october 7 2013 complete agenda

7/27/2019 October 7 2013 Complete Agenda

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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, OCTOBER 7, 2013

3 APPROVAL OF MINUTES

A. Work Session dated September 10, 2013B. Regular Session #17 dated September 16, 2013C. Work Session dated October 1, 2013


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4 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Standing Committee Draft Agendas for October 11-15, 2013


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OceanCity,MarylandPoliceCommissionMeetingAgenda

October11,20139:00AMPublicSafetyBuilding

1. CalltoOrder2. ApprovalofMinutesoftheSeptember9,2013Meeting3. ChiefsUpdateonSeptemberCrimeStats4. UpdateonHighwaySafetyandEnforcement5. ECD/TaserUpdate6. Adjournment


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TourismCommissionMeetingAgenda3p.m.

Friday,October11,2013Room214,ConventionCenter

1) Approvalofminutes2) Ococeanenhancedlistingsupdate3) Strategicplanningdiscussion4) Organizationalreports


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OCEAN CITY, MARYLANDRECREATION & PARKS COMMITTEE

Tuesday, October 15, 20134:00 P.M.

Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of September 10, 2013

3. Presentation on Baseball Tournaments at NSP in 2014 by Moose Holland

4. Caroline Street Boardwalk Stage Procedure

5. 2015 Town Sponsored Special Events Schedule

6. New Private Special Events

7.

Kayak Rentals Concession RFP

8. Other Business

9. Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 10-15-2013


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5. CONSENT AGENDAA. Private Event Approval Request for 2nd Annual Ravens vs.

Steelers 5K Football Challenge November 23, 2013


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336 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 Council

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

RE: Ravens vs Steelers 5KDATE: October 1, 2013

ISSUE(S): Private event approval request for 2nd Annual Ravens vs. Steelers

5K Football Challenge

SUMMARY: Chris Klebe for OC TriRunning Sports would like to hold a 5K

running race on the Boardwalk and football challenges on thebeach from 25th to 27th Streets on Saturday, November 23,

2013.

The race is a friendly competition between Ravens and Steelersfans, sponsored by Buxys Salty Dog and the 28th Street Pit and

Pub. The football challenges will be family friendly stations,

accessing different skills.

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

beverage, recreation and other incidental expenditures related to

this event.

RECOMMENDATION: Approve the request as presented.

ALTERNATIVES: No staff alternatives suggested.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

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

ATTACHMENT(S): 1) November 2013 Calendar2) Cover Sheet3) Application

Agenda Item # 5A

Council Meeting Oct. 7, 2013


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Sun Mon Tue Wed Thu Fri Sat

1 2

3 4 5 6 7 8 9

PE

Wicomico Street

Winter Festival

10 11 12 13 14 15 16

17 18 19 20 21

Winterfest Begins22 23

PERavens vs

Steelers 5K -

TENTATIVE

24 25 26 27 28 29 30

2013

November


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Ocean City Private Events

Name of Event: Ravens vs. Steelers 5K New Event:No

Date of Event: Saturday, November 23, 2013

Date Application Received: July 15, 2013 Application Fee Paid: Yes

Date Routed: July 15, 2013Date Returned from All Departments: September 12, 2013 Total Cost to Town: No foreseeable costs

Things to Note:

This event would consist of a 5K run that would take place completely on the Boardwalk. Other events, such as a 40-yard dash, football bomb toss, accuracy toss and football agility drill would also take place on the beach from 25 th to

27th Streets.

The event coordinator requests the closing of 27th Street from Baltimore Avenue to the Boardwalk for registrationfrom 7 am until 11 am.

Set-up for the event would begin at 5 am on the morning of the event. The event coordinators request to borrow the following from the city 200 traffic cones, 50 barricades and the judges

stand.

The event would take place from 9 am until 1 pm. Clean up would take place immediately following the conclusion of the event and be finished by 3 pm. The race would run from 27th Street to 1st Street and then back to 27th Street. Upon completion of the race, the first

100 Ravens fans times will be compared against the first 100 Steelers fans ti mes and a trophy will stay in the

winning bar for the year. There will also be awards for the top two (2) male and female overall, the most team spirit,

and the top two (2) in each age group.

The event coordinators would set plastic fencing around the designated area on the beach. The event coordinators understand they would be responsible for all trash removal. The event coordinators would like to place port-o-lets on-site. The event coordinators would like to set-up a tent and air-inflated structures. Expected number of participants is between 300-500. Sponsors of the event would be the Pit and Pub and Buxys Salty Dog, both on 28 th Street.

The event coordinators would work with the local Ravens Roost. The date requested is a few days before the Ravensplay the Steelers. After the event, the participants would go back to their teams bar for tailgating.

Comments from Department Representatives:

PUBLIC WORKSWill provide 200 traffic cones, 50 barricades for the applicant to pick up and return. Will alsoset-up the judges stand. No issues with granting approval of this event.

OCPDAssign patrol officers from shift to assist with the event and blocking off 27 th Street. May assign a bikeofficer to the run portion of the event.

RISK MANAGEMENTHold harmless clause to be signed and Insurance Certificate to be obtained prior to theevent. Should also have participants sign a hold harmless clause as well.

FIRE MARSHALThe coordinator must obtain an air-inflated structure permit and a tent permit from the Office ofthe Fire Marshal.

TOURISM, EMERGENCY SERVICES, TOURISM, OCBP, TRANSPORTATION, OCCC, and REC &PARKSNo comments, concerns or costs.

Date on Council Agenda: October 7, 2013

Event Approved of Denied:

Date Permit Issued:

Other:


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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: ________________________________________________2nd Annual Ravens v Steelers Rival 5K Tail ate Football Challen e

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: __11/23/2013

4. STARTING & ENDING TIMES OF EVENT: __8am-1pm

5. PROJECTED SET-UP DATE (S) & TIMES: _11/22/2013 at 5am

6. PROJECTED CLEAN-UP DATE (S) & TIMES:__Immediately following the event

and complete by 3pm

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

much area will be used, etc.): _27th St. on the Boardwalk. The beach from 25-27

Street . We will run from 27th

St. to 1st

St. for the turn around and finish at 27th

St.

We are also requesting to use the beach from 25-27 St.

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: __Chris Klebe

9. ORGANIZATION REPRESENTING: _OC Trirunning

_____________________________________________________________________

10. MAILING ADDRESS: _12280 Dixie Dr., Bishopville, MD 21813

_____________________________________________________________________

11. WORK PHONE: 443-497-4324___ HOME PHONE: ___________________

FAX: _______________________ EMAIL: _________________________________

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? _N/A_______________________________ IF NOT, WHY?

_____________________________________________________________________

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

_____________________________________________________________________

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

_____________________________________________________________________

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________

FAX: ____________________________ CELL: __________________________

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E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

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

The 5K will take place on the Boardwalk. Please see attached map. We are

requesting to set up football challenges for the runners and families along the beach

on 25 to 27 Streets. We will offer the following stations for the family and friends:

40 yd dash, Football Bomb Toss, Accuracy Toss, Football Agility Drill

Please attach additional pages to the back of this application

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________2 locations it and ub and Bux s salt do , both on 28th St.

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

SUCH ACCESS? ____________________ IF SO, WHERE? __________________Yes between 25 and 27 Sts.

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

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

etc.): ___See attached map layout

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: _please see diagram

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: __We will set plastic fencing around designated area on the beach.

____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

_We are requesting to close off 27th St. from Baltimore Ave. to the Boardwalk for

registration from 7 am until 11 am.

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

N/A____________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

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

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

Permit to the Private Events Coordinator.

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

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

No

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

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

Events Coordinator.

No

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

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

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

__Not on the Boardwalk, only at the sponsoring establishments 28th St. Pit and Pub,

and Buxys______________________________________Please forward a copy of the

approved One Day Alcohol Permit to the Private Events Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: _300-500______________________

38. EXPECTED NUMBER OF SPECTATORS: __300___________________________

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

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? __N/A________WHO DID YOU CONTACT?

_____________________________________________________________________

_____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

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

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

_200 traffic cones, 50 barricades and the judges stand.

_____________________________________________________________________

____________________________________________________________________

_____________________________________________________________________

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

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

OBTAINED TIS PERMIT? __N/A___________IF SO, PLEASE ATTACHED A

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

MDOT Highway Permit to the Private Events Coordinator.

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

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

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

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

(5) YEARS: __________________________________________________________

____Ocean City marathon, Seaside 10, Ocean City 5-Mile Boardwalk Run,

Assateague Island Triathlon.___________________________________

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.): ____Pit and Pub and Buxys____________________________

____________________________________________________________________

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

APPLICATION: __We will be working with the local Ravens Roost. The date

requested is a few days before the Ravens play the Steelers. After the events the

runners family and friends will be going back to their teams bar for tailgating. Each

bar provides food.

.

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

SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,

STAGE, CONCESSIONS, COURTS, BANDS, ETC.

IS DIAGRAM INCLUDED WITH APPLICATION? YES____ NO__XX_____

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

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INSURANCE REQUIREMENT:

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

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

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

___XX_______TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY

(30) DAYS PRIOR TO THE EVENT

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

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled

waters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, MelloYello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,Dasani and other products that Coca-Cola may provide in accordance with its agreementwith the Town of Ocean City.

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

APPLICANTS SIGNATURE____________________________DATE_06/01/2013___Si nature on File

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___________________________DATE_______________06/01/2013Si nature on File

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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.


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

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


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

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

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

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

APPLICANTS SIGNATURE____Signature on File ________DATE_______________06/01/2013

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5. CONSENT AGENDAB. Private Event Approval Request for 2nd Annual Jingle

Bell Fun Run December 8, 2013


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2336 TOWN OF




RE: Jingle Bell Fun RunDATE: October 1, 2013

ISSUE(S): Private event approval request for 2nd Annual Jingle Bell Fun Run.

SUMMARY: Chris Klebe for OC TriRunning Sports would like to hold a running

race in North Ocean City on Sunday evening, December 8, 2013.

The race is a family holiday fun run under the lights in OceanCity.

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

this event.




COORDINATED WITH: All appropriate departmental staff has reviewed, and the eventhas been coordinated with OCPD and Rec & Parks.

ATTACHMENT(S): 1) December 2013 Calendar2) Cover Sheet3) Application

Agenda Item # 5B



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1

Winterfest

2

Winterfest

3

Winterfest

4

Winterfest

5

Winterfest

6

Winterfest

7

PE OC Christmas

Parade

Winterfest

8Winterfest

PE2nd

Annual

Jingle Bell Run -

TENTATIVE

9Winterfest

10Winterfest

11Winterfest

12Winterfest

13Winterfest

14Winterfest

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Winterfest

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Winterfest

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Winterfest

18

Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

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Winterfest

2013

December


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Ocean City Special Events Private Events

Name of Event: Jingle Bell Fun Run New Event: No

Date of Event: Sunday, December 8, 2013

Date Application Received: September 18, 2013 Application Fee Paid: Yes

Date Routed: September 18, 2013

Date Returned from All Departments: October 1, 2013 Total Cost to Town: No foreseeable costs

Things to Note:

This would be a running event in conjunction with the Winterfest of Lights. The event is also requestingparticipants bring a gift for Toys for Tots.

The event would take place from 5 pm to 7 pm. Breakdown of the event would immediately follow completion of the race. The event organizers request to use the Winterfest tent for registration and drop off for Toys for Tots. The event organizers request two (2) police officers for the racecourse: one (1) to lead and one (1) to follow

the race.

The racecourse would be on Jamaica Avenue, the bike path at Northside Park, through the back of theMontego Bay Shopping Center and in the Montego Bay Community. The event organizers request 50 cones from Public Works.


PUBLIC WORKSIf approved, organizer must pick up 50 traffic cones from Public Works and returnfollowing the event. Deposit for traffic cones is $2.00 per cone, totaling $100.00.

RISK MANAGEMENTInsurance Certificate must be obtained prior to the event. REC & PARKSDelay the start of the Winterfest trams for a half hour (start at 6 pm) and advertise this

information. Bring in staff to set up and manage the Winterfest event about an hour earlier than usuallyscheduled. Provide access to the Winterfest tent for runners use. Turn on festival lights. Be on site toprotect interest of facility and Winterfest event. Cost of staff (2 full-time, 6 Winterfest staff, Santa andParks) estimated at $220, glow necklaces estimated at $100, for an expected total cost of $320.00. The

biggest concern, from a safety perspective, is the curb heading into Montego Bay parking lot was perceivedas a trip hazard. The curb was lighted and well-marked, but still presented a challenge to some. There isnow a curb cut in that location, so hope that particular concern will not repeat. As this is an evening run,suggest the applicant take heed to light the course as necessary. Last year was the first year for this eventand it went reasonably well. The applicant purchases tickets for the runners and includes it as part of theirentry fees. Runners families purchase their own tickets so there really are no free rides. Applicant musttake responsibility for the safety of the course. Applicant must make arrangements with the hot chocolatevendor. Approval from Montego Bay Shopping Center must be obtained to use their rear parking lot asthat is not City property. Ideally, the applicant will bear the expense of the lighted necklaces in the future.Request assistance from the Tourism and Communication Departments to let people know of the tramdelay on the run date. Overall, a nice addition to the Winterfest event, and a unique running opportunityfor the health minded community.

OCPDDetail two (2) officers from shift to assist with traffic control as requested.

EMERGENCY SERVICES, TRANSPORTATION, FIRE MARSHAL, TOURISM, OCBP, OCCC No comments, concerns or costs.


Event Approved or Denied:

Other:


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Page 1 of 9


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





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.

Al l questions on the application must be ful ly answered. Same as last year or similar


A non-r efundable application fee must accompany this document.

$100.00 For -Prof it Promoters and $25 Non-Profi t Organizations


1. TITLE OF EVENT: ____________________________________________________

2. IS THIS A NEW EVENT? ______________________________________________

3. DATE(S) OF EVENT Sunday December 8, 2013

4. STARTING & ENDING TIMES OF EVENT: _______________________________

2nd Annual Jin le Belln Fun Run

No

5 m 7 m


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Page 2 of 9

5. PROJECTED SET-UP DATE (S) & TIMES: Sunday 12/8/2013 3pm

_____________________________________________________________________

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

7. LOCATION (Describe area in which event shall be contained; be specific as to howmuch area will be used, etc.): ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________

9. ORGANIZATION REPRESENTING: _______________________________________________________________________________________________________________________________________________________________________________

10. MAILING ADDRESS: ______________________________________________________________________________________________________________________

11. WORK PHONE #_____________________HOME PHONE #__________________FAX:____________________________EMAIL: [email protected]

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

13. ON-SITE EVENT COORDINATOR: ______________________________________

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ______________________________________________________________________________________________________________________________________________________________

15. COORDINATORS CONTACT NUMBERS:HOME: ___________________________WORK: 443-497-4324

FAX:_____________________________CELL: __________________________E-MAIL ADDRESS: ________________________________________________

. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: We

Sunda 12/8/2013 7 m

To Be held at the Ocean Cit Rec De t. We will be usin the ark for the run Under the

Winterfest Of lights . OC Trirunning will have Volunteers on site directingrunners/walkers through the park and the rest of the course. We are requesting to use the

Large Tent already on site for registration and drop off for Toys For Tots.

