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Home My WebLink AboutSpecial Event - Concours d’Elegance at Copsha - July 8tiC1C rN gf, b J APPLICATION FOR USE OF PUBLIC RIGHT-OF-WAY FOR EVENT x F The following special event has been approved by the Special Events Committee. ,n6, Submitted by: Denise Miller Event name: Concours d'Elegance at Copshaholm Event Date: July S 2023 Street Closure: W Washington St between Laurel St and Chapin St Closure Times: 5:00 am to 6:00 pm _ Sidewalk Closure: ❑ Yes ❑■ No Continents: Annual by invitation only vintage car show exhibited in the historic gardens around the Oliver Mansion. All proceeds benefit the Studebaker National Museum. CITY OF SOUTH BEND, INDIANA BOARD OF PUBLIC WORKS E Elizabeth A. Maradik, President Gary A. Gilot, Member Murray L. Miller, Member 4��2_ 7TL Joseph R. Molnar, Vice President Jordan V. Gathers, Member r-id-14 Attest: Theresa M. Heffner, Clerk Date: May 9, 2023 APR 1 7 2023 Hem City of South Bend Special Event Application �t.�� .: • o' Neighborhood Event z $25 application fee if filed 30 days or greater (up to 180 days) in advance of event. Review the Instructions on the Special Events page before completing the application. Neighborhood Special Event applications must be submitted more than 30 days in advance of the event date or the application will not be accepted. Section A - Applicant Information March 23, 2023 Studebaker National Museum Date of Application:Organization Name: _______________- ------------------- Applicant (Contact) Name:. Jo McCoy — ------------------- ------- ----- Applicant (Contact) Phone: 235-9714— Contact Email:-jmccoy@studebakermuseum_org — 201 Chapin St. South Bend, IN 46601 Address:-----------------------_-----City/State/ZIP:---------____-- ----------------------- Secondary Contact Name: --Patrick-Slebonick ----------------------------------------- —-------- --- 235-9714 pslebonick@studebakermuseum.org Contact Phone: _____—________—______----- Contact Email: _ ----------- ----- Address: _201 Chapin St_ City/State/ZIP: _-- South Bend, IN 46601 --___--------------- Section B - Event Information • Event Name: Concours d'Elegance at Copshaholm 2 000 ------- ' Expected Attendance: ____ Requested Street Closure:—W. Washington Street _—_—_---------________— --- ---- ------ --. From (Cross Street): —Laurel Street - To (Cross Street): __Chapin Street Provide a brief description of the event: An invitation -only vintage car show, exhibited in the historic gardens around the Oliver Mansion. The Pass -In -Review will showcase each car, as it drives past the bleachers on W. Washington between Laurel and Chapin Streets. Tickets will be sold at 2 entry -points, proceeds to benefit the Studebaker National Museum. This will be the fifth year we have hosted this event. Date of Event Setup [mm/dd/yy]: __July 8, 2023 — 5arn ---Time: --- ------ Begin Date of Event [mm/dd/yyj: ,July 8, 2023 --- Time: —1 Oam End Date of Event [mm/dd/yy]: —.July 8, 2023 --- Time: ___ 5pm Event Cleanup Completion [mm/dd/yyj: JUIy 8, 2023 Time: ___6Pm Have all residents on the affected block have been notified and invited? Eyes []No Please attach a copy of the door hanger or letter used to notify residents in addition to signature attachment. Number of households fronting the proposed street closure: 2--------------- -------_--------- Number of households represented by signatures on attached sheet: __1 (1 home is vacant) Will this event have music (live or other)? 0 Yes ❑ No 0 0 Section C - Alcohol Will alcohol be served or sold? ❑ Yes ® No If Yes: o The applicant must apply for and receive a temporary liquor license from the Alcohol & Tobacco Commission. o Application cannot be processed without a copy of this license. o A refundable $400.00 deposit paid by card or check (made to City of South Bend) must be submitted with application. o Application cannot be processed without deposit. o Deposit will be returned upon inspection of event area by the Board of Public Works. o The applicant must submit a map or drawing of: o Fencing around serving area o Trash receptacles c Events that will have alcohol sales must provide security. If your event will be hiring a security company, please provide its contact information in sub -section (a) below. Otherwise, please list the names, phone numbers, and qualifications (e.g. Off -duty police officer, professional security guard, or event applicant) of three (3) security guards in the fields provided in sub -section (b). (a) Security Company Information Company Name: St. Joseph County Sheriff Contact Phone: 235 _9611 .._-.401 So. SamDle St. (b) Independent Security Information Name: Qualifications: Name: Qualifications: Name: Qualifications: Contact Name: BIII Weber Email: (off -duty county officers) _ City/state/ZIP: SB, IN 46601_____ Contact Phone: Contact Phone: Contact Phone: Section D - Food • Will your event have food sales (food vendors, caterers, food trucks, etc.)? ® Yes ❑ No o If yes, the event coordinator must apply for and receive a St Joseph County Health Department Temporary Event Permit. c Vendor(s) must also apply for and receive a St. Joseph County Health permit. Health Permits must be filed with the county 30 days prior to the proposed event. Each vendor must obtain necessary permits to serve on -site and display these permits at the event. c All applications and guidelines can be found on the St. Joseph County Health Department Food Service website at sichd.org/food-service. Please select food types: ® Food Vendor ❑ Caterer ❑ Food Truck ❑ Other:____________ If a Food Truck, please list company name(s): n/a Please describe how food will be cooked and served: Woodstock & Grill - Buchanan. MI. Barbecue out of the back of a converted VW beetle. Bonnie Doon's Doon Buggy - Mishawaka, IN. Ice cream served out of a trailer. • 0 • • 0 Section E - Indemnity & Hold Harmless Agreement City of South Bend Special Events Committee Indemnity & Hold Harmless Agreement Date: 03/22/2023 - _- - Event Date: 07/08/2023 Event Name: Concours d'Elegance at Copshaholm ------------------------------------------------------- Organization: __Studebaker National Museum ---------------------------------------- ---------------------- Applicant (Contact) Name: JO McCoy Applicant (Contact) Phone: 235-9714 Alt. Phone: Email: jmccoy@studebakermuseum.org --------- --- -------------------------------------------- Address: _ 201 Chapin St.— South Bend, IN 46601 -- _____ City/State/ZIP: Event Location (Please describe): Washington Street, between Laurel and Chapin Streets Length of Event (Dates/Times):Saturday, July 8, 5am to 6 pm APPLICANT agrees to indemnify, defend and hold harmless the Civil City of South Bend, Indiana, from any liability, loss, costs, damages or expenses, including attorney fees, which the Civil City of South Bend, may suffer or incur as a result of any claims or actions which may be made against the City, its agents, employees, or subdivisions by any person, including a participant in the activity, arising out of the approval of this request by the Civil City of South Bend, Indiana, through the Board of Public Works, to close a portion of the public right-of- way for the event described above, or for any harm or damage alleged to have occurred because of the holding of the special event. The undersigned certifies that he/she is authorized to bind the APPLICANT to these terms. Signed on this Date: 03/23/2023 Jo McCo Digitally signed by Jo McCoy Y Date: 2023.04.14 16:23:41-04'00' Authorized Organizer Signature Jo McCoy, Assistant Director Printed Name and Title Section F - Permit & Agreement • 1. Pursuant to Local Ordinance No. 10628-18, there is a $25.00 non-refundable fee for applications filed 30 days or greater in advance of the event date. Applications filed less than 30 days in advance of the event date will not be accepted. 2. All residents within the affected area must be notified of this event. The APPLICANT must obtain signatures from at least 10 residents that reside along the closed right-of-way and make an attempt to notify all other affected residents. APPLICANTS must include a copy of a brochure or letter of invitation distributed to all affected neighbors describing the event purpose, date, and time. 3. The APPLICANT is responsible, prior to the event, for determining if there are any affected residents that need assistance accessing their residence. The APPLICANT is responsible for providing said resident(s) access or transportation to their property. 