july 1 2013 complete agenda

7/28/2019 July 1 2013 Complete Agenda

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MAYORANDCITYCOUNCILREGULARSESSION

Monday,July1,20136:00P.M.

AGENDA

1. CALLTOORDER2. PRAYERANDPLEDGE3. APPROVALOFMINUTES

A. RegularSession#11datedJune17,2013

4. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCILA. OathofOfficeforPoliceChiefRossBuzzuro

B. CouncilStandingCommitteeDraftAgendasfortheWeekofJuly8,2013

5. CONSENTAGENDAA. PrivateEventApprovalRequestforOceanCityJeepWeekParadeAugust23,2013

B. PrivateEventApprovalRequestforAtlanticClubs2ndAnnualWalkforRecoverySeptember7,2013

C. PrivateEventApprovalRequestforOCtoberfestOctober1920,2013andOctober2627,2013

D. DemocraticClubofOceanCity/BerlinApprovalRequesttoServeBeerandWineatFiestaParkPicnic

E. RequestPermissiontoSolicitBidsfor:

1. 51stStreetWellHouseConstruction2. AnnualStandbyGeneratorMaintenanceContract3. 3YearFireAlarmMaintenanceContract4. 3YearHVACMaintenanceContract

6. MISCELLEANEOUSREPORTSANDPRESENTATIONSA. PrivateEventApprovalRequestforUSSSAWorldSeriesOpeningCeremonyJuly29,2013

B. CliffSutherlandUpdateonOCBikefest

7. PUBLICHEARINGS8. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF

A. DiscussionofMarylandMunicipalLeagueDoubleTaxationWorkgroupFinalReport

9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR10. COMMENTSFROMTHEPUBLIC

Any person whomay wish to speak on anymatter at the Regular Sessionmay be heard duringCommentsfromthePublicforaperiodoffive(5)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.


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MayorandCityCouncilRegularSessionAgenda July1,201311. COMMENTSFROMTHECITYMANAGER

A. ReviewoftentativeworksessionagendaforJuly9,201312. COMMENTSFROMTHEMAYORANDCITYCOUNCIL13. ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, JULY 1, 2013

3 APPROVAL OF MINUTES

A. Regular Session #11 dated June 17, 2013


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4 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Oath of Office for Police Chief Ross Buzzuro


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NewsReleaseTownofOceanCity,Maryland

Forimmediaterelease Mediacontact:JessicaWatersJune18,2013 CommunicationsManager

4102898967TownofOceanCityannouncesnewPoliceChief

Afterconductinganationalsearch,whichresultedindozensofqualifiedcandidates,theTownof

OceanCityispleasedtowelcomeLieutenantColonelRossBuzzurotothepositionofChiefofPolice.

ThepositionbecamevacantinJanuary2013,when25yearTownofOceanCityemployee,Chief

BernadetteDiPino,retired.

AsChiefofPolice,Buzzurowilloverseethedepartment,whichconsistsofnearly100fulltime

officers,100seasonalofficersandapproximately20civilianemployees.Inaddition,his

responsibilitieswillincludedevelopingandimplementinglawenforcementinitiativesandcrime

preventionstrategies,creatingorganizationandcommunitypartnerships,overseeingoperational

commandsandmanagingamultimilliondollarbudget.

OnbehalfoftheCityCouncil,IamverypleasedtowelcomeChiefBuzzurotoOceanCity,said

MayorRickMeehan.Wehadanumberofveryqualifiedcandidatesapplyforthepositionandthis

wasaverytoughdecisiontomake,however;ChiefBuzzurosknowledge,experienceandleadership

stoodoutamongsttherest.Iamconfidenthewillbeagreatassettothecitizensinthecommunity,

themembersoftheOceanCityPoliceDepartment,aswellasthefutureofOceanCity.

ChiefBuzzurobeganhiscareerinlawenforcementin1985,asapolicecadetinBaltimoreCity.He

workedhiswaythroughtheranks,servingasasergeant,detectivelieutenant,deputymajor,major

andeventuallybeingnamedlieutenantcolonelin2007.AgraduatefromtheFederalBureauof

InvestigationsNationalAcademyandtheUniversityofMarylandsFire&RescueInstitue,Chief

BuzzurohasbeenacommanderwithintheBaltimoreCitysSpecialEnforcementSection,Patrol

Division,CriminalInvestigationDivision,andInternalInvestigationsDivision.HehasaBachelors

andMastersDegreeinManagementfromJohnHopkinsUniversityandisknownforimproving

operations,effectivelymanagingresourcesandstrengtheningrelationships.

