HomeMy WebLinkAboutDocumentation_Regular_Tab 06_6/8/2023Agenda Item #6.
Regular Council
STAFF MEMO
Meeting: Regular Council - Jun 08 2023
Staff Contact: Lynne Britt, Building Support Department: Building
Administrator
EMW
SE 04-23 - This is a Special Event permit application for an annual running race organized by Palm
Beach Roadrunners, a registered 501(c)(3) organization. The event is to be held on Thursday,
November 23, 2023 from 6:00 a.m. - 11:00 a.m. No alcohol will be served. Free food and water and
Gatorade will be provided. The projected number of attendees for the event is 2,200. The applicant will
hire ten (10) Police Officers including a Supervisor, and Fire Detail.
SE 04-23 - This is a Special Event permit application for an annual running race organized by Palm
Beach Roadrunners, a registered 501(c)(3) organization. The event is to be held on Thursday,
November 23, 2023 from 6:00 a.m. - 11:00 a.m. No alcohol will be served. Free food and water and
Gatorade will be provided. The projected number of attendees for the event is 2,200. The applicant
will hire ten (10) Police Officers including a Supervisor, and Fire Detail.
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: N/A BUDGET: N/A ENCUMBERED: N/A
Proposed: Projected Remaining:
N/A N/A
PSEP23-0005 - RUN 4 THE PIES - SPECIAL EVENT PERMIT APPLICATION FOR 11.23.2023
EVENT.ada
Page 97 of 768
Agenda Item #6.
To:
From:
CC:
Date:
Re:
Village of Tequesta
345 Tequesta Drive 561-768.0700
Tequesta, FL 33469 "`' "'' www.tequesta.org
r
Jeremy Allen, Village Manager
Jose Rodriguez, Building Director
Honorable Mayor and Village Council
May Sth, 2023
Special Event Permit Application for Palm Beach Roadrunners - November 23,
2023 - Run 4 The Pies - 4 Mile Running Race (-2,200 Attendees)
This is a Special Event permit application for an annual November 23, 2023 4 mile adult road
race, 1 mile kids race and 100 yard toddler dash organized by Palm Beach Roadrunners, a
registered Florida Not -For -Profit Corporation, signed by its President, Dave Masterson (see
attached Special Event permit application) to take place at Constitution Park on Dover Road in
Tequesta.
The event is to be held on Thursday, November 23, 2023 from 6:00 a.m. - 11:00 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 2,200. There will be 10 open tents set up at the
event (i.e., without sides) and a truck with a ladder to display a flag. The applicant has provided
for Police Detail (10 officers including supervisor) and Fire detail.
The applicant, Palm Beach Roadrunners, has provided proof of General Liability (see Certificate
of Liability Insurance, attached). The fee for the Special Event permit application in the amount
of $100 will be paid by the applicant.
Vice -Mayor Laurie Brandon Mayor Molly Young Council Member Patrick Painter
Council Member Frank D'Ambra Council Member Rick Sartory
Village Manager Jeremy Allen
Page 98 of 768
Agenda Item #6.
9�h COUN��
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 99 of 768
Agenda Item #6.
Event Details
Date of event -yere rber
Hours of event-6 r'/ — // &"
Type of event�_Rmn eAe4 : ,-'lmll� /'DaG�/Z<<��-rh!/e f/�%y� ��f da✓�v
Location of event��_ j7
Property owner name:
You must attach the written consent of the property owner on record.
Contact Information:
Sponsor/persons responsible for event: 'A1ng,6&,qCL1 �daG�iril�ll�JCf J
Mailing address: 92Q'q �` ��' -� ��'�') PGl1M *M-514 G7_daej Z, FL 3
Phone number:,1 ,�l /y `� C/C/i//1'e`�')
T
Fax number:
Email address: fzladelct�ie k20,ia'fgod-f- L/
Projected number of attendees: ' l / m
Is Village Council approval needed? Yestj 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❑ NoM'
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 100 of 768
Agenda Item #6.
How many tents will be used at event? Id ! le' x ID i
Will tents have sides? Yes❑ Nom",
• 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 101 of 768
Agenda Item #6.
I
Applicant Signature
Applicant name: 11)a u-�- M
Applicant signature:
Date: 5--3
Office Use Only
Permit number:_
Submittal Date:
Deposit amount:
Recornmended for Approval
Building Department: v
Date: �,L —2
Police Chief:
Date:.S- ,
Fire Chief
Date:
Parks & Recreation:
Date: 5/99/9093
Approved by
Village Manager:
Date:
ADDroval notes:
. _ 1 - 1- -11-... t /-.'1' /'.11� n _ Ak,' .. ul I__ %I- . ._ n , A - I .`
Page 102 of 768
Agenda Item #6.
mow\ NI f9t
May P, 2023
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
To Whom It May Concern,
This letter is submitted with our permit application to summarize the nature and purpose of
the Palm Beach Roadrunners "23rd Annual Run 4 The Pies Race." The race will be held
on Thanksgiving Day, November 23rd, 2023. The start and finish for the race is slated to be on
Dover Road and use Constitution Park for awards and post -race food and drinks. The event
consists of three races, a Toddler 100 yard dash, a Kids Pumpkin 1 mile race and the 4 mile Run
4 The Pies.
Each year the 501 (c)(3) Palm Beach Roadrunners designate a charity as the beneficiary of
funds from each of our races. As has been customary, the Run 4 The Pies beneficiary is again
Church of the Good Shepherd Food Pantry.
