october 28 2014 complete agenda

8/10/2019 October 28 2014 Complete Agenda

1/27

MAYORANDCITYCOUNCIL

WORKSESSION

Tuesday,October28,20141:00P.M.

AClosedSessionisscheduledfrom12:001:00P.M.todiscusslegalmatters.

AGENDA

1. CALLTOORDER

2. REPORTONCLOSEDSESSIONTuesday,October28, 201412:001:00p.m.

3. ACKNOWLEDGEMENTSANDRECOGNITIONS

A. RetirementRecognitionofEngineeringAssociateKennethJordan

4.

COMMENTS

FROM

THE

PUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda

maybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmay

bedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,

addressandtheAgendaitemonwhichheorshewishestospeak.

5. NEWBUSINESS

A. SHAFallMeetingpresentedbyDistrictEngineerDonnieDrewerandAssistantDistrictEngineer

DallasBaker

B. RequesttoApproveOCAirShowMOUpresentedbySpecialEventsDirector

C. DiscussionofBeachPatrolBuildingValueEngineeringItemspresentedbyCityEngineer

D. RequesttoApprove2015MayorandCouncilMeetingSchedulepresentedbyCityManager

6. ADJOURN


2/27

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, OCTOBER 28, 2014

2. Report on Closed Session October 28, 2014 12:00

1:00 p.m. Legal Matters


3/27

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

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

PURPOSES:

1. To discuss:

(i) the appointment, employment, assignment, promotion, discipline, demotion,

compensation, removal, resignation or performance evaluation of

appointees, employees or officials over whom it has jurisdiction; or(ii)

any other personnel matter that affects one or more specific individuals;

2. To protect the privacy or reputation of individuals with respect to a matter that isnot related to public business

3. To consider the acquisition of real property for the public purpose and matters

directly related thereto;

4. Consider a matter that concerns the proposal for a business or industrial

organization to locate, expand or locate in the state;

5. Consider the investment of public funds;

6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;

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

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

negotiations;

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

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

b) the development and implementation of emergency plans

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

12. Conduct or discuss an investigative proceeding on actual or possible criminal

conduct;

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

matter; or

14. Before a contract is awarded or bids are opened, discuss a matter directly related

to a negotiation strategy or the contents of a bid or proposal, if public discussionor disclosure would adversely impact the ability of the public body to participate

in the competitive bidding or proposal process

DATE AND TIME: Tuesday, October 28, 2014 12:00 p.m.

PLACE: City Hall

SUBJECT: Legal Matters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:


4/27

REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

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

October 28, 2014, a closed session was held on Tuesday, October 28, 2014 at

12:00 p.m. The following is a report of the closed session.

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

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

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

4. (a) Topics of Discussion: Legal Matters

(b) Persons present:

Mayor Richard Meehan

City Manager David RecorCouncil President Lloyd Martin

Council Secretary Mary Knight

Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dareand Joe Mitrecic

City Solicitor Guy AyresRisk Manager Eric Lagstrom

Police Captain Mike Colbert

Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


5/27



3. ACKNOWLEGEMENTS AND RECOGNITIONS

A. Retirement Recognition of Engineering Associate

Kenneth Jordan


6/27

IN APPRECIATION OF KENNETH D. JORDAN38 YEARS OF SERVICE

Kenneth D. Jordan has contributed Thirty-eight (38)years of dedicated service to the Town of Ocean City, where he beganhis career in 1976; and

WHEREAS, Kenneth D. Jordan has played an integral role in theTown of Ocean Citys Engineering Department for the past Thirty-eight (38) years; and

WHEREAS, Kens duties in the Engineering Department included

making drawings and charts to update city maps; reviewingsubdivisions and approval of site plans and the installation of citysidewalks and upgrading of city streets. In addition to that, Kenbecame the go to expert on Ocean Citys history. Everyone at CityHall would ask Ken if we wanted to know anything about OceanCity.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town ofOcean City, Maryland, along with the Ocean City Council, do hereby

commend Ken for his Thirty-eight (38) years of devoted service andwish him a happy and healthy retirement.

IN WITNESS WHEREOF, I have hereunto set my hand and causedthe Great Seal of the Town of Ocean City, Maryland to be affixed this28th day of October, in the year of Our Lord two thousand andfourteen.

______________________________RICHARD W. MEEHANMayor


7/27



4. COMMENTS FROM THE PUBLIC

Any person who may wish to speak on a matter scheduled for discussion on the Work

Session Agenda 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

he or she wishes to speak.


8/27



5. NEW BUSINESS

A.SHA Fall Meeting presented by District Engineer Donnie

Drewer and Assistant District Engineer Dallas Baker


9/27

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 CouncilFROM: David L. Recor, ICMA-CM, City ManagerRE: Maryland State Highway Administration (SHA) Fall MeetingDATE: October 22, 2014

ISSUE(S): Bi-annual meeting with the MD State Highway Administration

SUMMARY: SHA District Engineer Donnie Drewer and Assistant DistrictEngineer Dallas Baker will discuss the Rt. 50 Bridge, Rt. 90Dualization, and various areas along both Coastal and Baltimore

Avenue requiring maintenance. Status reports for severalprojects will also be provided.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Review items for discussion.

1stClass Resort and Tourist Destination

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Hal Adkins, Public Works Director

Terence McGean, City Engineer

COORDINATED WITH: Donnie Drewer, SHA District EngineerDallas Baker, SHA Assistant District Engineer

ATTACHMENT(S): Agenda

Agenda Item # 5A

Council Meeting October 28, 2014


10/27

STATE HIGHWAY ADMINISTRATION

FALL MEETING WITH

MAYOR & COUNCIL OF OCEAN CITY

October 28, 2014

AGENDA

1. Route 90 Dualization status update.

2. Possibility of upgrading the median landscaping along Coastal Highway, in the future.

3. Ocean City Staff has developed a list of catch basins and brick pavers along Coastal

Highway and Baltimore Avenue that need work.

4. What intersection improvements are planned along MD 528 relative to signal

improvements, ADA issues, Ped. Signal poles, etc. for the time frame of this fall thru the

spring of 2015?

5. What is the status of the Bicycle Wrong Way signage project?

6. What is the status of the MD 378 Bump Out project?

7. What is the status of the 101stPed. Signal project?

8. What is the status of the conceptual D/E for the Road Diet?

9. Are there plans to install additional median lighting in the area of 49th

Street as discussed

in a previous Ped. Safety Meeting?

10. What, in general, have been issued in the way of utility upgrade permits for any work

along the MD 528 and MD 378 for this fall and next spring? Gas work? Etc.?

11. Historically there was a discussion about installing a directional sign in the vicinity of41

stStreet, relative to the Senior Center. This issue may have actually been raised by

County Department of Public Works representatives. What became of that request and

on a similar note, is it feasible to get similar directional signage in the vicinity of MD 528at 123

rdand 127

thStreets denoting the location of the Northside Park Recreation

Complex?

12. Rt. 50 Bridge Issues:

What is the status of sidewalk upgrades along the west side of the bridgeapproach, where the sidewalks are crumbling?

What is the status of any painting efforts on the bridge railings, wall insets areas,

etc.?

Is the Snow Hill Shop currently stocking fence repair parts in case of damage?

13. Please provide an update on any Ped. improvements in the general area of West Ocean

City that would be of a benefit to those from the Rt. 50 Bridge west to the area of GolfCourse Road.

:lms


11/27



5. NEW BUSINESS

B.Request to Approve OC Air Show MOU presented by

Special Events Director


12/27

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Frank C. Miller, Special Events DirectorRE: 2016-18 OC Air Show MOUDATE: October 28, 2014

ISSUE(S): Renewal of and modification to the OC Air Show MOU, 2016-18

SUMMARY: Bryan Lilley, the producer for the OC Air Show, has requestedmodifications to the MOU as part of its renewal for 2016 through

2018. The current MOU is in place through the June 13-14, 2015event.

1. Wording for Show Center Beach making it more generic to allow

for modification to or movement of show center.2. New wording that allows for an automatic rolling renewal without

needing to go in front of M&CC, UNLESS M&CC choose to make achange, discuss modification or cancel the event.

3. Holding two weekends for the event (second and third weekendsof June) for the promoter to potentially adjust dates subject to jetteam schedules.

4. Timing of the automatic rolling renewal to take effect immediatelyafter the current air show allowing for the August DD2535 military

demonstration request submittal deadline.5. Grandfathering in the placement of 36 boardwalk banners at 18

locations (sets of two) without payment for services by the Townrelated thereto.

FISCAL IMPACT: Additional $950 cost absorbed by Town each year for placement ofboardwalk banners.

RECOMMENDATION: Approve renewal of OC Air Show MOU with modification 1, 2, 3 and 5with the understanding that holding two dates for the Air Show doesnot provide an exclusive to the event. The weekends may be bookedby other events as deemed appropriate and approved by M&CC.

In relation to Item 4, it is recommended that a buffer of 30 45 daysbe written in, between conclusion of the current years event and theexecution of the 3rdyear renewal, for Town departments and M&CCto review fulfillment of Town expectations.

The $950 banner fee shall be considered part of the up to $100,000in in-kind Town Services already provided as part of the MOU.

1stClass Resort and Tourist Destination

Agenda Item # 5B



13/27

ALTERNATIVES: As determined by Mayor and Council.

RESPONSIBLE STAFF: Frank C. Miller, Director - Special Events Department

COORDINATED WITH: Recreation and Parks CommissionBryan Lilley (Event Producer)

ATTACHMENT(S): Draft MOU


14/27

Page 1 of 6

TOWN OF OCEAN CITY301 BALTIMORE AVENUE

OCEAN CITY, MARYLAND 21842

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

ANDOCEAN CITY AIR SHOW, LLC.

SUBJECT: OCEAN CITY AIR SHOW 20163, 20174and 20185 (OCAS)

1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which theOcean City Air Show (EventOCAS) shall be presented in 20163, 20174and 20185, provides

an automatic approval for a future year and identifies what each party shall accomplishand the suspense dates for each. The annual Private Event Application for the Air Showand all signed disclosures shall be incorporated into this MOU by reference.

2. Request for Permission to Conduct Event: Ocean City Air Show, LLC (OCLLCOCAS)has approached the Town of Ocean City(TOC)for the continued conduct of an airshowEvent. A successful Air ShowEventhas been accomplished annually since for fiveyears from 2008to 2012. 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: Ocean City Air Show, LLC, shall produce the20163OC Air

ShowEventCAS with assistance from with the TOC, which scheduled towilltake place onSaturday and Sunday, June 8 and 9the second or third weekend (Saturday and Sunday)ofJune each yearwith a preview/rehearsal day on Friday, June 7, 2013the day prior and on amutually agreed upon weekend in future years. The 2013 2016 Air ShowEventand futureproductions of the same shall include the United States Navys Blue Angels demonstrationteama major military jet demonstrationteamserving as the anchor for the show includingwith participation by other recognized and marketable military aerial demonstrations andfly bys, civilian aerial demonstrations and ground exhibits.

4. Scope. This Memorandum of Understanding includes the planning, coordination andexecution of OCAS Event and identifies tasks/responsibilities for each party. This

memorandum shall remain in force until terminated by either party.

5. Financial Agreement: The Town of Ocean City shall provide an annual allocation of$35,000.00 to the OCAS Event to be spent by the Town in support of the air show with aforecasted budget as follows and will be and managed by the Towns designatedrepresentative.:

a. Air Boss..$3,000.00b. Announcer..$3,000.00


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Page 2 of 6

c. Public Address Contractor..$10,000.00d. Military Demonstration Team Fees ($6,000.00 per day for 2 days)....$12,000.00e. Aviation Fuel (price per gallon determined at fuel truck price)....$7,000.00

These funds will be dispersed using the Towns Financial Management System.

In the event there are unapplied funds remainingafter the payment of the above budgetitems,they will be applied to OC Municipal Airport flight operations related expenses suchas performer fees, smoke oil, aircraft fuel/oil, etc. The expenses that these the annualallocation funds are spent on will be by mutual agreement of OCLLC OCAS and TOCinwriting.

6. The attached Eevent site diagramsprovided annually and approved by the Mayor andCity Councilshall be a part of this MOU.

7. The following identifies the responsibilities of Ocean City Air Show, LLC(OCAS):

a. Soliciting and securing all sponsorships while complying with theTowns beverage and sun careotherproduct sponsorships. EventsSponsorships shall not include drugs, sex or tobacco. Alcohol or gamblingsponsorship is permissible provided that no messages encourage the act ofgambling or promote the consumption of alcohol. Alcohol-related messagesmust be used as a positive teaching public service announcement, i.e. beername - Drink Responsibly.

b. Coordinating all air operations.c. Complying with the OC Air ShowEventTimeline (attachedannually).d. Paying for any Town of Ocean CityTOCsupplied in-kind services beyond the

$100,000.00 in-kind services approvedeach year. In-kind services are trackedby the Towns budgeting process.

e.

Creating, printing and paying all invoices related to each show by August 31stof each year.

f. Coordinating all advertising and promotion supplementary to the Towns.f.g.Paying forany non-grandfatheredfees related to banner placements or other

fee - structured TOC assets.within the scope of the Town and its areas ofresponsibility.

g.h. Keeping the Mayor and City Council fully informed of actions related to theAir Showincluding updates as necessary at scheduled meetings of the Mayorand City Council.. This will require an update once every 90 days until theshow.

h.i.Complying with all Federal, State, County and City statutes, ordinances and

codes.i.j.Coordinating the Public Address system or an acceptable means of

broadcasting the narration and audio for the OCAS Event to the spectators onthe beach from 14thStreet to 17thStreet.

j.k.Providing the tents, food and beverage vendors for the area definedeach yearas Show Centerand approved by the Mayor and City Council, which willextend from the Boardwalk to the high water mark between 14thand 17thStreets, allowing Ocean City Beach Patrol (OCBP) vehicle passage directlyfrom the west to the east perimeters.


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k.l.Providing $5,000,000.00 in liability insurance as follows:1. Insurance shall provide for $1,000,000.00 per occurrence coverageand $5,000,000.00 aggregate coverage.2. Insurance shall list Ocean City Air Show, LLC as named insured andTown of Ocean City Mayor and City Council, and Town employees,

contractors and vendors as additional insured. This document must be onfile with the Towns Risk Manager prior to the arrival of any air showrelated aircraft.

l.m.Coordinating all military and civilian performer participation.m.n.Coordinating ground exhibits.n.o. Providing contract security for Show Center and the military recruiting

displays in the Inlet Lot.o.p. Preparing and submitting all applications/permits with the Town of Ocean

City, Department of Defense, USCG, Federal Aviation Administration (FAA),Worcester County for alcoholic beverages, andHealth Department for foodand with the Towns Fire Marshal for tents.

q. Contracting and coordinatingforevent managementrequiredservicesandperformancesfor the OCASEvent.

p.r.Contracting the items identified for payment through TOCs annual Eventfund allocation.

q.s.Providing hotel rooms for all performers.r.t.Insuring the local Banner Plane Businesses may operate before, during(two

fly-by windows in sequence)and after Air Show Operations.s.u.Concluding a mutually agreeable contract with the Beach Franshise Vendors

located within the footprint of the Show Center for the period of load in toload out.

v. Providingthe proper quantity ofportable toilets on the beach within ShowCenter, which are to be serviced daily.

t.w.

Providing trashcan liners and consolidating all solid waste to trashrecepticles within Event footprint

u.x. If OCAS is not able to secure one of the following headline acts before March1st of any year during the term of the agreement, then TOC shall have theright to cancel the event for that respective year. Headline acts shall bedefined as:

1. U.S. Air Force Thunderbirds2. U.S. Navy Blue Angels3. Canadian Air Force Snowbirds4. OneTwo(12) or more U.S. mMilitarysingle shipjJet

demonstrationsCapabilities Demonstrations

OCASLLCwill inform the Towns representative that this requirement hasbeen met by March 1stof each year.

v. Comply with the Towns food and beverage franchise agreement.

8. The Town of Ocean City is responsible for providing:a. Advertising annually to include:

1. One (1) each 24 x 40 billboard from May 1stthrough the finalday of the show each year.

2. Displaying 1 each banner (3 x 20) at Route 90 from April 1 though


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Page 4 of 6

the final day of the show each year if space is available.3. Including the OC Air Show in local advertising where possible.4. Six (6) ea 6 x 3 bus boards from April 1 though the final day of the

show each year.5.4.Placement of 20 18 pairs of banners provided by OCAS on all

Boardwalk lamp posts from April 1 through the final day of the show one (1)month prior to the secondfirstpublic event day each year. The fee forthis banner placement shall be grandfathered at no charge consistentwith past years beginning in 2008.

5. Placement of 14 pole banners on the Route 50 bridge from May 1steachYear until to the second public event day at the banner fee placementcost charged for installation of suchat the aforementioned fee.

b. Contracting the items identified in the TownsPayment of designated Eventcosts through TOCsAir Show annual Event fund allocation.

c. Up to $100,000.00 of in-kind services as determined by the Town.d.

The Ocean City Airport as the support site for aviation operations at noadditional cost to the Town.

e. Use of all ground support equipment currently available at the airport at noadditional cost to the event unless the TOC incurs a cost in sourcing it from athird party.

f. Conducting a Media Day at the Ocean City Airport during the rehearsal dayof each year.

g. Access to the beach in the area of Show Center and a 300 x 150 space in thenorthwest corner of the Iinlet Pparking Llot for military recruiting displaysand mobile marketing tours that do not compete with boardwalk businesses.

h. Complying with the annual Air Show Timeline (attached). The Timeline willbe composed by and agreed to by the primary agents for the Air Show andthe TOC.

i. Public Safety support, maintaining the beach, public transportation as statedand trash removal. Promoter must put all solid waste in containers.

j. Submitting permits with the United States Coast Guard (USCG).k.j. Sand fencing around and within at Show Center.l.k. Emergency oOperations and response.m.l.Notice To All Airmen (NOTAM) providing times and locations of closed air

space.n.m. Letter to Boat Operators providing dates and times of closed surface

(ocean) and air space.

o.n.

15th, 16th, 17th and 18th Streets from Baltimore Avenue to theBoardwalkStreet-based exhibit/VIP parkinglocationsfor ground displaysand air show related vendorsas approved by Town representative, FireMarshal and the Mayor and City Council from time to time as changes arerequested. The exhibit locations will remain consistent with past eventsunless there is a change in the location of Show Center. Previous locationsincluded street ends of varying lengths between Baltimore Avenue and theBoardwalk from 12thStreet to 20thStreet.All but the east most 50 feet of 18thStreet will be used for Air Show related parking. When provided written


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approval by all businesses/property owners located on either side of 12thStreet to 14th Street, block off the east most 100 feet for displays and airshow related vendors. On 19th Street and 20th Street, block the east most 50feet for displays and air show related vendors.

p. Permitting OCAS to access control a three block area on the beach beginning

at the mean high tide line and sell tickets to said area. OCLLCOCASshallbe permitted to serve beer, wine and malt beverages (not to exceed 22%alcohol per volume) on the beach from 11:00 a.m. until 4:00 p.m. in the areadefined as Show Center on one rehearsal day and Saturday and 12:30 p.m. to4:00 p.m. on Sunday and oninside this area on Friday, Saturday and Sundayof the event mutually agreed upon dates in future shows, subject to approvalby the Worcester County Board of License Commissioners.

q. One (1) City-owned bus and driver for transportation of performers andaircraft ground crews to and from the NASA Wallops Flight Facility on uponthe arrival of the military jet team support staff. and as agreed immediatelyfollowing the event.

r. Shuttle bus service directly to the Air Show (16th Street)Center areafrom thesouth Convention Center Parking Lot (if lot is available). Air Show patronswill not pay to park but will pay any existing fees for the bus service. Priorityfor this lot is to events contracted by the Towns Convention Center.

s. The TOC will permit the sale of food, and beverageand air show relaaltedmerchandiseon the beach within Air Show Center. For this purpose, aBeach Franchise shall be approved by the Mayor and Council.

9. The terms of this MOU shall be three (3) years with a termination date of December 31,2015with an automatic one year extension added annually at the conclusion of the showeach year to allow consistent future scheduling of military jet demostration teams, unlesssooner terminated as provided herein.

10. Operational Security Provision: In the event of exigent circumstances arising duringthe course of the Air Show, the Town may, at its sole discretion, deploy or divert suchpublic safety personnel and resources as deemed necessary. In the event of an emergency,the Town of Ocean City may cancel the event in the course of its emergency procedures. Inthe event of inclement weather the parties, after consultation with the OCAS Managementand Event Air Show performers, may cancel or postpone the event.

11. The Town of Ocean City shall receive no portion of the OCAS Event profits.

12. The Special Events Director of the Town of Ocean City or his appointee shall serve as

the Towns Agent for the planning, coordination and execution of the Ocean City AirShow. The primary Agent forManager of the Ocean City Air Show, LLC shall serve asthe representative of OCASEvent.

13. Termination. This Agreement shall be effective when signed below and may beterminated by either party in the event of a material breachor as designated herein.Before such a material breach termination, the party citing the material breach shall givethe breaching party thirty (30) days written notice and an opportunity to cure the breachwithin such period.


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14. 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.

15. Non Assignment. The parties hereto recognize that the current Manager of Ocean CityAir Show, LLC C Air Show, LLCis an integral part of the success of the Air Show and isthe key Event facilitatorman, and without his active participation in the organization andpromotion of the Air Show the Town of Ocean City would not enter into this MOU. ThisMOU is not assignable by Ocean City Air Show, LLC without the express written consentof the Mayor and City Council of Ocean City, which consent may be withheld for anyreason at the sole discretion of the Mayor and City Council of Ocean City. Furthermore,should the current Mmanager cease to be associated with Ocean City Air Show, LLC or beunable to actively participate due to death, incapacity or for any other reason, the Mayorand City may terminate this MOU.

16. 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 Ocean City Air Show.

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

Ocean City Air Show, LLCBryan S. Lilley, Manager,

on behalf of Ocean City Air Show, LLC

David L. RecorCity Manager

For the Mayor and City Council

Date___________________ Date___________________


20/27



5. NEW BUSINESS

C.Discussion of Beach Patrol Building Value Engineering Items

presented by City Engineer


21/27

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Beach Patrol Headquarters Value Engineering ItemsDATE: October 8, 2014

ISSUE(S): The Mayor and Council requested further evaluation of two ValueEngineering alternates taken during the Beach Patrol Headquartersbidding process.

SUMMARY: The total life cycle cost to use a standing seam metal roof versus anasphalt shingle roof and to use LED light fixtures versus highefficiency fluorescent (HEF) light fixtures were analyzed.

The combined energy savings and expected longer life of the metalroof still do not justify the additional cost for the metal roof versusshingles.

The LED fixtures in question were in the stairwells only. Many of theother standard fixtures in the building remain LED. The energysavings from these particular LED fixtures will not cover theadditional expense of the lights.

FISCAL IMPACT: Additional cost for metal roof is $53,590. Additional cost for LEDlights is $7,600.

RECOMMENDATION: Accept the savings from both Value Engineering alternates, shinglesin place of a metal roof and high efficiency fluorescent fixtures inplace of LED fixtures.

Financially Sound Town Government

ALTERNATIVES: 1) Increase project budget and use LED lighting in the stairwells2) Increase project budget and install a metal roof

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Gillis Gilkerson, Construction ManagerCQI Associates, Energy ConsultantESG, Energy Performance Contractor

ATTACHMENT(S): Value Engineering Analysis

Agenda Item # 5C



22/27

BeachPatrolHeadquartersValueEngineeringAnalysis

RoofAlternativeAnalysis

MetalRoof AsphaltShingles

ConstructionCost 72,800.00 19,210.00

Estimatedlife(years) 50 30

Annualconst

costs 1,456.00

640.33

PotentialAnnualEnergysavings

Totalann.estbuildingenergycost 15,000.00 15,000.00

annHVACenergycost40%/total 6,000.00 6,000.00

annHVACenergyduetoenvelope30% 1,800.00 1,800.00

Estenergysavingsformetalroof20% 360.00 0

Netannualcostswithenergysavings 1,096.00 640.33

Recommendation:Asphaltshingles

LEDvshighefficiencyfluorescentLightingAnalysis

NetadditionalcostforLEDLights $7,600.00

PotentialEnergySavings

Wattagereductionperfixture 32

Numberoffixtures 10

Hoursuseperday 24

Daysusedperyear(AprilSept) 365

TotalannualKwhreduction 2,803

Est.costperkwh $0.13

Annualsavings $364.42

Paybackinyears 20.9

Lifetimein

years

(25,000

hours) 2.85

Recommendation:Higheffeciancyflourescent


23/27



5. NEW BUSINESS

D. Request to Approve 2015 Mayor and Council Meeting

Schedule presented by City Manager


24/27

TOWN OF


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

FROM: David L. Recor, ICMA-CM, City ManagerRE: 2015 Mayor and Council Meeting Schedule

