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HomeMy WebLinkAboutDocumentation_Regular_Tab 06_4/14/2022Agenda Item #6. Regular Council STAFF MEMO Meeting: Regular Council - Apr 14 2022 Staff Contact: Jose Rodriguez, Building Official Department: Building SE 03-22 - Special event permit application by Believe with Me, for an annual July 4, 2022, four -mile running race for -1,000 attendees from 6:30 a.m. to 9:30 a.m. beginning at Constitution Park and ending at Dover Road. No alcohol will be served. Free food will be provided at the event, and water and Gatorade will be provided along the course route as well as within the Park to spectators and participants. SE 03-22 - Special event permit application by Believe with Me, for an annual July 4, 2022, four -mile running race for —1,000 attendees from 6:30 a.m. to 9:30 a.m. beginning at Constitution Park and ending at Dover Road. No alcohol will be served. Free food will be provided at the event, and water and Gatorade will be provided along the course route as well as within the Park to spectators and participants. The applicant has provided for nine (9) Police Officers to be present at the event and one (1) Police Supervisor. The purpose of the event is to honor families of fallen soldiers and all proceeds will directly benefit families that have lost a loved one in the line of service. The applicant, Believe With me, has provided proof of Liability Insurance naming the Village of Tequesta as an Additional Insured. This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-768-0443. BUDGETED AMOUNT: N/A AVAILABLE AMOUNT: N/A EXPENDITURE AMOUNT: N/A Additional Budgetary Information: Funding Source(s): N/A N/A PSEP22-0002 - Special Event Permit Application by Believe With Me for 7.4.2022 Four -Mile Running Race.ada Page 225 of 501 Agenda Item #6. VILLAGE OF TEQUESTA Building Department MEMORANDUM TO: Jeremy Allen, Village Manager FROM: Jose Rodriguez, Director, Building Department DATE: January 25, 2022 SUBJECT: Special Event Permit Application for Believe With Me - July 4, 2022 - 4 Mile Running Race (-1,000 Attendees) This is a Special Event application for an annual July 4, 2022 4 mile running race by Believe With Me, a registered Florida Not -For -Profit Corporation, signed by its Vice President, David D. Reback, (see attached Special Event Permit Application), to take place at Constitution Park on Dover Rd. The event is to be held on July 4, 2022 from 6:30 a.m. - 9:30 a.m. No alcohol will be served. Free food will be provided at the event, and water and Gatorade will be provided along the course route as well as within the Park to spectators and participants. The projected number of attendees for the event is 1,000. There will be 2 open tents set up at the event (i.e., without sides). The purpose of the event is to honor families of fallen soldiers and all proceeds will directly benefit families that have lost a loved one in the line of service. The applicant, Believe With me, has provided General Liability and Umbrella Liability insurance. The fee for the Special Event Application in the amount of $50.00 has been paid by the applicant. Page 226 of 501 Agenda Item #6. v'aE. or-:rep�� s� 9�b coUNtj Village of Tequesta Building Department Special Event Permit Application 345 Tequesta Drive Tequesta, FL 33469 (561) 746-0450 Fax: (561) 768-0698 Any Village resident, or any Village business holding a current Village business tax receipt pursuant to Chapter 70, Article II, is eligible to apply for and obtain a special event permit pursuant to Sec. 78-561. Any such resident or business that desires to conduct any type of special event within the Village must obtain a permit from the Village in order that the Village may adequately provide for the potential impacts created by the proposed event. A maximum of four (4) such permits shall be allowed per address or per business in any single calendar year. A special event that includes multiple addresses, for example within a shopping center, shall count as one event for each address captured by the special event permit. "Special Event" is any outdoor activity, gathering or group of persons, vehicles or both, organized and having a common purpose, upon public or private property, which is likely to inhibit the usual flow of vehicular or pedestrian traffic, which is likely to create noise in excess of that typically