HomeMy WebLinkAboutDocumentation_Regular_Tab 06_4/13/2023Agenda Item #6.
Regular Council
STAFF MEMO
Meeting: Regular Council - Apr 13 2023
Staff Contact: Jose Rodriguez, Building Official Department: Building
SE 03-23 - This is a Special Event application for an annual July 4, 2023 four -mile running race by
Believe With Me, a registered Florida Not -For -Profit Corporation, to take place at Constitution Park on
Dover Rd. The event is to be held on Tuesday July 4, 2023 from 6:30 a.m. - 9:30 a.m. No alcohol will
be served. The projected number of attendees for the event is 800. The applicant has provided proof
of insurance and will hire Police and Fire Detail for the event. 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.
This is a Special Event application for an annual July 4, 2023 four -mile running race by Believe With
Me, a registered Florida Not -For -Profit Corporation to take place at Constitution Park on Dover Rd. The
event is to be held on Tuesday July 4, 2023 from 6:30 a.m. - 9:30 a.m. No alcohol will be served. The
projected number of attendees for the event is 800. The applicant has provided proof of insurance and
will hire Police and Fire Detail for the event. 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.
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.
PROJECT NAME: BUDGET: N/A ENCUMBERED: N/A
Proposed: Projected Remaining:
N/A N/A
PSEP23-0003 - BELIEVE WITH ME RUNNING RACE - COMPLETED SPECIAL EVENT
APPLICATION - 07.04.2023-3.ada
Page 126 of 556
Agenda Item #6.
VILLAGE OF TEQUESTA Building
Department
MEMORANDUM
TO: Jeremy Allen, Village Manager
FROM: Jose Rodriguez, Director, Building Department
DATE: February 9th, 2023
SUBJECT: Special Event Permit Application for Believe With Me - July 4, 2023 - 4 Mile
Running Race (-800 Attendees)
This is a Special Event application for an annual July 4, 2023 4 mile running race by Believe
With Me, a registered Florida Not -For -Profit Corporation, signed by its President, Lyette
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, 2023 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 800. There will be 3 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 127 of 556
Agenda Item #6.
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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 128 of 556
Event Details
Date of event: 7/0
Hours of event: 6 ' 3O a n q 3 6a rn
Type of event: `-t a) i i e -, YL'c C r'
Location of event: L Y1 S A l y hrV u
Property owner name: . • -
You must attach the written cons nt of the property owner on record.
Contact Information: �) I
Sponsor/persons responsible for event:
Mailing address: 1-i Z l� 1) Ltd P >m g 17 7 N P �' —� 3q,
Phone number: S to l SS, l , -7 190 S-
Fax number:
Email address:
Projected number of attendees:_ — Fj?�
,C-Or yl,
Is Village Council approval needed? Yes g/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❑ NoZ
• 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 129 of 556
How many tents will be used at event?
Will tents have sides? Yes❑ NoR
• 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 mauponth drawing indicating
ofoevent ut for event.
o All event sites shall be left in a clean and orderly manner
Special Event Fees
• Under 200 attendees: $40.00
• Over 200 attendees: $100.00
wners that are 501(c)(3) non for profit entities shall be
• Per Village Resolution 36-19, fees for property o
reduced by 50%.
Page 130 of 556
Agenda Item #6.
Applicant Signature
Applii
Applil
Date:
Office Use Only
Permit number:
Submittal Date:
Deposit amount:
Recommended for Approval
Building Department:_
Date: 2 - ZZ r- 3
Police Chief: e)7=
Date: / O
Fire Chief: of bt e)ft/ /7r; cs4cGi c
Date:
Park,, R RarrPatinn: Greg Corbitt, Dir of P & R
Date: 3/22/2023
Approved by
Jeremy Allen Digitally signed by Jeremy Allen
1/;I I- AA0Gr• Date: 2023.03.23 09:24:29 -04'00'
Date:
Approval notes: r
Ptus s 5 e Ago,, 4c a suye.►^v►so L .
L
Page 131 of 556
Agenda Item #6.
0000003 04/20/21
ra.
This certifies that
Consumer's Certificate of Exemption
Issued Pursuant to Chapter 212, Florida statutes
BELIEVE WITH ME INC
11420 US HIGHWAY 1 PMB 122
NORTH PALM BEACH FL 33408-3226
DR-14
R. 01/18
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.
Important Information for Exempt Organizations
DR-14
R. 01/18
1. You must provide all vendors and suppliers with an exemption certificate before making tax-exempt purchases.
See Rule 12A-1.038, Florida Administrative Code (FA.C.).
2. Your Consumer's Certificate of Exemption Is to be used solely by your organization for your organization's
customary nonprofit activities.
3. Purchases made by an individual on behalf of the organization are taxable, even If the individual will be
reimbursed by the organization.
4. 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
x requirement except when they are the lessor of real property (Rule 12A-1.070, F.A.C.)
5. 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.
6. 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.
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Agenda Item #6.
Believe With Me
�\ A 501 c3 non-profit organization
Dedicated to Bringing Hope and Help to America's Gold Star Families
fMay ► , a o 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 134 of 556
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'xB' size.
