March 18 2013 Complete Agenda

7/29/2019 March 18 2013 Complete Agenda

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____________________________________________________________________________________

MAYORANDCITYCOUNCILREGULARSESSION

Monday,March18,20136:00P.M.

AGENDA1. CALLTOORDER2. PRAYERANDPLEDGE3. APPROVALOFMINUTES

A. WorkSessiondatedFebruary26,2013B. RegularSession#4datedMarch4,2013

4.

COMMENTSFROM

THE

PUBLIC

Anyperson whomaywish to speak on any matter at the Regular Sessionmay be heard duringComments from the Public for a period of three (3) minutes or such time as may be deemedappropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.

5. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCILA. StandingCommitteeReportsB. RecognitionofChristinaVickers,FireDepartmentParamedicoftheYear

6. CONSENTAGENDAA. PrivateEventApprovalRequestforDewTourJune2023,2013B. PrivateEventApprovalRequestforESARegionalSurfingChampionshipMay912,2013C. PrivateEventApprovalRequestforPlayItSafeVariousdatesinMayandJuneD. PrivateEventApprovalRequestforSoccerResortBeachTournamentAugust34,2013E. PrivateEventApprovalRequestforOutoftheDarkness CommunityWalkSeptember28,2013F. PrivateEventApprovalRequestforWeddingontheBoardwalkOctober18,2013

7. MISCELLEANEOUSREPORTSANDPRESENTATIONS8. PUBLICHEARINGS9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF

A. BidOpeningforVehicleVendingFranchiseB. CityClerkRequesttoApprove2013BoardwalkInformationCottageMemorandumof

Understanding


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MayorandCouncilRegularSessionAgenda March18,2013

10. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITORA. SecondReadingOrdinance201303toAdoptFY13BudgetAmendment#1B. SecondReadingOrdinance201304toAmendChapter110,EntitledZoning(topermit

miniaturegolfasaconditionaluseintheDowntownMixedUsezoningdistrict)

C. SecondReadingOrdinance201305toAmendChapter110,EntitledZoning(toclarifythecalculation

of

required

parking

for

Mixed

Use

development)

D. FirstReadingOrdinancetoAmendtheGeneralEmployeesandPublicSafetyEmployeesPensionCommitteeMembers (changestrusteestoincludetheMayorandCouncilPresident)

E. ResolutionAdoptingaCodeofConductaspartoftheHarassmentFreeWorkplacePolicyoftheEmployeeHandbook

F. VehicleVendingFranchisedebarmenthearingforJSJVentures,LLCandScottDauer11. COMMENTSFROMTHECITYMANAGER

A. ReviewofTentativeMarch26,2013,WorkSessionAgenda12. COMMENTSFROMTHEMAYORANDCITYCOUNCIL13. ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, MARCH 18, 2013

3 APPROVAL OF MINUTES

A. Work Session dated February 26, 2013B. Regular Session #4 dated March 4, 2013


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4 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 three (3) minutes or

such time as may be deemed appropriate by the Council President. Anyone

wishing to be heard shall state their name, address and the subject on which heor she wishes to speak.


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5 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Standing Committee Reports


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5 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

B. Recognition of Christina Vickers, Fire Department

Paramedic of the Year


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Ocean City Fire Department

Career Division

Memorandum

To: The Honorable Mayor, Council President, and Members of the Council

David Recor, City Manager

From: Chris Larmore, Fire Chief

Chuck Barton, NREMT-P, Deputy Fire Chief, Career Division

Date: March 12, 2013

Re: Recognition of FF/Paramedic Christina Vickers, NREMT-P, the Fire

Departments Paramedic of the Year 2012

****************************************************************************

At the regular meeting of the Mayor and City Council on Monday, March 18, 2013, we wish torecognize and honor Ocean City Fire Departments Paramedic of the Year for 2012,Firefighter/Paramedic Christina Vickers.

Firefighter/Paramedic Vickers, a city employee since 2000, was nominated by her peers forthis honor. Firefighter/Paramedic Vickers is recognized for her skill and dedication as a

paramedic as well as her contributions to the department in the area of training. Tina assiststhe department by teaching medical continuing education to members of the department.

Please join us along with the Ocean City Paramedic Foundation in honoring Tina for herservice to the department and the Ocean City community.

A copy of Firefighter/Paramedic Vickers biography is attached.


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2

Biography-Christina Vickers

Christina is a native of Chestertown, Maryland and a graduate of Kent County High School. In March of 2004, she was

inducted into the Phi Theta Kappa/Alpha Nu Omicron National Honor Society at Wor-Wic Community College. In May of 2013

she will graduate from Wilmington University with a Bachelor of Science degree in Allied Health Education and Management.

She started her career with the Town of Ocean City in 2000 first as a part-time employee with the Fire/EMS division and laterin the year was hired as a full-time Firefighter/Paramedic.

In 2011, Christina published her first book, A Moms Wish: Finding the Path through the Autism Maze, which highlights her

familys journey through the world of Autism.

