August 14 2012 Complete Agenda

AGENDA MAYOR AND CITY COUNCIL WORK SESSION

TUESDAY, AUGUST 14, 2012 – 12:00 P.M.

Closed Session – Tuesday, August 14, 2012 – 12:00 p.m.- 1:00 p.m. – Legal, Contractual and Personnel Matters 1. Report on Closed Session – Tuesday, August 14, 2012 – 12:00 p.m. – Legal, Contractual and

Personnel Matters 2. Bid Openings

A. Painting and Rehabilitation of the Gorman Avenue Water Tank B. Inlet Lot Parking Control System – Engineering Services

3. Report on 2012 Air Show Presented by: Bryan Lilley, Ocean City Air Show LLC and Susan Childs, Internal Auditor 4. Discussion of MGH Advertising Contract Presented by: Donna Abbott, Tourism and Marketing Director

5. Request to Sole Source Purchase a Broyhill Beach Machine

Presented by: John Van Fossen, Public Works Maintenance Manager

6. Request Approval to Purchase Bus Spare Parts (Mirrors), Bus Lifts and Passenger Shelters Presented by: Hal Adkins, Public Works Director and George Thornes, Transportation

Superintendent

7. Request Permission to Purchase Snow Plows through Anne Arundel Contract Presented by: Hal Adkins, Public Works Director 8. Request to Purchase Golf Course and Recreation Department Equipment on State Contract Presented by: Joe Sobczak, General Services Director

9. Presentation of Strategic Planning Initiative Proposal Presented by: David L. Recor, City Manager

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 14, 2012

1 – Report on Closed Session - Tuesday, August 14, 2012 12:00 a.m. – 1:00 p.m. Legal, Contractual and Personnel Matters

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland

DATE AND TIME: Tuesday, August 14, 2012 12:00 p.m. PLACE: City Hall SUBJECT: Legal, Contractual and Personnel Matters VOTE: UNANIMOUS OTHER: FOR:

AGAINST: ABSTAIN:

ABSENT for Vote:

PURPOSES:

X

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 is not 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 potential litigations;

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

10. Discuss public security if the public body determines that public discussion would 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 imposed

requirement that prevents public disclosures about a particular proceeding or matter; or

X

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 discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process

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,

August 14, 2012, a closed session was held on Tuesday, August 14, 2012 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, Contractual and Personnel Matters

(b) Persons present:

Mayor Richard Meehan City Manager David Recor Council President Jim Hall, Council Secretary Lloyd Martin Council Members Doug Cymek; Joe Hall, Mary Knight, Margaret Pillas and

Brent Ashley City Solicitor Guy Ayres Police Chief Bernadette DiPino Internal Auditor Susan Childs Special Events Director John Sullivan Bryan Lilley of OC Air Show, LLC Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


2 – Bid Opening –

A. Painting and Rehabilitation of Gorman Avenue Water Tank


2 – Bid Opening – B. Inlet Lot Parking Control System – Engineering Services

BID SPREAD SHEET

ITEM: Inlet Lot Parking Control Consulting Services

Bidders Total Bid

Burdis Associates

Carl Walker Parking

Tim Haahs

Transcor

Walker Parking

Wallace Montgomery

BID BOND: YES NO X STAFF ESTIMATE: N/A BUDGET ALLOCATION: $4000.000 (full project)

TOWN OF OCEAN CITY

OCEAN CITY, MARYLAND

REQUEST FOR PROPOSALS ENGINEERING SERVICES

INLET PARKING LOT RENOVATIONS

JAMES S. HALL PRESIDENT

LLOYD MARTIN

SECRETARY

BRENT ASHLEY DOUGLAS S. CYMEK JOSEPH T. HALL, II MARY P. KNIGHT

MARGARET PILLAS

MAYOR CITY MANAGER RICHARD W. MEEHAN DAVID RECOR

CITY ENGINEER

TERENCE J. MCGEAN, P.E.

DUE DATE/TIME: 11:00AM, AUGUST 14, 2012

INTRODUCTION INLET PARKING LOT RENOVATIONS

The Town of Ocean City Maryland is currently accepting proposals for Engineering services to prepare plans and specifications for renovations of the access control system at the Ocean City Inlet Parking Lot . Proposals will be received in the City Manager's Office located on the second floor of City Hall, 3rd Street and Baltimore Avenue, Ocean City, Maryland. Mailing Address: 301 Baltimore Ave., Ocean City, Maryland 21842. Proposals will be accepted no later than 11:00 AM, Tuesday, August 14, 2012. Interested firms should submit three (3) copies of a written proposal prepared in accordance with this RFP. The proposal shall be in an envelope marked "Proposal for: INLET PARKING LOT RENOVATION- ENGINEERING SERVICES.” Written proposals will be evaluated in accordance with this RFP. Award will be based on a combination of fee and qualifications. Successful proposers will have broad range experience in planning and designing parking control

systems. Design Notice-to-Proceed is expected to be issued in September 2012 and the new system must be operational by April 1, 2013. For questions regarding this RFP, please contact the City Engineer: Terence J. McGean, PE, (410)289-8796, fax (410)289-8809, email – [email protected]

SCOPE OF SERVICES INLET PARKING LOT RENOVATIONS

The Project The Town of Ocean City, Maryland, requires the professional services of an Engineering Consulting Firm, Joint Venture, or Team to provide design services and prepare contract documents for procurement of new parking lot controls and related facilities at the Ocean City Inlet Parking Lot Project History The Ocean City Inlet Parking lot is a public parking area located at the extreme south end of Ocean City. The lot holds approximately 1,210 spaces. The lot is controlled via a gated ticket system with two inbound lanes, three manned exit lanes, one unmanned credit card only lane, and one manned overflow exit lane. The lot remains open year-round but is only controlled from April through October. The lot is also occasionally closed and used for special events. The existing Amano control system was installed in 2006. The existing system equipment and software is no longer supported by the manufacturer. The parking attendant booths were installed in 2000 and have corroded in the salt air environment to the point that they are beyond repair. Scope of Services 1. The consultant will review the site, the existing system and system reports. 2. The consultant will meet with Town staff to review operational needs. 3. The consultant will review existing control technology and recommend an appropriate

control system based on the operational characteristics of the parking lot. 4. The consultant will prepare documents for competitive bidding of the new control

system. The consultant should expect to specify the following items depending on final recommendations: 4 new booths (3 std, 1 with restroom , all with floor safes) Re-use existing exit gates (8 each) Re-use existing entrance gates (2 each) Two new entrance ticket dispensers with card reader ability. 4 new cashier stations including reader, fee computer, & Fee display. Include additional exterior mounted card reader and credit card payment station at 3 booths to allow for manned or unmanned operation. (spares) 1 new unmanned card reader/credit card pay station. 5 new electronic signs indicating lanes are Open/Closed/Credit Card Only New main network based controller with all hardware and software provide for remote access etc. All new control wiring All new power wiring use of existing conduits Spare parts On site training 5 years maintenance and support 24/7 availability, 4 hour on-site

5. The consultant will review available technologies for Electric Vehicle Charging Stations

and make a recommendation for quantity, type, and billing system and prepare documents for procurement.

6. The Consultant will review all bids and make a recommendation for award.

7. The consultant will review all contractor submittals and perform a final system performance check after installation.

SELECTION PROCEDURE INLET PARKING LOT RENOVATIONS

Written Proposals The Written Proposal shall indicate the firm's desire to perform services, provide a conceptual description of the major work elements, how the project should proceed (including bar schedule) and indicate the specific tasks or areas of expertise, which will be subcontracted, and to whom. Interested firms must submit the material required in the RESPONSE FORMAT to be considered for the project. Proposals should stress previous parking control system design. The Ocean City Staff will evaluate each Written Proposal. Selection will be based 50% on qualifications and 50% on fee.