Believe With Me would like to sincerely thank the Village of Tequesta for
this consideration and we look forward to serving your residents and
featuring your beautiful park as a venue bringing gratitude and true help to
our families of fallen soldiers.
Respectfully,
Lyette Reback
Founder, Believe With Me
Page 135 of 556
Agenda Item #6.
2023 SPONSORSHIP REQUEST
Freedom 4 Miler ITequesta, FL I July 4th 2023
Believe With Me
A 501(c)3 Non Profit Organization
Dedicated to Bringing Hope and Help to America's Gold Star Families
To Our Community and Businesses;
Believe With Me is a 501(c)3 non profit charitable organization that is dedicated to supporting America's
Gold Star families. These families, who have lost a loved one in service to our nation's military, are
serviced throughout the year through Believe With Me in an extensive project list that includes (but is not
limited to):
An American Gold Star Christmas- in 2023, 2000 Gold Star Children who are orphans of the War on
Terror will be given Christmas gifts sponsored by thousands of grateful Americans. To date we have
serviced over 7000 Gold Star family members.
An American Sweetheart- Hundreds of widows of war are given a Valentine's Day gift. This is a surprise
for each widow and many respond saying it is the first Valentine's Day gift since the death of their loved
one.
The House That Love Built- Believe With Me purchases and/or renovates, and fully furnishes a home for
the family of a fallen soldier. In 2022 we completed TWO of these homes.
Believe With Me also generously supports Gold Star families needing financial assistance through their
darkest times to meet as many needs as possible.
We are offering our local businesses the opportunity to market through our event, Believe With Me's
Freedom 4 Miler, with various levels of marketing sponsorship. Believe With Me's Freedom Four Miler
will take place July 4th, 2023 at 7:15AM in Tequesta, FL. All proceeds from the race will benefit Believe
With Me's work in meeting the needs of America's Gold Star families. Businesses that supported our
event through various marketing levels at last year's event reported an incredible surge of support through
meeting new customers and expanding their client base. Believe With Me is a charity that wants your
financial help, but we want you to benefit by sponsoring our event! We work hard to give you bang for
your buck!
Just look at what a few of our sponsors had to say about marketing through Believe With Me's Freedom
4 Miler:
"Bolay sponsored Believe With Me's Freedom 4 Miler last year and we were very impressed with the
organization's commitment to not only their cause, but in marketing our business through their event. We
plan to sponsor this event every year— the feedback was THAT good. " Chris Gannon, CEO Bolay
"Kasper Electric gladly supported Believe With Me's Freedom 4 Miler last year and we were very
pleased with the return on our investment. Lyette Reback took her message to the media and made sure
our company got in on the local media spotlights as well as promoted us extensively through her vast
social media reach. We were thrilled to have had the opportunity to positively impact families offallen
soldiers as well as the branding of Kasper Electrical with such an amazing cause... "Justin Kasper,
President, Kasper Electrical
Page 136 of 556
Agenda Item #6.
Believe With Me's Freedom 4 Miler will be a family friendly event with 1000 participants that includes a
4 mile race distance for all ages through the scenic course of Tequesta neighborhood area. Each mile is
lovingly named for a local fallen hero and their families are at the finish line! The Little Patriot's Mile
will be for children ages 8-12, and a Tiny Cadets Dash for the 7 and under age group. After the race, there
will be food (sponsored by Bolay), music, local vendors and other activities for everyone to enjoy. Last
year's event was sold out twice and exceeded our expectations with more than 900 registrants. We delight
in our message of bringing hope and help to Gold Star Families! All the press and word of mouth has
been extensive and positive. Believe With Me's Freedom 4 Miler is more than just a running race, it is a
meaningful and memorable event!
Your sponsorship will be recognized at the event in several ways that have been mapped out in the
following sponsorship menu. We are grateful for your support and truly appreciate your consideration.
Snonsorshiq and Marketing Menu
Private First Class
$500 Social Media shout -out on all 10 of our pages (40K followers), Logo on sponsorship banner at
event, one free race entry included.
Sergeant
$1000 Logo on 1000 t-shirts and sponsorship banner, social media shout -out, 2 free race entries
included.
Captain
$1500 Personalized one minute Video Social Media Shout -Out, logo on 1000 t-shirts and sponsorship
banner, business name/logo in every email communication with our mailing list, 3 free race entries
included.
Major
$2500 One Mile Sponsor: Your company's name prominently displayed on each sign during the course
of one mile (5 signs per mile total). Video Social Media shout -out, logo on 1000 t-shirts and sponsorship
banner, business name/logo in every email communication with our mailing list, 4 free race entries
included.
Colonel
$5000 Social Media Takeover Day: Your business featured permanently on our Instagram and Facebook
pages with personalized content for a day's story including your company's logo, dedication to our Gold
Star Community. VIP Lounge entry race day, 4 Star Patriot treatment for 2 people (special event parking,
refreshments, private air conditioned restrooms), presenting sponsor for Tiny Cadet Dash, Video Social
Media shout -out, logo on 1000 t-shirts and sponsorship banner, business name/logo in every email
communication with our mailing list, 10 free race entries included.