Having started her fire service career in 1984, Christina has acquired the following certifications:

National Pro-Board Fire Officer IV

American Heart Association Instructor for CPR and ACLS

Pump Operator

Rescue Technician

Hazmat operations

National Registered EMT Paramedic

Maryland Instructor Certification Review Board Emergency Services Level Instructor

Maryland Fire and Rescue Institute Instructor for Basic and Advanced Life Support Programs


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6. CONSENT AGENDAA. Private Event Approval Request for Dew Tour

June 20-23, 2013


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Sun Mon Tue Wed Thu Fri

p

2

PE - PIS Karaoke-

TENTATIVE

3 4

PE - PIS Karaoke &

Volleyball-

TENTATIVE

5

OC Air Show Set-up

PE - PIS Basketball-

TENTATIVE

6

OC Air Show Set-up

PE PIS Dodge Ball

TENTATIVE

Dew Tour Set-up -

TENTATIVE

7

Long

OC A

Sand

PE

TENT

Dew

TENT9

Longboard Challenge

OC Air ShowPE - Sand Duels -

TENTATIVE

PE - PIS Karaoke-

TENTATIVE

Dew Tour Set-up -

TENTATIVE

10

OC AIR SHOW

BreakdownDew Tour Set-up

11

PE - PIS Karaoke &

Volleyball -TENTATIVE

Dew Tour Set-up

OC AIR SHOW

Breakdown

12

Dew Tour Set-up

OC AIR SHOWBreakdown


TENTATIVE

13

Dew Tour Set-up

PE PIS Dodge Ball- TENTATIVE

14

Sun R

Dew PE

TENT

16

Dew Tour Set-up17

Dew Tour Set-up18

Firemens Pipe &

Drums

Dew Tour Set-up

19

Firemens Parade

Dew Tour Set-up

20

Dew Tour21

Dew

PE -

23Dew Tour

Beach 5 Sand Soccer

24Dew Tour Breakdown




28Dew

June


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TOWN OF

The W h i t e Mar l i n Cap i t a l o f t h e Wor ld

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Dew TourDATE: March 12, 2013

ISSUE(S): Chris Prybylo of Alli Sports, a division of NBC Sports Group, isrequesting approval of the 2013 Dew Tour.

SUMMARY: This event is part of a professional action sports tour involvingBMX, skateboarding and surfing. There will also be an interactivefestival village open to the public featuring sponsor displays andproduct sampling. Concerts are planned to take place on thebeach from north of the pier to about North Division Street.They would also have a boneyard located in the northeastsection of the Inlet Lot. Last years event expenses totaled$97,151.93 for the Town. The Town of Ocean City and Alli staffhas been in discussions about this event, including the impact tothe Town and the expectations of both the Town and Alli Sports.A draft Memorandum of Understanding (MOU) is included in thispacket that distinguishes responsibilities of both the Town andAlli Sports.

FISCAL IMPACT: Potential positive economic impact from lodging, food beverage,recreation and other incidental expenditures related to thisevent.

RECOMMENDATION: Because this event requires substantial support and coordinationfrom city staff, request Council approve this event only with aMOU between the Mayor and City Council and Alli Sports.

ALTERNATIVES: Approve event without an MOU or do not approve event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: Appropriate staff of a Town of Ocean City Departments

ATTACHMENT(S): 1) June 2013 Calendar2) Private Event Application3) Draft MOU

Agenda Item # 6A

Council Meeting March 18, 2013


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DRAFT

1

TOWN OF OCEAN CITY301 BALTIMORE AVENUE

OCEAN CITY, MARYLAND 21842

MEMORANDUM of UNDERSTANDINGBETWEENTHE MAYOR AND CITY COUNCIL TOWN OF OCEAN CITY, MARYLAND

ANDCHRIS PRYBYLO FOR ALLI SPORTS, A DIVISION OF NBC SPORTS GROUP

SUBJECT: DEW TOUR

As of 03/01/2013

1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which the

Dew Tour shall be presented in 2013 and identifies what each party shall accomplish andby what dates. The Private Event Application for the Dew Tour and all signed disclosuresshall be incorporated into this MOU by reference.

2. Request for Permission to Conduct Event: Chris Prybylo, Vice President of Alli Sports,a division of NBC Sports Group (ALLI) approached the Town of Ocean City (TOC) with aPrivate Event Application requesting permission to conduct the Dew Tour on Thursdaythru Sunday, June 20-23, 2013. This MOU follows and incorporates an annual review of aPrivate Event Application by the City Staff and approval by the Mayor and City Council.

3. Event Summary: This event is a professional action sports tour, involving BMX,

skateboarding and surfing events. It will also include free concerts. One hundred of theworlds best athletes will compete for prize money, trophies and a Dew Tour title. Theevent will broadcast on NBC Television both domestically and internationally, as well aslive on the NBC Sports Network.

4. Scope. This Memorandum of Understanding includes the planning, coordination andexecution of the Dew Tour and identifies tasks/responsibilities for each party. Thismemorandum shall remain in force until terminated by either party.

5. Financial Agreement: ALLI will pay TOC all appropriate private event fees, for in-kindservices and for the rental of TOC owned equipment.

6. The attached Site Diagram and Build Schedule shall be a part of this MOU. Anychanges to these documents must be approved by the City Manager.

7. The following identifies the responsibilities of ALLI:a. Will submit a detailed site plans of the event site to the Office of the Fire

Marshal and City Engineer for the Town of Ocean City for review 30-daysprior to the event.

b. Will obtain the proper permits from the Office of the Fire Marshal.