BuzzuroisexpectedtobeginhisnewpositiononJuly2.Iamhonoredtoservetheresidentsand

visitorsofOceanCityasChiefofPolice,saidChiefBuzzuro.AsChief,Iunderstandakeycomponentofpublicsafetyispartneringwiththecommunityandunderstandingthedynamic

OceanCitysuniqueenvironment.Ilookforwardtoaccomplishingpublicsafetythroughteamwork,

professionalism,anddisciplineofthefinemenandwomenwhoservetheOceanCityPolice

Department.

###


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4 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

B. Council Standing Committee Draft Agendas for the

Week of July 8, 2013


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OceanCity,MarylandPoliceCommission

AgendaMonday,July8,20139:00AM

PSBBuilding,6501CoastalHighway

1. CalltoOrder2. ApprovaloftheMinutesofJune10,2013meeting3. OldBusiness4. NewBusiness

a. ReportonCrimeStatisticsb. ReportonPedestrianSafetyStatisticsandInitiativesc. ReportonECD/TaserUsed. DiscussionofFourWheelScootCoupe

5. OtherBusiness6. Adjourn


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TourismCommissionMeetingAgenda3p.m.

Monday,July8,2013Room214ConventionCenter

1)DiscussiononBoardwalkattireordinanceconsideration2) Tourismmetricsupdate3) Summeradvertisingcampaignstatus4)Updatesfromorganizations


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OCEAN CITY, MARYLAND

RECREATION & PARKS COMMITTEETuesday, July 9, 2013

4:00 P.M.

Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of June 11, 2013

3. Caroline Street Boardwalk Stage Update

4.New Private Special Events

5. Other Business

6. Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 7-9-2013


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5. CONSENT AGENDAA. Private Event Approval Request for Ocean City Jeep

Week Parade August 23, 2013


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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: Lisa Mitchell, Private Events CoordinatorRE: OC Jeep Week ParadeDATE: June 11, 2013

ISSUE(S): Request approval of the OC Jeep Week Parade for Friday, August23, 2013 at 8:00 am.

SUMMARY: Applicant requests Jeeps stage in the Bonfire Parking Lot and on70th Street bayside at 7:00 am. OCPD will escort 250 vehiclesacross Coastal Highway beginning at 8:00 am, and OCBP escortsthem from 70th Street on the beach to the Inlet Lot. The paradewould be completed by 10:30 am. Last year, 80 vehiclesentered at 30th Street and stayed on the beach betweentrashcans and beach patrol stands. Applicant posted signs aboutthe event at every beach entrance affected by the parade. Also,applicant confirmed pier clearance, which may be an issue if thedeep pass through is filled with water due to a high tide.Applicant will comply with these conditions again.

Beach Patrol was concerned with the applicants requests toinclude more participants and to lengthen the parade route. Also

Beach Patrol cannot support the event until 10:30 am due toother Surf Rescue Technician (SRT) duties. A meeting took placeon Thursday, June 20, to address these concerns. An agreementwas reached to stage at 30th Street again. This way, the numberof participants can be increased and the event can be completedby 9:30 am, so SRTs can get to their regularly scheduled duties.

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

RECOMMENDATION: Approve the event.

ALTERNATIVES: Do not approve the event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator

COORDINATED WITH: All appropriate departmental staff has reviewed, and the eventhas been coordinated with Beach Patrol and OCPD.

ATTACHMENT(S): 1) August 2013 Calendar2) Application3) Layout4) Cover Sheet

Agenda Item # 5A

Council Meeting June 17, 2013


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Sun Mon Tue Wed Thu

1

4

SE Sundaes in the Park

PE - OC Cruzers

PE OC BeachlightsPE Northside Park Fireworks

5

PE Beach

Fireworks

6

PE Beach Fireworks7

SE Concerts on

the Beach

8

11

SE Sundaes in the Park

PE OC Beachlights

PE Northside Park FireworksPE Plein Aire - TENTATIVE

12

PE Beach

Fireworks

13

PE Beach Fireworks14

SE Concerts on

the Beach

15

18

SE Sundaes in the ParkPE - OC Cruzers

PE OC Beachlights

PE Northside Park Fireworks

19

PE BeachFireworks

20


SE Concerts onthe Beach

22

25

SE Sundaes in the ParkPE OC Beachlights

PE Northside Park Fireworks

PE Soccer Resort Beach Tourn.

26

PE BeachFireworks

27


SE Concerts onthe Beach

29

August


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Ocean City Private Events

Name of Event: OC Jeep Week Parade New Event:No

Date of Event: August 23, 2013

Date Application Received: April 4, 2013 Application Fee Paid: Yes/$100

Date Returned from All Departments: June 11, 2013 Total Cost to Town: $ 315.00

Things to Note:

This event would be a parade of Jeeps on the beach from 70 th Street to the Inlet Lot.