Chris Klebe

OC Trirunnin S orts

12280 Dixie Drive , Bisho ville MD 21813

443-497-4324 4103525478

Chris Klebe

Same as above

410-352-5478


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Page 3 of 9

OC Trirunning, is requesting to use the path around the Rec Center for the funRun/Walk. We are asking that walkers and runners bring a gift for Toys for Tots duringregistration before the run. The run/walk will start and finish will be At the end ofJamaica Ave. and 127th Street. From there the runners will be guided through the groundsdept for the rec center and onto the bike path. They will make one full loop and then back

through the grounds / Maintenance dept. The runners/walkers. They will continue behindMontego Bay shopping center. They will make a left out af back parking lot and continuefor a mile to the turn around . They will then head back into the park and do 1 moreloop and finish on Jamaica Ave. The runners /walker will get a T-shirt, Hot Choc,Cookies, and other refreshments. We are also going to be giving Red and Green glow inthe dark necklace that they are required to have on during the event. Also included if yousign up for the event is free a train ride through the park . Just for that night. We will giveout awards after the run is over.

_______________________________________________________________________________________________________________________________________________________________________________________________________________

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

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? Registration Tent________________________________________________________________________________________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE SUCH ACCESS? ______IF SO, WHERE? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,etc.): ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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

SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIREDDIAGRAM AND DESCRIBE HERE: _____________________________________

_____N/A___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


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Page 4 of 9

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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

site for course safety

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____IF SO, WHAT TYPE?N/A _______________________________________

_______________________________________________________________________________________________________________________________________

____________________________________________________________________

24. WHAT IS YOUR RAIN POLICY? ___________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

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

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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

We will have lent of Volunteers But are re uestin 2 OCPD for course.

We are in need of 50 traffic cones for the course and are re uestin 2 OCPD officers on

Rain or shine

We are requesting to use what will already be on site.

N/A

N/A


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Page 5 of 9

____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? $28. feeIF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_Portion of the proceeds go to The Ocean City Rec Dept.

30.DESCRIBE EVENT PRIZES/AWARDS: Awards to top male and females in agegroups.

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________Please forward a copy of the approved One Day Raffle Permit, to the Private Events

Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________Please forward a copy of the approved Tent Permit, from the Office of the Fire Marshal to

the Private Events Coordinator.

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

Private Events Coordinator.

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

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, to

the Private Events Coordinator.

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

Events Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________

150 to 200

N/A

N/A

N/A

N/A


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Page 6 of 9

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? _________

____________________________________________________________________

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):

We are requesting 50 traffic cones for the course. We also would like 2 police officers forthe course.

__41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY

STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPYTO THE BACK OF THIS APPLICATION.Please forward a copy of the approved MDOT Highway Permit to the Private Events

Coordinator once you receive it.

42. For parade organi zers only:EXPECTED NUMBER OF OVERSIZED VEHICLES(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG)TRAVELING THE PARADE ROUTE: _______________DESCRIBE: __________

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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

____________________________________________________________________

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

N/A

Ocean Cit Half Marathon, Makin Strides Cancer run, 5 Mile Boardwalk


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Page 9 of 9

APPLICANTS SIGNATURE___________________________DATE_______________

PRIVATE EVENT APPLI CATION COMPLIANCE REQUIREMENT

The applicant for the private event described in this application agrees to follow

guidelines provided and submit a complete application including all required submissionof materials.




APPLICANTS SIGNATURE___________________________DATE_______________Chris Klebe 9/15/2013


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5. CONSENT AGENDAC. 3-Year Private Event Approval Request for Seaside 10

October 31, 2015


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TOWN OF



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

RE: Seaside 10 3-year event approval continuationDATE: October 1, 2013

ISSUE(S): Request a continuation of the Seaside 10 event approval toinclude October 31, 2015.

SUMMARY: This is a longstanding running event in Ocean City that consists

of 10-mile, 5K and 1-mile runs.

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

recreation and other incidental expenditures related to thisevent.

RECOMMENDATION: Approve the request.



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

ATTACHMENT(S): 1) October 2015 Calendar2) Cover Sheet

Agenda Item # 5C



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Ocean City Private Events 3-Year Approval

Name of Event: Seaside 10

Date of Event: Requesting event approval for October 31, 2015

Cost to the Town of Ocean City to support this event: Approximately$11,397.31

Things to Note:

This approved event continuation request is for three different running racesA 5K would take place on theBoardwalk and finish under the tram station; a 10-Mile Run would start and finish at the Inlet Parking Lot under thetram station, and a 1-Mile fun run that would take place on the Boardwalk.

In 2011, Chris Klebe for OC TriRunning was first granted a 3-year event approval for Seaside 10. Chris Klebe for OC TriRunning would like to continue this provision, and requests Council approve this event for the

date of October 31, 2015.

All appropriate documents have been supplied and fees have been invoiced.Comments from Department Representatives:

Fire MarshalPermits for the use of the tent and air inflated structure must be obtained from the Office of the FireMarshal.

