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HomeMy WebLinkAboutItem #04 Special Event Permit - Request for Road and Boat Ramp Closure for Access-Life Inc. Special Event Center of Good L1 . i COE AGENDA ITEM COVER SHEET Meeting Date: August 16, 2011 Item # Reviewed By. / Contact Name: James F. Washington Department Director: G Contact Number: 407 - 905 -3104 City Manager: ' 'r� Subject: Special Event Permit — Request for Road and Boat Ramp Closure for Access -Life, Inc. Special Event. Background Summary: In order to temporarily close a public street and boat ramp, the approval of the Honorable Mayor and City Commission is required. Access -Life, Inc. has made application to the City for a Special Events Permit for Community outreach for families living with disabilities that would require the temporary closing of City owned streets and Starke Lake Boat Ramp. It would also require the use of the City Park and Gazebo. The set up will be held on Friday, November 11, 2011 from 12:00 PM — 6:00 PM. The event will be held on Saturday, November 12, 2011 from 10:00 AM — 2:00 PM. The streets to be closed are a portion of N. Lakeshore Drive and Oakland Avenue. Issue: Should the Honorable Mayor and City Commission approve the temporary closing of two public streets and boat ramp for the purpose of a Community outreach for families living with disabilities? Recommendations Staff respectfully recommends approval with the following requirements: 1) All residents that will be affected by the road closure must be notified in advance; 2) An emergency lane must be maintained at all times; 3) Roads must be blocked with proper barricades; 4) Signs to be posted at the boat ramp in advance to notify the public of the closure; 5) Cooking facilities must be inspected and approved by Fire Department; 6) Fire Department to provide EMS personnel with equipment; 7) Risk Management approval is contingent on proper insurance coverage prior to the event. Attachments: Special Event Application and location map Financial Impact: 1) Public Works cost estimation for personnel is $420.00 due prior to the event; 2) Fire Department estimated personnel cost is $100 per hour times eight operating hours, totaling $800.00 due prior to the event. (If the is waived, EMS standby on rotation bases with on -duty personnel as available.) Type of Item: (please mark with an "x') Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk X Original Document/Contract Held by Department for Execution Reviewed by City Attorney _ N/A Reviewed by Finance Dept. N/A Reviewed by N/A Page 1 of 2 Pierce, Adriana �V�C i1 ,�� W S From: Campanale, Richard Sent: Wednesday, August 10, 2011 3:07 PM To: Pierce, Adriana Cc: Washington, Jim; Dreasher, Brad; Krug, Stephen; Keller, Mike Subject: RE: Special Events Hello - In response to your request for information: The fees to be considered from Public Works include Patriots Day Event — PW work force $420, special event information signs $80 per sign, need 6 signs ($480) for the road closures (McKey, Bluford, Kissimmee). Patriots Day total fee is $900. The $420 fee for PW labor will be waived if the Police staff set up and take down the signs on September 10 Access —Life Event — PW work force fee of $420 required. No special sign required for event. Please call if you have any questions Richard Campanale, P.E. City of Ocoee Streets - Stormwater Operations Manager ph: (407) 905 -3170 x 6004 fx: (407) 905 -3176 From: Pierce, Adriana Sent: Wednesday, August 10, 2011 11:34 AM To: Hoover, Tim; Dreasher, Brad; Campanale, Richard Cc: Washington, Jim Subject: Special Events Good Morning: The Building Division is preparing the Agenda Items for the special events attached, Please provide the financial impact associated with these two events, this information needs to be included in the staff report to be presented to city commission. Fire Department: Please provide the fees due for EMS Standby for both events; if non please confirm by e-mail. Police Department: Please provide the fees due for the off duty officers expected to work both events., if non please confirm by e-mail. 8/10/2011 Page 2 of 2 Public Works: Please provide the fees due for Access Life Community outreach; if non please confirm by e -mail. There is an estimate of $425.00 for Patriots Day Festival & Parade for personnel & signage. Your prompt response is greatly appreciated, Thank You Adriana Pierce Ext. 1001 8/10/2011 Page 1 of 3 Pierce, Adriana From: Washington, Jim Sent: Wednesday, August 10, 2011 2:36 PM To: Pierce, Adriana Cc: McNeil, Pete; Hoover, Tim Subject: RE: Special Events Adriana, I read this as saying that the Fire Department is requiring dedicated EMS for each of the special events. The cost is $100.00 per hour times the number of hours of actual operation. It should be listed in our agenda item this way. In addition there should be a note that the Commission could waive the fees and the Fire Department would provide NON - dedicated EMS service; however, these members of the Fire Department and their equipment would be subject to dispatch to other locations as needed by Dispatch. I hope that helps. If you want to confirm my interpretation of Chief's email, please contact Chief McNeil directly. Thanks, Jim Jim Washington Building Official From: McNeil, Pete Sent: Wednesday, August 10, 2011 1:41 PM To: Hoover, Tim; Pierce, Adriana Subject: RE: Special Events FD will need to propose standard fees for event only