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c. Will comply with all Federal, State, County, and City statutes, ordinances andcodes.

d. The site build will begin on Monday, June 10, 2013.e. All loading and unloading of event items shall take place on the beach from

Dorchester Street and the Inlet Lot. Will coordinate with the Ocean City

Police Department (OCPD) on any required police assistance in crossing theBoardwalk.f. Will install plywood, 24 wide, on all wooden Boardwalk surfaces at

Dorchester Street. This will include beveled edges on north and south sides toalso easy crossing by pedestrians, bikes, wheelchairs, and the like.

g. Will provide Ocean City Beach patrol (OCBP) a secured driving lane from theBoardwalk to the waters edge at Dorchester Street. Will provide staff to keepthis lane open at all times and assist in getting OCBP through a crowd, ifneeded.

h. Will maintain an open driving lane under the pier.i. Will move items from the Boardwalk and Inlet Lot to the event site by

utilizing all-terrain vehicles on the beach.j. Will set-up judging areas, tents, scaffolding, and use a public address system

on the beach.k. Will provide 24-hour, contracted security. Will coordinate with OCPD and

the contracted security company to create a security plan.l. Will provide a medical director on-site during this event. Will have an athlete

and spectator medical plan.m.Will work with the Ocean City Beach Patrol (OCBP) to assist in maintaining

an emergency vehicle access route within the event site.n. Will provide ADA walkways throughout the event site.o. Will work with the Fire Marshal for the safe use of generators and for

electrical inspection.p. Is responsible for supporting all medical incidents within the event footprint;

this shall include the medical treatment of volunteers, spectators, competitorsand staff.

q. Is responsible to all medical transport to medical facilities for medicalemergencies that occur from within the footprint of the event.

r. Is responsible for notifying Atlantic General Hospital (AGH) and PeninsulaRegional Medical Center (PRMC) and for keeping AGH and PRMC informedas it pertains to the medical plan.

s. Will obtain special insurance to deal with professional athletes.t. Will work with the City Engineer for bleacher and structure build standards

and requirements.

u. Pepsi products may be sampled in 3-ounce cups inside the event. Othersampling of Fla-vor Ice, and Slurpies may take place. Event sponsors maygive away event-related premium items such as beads, shoelaces, key chains,etc.

v. May sell Pepsi water from vending machines on-site.w. Will have no alcohol of any kind for sale on the beach. Alcohol may be

served, not sold, in a controlled, restricted VIP area during opening reception.x. Will complete an amicable agreement with applicable beach franchise

operators at least 30-days prior to the event.


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y. Will be responsible for the cleanliness of the beach within the site during theentire time of the event.

z. Port-o-lets and/or sanitary stations will be used. They must be serviced twicedaily and just prior to removal.

aa.May utilize the 65th Street south parking lot for truck parking.bb.

Will utilize the Northeast corner of the Inlet Lot (Rows XX-XX) for the NBCTV compound and bone yard.

cc.Will coordinate and comply with Ocean City Beach Patrol (OCBP) beachevacuation procedures.

dd.Will keep a secured driving lane from the Boardwalk to the waters edge atDorchester Street, keep it open at all times, and assist OCBP in gettingthrough this area if needed.

ee.Will provide day labor for trash collection throughout the event site.ff. May rent the Dorchester Street parking lot. If so, will pay the TOC for lost

revenue from this lot.gg.May sell event specific merchandise. Will also work with the local Pepsi

bottler to sell drinking water.hh.Will solicit and secure all sponsorships while complying with the Towns drink

and sun care product sponsorships. This event has been exempt from the TOCbeverage sponsorship. Sponsorships shall not include alcohol, gambling,drugs, sex or tobacco.

ii. Sponsors of the event are as follows: Mountain Dew, Pantech, Toyota, Ion,Stride, Mongoose, National Guard, GoDaddy.com, Paul Mitchell,Dogfunk.com, Camp Woodward.

jj. Sponsors may offer a raffle after receiving the necessary permit fromWorcester County.

kk.Will hold a planning meeting with all relevant staff from ALLI and TOC nolater than May 1, 2013.

ll. Will have ongoing, bi-weekly phone meetings beginning April 3, 2013 with allTown employees directly affected by this event.

mm.Will provide the Certificate of Insurance (COI) to include coverage forpersonal injury in the amount of $1,000,000.00 single limit, and name theMayor and City Council as also insured. This certificate will be provided tothe Town of Ocean Citys Private Event Coordinator prior to the issuance ofthis permit.

nn.The site will be completely broken down and all items will be off the beach by10:00 pm on July 1, 2013.

8. The Town of Ocean City is responsible for providing:

a. Tourism will post this event on the calendar of events website as well asinclude it in upcoming e-blasts as space is available. Will include this event inthe distributed event sheet. If requested, will share media list, and direct newsmedia to RELLC for free publicity opportunities.

b. Department of Public Works (DPW) will empty the trash containers on siteeach evening.

c. DPW will provide the following items to use during the event: northeastcorner of the Inlet Lot, pick-up trucks, bucket truck, flatbed, beach tractors,Broyhill machines, street brooms, mini-brooms, arrow boards, bleachers,


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beach walkways, hydrants, signs, steel fencing, trash cans, traffic cones, trafficbarricades, dumpsters, roll off and bike racks.

d. DPW will provide an on-site contact during the site build.e. DPW will install banners on 20-each Boardwalk light poles.f. OCBP may assist with the surfing contest and may also provide concert

security as done in the past.

9. This MOU shall remain in force until July 1, 2013, unless sooner terminated as providedherein.

10. Operational Security Provision: In the event of exigent circumstances arising duringthe course of the Dew Tour, TOC may, at its sole discretion, deploy or divert such publicsafety personnel and resources as deemed necessary. In the event of an emergency, theTOC may cancel the event in the course of its emergency procedures. In the event ofinclement weather the parties may cancel or postpone the event.

