HomeMy WebLinkAboutDocumentation_Regular_Tab 04_6/13/2024 Agenda Item #4.
Regular Council r
STAFF MEMO
,4.
Meeting: Regular Council - Jun 13 2024
Staff Contact: Wayne Cameron Department: Building
Consider approval for 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 28, 2024 from 6:00 a.m. - 11:00 a.m. No alcohol will be served. Free food and water will
be provided. The projected number of attendees for the event is 2,200.
SUMMARY-;---.
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
28, 2024 from 6:00 a.m. - 11:00 a.m. No alcohol will be served. Free food and water will be provided.
The projected number of attendees for the event is 2,200.
Please see attached completed special event application reviewed and signed by Fire Department,
Police Department, Building Department and the Village Manager.
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 INFORMATION:
BUDGET AMOUNT N/A AMOUNT AVAILABLE N/A EXPENDITURE AMOUNT: N/A
FUNDING SOURCES: N/A IS THIS A PIGGYBACK:
❑ Yes ❑ N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes ❑ N/A
COMMENTS/EXPLANATION ON SELECTIONN/A
051524 - 399 SEABROOK ROAD - RUN 4 THE PIES - SPECIAL EVENT APPLICATION -
11.28.2024
Page 48 of 344
Agenda Item #4.
V "111age
���� Tequesta
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345 Tequeom Drive 5e1-768'0700
Tenuesta' FL 334ee vvww.tequesta.o,g
To: Jeremy Allen, Village Manager
From: Wayne Cameron, Building Director
CC: Honorable Mayor and Village Council
Date: May Ith, 2024
Re: Special Event Permit Application for Palm Beach Roadrunners November
28th, 2024 Run 4 The Pies 4 Mile Running Race (-2,2OOAttendees)
This is a Special Event permit application for an annual November 28, 20244 mile adult road
race, l mile kids race and lOO 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 28, 2024 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 lO 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 (sec 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 Rick Sartory Mayor Molly Young Council Member Patrick Painter
Council K4ember]ayson French Council Member Laurie Brandon
Village Manager Jeremy Allen
Page 49 Of 344
Agenda Item #4.
I
March 291", 2024
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 "241h Annual Run 4 The Pies Race." The race will be held
on Thanksgiving Day, November 28t"1 2024. The start and finish for the race is slated to be on
Dever Road and use Constitution Park for awards and post-race food and drinks. The event
consists of three races, a Toddler 25 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.
va" 7&44&W-,"
President
,p ktl
era
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Palm Bead Roadrunners
The Premier RUnnintg Club of the Palm Beaches
dave@paimbeachroadrunners.com
cell -561-818-3567
Page 50 of 344
Agenda Item #4.
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 11, 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 prompt 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 Lo
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 51 of 344
Agenda Item #4.
Event Details
Date of event:
November 28th, 2024
--
----------
Hours of event: 64M 4M
Type of event: l'��1h��e�lP/�:'TN211�aael-Irz?, rc ; 1-thi'lk -t/D�l yd A--�d dz7VI-U
Location of event: C14{'j�{l7Tz1 hol 1'oe r�
Property owner name:
You must attach the written consent of the property owner on record.
Contact Information:
Sponsor/persons responsible for event: �f"q Inq 6,s7i cl, �OaG��"Llk 1117Cf—J
Mailing address: �2Q� CA,llev�R_. ;On"'VNellol A/`yr �e�r�G� Gi�r�J Fz 3 3�
Phone number:
Fax number: �
Email address:
Projected number of attendees:
Is Village Council approval needed? Yes IVo[J
Any proposed special event whose attendance is contemplated to exceed 200 people in total shalt 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 52 of 344
- -
Agenda Item #4.
How many tents will be used at event?
Will tents have sides? Yes| | Nom
0 Should the event include the use of one or more tents, o $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.
0 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:
0 The Village may issue non-profit permits to any person or organization for the conduct or operation of
occasional sales and/or fundraising projects heldbynon-profitenterprises, eitherregu|ar\yor
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.
w 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 o 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:
w Surnmary of event on off ic}a| |etie rhea d of organizabon, signed bythe appiicant
0 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).
0 Expected traffic, fire'rescue, and utilities impact, if any,and proposed mitigation plans.
0 Copy of all required state and county permits if event will be held on or utilize state and/or county-
controlled property.
m Arefundab/e deposit is required if the event is held on any Village property.
0 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
m Under 2OOattendees, $40.00
w Over 2DOattendees: $100.00
w Per Village Resolution 36-19, fees for property owners that are 501(c)(3) non for profit entities shall be
reduced by 5O%.
Page 53 Of 344
Agenda Item #4.
Applicant Signature
Applicant narr)e: r
Applicant signature. �� .. `
Date: 0342-9 024
f ii~e use nIV
Permit n u t-n be r:�......
Submittal Date:
Deposit amount:
Building Depart.i-rient.TDate: j
Data '-
Fire Chief,-,- - . _ � �
coll�rccl
Date: ..�� ��►2a�,.- Y � �w-._�� _.._..�.�..�� �_ µ �.__�.� -_
L/
Parks & Reel ea tiorl:
Digitally signed by Jeremy Allen
Jerem Allen Village Manager: Date:2024.05.15 12:39:09-04'00'
Date:
Approval notes:
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Page 54 of 344
Agenda Item #4.
ACCIRIly CERTIFICATE OF LIABILITY INSURANCE JA I L JMWL�DIYY Y
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THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
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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.
It SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may roquire an endorsement. A statement on
this certificate doet,riot confer rights to the certificate holder in 11au of such endorsement(s).
PRODUCER CONTACT Ti,:ihiiha hiessersmith
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IN,131JRFD. DATF OF EVIENT(S)- 11128124 Run 4 The Pien 4 rnilp race INSURED RRCAQ-11I3,1F-VFNT MEMBER:Palm Beach Roadminne.m.
ATTN:Dilvo Mastursun,8209 Calterra Drive,PaIrn Baacli Gardtins FL 3-3418 Processed by RIVIV
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CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DIESCRIBED POLICIES 13E CANCELLED BEFORE
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Page 55 of 344
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