June 17 2013 Complete Agenda

7/28/2019 June 17 2013 Complete Agenda

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MAYORANDCITYCOUNCILREGULARSESSION

Monday,June17,20136:00P.M.AClosedSessionisscheduledfor4:30p.m.todiscusslegalandpersonnelmatters.

AGENDA

1. CALLTOORDER2. PRAYERANDPLEDGE3. REPORTONCLOSEDSESSIONSThursday,June13;Friday,June14;andMonday,June17,20134. APPROVALOFMINUTES

A. WorkSessiondatedMay28,2013

B.

RegularSession

#10

dated

June

3,

2013

C. WorkSessiondatedJune11,2013

5. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCILA. StandingCommitteeReports

6. CONSENTAGENDAA. RequestApprovaltoSolicitBidsforConstructionofFireStation4

B. RequestApprovaltoSolicitBidsforSolidWasteTrucks

C. RequestApprovaltoPurchase4WDUtilityTractorunderStateContractforParksMaintenance

D. PrivateEventApprovalRequestforAddendumtoDEVolleyballBeachBashJuly6,2013

7. MISCELLEANEOUSREPORTSANDPRESENTATIONSA. PrivateEventApprovalRequestforQuietStormSurfandSkateMoviesandLocalPhotoArtist

SlideShowSaturdays,June29August31,2013

B. PrivateEventApprovalRequest forArtistPaintOC APleinAireEvent August911,2013

8. PUBLICHEARINGS9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF10. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR

A.

Ratificationof

Traffic

Regulation

2013

001

Grants

permission

for

the

White

Marlin

Open

to

use30feetofparkingalongJacquelineAvenuebetween14th

and15th

Streetsfromthefire

hydrantsouthofthecornerfromFriday,August2,2013throughSaturday,August10,2013

11. COMMENTSFROMTHEPUBLICAnypersonwhomaywish to speak on anymatter at the Regular Sessionmay be heard duringCommentsfromthePublicforaperiodoffive(5)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.


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MayorandCityCouncilRegularSessionAgenda June17,2013

12. COMMENTSFROMTHECITYMANAGER13. COMMENTSFROMTHEMAYORANDCITYCOUNCIL

14.

ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, JUNE 17, 2013

3 Report on Closed Sessions:

A.Thursday, June 13, 2013 9:00 a.m.B.Friday, June 14, 2013 9:00 a.m.C.Monday, June 17, 2013 4:30 p.m.


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REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

A closed session was held at City Hall on Thursday, June 13, 2013 at 9:00 a.m.

The following is a report of the closed session.

1. A statement of the time, place, and purpose of the closed session is attached.

2. A record of the vote of each member as to closing the session is attached.

3. A citation of the authority under the law for closing the session is attached.

4. (a) Topics of Discussion: Personnel Matters

(b) Persons present:

Mayor Richard MeehanCity Manager David RecorCouncil President Lloyd MartinCouncil Secretary Mary KnightCouncil Members Doug Cymek; Brent Ashley; Dennis Dare; Margaret Pillas;

and Joe MitrecicHuman Resource Director Wayne EvansPolice Chief Candidates

Action(s) taken:

Motion to close meeting:

Time:

H:\Wpdoc\closedsess.wpd


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A closed session was held at City Hall on Friday, June 14, 2013 at 9:00 a.m. The

following is a report of the closed session.




4. (a) Topics of Discussion: Personnel Matters



and Joe MitrecicHuman Resource Director Wayne EvansPolice Chief Candidates

Action(s) taken:


Time:



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NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of MarylandPURPOSES:

X

1. To discuss:(i) the appointment, employment, assignment, promotion, discipline, demotion,

compensation, removal, resignation or performance evaluation of

appointees, employees or officials over whom it has jurisdiction; or(ii) any other personnel matter that affects one or more specific individuals;2. To protect the privacy or reputation of individuals with respect to a matter that is

not related to public business

3. To consider the acquisition of real property for the public purpose and mattersdirectly related thereto;

4. Consider a matter that concerns the proposal for a business or industrialorganization to locate, expand or locate in the state;

5. Consider the investment of public funds;

6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;

8. Consult with staff, consultants or other individuals about pending or potentiallitigations;

9. Conduct collective bargaining negotiations or consider matters that relate to thenegotiations;

10. Discuss public security if the public body determines that public discussionwould constitute a risk to the public or public security, including;

a) the deployment of fire and police services and staff; and

b) the development and implementation of emergency plans

11. Prepare, administer or grade a scholastic, licensing or qualifying examination;

12. Conduct or discuss an investigative proceeding on actual or possible criminalconduct;

13. Comply with a specific constitutional, statutory or judicially imposedrequirement that prevents public disclosures about a particular proceeding ormatter; or

14. Before a contract is awarded or bids are opened, discuss a matter directly relatedto a negotiation strategy or the contents of a bid or proposal, if public discussionor disclosure would adversely impact the ability of the public body to participatein the competitive bidding or proposal process

DATE AND TIME: Monday, June 17, 2013 4:30 p.m.

PLACE: City Hall

SUBJECT: Legaland PersonnelMatters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:


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Prior to this open session of the Mayor and City Council being held on Monday,

June 17, 2013, a closed session was held on Monday, June 17, 2013 at 4:30 p.m.

The following is a report of the closed session.




4. (a) Topics of Discussion: Legaland Personnel

Matters



and Joe MitrecicAttorney Heather Stansbury of Ayres, Jenkins, Gordy & Almand, P.A.Executive Office Associate Diana Chavis

Action(s) taken:


Time:



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4 APPROVAL OF MINUTES

A. Work Session dated May 28, 2013B. Regular Session #10 dated June 3, 2013C. Work Session dated June 11, 2013


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5 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Standing Committee Reports


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POLICE COMMISSION MEETING MINUTES

OPEN SESSION

June 10, 2013 9:00 a.m.

PRESENT: Council President Lloyd Martin, Commission Chairperson Doug Cymek, City

Manager David Recor, Council Member Dennis Dare, Acting Chief Gregory Guiton, CaptainMichel Colbert, Captain Kevin Kirstein

ABSENT: Mayor Rick Meehan

1. Call to Order 9:03 a.m.2. The May 13, 2013 Minutes unanimously approved as written.3. Request by the White Marlin Open for 2 parking spaces (length of 30 feet) along Jacqueline

Avenue beginning August 2 through August 10, 2013 for sponsor vehicles. This has been

requested and granted without incident for several years. Motion made by Council President

Lloyd Martin and Seconded by Dennis Dare to recommend approval of this request to thefull Council.

OLD BUSINESS

4. The administration of the Oath of Office to Police Officers in the absence of the Mayor canbe performed by the City Clerk. Anyone other than the Mayor who would administer the

oath must be a Notary. Council President recommended that this be tabled and discussed at a

future date.

5. Report of actual man hours during May through October of 2012 was discussed. The reportis broken down into regular hours, regular overtime hours and premium overtime hours. Itshows that there is a spike/bubble in June of man hours which then drops down through

October.