11. The TOC may of its sole discretion evacuate the beach site or dismantle the beach sitefor an official evacuation.

12. The TOC shall receive no portion of the Dew Tour revenue.

13. The Special Events Manager of TOC shall serve as the Towns Agent for the planning,coordination and execution of the Dew Tour. Aileen Sokol and Guy Finelli shall serve asthe agents for ALLI. Should any terms of this MOU not be met or should the tasksidentified in the timeline not be accomplished on schedule, TOC may terminate thisagreement at its discretion.

14. This MOU is effective when signed below and may be terminated by either party at anytime.

15. In the event a dispute arises regarding this MOU which cannot be resolved by theparties, the matter shall be submitted to mediation before commencement of litigation or asagreed by the parties.

16. Non Assignment. This MOU is not assignable by ALLI without the express writtenconsent of the Mayor and City Council of Ocean City, which consent may be withheld forany reason at the sole discretion of the Mayor and City Council of Ocean City.Furthermore, should ALLI cease to be associated with Dew Tour, the Mayor and CityCouncil may terminate this MOU.

17. No Partnership. This MOU does not create a partnership or any other business entityor affiliation between the parties, other than to define the respective rights and obligationsof the parties as to the presentation of the Dew Tour.

18. Final Agreement. This MOU represents the final agreement between the partieshereto, and shall only be amended or modified by written agreement between the parties.


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By: Chris Prybylo

Alli Sports, a Division of NBC SportsGroup

David L. RecorCity Manager

For the Mayor and City Council

Date___________________ Date___________________


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLEAPPLICATION 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: ________________________________________________

2. IS THIS A NEW EVENT? ___________________________________________

Page 1 of 8

Dew Tour

No- events in 2011, 2012


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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: ____________________________________________

4. STARTING & ENDING TIMES OF EVENT: _______________________________

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

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

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

much area will be used, etc.): _____________________________________________

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________

9. ORGANIZATION REPRESENTING: _____________________________________

_____________________________________________________________________

10. MAILING ADDRESS: _________________________________________________

_____________________________________________________________________

11. WORK PHONE: ____________________ HOME PHONE: ____________________

FAX: _________________________ EMAIL: _______________________________

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ____________________________________ IF NOT, WHY?

_____________________________________________________________________

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

_____________________________________________________________________

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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June 20-23, 2013

Approximately 10:00a-9:00p during event days

Beginning 12:01a June 6, 2013

Ending 11:59p July 1, 2013

On the beach, north of the pier up to North Division. Partial use of the northeast corner of the Inlet Lot.

Aileen Koprowski Sokol and Guy Finelli

Alli Sports, a division of the NBC Sports Group

c/o Alli/Dew Tour, 150 Harvester Dr-Suite 140,

Burr Ridge, IL 60527

203.701.0851/630.908.6302 C: 203.722.0211/630.470.2374

[email protected]/[email protected]

N/A

Guy Finelli

TBD- will be staying in local hotel or condo

630.908.6302

630.908.6322 630.470.2374

[email protected]


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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

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________

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

SUCH ACCESS? __________________ IF SO, WHERE? ____________________

_____________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,etc.): ________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: _____________________________________

_____________________________________________________________________

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: ___________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

_____________________________________________________________________

_____________________________________________________________________

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Professional action sports tour involving BMX, skateboarding and surfing events. 100 of the world's best athletes will compete for prize money,

trophies and a Dew Tour title. The event is broadcast live on NBC domestically and internationally, and live on NBC Sports Network. . The Dew Tour Experience will be free to the public,

featuring sponsor displays and sampling. Concerts are also part of the event. Musical acts and dates/times are TBD and will be coordinated with the town.

On the beach

Yes Dorchester- boardwalk crossing,

North Division- boardwalk crossing; Inlet Lot- under the pier

Will off load and load semi-trailers at Dorchester and North Division, and the Inlet Lot

under the pier utilizing all-terrain forklifts. Will coordinate with OCPD on any required police presence.

See attached document for sample build schedule

Yes- we will set up judging areas, tents,

scaffolding and an audio system on the beach

We will contract with a local security company and supplement with

Ocean City PD. We will coordinate with OCPD and the security company to create the best

security plan. Dew Tour's security manager will be on point

Potential use of the parking lot at 65th St and the Cropper Concrete plant lot for truckparking. Use of the Inlet Lot for NBC tv compound and boneyard. See attached sample layouts


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23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

__________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

_____________________________________________________________________

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

_____________________________________________________________________

_____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ______________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Page 4 of 8

Dew Tour's Medical Director will have an Athlete and Spectator medical plan,

supported by town EMS

The event takes place rain or shine. In the case of rain or other

inclement weather, such as high wind, the competition schedule may be altered. The Dew Tour will comply with Beach Patrol lightning procedures

The Dew Tour will provide day labor for trash collection throughout the day.

The town will dump each night

The Dew Tour will contract with a

local company to provide portolets

Event merchandise will be sold. There will be a plan for spectator water sales, possibly working with the local Pepsi bottler

Pepsi product will be sampled in 3-oz cups. Other tour sponsors may

sample (such as Fla-vor Ice, Slurpees, etc) and/or give away premium items

such as beads, shoelaces, key chains, etc. See attached list of current sponsors

Yes

The Dew Tour is funded through sponsorship

revenue and possible athlete entry fees and ticket revenue

Prize money and trophies will

be awarded


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

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.

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

_________________ 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.

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.

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.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________

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? _____________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):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Page 5 of 8

potentially-sponsors

yes- see sample layout

No

No

No

Alcohol will not be served

or sold to the general public. Alcohol may be served in a controlled, restricted VIP area.

