee Campground Manager and/or Designee Chief of Fire Department and/or Designee Department of Public Works Director and/or Designee COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Better Hometown Coordinator: Date: City Manager: Date: Page 5 of 8 City Council Approved:February 14,2013 TYBEE FLOATILLA July—September 2013: Budget Breakdown Expenses/float 300 Wristbands: -$300 300 Koozies: -$300 300 t-shirts: -$1500 300 floaters: +$9000 Expenses/summer: $2500 on advertising $2500 on insurance Donations to non-profits are hard to put numbers on but every penny raised in on the website, www.TybeeFloatilla.com under past events. Stafford Promotions are donating$2000 to the Coastal Pet Rescue; $2000 to the Tybee Marine Science Center; $2000 to the Tybee Beautification Society; $1000 to the Georgia MS Campaign; $500 to the Tybee Marine Rescue Squad; and $500 to the Islands Feral Cat Project from the first two Floatilla's in 2013. July 8, 2013: Tybee ervice Industry Floatilla "Christmas in July" Tybee Service Indu ,r}1 Floatilla"Christi� in J ly"b nefiti b,� efiting the Priceless Gifts Campaign, Tybee's Mayor Mo orcade, aid Al the c hurc s f ffyb e Is, -d. '' Start: July 8, 2, 13 2:30'. `� ; II Ly End: July 8, 2J 13,6:3 Q p o Venue: Alley 3 1 Address:3 Alley St, Tybee Island, 31328, United States Cost: $30.00 July 21, 2013: Tybee Floatilla "Will Float for Safety" in memory of Wesley Franklin Tybee Floatilla "Will Float for Safety"benefiting Tybee Fire. Tybee Police, and Tybee Marine Rescue Squad. Start: July 21, 2013 1:00 pm End: July 21, 2013 5:00 pm Venue: Alley 3 Address: 3 Alley St, Tybee Island, 31328, United States Cost: $30.00 August 18, 2013: Tybee Floatilla "Will Float for History" Tybee Floatilla"Will Float for History"benefiting the Tybee POST Theater, Tybee Historical Society, and Save our Rails to Trails Start: August 18, 2013 12:00 pm End: August 18, 2013 4:00 pm Venue: Alley 3 Address:3 Alley St, Tybee Island, 31328 Cost: $30.00 September 1, 2013: Tybee Floatilla "Will Float for Kids" Tybee Floatilla"Wil l loat for Kids"benefiting the Burton H Center, Eastern- ing Association, Fresh Air Home, and Surfers ro AAutis . Start: September 1, 20113 1, 1:00,a ; End: September 1, 20 3 0d 011,:j , Venue: Alley 3 '' Address: 3 Alley St, Tybee Island, 31328, United States Cost: $30.00 FLOAT-1 OP ID: R2 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 07/02/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Phone:912-355-4549 NAMEACT Brain Stafford Morris&Templeton Ins Agency PO Box 15088 Fax:912-354-9522 (A/CNN.E xt):912-660-9001 (A/C,No): 7180 Hodgson Memorial Drive ADDRESS: Savannah,GA 31416 Christopher R.Templeton INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Southern Insurance Undw.(SIU) INSURED Floatilla Inc INSURER B: 91 Bull River Bluff Dr Savannah,GA 31410 INSURER C INSURER D: INSURER E: INSURER F: - COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUER POLICY EFF POLICY EXP — INSR WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 500,000 A X COMMERCIAL GENERAL LIABILITY X 773133 07/21/2013 08/19/2013 DAMAGE TO RENTED PREMISES(Ea occurrence) $ 100,000 CLAIMS-MADE OCCUR MED EXP(Any one person) $ 5,000 PERSONAL&ADV INJURY $ 500,000 GENERAL AGGREGATE $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 1,000,000 nPOLICY n JEGI LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY(Per person) $ ALL OWNED — SCHEDULED AUTOS AUTOS BODILY INJURY(Per accident) $ NON-OWNED PROPERTY DAMAGE HIRED AUTOS _ AUTOS (Per accident) UMBRELLA LIAB _ OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS'LIABILITY Y/N TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? N/A E.L.EACH ACCIDENT $ (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,desuibe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101,Additional Remarks Schedule,If more space Is required) CERTIFICATE HOLDER CANCELLATION TYB SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City Of Tybee Island Ga ACCORDANCE WITH THE POLICY PROVISIONS. 401 Butler Ave Tybee Island,GA 31328 AUTHORIZED REPRESENTATIVE Christopher R.Templeton ©1988-2010 ACOR CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD