Ocean City Council Agenda - January 7, 2013

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    AGENDA

    MAYOR AND CITY COUNCIL REGULAR SESSION

    MONDAY, JANUARY 7, 2013 6:00 P.M.

    1. CALL TO ORDER2. PRAYER AND PLEDGE3. REPORT FROM CITY MANAGER ON UPCOMING WORK SESSION4. APPROVAL OF MINUTES

    A. Regular Session #22 of November 19, 2012B. Work Session dated November 27, 2012C. Regular Session #23 of December 3, 2012D. Work Session dated December 11, 2012E. Regular Session #24 dated December 17, 2012

    5. ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL6. PRIVATE EVENT PERMIT REQUESTS7. PUBLIC HEARINGS8. UNFINISHED BUSINESS

    Update on OC Experience Project

    Presented by: Donna Abbott, Tourism Director

    9. NEW BUSINESS10.REPORTS AND RECOMMENDATIONS FROM THE DEPARTMENT OF PLANNING

    AND COMMUNITY DEVELOPMENT

    Conditional Use Request to Permit Expansion of Existing Electrical Substation located on

    Sinepuxent and Derrickson Avenues between 137th

    and 138th

    StreetApplicant: Delmarva Power and Light Company

    11.APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS12.ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR

    Rescission of Ocean City Police Department General Order 800 I-1 Issuance and Wearing of

    Departmental Equipment

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    13.ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND

    DEPARTMENT HEADS

    Request Approval of Taxi Medallion Transfers

    Presented by: Kelly Allmond, City Clerk

    14.COMMENTS FROM CITIZENS 5 MINUTE TIME LIMIT15.COMMENTS FROM CITY MANAGER16.COMMENTS FROM THE MAYOR AND CITY COUNCIL

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    REGULAR SESSION -MAYOR AND CITY COUNCIL

    MONDAY, JANUARY 7, 2013

    3 REPORT FROM CITY MANAGER ON UPCOMING

    WORK SESSION

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    REGULAR SESSION -MAYOR AND CITY COUNCIL

    MONDAY, JANUARY 7, 2013

    4 APPROVAL OF MINUTES

    A. Regular Session #22 dated November 19, 2012B. Work Session dated November 27, 2012C. Regular Session #23 of December 3, 2012D. Work Session dated December 11, 2012E. Regular Session #24 dated December 17, 2012

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    REGULAR SESSION -MAYOR AND CITY COUNCIL

    MONDAY, JANUARY 7, 2013

    8. UNFINISHED BUSINESSUpdate on OC Experience Project

    Presented by: Donna Abbott, Tourism Director

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    25166 TOW N OF

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

    TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Donna Abbott, Tourism DirectorRE: OC Experience updateDATE: January 2, 2013

    I SSUE( S) : Review updated OC Experience plan and costs proposed bySpark Productions.

    SUMMARY: Per council motion made December 17, the City Manager and I

    met with Spark Productions on December 21 and January 2 toreview their proposal and associated costs.

    We worked with Spark Productions to renegotiate the proposal toreduce the cost by eliminating four local events and targetingfour out-of-town events Philadelphia, Washington D.C.,Baltimore and Columbus, OH.

    FI SCAL I MPACT: FY13 budget for project - $85,000; revised plan - $69,688.66

    RECOMMENDATI ON: Approve OC Experience project as revised.

    ALTERNATI VES: Do not approve OC Experience project.

    RESPONSI BLE STAFF: Donna Abbott, Tourism Director

    COORDI NATED W I TH: David Recor, City ManagerBrad Hoffman, Spark Productions

    ATTACHMENT(S) : 1) Tourism Director memo2) Spark Productions original proposal, updated proposal and

    booth design.

    Agenda Item # 8

    Council Meeting January 7, 2013

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    MEMOTO:Mayor&CouncilCC:CityManagerDavidRecorRE:OCExperienceupdateDT:January2,2013

    PertheCouncilatitsDec.17meeting,theCityManagerandImetwithSparkProductionson

    Dec.17andJan.2todiscusstheOCExperienceprojectanditsassociatedcosts.Theprojectis

    budgetedfor$85,000inFY13andinvolvesthepurchaseofa10X20ft.boothandmanningthe

    boothatfourconsumertravelshowsbySparkProductions.

    ItwasdeterminedatthefirstfollowupmeetingthattheSparkProductionsplanpresentedto

    Councilon

    Dec.

    17

    was

    in

    error,

    as

    the

    final

    cost

    of

    $82,949.90

    did

    not

    reflect

    the

    reduction

    of

    oneofthefourshowspreviouslyproposed.

    Inoursubsequentmeetings,wehaveworkedwithSparkProductionstorefinetheprojectand

    furtherreducecosts.TheproposalnowbeforetheMayorandCounciltotals$69,688.66and

    coversfourconsumershows(Philadelphia,Washington,BaltimoreandColumbus,OH).