6. An updated list of Town of Ocean City licensed bail bondsmen was discussed. At this time,there are 6 bail bond companies with Town of Ocean City business licenses that are listed on

the handout distributed in Arrest and Detention Section.

The list of current Bail Bond Services is attached.

7. Texas Inmate Phone (TIP) Telephone System updated TIP installed the original phonesystem in 1993/94 and is responsible for all calls for repair service response time has been

acceptable. Problem stems from the phones not connecting to cell phones seems to be anantiquated system which needs to be updated. Another issue is that telephone connections

are not clear.

Two bail bond companies have called attention to the high cost of phone calls from ourdetention facility. This will be looked into by OCPD.


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2

NEW BUSINESS

8. City Hall has received telephone calls complaining about towing companies. Certainmerchants and condo owners believe that one tow company is putting their own stickers onsigns around town without authorization. There is some confusion by towing companies and

property owners that they cannot tow a vehicle if another company is listed as being that

businesses designated towing company. This needs to be looked into to clear up theconfusion.

The adopted regulation is part of H.B. 160 which regulates private tows throughout the State.

OC was involved in a 4th

Circuit case involving towing in the 1970s have very rigid towlaws that work. OC should look into an exemption from the regulation. The only exception

to a vehicle being towed to the PSB is when it is accident-related and the car needs to be

repaired it is then towed to the individual towing companys facility.

House Bill and PowerPoint presentation being provided to City Manager Recor to evaluate

exemption for OC going forward.

9. Complaint made about scooters on Coastal Highway. Several scooter operators andpassengers have been observed not wearing helmets.There are fewer complaints about scooters this year, apparently due to the reduction of rentalcompanies and the number of scooters on the road. There are approximately 8-9 companies

still in operation as other companies were not able to obtain the State required insurance on

each scooter. One of our current scooter companies wants to bring in a new four wheeler andintroduce it to the police department.

10.OCPD is pushing for the use of Complus tickets v. hand written tickets the revenue isreceived from Complus tickets faster than handwritten.

11.Update given on ECD/Taser Usage during the month of May: Twelve incidents with fouractual deployments. Report details show that officers applied training skills and demonstrated

discretion. State of Maryland requires reporting TASER/ECD uses and they collect thisinformation throughout the State.

12.It was reported to Communications about bicycles on the boardwalk after 11:00 a.m. Townswebsite said bicycles should be off the boardwalk at 11:00. Ordinance 2010-3 states thatfrom Saturday of Memorial Day weekend through Labor Day bikes are allowed from 2 a.m.

and 11 a.m. of the same day.

13.Street Performers Kelly Allmond received a request from Glenn Irwin of OCDC that amember of the OCPD command staff address downtown merchants on street performerissues. It was recommended that the City Manager and City Solicitor coordinate a meeting ifappropriate.

14.ECD and Statistical Report update.Meeting Adjourned 12:15 p.m.

The next meeting of the Police Commission will be Monday, July 8, 2013 at 9:00 AM at thePublic Safety Building, 6501 Coastal Highway, Ocean City, MD 21842


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Ocean City Police Departmen tOcean City , Maryland 21842

Revised: 05/2013

Bail Bond Services licensed to conduct

business in the Town of Ocean City, Maryland

ABBA Back on Your Block

410-723-3733 410-543-7684

Delmarva Eastern Shore

410-289-2463 410-524-0050

Freedom O.C. Bail Bonds410-723-0800 410-723-3700__________________________________________________________________________________________

You are currently located at:

6501 Coastal Highway

Ocean City, Maryland

Telephone: 410-723-6610


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Tourism Commission Meeting MinutesJune 10, 2013

The following individuals were in attendance:

Commission Members Tourism Commission Chair and Council Secretary MaryKnight, Councilman Dennis Dare; Tom Perlozzo, Chamber; Todd Ferrante, OCDC; andMichael James, EDC. Staff members present were David Recor, City Manager; DonnaAbbott, Tourism Director; Larry Noccolino, Convention Center Director; Lisa Osman,Tourism Department; Frank Miller, Special Events. Also present were Sheila Dodson,Executive Director of Coastal Association of Realtors; Melanie Pursel, Chamber; andSusan Jones, HMRA. Media representatives present were Zach Hoopes, Ocean CityToday and Joanne Shriner, Maryland Coast Dispatch.

The meeting was called to order by Mary Knight at 3 p.m.

Discussion on Advertising in CanadaMary reported Council Member Brent Ashley suggested Ocean City should beadvertising in Canada and Mary brought this topic from the Council to the TourismCommission for further discussion. Tourism Director Donna Abbott recounted thedepartment has been doing some advertising in Canada through golf marketing. Thedepartment has sponsored bags at the Toronto golf show in recent years and supportedgolf shows attended by Golf Getaway in Canadian markets with a $1,000 contribution asdid all Golf Getaway members. The department also took out a print ad in a suburbanToronto publication earlier this year. The Golf Magazine advertising currently co-opedby the Tourism Department and Golf Getaway also reaches into Canada. Susan reportedHMRA entered a co-op agreement to have their brochures distributed in Canada. CouncilMember Dare stated golf marketing in New York saw golfers coming to the area first andthen returning with their families after they saw Ocean City as a family-friendlydestination.

Action: Mary will report back to Council that the Tourism Commission recommendedthis years marketing plan be evaluated at the conclusion of the season to see ifadjustments should be made on markets we advertise in.

Discussion on having advertising on ococean.com

Todd Ferrante spoke about advertising on the ococean.com website. He suggested thatthe listings on the website be expanded. He also suggested that there be more pictures ofThings To Do (dining, shopping) on the website to show what Ocean City has to offer.Tom Perlozzo spoke about possibly mailing out a digital magazine about Ocean City thatcould include advertising. Donna reported that there had been a discussion aboutadvertising on ococean about three years ago, but was not pursued at the time.

Action: Mary will report back to Council that the Tourism Department will work withMGH to look into digital magazine as well as evaluate a tiered CVB membership systemand enhanced listings. This information will be brought back to the Council.


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Coastal Association of Realtors overview Sheila Dodson

Mary introduced Sheila Dodson, Executive Director of the Coastal Association ofRealtors. Sheila said that condo rentals are up 18-20% from last year. She also expressedinterest in establishing metrics to gain better understanding of where visitors are coming

from in the vacation rental business. Not all vacation rental businesses are members ofC.A.R., but a sampling of those who are would be helpful.Action: Mary suggested that Donna and Sheila meet to further discuss and that Donnaattend a C.A.R meeting with Sheila in the future.

Dennis spoke briefly about Book-It Direct. Mary asked if there could be a memo sent tothe group when the tourism website has the Book-It Direct graphics in place.

Frank reported that the Air Show went well. There was a one and a half hour delay onSaturday due to the rain. Sunday was better attended than expected.

Melanie Pursel spoke about the Summer Work Travel Program and how Ocean City is amodel city for the program. The Chamber is working on this matter as they feel theproposed immigration law will impact tourism businesses dependent on the internationalstudents who work here.