Staging would start at 7 am and take place at the Bonfire Parking Lot, and 70th Street Bayside.

Event would take place from 8 am until 10:30 am.

The parade route would be between the trashcans and the beach patrol stands on the beach.

Total number of participating Jeeps would be no more than 250.

The event coordinator would like to utilize the Inlet Lot to re-inflate the participating Jeeps tires.

The event would happen rain or shine, unless determined to be unsafe by the Town of Ocean City.

Applicant requests OCPD control the 70th Street intersection at the start of the parade.

Applicant requests OCBP escort the parade from 70th Street on the beach to the Inlet.

Applicant will contact all beach stand owners. Sponsors of the event are as follows: Barretts, Hoopers, Commander Hotel, Fat Daddys, Buxys, Bank of OC, CC

Customs, ASAP Screen Printer, Hang Loose SUP, and the Green Turtle.

Comments from Department Representatives:

OCPD Will provide two (2) officers to stop traffic to facilitate the jeeps getting from the staging area onto the beach.

RISK MANAGEMENT Insurance Certificate must be submitted prior to the event. Each vehicle must also havetheir own insurance.

OCBP We will have an ATV spaced every X number of jeeps to make sure they do not leave the line and do notdrive east of the parade route. Last year we were spaced every eight jeeps. If OCBP is going to be involved, we needto be released prior to 9:30 am so that the ATVs can return to the required duties of the day and the ATV drivers can

be on the stands and ready for the day prior to 10:00 am. The parade route must be between the trashcans and thebeach patrol stands. Last year the total number of participants was 80 vehicles. That was a manageable number ofjeeps. I think 200 are too many. Maybe no more than 130 cars should participate. The event coordinator must checkpier clearance to make sure there are no issues. The event coordinator will also post signs about the event at all beachentrances affected by the parade. I am concerned about the number of jeeps as well as the length of the course andthat most of the course will be away from the Boardwalk, which is a natural barrier and can help control pedestriantraffic. After the event last summer, which went well and was manageable, I thing the number of jeeps are too high.Suggest either more jeeps or a longer route, but not both the same year. Again, we cannot assist past 9:30 am.

PUBLIC WORKS OCCC, EMERGENCY SERVICES, TRANSPORTATION, TOURISM, REC & PARKS, FIREMARSHAL No comments, 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: ________________________________________________Ocean Cit Jee Week Parade Beach Crawl

2. IS THIS A NEW EVENT? No 3rd

year. 1st

year canceled by hurricane, last year

was a great success

Page 1 of 8


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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: __Friday, August 23, 2013

4. STARTING & ENDING TIMES OF EVENT: 7 am staging, 8 am start, 10:30

completion_______________________________

5. PROJECTED SET-UP DATE (S) & TIMES: __1 hour prior

6. PROJECTED CLEAN-UP DATE (S) & TIMES:_no clean up involved

_____________________________________________________________________

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

much area will be used, etc.): _____________________________________________

staging at 70th St. bayside and bonfire lot, route will be east on 70 th St. to the beach

then south to the Inlet Lot.

8. APPLICANTS NAME: __Will Lynch/Larry Sackadorf

9. ORGANIZATION REPRESENTING: _Commander Hotel and OC Jeep Week

_____________________________________________________________________

10. MAILING ADDRESS: 1401 Atlantic Ave., Ocean City, MD 21842

_____________________________________________________________________

11. WORK PHONE: 410-289-6166 HOME PHONE: 410-629-1354

FAX: 410-289-3998 EMAIL: [email protected]

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ____N/A____________________________ IF NOT, WHY?

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

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

Larry 10329 Shingle Landing Rd., Bishopville, MD

21813_______________________________________________________________

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________

FAX: ____________________________ CELL: _443-783-3289

E-MAIL ADDRESS: [email protected],

410-289-4346410-352-3366

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

Parade of jeeps from 70th St to the Inlet Lot via the beach

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________Commander Hotel

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

SUCH ACCESS? ___yes_______________ IF SO, WHERE? _70th St to the

Inlet_______________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

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

_____________________________________________________________________

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: _______N/A

_____________________________________________________________________

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: ___________________________________________________________

_____________________________________________________________________N/A

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

_Staging will be at the Bonfire Restaurants parking lot and 70th St. bayside. Police

control of 70th St. intersection at the start of the parade will be needed as will beach

patrol escort from 70th St. beach access to the Inlet.