dedicated EMS stand -bys (confirm is is $100 /hr for 2 personnel and equipment). This would be for both events. If Commission is requested and agrees to waive fees, coverage will be provided by rotating in- service units to stand -by the event utilizing on -duty personnel. This would not create any additional cost to the City or event promoter. However, this coverage would not be dedicated only to the event and is subject to being pulled from event if emergency activity demands the need for it. Cover sheet needs to be edited to delete reference to units as available for now. Thanks, Pete Pete McNeil, Fire Chief Ocoee Fire Department 563 S. Bluford Ave. Ocoee, FL 34761 Office: 407 - 905 -3140 pmcneil a ci.ocoee.fl.us 8/10/2011 Page 1 of 2 Pierce, Adriana PO LA.L From: Dreasher, Brad Sent: Wednesday, August 10, 2011 12:57 PM To: Pierce, Adriana Subject: RE: Special Events I'm sorry, I thought Jim was given the amount yesterday after the meeting. I believe the impact for the Police Department for the Patriot's Day event is approx. $800.00. We will have no financial impact for the Access Life event. Lt. Brad Dreasher City of Ocoee Police Department 646 Ocoee Commerce Parkway Ocoee, FL. 34761 Office: 407 - 905 -3160 ext. 93028 Fax: 407 - 905 -3164 bdreasher c(Docoee.org Our Mission: We are committed to partnering with the community to improve the quality of life, preserve order, and provide excellence in police service. From: Pierce, Adriana Sent: Wednesday, August 10, 2011 11:34 AM To: Hoover, Tim; Dreasher, Brad; Campanale, Richard Cc: Washington, Jim Subject: Special Events Good Morning: The Building Division is preparing the Agenda Items for the special events attached, Please provide the financial impact associated with these two events, this information needs to be included in the staff report to be presented to city commission. Fire Department: Please provide the fees due for EMS Standby for both events; if non please confirm by e-mail. Police Department: Please provide the fees due for the off duty officers expected to work both events., if non please confirm by e-mail. Public Works: Please provide the fees due for Access Life Community outreach; if non please confirm by e -mail. There is an estimate of $425.00 for Patriots Day Festival & Parade for personnel & signage. Your prompt response is greatly appreciated, Thank You Adriana Pierce 8/10/2011 Colter of Good i . Mayor ,.pie � Commissioners S. Scott Vandergrift .'+.,� Gary Hood, District 1 ER Rosemary Wilsen, District 2 City Manager Rusty Johnson, District 3 Robert Frank Joel F. IZeller. District 4 MEMORANDUM TO: Special Event Sponsor FROM: Jim Washington, Building Official RE: Conditions of Permit from Ocoee Building Division Conditions of Special Event permit as regulated by the Building Division: SPECIAL EVENT NAME: Access Life DATES: November 11, 2011 # OF PARTICIPANTS 400 p dy # OF MALE FACILITIES REQUIRED* two # OF FEMALE FACILITIES REQUIRED* two • Sponsor shall provide a minimum of 1 male restroom (water closet) per 100 estimated participants and 1 female restroom (water closet) per 65 estimated participants. The distribution is based on the participants being composed of 50% of each sex. Existing facilities may be counted. Placement of facilities should be so that a participant shall not have a path of travel greater than 500 feet to reach a facility. In addition, accessible facilities must be provided and relatively central in location. *Regardless of how few participants are expected, there should be 1 male and 1 female facility provided as a minimum. Existing facilities open to the public on or within the 500 foot travel distance are counted in meeting this requirement. • Temporary power hook -ups and generators shall be inspected by the Building Division prior to energizing. If inspections are required after normal working hours, the event sponsor shall assume the city's cost which is $50.00 per hour per inspector with a minimum charge of 3 hours. NOTE: A special event permit may include temporary directional signs and tent signs only. Directional signs and tent signs shall conform to the requirements of the Ocoee Land Development Code. A special event permit does not automatically authorize streamers, cold -air balloons, flashing or search lights, etc. The City of Ocoee • 150 N Lakeshore Drive • Ocoee, Florida 34761 Phone: (407) 905 -3104 • Fax: (407) 905 -3155 • www.ocoee.org RECEIVED ( Ce nter of Good L JUN - 7 2011 ,w 4, ,, 0 00 E RUFRPNO �a Fl `- ---- = ORGANIZATION HEADQUARTERS Name: A (eee -V; 1.-1 k L Zoc. Address: 52oo l O XvV * , ht/'' C " r S tate: 1 Zip Code: ' f Pho ne Number: - , --- L �� REPRESENTATIVE �^ 1 yam !� � Name: /J(U1AQ ` ,vo{ 1 I ) Ui) (270C ,.r Address: 32.00 (�ct t(C.{r V6-1a..) }r1 VQ.-- City: C. ` 'l/w State: R Zip Code: 32g Phone Number: 2-/ .9 o/56 z /qf s 7/ j APPLICANT (if different) Name: 063 6 --)ac e cs'° L f . , o{3 Address: City: State: Zip Code: Phone Number: Type of Event: Parade Ceremony Exhibition / Show f Concert Demonstration Other Cf 6 - 1 1 -I f C, 6 I-'0 Date (s) and time (s) scheduled: -9.- f-up Ai LI / i( / 11 g Aim- y p s V 60 I ij//i// /0 ili - ? O nti Name and types of activities: 1 - 11 lam!, i Y5 'a 1 (i 1illa 11)]/1/'1e-COO la Approximate number of spectators and participants: 400 3 y .