OCPDTraffic control at Inlet Lot and 27 th Street/Baltimore Avenue. Traffic control at 11 intersections on CoastalHighway race route. Lead vehicle and bike. Officers to lead/follow the Boardwalk 5K. Requires two (2) supervisors($360) and 19 officers ($2,508) for a total expected cost of $2,868.00. OCPD does not man 68th and 69th Streets in thealleyways, so volunteers will be needed there. Traffic arrow boards and VMB needed at 33rd St. on Coastal Highwayand at MD Rte. 90.

Risk- COI to be submitted prior to the event. Applicant must follow SHA requirements for any of the race on theroads. Runners should sign a hold harmless agreement as well in order to participate in the run.

Public WorksThis is an established annual event that already has approval for 2013 and 2014 and is looking for acontinuation of their 3-year event approval to include 2015 dates, and Public Works has no issue with approving theevent request. This years application appears to be a repeat of last year. This event area is quite large and spread out

from the Inlet to 69th Street and requires significant use of city items and resources. Public Works will set up andremove the traffic pattern. The event requires overtime from the Department. Cost to the department to support thisevent last year was about $8,529.31 and it may increase this year.

Rec. & Parks, Tourism, Transportation,, OCBP,Emergency Services and OCCCNo comments.


Council Ruling: ________________________________________________


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5. CONSENT AGENDAD. Request Approval to Sole Source Purchase Replacement

Fire Attack and Supply Hose


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25166 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Chris Larmore, Fire ChiefRE: Replacement Fire HoseDATE: September 26, 2013

ISSUE(S): Purchase replacement fire hose in various lengths and sizes.

SUMMARY: The Ocean City Fire Department is requesting permission to solesource purchase replacement fire attack and supply hose.

FISCAL IMPACT: Total cost for the replacement hose is $ 21,517.00 This is anapproved line item in the budget at $20,000. The remaining$1,517 will be funded from the Operational Supplies account.

RECOMMENDATION: Approve purchase to match hose color, style, and material that iscurrently in use on apparatus.

ALTERNATIVES: Do not approve sole source purchase.

RESPONSIBLE STAFF: Chris Shaffer- Assistant Fire Chief

COORDINATED WITH: David Recor, ICMA-CM, City ManagerJennie Knapp, Budget Manager

ATTACHMENT(S): 1) Sole Source letter2) Hose quotation3) Hose request memo

Agenda Item # 5D

Council Meeting October 7, 2013


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Ocean City Fire Department

Memorandum

To: Chief LarmoreFrom: Assistant Chief Chris ShafferDate: September 26, 2013Re: Hose Purchase

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

Below is a list of hose size and quantity needed from this years budget.I recommend we move forward with the purchase. The budgeted amount

is $20,000. I believe we can fund the remaining $1,517.00 from the00125004236040 Account to complete the order and remain withinthe budgeted allowance.

5 2400 $ 17,664.00 2.5 200 $ 908.00 2 350 $ 1,449.00 1.75 400 $ 1,496.00

$ 21,517.00


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Sept. 17, 2013

Ocean City Volunteer Fire Company1409 Philadelphia Ave.Ocean City, MD 21842

Attention: Mr. Chris Shaffer

Please be advised that Mercedes Textiles Limited currently has no

authorized, resident Distributor in the State of Maryland for structural

fire-fighting hose products. In this case, we sell through authorizedMercedes Textiles Limited Distributors from other locations on a case by

case basis. Witmer Associates The Fire Store, based in Coatesville,

Pennsylvania, is currently exclusively authorized to sell our products to

Ocean City Fire Company in Ocean City Maryland.

Yours Truly,

Jamie Emblem

Mercedes Textiles Ltd.

North East Sales Region

877-937-9660 x 231


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AmountUnitDescriptionItem IDQuantity

Fax: (410) 289-8421

Phone: (410) 289-4346

Ocean City, MD 21842

Sales Person Kevin GP.O. Box 27

8/20/20131409 Philadelphia Ave

144870Ocean City Vol. Fire Dept.

Date

Proposal ID

Proposal To:

QuotationPa e 1 of 1

144870uote ID:

Date: 8/20/2013

Sales Person: Kevin G

Witmer Public Safety Group

104 Independence Way

Coatesville, PA 19320

Phone: (800) 852-6088

Fax: (888) 335-9800

Mercedes Hose

1.00 23150100ATY SPO Mercedes Megaflo+ Hose, 5" X 100', Permatek

Coated Yellow coupled 5" storz GoldIR

736.00 736.00

1.00 26030050ATB SPO Mercedes MTFS-800-DP Hose, 3" x 50', Permatek

Blue, coupled 2.5" NH aluminum

209.00 209.00

1.00 12525050ATC SPO Mercedes Kraken EXO Fire Hose, Permatek

2.5" X 50', Clear (White) coupled 2.5" NST aluminum

227.00 227.00

1.00 12520050ATC SPO Mercedes Kraken Exo Fire Hose, 2" x 50'

Permatek Color Treated Clear (White) coupled 1.5" NST

aluminum

207.00 207.00

1.00 12517050ATB SPO Mercedes Kraken EXO Fire Hose, Permatek

coated (specify color) , 1.75" x 50', coupled 1.5" NH gold

Way-Out couplings

187.00 187.00

1.00 160101001TY SPO Mercedes Fire Boss 1" X 100' Forestry Hose

Single Jacket, Permatek Treated, No Coupling

TAN in COLOR

127.49 127.49

Stencil all hose "OCEAN CITY FIRE DEPT"

Note: Price quoted delivered!