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

N/A__________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

Page 3 of 8


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24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________Rain or shine, unless determined to be unsafe (i.e. storm)

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

______________N/A___________________________________________________

_____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): ____N/A_______________________________________________

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? __Yes________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_______Organizers_____________________________________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __N/A_____________________________

_____________________________________________________________________

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?

__No___________ 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: ____200-250___________________

38. EXPECTED NUMBER OF SPECTATORS: _standard beach, boardwalk and inlet

traffic

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? __Yes___________WHO DID YOU CONTACT? All

beach stand owners will be contacted from list of city data

base_________________________________________________________________

_____________________________________________________________________

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________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Page 5 of 8


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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? _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.

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: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Ocean City Jeep Week 2010, 2011, 2012Red Knights 9-11 Remembrance Boardwalk ParadeOC Powerboat Races

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.): __Barretts, Hoopers, Commander Hotel, Fat Daddys, Buxys, Bank

of OC, CC Custons, ASAP Screen Printer, Hang Loose SUP, Green Turtle and more.

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

APPLICATION: ______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

. No

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.

Page 6 of 8


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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 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_Signature on File____________DATE__3/4/13_______

MANDATED CHANGES/CANCELLATION

Applicant 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__ Signature on File____________DATE__3/4/13______

Page 7 of 8


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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 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.

APPLICANTS SIGNATURE_ Signature on File____________DATE__3/4/13______

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.

APPLICANTS SIGNATURE__ Signature on File____________DATE__3/4/13______

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 Signature on File____________DATE__3/4/13__

Page 8 of 8


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5. CONSENT AGENDAB. Private Event Approval Request for Atlantic Clubs 2nd

Annual Walk for Recovery September 7, 2013


24/119

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Atlantic Clubs 2nd Annual Walk for RecoveryDATE: June 25, 2013

ISSUE(S): Request approval of the Atlantic Clubs 2nd Annual Walk forRecovery for September 7, 2013.

SUMMARY: This is a 5-mile walk on the Boardwalk beginning and ending atthe Inlet. The goal is to raise awareness about the Atlantic Club,where the Worcester Addiction Center is located. There theyservice the recovery/treatment of community members andfamilies.

The event coordinator requests 20 parking passes for the InletLot for event volunteers to use from 6 am until 4 pm. PublicWorks will provide if approved by Council.


RECOMMENDATION: Approve the event as presented.

ALTERNATIVES: Defer to Mayor and Council.


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

ATTACHMENT(S): 1) September 2013 Calendar2) Cover3) Application4) Site Layout

Agenda Item # 5B

Council Meeting July 1, 2013


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Sun Mon Tue Wed Thu Fri

1

PE OC Beachlights2 3 4 5 6

8

PE OC Cruzers

9 10 11

911Parade of Brothers

12

Bike Fest

13

Bike

15

Bike Fest

16 17 18 19

SunfestPS Sunfest Kite Fest

20

SunfePS

22

SunfestPS Sunfest Kite Fest

PE OC Cruzers

23 24 25 26 27

PE - W

29 30

September


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Name of Event: 1st Annual Walk for Recovery New Event:No

Date of Event: Saturday, September 7, 2013

Date Application Received: March 8, 2013 Application Fee Paid: Yes

Date Returned from All Departments: April 22, 2013 Total Cost to Town: No support costInlet Parking Lot revenue loss of $300.00

Things to Note:

This event would consist of a 5-mile walk on the Boardwalk beginning and ending at the Inlet.

The events goal is to raise awareness about the Atlantic Club where the Worcester Addiction Center is located. Therethey service the recovery/treatment community and their families.

The event coordinator requests 20 parking passes for the Inlet Lot for event volunteers to use from 6 am until 4 pm.

Event would set-up on Saturday, September 7 from 6 am until 7:45 am. On the south end of the Boardwalk at the LifeSaving Museum and Harrisons Harbor Watch, set-up would consist of six to seven 8-foot long tables, multiple chairs,a podium and a PA System. On the Boardwalk at 27th Street, set-up would consist of one 8-foot long table and a fewchairs.

Cleanup would take place directly after the event, and be complete no later than 4 pm. Registration for the event would begin at 8 am.

The opening ceremony would begin at 9 am and the walk would immediately follow.

Prize drawings would be held at the conclusion of the walk, at approximately 12-12:30 pm.

Water stations would be located at the registration booth on the south end of the Boardwalk and on the Boardwalk at27th Street.

There would be a DJ on the south end of the Boardwalk.

Expected number of participants is 500-1,000.


PUBLIC WORKS Organizer requests 20 free parking passes for the volunteers the day of the event, from 6 amuntil 4 pm as well as the use of some space at the south end of the Boardwalk. If approved, lost revenue from the InletParking Lot would be $300.00.