Times and dates are TBD; however it will be staffed accordingly. Alcohol will not

be sold in the VIP area

approximately 100

approximately 18,000 per day

Working with the town, we will be contacting the beach stand vendors and implementing a similar plan to last year

We may ask for assistance with: trash removal; access to power; beach cleaning;

use of part of the inlet lot; relocation of beach stand vendors, as agreed to

with each vendor


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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? ___________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: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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.): ______________________________________________________

____________________________________________________________________

____________________________________________________________________

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

APPLICATION: ______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

.

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________NO_______

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

Page 6 of 8

N/A

N/A

2011, 2012: Ocean City, MD

Other cities: Breckenridge, CO; San Francisco, CA; Salt Lake City, UT; Portland, OR

see attached list

Dew Tour may request to rent the Dorchester St parking lot.

If rented, the Dew Tour will pay the rental fee.

X


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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

____________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 bottled

waters. 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______________

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_______________

Page 7 of 8

X


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LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions of allapplicable 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.

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 whatever

kind 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


25/182



6. CONSENT AGENDAB. Private Event Approval Request for ESA Regional Surfing

Championship May 9-12, 2013


26/182


1 2

SE Springfest3

SE

5

SE Springfest6 7 8 9

PE ESA Mid-

Atlanitc Regl

SurfingChamp. -

TENTATIVE

10

PE

Atlan

Surfi

TENT

12

PE ESA Mid-Atlanitc Regl

SurfingChamp. -

TENTATIVE

13 14 15 16

PE Cruisin OC

17

PE

19

PE Cruisin OC20 21 22 23 24

26 27 28 29 30

PE PIS Dodge Ball

- TENTATIVE

31

PE

TENT

May


27/182

TOWN OF

The Whi te Mar l in Cap i ta l o f th e

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Mid Atlantic ESA Regional Surfing ChampionshipsDATE: March 11, 2013

ISSUE(S): Request approval for Eastern Surfing Associations Mid-AtlanticRegional Championships event.

SUMMARY: Chris Makibbin of the Eastern Surfing Association is requesting tohold the Mid-Atlantic Regional Championships from May 9-12,2013. The event will take place on two (2) ocean blocks, eitherat 16th and 17th St., at 47th and 48th St. or at the Inlet.

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

RECOMMENDATION: Approve the event with the city staff caveats included inagreement.

ALTERNATIVES: Approve the event as requested by the event organizer.Do not approve the event.


COORDINATED WITH: City Staff

ATTACHMENT(S): 1) May 2013 Calendar2) Private Event Application3) Private Event Attachment4) Council Meeting Cover Sheet

Agenda Item # 6B



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Ocean City Private Events

Name of Event: ESA Mid-Atlantic Regional Surfing Championships New Event: No

Date of Event: May 9-12, 2013

Date Application Received: January 21, 2013 Application Fee Paid: No

Date Routed: January 21, 2013Date Returned from All Departments: March 12, 2014 Total Cost to Town: No foreseeable costs

Things to Note:

This event would consist of an amateur surfing competition in all age groups with a volunteer staff.

Participants would be from Delaware, Maryland, Virginia, South Carolina, North Carolina and Georgia

Event would take place from 8 am until 8 pm.

Event set-up would take place on the Friday before the event.

Location of the event would be on the beach. Ultimately preferred is the beach at 16th and 17th Streets. However, due

to surf and unpredictable conditions, request the possible use of the beach at 47th

and 48th

Streets or the Inlet. Event

organizer will confirm the exact location with the City no later than one (1) week prior to the event.

Event organizer requests vehicular access to the beach at the contest area.

Event organizer requests six (6) trash cans and six (6) recycling cans onsite, parking cones and four parking spots for

the duration of the event.

Expected number of participants is between 200-400.

Comments from Department Representatives:

RISK MANAGEMENT Insurance certificate must be submitted prior to the event.

FIRE MARSHAL Tent permit must be obtained form the Office of the Fire Marshal.

REC & PARKS No sponsors are listed, but this type of event usually has a tremendous number of sponsors.

OCPD Notify the affected shifts of the event.

OCBP, PUBLIC WORKS, OCCC, EMERGENCY SERVICES, TOURISM, TRANSPORTATION No concerns or

comments.

Date on Council Agenda: March 18, 2013

Event Approved of Denied:

Date Fees Received: Amount:

Date Insurance Certificate Received: Beach Franchise Notified:

Date Permit Issued:

Other:


29/182


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 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: ________________________________________________ESA Mid-Atlantic Re ional Surfin Cham ionshi s

2. IS THIS A NEW EVENT? ___________________________________________

Page 1 of 8


30/182

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: May 9-12, 2013

4. STARTING & ENDING TIMES OF EVENT: _______________________________7 am-dark

5. PROJECTED SET-UP DATE (S) & TIMES: ______5am

6. PROJECTED CLEAN-UP DATE (S) & TIMES:__morning of the event thru the end

of the event. We will do beach clean every day___



_____________________________________________________________________

_____________________________________________________________________

We will need 1 to 2 blocks of beach for the MARSC to be held. Competitors will befrom DE to GA

8. APPLICANTS NAME: ___________Chris Makibbin

9. ORGANIZATION REPRESENTING: ___Eastern Surfing Assoc.

_____________________________________________________________________

10. MAILING ADDRESS: ________PO Box 207, OCMD 21843_____

11. WORK PHONE: ____________________ HOME PHONE: ____________________

FAX: _________________________ EMAIL: _______________________________

410-641-1117 443-880-2931

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? _________________________________ IF NOT, WHY?

