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HomeMy WebLinkAboutDocumentation_Regular_Tab 07_9/11/2025 Agenda Item #6. Regular Council STAFF MEMO x Meeting: Regular Council - Sep 11 2025 Staff Contact: Wayne Cameron Department: Building ff i Consider approval of special event permit application for an outdoor Trunk or Treat event on Saturday, October 25 2025 from 5:00p.m. - 7:00 p.m. for -400 attendees by Family Church LLC to take place on its premises located at 423 Tequesta Drive. No alcohol will be served. SUMMARY: approval of special event permit application for an outdoor Trunk or Treat event on Saturday, October 25 2025 from 5:00p.m. - 7:00 p.m. for -400 attendees by Family Church LLC to take place on its premises located at 423 Tequesta Drive. This is a Trunk or Treat event where the Family Church will close off a section of their private parking lot to accommodate approximately 40 decorated cars. Families will be present to hand out candy to attendees. The event is open to the public. No alcohol will be served. Please find the attached permit application, which has been reviewed and approved by the Fire Department, Police Department, Building Department, and 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 082025 - 423 Tequesta Drive - Fall Festival Special Event Application - 10.25.2025 Page 74 of 804 Agenda Item #6. 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 Date: August 1ph, 2025 Re: Special Event Permit by Family Church 14 LLC -Trunk or Treat on October 25th, 2025 from 5:00p.m-7:00 p.m. (-400 Attendees) This is a Special Event Permit application for an outdoor Trunk or Treat event for Family Church 14 LLC taking place on October 25th, 2025 from 5:00 p.m. - 7:00 p.m. at 423 Tequesta Drive.The projected number of attendees is 400. No alcohol will be served. Family Church 14 LLC has provided proof of liability insurance listing the Village of Tequesta as a Certificate Holder (see attached) and the invoice of$100 will be paid at the time of permit issuance. Page 75 of 804 Agenda Item #6. 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_even.ts..no.t 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 76 of 804 Agenda Item #6. Event Details Date of event:October 25, 2025 Hours of event:5:00 PM - 7:00 PM Type of event:Trunk or Treat Location of event:Family Church Tequesta Parking Lot Property owner name:Michael Richardson You must attach the written consent of the property owner on record. Contact Information: Sponsor/persons responsible for event:Michael Richardson Mailing address:423 Tequesta Drive, Tequesta, FL 33469 Phone number: (561 ) 313-6176 Fax number: Email address:mrichardson@gofamilychurch.org Projected number of attendees-400 Is Village Council approval needed?Yes■0 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❑ No❑■ • 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 77 of 804 Agenda Item #6. How many tents will be used at event?None 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._ev_ent on_officia.l 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 • Under200 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 78 of 804 Agenda Item #6. Applicant Signature Applicant name: Michael Richardson Applicant signatur Date: Office Use Only Permit number: Submittal Date: Deposit amount: Recommended for Approval Building Department: � '� Date: Police Chief: T4.0 Date: Fire Chief• Date: ?3 Parks & Recreation: Date: ---Ap p y roved-b_--- - ----- --- -- Digitally signed by Jeremy Allen J e re m y Allen Date:2025.08.20 13:59:49-04'00' Village Manager: Date: Approval notes: Page 79 of 804 Agenda Item #6. o o to VISITOR = O O PARKING (DD 3 Welcome paj O pr TRUNK HOSTS PARKING 13 O o O s O JN DRIVc! "Q S1SOH NNnzji OEM& Moo~ JNl�l�ib�d )1:dal aooi b011SIA ° 4 � Page 80 of 804 Agenda Item #6. O O VISITOR _ C _ PARKING n (D Welcome o r+ TRUNK HOSTS PARKING 13 O 3 PENN& O n.r 3 Q (D r� Mrs J N I>I d add 't's S1SOH NNnb.L ewo3lam )N1)IdVd 11011SIA Page 81 of 804 Agenda Item #6. 0*1 F I RSBAP-57 MATTEA CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY)7/21/2025 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 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 rights to the certificate holder in lieu of such endorsement(s). PRODUCER NANEACT Aja Matte Insurance Office of America PHON o,Ext):(561 721-3747 FAx Abacoa Town Center ) (vc,No): EMAIL Aja.Matte@ioausa.com 1200 University Blvd,Suite 200 ADDRESS: � Jupiter,FL 33458 INSURERS AFFORDING COVERAGE NAIC# INSURER A:Church Mutual Insurance Company 18767 INSURED INSURER B: First Baptist Church of West Palm Beach FL dba Family INSURER C: Church 1101 South Flagler Drive INSURER D: West Palm Beach,FL 33401 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 CONTRACT OR OTHER DOCUMENT WITH RESPECTTO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECTTO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IL SR TpEOFiNSUFNCE A SV POLICY NUMBER MINM LICY EXP