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Home My WebLink AboutDocumentation_Regular_Tab 05_2/13/2025 Agenda Item #5. Regular Council STAFF MEMO Meeting: Regular Council - Feb 13 2025 Staff Contact: Wayne Cameron Department: Building IMEW Consider approval for this Special Event application for an annual July 4, 2025 four-mile running race by Believe With Me, a registered Florida Not-For-Profit Corporation, to take place at Constitution Park. The event is to be held on Friday July 4, 2025 from 7:00 a.m. - 10:00 a.m. No alcohol will be served. The projected number of attendees for the event is 1500. 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. Consider approval for this Special Event application for an annual July 4, 2025 four-mile running race by Believe With Me, a registered Florida Not-For-Profit Corporation, to take place at Constitution Park. The event is to be held on Friday July 4, 2025 from 7:00 a.m. - 10:00 a.m. No alcohol will be served. The projected number of attendees for the event is 1500. 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. Please see attached completed special event permit 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 • - • 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 Page 39 of 347 Agenda Item #5. ATTACHMENTS: J Believe with Me - Approved Special Event Application Page 40 of 347 Agenda Item #5. V *111age of T r 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org J 1 • TO: Jeremy Allen, Village Manager FROM: Wayne Cameron, Director, Building Department DATE: January 16th, 2024 SUBJECT: Special Event Permit Application for Believe With Me - July 4, 2025 - 4 Mile Running Race ("'*"1500 Attendees) This is a Special Event application for an annual July 4, 2025 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, 2025 from 07:00 a.m. - 10:00 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 1500. 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 41 of 347 Agenda Item #5. Village �� Tequesta Building Department �� ' Special �— �� ^f_ Application {^�� kr�� 345 TequesLa Drive Tequesta' FL35469 (56I) 746'0450 Fax: (5Gl) 7G8-O698 Any Village resident, Village business holding Village business i Chapter 70, Article U, iseligible to apply for and obtain o special event permit pursuant to Sec 78-562. Any such resident Or business that desires to O]DdUCt any type Of special event within the Village DlUSt obtain 3 pe[rnb 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 42 Of 347 Agenda Item #5. Event Details U� 'U�� ^� 2025Deteofevent'~"^~"� -^' 7ankl - 1arn��Hours ofevent: " ~" Type of event:Run Constitution Park Loca�ion of event' Vi.. Tequesta ||age of Pmp�r� mwnername' You must attach the written consent of the property owner on record. Contact Information: � — Sp-onsor/persons responsible fo-r-event:-Befileve Wlth-M-e Lyette Reback Mailing address: 11420 [1S Hwy 1 PMB 122 North Palm Beach, FL 33408 ��1-7��?DO� Phone number: ~~ ' �~~ �~~~ Fax number: �8�@C��[��(i�V��K�8 CODl Email address' -y��ms' �� ' � �� Projectednumberofattendees� U �� ' b Village Council approval needed? Yes[W No[-] Any proposed special event whose attendance is contemplated to exceed ZOO 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?YesF-] NoFN_1 � 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 |avv 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 43 of 347 Agenda Item #5. x �� How many tents will be used at event? � �� Will tents have sides? Yes[—] N~* m 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. w By submitting a complete application, the applicant expressly agrees that it shall |ndemnify, 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 | non-profit permits to any person or organization for the conduct or operation of OCCa3|OD8] 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, fora civic, public, charitable, youth, service, educational, literary,fraternal, or religious purpose. o 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: w Summary of event on