REPONSE FORMAT INLET PARKING LOT RENOVATIONS

Key Personnel Identify and provide resumes for the following individuals: 1. Principal-in-Charge 2. Project Manager 3. Project Engineers 4. Sub consultants and their Key Personnel Resumes should stress the individual’s experience with related projects. List the proposed design team and the key individual of each major component with a proposed percentage and extent of responsibility for each firm and each key individual. Experience Parking Facility 1. Provide specific examples of completed parking facilities control systems designed by firms in the design team in the last five (5) years. Include client's name, contact point, address and phone number. 2. Provide specific examples of completed parking facilities control systems designed by individual members of the design team in the last five (5) years whether or not with the current firm. References Provide a minimum of five (5) individuals who are directly familiar with the technical work of the following: 1. Your client the individual represents 2. Your firms work for the client. 3. The performance of your firm's key individual working for that client. Provide a bar type schedule to show how the work will be completed by April 2013.

Price: Provide a lump sum fee to perform the work as described in the scope of services. Fee shall include all reimbursables. Lump sum fee shall include a minimum of two on site meetings during design and one on-site visit during installation, additional meetings may be conducted at the consultants offices or via telephone. Lump sum fee shall include a minimum of two review submittals and final contract document submittal. Contract General Conditions will be provided by the Town. The cost of copying and distributing bid documents to potential bidders will be paid directly by the Town. Provide hourly rates for key personnel for any additional work.


3 – Report on 2012 Air Show Presented by: Susan Childs, Internal Auditor and Bryan Lilley, Ocean City Air Show, LLC

02516 TOWN OF

The White Marlin Capital of the

Agenda Item # 3 Council Meeting August 14, 2012 TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Susan Childs, Internal Auditor RE: Airshow Financial Review 2012 DATE: August 8, 2012 ISSUE(S): Review financial statements submitted to the Town of Ocean City

from OC Air Show, LLC to verify disbursement amount of net profit per MOU.

SUMMARY: Per the attached reconciliation, 35% of the net profits from the

2012 OC Air Show is $19,902.00. FISCAL IMPACT: Payment from 2012 OC Air Show is $19,902.00. RECOMMENDATION: If the Town wishes to improve the profitability of this event and

come closer to recouping expenses incurred, we need the ability to oversee the management of the event. Since we are sharing in the profits obtained from the OC Air Show, LLC, we should be sharing in the management decisions that are made by OC Air Show, LLC (such as fireworks, food catering, car rental, donations and show employees).

ALTERNATIVES: This is the final year for the OC Air Show, LLC, Memorandum of

Understanding. RESPONSIBLE STAFF:

Susan Childs, Internal Auditor

COORDINATED WITH: John Sullivan, Special Events Director Bryan Lilley, President, OC Air Show, LLC.

ATTACHMENT(S): 1) Reconciliation of the 2012 OC Air Show Financial Statements.

Reconciliation of 2012 OC Air Show as of August 3, 2012Gross Profit of P&L's $38,322.87

Plus Outstanding Income: Layton's Family Restaurant $2500 from last year, $3000 from this year $5,500.00

Tbird Smoke Oil Reimbursement $12,240.00

Smoke Oil-over $50,000 budget $800.00

Net Profit $56,862.87

35% Due to TOC $19,902.00

Check due to TOC $19,902.00


4 – Discussion of MGH Advertising Contract Presented by: Donna Abbott, Tourism and Marketing Director