Melanie also shared that Bryan Lilley, promoter of the OC Air Show, is looking intohaving a tall ship visit Ocean City as a future special event.

The meeting adjourned at 4:30 p.m.

The next meeting will be held on July 8 at 3 p.m., in Room 214 at the Convention Center.


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1

Recreation and Parks CommitteeJune 11, 2013

1. Call to Order: The meeting was called to order at 4:00 P.M. at Northside Park. Presentwere Joe Mitrecic, Dennis Dare, Lloyd Martin, David Recor, Tom Shuster, Susan Petito,and Lisa Mitchell. Guests included Zach Hoopes and Joanne Shriner.

2. Approval of Minutes: The minutes of May 28, 2013 were approved as presented.3. Caroline Street Boardwalk Stage Use Procedure: Tom Shuster reported that the staff had

followed the committees recommendation and incorporated the use of the Boardwalkstage by private groups into the Private Events application process.

4. Quiet Storm Event Request: Lisa presented the application from Quiet Storm for moviesand slide show on the beach near North Division Street on Saturdays from June 29 thruAugust 31. The committee asked Lisa to request the applicant to provide what moviesare planned. The application will be forwarded to the Council for action at the June 17Council Meeting.

5. OC Half Marathon/5K: Lisa presented a new application for the OC Half Marathon and5K from Dean Reinke for March 9, 2014. The application will be returned to thecommittee after all department comments are available.

6. USSSA World Series Opening Ceremony: Lisa presented the new application fromWicomico County to host the USSSA World Series Welcome Ceremony in Ocean CityJuly 29, 2013. The committee recommended that following staff review the applicationbe forwarded to Council for action at the Council meeting of July 1, 2013.

7. Wicomico Street Winter Festival: Lisa presented a new event application for theWicomico Street Winter Festival by the Downtown Association on November 9, 2013.The committee recommended the application be forwarded for Council action at anupcoming Council meeting.

8. Fohl/Christianson Wedding: Lisa presented a new event application for a wedding on thesouth end of the Boardwalk on October 19, 2013. The committee recommended theapplication be forwarded to Council for action at an upcoming Council meeting.

9. Dew Tour 2014: Lisa reported that Dew Tour representative has asked the Town toconsider June 26-29, 2014 dates for next year. The committee discussed these dates in

relation to the setup for fireworks on the beach for July 4. The committee asked forfurther staff review especially the Fire Marshals office. The committee asked the staff toevaluate all the other private events scheduled for June 2014.

10. Other Business: Susan Petito reported that the Ocean Bowl Bash will be scheduled forWednesday, June 19 and operated by the Skate Park staff.


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2

11. Next Meeting: The next meeting was scheduled for July 9 at 4:00 p.m. at Northside Park12. The meeting was adjourned at 5:08 PM

P:Tom/Rec & Parks Committee Meeting 06-11-2013


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6. CONSENT AGENDAA. Request Approval to Solicit Bids for Construction of

Fire Station 4


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TOWN OF

T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Request to Bid Fire Station 4DATE: June 10, 2013

ISSUE(S): Request to open bids for construction of Fire Station 4 at the July9, 2013 Work Session.

SUMMARY: Funds for construction of a new facility to replace the existingFire Station 4 located at 130th Street and Coastal Highway wereincluded in the 2012 Bond Issue.

FISCAL IMPACT: $3.5 Million included in 2012 Bond.

RECOMMENDATION: Open bids for construction of Fire Station 4 on July 9, 2013.

ALTERNATIVES: None

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Cliff Christello, Deputy Fire Marshal

ATTACHMENT(S): None

Agenda Item # 6A

Council Meeting June 17, 2013


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6. CONSENT AGENDAB. Request Approval to Solicit Bids for Solid Waste Trucks


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Joe Sobczak, General Services DirectorRE: Solid Waste Truck bidsDATE: June 10, 2013

ISSUE(S): Request to solicit sealed bids.

SUMMARY: Request permission to solicit bids on trucks requested by thesolid waste division and approved during the budget process.

FISCAL IMPACT: Expenditure of FY14 budgeted funds for one each:

Roll off truck $185,000Front load refuse truck $230,000Automated refuse truck $230,000

RECOMMENDATION: Proceed with sealed bids.

ALTERNATIVES: Buy without awarding sealed bids.

RESPONSIBLE STAFF: Joe Sobczak, General Services Director

COORDINATED WITH: Steve Brown, Solid Waste Manager

ATTACHMENT(S): None

Agenda Item # 6B

Council Meeting 06-17-13


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6. CONSENT AGENDAC. Request Approval to Purchase 4WD Utility Tractor under

State Contract for Parks Maintenance


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TOWN OF

The White Marlin Capital of the World

Agenda Item# 6C


TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City Manager

FROM: Martha J. Bennett, CPA, Finance Administrator

RE: Purchase John Deere Four Wheel Drive Tractor

DATE: June 10, 2013

ISSUE(S): Request to purchase a John Deere Four Wheel Drive Tractor on

Maryland State Contract pricing in July 2013 which was approved inthe FY14 budget.

SUMMARY: The Parks Maintenance is requesting to purchase a new 2013 model

tractor in July on the Maryland State Contract that was approved in

the FY14 budget as the 2014 model has the potential for a priceincrease to meet new emission standards.

FISCAL IMPACT: $31,200.00

RECOMMENDATION: Approve to purchase this tractor in July.

ALTERNATIVES Purchase 2014 model on the Maryland State Contract later in the yearwith change to a diesel emission fluid tank.

RESPONSIBLE STAFF: Joe Sobczak, General Services Director

COORDINATED WITH: Tom Shuster, Director

ATTACHMENT(S): Equipment/Rolling Stock Request Form submitted to Purchasing


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6. CONSENT AGENDAD. Private Event Approval Request for Addendum to

Delaware Volleyball Beach Bash July 6, 2013


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TOWN OF


Agenda Item # 6DCouncil Meeting June 17, 2013

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Delaware Volleyball Beach bash 2013 AddendumDATE: June 10, 2013

ISSUE(S): Request approval to use a gas generator at the DelawareVolleyball Beach Bash, scheduled to take place on the beach atthe 4th Street Volleyball Park on July 6, with a rain date of July 7,2013. Also request approval to park a trailer at the street end of4th Street to unload and load equipment.

SUMMARY: This girls juniors beach volleyball tournament was approved byCity Council on May 6, 2013. Since then, the event coordinatoras made a request to use a small generator onsite at theChampionship Tent. The generator is needed to powercomputers that will be used to keep track of seeding and scoresfor the tournament. City staff is fine with this request, as longas the gas generator is fueled prior to the event and the gascontainer is stored in a remote, safe location.

The event coordinator also requests the ability to park a trailer atthe street end of 4th Street to unload and load equipment needed

for the event. While reasonable time for unloading/loading atthe street end is understandable, the Town of Ocean City cannotprovide a committed parking space for this event at this time ofthe year. The applicant understands and will comply.