• Purpose of Special Event: Cib til lailk9 0GCi / it A ni• l /ivI ►� cd,�i to �% bililiC Exact Location of Event: LA () ' AVit YJJ I U L 1 B - t \ Y kV& Designation of Public Facilities or Equipment to be Used:44 Y" 3 D, Ste °' - Cyziyi/if-/-/PaLita/te73 Number of Temporary Directional Signs - x $5.00 per sign = City of Ocoee . 150 N Lakeshore Drive . Ocoee, Florida 34761 Phone:(407) 905 -3104. Fax (407) 905 -3155. www.ocoee.org Copy of State Permit if State Roadway is used: ❑ yes ❑ no FOR PARADE: Exact Location of Marshalling and Staging Area: Time at which units of Parade will begin to arrive: Time at which units of parade will be dispersed: Exact Route to be Traveled shown on Attached Map: El yes ❑ no Please attach approximate number of persons, animals, and vehicles participating with description of tpes of animals and vehicles. Parade will occupy all of the width of the street, roadway or sidewalk: ❑ yes ❑ no FOR FIREWORKS: The following shall be attached to this application: 1) A detailed listing of the type & quantity of fireworks to be used. 2) a detailed written statement outlining all appropriate safety procedures which will be used at fireworks display in order to protect the safety of the public and all surrounding property. 3) A detailed written statement describing what facilities and containers will be used to store fireworks. 4) If applicable, applicants Federal License number for transporting fireworks across state line. 5) A detailed list of names, addresses, occupations, and backgrounds of all individuals who will be responsible for the actual display, use or explosion of any fireworks. The backgrounds statement should include a complete history of the experience of the individuals involved with respect to their use of fireworks, including a detailed list and explanation of each and every accident resulting from the use of fireworks which the individual has been responsible for, or involved in. 6) A map showing exact launch point and area of fallout. 1 L(/ t/ /t I Applicant Signature: (j' � � 2 ( Date: /J( • Approved by Police Chief Date: Approved by Public Works Director Date: Approved by Fire Chief Date: Approved by Risk Management Date: Approved by Building Official '' Date: -- ±--� *Any denial and its conditions should be in memorandum form. City of Ocoee . 150 N Lakeshore Drive . Ocoee, Florida 34761 Phone:(407) 905 -3104. Fax (407) 905 -3155. www.ocoee.org ii - f• vi.CiFillv ail Cen tel of God eYie „,.>- -. ° W.t2 MN N 2011 fit p C �`-' Fl orida - ORGANIZATION HEADQUARTERS Name: I e (1 L LIlc. i GG h • Address: �.J ?i) u1�cd- tirvi'7 u by City Os( � State: I ` Zip Code: 32-e2- f Phone Number: Dq 9 056 REPRESENTATIVE j `� / f Name: j Q (:t..A.i/th Glit:�t;(',j4 ( l) DbV 6-oc(L f(`%(.jf rVi y 0 Address: 52 (A/C c.�2 l�'V1Ve/ �7 ) t, / . i ' 'U /.�1 of 92 - -Ca . City: ��fJt.i��i� State: � Zip Code: �Z�� -- 1 Phone Number: APPLICANT (if different) Name: Address: City: State: Zip Code; Phone Number: Type of Event: Parade Ceremony Exhibition Show Concert Demonstration Other ineiP64.1.4e. r---/ 1 P • �' Date (s) and time (s) scheduled; ,%��tp '1A 1 14/ 11 / 11 - the LI- C L7 ill rah f IUof- j. otuli Lw ae-/V- 7Z/'Y7W3 Name and types of activities: -p l ILL' • 6s t- t V Q 4 . (Iowa, /3 , I tiCituk 00, rip , pzo-D Approximate number of spectators and participants: 100---,5-00) Purpose of Special Event: ODY)�r'Y l L(! "1 LI VI.(1 I �L t b A Z. "��f'altek.e /10` I (18. G� �i� ! bill -bec 1 9 U aVla --- . Sum , i u ^c.�U 1 1 .x.1 L f �l 2 Rarytp 4 beck./ Exact Location of Event: / ) , Designation of Public Facilities or Equipment to be Used: _ l 4 1�cali, , D 00 cal, , ( s)�3 acuka,,22 Number of Temporary Directional Signs le? f \ x $5.00 per sign = City of Ocoee .150 N Lakeshore Drive . Ocoee, Florida 34761 *< Phone:(407) 9055 -3104. Fax (407) 905 -3155 . www.ocoee.org /9/e 7 relvcsZeij 'oGio c %svr s ? rn 2 3 /9,--c flay / i/e's i SO 4 u se v 1 4Cl fC/o c Z ? / ,Oo 7 v n e. e ., A n / 2674/s . / ever r 4c .r` A 4 ✓ , a r o se.S . Copy of State Permit if State Roadway Is used: ❑ yes ❑ no FOR PARADE: Exact Location of Marshalling and Staging Area: Time at which units of Parade will begin to arrive: Time at which units of parade will be dispersed: Exact Route to be Traveled shown on Attached Map: ❑ yes ❑ no Please attach approximate number of persons, animals, and vehicles participating with description of tees of animals and vehicles. Parade will occupy all of the width of the street, roadway or sidewalk: ❑ yes ❑ no FOR FIREWORKS: The following shall be attached to this application: 1) A detailed listing of the type & quantity of fireworks to be used. 2) a detailed written statement outlining all appropriate safety procedures which will be used at fireworks display in order to protect the safety of the public and all surrounding property. 3) A detailed written statement describing what facilities and containers will be used to store fireworks. 4) If applicable, applicants Federal License number for transporting fireworks across state line. 5) A detailed list of names, addresses, occupations, and backgrounds of all individuals who will be responsible for the actual display, use or explosion of any fireworks. The backgrounds statement should include a complete history of the experience of the individuals involved with respect to their use of fireworks, including a detailed list and explanation of each and every accident resulting from the use of fireworks which the individual has been responsible for, or involved in. 6) A map showing exact launch point and area of fallout. ' 'kitL- Ad - Date: JJ) /(( Applicant Signature: ( � ��,t'���� � - °! Approved by Police Chief Se e C D/Y!