General
$10,000 Presenting Sponsor/logo on every printed material (if provided in time), Logo on signage at
more than 300 businesses where race will be advertised(If logo provided prior to May 1st), Logo on 1000
t-shirts and sponsorship banner, Business name/logo in every email communication with our mailing list,
Logo displayed as a partner on BelieveWithMe.com, Logo Displayed prominently on all social media
pages, Logo displayed prominently on RunSignUp site, Name and Logo on all iheartradio spots and
websites and all news media interactions, news station websites (4 news stations to cover the event)
Page 137 of 556
Agenda Item #6.
4 Star Patriot treatment for 6 people including race entries (special event parking, refreshments, Social
Media Takeover Day, Social Media Take Over Day to remain in "highlights" on IG and pinned on
facebook, Video Social Media shout -out, 15 free race entries included.
Underwriting Opportunities
Would you simply like to contribute to the cost of the event, allowing our race to bring MORE hope and
help to Gold Star Families? You can simply donate at BelieveWithMe.com or choose to underwrite any
of the following costs:
T shirts $10,000
Finish Line $2000
Volunteer Shirts/Visors $750
Medals $4800
Box Truck Rental/Staffing $750.
EMT/ Fire Services/ Permitting
Paper Goods $500
Port -a -Potties $1500
Tiny Cadet 100 Yard Dash $1000
Water station supplies/ice $1500
DJ/sound system $1500
Printing Costs $2500
Fruit/Bagels/Gatorade/Powerade $500
$2200. Gold Star Memorial Area $2000
Signage/ Balloons $1000
For all inquiries, please do not hesitate to contact me personally and discuss how we can work together in
supporting our Gold Star families and helping your business be recognized as a patriotic and socially
responsible venue for commerce!
Sincerely,
Lyette Reback
Founder, Believe With Me
BelieveWithMe.com
lyettereback@gmail.com 1561236 2005
Page 138 of 556
Agenda Item #6.
A �® CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)02/09/2023
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 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
Mayes Event Insurance
752 Lake Brim Drive
CONT_NAMEBryan Bryan W. Mayes
PHONE 561-459-7609 AIC
A/c No Ext : (FAX No):
E-MAIL
ADDRESS: bryan(@mayeseventinsurance.com
INSURER(S) AFFORDING COVERAGE
NAIC #
INSURERA: United States Fire Insurance
21113
Winter Garden FL. 34787
INSURED
INSURER B :
INSURERC:
Believe With Me, Inc.
INSURER D:
11420 US HWY 1 PMB 122
INSURER E :
INSURER F :
North Palm Beach FL 33408
COVERAGES rFRTIFICATF 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 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
TYPE OF INSURANCE
INSD
WVD
POLICY NUMBER
POLICY EFF
(MM/DDIYYYY)
POLICY EXP
(MMIDDIYYYY)
LIMITS
X
COMMERCIAL GENERAL LIABILITY
EACH OCCURRENCE
S 1,000,000
CLAIMS -MADE M OCCUR
FIRE DAMAGE TO RENTED
S 100,000
MED EXP (Any one person)
S 5,000
A
X
SRPGAPML-102-0723
07/01/2023
07/01/2024
PERSONAL & ADV INJURY
$ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER:
GENERAL AGGREGATE
$ 2,000,000
PRODUCTS - COMP/OPAGG
S 2,000,000
X ❑PRO- ❑ LOC
POLICY JECT
$
OTHER:
A
AUTOMOBILE LIABILITYaccident)
COMBINED SINGLE LIMIT
Ea
$
BODILY INJURY (Per person)
S
ANY AUTO
BODILY INJURY (Per accident)
S
OWNED SCHEDULED
AUTOS ONLY AUTOS
HIRED NON -OWNED
AUTOS ONLY AUTOS ONLY
PROPERTY DAMAGE
(Per accident)
$
S
UMBRELLA LIAB
OCCUR
EACH OCCURRENCE
$
AGGREGATE
S
EXCESS LIAB
CLAIMS -MADE
DED I I RETENTION $
$
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
ANY PROPRIETOR/PARTNER/EXECUTIVE
PER OTH-
STATUTE ER
E.L. EACH ACCIDENT
S
E.L. DISEASE - EA EMPLOYEE
S
OFFICER/MEMBER EXCLUDED? ❑
(Mandatory in NH)
NIA
E.L. DISEASE - POLICY LIMIT
S
If yes, describe under
DESCRIPTION OF OPERATIONS below
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
RE: The Freedom 4 Miler running race July, 4, 2023
The Certificate holder is listed as an additional insured but only with respects to liability arising out of claims during the policy period.
CERTIFICAI E HULDEK
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
Tequesta, FL 33469-0273 AUTHORIZED RE E ENTATIVE
n �noo onac A!`f1�r1 !`(1DDl1C ATI/•1AI All nn h}c roenr�rorl
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD
Page 139 of 556