Dave Masterson
President
a�
•�Ao�oRm+N✓:.1
Palm Beach Roadrunners
The Premier Running Club of the Palm Beaches
dave(@palmbeachroadrunners.com
cell - 561-818-3567
Page 103 of 768
Agenda Item #6.
ACV R`JIm
CERTIFICATE OF LIABILITY INSURANCE
DATE IMUIDDIYYYYI05;04;2023
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, subjoct to tho torms and conditions of tho policy, cortain policies may roquiro an ondorsomont. A statemont on
this certificate does not confer rights to the certificate holder in lieu of such andorsement(s).
PRODUCER
COWACT ruaHel Ashley Rayn
PHONE (765) 382-3034 FAx {7fi5} 382-3034
A;C No Ext : A,'C. No
Insurance Management Group
12130 CUlctwator Rd Sto 103
E-MAIL s: arayn@Insmgt.com
Insmgt.com
ADDRE
INSURER(SI AFFORDING COVERAGE
NAIC N
INSURER A: National Casually Company
11991
Fart YJayne IN 40845
INSURED
INSURER a: NallonWido Life Insuranco Company
66869
Road Runners Club of Amedca12023 and Its Member Clubs
INSURER C
INSURER 0 :
INSURER E:
1501 Langston Boulovard, Sulto 140
Arlington VA 22209
INSURERF:
COVERAGES CERTIFICATE NUMBER: 2023 $1 M A.I. REVISION NUMBER:
THIS IS TO CERTIFYTHATTHE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO TIME INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOIWITHSTANQING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR 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
(MMjDDJYYYY)
POLIGY EXP
(MMA)DIYYYY)
LIMITS
X
COMMERCIAL 09NERAL LIABILITY
EACH OCCURRENCE
g 11000,000
v
CLAN —MADE OCCUR
DAMAGEtc) N E
PREMISE, Ea Ixrurreace
5 500,000
X
MED EXP (Any are o-araom
5 5.000
Logal Llablllty to
Participant$1,000,000
PERSONALBADVINJURY
5 1,000.000
A
KRO0000009332900
12i310022
IW31i202.3
G&FLAGGREG\TE LIMITAPPLIES PER.
PGYICY F� jEGT F—] LOC
GE11ERALAGGREGATE
5 5,000,000
PROOUGTS- GOMMOP AGO
S 1,000,000
Abuse and Molestation
5 500,000
OTHER: For Event Basis
AUTOMOBILE
LIABILfrY
COMABINED SINGLE LIMIT
fEa accltlenl
S 1,000,000
900ILY INJURY (Pqr ror%Dnl
t
ANY AUTO
A
OWNED SCHEDULED
AUTOS ONLY AUTOS
KR00000009332900
12i31i2022
12i3U2023
BODILY INJURY (Per accident)
S
X
PROPERTY DAMAGE
(Per actidenll
HIRED PNON,OhVNED
AUTOS ONLY AUTOS ONLY
3
UM13RF.LLA LIAR
OCCUR
EACH OCCURRENCE
$
AGGREGATE
5
EXCESS LIAR
CLAIMS -MADE
LIED RETENTION S
S
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY YIN
PEK OTH.
STATUTE ER
ANY PROF'RIETORIPAR7PIEfZ'I=XCCUTI'1E
OFFWENVE.MBER EXCLUDEtY,
A
WA
E.L. EACH ACCIDENT
5
E.L. 015EASE - EA EMPLOYEE
5
IMandalory In NH)
if yet, deseube undw
DESCRIPTION OF OPERATIONS bdux
E.L. DISEASE - POLICY LR.1fT
5
Excess Medical
$10.000
Fxcess Medical & ADoident
Fs
($250 DeductihlelCPalm)
BAX0000031991409
121:3112022
12131/2023
AD & Spocific Loss
$2,51JO
DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (ACORD 101, Additional Remarks Schodula, may be attached if mere space Is mquiied)
CERTIFICAIr HOLDER IS NAMED AS AN ADDITIONAL INSURED AS RESPECTS TO THEIR INTEREST IN THE OPERATIONS OF THE NAMED
INSURED. DATE OF EVENT(S): 11l23123 Run 4 The Pies INSURED RRCA CLUBIEVENT MEMBER: Palm Beach Roadrunners ATTN: Dave
Masterson, 82M Calterra Drive_ Palm Beach Gardens FL 33418
Processed by WAV
SHOULD ANY OF THE A13OVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
11l23,Q3 Village of Tequesta ACCORDANCE WITH THE POLICY PROVISIONS,
345 Toquosta Orlve
AUTHORIZED REPRESENTATIVE
Tequesta FL 33469 I QJkhaif �-'�,JC111I
G 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD
Page 104 of 768
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