FISCAL IMPACT: Potential positive economic impact from lodging, food andbeverage, recreation and other incidental expenditures.

RECOMMENDATION: Approve the generator use request only.

ALTERNATIVES: Defer to Council

RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator

COORDINATED WITH: All appropriate departmental staff has reviewed, and the eventhas been coordinated with the Office of the Fire Marshal andPublic Works.

ATTACHMENT(S): Application Addendum


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REQUEST FOR AN ADDENDUM

TO A PRIVATE EVENTTown Of Ocean City, Maryland

NON-REFUNDABLEFEE: For-Profit Promoters - $50.00

Non-Profit Organizations - $25.00

RETURN ADDENDUM TO: Private Events Coordinator

Town of Ocean City, Recreation & Parks

200 125th Street, Ocean City, Maryland [email protected]

This is a request for a change to either a Private Event Application that has already been submitted to the

Private Events Coordinator, or for an already approved private event. No guarantee is made or implied by

the acceptance of the request and fee. Also, changes will not be considered within 30-days prior to the

event.

This request must be completed and forwarded to the Private Events Coordinator for City Council

consideration.

1. TITLE OF EVENT:_______________________________________________________

2. APPROVED BY COUNCIL?_____ IF SO, DATE APPROVED: __________________

3. SUMARY OF EVENT:____________________________________________________

_______________________________________________________________________

4. REQUESTED CHANGES TO EVENT: _______________________________________

_______________________________________________________________________

______________________________________________________________________________________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

5. APPLICANTS NAME AND ORGANIZATION REPRESENTING: _______________

_______________________________________________________________________

6. MAILING ADDRESS: ____________________________________________________

7. WORK PHONE: ____________________ CELL PHONE: _______________________

8. E-MAIL: _______________________________________________________________

APPLICANTS SIGNATURE: _____________________________________ DATE________

Created October 15, 2012

%.(/&./!$+((!5((+1.*)!*0

2!/)((#!*!.0+.0$),%+*/$%,!*0

)*/22+)

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+((!5((

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2%*/

.%#!0.!!,0$+!*%42%((!

2!$/$

0.'+"/!!%*#*/+.!/"+.0$!0+1.*)!*0


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7. MISCELLEANEOUS REPORTS AND PRESENTATIONSA. Private Event Approval Request for Quiet Storm Surf and

Skate Movies and Local Photo Artist Slide Show

Saturdays, June 29-August 31, 2013


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TOWN OF


TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events Coordinator

RE: Quiet Storm Surf & Skate Movies and Local Artist Slide ShowDATE: June 11, 2013

ISSUE(S): Request approval for Quiet Storm Surf & Skate Movies and LocalArtist Slide Show on Saturday evenings from June 29, 2013 until

August 31, 2013.

SUMMARY: This new event consists of surf and skate movies, offered free tothe public, plus a local photographers art shown as a slide show

on the beach at North Division Street.

The applicant requested that Public Works stakeoff a section of

the beach for the event; however, City staff believes the eventcoordinator can set-up. The applicant will comply.

The Town of Ocean City offers Movies on the Beach Monday,

Wednesday, Thursday and Friday evenings throughout the

summer, so there is no scheduling conflict for this Saturdayevening event.

Recreation and Parks would prefer the placement of the screenshift from in front of the arch. The applicant will comply by

moving the screen to the south of North Division Street.

The Fire Marshal requests the gas generator be fueled off-site

and the gas container be stored in a remote, safe location. Theapplicant has agreed to comply.

FISCAL IMPACT: Potential positive economic impact from lodging, food and

beverage, recreation and other incidental expenditures.

RECOMMENDATION: Approve with staff caveats.

ALTERNATIVES: Approve as requested by the applicant or do not approve.


COORDINATED WITH: All appropriate departmental staff has reviewed.

ATTACHMENT(S): 1) June August 2013 Calendars2) Cover and Application3) Boardwalk Site Layout

Agenda Item # 7A



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Sun Mon Tue Wed Thu Fri

2

PE - PIS KaraokePE OC Beachlights

3 4PE - PIS Karaoke &VolleyballPE Beach Fireworks

5OC Air Show Set-upPE - PIS Basketball

6OC Air Show Set-upPE PIS Dodge BallDew Tour Set-up

7PE - LOC AiSand DPE PDew TPE - A

9PE - Longboard ChallengeOC Air ShowPE - Sand Duels

PE - PIS Karaoke

Dew Tour Set-upPE OC CruzersPE OC BeachlightsPE - Army Recruitment -PE Marines Pull UpChallenge

10OC AIR SHOWBreakdownDew Tour Set-up

11PE - PIS Karaoke &VolleyballDew Tour Set-upOC AIR SHOW

BreakdownPE Beach Fireworks

12Dew Tour Set-upOC AIR SHOWBreakdownPE - PIS Basketball

13Dew Tour Set-upPE PIS Dodge Ball

14Sun RDew TPE P

16

Dew Tour Set-upPE OC BeachlightsPE ESA Rain DatePE Marines Pull UpChallenge

17

Dew Tour Set-upPE DPC EmergencyEquipment - TENTATIVE

18

Firemens Pipe & DrumsDew Tour Set-upPE Beach Fireworks

PE Kentland VFD

Volleyball - TENTATIVE

19

Firemens ParadeDew Tour Set-up

20

Dew Tour21

Dew TPE - B

23Dew TourBeach 5 Sand Soccer

PE OC CruzersPE OC Beachlights

24Dew Tour Breakdown

25Dew Tour BreakdownPE Beach Fireworks



28Dew T

30PE OC BeachlightsPE ESA Rain Date

June


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Sun Mon Tue Wed Thu Fri

1

PE Lagond Music

School Honors Band

Concert -TENTATIVE

2

PE Lagond Music

School Honors Band

Concert -TENTATIVE

3 4 5

7

PE OC CruzersPE OC BeachlightsPE Northside ParkFireworksPE - DVA VolleyballRain Date

8

PE Beach Fireworks9

PE Beach Fireworks10 11 12

14

PE OC BeachlightsPE Northside Park

Fireworks

15

PE Beach Fireworks16


21

PE OC CruzersPE OC BeachlightsPE Northside ParkFireworksPE ESA Rain Date

22



28

PE OC BeachlightsPE Northside ParkFireworks

PE ESA Rain Date

29



July


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Sun Mon Tue Wed Thu

1

4

SE Sundaes in the ParkPE - OC CruzersPE OC BeachlightsPE Northside Park Fireworks

5

PE BeachFireworks

6

PE Beach Fireworks7

SE Concerts onthe Beach

8

11

SE Sundaes in the ParkPE OC Beachlights

PE Northside Park FireworksPE Plein Aire - TENTATIVE

12

PE BeachFireworks

13



15

18


19

PE BeachFireworks

20



22

25

SE Sundaes in the ParkPE OC BeachlightsPE Northside Park Fireworks

PE Soccer Resort Beach Tourn.