_____________501 3C 05-0392315

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

_____________________________________________________________________

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

_____________________________________________________________________11731 Windin Creek Dr., Berlin, MD 21228

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _410-546-6969________

FAX: _____________________________ CELL: __410-603-9706______________

E-MAIL ADDRESS: [email protected]

OTHER: _____________________________________________________________

Page 2 of 8
mailto:[email protected]:[email protected]


31/182

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

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

Amateur surfing competition, all age groups, volunteer staff. A fun family event. We willhave competitors from DE, MD, VA, SC, NC and GA

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________ualit Inn, 17th St.

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

SUCH ACCESS? __________________ IF SO, WHERE? ___Contest

area_________________ _________________________________

yes

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,etc.): _Supplies are brought by 4x4 truck on nearest beach access and loaded back on

to truck at end of contest.

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: _____________________________________

___________yes, included___

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: ___________________________________________________________

_____________________________________________________________________Cones and tape

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

____________no parking signs for a few spots for event

organizers____________________________________________________________

_____________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

__________ IF SO, WHAT TYPE? __________________________________

__________not so far. We will contact OCBP and also the

paramedics____________

Page 3 of 8


32/182

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

Rain or shine

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

City trash cans, bags, etc. We would like to please get 6 garbage cans and 6 recyclingcans

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

_________________the hotels they are staying_____________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

none

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ___yes________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_______________the eastern surfing assoc. entry fees only_______________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

_____________________________________________________________________Tro hies and rizes/ roduct will be rovided b s onsors.

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

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.

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

___ Please forward a copy of the approved Air Support/Air-Inflated Structures Permit to the Private

Events Coordinator.

Page 4 of 8


33/182

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

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

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.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: ________________________________

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? _____________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):

_______trash cans, parking cones 4 roped off parking spots.

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

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

OBTAINED TIS PERMIT? ___________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

Page 5 of 8


34/182

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

(5) YEARS: __________________________________________________________

______________________every summer for over 30 years

_____________________________________________________________________

_____________________________________________________________________

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.): ______________________________________________________

____________________________________________________________________

____________________________________________________________________

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

APPLICATION: ______________________________________________________

Ultimately we would like to hold the contest at 17 th St. However, due to surf and

unpredictable conditions we are requesting the possible use of 17th

, 48th

or inlet as

possible locations for the event. We will contact the city no later than 1 week prior to

event to confirm location.

.

45. 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________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,

Page 6 of 8


35/182

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 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______________12/16/12Si nature on file

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_______________12/16/12Si nature on file

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.

Page 7 of 8


36/182

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.

APPLICANTS SIGNATURE___________________________DATE____12/16/12___Si nature on file

Page 8 of 8


37/182


38/182



6. CONSENT AGENDAC. Private Event Approval Request for Play It Safe

Various Dates in May and June


39/182


1 2

SE Springfest3

SE

5

SE Springfest6 7 8 9

PE ESA Mid-

Atlanitc Regl

SurfingChamp. -

TENTATIVE

10

PE

Atlan

Surfi

TENT

12

PE ESA Mid-Atlanitc Regl

SurfingChamp. -

TENTATIVE

13 14 15 16

PE Cruisin OC

17

PE

19

PE Cruisin OC20 21 22 23 24

26 27 28 29 30

PE PIS Dodge Ball

- TENTATIVE

31

PE

TENT

May


40/182


p

2

PE - PIS Karaoke-

TENTATIVE

3 4

PE - PIS Karaoke &

Volleyball-

TENTATIVE

5

OC Air Show Set-up


TENTATIVE

6

OC Air Show Set-up

PE PIS Dodge Ball

TENTATIVE

Dew Tour Set-up -

TENTATIVE

7

Long

OC A

Sand

PE

TENT

Dew

TENT9

Longboard Challenge

OC Air ShowPE - Sand Duels -

TENTATIVE

PE - PIS Karaoke-

TENTATIVE

Dew Tour Set-up -

TENTATIVE

10

OC AIR SHOW

BreakdownDew Tour Set-up

11

PE - PIS Karaoke &

Volleyball -TENTATIVE

Dew Tour Set-up

OC AIR SHOW

Breakdown

12

Dew Tour Set-up

OC AIR SHOWBreakdown


TENTATIVE

13

Dew Tour Set-up

PE PIS Dodge Ball- TENTATIVE

14

Sun R

Dew PE

TENT

16

Dew Tour Set-up17

Dew Tour Set-up18

Firemens Pipe &

Drums

Dew Tour Set-up

19

Firemens Parade

Dew Tour Set-up

20

Dew Tour21

Dew

PE -

23Dew Tour

Beach 5 Sand Soccer





28Dew

June


41/182

TOWN OF

The Whi te Mar l in Cap i ta l o f th e

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Play It Safe Events 2013DATE: March 12, 2013

ISSUE(S): Request approval for 2013 Play It Safe Events

SUMMARY: Donna Greenwood of the Ocean City Drug and Alcohol AwarenessPrevention Committee would like to hold the following free

events for high school seniors who celebrate their graduation inOcean City:

Karaoke on the Beach Sundays, June 2 & 9 on the beach atDorchester St. from 6-8 pm

Karaoke & Volleyball on the Beach Tuesdays, June 4 & 11 onthe beach at the volleyball nets at Dorchester Streetbeginning at 5 pm

3 on 3 Basketball Wednesdays, June 5 & 12 in the east andwest gyms at Northside Park beginning at 7 pm.

Dodge Ball Thursdays, May 30, June 6 & 13 in the east andwest gyms at Northside Park from 7-10 pm.

Tennis Fridays, May 31, June 7 & 14 at the 61st StreetTennis Complex from 1-3 pm.

