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HomeMy WebLinkAboutDocumentation_Regular_Tab 10_8/12/2025 Agenda Item #10. Regular Council STAFF MEMO x Meeting: Regular Council - Aug 12 2025 Staff Contact: Wayne Cameron Department: Building WMIM Consider approval for a Special Event permit application for the "25th Annual Run 4 the Pies Race" organized by Palm Beach Roadrunners, a registered 501(c)(3) organization. The event is to be held on Thursday, November 27, 2025 from 6:00 a.m. - 11:00 a.m. No alcohol will be served. The projected number of attendees for the event is 2,200. SUMMARY: 1� 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 27, 2025 from 6:00 a.m. - 11:00 a.m. The start and finish for the race is scheduled to be on Dover Rd and use Constitution Park for awards and post-race refreshments. No alcohol will be served. 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 • - • 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 Approved Application - Run 4 the pies Special Event 11-27-25 Page 47 of 313 Agenda Item #10. Village of Tequesta 345 Tequesta Drive 561-768-0700 Tequesta, FL 33469 www.tequesta.org To: Jeremy Allen, Village Manager From: Wayne Cameron, Building Director CC: Honorable Mayor and Village Council Date: May 20th, 2025 Re: Special Event Permit Application for Palm Beach Roadrunners - November 27th, 2025 - Run 4 The Pies- 4 Mile Running Race("2,200 Attendees) This is a Special Event permit application for an annual November 27, 2025 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 27th, 2025 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. Page 48 of 313 Agenda Item #10. 4 ,V_M 13EA��1 :. �q�RUNo May 15th, 2025 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 "25' Annual Run 4 The Pies Race." The race will be held on Thanksgiving Day, November 271h, 2025. 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 Kids Li'I Pilgrim 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. President Palm Beach Roadrunners The Premier Running Club of the Palm Beaches clave paImbeachroadrUnners.coni cell - 561-818-3567 Page 49 of 313 Agenda Item #10. 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 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 prig Lu 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 50 of 313 Agenda Item #10. Event Details Date of event: November 27th, 2025 , Hours of event: 6,4M — a 4m Type of event: IZ�1f 1'l�'le�(ej AniIt/j1QGhZtCG I1'li*/,-- -t/00 lk--�.r da✓LU Location of event: C.�{'���T�I f ID�'I�R -� i Da-cr A4z� Property owner name: You must attach the written consent of the property owner on record. �Contact Information: Sponsor/persons responsible for event: Mailing address: OA ��er� Pf2�v�1 ��t/yLl >°6tGL1 GIGTl2�PLlJ Phone number: �Z f Fax number: Email address: /�ad��e/rre k2 roadfpo��f' C0� Projected number of attendees: Is Village Council approval needed? Yes ] No0 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 51 of 313 Agenda Item #10. How many tents will be used at event? 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 S01(c)(3) non for profit entities shall be reduced by 50%. Page 52 of 313 Agenda Item #10. Applicant Signature Applicant name: Dao-e- Applicant signature: Date: OS/15/2025 Office Use Only Permit number: Submittal Date: - Deposit amount: Recownen-le:: for Aoic:c,,-a' Building Department: Date: Police Chie Date: Z� Fire Chief: Date: ---- - Parks&Recreation: Date: ---- ---------- - --- oL'E'C ,v Jeremy Allen Digitally signed by Jeremy Allen Village Manager:_ Date:2025.06.30 09:15:47-04'00' Date: Approval notes. 