/YJe/) 7 J y ate: 7- / 2 -// Approved by Public Works Director Date: Approved by Fire Chief Date: Approved by Risk Management Date: Approved by Building Official Date: *Any denial and its conditions should be in memorandum form. City of Ocoee . 150 N Lakeshore Drive . Ocoee, Florida 34761 Phone:(407) 905 -3104. Fax (407) 905 -3155. www.ocoee.org Copy of State Permit if State Roadway is used: ❑ yes ❑ no FOR PARADE: Exact Location of Marshalling and Staging Area: Time at which units of Parade will begin to arrive: Time at which units of parade will be dispersed: Exact Route to be Traveled shown on Attached Map: ❑ yes ❑ no Please attach approximate number of persons, animals, and vehicles participating with description of tpes of animals and vehicles. Parade will occupy all of the width of the street, roadway or sidewalk: ❑ yes ❑ no FOR FIREWORKS: The following shall be attached to this application: 1) A detailed listing of the type & quantity of fireworks to be used. 2) a detailed written statement outlining all appropriate safety procedures which will be used at fireworks display in order to protect the safety of the public and all surrounding property. 3) A detailed written statement describing what facilities and containers will be used to store fireworks. 4) If applicable, applicants Federal License number for transporting fireworks across state line. 5) A detailed list of names, addresses, occupations, and backgrounds of all individuals who will be responsible for the actual display, use or explosion of any fireworks. The backgrounds statement should include a complete history of the experience of the individuals involved with respect to their use of fireworks, including a detailed list and explanation of each and every accident resulting from the use of fireworks which the individual has been responsible for, or involved in. 6) A map showing exact launch point and area of fallout. \�! ? fat/ 1/ C Date: 2 )1 1 4 (1 �( (applicant Signature: ( f �L 5�� Approved by Police Chief _ Date: 8- Approved by Public Works Director � /,� Date: i - 2 // Approved by Fire Chief Date: Approved by Risk Management Date: Approved by Building Official Date: "Any denial and its conditions should be in memorandum form. City of Ocoee . 150 N Lakeshore Drive . Ocoee, Florida 34761 Phone:(407) 905 -3104. Fax (407) 905 -3155 . www.ocoee.org Copy of State Permit if State Roadway is used: ❑ yes ❑ no FOR PARADE: Exact Location of Marshalling and Staging Area: Time at which units of Parade will begin to arrive: — Time at which units of parade will be dispersed: Exact Route to be Traveled shown on Attached Map: ❑ yes ❑ no Please attach approximate number of persons, animals, and vehicles participating with description of tpes of animals and vehicles. Parade will occupy all of the width of the street, roadway or sidewalk: ❑ yes ❑ no FOR FIREWORKS: The following shall he attached to this application: 1) A detailed listing of the type & quantity of fireworks to be used. 2) a detailed written statement outlining all appropriate safety procedures which will be used at fireworks display in order to protect the safety of the public and all surrounding property. 3) A detailed written statement describing what facilities and containers will be used to store fireworks. 4) If applicable, applicants Federal License number for transporting fireworks across state line. 5) A detailed list of names, addresses, occupations, and backgrounds of all individuals who will be responsible for the actual display, use or explosion of any fireworks. The backgrounds statement should include a complete history of the experience of the individuals involved with respect to their use of fireworks, including a detailed list and explanation of each and every accident resulting from the use of fireworks which the individual has been responsible for, or involved in. 6) A map showing exact launch point and area of fallout. Applicant Signature: ( f6, 5��,'C Date: '416 1 • Approved by Police Chief Date: Approved by Public Works Din • • r _ .4A110111111 Date: /dr — 71/7.--/a1 Approved by Fire Chief � Da Pp f _ Y ' / Approved by Risk Management Date: ' • Approved by Building Official Date: *Any denial and its conditions should be in memorandum form. City of Ocoee . 150 N Lakeshore Drive . Ocoee, Florida 34761 Phone:(407) 905 -3104. Fax (407) 905 -3155 . www.ocoee.org tU- Go ol-t n) 145/ .C'go (3 / 12- tA)SP" Q. 1.3„ L izsb hDre- £'t5 51711100A N. 04.) l i ta. aetsis +•o t,•c•N 0 A) - 'p..t: y PEst>n?,JU1 e ° " - '`"rn City of Ocoee, Florida ti t s c < ^1q. � `'4k+ Park and Facility Use Permit ` o, • Ocoee Parks & Recreation Department Mroal 1820 A.D. Mims Rd.. Ocoee, FL 34761 R,„ /� r I }(' �1 407-905-3180 A ) x, /7 (((]/� .� �� '$(���� /j �"j�/ PPLWAVE NAME: Att4�P'll7- 1-i I PI ji{�L LL.k4 f trecotkut_ 6 _ _ " Street Address :: / 5'200 ; ,1. j'V / a �� /j YV� cit 1 irl(� P Tip 3?. Ph one: ZIT 311 1 I9 WAG ca 7.17'893�n SV�/! !l!