Thank you,

Kevin A. Greenlee

1,693.49Total

Tax 0.00

1,693.49Subtotal

Proposal is valid until September 19, 2013

ACCEPTANCE OF PROPOSAL

The above prices, specifications, and conditions

are satisfactory and are hereby accepted.

Signature

Date

Proposal is Valid until September 19, 2013Created by Eagle Business Management Systems


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5. CONSENT AGENDAE.Request Approvel to Solicit Bids for Roof Replacement and

Restoration


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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 Public Safety Building & Vehicle

Maintenance Building Roof Replacement / RestorationDATE: October 1, 2013

ISSUE(S): Receive Sealed Bids for the Public Safety Building & Vehicle MaintenanceBuilding Roof Replacement / Restoration.

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

bids at the October 29, 2013 Work Session for the Public Safety Building& Vehicle Maintenance Building Roof Replacement / RestorationProject.This Bid is for the installation of the Pre-Purchased Roofing Materialsapproved September 16, 2013.

FISCAL IMPACT: The funding for this project is included in the upcoming Bond Issuance.

RECOMMENDATION: Proceed with the proposed Bid Opening on October 29, 2013.

ALTERNATIVES: None

RESPONSIBLE STAFF: Dean Dashiell Senior Project Manager

COORDINATED WITH: Hal Adkins Director of Public Works

ATTACHMENT(S): Not applicable

Agenda Item # 5E


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5. CONSENT AGENDAF. Bid Award Recommendation for 94th Street Water Tank

Painting


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for the 94t Street Water Tank Painting & RepairsDATE: October 1, 2013

ISSUE(S): Bid Award Authorization for the 94t Street Water Tank Painting &Repairs.

SUMMARY: Request permission, from the Mayor & City Council, to award the 94thStreet Water Tank Painting & Repairs to Utility Service Company, Inc.,

who tendered the lowest Base Bid (A No Logo) at $ 198,000.00;Alternate Price (B-Town of Ocean City Logo) at $ 216,000.00; andAlternate Price (C-Art League Logo) at $ 206,000.00.This request is based on bids received at the October 1, 2013 WorkSession.I have performed a review of the low bid received from Utility ServiceCompany, Inc. and have found those Forms and Bond to be inaccordance with the Contract Documents.I have also reviewed their previous project performance with our NACEInspector, and mechanical engineer and received favorable statistics.

FISCAL IMPACT: The funding for this project was budgeted in the FY 2014 WaterDistribution Account. The staff estimate for this project was$ 300,000.00.

RECOMMENDATION: Proceed with the approval of Utility Services Company, Inc. in theamount of, Item A with no logo at $ 198,000.00; Item B with Town Logoat $ 216,000.00; or Item C with Art League Logo at $ 206,000.00.

ALTERNATIVES: None


COORDINATED WITH: Hal Adkins Director of Public WorksJim Parsons Deputy Direct of Public Works

ATTACHMENT(S): Completed Bid Tabulation Form

Agenda Item # 5F




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94th Street Water Tank Painting Repairs Bid Tabulation

CONTRACTORS Base Bid - A Alternate # 1 - B Alternate # 2 - C

Corrosion Control Corp No Bid

D & M Painting No Bid

K & K Painting $318,000.00 $326,000.00 $319,000.00

George Kountoupes No Bid

Maccarri Companies $204,091.00 $214,351.00 $216,403.00

Nostos SS Contractors $247,600.00 $261,600.00 $259,600.00

Utility Service $198,000.00 $216,000.00 $206,000.00

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47/143



5. CONSENT AGENDAG. Bid Award Recommendation for Fire Hydrant Assessment

and Maintenance


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for the 2014 Fire Hydrant Assessment/Maintenance

ProjectDATE: October 1, 2013

ISSUE(S): Bid Award Authorization for 2014 Fire Hydrant Assessment/Maintenance Project

SUMMARY: Request permission from the Mayor & City Council to award the2014 Fire Hydrant Assessment / Maintenance Project to R & MService Solutions, LLC, based on the bid results received at theOctober 1, 2013 Work Session.I have performed a review of the low bid received from R & MService Solutions, and have found the document and bid securityto be consistent in accordance with the contract documents.

FISCAL IMPACT: Funding for this project was included in the FY 2014 WaterDepartment Budget in the amount of $ 80,000.00

RECOMMENDATION: Proceed with the approval of R & M Service Solutions, LLC in the

amount of $ 63,640.00 for the 2014 Fire Hydrant Assessment/Maintenance Project.