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

RECOMMENDATION: Approve the events with caveats requested by staff.

ALTERNATIVES: Approve the events as proposed by the organizer.Do not approve the event.


COORDINATED WITH: City Staff

ATTACHMENT(S): 1) May and June 2013 Calendar2) Private Event Application - Karaoke3) Private Event Application Karaoke and Volleyball4) Private Event Application Dodge Ball5) Private Event Application - Tennis6) Private Event Application Basketball7) Council Meeting Cover Sheet

Agenda Item # 6C



42/182

Ocean City Special Events Private Events

Name of Event: Play It Safe Events New Event: No

Date of Event: Multiple Dates in May and June (see below)

Date Application Received: January 21, 2013 Application Fee Paid: N/A

Date Routed: January 21, 2013

Date Returned from All Departments: March 12, 2013 Total Cost to Town:All Events: $6,754.80Karaoke: $ 740.16Karaoke & Volleyball: $2,677.36Basketball: $2,079.68Tennis: $ 324.00Dodge Ball: $ 933.60

Transportation Value: $133,191.00

PLAY IT SAFE 3 KARAOKE ON THE BEACH SUNDAYS JUNE 2 AND 9

Things to Note: This event consists of singers/groups singing Karaoke and competing for prizes.

The event would take place on the beach at Dorchester St.

Set up for this event would be on the day of the event at 5:00 p.m.

The event would take place from 6:00 p.m. until 8:00 p.m.

Clean up of the event site would take place directly after the event finishes.

The event organizers request permission to set up a sound system for the DJ, to erect a small 10x10 pop-up tent and Inlet Parking Lot passes for the event volunteers.

Event organizers request the following from the Town of Ocean City: use of electric, 4 tables and 12chairs, police presence, trash receptacles, and free bus passes for Play It Safe participants. Also, the eventcoordinators would welcome OCBP to this event for them to distribute beach safety information.

Expected number of participants for this event is 50 with 400 spectators.

Event Organizer requests the ability to give the graduate wristbands to ride the busses for free.

Event organizer requests that the Insurance requirement be waived, and the event be included in the Townsinsurance.


PUBLIC WORKS Recommend the event location be moved from Dorchester St. to either North DivisionSt. or 3rd St. because of the Dew Tour move-in taking place at Dorchester St. Will provide parking passesfor volunteers, extra trashcans, four (4) tables and twelve chairs on event nights. Total cost to thedepartment is estimated at $500.00.

RISK MANAGEMENT Suggests the event organizers obtain waivers from participants.

OCPD Will assign auxiliary officers to the event and notify the appropriate shifts of the event.

REC. & PARKS Will assist with set-up, break down, registration and supervision of event. Total cost tothe department is $240.16.

FIRE MARSHAL Must obtain permits from the Office of the Fire Marshal for any tents the applicantwishes to setup.

TRANSPORTATION Provide ride-all-day bus service to high school graduates wearing numerically-numbered, color-coded Play It Safe wristbands for 3-weeks in June. Last year, PIS distributed 6,922wristbands for an estimated value of $133,191.

TOURISM, EMERGENCY SERVICES, OCBP, and CONVENTION CENTER No comments, concernsor costs.

KARAOKE & VOLLEYBALL ON THE BEACH TUESDAYS JUNE 4 AND 11Things to Note:

This event would consist of volleyball teams of 4/6 members competing against one another. Karaokewould be set up beside the volleyball courts where singers/groups would compete for prizes.


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Set up for this event would be on the day of the event at 3:00 p.m.

This event would be held on the beach at the volleyball nets at Dorchester Street.

The event would begin at 4:30 p.m.

Clean up of the event site would take place directly after the event finishes.

The event organizers request permission to set up a sound system for the DJ, to erect a small 10x10 pop-up tent and Inlet Parking Lot passes for the event volunteers.

Event organizers request the following from the Town of Ocean City: use of electric, 10 tables and 15chairs, 10 beach volleyball nets, police presence, trash receptacles, and free bus passes for Play It Safe

participants. Also, the event coordinators would welcome OCBP to this event for them to distribute beachsafety information.

Expected number of participants for this event is 50 with 300-400 spectators.




PUBLIC WORKS Will provide volunteer parking passes, extra trashcans, ten tables and 15 chairs onevent nights. Total cost to the department is estimated at $500.00.



REC. & PARKS Completely responsible for set-up, event organization and breakdown. Staff will alsoassist with registration. Parks staff will set-up additional volleyball courts specifically for this event.Program staff will take down temporary courts at the events completion. Total costs are $2,177.36;$577.36 for staff and $1,600.00 for facility rental.

FIRE MARSHAL Must obtain permits from the Office of the Fire Marshal for any tents the applicantwishes to setup.


TOURISM, OCBP, CONVENTION CENTER, and EMERGENCY SERVICES No comments, concernsor costs.

3 ON 3 BASKETBALL WEDNESDAYS JUNE 5 AND 12Things to Note:

This event would consist of teams of 3 playing basketball through an elimination process to determine awinner at Northside Park in both the East and West gyms.

Sign-up for this event would begin at 7:00 p.m., the games would start at 8:00 p.m. and continue until awinner is determined.

Water, soda and pizza would be served to the participants.

Prizes would be awarded, such as Play It Safe t-shirts, gift certificates, and the like.

Expected number of participants for this event is 300.

Event organizers request the following from the Town of Ocean City: tables, chairs, basketballs, OC Rec.staff as desired by Director and free bus passes for Play It Safe participants. Also, the event coordinatorswould welcome OCBP to this event to distribute beach safety information.