26

PE BeachFireworks

27



29

August


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Ocean City Private Events

Name of Event: Quiet Storm Surf & Skate Movies and Local Artist Slide Show New Event: Yes

Date of Event: Every Saturday from June 29 thru August 31 (10 events total)

Date Application Received: May 29, 2013 Application Fee Paid: Applicant has been billed $200 ($100

application fee and $100 rush fee)

Date Returned from All Departments: June 11, 2013 Total Cost to Town: Minimal Costs

Things to Note:

Set-up for the event would take place on Saturday evenings, beginning at 7:30 pm.

Cleanup of the event would take place at the events conclusion, and be completed by 10:15 pm.

The event would take place on a 50x75 area of beach at North Division Street.

Set-up would include a small generator, video projector, inflatable screen, and a PA System.

The event would consist of surf and skate movies offered free to the public, plus local photographers slide show.

Comments from Department Representatives:

PUBLIC WORKS The applicant has requested Public Works stakeoff the beach area for their event. We see noreason why this area needs to be staked-out. Public Works sees no issues with the event coordinator setting up for theevent on the beach. Therefore, there is no involvement needed from our department.

RISK MANAGEMENT Insurance Certificate must be obtained prior to the event.

REC & PARKS Not sure the ideal placement for the screen is in front of the arch. Think that would destroy thevisual for the road. Rather see it shifted to one side or the other. Rec & Parks is running movie nights Monday,Wednesday, Thursday and Friday nights, but not on Saturdays, so the Saturday date works on a schedulingperspective. Also, these requested movies are surf specific, so, again, no conflict.

FIRE MARSHAL The gas generator must be fueled off-site prior to the event and the gas container must be storedin a remote and safe location.

OCBP Suggest the event includes a beach safety message as part of each weeks showing.

OCPD, TRANSPORTATION, OCCC, EMERGENCY SERVICES, and TOURISM No comments, concerns orcosts.

Date on Council Agenda: June 17, 2013

Event Approved of Denied:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:$100.00 For Profit Applicants, $25.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD [email protected]

This is an application for use and is not a permit of use. No guarantee of availability oruse is made or implied by the acceptance of the application and fee.

This application is to be completed and forwarded to the Ocean City Special Events

Department at least 90 days prior to the requested event. If an application is submittedless than 90-days prior to the proposed start date, a late submission fee of $100.00 will beassessed for both Non-Profit organizations and For-Profit promoters. A new applicationmust be submitted annually for recurring events.

Any misrepresentation in this application or deviation from the final agreed upon routeand/or method of operation described herein may result in the immediate revocation ofthe permit. Applicants attention is directed to the accompanying information packet,entitled Private Event Application Guidelines.

All questions on the application must be fully answered. Same as last year or similar

comments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and$25.00 per day for Non-Profit organizations. For beach use this fee is applied per oceanblock, per day. Races/runs/walks on the beach do not require a per block charge. Set-upand breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ________________________________________________uiet Storm Surf & Skate Movies and Local Photo Artist Slide Show

2. IS THIS A NEW EVENT? ___Yes______________________________________

3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR

3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES

Page 1 of 8


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FOR THE NEXT 3-YEARS: _Each Saturday from June 29-August 31,

2013.___________________

4. STARTING & ENDING TIMES OF EVENT: __8-9:30pm

5. PROJECTED SET-UP DATE (S) & TIMES: __7:30-7:45

pm_________________________________________

6. PROJECTED CLEAN-UP DATE (S) & TIMES:_____________________________

___9:45-10pm __________________________________

7. LOCATION (Describe area in which event shall be contained; be specific as to how

much area will be used, etc.): _____________________________________________

____

_____________________________________________________________________

On the beach at North Division St. 50x75 area

8. APPLICANTS NAME: __Brad Hoffman and Meredith Moore

9. ORGANIZATION REPRESENTING: __Quiet Storm_________________

_____________________________________________________________________

10. MAILING ADDRESS: _Brad - __14302 Laurel Ave, OCMD 21842_______

_____________________________________________________________________

11. WORK PHONE: _443-497-3671__ HOME PHONE: _410-289-7411 _______

FAX: _____________ EMAIL: [email protected]

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? No_________________________________ IF NOT, WHY?

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: SSGT

Brad Hoffman, Meredith Moore__________________________________

14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10:

_____________________________________________________________________

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________

FAX: ____________________________ CELL: __________________________

E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ 20

to 30 minute set-up. Inflatable screen on the beach, small generator, video projector,

surf and skate movies, free to the public plus local photographers slide show

Please attach additional pages to the back of this application

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_Quiet Storm at North Division St.

_____________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE

SUCH ACCESS? _No_________________ IF SO, WHERE?

___________________ _________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,

etc.): ___Set-up and tether inflatable screen and set-up projector, extension cord and

small generator. Public Works to stake off my

area._________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _____________________________________

Small PS System that works with video projector

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: _We will have associates from Quiet Storm telling public seating

locations. We should have crowd under control and any issues, I will bring in more

help form shop

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____

_None needed

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

_No_________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________We will call 911

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________cancelled

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25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

I will clean u the beach and olice all trash

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

_There is a porable somfort station onsite. Soon, by mid-July the new permanent one

will be done.

_____________________________________________________________________

____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

None

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): __No product sampling

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ___No _______

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

none_________________________________________________________________

___

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? __No_____________

Please forward a copy of the approved One Day Raffle Permit to the Private Events Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________

Please forward a copy of the approved Tent Permit from the Office of the Fire Marshal to the Private

Events Coordinator.

No

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33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT?

__Yes___________ Please forward a copy of the approved Air Support/Air-Inflated Structures

Permit to the Private Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________

Please forward a copy of the approved Bonfire Permit to the Private Events Coordinator.

No

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________

Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit to the Private

Events Coordinator.

No

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES

AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include

beverage type, quantities, drink sizes, location, etc.): __________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Please forward a copy of the approved One Day Alcohol Permit to the Private Events Coordinator.

No

37. EXPECTED NUMBER OF PARTICIPANTS: _______________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________75-100

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _No__________WHO DID YOU CONTACT? _______Its

at night. They are closed and wil not be

affected.______________________________________________________________

_____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is

required for each major end-item borrowed from the Town of Ocean City):

_____None, except to stake off my area. I have a good working relationship with

John Van Fossen, Public Works and Beach Patrol, Ward

Kovacs.______________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY

STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY

OBTAINED TIS PERMIT? _No_____________IF SO, PLEASE ATTACHED A

COPY TO THE BACK OF THIS APPLICATION. Please forward a copy of the approved

MDOT Highway Permit to the Private Events Coordinator.

42.For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES

(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

You need more lines. Haha. Suzan G. Komen, Cruisin OC, OC Car andTruck, Dew Tour, Uptown Beach Bash

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and

comply with the Town of Ocean Citys sponsorship policy. The application will not

be approved without sponsors. If no sponsors, please state No Sponsors in area

provided below.): ___Quiet Storm_____________________________________

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS

APPLICATION: ____I will respect the beach and the area and leave like it was

previous to set-up. Dont need to tax city services in any

way_________________________________________________

_____________________________________________________________________

_____________________________________________________________________

.