•J Fax: E -mail Address: (J ?kLt( �j�,Y/��� If rec.f t frs- (Qfnit,t / C� E ecs -- I NAME OF EVENT: !a arc- -I IIJ Data's of Event: /1 117/11 Part: Requested: 1 KYien Pa.AimrR FacilityiGvcbo Requested: !1 t ( Fie Id Requested: � �f Hours of Evens Fmm: I V a.m % n.m. Set up Time of Event: FPI 41 It (It �4lit �YY� ,, j,, for down Time: ,� Purpose of Event: C � t ht"�'rtaP4 -' P.11ei lr 1 o ' 71 m&Lu 1 I & lr 1 � (r �I q Ut , c1 I y) (S f ie5 Estimated Attendance: y�' / , G U ORGANISATION NAME: 4 r ces - -- � ff /� L « Dtc_. Street Addr S �,(� ` , Q!) (.l.tnUY CilyiStaie Zip Phone: ' _ Cell: Fat: E -mail Address: Contact Name: Street Address: City Zip Phone- Cell: Fax: E-mail Address: TYPE OF EVENT: ❑ Picnic %Party ❑ Wedding /Reception ❑ Meeting! Seminar ❑ Tournament Competition ❑ Exhibit /Show ❑ Camival / Fair! Festival ❑ Fundraiser Other: 1 JI t INFORMATION ABOUT YOUR EVENT Please mark yes" or "no" for each statement( If is checked you may be required to obtain a special event permit through the Build- ing Division.) / The event will extend beyond normal park hours (7:00 am. to 11:00 pm.). Yes ❑ No E The event will require exclusive use of the park. Yes f No ❑ The event will be open to the general public. Yes GI/ No ❑❑ Admission to the event will be charged. Yes ❑ No 6y Temporary stage's or structure's will be used. Yes 17 No ❑ / The event is a' or display of products (rummage sale, tent sale. etc.). Yes ❑ No GY (Continued on back) `oECtO Sa,U ark eii t.4'}' J U IJCtJt- 'f1 G(p_ U t t l 191.4I - P.V itu f /�� e1L is E�'tG `.: ..;.:.. _ ... „ .: _... •.«.:,3�at �,xe..:dr �_-v � .:. �,: �rww. iYUannu :a• » „�ia.�.r.,...�s::�r_... .,, aa::.. INFORMATION ABOUT YOUR EVENT - Continued Please mark "yes" or •'no" for each statement. ( If'yes" is checked you may be required to obtain a special event permit through the Building Division.) Event will be advertized. (Newspaper, Pesters, Radio, TV, Etc.) Yes C3' ❑ Sound amplification will be used. Yes 0 No or- Live performance (musical, theatre, circus group) will he parr of the event. Yes ❑ No lY Tents, canopies, or EZ -Ups will he used. Yes 121" No ❑ Pyrotechnics (fireworks) will be used. Yes 0 No Propane gas (e.g. BBQ's) will be used for cookinWheating- Yes CCt1 No ❑ Compressed gas cylinders (helium) will be used. Yes a*" No ❑ Open (lames (e.g. candles, memo cans. fire pits, Miti : will be used. Yes l3•' No ❑ Bonfire or ceremonial type fire to be used. Yes 0 No B' Electric power or generators will be required. Yes l" No 0 Additional tables. chairs. trash containers will be used. Yes tVcNo ❑ Signs, banners, decorations, or special lighting will be used. Yes R No 0 Vehicles will be parked on unpaved areas. Yes ❑ ' No ❑ Activity booths will be set up tbounce house. dunk tanks, rock climbing, etc.). Yessgr No ❑ A circus, carnival, or amusement rides are pan of the event. �p� y d Yes ❑ No f3 Animals will be pan of the event (petting zoo, pony rides, etc.).$E1att.([ Yes Cr No ❑ Food will be cooked or prepared at the event ( BBQ, chili-cook -off, etc.). Yes 6" No Food or beverages will be served or sold to the general public. Yes ❑ No t ' Alcohol will be served and.'ar sold at the event. Yes ❑ No � Helicopter or hot air balloon he part of the event. Yes ❑ No 0 HOLD HARMLESS AGREEMENT 1 certify that I have read this application and that all information contained in this application is true and correct. By filing this application, 1• and the organization on whose behalf 1 make this application, contract and agree That we will jointly and severally indemnify and hold the City of Ocoee, its ofTtcials. officers, and employees harmless against liability, including coun costs and attorney's fees for trial and on appeal, for any and all claims for damage to property or injury to. or death of persons arising out of or resulting from the issuance of the permit or the conduct 0 e activity or any of its participants. I,41.11. C-z . th jv( 11 1. 1 � i mo' 1 11 • _ 0 Printer) Name of Representative Ignnture o Representative Dare Departmental Use Only Deposit Payment Date: / / Rental Payment Date: ! Amount Received: $ Amount Received: 5 Staff Initial: Staff Initial: Check # Check It WO # MIO General Rules 8 Regulations 1. Applicant will pay a separate security deposit of 5250.00 for each event if required. The secunty deposit is to be returned to applicant after the event, provided the facility is left in the same condition in which it was found i -e., paper items, cans. bottles, all decorations and floors damp mopped, chairs and tables wiped down, folded and returned to proper location; kitchen areas leaned; equipment or personal belongings of applicant removed immediately following event. Premises will be inspected by City Employee immediately thereafter. 2 Applicant is solely responsible for damages for any and all accidents or injuries to persons or property resulting from applicant's use of the building. Applicant shall pay all costs resulting from said accidents or injuries. Applicant shall indemnify and hold harmless the City of Ocoee, it's employees, agents, officials and contractors, harmless from and against any and all claims, actions. causes of action, loss damage, injury. liability cost or expense, including without Imitation, attorneys fees arising from the applicant's use of the facility. 3. Groups composed of minors will be approved only when adult requests such use and accepts the responsibility for supervising the minors throughout the period covered in the facility use application. There shall be one adult chaperone for each 15 minors. Chaperones shall remain on the premises until all minors have left the property. Renter and the chaperones shall bear the legal responsibility of the minors attending the event. At least two days prior to the use of the facilities, applicant shall provide the City a list of the chaperones by name. address, and telephone number. Failure to provide the list two days in advance shall constitute a breach of the rental application, and the application shall be revoked. Any and all fees paid by the applicant shall be forfeited by the applicant if this application has been breached by applicant or revoked for cause by the City of Ocoee. 