Comments from Department Representatives: RISK MANAGEMENT Suggests the event organizers obtain waivers from participants.

OCPD Will assign auxiliary officers to the event and notify appropriate shifts.

REC. & PARKS Responsible for all set-up, tournament organization, facility monitoring and assistingwith registration. Also responsible for reserving and providing the facility for the event. Total cost is$2,079.68; $799.68 for staff and $1,280.00 for facility rental.


TOURISM, OCBP, PUBLIC WORKS, EMERGENCY SERVICES, CONVENTION CENTER, ANDFIRE MARSHAL No comments, concerns or costs.


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DODGE BALL THURSDAYS MAY 30, JUNE 6 AND 13Things to Note:

This event would consist of teams competing against each other for fun at Northside Park in both the Eastand West gyms.

Sign-up for this event would begin at 7:00 p.m., the games would start at 8:00 p.m. and continue until10:00 p.m.

Play It Safe t-shirts would be awarded as prizes.

Expected number of participants for this event is 100 with approximately 50 spectators.

Event organizers request the following from the Town of Ocean City: Use of gyms, tables, chairs, dodgeballs, OC Rec. staff as desired by Director and free bus passes for Play It Safe participants. Also, the eventcoordinators would welcome OCBP to this event to distribute beach safety information.


Event organizer requests that the Insurance requirement be waived, and the event is included in the Townsinsurance.



OCPD Will assign auxiliary officers to the event and notify appropriate shifts.

REC. & PARKS Reserve and provide use of Northside Park facility balls, tables, chairs and staff to runevent and supervise the facility. Total cost to the department is $933.60 - $453.60 for staff and $480.00 infacility use.


TOURISM, OCBP, PUBLIC WORKS, EMERGENCY SERVICES, CONVENTION CENTER, ANDFIRE MARSHAL No comments, concerns or costs.

TENNIS FRIDAYS, MAY 31, JUNE 7 AND 14Things to Note:

This event would consist of individuals or teams challenging one another on the tennis courts at the 61stStreet Tennis Complex.

This event would take place from 1:00 p.m. until 3:00 p.m.

Set up would take place on the day of the event, at 12:00 noon, and the site would be cleaned up directlyfollowing the event.

The event coordinators request use of one (1) table, three (3) chairs as well as multiple tennis rackets andtennis balls.

Prizes would be awarded, such as Play It Safe t-shirts, gift certificates, and the like.

Expected number of participants for this event is 40 with approximately 25 spectators.






REC. & PARKS Will run this event. Total cost to the department is $324.00 - $144 for staff, $180 indonated court time.

TRANSPORTATION Provide ride-all-day bus service to high school graduates wearing numerically-

numbered, color-coded Play It Safe wristbands for 3-weeks in June. Last year, PIS distributed 6,922wristbands for an estimated value of $133,191.

TOURISM, EMERGENCY SERVICES, PUBLIC WORKS, BEACH PATROL, CONVENTIONCENTER, and FIRE MARSHAL No comments, concerns or costs.

Date on Council Agenda: March 18, 2013

Date Insurance Certificate Received: Beach Franchisee Notified:

Event Approved or Denied:


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Date Fees Received: Amount:

Date Permit Issued:

Other:


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NON-REFUNDABLE APPLICATION FEE:$35.00 For Profit Applicants, $15.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD 21842


This application should be completed and forwarded to the Ocean City Special EventsDepartment at least 90 days prior to the requested event for City Council consideration.

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 Special Event Application Guidelines.

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

$35.00 For-Profit Applicants and $15 Non-Profit Applicants(If a Date Hold was approved for this event last year, please submit the remainder of balance.)

The minimum fee for City property usage is $150 per day for For-Profit Applicants and$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject tothis fee assessment.

1. TITLE OF EVENT: ____________________________________________________Play It Safe 3 on 3 Basketball

2. IS THIS A NEW EVENT? ______________________________________________No

3. DATE(S) OF EVENT: __________________________________________________Wesdnesdays June 5 and 12, 2013

4. STARTING & ENDING TIMES OF EVENT: _______________________________7 PM until

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

_____________________________________________________________________Same dates 6 PM

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

______________________________________________________________________Same da as events



Northside Park East and West ms

_______________________________________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

8. APPLICANTS NAME: ________________________________________________Donna R. Greenwood.

9. ORGANIZATION REPRESENTING: _______________________________________________________________________________________________________________________________________________________________________________

Ocean Cit Dru and Alcohol Abuse Prevention Committee

10. MAILING ADDRESS: _________________________________________________

_____________________________________________________________________P.O. Box 954; Ocean Cit MD 21843

11. WORK PHONE #_____________________HOME PHONE #__________________FAX: _________________________ E:MAIL: _____________________________

410-289-7060

[email protected]

12. IF ORGANIZATION IS NONPROFIT, LIST NONPROFIT CLASSIFICATIONAND IDENTIFICATION NUMBER: _________________________________________________________________________________________________________501C 3; Fed. ID #1453374

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR: ______________________________________Al Hand

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________

__________________________________________________________________________________________________________________________________________

Ocean City Recreation & Parks

15. COORDINATORS CONTACT NUMBERS:HOME: ___________________________WORK: 410-250-0125FAX:_____________________________CELL: __________________________E-MAIL ADDRESS: ________________________________________________OTHER: __________________________________________________________

410-250-5409

ahand @ococean.com

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

March 18 2013 Complete Agenda

Documents

Transcript of March 18 2013 Complete Agenda