DATE: October 20, 2014

ISSUE(S): Mayor and City Council 2015 meeting dates

SUMMARY: According to the Charter of the Town of Ocean City, SectionC-404, it is required that the Mayor and Council meet at regular

times, but no less than once a month. This calendar proposes 47

meeting dates.

Regular meetings are set for the first and third Monday of each

month at 6:00 p.m. If the Monday meeting falls on a scheduledmunicipal holiday, the meeting is moved to the following day.

Work sessions are scheduled on the Tuesday prior to a regularmeeting and generally include a closed session beginning at noon

followed by the open session at 1:00 p.m.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Approve schedule as presented.

Excellent Service through a High Performing Town Organization

ALTERNATIVES: Refer to Mayor and Council.

RESPONSIBLE STAFF: David Recor, City Manager

COORDINATED WITH: Council President Lloyd MartinDiana Chavis, Executive Office Associate

ATTACHMENT(S): 1) 2015 proposed schedule2) 2015 calendar

3)

Charter C-404

Agenda Item # 5D



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January February March

Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr S

1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6

4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 111 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 2

18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 2

25 26 27 28 29 30 31 29 30 31

Apri l May June


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2015 Calendar

HOLIDAYS REGULAR SESSIONS WORK SESSIONS

MML Conference June 28 July 1


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H:\Word\AGENDA\2015 Mayor and City Council Meeting Schedule.doc

MAYOR AND CITY COUNCIL

2015 REGULAR MEETINGS

The Mayor and City Council meet for their Regular Session on the 1stand 3rdMonday

of every month. If Monday is a holiday, the meeting is held the following day. All

meetings begin at 6:00 p.m.

January 5 July 6

Tuesday, January 20 July 20

February 2 August 3

Tuesday, February 17 August 17

March 2 Tuesday, September 8

March 16 September 21

April 6 October 5

April 20 October 19May 4 November 2

May 18 November 16

June 1 December 7

June 15 December 21

MAYOR AND CITY COUNCIL

2015 WORK SESSIONS

Work Sessions are held at 1:00 p.m. the Tuesday prior to a Regular Monday night

meeting. A closed session precedes each open session, traditionally beginning at

12:00 p.m. but subject to change if needed.

January 13 July 14

January 27 July 28

February 10 August 11

February 24 September 1

March 10 September 15

March 31 September 29April 14 October 13

April 28 October 27

May 12 November 10

May 26 December 1

June 9 December 15

June 23


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C-404. Meetings of Mayor and Council. (176A)

The newly elected Mayor, together with the newly elected Councilmen and the incumbent

Councilmen shall meet at 7:30 p.m. on the Thursday in November immediately following the

election, for the purpose of organization. At said organizational meeting, the Councilmen shall electone (1) of their members as President, who shall serve at the pleasure of the Council and shall

preside at meetings of the Mayor and City Council. The Mayor and Council shall appoint one (1)

member of the Council to serve as Secretary. After such organizational meeting, the Council shall

meet regularly at such times as may be prescribed by its rules, but not less frequently than once

each month. Special meetings shall be called by the Clerk-Treasurer upon the request of the

Mayor, Council President or a majority of the members of the Council. Except for those meetings

permitted to be closed under state law, all meetings of the Mayor and Council shall be open to the

public, and the rules of the Council shall provide that residents of the town shall have a reasonable

opportunity to be heard at any meeting in regard to any municipal question. All appointments to city

boards, commissions and committees, and the confirmation vote thereon, shall be made at open

public meetings.

(Res. of 2-21-1972; Res. No. 1976-11, 1-5-1976; Res. No. 1981-10, 12-21-1981; Res. No. 1982-6, 4-5-1982; Res.

No. 1987-2, 6-15-1987; Res. No. 1990-2, 9-3-1990; Ord. No. 2012-2, 7-10-2012)

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october 28 2014 complete agenda

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