official letterhead of organization, signed by the applicant w 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). w Expected traffic, fire-rescue, and utilities impact, if any, and proposed mitigation plans. m 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. w Site Plan required with each application accompanied with drawing indicating layout for event. o All event sites shall be left in a dean and orderly manner upon completion of event. Special Event Fees • Under2OO attendees' $40.00 . � Over 200 attendees: $100.00 m Per Village Resolution 36-19, fees for property owners that are S01/cV3\ non for profit entities shall be reduced bv5D%. . Page 44 Of 347 Agenda Item #5. Applicant Signature Applicant name: Lyette Reback_ Applicant signature: Date:10/23/2024 Office Use only Permit number: Submittal Date: Deposit amount: Recommended for Approval Building Department;: 71 Date: r t Police Chief: Zr _ Date: 'L Fire Chief-, Date: I'A'l__/ 5 Parks & Recreation: Date: Approved by Digitally signed by Jeremy Allen Jeremy Al 2025.01.23 12:23:12-05'00' Village Manager: Date: Approval notes: hdVe A WW/V V 110'W I YV C 4W6,Va A 0 0 A/ AQ_,K e vc r e L&144 F,,,f 61 1 1 V Aw AAld C4ZtIL2d co-ZIO/ 2ri e G re-se-we 92Li i f C r'rc�•' flrvd I—A0 104f4 G Wce h fir 5 I ra E [ � fir- U # cry rL9 Cor a f .s bO�►� c a.1.1.4 fhe, C r'r'q 1 4C f4 I'&j d V't4'�. (561-74�?-0550 :�l 9r Page 45 of 347 Agenda Item #5. 0000003 04/20/21 DR-14 Consumer's Certificate of Exemption-1 R.01/18 5 Issued pursuant to Chapter 212,Florida Statutes ROMDA 85-8017039136c-5 06/3012021 06/30/2026 501(c)(3)ORGANIZATION Certificate Number Effective Date Expiration Fate Exemption category This certifies that F 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 roperty rented,tangible personal property purchased or rented,or services purchased. DR-14 i Important Information for .. tempt Organizations Pi.01/18 n0R10A 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(F.A,C.). 2. Your Consumer's Certfcate of Exempiion 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 manes. 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,FA. .). 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 Iiable for payment of the sates tax plus a penalty of 200 f of the'tax,and may be subject to convi+ct(on 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 860-488-6800. The mailing address is Po Box 6480,Tallahassee,FL 3231 4-6480. } Page 46 of 347 Agenda Item #5. Believe With Me A 50 1 c3 non-profit organization Gold Star Familin Dedicafed to Pringing Hope 8nd Help fo Erica's aot 9 -To the Village-of Tequest-a-2,!-- 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 Tecluesta 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. July 4th ■ 7a 15am start Constitution Park S, io.colil V 1whove 41 Page 47 of 347 Agenda Item #5. •'� y Y f� These signsw i! • iw• and we would like to hang them on the lamp posts over the bridge.They are the recommended 3'x5' size. 1 ' And the last sign is one that we would like 1 �. to place 2 of outside the municipal complex 'in front of the f'Ire station and hang another on the fence outside of Constitution Park.This is r standard 4 i B size. .... .....__.._._ ...- .. -.. ,..._..,..-..-.�....._...•....__.��_...-_-- .,....... ..r�._._......�--.....ter....- .....-.,.,,........�... ... .. .. .. dr Believe With Me would like to sincerely thank the Village of Tequesta for this consideration r ■ we look forward to serving your residents ' " • ■ featuring your beautiful park as a venue bringing gratitude and true help to our families fallen soldiers. Respectfully, Founder, Believe Aw w Page ae 4 Agenda Item #5. --WNW* �es-r MIA OOMSy fkH'K'fMnS �. CAST bAs}} Ooe—S%N ------- PweT rlcx uP AW/4'DS N CO KV /VIFP Sul Lbq N(� 'rblLe'iS Page 49 of 347 4, 1 'F a..)r. 'f±� .^Y1 �i.: Y ,. ./�, ',�i -J•;�F 's+e yt=� }+ fie- �1. .-t I.� i ►y �' + 4,/�yy�pFr tr''■�1 "S't . -,. A _ ' MLV . .n i4�':.. r i'• i #. ��71C1f - + ;yr - Lry,Mg... y "77J i.s L�� 44i['r w µ Z's JAI 6h ri k i Y' �.