46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE

SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,

STAGE, CONCESSIONS, COURTS, BANDS, ETC.

IS DIAGRAM INCLUDED WITH APPLICATION? YES__XX___ NO_______

An event diagram MUST be included for an event to be considered.

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INSURANCE REQUIREMENT:

For the protection of the public and the Mayor and City Council, the applicant shallobtain, at the applicants own expense, general liability insurance coverage, which shallinclude coverage for personal injury in the amount of one million dollars ($1,000,000)single limit. Said insurance coverage shall name the Mayor and City Council as

additional insured, with the address on the certificate listed as 301 Baltimore Avenue,Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing theaddition of the Mayor and City Council as additional insured, is also to be provided. Thecertificate of insurance and the addendum shall be furnished to the Private EventsCoordinator, no later than 30-days before the private event.

INSURANCE CERTIFICATE AND ADDENDUM:

___ ________INCLUDED WITH APPLICATION

___ XX______TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY

(30) DAYS PRIOR TO THE EVENT

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with Coca-ColaRefreshments as it pertains to the distribution or sales of beverages by the applicant onTown property. The applicant agrees to sell, dispense or serve only Coca-Cola beverageson Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks, specified energy drinks and bottledwaters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, MelloYello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,Dasani and other products that Coca-Cola may provide in accordance with its agreementwith the Town of Ocean City.

I have read this disclosure and agree that I will comply with its provisions.

APPLICANTS SIGNATURE____________________________DATE______________Si nature on file Ma 28, 2013

MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with PublicWorks project(s) or any other necessary governmental function. Such action may bedirected at any time.

APPLICANTS SIGNATURE___________________________DATE_______________Si nature on file Ma 28, 2013

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LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions ofallapplicable ordinances of theTown of Ocean City. Specifically all permitted uses on or within 75 feet of theBoardwalk are required to comply with the provisions of chapter 62 of the Code which

expressly prohibits the public sale, rental or exchange for a donation of any goods, wares,merchandise, foodstuffs, refreshments or other commodities or services.

I have read this disclosure and will comply with allprovisions of the local ordinancesincluding Chapter 62 of the Town Code.


HOLD HARMLESS CLAUSE:Permitee (organization/applicant) shall assume all risks incident to or in connection with

the permitee activity and shall be solely responsible for damage or injury, of whateverkind or nature, to person or property, directly or indirectly arising out of or in connectionwith the permitee activity or the conduct of Permitees operation. Permitee herebyexpressly agrees to defend and save the Town of Ocean City, its officers, agents,employees and representatives harmless from any penalties for violation of any law,ordinance, or regulation affecting its activity and from any and all claims, suits, losses,damages, or injuries directly or indirectly arising out of or in connection with thepermitee activity or conduct of its operation or resulting from the negligence orintentional acts or omissions of Permitee or its officers, agent and employees.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for the private event described in this application agrees to followguidelines provided and submit a complete application including all required submissionof materials.

The applicant agrees to take full responsibility for all city-owned property, whetherborrowed, leased or rented, and understands that necessary replacement and/or repair feesmay be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the private event permit granted by theTown and agrees to pay all fees and costs assigned to the permit. The applicant furtheragrees to comply with all conditions of the use permit, which may be required by theMayor and City Council of the Town.

I have read and will copy with all special event application requirements.


Page 8 of 8


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7. MISCELLEANEOUS REPORTS AND PRESENTATIONSB. Private Event Approval Request for Artist Paint OC

Plein Aire Event August 9-11, 2013


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TOWN OF


Agenda Item # 7B


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Artist Paint OC A Plein Aire EventDATE: June 10, 2013

ISSUE(S): Request approval of the Plein Aire Event for August 9-11, 2013

SUMMARY: On Friday and Saturday artists will paint on canvases in theOcean City and West Ocean City areas. On Sunday artists will

paint, again on canvases, between Sunset Park, the ocean andWicomico Street. Afterward the paintings will be judged andplaced for sale on the south end of the Boardwalk, adjacent tothe OC Lifesaving Museum.

While this event has been taking place without incident for thepast few years, the request for judging and sales to be on theBoardwalk is new. Previously the events judging and sales tookplace on Somerset Street Plaza.

The applicant has requested 15 free parking passes for artists.Public Works will provide if Council approves. Last year, PublicWorks supplied five (5) parking passes for use only on Sunday.

FISCAL IMPACT: Potential positive economic impact from lodging, food andbeverage, recreation and other incidental expenditures.

RECOMMENDATION: Defer to Council

ALTERNATIVES: N/A


COORDINATED WITH: All appropriate departmental staff has reviewed, and the eventhas been coordinated with Public Works.

ATTACHMENT(S): 1) August 2013 Calendar

2) Cover Sheet

3) Application

4) Boardwalk Site Layout


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Sun Mon Tue Wed Thu

1

4


5

PE BeachFireworks

6

PE Beach Fireworks7


8

11

SE Sundaes in the ParkPE OC Beachlights

PE Northside Park FireworksPE Plein Aire - TENTATIVE

12

PE BeachFireworks

13



15

18


19

PE BeachFireworks

20



22

25

SE Sundaes in the ParkPE OC BeachlightsPE Northside Park Fireworks

PE Soccer Resort Beach Tourn.

26

PE BeachFireworks

27



29

August


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Ocean City Private Events

Name of Event: Plein Aire Artists Paint OC New Event:No

Date of Event: August9-11, 2013

Date Application Received: April 1, 2013 Application Fee Paid: Yes/$25

Date Returned from All Departments: April 22, 2013 Total Cost to Town: Minimal Costs

Things to Note:

On Friday and Saturday, artists will paint on canvases in the Ocean City and West Ocean City areas. On Sunday,artists will paint, again on canvases, between Sunset Park, the ocean and Wicomico Street. Afterward, all thepaintings will be judged and placed for sale on the Boardwalk, adjacent to the OC Lifesaving Museum.

Applicant requests 15 parking passes in the Inlet Lot for artists.

Comments from Department Representatives:

PUBLIC WORKS No real involvement in this event, other than providing free parking spaces in the Inlet Lot.Will provide if Council approves.

RISK MANAGEMENT Insurance Certificate must be obtained prior to the event.

REC & PARKS Because of sales, this qualifies as a concession and need to pay appropriate fees. Not sure they canactually do a sale on Sunday if theyre on the Boardwalk, but this is Councils decision.

FIRE MARSHAL, OCPD, OCBP, TRANSPORTATION, OCCC, EMERGENCY SERVICES, and TOURISM Nocomments, concerns or costs.

Date on Council Agenda: June 17, 2013

Event Approved of Denied:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:$100.00 For Profit Applicants, $25.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD [email protected]

This is an application for use and is not a permit of use. No guarantee of availability oruse is made or implied by the acceptance of the application and fee.