LIMITSD WD POLICY EFF MIDDYYYY A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE � OCCUR X 0451953-02-874311 4/1/2025 4/1/2026 DAMAGE TO RENTED 1,000,000 P EMISE Ea occurrence $ MED EXP(Any oneperson) $ 5,000 PERSONAL&ADV INJURY S 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 POLICY❑JECT LOC PRODUCTS-COMP/OP AGG $ 1,000,000 OTHER. EMP BENEFITS AG $ 3,000,000 A COMBINED SINGLE LIMIT 1,000,000 AUTOMOBILE LIABILITY Ea accident $ __..._ IX ANY AUTO 0451953-09-874317 4/1/2025 4/1/2026 BODILY INJURY Per person) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident $ HIRED NON-OWNED PPeOracEcidenDAMAGE S AUTOS ONLY AUTOS ONLY —A— X UMBRELLA LIAB —X OCCUR EACH OCCURRENCE $ 5,000,000 EXCESS LIAB CLAIMS-MADE 0451953-81-874312 4/1/2025 4/1/2026 AGGREGATE S 5,000,000 DED I X I RETENTION$ 10,000 $ WORKERS COMPENSATION PEAT TE ERH AND EMPLOYERS'LIABILITY Y/N ANY PROPRIETORIPARTNER/EXECUTIVE ❑ N/A E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Prof.Liability 0461953-02-874311 4/1/2025 4/1/2026 Aggregate 3,000,000 A D&O 0451953-02-874311 4/1/2025 4/1/2026 Aggregate 5,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Trunk or Treat-October 25,2025 Village of Tequesta is included an additional insured with respect to general liability per form#A 267.1 FL(11-16)when required by written contract. CERTIFICATE HOLDER CANCELLATION 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 Village of Tequesta 345 Tequesta Drive � ACORD 25(2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Page 82 of 804 Agenda Item #6. POLICY NO.:0451953-02-874311 04/01/25 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED ENDORSEMENT FOR CONTRACT, AGREEMENT OR PERMIT - INCLUDING LESSOR OF LEASED EQUIPMENT, OWNER OF LEASED LAND, MANAGERS OR LESSORS OF PREMISES, ENGINEERS, ARCHITECTS AND SURVEYORS AND VENDORS With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by this endorsement. The following is added to the General Liability Additional Provisions Form, A. ADDITIONAL INSUREDS — BY (c) A person's or organization's status CONTRACT,AGREEMENT, OR PERMIT. as an additional insured in connection with a written contract, 1. Paragraph C. - WHO IS AN INSURED, agreement or permit under this is amended to include as an insured: paragraph ends when your a Any person or organization with operations for that additional insured l(a) whom you have entered into a are completed or the written contract, agreement or permit is written contract, agreement or permit requiring you to provide terminated or expires. insurance as is afforded by this 2, Additional Exclusions or Limitations General LLi bilit Cover e For will be an ad di iona�insured, ut on (a) Lessor of Leased Equipment (1) To the extent that such additional insured is held liable If an equipment lessor is for acts or omissions committed additional insured as a result of the by you or your subcontractors provisions of paragraphs 1.(a), (b) during the performance of your and (c) above, the following _ongoing operations. additional exclusions apply: (2) With respect to property owned This insurance does not apply: or used by, or rented or leased to, you. (1) To any "occurrence" which takes place after the equipment The insurance afforded any lease expires; additional insured under this paragraph will be subject to all (2) To "bodily injury" or "property applicable exclusions or limitations damage" arising out of the sole described in paragraphs 2.(a), (b), negligence of such additional (d) and (e) and in 3.(a), (b), (c), insured. (e) and (f) below. (b) Such insurance as is provided by (b) Owner of Leased Land this paragraph for any additional If an owner or other interest from insured will be primary, if so whom land has been leased is an required by the written contract, agreement, or permit. Any other additional insured as a result of the insurance available to such person provisions of paragraphs 1.(a), (b) or organization shall be excess over and (c) above, the following this insurance. additional exclusions apply: A 267.1 FL(11-16) copyright,church Mutual Insurance company,2016. Page 1 of 4 Includes copyrighted material of Insurance Services Office,Inc.,with its permission. O Insurance Services Office,Inc.,2CO4. Page 83 of 804 Agenda Item #6. FAMILY CHURCH July 21,2025 Village of Tequesta 345 Tequesta Drive Tequesta, FL 33469 To Whom It May Concern, On October 25, 2025, our church (Family Church Tequesta, a division of First Baptist Church of West Palm Beach a.k.a. Family Church) will be hosting a truiflc-or-Treat. We will be closing off a section of our private parking lot to host around 40 parked cars, which will be decorated and will have families handing out candy to attendees. The event is open to the public. We expect this event to last from 5-7pm. Thank yo Sc CO t-Cra ford, Family Church Tec testa 423 Tequesta Drive Tequesta,Fl. 33469 561.650.7400 1 1101 SOUTH FLAGLER DRIVE, WPB, FL 33401 1 GOFAMILYCHURCH.ORG Page 84 of 804