4. The cones will be delivered to the APPLICANT's address. The APPLICANT assumes full responsibility for clean-up and assures the City that all cones will be maintained and returned undamaged. The APPLICANT will be liable for the replacement cost of $50.00 per cone as a result of any missing or damaged cones. 5. Block parties must end by 8:00 p.m. 6. A street will be blocked off from intersection to intersection only. No half -blocks or alleys can be blocked off. 7. The Special Events Committee reserves the right to deny any block party application based on traffic and speed limit records. No street may be closed with a speed limit over 30 MPH or considered to be a major arterial. 8. The Special Events Committee reserves the right to deny any block party application based on information gathered from the South Bend Police Department or other sources. 9. The APPLICANT agrees to allow residents that live on the above -referenced block access in and out of the restricted area as needed. • 10. The APPLICANT agrees to abide by all terms and conditions of the South Bend Municipal Code and Board of Public Works' policy adopted in Resolution No. 10628-18 on December, 11, 2018. 11. Notification of approval/denial of this request will be issued by return of this form, upon signed authorization by the Board of Public Works. 12. The City of South Bend Noise Ordinance is in effect at all hours. Between the hours of 11:00 p.m. and 7:00 a.m. certain noises are particularly prohibited. These include operating stereos, speakers, musical instruments, and other sound reproduction devices if audible fifty (50) feet away, as well as shouting, yelling, hooting, whistling, or singing in the streets in a manner to disturb the peace (Municipal Code 13-57). 0 I have read the Application and the Permit and Agreement for this Special Event and I affirm the truth of the information provided by me to the best of my knowledge. I understand and agree to the above rules • and regulations, and any applicable state and federal laws. I also understand that this application may be denied based on any false or incomplete information. Date: 03/23/2023 �I Digitally signed by Jo Ellen McCoy Applicant Signature: ------ Date: 2023.04.14 16:26:00-04'00' Printed Name: JoUcCoy, Assistant Director Pr i ent ---—ttk-- -- • Mem er r-1 LJ SPECIAL EVENTS COMMI "EA ROVAL Member Member Membe? Date Google Maps Notre Dame Cent• 1w Anc and Cullon! COW Motu lionlaae Ccme, Gievnc lvd .: Ininr nn Flivp V�.;ntlrl nnn Ulvn ^� rJ fl.,Ol e n Mjesay Inc m IQ a� f `v 9 fn E 7Fl 9 �q Tho91M MGaee'� VI (, 72 � ry t n w wz5nlrwlo.., w w,,of.4 ,50 SI 1M O0verMerelw,� -- lr.,eoo. mx••bn .IM MvA e.rn w "leae,Han elad Google 3 Map dale 02021 100 ft' Ail CONCOURSWELEGANCE AT COPSHAHOLM NOTIFICATION OF SPECIAL EVENT IN YOUR NEIGHBORHOOD WHAT: Concours d'Elegance at Copshaholm WHERE: W. Washington Street from Laurel Street to Chapin Street [See attached location map] DATE(s): Saturday, July 8, 2023 TIME(s): 6am to 4pm WHO: Studebaker National Museum CONTACT: The on -site contact during the event is: Patrick Slebonick, cell number (574) 334-8087 On ; -crday, July 8, 2023, the Studebaker National Museum will be hosting a spe__-- event at the Oliver Mansion, called the Concours d'Elegance at Copshaholm. We are thrilled to be guests in your neighborhood and it's important to us that we communicate clearly with you, the neighbors. • EVENT DESCRIPTION: • We will leave your neighborhood as we found it: litter will be handled by the Studebaker National Museum. • During the event hours, we expect between 1,500 to 2,000 attendees. • Street will be closed between Sam and 4pm on Saturday, July 8, 2023. See the attached map for specifics. - We will have amplified sound from Sam to 4pm: there will be a public address system and pre-recorded background music. We are working closely with the City of South Bend to minimize the impacts of the event. Our goal is to create an enjoyable and positive experience in your neighborhood. If you or any of the surrounding residents and businesses have questions or comments about impacts of this event, please email us at: Patrick Slebonick Studebaker National Museum 201 Chapin St. South Bend, IN 46601 pslebonick@studebakermuseum.org Signature Printed