This application is to be completed and forwarded to the Ocean City Special Events

Department at least 90 days prior to the requested event. If an application is submittedless than 90-days prior to the proposed start date, a late submission fee of $100.00 will beassessed for both Non-Profit organizations and For-Profit promoters. A new applicationmust be submitted annually for recurring events.

Any misrepresentation in this application or deviation from the final agreed upon routeand/or method of operation described herein may result in the immediate revocation ofthe permit. Applicants attention is directed to the accompanying information packet,entitled Private Event Application Guidelines.

All questions on the application must be fully answered. Same as last year or similar

comments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and$25.00 per day for Non-Profit organizations. For beach use this fee is applied per oceanblock, per day. Races/runs/walks on the beach do not require a per block charge. Set-upand breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ________________________________________________Artists Paint OC A Plein Air Event

2. IS THIS A NEW EVENT? ___no______________________________________

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3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR

3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES

FOR THE NEXT 3-YEARS: __Aug 9-11__________________________________

4. STARTING & ENDING TIMES OF EVENT: __Aug 9 + 10 8-4, Aug 11 7:30-1

5. PROJECTED SET-UP DATE (S) & TIMES: _not necessary__________________

6. PROJECTED CLEAN-UP DATE (S) & TIMES:___when and if necessary_____

7. LOCATION (Describe area in which event shall be contained; be specific as to how

much area will be used, etc.): _____________________________________________

_____________________________________________________________________

_____________________________________________________________________

Aug 9 + 10 artists will paint in the OC and W. OC area. Aug 11 artists will paint btwSunset Park, the Ocean and Wicomico Street.

8. APPLICANTS NAME: ___Emily Schwab_________________________________

9. ORGANIZATION REPRESENTING: _Art League of OC____________________

_____________________________________________________________________

10. MAILING ADDRESS: PO Box 3503, OCMD 21843 or 502 94th St., OCMD

21843________________________________________________________________

11. WORK PHONE: 410-524-9433___ HOME PHONE: _302-436-5335_______

FAX: cell 240-731-0695_________ EMAIL: [email protected]_____________

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? Yes, attached_______________________ IF NOT, WHY?

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT:

____same____________________________________________________________

14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10:

_37372 Hidden Bay Drive, Selbyville, DE 19975________________________

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________

FAX: ____________________________ CELL: __________________________

E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

See above

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

*If more space is needed, please attach additional pages to the back of this application

Aetists will pick up and paint at localities in OC and West OC on Aug 9/10. Aug 11 theywill paint downtown after which thee will be a painting sale.

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________Art Lea ue of OC and OC Center of the Arts

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE

SUCH ACCESS? __________________ IF SO, WHERE? ____________________

_____________________________________________________________________

No

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,etc.): _N/A Each artist will own easels and paints____________________

_____________________________________________________________________

_____________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _____________________________________

Small judging area only on Sun, Aug 11 from 11 am to 1 pm on the Boardwalk

adjacent to OC Life Saving Museum______________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: ____None necessary_________________________________________

_____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____

__Free parking in Inlet Lot for artis if at all

possible._____________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

__________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

No

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24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

None

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Clean u will ha en when and if necessar b artists and/or volunteers

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

____public facilities_______________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Sunda 11-1 sale of uick draw items ainted Sunda Mornin .

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _______________________________________________________

__None______________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

__yes Art League of OC__________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

_____________________________________________________________________Total of $250 for 1st, 2nd, and 3rd places.

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? __No_____________

Please forward a copy of the approved One Day Raffle Permit to the Private Events Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________

Please forward a copy of the approved Tent Permit from the Office of the Fire Marshal to the Private

Events Coordinator.

No

33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT?

_______No____ Please forward a copy of the approved Air Support/Air-Inflated Structures

Permit to the Private Events Coordinator.

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34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________

Please forward a copy of the approved Bonfire Permit to the Private Events Coordinator.

No

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________

Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit to the Private

Events Coordinator.

No

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES

AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include

beverage type, quantities, drink sizes, location, etc.): __________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Please forward a copy of the approved One Day Alcohol Permit to the Private Events Coordinator.

No

37. EXPECTED NUMBER OF PARTICIPANTS: _Fri and Sat 40, Sun 15_______

38. EXPECTED NUMBER OF SPECTATORS: ________________________________Foot traffic on Boardwalk

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _N/A_________WHO DID YOU CONTACT?

_____________________________________________________________________

_____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is

required for each major end-item borrowed from the Town of Ocean City):

__None other than parking if

possible______________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY

STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY

OBTAINED TIS PERMIT? ___N/A________IF SO, PLEASE ATTACHED A

COPY TO THE BACK OF THIS APPLICATION. Please forward a copy of the approved

MDOT Highway Permit to the Private Events Coordinator.

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42.For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES

(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE

(5) YEARS: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

2011 All over 7/15-17 Somerset St. 7/17 4-6 pm2012 All over 6/22-24 Somerset St. 6/24 4-6 pm

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and

comply with the Town of Ocean Citys sponsorship policy. The application will not

be approved without sponsors. If no sponsors, please state No Sponsors in area

provided below.): ___Art League of OC, OCDC, in process of seeking

others________________________________________________________________

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS

APPLICATION: ______________________________________________________

______None__________________________________________________________

_____________________________________________________________________

.

46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE

SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,

STAGE, CONCESSIONS, COURTS, BANDS, ETC.

IS DIAGRAM INCLUDED WITH APPLICATION? YES__XX___ NO_______

An event diagram MUST be included for an event to be considered.

INSURANCE REQUIREMENT:

For the protection of the public and the Mayor and City Council, the applicant shallobtain, at the applicants own expense, general liability insurance coverage, which shallinclude coverage for personal injury in the amount of one million dollars ($1,000,000)single limit. Said insurance coverage shall name the Mayor and City Council asadditional insured, with the address on the certificate listed as 301 Baltimore Avenue,

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Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing theaddition of the Mayor and City Council as additional insured, is also to be provided. Thecertificate of insurance and the addendum shall be furnished to the Private EventsCoordinator, no later than 30-days before the private event.

INSURANCE CERTIFICATE AND ADDENDUM:

_______XX___INCLUDED WITH APPLICATION

____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY(30) DAYS PRIOR TO THE EVENT

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with Coca-ColaRefreshments as it pertains to the distribution or sales of beverages by the applicant on

Town property. The applicant agrees to sell, dispense or serve only Coca-Cola beverageson Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks, specified energy drinks and bottledwaters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, MelloYello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,Dasani and other products that Coca-Cola may provide in accordance with its agreementwith the Town of Ocean City.

I have read this disclosure and agree that I will comply with its provisions.

APPLICANTS SIGNATURE____________________________DATE______________Si nature on File 3-29-13

MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with PublicWorks project(s) or any other necessary governmental function. Such action may bedirected at any time.