RISK MANAGEMENT Insurance Certificate to be obtained and submitted for file. Participants should also berequired by the event coordinator to sign a hold harmless waiver as well.

OCPD, FIRE MARSHAL, REC & PARKS, OCBP, EMERGENCY SERVICES, TOURISM, TRANSPORTATION,and OCCC No comments, concerns or costs.

Date on Council Agenda: July 1, 2013



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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.


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.



1. TITLE OF EVENT: ________________________________________________Atlantic Clubs 2ndAnnual Walk for Recover

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: _9/7/2103___________________________________

4. STARTING & ENDING TIMES OF EVENT: 6am-4pm_______________________

5. PROJECTED SET-UP DATE (S) & TIMES: _6-7:45am_______________________

6. PROJECTED CLEAN-UP DATE (S) & TIMES:_1:30-4pm___________________

_____________________________________________________________________

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

much area will be used, etc.): _____________________________________________

_____________________________________________________________________

_____________________________________________________________________

Inlet area of the Boardwalk between life saving museum and trimpers at bottom of slope near thetram. Will not block any walkways. 3 8-foot tables set-up, a podium and a PA system.

8. APPLICANTS NAME: ______Mary Myers________________________________

9. ORGANIZATION REPRESENTING: __Atlantic Club______________________

_____________________________________________________________________

10. MAILING ADDRESS: _Mary PO Box 1485, Berlin, MD_______________

_____________________________________________________________________Atlantic Club PO Box 563 Ocean Cit MD 21842

11. WORK PHONE: ____________________ HOME PHONE: ____________________

FAX: _________________________ EMAIL: [email protected]__________

410-251-1512

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? _________________________________ IF NOT, WHY?

_________________attached____________________________________________

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

Approx. 5-mile walk on Boardwalk wrap around at 27th St. Registration beginning at

8am. T-shirts given out to a certain amount of participants (TBD). Opening speakers

at 9am, prize drawings at conclusion, approx. 12-12:30, disc jockey, radio station.

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? Day of

Boardwalk. Before day of Atlantic Club, Ocean City, MD______________

_____________________________________________________________________

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.): __Boardwalk Inlet Parking Lot tables, chairs,

equipment____________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: _____________________________________

_PA system, registration table, donation table, education awareness

table.________________________________________________________________

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: _Event staff in place along the walk expecting a peaceful crowd

participants also attending sessions by the

sea.__________________________________________________________

_____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

Allow volunteer be given a special ticket created by event coordinator to exit inlt

parking lot @ conclusion of event approx. 4pm, but no later than 4pm (20 passes).

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_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

yes__________ IF SO, WHAT TYPE? _AGH volunteers on site (nurses)

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES? __We

will supply a garbage can and bags @ registration table. 20 volunteers to set up and

clean up

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? ___________________________

_yes donation/pledges. Proceeds benfit raising awareness in the local community

and Atlantic Club events, serving recovery/treatment community and their

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families.______________________________________________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

_____________________________________________________________________Partici ation rizes rize drawin s and t-shirts

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.

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.

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: __500-1000____________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________500-1000

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):

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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: __________________________________________________________

___!st annual Walk for Recovery held last year on Sat. Sept 8., 2012. Same time and

format._______________________________________________________________

____________________________________________________

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.): _Copy of list of businesses being contacted is attached. Donations

to be determined. ___________________________________

____________________________________________________________________

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

APPLICATION: ______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

.

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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,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.



____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, said

beverages 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.


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APPLICANTS SIGNATURE__Signature on File________DATE__3/4/13___________

MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at the

direction 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 3/4/13

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.

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



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The applicant agrees to abide by all provisions of the private event permit granted by the

Town 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.



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5. CONSENT AGENDAC. Private Event Approval Request for OCtoberfest

October 19-20, 2013 and October 26-27, 2013


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: OCtoberfestDATE: June 24, 2013

ISSUE(S): Request approval of OCtoberfest for October 19-20 and 26-27,2013

SUMMARY: The Tourism Advisory Board approved this event. A maze will beset-up on the beach from North Division Street toDorchester/Somerset Street. On October 19, a Boardwalkcostume parade and pumpkin races will take place. There is nofee for any of the events.

The applicant requests that Public Works form the beach mazeand provide city electric to the event. If approved, Public Workswill comply.


RECOMMENDATION: Approve as presented.

ALTERNATIVES: Do not approve.