044--i&C,4-s rti2 j %jai AUd,2j1,g92- �F-Tr�2,Mi✓t✓� 6c.�f' er1 i/� Page 53 of 313 Agenitem #10. AC�RO� CERTIFICATE OF LIABILITY INSURANCE UAIEIMrA'UUYYYYy 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(iesj must have ADDITIONAL INSURED provisions or ire 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 NAMES Tabitha Messersfnith Insurance Management Group PHONE (260)33B-2434 FAX (765)664-0761 Po'C-No '"6 : I,,,Nol: 9510 Llw-a Road Sultu 102 ADDRESS tIT1esswSMIIhGlnsmgLCorn INSURER(S)AFFORDING COVERAGE NAIL A' For.YJayne IN 46010 INSURER A: Granite State Insurance Company 23009 INSURED INSURER S: National Union Fire Insurance Company Of Pittsburgh,PA 1 445 Road R,,mners Club of Amerir„,202,5 and Its Member Clubs INSURER C: INSURER O 100IN Jefferson St.,Ste.202 INSURER Falls Church VA 22046 INSURER F _COVERAGES CERTIFICATE NUMBER: 2D25$11v1 At Liability 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 CLAIhIS. rNSR AIJULIWUR TYPE OF INSURANCE POLICY NUMBER POLICY EFF POLICY ERP LIMITS LTR 1NSD W'!D (MLWDQIYYYYI (MMiDOIYYYY) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 11000,000 UAAA 6L-IO I+oN IcO 500,000 CLA.IMSMADE ®OCCUR PREM111SE8'Ea o-x,<Inencr 5 X Legal Liability S 5.000 IAEDEX?IAnvor:Wrsonl A Participant S 1,000,000 AII.0003450335101 12f3117024 121310025 PERSONAL&ADV INJURY $ 1,00010130 TENT ArrREf.ATE LIMIT APPLIES PER CIENERALArrREGATE 5 5,000,000 FOLICII [—]jECT n UX PRODUCTS-CObIP,OPAGG S 1.000.000 X OTHER: Per Event 113a-05 Abuse and Molestalion S 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S 1,009.000 fEa accident ANY AUTO BCOILY IKUURY(Par nawnl S A OWNED SCHEDULED AIL0003450335101 12131+7024 12.13117025 OCOILY INJURY(Per acciuentl S AUTOS ONLY AUTOS X HIRED NON-OWNED PROPEFlTY DAMAGE S AUTOS ONLY H AUTOS ONLY fear.x:�danl $ UMBRRLLA LIAR OCCUR EACH OCCURRENCE S EXCESS LIAR CLAIMS-MADE AGGREGATE 5 DIED I I RETENTION S S 1VORKERS COMPENSATION IFFR [)TH- AND EMPLOYERS'LIABILITY Y,N STATUTE I JER ANY PROFETOR'PARTNERIEXECUn'JE ❑ ?4;A E.L.EACh.ACCIDENT S OF r&A;NlMh LadhR hXCLIJOE D'+� iMandatory In NH) E.L.DISEASE-EAEMPLOYEE S II vpent d7zlibe Und"_r 0 SCR=PTION CIf OPERATIONS beirw E.L.DISEASE-POLICY LIMIT S Medical Professional Liability is AID0003454335801 72131/2024 12131+2025 Medical Expense 410.000 DESCRIPTION OF OPERATIONS 1 LOCATIONS 1 VEHICLES(ACORD 101,Additianal Remarks Schedule.may be anached if more space is required) Village of Tequeta is NAMED AS AN ADDITIONAL INSURED AS RESPECTS TO THEIR INTEREST IN THE OPERATIONS OF THE NAMED INSURED. DATE OF EVENT(S):11127125 Rum 4 The Pies 4 Mile Race,Pumpkin 1 Miter and LiMte Pilgrim Dash INSURED RRCA CLUEVEVENT MEMBER:Palen Beach Roadrunnars,Attn:Dave Masterson.1301 13UI Ln,Palrn Beach Gdrdeuy,FL,33418 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN I1T27l25 Village of Tequela ACCORDANCE WITH THE POUCY PROVISIONS. 3457eguesta Delve AUTHORIZED REPRESENTATIVE Tequesta FL 33469 �pRt - C41988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016M3) The ACORD name and logo are registered marks of ACORD Page 54 of 313 Agenda Item #10. RUN 4 THE PIES COURSE MAP Traffic / Fire Rescue Impact THANKSGIVING DAY TEQUESTA, FL s,.noord u do 0 S S IrhF Wilbw Rd ( - G ShOr PI 4 Pinerree C4 j nnd 4 aa\ Wn NdMe START/FINISH PACKET PICKUP �a © 0 r n c (1-MILERTURN I TequesiaOr • �r.