associated with the areas upon which the vent is to occur, or which is likely to preempt or restrict use of property typically accessible by the general public. Examples of special events include, but are not limited to block parties, parades, races or walks, grand opening events, charity fundraisers, and other similar events not specifically permitted by the Village's zoning ordinance. Special Events that are sponsored by the Village and held on Village property shall be exempt from the provisions of this section. Written application must be submitted to the Village Building Department at least forty five (45) days prior to the date for which the special event is proposed; at the discretion of the Building department, an application may be submitted less than forty five (45) days in advance if extenuating circumstance are present. The application shall contain the following information: Page 227 of 501 Agenda Item #6. Event Details Date of event: J u ly 4, 2022 Hours of event:6.30-9:30 Type of event: Race Run/Walk Charity Fund Raiser Location of event:Constitution Park Property owner name: You must attach the written consent of the property owner on record. Contact Information: Sponsor/persons responsible for event: Believe With Me (501 c3 org) Mailing address:11420 US HWY 1 PMB 122 NPB, FL 33408 Phone number:561.236.2005 Fax number: N/A Email address:Lyette.Reback@BelieveWithMe.com Projected number of attendees:1000 Is Village Council approval needed? Yes No❑ Any proposed special event whose attendance is contemplated to exceed 200 people in total shall require final approval by the Village Council which, after considering the recommendations of the Building Director, the Police Chief and the Village Manager, may approve the application, deny the application in whole or in part; or approve the application with conditions. Is alcohol being served? Yes❑ No ■Q • The service of alcoholic beverages at any special event shall require the issuance of the appropriate state alcoholic beverage permit, a copy of which must be provided to the village in conjunction with the special event permit application. The Village may require the use of physical barriers to define and contain the outdoor area within which alcoholic beverages may be consumed and/or the use of security or off -duty law enforcement personnel at the special event. It is the applicant's responsibility to monitor for and prevent excessive as well as underage consumption of alcoholic beverages at all times. Page 228 of 501 Agenda Item #6. How many tents will be used at event? 2 Will tents have sides? Yes❑ Non Should the event include the use of one or more tents, a $35.00 Fire Inspection Fee, due at time of application, and a certificate of flame resistance is required for each tent. Inspection to be done on the first day of event. By submitting a complete application, the applicant expressly agrees that it shall indemnify, defend and hold the Village harmless from any and all damage to any real or personal property, and from any and all injury or death suffered by any person directly or indirectly related to the consumption of alcoholic beverages in conjunction with the special event. Non -Profit Enterprises: The Village may issue non-profit permits to any person or organization for the conduct or operation of occasional sales and/or fundraising projects held by non-profit enterprises, either regularly or temporarily, when the applicant signs an affidavit that the applicant operates without private profit, for a civic, public, charitable, youth, service, educational, literary, fraternal, or religious purpose. A person making application under this section must comply with all rules and procedures for the granting of special event permits as set forth in this section. All persons operating under a non-profit permit shall operate their non-profit enterprise in compliance with this section and all other rules and regulations of the Village. Required Documents The following items must be submitted at the time of application: • Summary of event on official letterhead of organization, signed by the applicant • Proof of insurance in amounts acceptable to the Village for the type of event. The Village shall be named as additional insured on all liability insurance (not a certificate holder). • Expected traffic, fire -rescue, and utilities impact, if any, and