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

ATTACHMENT(S): 1) October 2013 Calendar2) Cover Sheet3) Application4) Boardwalk Site Layout

Agenda Item # 5C

Council Meeting July 1, 2013


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Sun Mon Tue Wed Thu Fri

1 2 3

PE Surf Fishing4

PE

6

PE ESA

7 8 9 10

PE Cruisin

11

PE

13

PE Cruisin

14 15 16 17 18

PE Wedd

20

PE OCtoberfest -

TENTATIVE

21 22 23 24 25

27

PE OCtoberfest -

TENTATIVE

28 29 30 31

October


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Name of Event: OCtoberfest New Event:No

Date of Event: Friday and Saturday October 19-20 and 26-27, 2013

Date Application Received: March 14, 2013 Application Fee Paid: N/A

Date Returned from All Departments: April 22, 2013 Total Cost to Town: $4,355.12Things to Note:

This event is a beach maze from North Division Street to Dorchester/Somerset Street with Halloween displays, musicand activities, including a Boardwalk costume parade from Somerset Street to North Division Street and pumpkinraces at the North Division Street ramp, both on October 19.

The event would take up an area approximately 200x300 on the beach near North Division St., Dorchester St. and/orSomerset St.

The event would take place from 10 am-6 pm on Saturdays, Oct. 19 and 26, and from 10 am-4pm on Sundays, Oct 20-and 27.

Set-up would take place each event day beginning at 8am.

The maze area would be fenced in and the event coordinators would provide staff to both monitor the event andmaintain separation between the maze and spectators.

There will be some giveaway items for costume parade and pumpkin race participants.

Expected number of parade participants is 100 for the parade and 20 for the pumpkin race.

Expected number of maze participants is 5,000 total.

The event coordinators request the Town of Ocean City assist in the formation of the beach maze

The event coordinators request use of city electric from one of the Boardwalk locations within a reasonable distance ofNorth Division Street.

The event coordinators would like to utilize a PA System.


PUBLIC WORKS Application requests City assist in the formation of the beach maze. Our division is capable ofcleaning the area and providing trashcans. Last year provided old sand fencing, 4x4 poles, hammers, stapler, gas,oil, augers and caution tape. PW no longer has available old sand fence, therefore, would need to request to use thenew sand fence. Any and all involvement would create additional man-hours. This is after summer personnel aregone. Overtime would be needed for all hours. The cost associated with last years OCtoberfest for equipment andlabor was $4,355.12.

RISK MANAGEMENT Hold Harmless Agreement to be signed and Insurance Certificate to be obtained and placedon file.

OCPD, REC & PARKS, FIRE MARSHAL, OCCC, TRANSPORTATION, EMERGENCY SERVICES, TOURISMand OCBP No comments or concerns

Date on Council Agenda: July 1, 2013



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RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks

200 125th StreetOcean City, MD 21842

[email protected]


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


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.



1. TITLE OF EVENT: _OCtoberfest______________________________________________

2. IS THIS A NEW EVENT? _No_______________________________________________

3. DATE(S) OF EVENT _October 19-20 & 26-27______________________________4. STARTING & ENDING TIMES OF EVENT: _10 am-6pm Oct. 19 & 26, 10 am-4pm Oct. 20& 27

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5. PROJECTED SET-UP DATE (S) & TIMES: _October 14-15-16-17-18, 8am-6pm each day _____________________________________________________________________________

6. PROJECTED CLEAN-UP DATE (S) & TIMES: _October 28-29, 8am-6pm each day___________________________________________________________________________________

7. LOCATION (Describe area in which event shall be contained; be specific as to howmuch area will be used, etc.): _approximately 200x300 area on the beach in proximityto North Divition Street, Dorchester Street and/or Somerset Street along with a______Boardwalk Costume parade on October 19th from Somerset to North Division.and also the rampat North Division Street for the pumpkin race__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

8. APPLICANTS NAME: _Tourism Advisory Board_________________________________.

9. ORGANIZATION REPRESENTING: _Special Event Productions/T.E.A.M Productions__________________________________________________________________________________________________________________________________________

10. MAILING ADDRESS: _P.O. Box 616 Mayo MD 21106__________________________________________________________________________________________

11. WORK PHONE #_410-798-6304_______________HOME PHONE #_443-871-0306_FAX: _#410-798-6305_________________ E:MAIL: [email protected]________________

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OFPROOF OF NON-PROFIT STATUS: _N/A___________________________________________________________________________________________________________________________________________________________________________

13. ON-SITE EVENT COORDINATOR: _Bob Rothermel_____________________________

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: _3 Dorchester Street__Ocean City MD____________________________________________________________________________________________________________________________