ALTERNATIVES: None


COORDINATED WITH: Hal Adkins Director of Public WorksJim Parsons Deputy Director of Public Works

ATTACHMENT(S): Completed Bid Tabulation Sheet

Agenda Item # 5G




49/143

2014 Fire Hydrant Assessment / Maintenance Project Bid

CONTRACTORS Base Bid

Mueller Service Company $84,968.00

R & M Service $63,640.00

Utility Service Company $80,410.00

Wachs Water $103,200.00



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6. MISCELLEANEOUS REPORTS AND PRESENTATIONSA. Private Event Approval Request for MD COPS Memorial

Walk October 19, 2013


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52/143


1 2 3

PE Surf Fishing4

PE Surf Fishing5

PE Surf Fishing

PE Corvettes

PE ESA

6PE ESA

PE Offshore Boat

Race

7 8 9 10PE Cruisin

11PE Cruisin

12PE Cruisin

13

PE Cruisin14 15 16 17 18

PE Boardwalk

Wedding

PERockin Ravens

Weekend -

TENTATIVE

19

PE ACS Making

Strides 5K

PE OC Rally

PE OCtoberfest

PE Boardwalk

Wedding

PERockin Ravens

Weekend

TENTATIVE

PE - MD COPS

Memorial -TENTATIVE

20

PE OCtoberfest

PERockin Ravens

Weekend -

TENTATIVE

21 22 23 24 25 26

PE Seaside 10

PE OCtoberfest

27

PE OCtoberfest28 29 30 31

2013

October


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Name of Event: MD COPS Memorial Walk New Event: YES

Date of Event: 10/19/2013

Date Application Received: 9/17/2013 Application Fee Paid: Yes

Date Routed: 9/17/2013

Date Returned from All Departments: 10/1/2013 Total Cost to Town: $500

Things to Note:

This event would consist of family members placing a long stemmed red rose upon the sand, under a small picture oftheir loved ones, while a short description is read about how they lost their police officer in the line of duty.

The event would take place on an area of the beach immediately in front of the Grand Hotel, at 21st Street. The event would take place from 10 am until 12 noon. Set-up would take place the morning of the event and consist of pictures being placed at intervals in the sand

dependent upon where the hurricane fences are erected this year.

The applicant would collect and dispose of all solid waste. The participants would walk along the beach together to the event site. The applicant requests the OCFD hang the US, state and OC flags over the Boardwalk as the families leave the hotel

to start the memorial walk.


OCPDPolice Honor Guard will be assigned to this detail along with officers from the shift. Cost to the departmentwould be $500.00.

RiskInsurance certificate must be submitted prior to the event. Fire Marshal,Public Works, Beach Patrol, Rec & Parks, Emergency Services, Transportation, Tourism,

OCCCNo comments or concerns.


Event Approved of Denied:

Date Permit Issued:

Other:


54/143

Page 1 of 9


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





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.

Al l questions on the application must be ful ly answered. Same as last year or similar


A non-r efundable application fee must accompany this document.

$100.00 For -Prof it Promoters and $25 Non-Profi t Organizations


1. TITLE OF EVENT: ________________________________________________2. IS THIS A NEW EVENT? ____Yes______________________________________

MD COPS Memorial Walk


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Page 2 of 9

3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES

FOR THE NEXT 3-YEARS: __10-19-2013

4. STARTING & ENDING TIMES OF EVENT: __1000-12005. PROJECTED SET-UP DATE (S) & TIMES: _1000 10-19-20136. PROJECTED CLEAN-UP DATE (S) & TIMES:__1230 10-19-2013

_____________________________________________________________________

7. LOCATION (Describe area in which event shall be contained; be specific as to howmuch area will be used, etc.): _Area of beach immediately in front of the grand

hotel off 21st St. and boardwalk

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: __Sean Wm. Kille9. ORGANIZATION REPRESENTING: _MD Chap. Of Concerns of Police Survivors

(COPS) _______________________________________________________

10.MAILING ADDRESS: _PO Box 1451, Salisbury, MD 21802_____________________________________________________________________

11.WORK PHONE: ___ HOME PHONE: 410-310-1782________FAX: _______________________ EMAIL: [email protected]

12.IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OFPROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ____________________________________ IF NOT, WHY?

_____________________________________________________________________

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

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

15.COORDINATORS CONTACT INFORMATION IF DIFFERENT THANQUESTION 11: HOME: ____________________WORK: _________________

FAX: ____________________________ CELL: __________________________


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Page 3 of 9

E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

16.FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _________Surviving family members will be allowed to place long stem red roses upon the

sand, under a small picture of their loved ones, while a short description is read about

how they lost their police officer in the line of duty.

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_________________________________________________________________

Please attach additional pages to the back of this application

17.WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ___________________________________________________________________________________

18.VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRESUCH ACCESS? _______No__________ IF SO, WHERE? __________________

19.FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,

etc.): ______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: _____________________________________

___No

21.DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: _____The group will walk along the beach together as they remember

their respective fallen officer.