APPLICANTS SIGNATURE___________________________DATE_______________Si nature on File 3-29-13

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions ofallapplicable ordinances of theTown of Ocean City. Specifically all permitted uses on or within 75 feet of theBoardwalk are required to comply with the provisions of chapter 62 of the Code whichexpressly prohibits the public sale, rental or exchange for a donation of any goods, wares,merchandise, foodstuffs, refreshments or other commodities or services.

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I have read this disclosure and will comply with allprovisions of the local ordinancesincluding Chapter 62 of the Town Code.


HOLD HARMLESS CLAUSE:Permitee (organization/applicant) shall assume all risks incident to or in connection withthe permitee activity and shall be solely responsible for damage or injury, of whateverkind or nature, to person or property, directly or indirectly arising out of or in connectionwith the permitee activity or the conduct of Permitees operation. Permitee herebyexpressly agrees to defend and save the Town of Ocean City, its officers, agents,employees and representatives harmless from any penalties for violation of any law,ordinance, or regulation affecting its activity and from any and all claims, suits, losses,damages, or injuries directly or indirectly arising out of or in connection with thepermitee activity or conduct of its operation or resulting from the negligence or

intentional acts or omissions of Permitee or its officers, agent and employees.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for the private event described in this application agrees to followguidelines provided and submit a complete application including all required submissionof materials.

The applicant agrees to take full responsibility for all city-owned property, whetherborrowed, leased or rented, and understands that necessary replacement and/or repair feesmay be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the private event permit granted by theTown and agrees to pay all fees and costs assigned to the permit. The applicant furtheragrees to comply with all conditions of the use permit, which may be required by theMayor and City Council of the Town.

I have read and will copy with all special event application requirements.


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10 ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY SOLICITOR

A. Ratification of Traffic Regulation 2013-001 Grantspermission for the White Marlin Open to use 30-feet ofparking along Jacqueline Avenue between 14

thand 15

th

Streets from the fire hydrant south of the corner from

Friday, August 2, 2013 through Saturday, August 10, 2013


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilFROM: David L. Recor, ICMA-CM, City ManagerRE: Traffic RegulationDATE: June 12, 2013

ISSUE(S): Ratification of Traffic Regulation 2013-001

SUMMARY: Annual request from representatives of the White Marlin Openasking for permission to use 30 feet of parking along JacquelineAvenue, between 14th and 15th Street, from the fire hydrant

south to the corner from Friday, August 2, 2013 throughSaturday, August 10, 2013.

The request was reviewed by the Traffic Commission, the samebody as the Police Commission, on Monday, June 10, and theCommission recommends approval. Ratification requires amajority approval by the Council and agreement of the Mayor.

FISCAL IMPACT: None

RECOMMENDATION: Ratify traffic regulation.

ALTERNATIVES: Do not ratify.

RESPONSIBLE STAFF: Police Commission

COORDINATED WITH: Ocean City Police Department

ATTACHMENT(S): 1) Traffic Commission Regulation 2013-0012) Town Code 90-51 to 53

Agenda Item # 10A



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TRAFFIC COMMISSION REGULATION 2013-001

Pursuant to the power and authority vested in the Commission by Section 90-52and 90-53 of Chapter 90 of the Code of the Town of Ocean City, the following regulationis hereby promulgated this 10

thday of June 2013.

Permission has been granted for the White Marlin Open use of 30 feet of parkingalong Jacqueline Avenue, between 14

thand 15

thStreet, from the fire hydrant south to the

corner from Friday, August 2, 2013 through Saturday, August 10, 2013.

Proper clearance from the corner shall be maintained and all traffic safetyregulations shall be observed. The streets shall be maintained in a clean and orderlycondition at all times.

The permittee shall assume all risks incident to or in connection with thepermitted activity and shall be solely responsible for damage or injury, of whatever kind

or nature to person or property, directly or indirectly arising out of or in connection withthe permitted activity or the conduct of permittees operation.

For the protection of the public and the Mayor and City Council, the contractormust provide insurance coverage in the amount of one million dollars (1,000,000) singlelimit. Said insurance shall name the Mayor and City Council as additional insureds.

____________________________________Mayor Richard W. Meehan

____________________________________

Council President Lloyd Martin

____________________________________Police Commission President Doug Cymek

____________________________________Councilman Dennis Dare

Ratified at the Regular Meeting of the Mayor and City Council held on ______, 2013.

Attest:

____________________________________Mayor Richard W. Meehan

____________________________________Council President Lloyd Martin

____________________________________Council Secretary Mary Knight


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(1)

(2)

(3)

(4)(5)

(6)

Sec. 90-51. Creation.

There is hereby established a traffic commission which shall be the same body as is the

Ocean City police commission, pursuant to section C-413 of the Charter of the Town of Ocean City.

(Code 1972, 99-84)

Sec. 90-52. Powers.

The traffic commission shall have the power to:

Establish speed limit regulations and changes thereof as necessary from time to time.

Prescribe by regulation the use of specific streets by specific vehicles, or prohibit the

use of specific streets by specific vehicles or prohibit certain pedestrian activities on

said streets.

Establish by resolution the direction and flow of traffic.

Establish by regulation one-way streets.

Establish by regulation no parking zones, time limitations on parking in other zones,

parking meter zones, times and prices, and loading and unloading zones.

Establish and authorize by regulation as necessary any temporary deviation from the

commission's regulations.

(Code 1972, 99-85)

Sec. 90-53. Procedure for establishment of traffic regulations.

The traffic commission shall exercise its powers only as specified in this section. Whenever

any member of the commission deems it necessary to regulate traffic in any manner prescribed in

section 90-52 hereof, he shall immediately notify and call a meeting of the other members of thecommission. The commission shall meet and by majority vote determine the necessary regulation.

Said regulation shall be made in writing in the regulation form prescribed in section 90-54 hereof.

The commission shall then cause an appropriate sign or signs to be erected and prominently

posted in the area affected by said regulation, which said sign or signs shall properly notify the

public of the regulation. The commission shall then cause a copy of said regulation to be furnished

the Police Department and the Mayor. The said regulation shall become effective upon the signs

being posted and the aforesaid copies being delivered. Each member of the City Council and the

City Solicitor shall be mailed a copy of said regulation. Regulations so established shall remain in

effect until the next regular meeting of the Mayor and City Council and thereafter if ratified by a

majority of the Council and agreed upon by the Mayor. In the event, however, that the Mayor and

City Council fails to so ratify any such regulation, said regulation becomes immediately null and voidand of no force and effect whatever. In the event that the Mayor and Council ratifies said regulation,

the Chief of Police shall cause a copy of said regulation to be signed by the Mayor and president of

the Council and attested by the Council's secretary, with the date of ratification affixed thereto.

Temporary regulations created by the commission shall include a termination date. Said temporary

regulations shall automatically become null and void after said termination date.

(Code 1972, 99-86)

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11 COMMENTS FROM THE PUBLIC

Any person who may wish to speak on any matter at the Regular Session may

be heard during Comments from the Public for a period of five( 5) minutes or

such time as may be deemed appropriate by the C

June 17 2013 Complete Agenda

Documents

Transcript of June 17 2013 Complete Agenda