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HomeMy WebLinkAboutDocumentation_Regular_Tab 09_9/14/2023Agenda Item #9. Regular Council STAFF MEMO Meeting: Regular Council - Sep 14 2023 Staff Contact: Lynne Britt, Building Support Department: Building Administrator m EMW SE 04-23 - This is a Special Event application for an annual Fall Festival event on 10/31/2023 from 6:00 p.m. - 9:00 p.m. for -600 attendees by the First Baptist Church of Tequesta to take place on its premises located at 423 Tequesta Drive. No alcohol will be served. The applicant has provided proof of insurance. The applicant will hire Fire Dept. detail for the event. The purpose of the event is to provide a fun safe night of food and games for Village of Tequesta residents. SE 04-23 - This is a Special Event application for an annual Fall Festival event on 10/31/2023 from 6:00 p.m. - 9:00 p.m. for -600 attendees by the First Baptist Church of Tequesta to take place on its premises located at 423 Tequesta Drive. No alcohol will be served. The applicant has provided proof of insurance. The applicant will hire Fire Dept. detail for the event. The purpose of the event is to provide a fun safe night of food and games for Village of Tequesta residents. 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. BUDGET AMOUNT N/A FUNDING SOURCES: N/A DID YOU OBTAIN 3 QUOTES? ❑ Yes ❑x N/A AMOUNT AVAILABLE N/A EXPENDITURE AMOUNT: N/A IS THIS A PIGGYBACK: ❑ Yes ❑x N/A COMMENTS/EXPLANATION ON SELECTIONN/A 423 TEQUESTA DRIVE - PSEP23-0009 - 2023 FALL FESTIVAL SPECIAL EVENT APPLICATION.ada Page 103 of 675 Agenda Item #9. Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469 561-768-0700 wwow.tequesta.org To: Jeremy Allen, Village Manager From: Jose Rodriguez, Building Director CC: Honorable Mayor and Village Council Date: August 171h, 2023 Re: PSEP23-0009 - Special Event Permit Application for First Baptist Church of Tequesta, October 31, 2023 Fall Festival (-600 Attendees). No alcohol. This is a Special Event application for an annual Fall Festival event by the First Baptist Church of Tequesta, Inc., a registered 501(Q3, signed by its registered agent, Michael Richardson (see attached Special Event Permit Application), to take place on its premises located at 423 Tequesta Drive. The event is to be held on Tuesday, October 31, 2023 from 6:00 p.m. - 9:00 p.m. No alcohol will be served. The projected number of attendees for the event is —600 over the course of the event. Event Area The event is to be to be held within the east parking lot of 423 Tequesta Drive, which is purported to be open, providing adequate means of ingress and egress (see Special Event Form, and Architect graphic, attached). There will be 13 tents set up at the event, all of which will be flame resistant (see attached Certificate of Flame Reslstance). Purpose The purpose of the event is to provide a "fun safe night of games for all of the Village of Tequesta residents. Everything is free, Including hot dogs, soda, popcorn, cotton candy and snow cones". Insurance The fee for the Special Event application in the amount of $50.00 will be paid in advance by the applicant. The applicant, First Baptist Church of Tequesta, has provided proof of General Liability and Umbrella Liability Insurance (see Certificate of Liability Insurance, attached). 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 104 of 675 Agenda Item #9. Village of Tequesta Building Department 345 Tequesta Drive Tequesta, FL 33469 (561) 768-0450 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 105 of 675 Agenda Item #9. 10 Event Details Date of event: —_--- Hours of event: Type of event: Location of event: Property owner name. You must attach the written consent of the property owner on record. Contact Informatio A� 5 bl f th t — - ponsor or persons response a or a even .— ----- - 1- 2-3 T16 s fy Mailing address: -- ✓C- v'py 01-�e�G�s a • •iii'�� o Cti COUNT Phone number: - Fax number: Property owner name: l Projected number of attendees: Is Village Council approval needed? Yes No Any proposed special event whose atten ❑ nce 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❑ NoI& • 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 a� Page 106 of 675 Agenda Item #9. monitor for and prevent excessive as well as underage consumption of alcoholic beverages at all times. 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: • Proof of insurance in amounts acceptable to the Village for the type of event. The Village shall be named as an additional insurer 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 Page 107 of 675 Agenda Item #9. How many tents will be used at event? 13 Will tents have sides? Yes❑ No❑ • 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 108 of 675 Agenda Item #9. '+ Per Village Resolution 36-19, fees for ;property owners that are 501(c)(3) non for profit entities shall be reduced by 50%. Applicant name; ----- Applicant signature; Date: Permit number: - 5ubmittal Date: - Deposit amount: Recommended for Approval Building Department: Cate: Police Chief: Date: Fire Chief: Gate: Parks & Recreation: Data, - Approved by Village Manager: Date: Approval dotes- Plicant Signatu Z1 Office Use Only Digitally signed by Jeremy Allen Jeremy Allen Date: 2.023.08.31 13:01:30-G4°DO' JCI nCec,SS "Se C'41&FWr-,Y (-)sh,e es ) do ,OL-/ .6%1-1re-Xih ��vc� cad A,,,� exca,,l accc9o4wif 1aij al bL iMvss, The rrlCf�r.