15. COORDINATORS CONTACT NUMBERS:HOME: _410-289-8230______________WORK: _443-971-1184____________FAX:___410-289-3281______________CELL: __443-971-1184____________E-MAIL ADDRESS: [email protected]_________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _________A Beach maze with Halloween displays, music and activities including a Howl-o-weencostume pet parade and a pumpkin race.__________________________________________________________________________________________________________________________________________________________________

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

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _3 Dorchester St_________________________________________________________________________________________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE SUCH ACCESS? _Yes__IF SO, WHERE? _Dorchester St_______________________________________________________________________________________________________________________________________________________________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,etc.): __On the beach in proximity to Dorchester St by hand.________________________________________________________________________________________________________________________________________________________________________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIREDDIAGRAM AND DESCRIBE HERE: _ PA System, see attached _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: _Fenced in maze area with roving event monitor staff maintaining a____Demarcation area between maze and spectators.__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS ORCONSIDERATIONS (Be aware that additional charges may be assessed.):__None at this time____________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?IF SO, WHAT TYPE? _Will request city services in the event of an emergency._________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

24. WHAT IS YOUR RAIN POLICY? _If inclement weather occurs maze will not

operate._____________________________________________________________________________________________________________________________________________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSINGOF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?__Standard city collections.________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? _Current comfort stations along boardwalk._______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _None______________________________________________________________________________________________________________________________________________________________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &QUANTITIES): __None____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _Admission____IF SO, WHO WILL THE PROCEEDS BENEFIT? _Tourism Advisory Board andSpecial Event/T.E.A.M__________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: _Some giveaway items for costumeparade and pumpkin race participants._____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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 EventsCoordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _No______________Please forward a copy of the approved Tent Permit, from the Office of the Fire Marshal tothe Private Events Coordinator.

33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUREVENT? _No_______________Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to thePrivate Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _No______________Please forward a copy of the approved Bonfire Permit, to the Private Events Coordinator.

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _No__Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, tothe Private Events Coordinator.

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGESAT YOUR EVENT? _No________IF SO, PLEASE DESCRIBE INTENT (includebeverage type, quantities, drink sizes, location, etc.):______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________Please forward a copy of the approved One Day Alcohol Permit, if required, to the PrivateEvents Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: _100 for parade, 20 for pumpkin race38. EXPECTED NUMBER OF SPECTATORS: _5,000__________________________

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39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THEAPPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.HAVE YOU DONE SO? _____________WHO DID YOU CONTACT? __________They will be closed during this event.____________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROMTHE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 isrequired for each major end-item borrowed from the Town of Ocean City):__Will request city assistance in the formation of the beachmaze.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? _N/A_______IF SO, PLEASE ATTACHED A COPYTO THE BACK OF THIS APPLICATION.Please forward a copy of the approved MDOT Highway Permit to the Private EventsCoordinator once you receive it.

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: __N/A__________DESCRIBE: ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: _ Cruisin Ocean City 22 years ____________________________ Endless Summer Cruisin 15 years__________________________ Hot Rod & Custom Car Show 32 years___________________

________________________________________________________________________________________________________________________________________

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44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read andcomply with the Town of Ocean Citys sponsorship policy. The application willnot be approved without sponsors. If no sponsors, please state No Sponsors in areaprovided below.): _Tourism Advisory Board____________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED INTHIS APPLICATION: _Will need an electrical source from one of the boardwalk__locations within a reasonable distance of North Division Street_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKESURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,STAGE, CONCESSIONS, COURTS, BANDS, ETC.IS DIAGRAM INCLUDED WITH APPLICATION? YES_X______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 mustobtain, 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,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.



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


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PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with the PepsiCola Company of Salisbury as it pertains to the distribution or sales of beverages by the

Page 7 of 9

Applicant on Town property. The applicant agrees to sell, dispense or serve only PepsiCola beverages on 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 and bottled waters. The permittedbeverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, LiptonBrisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and otherproducts which Pepsi Cola may provide.


APPLICANTS SIGNATURE_On File______________________DATE__3/12/13__

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.

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

APPLICANTS SIGNATURE_On File______________________DATE____3/12/13__

HOLD HARMLESS CLAUSE:Permitted (organization/applicant) shall assume all risks incident to or in connection withthe permitted 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 permitted activity or the conduct of Permitteds operation. Permitted 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 thepermitted activity or conduct of its operation or resulting from the negligence orintentional acts or omissions of Permitted or its officers, agent and employees.

APPLICANTS SIGNATURE__On File_____________________DATE____3/12/13__


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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 Public

Page 8 of 9Works project(s) or any other necessary governmental function. Such action may bedirected at any time.

APPLICANTS SIGNATURE_On File______________________DATE____3/12/13__



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.