4. Control of the lights, thermostats, and other equipment will be administered by an employee of the City of Ocoee. 5. At no lime will applicant remove chairs, tables, or any other equipment from the facilty. 6. The facility hours are from 8:00 a.m. until 12:00 a.m. All functions and clean -up must be complete within your scheduled rental time. 7. All applicants holding any outside activities must inquire at the building department as to whether a 'Special Event Permit' andlor'Tent Permit' is required. 8. No Alcoholic Beverages are allowed on City Property. 9. Cancellation Fee for Facility Rental 525.00. 10 Cancellation Fee for Gazebo, Park Pavilion, Pool Party Pavilion and Field Rental 55.00. We understand that repairs for damages may be taken from the deposit and any additional amounts will be invoiced to us by the City. My Organization /Group agrees to comply with the conditions set forth in the General Rules and Regulations Policy. A copy of said Policy has been given to me, and I have reviewed it. These guidelines' will serve to highlight the responsibilities on the part of bcth the City of Ocoee Parks & Recreation Department staff and the renter. Staff The City of Ocoee does provide staffing for all events. the primary function of the staff is to open and secure the facility, and provide the tables and chairs needed for the event (staff is not responsible for any set -up or lake down). A staff member will remain on the premises for the duration of the event The staff member will provide the renter with guidance for the use and cleaning of the center. they will also provide any clean -up materials, such as brooms, mops, soap and trash bags needed to clean the center Renter The renter bears the responsibility of leaving the center in the same condition as it was found and complying with the criteria noted on the front of this form. The renter is responsible for vacating the premises by the time indicated on the recreation • facility use application. failure to comply with the rules and regulations for the use of the center may lead to the forfeiture of • part or all of the rent- ' security d !sit. • bor ( S • a ere of Repre--n . ive Date In order to ensure a full reimbursement of the security deposit, the renter must meet the following criteria. J llean & fold all used rabies u Keturn all tables & chairs to their original place 2AII trash bagged, removed and placed in the designated dumpster Lemove all decorations, tape or adhes ves E - Remove all signs and /or advertisements put up by your organization L�"All items must be removed by the end of your contracted rental time El are swept and mopped (if necessary), and restored to the same condition at the start of the event - rXtchen area clean & cleared of any toed or debris The undersigned has read and will observe rules stated above. I understand that any loss or damage to the center, or excessive cleaning as a result of this function will be deducted from my deposit, and that I will be billed for less which exceeds my deposit. I further uncerstand that the sending or consumption of alcoholic beverages at this event is prohibited and may result in a deduction from or forfeiture of my deposit, ` S'• • re of Representative Date Official Use Only Special Event Permit Required Yes No Department Approved: Security Deposit Refund Information Facility Inspected by Estimated Attendance. Rental Details. Refund Authorized: Dale. Amount of Refund: S Directors Approval • • INTERNAL REVENU, SERVICE DEPARTMENT OF THE TREASURY P. O. BOX 2508 CINCINNATI, OH 45201 C �� a �o �� Employer Identification Number: Date: f 27- 2299578 DLN: 17053301305020 ACCESS -LIFE INC Contact Person: 5200 WATERVISTA DRIVE STEPHANIE L JONES TAYLOR ID# 31395 ORLANDO, FL 32821 Contact Telephone Number: (877) 829 -5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: April 8, 2010 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 947 (DO /CG) NV Doug Goddard Co- Founder /Co- Director r ele. (214) 336 1188 doug @access- life.org 5200 Watervista Drive www.access- life.org Orlando, FL 32821 www.fishingwithfriends.org www.synergybusiness.net • r• r.. $ .ra r }� y ?. a, `P : " ,''''4,;' x ,� x b : €- -,,,,:.; 1.Ytaa --- g;- 1 �. ' °PSI : -,-;4 �p t •. a ' �,,,p, i. 3,,": " a .,e4 ' - -- - _ -. .J 'E y.,1, ' •, ' • ^W1 x J'i 6 ]. +i c�N " , i �'�,"y'W,$, • ∎$4A +," .; `• �° :::,114601% ° '�3' j, '.'. ' ` { $ 5 i , r �, �. >�k t ''Y•` --� v 37,4`. s- 1 ,t ` ! as t t �' P cup 43 WWW.ACCESS- LIFE.ORG n Mission Statement ': To develop and execute programs and events for people living ' ' ' 0 Ote with disabilities that share the love and Gospel of Jesus Christ 4 e - : , ., as well as connect them to Christ honoring churches, , , organizations, resources and people within their community o Pt Pal Expos 1 Access Life p 1... Only 1 in 10 people affected by disability attend church so we r designed these four hour FREE community outreach events to provide a time of Christ centered encouragement, support and fun for individuals and families living with disabilities. These events feature boat rides, bank fishing, archery, crafts, games, food and other activities that are executed by area churches, — - „ '� 1 r: organizations and volunteers. The ultimate purpose of an t , r.. ; ' 1 ..,,. Access Life Expo is to connect the participants with the Christ .