proposed mitigation plans. • Copy of all required state and county permits if event will be held on or utilize state and/or county - controlled property. • A refundable deposit is required if the event is held on any Village property. • Site Plan required with each application accompanied with drawing indicating layout for event. o All event sites shall be left in a clean and orderly manner upon completion of event. Special Event Fees • Under 200 attendees: $40.00 • Over 200 attendees: $100.00 • Per Village Resolution 36-19, fees for property owners that are 501(c)(3) non for profit entities shall be reduced by 50%. Page 229 of 501 Agenda Item #6. Applicant name: Lyette Reback Applicant signature: Date:12-17-21 Permit number:_ Submittal Date: Deposit amount: Recommended for Approval Building Department: Date: Police Chief: (`— Date: !- %- Applicant Signature Office Use Only / aoa 2 Fire Chief: J�iu���9 Date: / , �z6t Parks &Recreation: Date: 2/1J2II92 Approved by Jeremy Allen Digitallyslg-d bykr—yAllen Village Manager: Date:2022.02.,0,5:,430-05'00' Date: Approval notes: f — I �;..> 7•ia,c( �' ��'.��� Irv' :CIS.{J< l�Cf't 49f F,�`� C/ff,1E � .,cbs� lJ :fin,^ /'^S��c.J•�F /i Firs- J;cs�.�: !7 /yil Page 230 of 501 Agenda Item #6. • Per Village Resolution 36-19, fees for property owners that are 501(c)(3) non for profit entities shall be reduced by 50%. Applicant Signature Applicant name: Applicant signatu •e:� Date: Z 22 Office Use Only Permit number: Submittal Date: Deposit amount: Recommended for Approval Building Department: Date: Police Chief: Date: Fire Chief: Date: Parks & Recreation: Date: Approved by Village Manager: Date: Approval notes: oa • a�o� 'O<iarr� Page 231 of 501 Agenda Item #6. A� H CERTIFICATE OF LIABILITY INSURANCE (MMMD �"""' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLYAND 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 have ADDITIONAL INSURED provisions or 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 ACT NAME: Bryan W. Mayes Mayes Event Insurance PHONEC o EM.561-459-7609 mac, No 752 Lake Brim Drive A DRIESS: b an ma eseventinsurance.com INSURER(S) AFFORDING COVERAGE NA1C # INSURERA: United States Fire Insurance 21113 Winter Garden FL. 34787 INSURED INSURER B Believe With Me, Inc. INSURERC: INSURERD: 11420 US HWY 1 PMB 122 INSURER E North Palm Beach FL 33408 INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER_ THIS IS TO CERTIFY THATTHE 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 CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE 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 LTR TYPEOFINSURANCE ADDL INSD 5UBR WVD POUCYNUMBER POLICY EFF MM/DD POLICY EXP MMIDD LIMITS X COMMERCIALGENERALLIABILIY EACH OCCURRENCE S 1,000,000 CLAIMS -MADE OCCUR FIRE DAMAGE TO RENPR rreTED s 100,000 MED EXP (Any one person) S 5.000 PERSONAL &ADV INJURY S 1,000,000 A X SRPGAPML-102-0512 07/01/2022 07/01/2023 GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY ❑ PO- JET LOC PRODUCTS -COMPIOPAGG S 2,000,000 $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY (Per person) S ANYAUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) S PROPERTY DAMAGE (Peracddent S HIRED NON -OWNED AUTOS ONLY AUTOS ONLY S UMBRELLA LIAB OCCUR EACH OCCURRENCE S HCLAIMS-MADE AGGREGATE S EXCESS UAB DED I I RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN PER OTH- STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE F -1 EA_ EACH ACCIDENT S OFFICERIMEMBER EXCLUDED? N/A E.L. DISEASE - EA EMPLOYEE S (Mandatory In NH) lives ' fves, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required) RE: The Freedom 4 Miler running race - July 4, 2022 The Certificate holder is listed as an additional insured but only with respects to liability arising out of claims during the policy period. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Village of Tequesta THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Building Department ACCORDANCE WITH THE POLICY PROVISIONS. 345 Tequesta Drive AUTHORIZED REF.RE ENTATIVE� ,y�9 Tequesta, FL 33469-0273 r ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD Page 232 of 501 Agenda Item #6. 0000083 04/20/21 Consumer's Certificate of Exemption R.01/18 DR-14 112 Issued Pursuant to Chapter 212, Florida Statutes FLOMDA 85-8017039136C-5 T 06/30/2021 1 06/30/2026 1 501(C)(3) ORGANIZATION This certifies that BELIEVE WITH ME INC 11420 US HIGHWAY 1 PMB 122 NORTH PALM BEACH FL 33408-3226 is exempt from the payment of Florida sales and use tax on real property rented, transient rental property rented, -tangible personal property purchased or rented, or services purchased. s FLORIDA 1. 