�W.,tr,SPar,re fps, y a s e 3 L iL Pit Rim D m41 r CMdch RA 2 T b - s e1 o �� �;zz TnnccD FlaNifin RV O ROAD CLOSURES: Road closures will impact areas along the race course on Thanksgiving Day morning until 9AM. Tequesta Police: Tequesta Police officers and vehicles will be stationed along the course at key intersections for traffic control.In the past, 10 police officers have been provided. Cones/Volunteers: Race staff and volunteers will be placed along the course and at minor intersections to guide runners and for traffic control Signage: Signage is placed along the course to guide runners.Signage with road closure information is placed along the race course,on Tequesta Drive and Seabrook on Wednesday before the race. Resident Impact Notice: A resident impact notice is distributed to each household along the race course 7-10 days before the race. EMS: Tequesta Fire Rescue will be providing EMS service based on the recommendations the department. Page 55 of 313 Agenda Item #10. RUN 4 THE PIES COURSE MAP THANKSGIVING DAY I TEQUESTA, FL RUN 4 THE PIES 4 MILER 8AM PUMPKIN 1-MILER 7:15AM LI'L PILGRIM DASH 7:15AM SlarGoord WaY ti � b Willow Rd - 9':m1n1 ad ^q °;F STaY P, Q (Qr 2 C P..—CU I s � Westwood Ave START/FINISH PACKET 1 3 PICKUP n Wi Aword Aw, 4 a a Tequesta Dr Am • 1 I�Ir��1Y.�rrilBPorNi.��� • ¢ Z ` 8 l z o : z l'iL D s Pit9.Rin_ H Chwch Rd 9 � Q ,91 Ln � �.ie�raee a PaatM Rd vS O Rr x d 900 REACy itR - 4v Contact:Madeleine Ely,Race Director SPORTS QADRUN. . r m adeleine@k2roadsports.co ,561 222 7511 Page 56 of 313 Agenda Item #10. RUN 4 THE PIES SITE MAP THANKSGIVING DAY I TEQUESTA, FL -t n h. y r Food Vendors Lr Packet Pickup = O �(F� Ln Oo dLi yl�.L - a CONSTITUTION PARK "-, I N Pies Truck ` Gaze6elAwardsPOD Partalets Y r ., r�i OU sand ,..,- �t Start/Finish Parkentrance DOVER ROAD ' t .6 � •A '- Uy �`,�} Timing truck Uumpster Partalets x 19 1 'lii ,asap ps++•._:;: � 41-t...�.—.1_.. e Klds I),isl� ,� 4 ,i. k„ Jr- �np1.M 9EACy Contact;Madeleine Ely,Race Director K2ROAD madeleine@k2roadsports.com,561 222 7511 SPORTS RU S Page 57 of 313 Agenda Item #10. �s*Op r�OQ Village of Tequesta Fire Rescue 357 Tequesta Drive,Tequesta,FL 33469 A to Phone 561-768-0550 *r o RSSC SPECIAL EVENT BILLING FORM (Effective 7/1/2024) Event Name: Run for the Pies Event Date: 11/27/2025 Event time: 6:00- 11:00 am Fee Type Fee Per Hour Details 4ty for #of Hours Total Event for event Invoice Fire Administration Fee 1 hour minimum 1 1 $ - Administrative Personnel 3 hour minimum - Firefighter 3 hour minimum 2 5 _ Command Officer 3 hour minimum 1 5 _ Rescue Requires a minimum of 2 firefighters Fire Engine Requires a minimum of 3 firefighters Aerial/Ladder Requires a minimum of 3 firefighters Utility/Support Requires a minimum of 1 firefighter 1 5 Golf Cart Requires a minimum of 1 firefighter 1 5 - TFR Tent Requires additional vehicle 1 5 Sparky the Dog Requires minimum of 2 personnel and additional vehicle Inflatable Jake Blaze Requires minimum of 2 personnel and additional vehicle Food truck inspection Food truck inspection Tent Inspection Tent Inspection Other Invoice Total $ Note: Per Village Resolution 07-22,commencing February 11, 2022 and updating July 1 of each subsequent year,all fees in the Tequesta Fire Rescue Master Fee Schedule Section I shall be adjusted by an annual cost index. 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