�C c 5 r i!A cu�1 �1 or✓ C I UWC/ CD,s� ti/ •1 G i-ceut15fec� d i�"e Oft/Il �r �Il „ur � `j G�c� Looatc p7e p ,l j Hs i e� •" 1. rR — -&e. 4-7 ,rVt1�M �r�,, a�` Q'�rso►d�d� �s l t C.o 4 % v o toe oxwo (0 &,� jgtl � 0.6re Joverrai{ic &Ud Lrow.( yyrj Page 1 9 of 675 Agenda Item #9. Client#:79626 FIRBA5 ACORD,., CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 18/15/2023 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 any rights to the certificate holder in lieu of such endorsement(s). PRODUCER Acrisure dba Gulfshore Ins -SF 4100 Good lette Rd N Naples, FL 34103 239 261-3646 NONACT AME:Deedee Guyon _ PHONE 239 261-3646 FAX (A/C, No, Ezt a/c, No :239 213-2803 E-MAIL d u on@ ulfshoreinsurance.com ADDRESS: g Y 9 — INSURER(S) AFFORDING COVERAGE NAIC N INSURER A: National Union Fire Insurance Co PA INSURED First Baptist Church of Tequesta, Inc. 423 Tequesta Dr. Tequesta, FL 33469 INSURER B -- 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 CONTRACTOR 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 LTR TYPE OF INSURANCE ADDL INSR SUBR W D POLICY NUMBER POLICY EFF LMMMAYYYY) POLICY EXP MM/DD/YYY LIMITS A X COMMERCIAL GENERAL LIABILITY GRNURP003132300 1/06/2023 01/06/2024 EACH OCCURRENCE $1 000 000 CLAIMS -MADE � OCCUR _ $1 000 000 PREMISES Ea occurrence MED EXP (Any one person) $15 000 PERSONAL & ADV INJURY $1 000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $3,000,000 POLICY ECOT D LOC PRODUCTS - COMP/OP AGO $3,000,000 $ OTHER: 1/06/2023 A AUTOMOBILE LIABILITY GRNURP003132300 01/06/202 COMBINEDINGLELIMIT Ea accidentS $ 1 r 000r000 BODILY INJURY (Per person) $ ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ %� HIRED NON -OWNED AUTOS ONLY AUTOS AUTOS ONLY $ A UMBRELLA LIAR OCCUR GRNURP003132300 1/06/2023 01/06/2024 EACH OCCURRENCE s3,000,000 X AGGREGATE s3,000,000 X EXCESS LIAB CLAIMS•MAOE DIED I I RETENTION$ $ _ WORKERS COMPENSATION __ PERLITE OTH- AND EMPLOYERS' LIABILITY Y/N ANY PROPRIETORIPARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? N/A E.L. EACH ACCIDENT ------ $ E.L. DISEASE. EA EMPLOYEE $ (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ A Hazard/Property _ GRNURP003132300 1/06/2023 01/06/2024 See Description A Crime/Fidelity GRNURP003132300 1/06/2023 01/06/2024 $50,000 Limit DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) Certificate holder, as Designated Organization, is an Additional Insured as respects General Liability when required by written contract subject to the terms, conditions, and exclusions of the policy. A) Hazard/Property: Coverage is Special Excluding Wind Replacement Cost up to Insured Value / 4% Inflation Guard (See Attached Descriptions) UtH I IFIUA I t HULUt=H CANCtLLA I IUN Village of Tequesta 345 Tequesta Drive Jupiter, FL 33469 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD #S 1995020/M 1916517 DAG 18 Page 110 of 675 Agenda Item #9. i .f r crsTeaP� ISSUEd BY; m nu a� eo a PKJc TION A4''TFCTENTS & EVf31y'rS 48IiA1.ASKAAVENUZL 1212004 TORRAN( IE,CA9AFQJ CALCbrABFd79.pf (3'101328•[f999 Thk )S to ceJfif-y that the Waterhds described below We&have been flame retardant treated (o) are iriher- entry nontlamm-ble), Fort FR_FUIE1�_' PARTY R't l rA1-S-FL AbbFIEss A-620 REk1ARTIN SQIVA RE eITY_ STVART STATE �E i Cerdfication is hereby made that. (ctm�ek "a" or IV) P (a) The arllofes d-escribed belvWthis certificate hive beelt treated with a flarno retartrantohemlcll;•ppraved 2 T and T09191ered hythe State Fire Marshal End that the applicationof said chemfca(Was done in canfor- Ya' mawpov;'Tth the laves ofthe $11te ofCrtJjfornia and the Rules 00tf.Regul2tiens ofthe State Flro Marshal. Name of ohernfcal'used...... ;.................•,,,,,..........I'hern,Req. No. Maathod.of application .............. (h) The $dines dozuibod betQw heroof are mado from a flame-ree($fantfdhric or matariai reylstsred and ( approved be tfi6 Efate Fire Marshal forauoh use, Fabric has heart tested and Passes NFPA741-90. Trade name or (fame-resistarltfabric bF materiol g. tVo, The Flame Retardant PrOCYSS Eked ....1;� NOr..... Bo Removed by Washirig NA11 m' WAlnoel David Bradley Chuck (~hiller - president tin d pp cur arm< ' on SR' iman n •-- -- — •IIM., — — — — , CUSTOMER ORDER NO. 0143 ,98 JTFN(S MANUFACTURED: fOX40 F.GS TIVAL • -15OZ. 6/0 (4) 15XI5 FESTIVAL • 16 OZ H10 (4) 24X20 FEVIVAL - •f5 OZ, 9/0 (4) a I Page 111 of 675 Agenda Item #9. lr r' Page 112 of 675 Agenda Item #9. TEQ U ESTA'S FIRST BAPTIST CHURCH We will be again putting on our annual outdoor Fall Festival on Oct 31". This is a friendly, safe, free evening of games music and food for the entire community. We will have hired members of the Tequesta police and Fire Dept on the grounds for security and for any mishap that may occur. We have been providing this event on Halloween evening for over 20 years and have not had any security or safety issues. Since ely, Pastor Michael Richardson Tequesta's First Baptist Church 423 Tequesta Dr. Tequesta, FL 33469 561-746-4447 www.tequestaschurch.net Page 113 of 675