2. 3. 4. 5. 6. Important Information for Exempt Organizations DR-14 R. 01/18 You must provide all vendors and suppliers with an exemption certificate before making tax-exempt purchases. See Rule 12A-1.038, Florida Administrative Code (F.A.C.). Your Consumer's Certificate of Exemption is to be used solely by your organization for your organization's customary nonprofit activities. Purchases made by an individual on behalf of the organization are taxable, even if the individual will be reimbursed by the organization. This exemption applies only to purchases your organization makes. The sale or lease to others of tangible personal property, sleeping accommodations, or other real property is taxable. Your organization must register, and collect and remit sales and use tax on such taxable transactions. Note: Churches are exempt from this requirement except when they are the lessor of real property (Rule 12A-1.070, F.A.C.). It is a criminal offense to fraudulently present this certificate to evade the payment of sales tax. Under no circumstances should this certificate be used for the personal benefit of any Individual. Violators will be liable for payment of the sales tax plus a penalty of 200 % of the tax, and may be subject to conviction of a third-degree felony. Any violation will require the revocation of this certificate. If you have questions about your exemption certificate, please call Taxpayer Services at 850-488-6800. The mailing address is PO Box 6480, Tallahassee, FL 32314-6480. Page 233 of 501 Al y -rat -lU� r t T ��•-i Ai��, ! 4d.11rL s {A i� . ►� ,v �� rLi r i °� RLY r' Qr1 €Y i i 14- ' Vp � t' '`;t i y ✓ M+'Rv°t` `� I .�.. t I mo` aad' i / START FINISH am ` `r�r fir,-,y�.�.-\ . F�' kl �`; •� �`-,�e. � . L � •tY1. "r 6. . �.� � ..a - '+- � 1 t'. • � _ 1�'� r�r ` my m .'., - ' fj` '�}1. �. ,� -.Dt •Z'®t r�i"•' ��It �� ��'�� `tit. 'i' {z��"D� �.. �ti c!'-'�" ,. !�► )fr Y�}} t�. ` t. � .•3.�.. � .' •i - �` - snows fij. `,�''� fi 7 tr- o 'SL w � .g S� `• 1. �� ... �t t `•S-•: � � 1.-'� _ "- �' n � ^•a �'• . r:' ; t •t. ' _:,tn"fTequesta'Dr . Loxahatchee River - Lake' Worth Creek Aquatic... - (+`►� �'�•r-=Fw eta Lv!�.�-Y ��#6�'.'��. `.. �'..�i+i. �':r�h� - � �-.3 ' - Agenda Item #6. Believe With Me A 501 c3 non-profit organization Dedicated to Fringing Hope and Help to America's Gold Star Families i'ha.Y 1, a p l 9 To the Village of Tequesta; Believe With Me has been actively engaging the community about our upcoming July 4th event at the beautiful Constitution Park. Our efforts have been well received and many have commented about their excitement to help families of fallen soldiers. The support for our cause is unwavering. Registrations have been ongoing and successful and we are excited about all of our sponsorships and media attention. Within the last month we have been featured on most major media outlets including Fox News, Inside Edition, The New York Post, The Washington Post, and all the major media networks and radio morning shows across the country. We are writing to the Village of Tequesta not only to report on our good success but to also request we be able to add signage around the village for additional community involvement. We want the Village residents to continue to support the race and even choose to participate bigger and better than last year! Below is the signage we are requesting be approved: This is a mock up of a 44"x45" sign to be placed outside the Country Club. Page 235 of 501 Agenda Item #6. These signs are double sided and we would like to hang them on the lamp posts over the bridge. They are the recommended 3'x5' size. And the last sign is one that we would like to place 2 of outside the municipal complex in front of the fire station and hang another on the fence outside of Constitution Park. This is the standard 4'x8' size. Believe With Me would like to sincerely thank the Village of Tequesta for this consideration and we look forward to servin featuring your beautiful park as a venue bringing our families of fallen soldiers. Respectfully, Lyette Reback Founder, Believe With Me g your residents and gratitude and true help to Page 236 of 501