�a� �,r � � ��'+1''.��• �!� � � I��`#{ �-fR'r'+�" w.� � �} .-�Y` `i, i�L ,q S.. i4a 1' A t 'ter Y a. =1 Al -'C �; •,�► �►� ' i�. 4� n� ; }, '14 �..� i �� {d '4_ :i� `,�'� .� i'� - ��'7,= •' ��hj.� •f��r`�1" Vpj� _ �;' -.� ,,.- .�, _F_ �'.. ��i 1•','�y y y 3` �-•• :� - ,� � �•.•�•'`" _ �... �'.,��,. fir L�. ir OL tl F� ,'. a _ ►*} , a ' u - a yj.��- i AV f ".a�.+ �� 1 1 Ij 4,7 �'c-., r---', • -.�,� ..' • e.=3, :i- - ,5.' E - 1.... . " •r.f,5.. Y kV -vA _ ��i - 1,��1y,; w �. .$. �, J� _ F, Y .v •,�•..-- _.a.s--�-._ - -,a �'f:e t';. '} -,#i s'. • :•i'!IL.,"' l5�'•r OT. r •wit :, :+F -t -i.�e-_ t rt , i i ,r, °i .f.• #'r !. + " -`' �li� ra+� �` .sJ f+ !•i y c ?' 5 - .i 53.•!!if^Y.•'•' � r�F.r CTjr � ... ` •f p .o-. •��1 fa�,'r P-: le�+ t. y�r �1f_� f't N"a" �� yi'.`y_�,. ..R :1� �Y I: �,�4 t i ,a'i{Y� 'r�'1 .�• '• n.�,r•., _ `•'�,rt'1 ,..i...LJ llf• ? .-ate} - r _ #* {' a•' ,.A, � lYf'Y, f.Y .rf v ■ a-.•.Mr � y k�r� '.l�' •�3w�� - 'r. • �+,r ' Mawr!tl�U�:.3 i(1 U1-'�-.y� _ r' � -AM y - 7• ZIMM ffFF Laxahatchee 7, River LaCeJF r f �.t, .r,,�;; _ = r }� ritm • ' F Worth Greek �. � �� Aquatic... ��j.,�'F".ra• _��_ .�i ��. ' .r. I�`i '�"`�� . SI�C..�.•�`-' ` - ��.oar .eaw• � •.i.�l•..,�`"_;,_'� a.sV+ Agen-oal4em #5. �,��m DATE(MMrDD1YYYY) -- CERTIFICATE OF LIABILITY IN URANCE 01/15/2025 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 INSURERS), 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 CONTACT 561-459-7609 NAME: maves_Event Insurance- Mayes Event Insurance vim;No,Ext): 561-459-7609� - - FAX No),: - - -- -- E-MAIL b ma eseventinsurance.Com 752 Lake Brim Drive an-ADDRESS: � y --- INSURER(S)AFFORDING COVERAGE NAIL# Winter-Garden,-FL 34787 INSURER A: Great American Insurance Company 16691 -- INSURED 561-236-2005 INSURER B; Believe With Me, Inc. INSURER C= 11420 US H WY 1 P M B 122 INSURER D INSURER E North Palm Beach FL 33498 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.. NOTW-__I-T_HS_T_AND-ING-ANY—REQLIIREMEN-T_,_T_ERM OR CQNDITIONOF_ANY CONTRACT OR 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 TYPE OF INSURANCE ADDL.SUBR POLICY NUMBER POLICY IYYFYFY POLI CY EXY I --- LTR LIMITS ✓ ; COMMERCIAL GENERAL LIABILITY ✓ EACH OCCURRENCE I S 1,000,000 -^- DAMAGE TO RENTED A CLAIMS-N1ADE V OCCUR PREMISES(Ea occurrence) S 300,000 MED EXP(Any one person) S 5,000 - SRPGAML-103-0326 06/28/2025 06/28/2026 PERSONAL&ADV INJURY S 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: [GENERAL AGGREGATE S 2,000,000 POLICY PRO- LOC PRODUCTS-COMPlOP AGG S�,000,000 JECT _ - — OTHER: S AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT I Ea_accident) S 1,00C),600 ANY AUTO BODILY INJURY(Per person) S A ! OWNED - SCHEDULED SRPGAML-1 C)3-0326 06/28/2025 06/28/2026 BODILY INJURY(Per accident) S AUTOS ONLY AUTOS f HIRED ✓ NON-OWNED PROPERTY DAMAGE S AUTOS ONLY AUTOS ONLY Per accident)- UMBRELLA LIAB `_ OCCUR EACH OCCURRENCE S EXCESS LIAB__ CLAIMS-MADE AGGREGATE S ❑ED j RETENTION S S WORKERS COMPENSATION PER OTH- AN❑EMPLOYERS'LIABILITY ` STATUTE ER YrN ! j ANYPROPRIETORIPARTNERJEX ECUTIVE N J A E.L.EACH ACCIDENT OFFICERIMEMBEREXCLUDED. (Mandatary in NH) E.L.DISEASE-EA EMPLOYEE; S If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT I S A Participant Liabiltity f ' SRPGAML-103-0326 06/28/2025 06/28/2026 $25,000 Max Med A j Professional Liability $1,000,000 I � I DESCRIPTION OF OPERATIONS r LOCATIONS r VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) RE: Freedom 4 Miler Running Race- Constitutional Park Tequesta, Florida Date: Friday July 4, 2625 The Certificate Holder and The Village of Tequesta are listed as an additional insured but only with respects to liability arising out of Claims during the policy period. CERTIFICATE HOLDER CANCELLATION The Village Of Tequesta SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 399 Seabrook Drive ACCORDANCE WITH THE POLICY PROVISIONS. Tequesta,FL 33469 AUTHORIZED REPRESENTATIVE C?1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(201+6/03) The ACORD name and logo are registered marks of ACORD Page 51 of 347