____________________________________________________________________

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

The last two years, OCFD has been kind enough to hang the US, state and OC flags

Grand Hotel


57/143

Page 4 of 9

for us over the boardwalk as the families leave the hotel to start the memorial

walk_________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

23.HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?__N/A__________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

24.WHAT IS YOUR RAIN POLICY? _________________________________________________________________________________________________________

25.WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSINGOF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

26.WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? ________________________________

___Hotel facilities where all family members will already be staying.

_____________________________________________________________________

__________________________________________________________________

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? ______________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

I will personally be taking care of this.

No


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Page 5 of 9

30.DESCRIBE EVENT PRIZES/AWARDS: _None________________________________________________________________________________________________

31.WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT?___No______________ Please forward a copy of the approved One Day Raffle Permit to the

Private Events Coordinator.

32.WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________Please forward a copy of the approved Tent Permit from the Office of the Fire Marshal to the Private

Events Coordinator.

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.

35.WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit to the Private

Events Coordinator.

36.DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGESAT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include

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

_____________________________________________________________________

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

37.EXPECTED NUMBER OF PARTICIPANTS: ____80-100____________________38.EXPECTED NUMBER OF SPECTATORS: ________________________________39.IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?

_____________________________________________________________________

40.WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROMTHE 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_______________________________________________________

_____________________________________________________________________

No

unknown

No franchise activity this time of year.

No

No

No


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Page 6 of 9

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

41.A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE 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 organi zers only:EXPECTED NUMBER OF OVERSIZED VEHICLES(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

__________________________________________________________________________________________________________________________________________

_____________________________________________________________________

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

_____________________________________________________________________

_____________________________________________________________________

44.LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read andcomply 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.): ___N/A______________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

45.LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THISAPPLICATION: ______________________________________________________

________________Pictures will be placed at intervals in the sand dependent upon

where the hurricane fences are erected this year.

_____________________________________________________________________

_______________________________

The Grand Hotel for the ast 5-6 ears, alwa s towards the end of October.

.


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Page 7 of 9

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

I NSURANCE CERTIF ICATE AND ADDENDUM :

____________INCLUDED WITH APPLICATION

_____XX_______TO BE OBTAINED AND FORWARDED NO LATER THANTHIRTY

(30) DAYS PRIOR TO THE EVENT

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DI SCLOSURE:

The applicant must comply with all provisions of the Towns agreement with Coca-ColaRefreshments as it pertains to the distribution or sales of beverages by the applicant on

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

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


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Dasani and other products that Coca-Cola may provide in accordance with its agreementwith the Town of Ocean City.

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

APPLICANTS SIGNATURE____________________________DATE______________

MANDATED CHANGES/CANCELLATI ON

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.


LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE

The applicant agrees to comply with the provisions ofal lapplicable 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 al lprovisions 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.


Si nature on file 9/12/2013

Si nature on file 9/12/2013

Signature on file 9/12/2013

Signature on file 9/12/2013


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Page 9 of 9

PRIVATE EVENT APPLI CATION COMPLIANCE REQUIREMENT

The applicant for the private event described in this application agrees to followguidelines provided and submit a complete application including all required submission

of materials.




APPLICANTS SIGNATURE___________________________DATE_______________Signature on file 9/12/2013


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6. MISCELLEANEOUS REPORTS AND PRESENTATIONSB. Private Event Approval Request for Rockin Ravens

Weekend October 18-20, 2013


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36 TOWN OF




RE: Rockin Ravens WeekendDATE: October 1, 2013

ISSUE(S): Private event approval request for Rockin Ravens Weekend

SUMMARY: Patricia Smith, for the Castle in the Sand Hotel, is requesting the

street end of 37th Street from the alleyway to the dune line be

closed from Friday, Oct. 18 until Sunday, Oct. 20 for RockinRavens Weekend.

This event centers around the Castle in the Sand Hotel and its

outdoor property. A welcome reception is set for Friday night atCoconuts Beach Bar and Grill with live music until 9 pm.

Saturday afternoon events include a tailgate party and pig roaston hotel patio and volleyball court with a caterer, comfort

stations and tables on the east end of 37th St. from the alley tothe dune line and live music until 10 pm. Sunday is game day

with four (4) TVs set around the restaurant and volleyball court

for viewing the game and live music until 6 pm.

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

this event.




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) Site Layout

Agenda Item # 6B



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1 2 3

PE Surf Fishing4

PE Surf Fishing5

PE Surf Fishing

PE Corvettes

PE ESA

6PE ESA

PE Offshore Boat

Race

7 8 9 10PE Cruisin

11PE Cruisin

12PE Cruisin

13

PE Cruisin14 15 16 17 18

PE Boardwalk

Wedding

PERockin Ravens

Weekend -

TENTATIVE

19

PE ACS Making

Strides 5K

PE OC Rally

PE OCtoberfest

PE Boardwalk

Wedding

PERockin Ravens

Weekend

TENTATIVE

PE - MD COPS

Memorial -TENTATIVE

20

PE OCtoberfest

PERockin Ravens

Weekend -

TENTATIVE

21 22 23 24 25 26

PE Seaside 10

PE OCtoberfest

27

PE OCtoberfest28 29 30 31

2013

October


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Name of Event: Rockin Ravens Weekend New Event: YES

Date of Event: October 18-20, 2013

Date Application Received: September 24, 2013 Applic