+ 44 1 .. • honoring churches, organizations and people within their _ ` " i : ` ,. community for long term beneficial relationships that result in ,a `�'' �_- connection to Christ, His people and the resources those s . impacted by disability need. Fishing with Friends Friends 1,Y2 e t "' Fishing activities are great equalizers in the playing field of _ T1 disability as virtually anyone can do it. It also connects those i . y t involved with God's great outdoors which can have an .,: .-,I - h ..� unspoken impact on people in a variety of ways. In turn, we 4 � . have developed the Fishing with Friends program and pro -staff - '; team with wrapped boats to support activities at our events } {' k ` pp , , .. and camps across the southeast as well as host Fish Grants for I r.. ' ,- individuals and families with special needs. >% rt Crafting Community Isolation is the biggest social issue facing individuals and , families living with disabilities. Many don't get out of their -.-1,14' i i x , 47 3 `" : + ' , ,'. house except for work and errands much Tess to take vacations r A , �-- --� ' _ , ` h pi or get involved in activities that bring about friendship and a - ' t. s, : , sense of community. This is why we have created the Crafting ' ., r te ... 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' . 1:i ,, 4 ., r, ) c *44 ' \O, '‘114.• . cps ACCESS -LIFE 1 4.09 4 SUPPORTED BY: c/o Doug and Leanne Goddard V 5200 Watervista Drive x ; FISHING Orlando, FL 32821 0:0 # - C R AF O N G (214) 336 -1188 y�pj ilid Comm douePaccess- Life.org EXPO with 11l. & vrww.access- tife.org www.fishinewithfriends.org ❖ Site /Facility o The events are usually at city, county or state parks with water access for boating and fishing as well as facilities for cooking and other outdoor activities. Private locations are an option if they have all the necessary amenities. ••• Date /Times • o The event is usually on a Saturday from 10am to 2pm but can be on a Sunday from 2pm to 6pm if needed. o We need 2 hours before and after as well as the full day before for set -up and tear down. • People o We usually average about 450 folks including 200 volunteers and 250 participants. o Approximately 75 -100 volunteers are needed to run and manage the various ADMIN and activity areas as well as another 100 -125 to serve as buddies with the participants attending. o Participants include not only those with disabilities but also their family members and caregivers. Parents, spouses, siblings and PCAs are all welcome. There is also no specific criteria for the type of disability required to attend. Whether physically or intellectually challenged, all are invited. • Activities o Boat rides are offered via sign -up and pontoon boats are available for those using wheelchairs. PER INSURANCE REQUIREMENTS ALL DRIVERS AND PASSENGERS MUST WHERE A LIFE VEST. o Bank fishing is offered with equipment to be checked out /in and bait with angling support along the fishing area. Adaptive equipment is also available per request. o Archery with equipment and instructor supervision is available under a secure tent area. o Kayaking with equipment and instructor supervision is available at venues where accommodations can be made. o Spokes and Strokes art courtesy of LIFT disability ministry is offered including paint, brushes, smocks and accessible easels. Face painting is also offered but limited by those in the community available to serve. o Gospel bracelets and picture frame crafts are offered with instructors and all supplies provided. o Various games including Back Yard Bass, Bean Bag Toss, Bass Flipping and Bolo Toss are available with prizes for all who play! o Food is provided from 11am to 1pm and usually includes hamburgers, hot dogs, a chip type snack and dessert. Water is provided all day long. Snow cones and popcorn are offered as machines and supplies are available. • Liability o All volunteers and participants MUST sign a liability waiver /image release. We also have a million dollar event coverage policy. Fiesta Page 1 of 1 Sue Rufrano From: Sue Rufrano Sent: Wednesday, June 29, 2011 8:31 AM To: Vyka, Gloria Subject: FW: SPECIAL EVENT REQUEST - ACCESS-LIFE INC Attachments: ACCESS -LIFE, INC.pdf Hi Gloria - Would you please check on this request for me? Thanks! Sue From: Sue Rufrano Sent: Tuesday, June 07, 2011 10:05 AM To: Vyka, Gloria Subject: SPECIAL EVENT REQUEST - ACCESS -LIFE INC Good Morning Gloria - Can you please have Rob review the attached special event request and advise. Thank you, Sue Rufrano City of Ocoee Permitting Technician 150 N. Lakeshore Drive Ocoee, FL 34761 Phone: 407 - 905 -3104 ext 1003 Fax: 407 - 905 -3155 6/29/2011 "� Center of Good L Mayor , tt1 Commissioners S. Scott Vandergrift Gary Hood, District 1 rs�r Rosemary Wilsen, District 2 City Manager OCOE # Rusty Johnson, District 3 Robert Frank 3.S ( Joel F. Keller, District 4 g July 14, 2011 Access -Life, Inc. 5200 Watervista Drive Orlando, FL 32821 Dear Mr. & Mrs. Goddard, The Special Event Application for the Access -Life, Inc. scheduled for November 11, 2011 at the Bill Breeze Park is being reviewed by the Police Department, Fire Department, Risk Management and has a condition for this event. Please contact Police Department, Mike Bryant at 407 - 905 - 3100 ext 3038 1- Will there be any road closures for this event? 