APPLICANTS SIGNATURE_On File______________________DATE______3/12/13__


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Page 9 of 9OCt ober f est Beach Maze

PA Speakers


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5. CONSENT AGENDAD. Democratic Club of Ocean City/Berlin Approval Request

to Serve Beer and Wine at Fiesta Park Picnic


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilFROM: David L. Recor, ICMA-CM, City ManagerRE: Request to serve beer and wine in Fiesta ParkDATE: June 27, 2013

ISSUE(S): Request to serve beer and wine in Fiesta Park.

SUMMARY: The Democratic Club of Ocean City/Berlin is requesting approvalto serve beer and wine at its 7th annual picnic in Fiesta Park onJuly 10, 2013.

Per Sec. 58-73 of Town Code, the Mayor and City Council maypermit public possession and consumption of alcoholic beveragesfor municipal permitted events on public property.

FISCAL IMPACT: None

RECOMMENDATION: Approve request.

ALTERNATIVES: Do not approve request.

RESPONSIBLE STAFF: Not applicable

COORDINATED WITH: Not applicable

ATTACHMENT(S): 1) Letter from Democratic Club of Ocean City/Berlin2) Town Code 58-73

Agenda Item # 5D

Council Meeting July1, 2013


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DEMOCRATIC CLUB OFOCEAN CITY/BRERLIN (DCOCB)Serving Ocean City, West Ocean City, Assateague, South Point, and Berlin

PO BOX 3196OCEAN CITY, MARYLAND 21843

June 20, 2013

City ManagerTown of Ocean City

Attn: Diana Chavis

By e-mail.

We are requesting that our request, see below, will be considered by the nextmeeting of the Town of Ocean City Counci l Meeting.

The Democratic Club of Ocean City/Berlin will hold i ts 7th Annual July Picnic, July10, 2013 at Fiesta Park.

As we have for the past picnics we are requesting approval by the Town of OceanCity Mayor and Counci l to serve beer & wine at the picnic. Only DCOCBmembers and their guests will be attending.

Very truly yours,Lanny HickmanChair, [email protected]


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Sec. 58-73. Public possession and consumption at municipal sponsored events.

Notwithstanding the provisions ofsection 58-71 and 58-72 of this division, upon allocation,

the Mayor and City Council of Ocean City may permit the public possession and consumption of

alcoholic beverages at municipal sponsored events and municipal permitted special events on thepublic property and municipal parking lots subject to such restrictions and conditions which the

mayor and city council may impose.

(Code 1972, 71-6.1; Ord. No. 2010-19, 6-21-2010; Ord. No. 2010-20, 7-6-2010)

Page 1 of 1Municode

6/25/2013http://library.municode.com/print.aspx?h=&clientID=12833&HTMRequest=http%3a%2f...


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5. CONSENT AGENDAE. Request Permission to Solicit Bids for:

1. 51st Street Well House Construction2. Annual Standby Generator Maintenance Contract3. 3-Year Fire Alarm Maintenance Contract4. 3-Year HVAC Maintenance Contract


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TOWN OF

T h e W h i t e M a r l in Ca p i t a l o f t h e W o r l d

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Request Permission to Receive Sealed Bids for the Construction of the 51 st Street Well

HouseDATE: June 24, 2013

ISSUE(S): Receive Sealed Bids for the Construction of the 51st Street Well House.

SUMMARY: Request permission, from the Mayor & City Council, to receive sealedbids at the July 30th, 2013 Work Session for the Construction of the 51stStreet Well House.

FISCAL IMPACT: The funding for this construction is funded under the Project CodeW51WEL.

RECOMMENDATION: Proceed with the proposed Bid Opening on July 30, 2013.

ALTERNATIVES: None

RESPONSIBLE STAFF: Dean Dashiell Senior Project Manager

COORDINATED WITH: Hal Adkins Director of Public Works

Jim Parsons Deputy Direct of Public WorksHoward Iman Superintendent of Water

ATTACHMENT(S): N/A

Agenda Item # 5E(1)

Council Meeting 7-1-13

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TOWN OF

T h e W h i t e M a r l in Ca p i t a l o f t h e W o r l d

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Request Permission to Receive Sealed Bids for the FY 14 Annual Standby Generator

Preventive Maintenance ProgramDATE: June 24, 2013

ISSUE(S): Receive Sealed Bids for the FY 14 Annual Standby Generator PreventiveMaintenance Program.

SUMMARY: Request permission, from the Mayor & City Council, to receive sealed

bids at the July 30th, 2013 Work Session, for the FY 14 Annual StandbyGenerator Preventive Maintenance Program.

FISCAL IMPACT: The funding for this project i

july 1 2013 complete agenda

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