    CostsavingshasbeenachievedbyeliminatingfourlocalappearancesbytheOCExperience,

    reducingtheprofessionalservicefeechargedbySparkProductions(from$9,000perevent

    includingexpensesto$7,500pereventincludingexpenses),replacingthemorecostlyNewYork

    showandeliminatingthegreenscreenzone($12,000)duetoimprovementsintechnology

    sincethe

    original

    proposal

    was

    developed.

    ItwasfurtheragreedthatallhardassetsoftheboothwillbeownedbytheTownaswellasthe

    leadsgeneratedbyeachshow.TheTourismDepartmentwillsolicittheOceanCityConvention

    &VisitorsBureauforalldealsanddiscountsthatwillbeofferedattheshows,andwillwork

    withMGHonallsocialmediaopportunitiestheshowspresent.

    Withthecostreductionrealizedinthisproposal,wefeeltherewouldnowberoomto

    incorporateRodneyappearancesintwooftheshowsaswellasincludeperdiemcoststoallow

    theDirectorofTourismtoattendeachshowtorepresenttheTownandreportallresultsback

    tothe

    Mayor

    and

    Council.

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    Ocean City Experience Budget Estimate budget

    Item Cost DescriptionTV/Sound Systems $3,997.90 (3) TVs/ (1)sound system

    O.C. Green Screen Zone $12,000.00 Area for public photo/social media uploads

    Advertising/marketing $2,500.00 Marketing piece to highlight City Special event calendar

    Travel show cost $22,100.00 3 Events**

    Insurance $2,800.00 700 per event (covers 4 events)

    Production/staff $27,000.00 w / per diem paid 9k per show_ w/o per diem 7500 per show = 22,500 (3shows)

    Misc Expenses $1,000.00

    Booth Build $11,552.00 See Booth 2 / truss / stands

    TOTAL 82,949.90$

    ** Note: this line was adjusted to show the number of shows booked. The funds in the budget were left the same to cover 4 events a

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    Ocean City Experience Budget Estimate Budget

    Ocean City Experience (4 events)Item Cost DescriptionTV/Sound Systems $3,997.90 (3) TVs / (1) Sound system

    iPad $399.00 Questionnaire / Data capture

    iPad Stand $390.77 Locking ipad stand to display data mining platform

    Samsung Wi-Fi Camera EX 2 $499.00 Camera Captures photo / Allows social upload

    Picture Printer Epson Picture Mate $199.99 Allows photo to be printed for visitor

    Booth Build $12,252.00 See booth layout for rendering

    Video Production $3,000.00 Filmed / Edited / Rendered loop for video screens within booth

    Travel Show Cost $15,150.00 4 out of market events (DC $7,175 / Philly $4,950 / Balt $1,550 / OH $1,475)

    Insurance $2,800.00 700 per event

    Professional Service Fee/Expenses $30,000.00 7500 per event Includes Expenses (Fuel, Lodging, Meals)

    Misc Expense $1,000.00 Data Capture App / Tri-Pod / ETC / Printer ink / etc

    TOTAL 69,688.66$

    ***City owns all hard assets***

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    REGULAR SESSION -MAYOR AND CITY COUNCIL

    MONDAY, JANUARY 7, 2013

    10 REPORTS AND RECOMMENDATIONS FROM THE

    DEPARTMENT OF PLANNING AND COMMUNITY

    DEVELOPMENT

    Conditional Use Request to Permit Expansion of ExistingElectrical Substation Located on Sinepuxent and

    Derrickson Avenues between 137th

    and 138th

    Street

    Applicant: Delmarva Power and Light Company

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    2516 TOW N OF

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

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

    THRU: David L. Recor, ICMA-CM, City ManagerFROM: R. Blaine Smith, Assistant Director of Planning & Zoning

    RE: DP&L Conditional Use Request Update/RevisedDATE: Public Hearing December 4 & Deliberations December 12, 2012

    I SSUE( S) : Conditional Use request to expand the existing substationbetween 137th and 138th Streets in Caine Woods

    SUMMARY: Delmarva Power and Light is requesting approval of a Conditional

    Use to expand the existing substation in Caine Woods between137th and 138th Streets and on Sinepuxent Avenue. The Mayor

    and City Council considered the Planning Commissions favorablerecommendation on August 20, 2012 and requested a second

    public hearing to address the following points: Physical affects ofElectro-Magnetic Field Exposure; property value; aesthetics;

    noise; alternative locations; changes in neighborhood density

    since 1974; undergrounding of wire and equipment.Subsequently, the Planning Commission held a public hearing on

    December 4th and deliberated on December 12, 2012.

    FI SCAL I MPACT: No fiscal impact to the Town.

    RECOMMENDA