2- Will the Boat Dock be for sole purpose of this event? Please Contact Fire Department, Pete McNeil at 407 - 905 - 3100 ext 2001 3- Will you need Fire Department or Police Department Boats in the water for safety purposes? 4- All cooking set -ups must be inspected by a Fire Inspector prior to use. 5- Fire Department will provide EMS standby on rotation basis with on duty personnel as available. Please Contact Risk Management, Debbie McDonald at 407 - 905 - 3100 ext 1050 6- Risk Management needs a Certificate of Insurance before approval of this event. If you have any questions regarding this condition, please contact the Department with comments, Monday - Friday between the hours of 8:00 A.M. and 5:00 P.M. Thank you, Krista Hall Permitting Technician City of Ocoee • 150 N. Lakeshore Drive. • Ocoee, Florida 34761 Phone: 407.905.3104 • Fax: 407.905.3155 • www.ocoee.org Page 1 of 3 Hall, Krista From: Doug Goddard [dg3 @flash.net] Sent: Friday, July 29, 2011 10:36 AM To: 'Doug Goddard'; Hall, Krista; Hayes, Jeff Cc: 'Leanne Goddard'; Vandergrift, Scott; Frank, Robert; Shadrix, Craig; Gaines, Douglas; Brown, Charlie Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT MT) Jeff, Thanks for setting up the meeting on our event permit, questions, etc let me know if there is any information, paperwork, etc. we can or need to bring to help move things along. See you all when we get back in town 8/8 at 2pm. © Doug Goddard (214) 336 -1188 www.access- Iife.org www.fishingwithfriends.org From: Doug Goddard [mailto:dg3 @flash.net] Sent: Tuesday, July 26, 2011 5:33 PM To: 'Hall, Krista' Cc: 'Doug Goddard'; 'Leanne Goddard'; mayorscott @cfl.rr.com; 'Hayes, Jeff'; 'Frank, Robert'; 'Shadrix, Craig'; dgaines @ci.ocoee.fl.us; 'Brown, Charlie' Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT) Importance: High Krista, Thanks for the follow -up we'll get you the COI as soon as we get it from our insurance agent. Is there anything else needed to move things forward? Sorry for so many emails, just not clear on the process. Doug Goddard (214) 336 -1188 www.access- life.org www.fishingwithfriends.org ............. From: Hall, Krista [mailto:knhall @ci.ocoee.fl.us] Sent: Tuesday, July 26, 2011 2:32 PM To: Doug Goddard Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT) Doug, Please send me a copy of your insurance so I can send the paperwork back to Risk Management for approval. We have to send this event to City Commission because of the road closure. However, we can not send this till all conditions have been satisfied. 7/29/2011 Page 2 of 3 Thanks, Krista From: Doug Goddard [mailto:dg3 @flash.net] Sent: Tuesday, July 26, 2011 11:44 AM To: Hall, Krista; doug @access- life.org Cc: 'Leanne Goddard'; Hayes, Jeff; Vandergrift, Scott Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT) Krista, Any thoughts on my questions below? Really want to do whatever is needed to get things approved so we can announce this ASAP. O Doug Goddard (214) 336 -1188 www.access- Iife.org www.fishingwithfriends.org From: Doug Goddard [mailto:dg3 @flash.net] Sent: Saturday, July 23, 2011 5:26 PM To: 'Hall, Krista'; doug @access- life.org Cc: 'Leanne Goddard'; 'Hayes, Jeff'; mayorscott@cfl.rr.com Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT) Krista, Got your reply voice mail thanks! We head from risk management and have all the liability insurance limits do we send the COI to you? Also, talked with Michael at the police department he said to have exclusive use of the road and dock we had to present our request to the city commission we are really getting pressed for time regarding promoting our event is there another way? I think this will cover all the issues to get the permit approved so let me know what you think. O Doug Goddard (214) 336 -1188 www.access - life.org www.fishingwithfriends.org From: Doug Goddard [mailto:dg3 @flash.net] Sent: Tuesday, July 19, 2011 7:02 PM To: 'Hall, Krista'; doug @access- life.org Cc: 'Leanne Goddard'; 'Hayes, Jeff; mayorscott@cfl.rr.com Subject: RE: ACCESS -LIFE 1 City of Ocoee (SPECIAL EVENT PERMIT) Krista, 7/29/2011 Page 3 of 3 I've called and left messages for each department listed on the letter. The answers to the questions are below I will let you know if 1 hear from the various departments. POLICE: 1. YES, WE USUALLY DON'T ALLOW VEHICLES INTO OUR EVENT AREAS AS TERE ARE MANY FOLKS WITH A VARIETY OF DISABILITIES MINGLING, STOPPING AT BOOTHS, INGAGED IN ACTIVITIES. GROUND TRAFFIC WOULD NOT ONLY LESSEN THE SAFETY OF OUR PARTICIPANTS BUT MAKE IT DIFFICULT FOR US TO MAINTAIN A CONTAINED AND SECURE EVENT AREA. 2. YES, AS WE'LL BE LOADING AND LOADING PEOPLE WITH VARIOUS DISABILITIES THROUGH OUT THE EVENT IT WOULD BE NOT ONLY EASIER BUT SAFE IF WE WERE THE ONLY ONES USING THE RAMP /DOCK AREA. WAVES AND CONGESTION FROM OTHER BOATERS LOADING /UNLOADING ON TRAILERS AND BOATS WILL DEFINITELY COMPLICATE THINGS. FIRE: 3. NO, WE WILL HAVE EXPERIENCED BOATER, DOCK VOLUNTEERS AND SAFETY EQUIPMENT IN PLACE. IF THEY WANT TO COME OUT, WE WELCOME ALL THE SUPPORT WE CAN GET BUT IT IS NOT NECESSARY. 4. OK, WHAT IS THE PROCESS? 5. GREAT! RISK: 6. TOTALLY UNDERSTAND. WE HAVE A LIABILITY POLICY BUT NEED TO KNOW THE LIMITS REQUIRED. Let me know what we need to do next really need to get things confirmed as we are just 4 months from our 11/12 event date. 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