02516 TOWN OF

The White Marlin Capital of the World

Agenda Item # 4 Council Meeting August 14, 2012 TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Donna Abbott, Tourism and Marketing Director RE: MGH Contract DATE: August 7, 2012 ISSUE(S): Discussion of MGH contract SUMMARY: The Town’s current advertising agreement with MGH is up for

renewal. The current agreement commenced on January 1, 2011 and was for a two-year period that ends December 31, 2012. The agreement renews automatically for additional one-year periods unless terminated by either party with 120 days’ notice prior to the termination date. MGH has been the Town’s agency of record for 10 years. The Town last conducted an agency review in 2009 and selected MGH to continue as agency of record out of a field of several advertising agencies who submitted proposals

FISCAL IMPACT: The agency’s current monthly fee is $22,958. RECOMMENDATION: Approve renewal for an additional one-year period. The Tourism

Advisory Board voted unanimously at its August 2 meeting to support MGH contract renewal.

ALTERNATIVES: Renegotiate contract with MGH or conduct another agency

review. RESPONSIBLE STAFF:

Donna Abbott, Tourism and Marketing Director

COORDINATED WITH: David L. Recor, ICMA-CM, City Manager ATTACHMENT(S): 1) MGH’s current contract with the Town of Ocean City

2) TAB letter supporting MGH contract renewal

OCT182010 1OOPM ROLAND E POWELL CONVENTION CNTR NO026 P 2

Advertising Agreement

This agreement made and entered into this first day otlanuml 2011 by and between the Mayor and CityCouncil of Ocean City a Maryland Municipal corporation hereinafter referred to as Town and MGH AdvertisingInc a Maryland corporation hereinafter referred to as Agency

WAR Mseth

Whereas Town is responsible for the marketing and promotion of Ocean City as a vacation andtourism destination

Whereas Town is owner and operator of the Roland E Powell Convention Center located at 4001Coastal Highway Ocean City MD 218423235

Whereas the Agency submitted proposals for advertising services to be performed forboth the Townas a vacation and tourism destination and the Convention Center

Whereas the Agency is qualified advertising agency selected to represent the Town in advertising andmarketing programs during the term of this agreement

Now therefore in consideration ofthe terms covenants and conditions hereinafter contained to be keptand performed by the respective parties it is agreed as follows

L AGENCY SERVICES

Agency shall include the following in its scope of services as advertising representative of the Town

Order the space radio or television time or other means to be used for advertising endeavoring to secure themost advantageous rates available

Check and verify insertions displays broadcast or other means used to such a degree as is usually performedby agencies

Act as agent for the Town as disclosed principal in purchasing advertising maternal in behalf of the Town

To coordinate plan and institute with the Department of Tourism on all advertising programs issues andmatters relating to the needs of the Town and Convention Center as directed by the Town

To update the Tourism Commission of the Town on a monthly basis as to the status of all advertisingcampaigns instituted by the Town and Agency

To update the Mayor and City Council ofthe Town ofOcean City on a semi annual basis as to advertising campaignsinstituted by the Town and Agency

To share any and all information regarding Ocean City as a vacation destination that the Agency may have accumulatedas a result of survey phone polling or any other means at the disposal of the Agency

To use its best efforts to aid and assist the Town in its public relations programs relating to tourism marketing andconvention sales

OCT182010 101PM ROLAND E POWELL CONVENTION CNTR N0026 P 3

M AGENCY COMPENSATION

As compensation for the Agencysrepresentation ofthe Town and the Convention Center in advertisingand marketing programs as outlined and directed by the Town the following retainer and commission rates shall be paid tothe Agency by the Town MGH agrees to hold the fee at the current rate through Dewrnber 31 2012A Monthly Fee

TwentyTwo Thousand Niue Hundred and FiftyEight Dollars2295800Monthly fee to be paid by the Town to the Agency on the first day ofeach month during the term ofthis agreement

B Media Commission NONE

C Scope of ServicesAccount Service

Facilitate all client requests through the various departments ofthe agencyManage the internal development of creative campaigns including TV print interactive radio outdoor andcollateral production

o Develop creative briefso Work with traffic department to ensure that all deadlines are meto Facilitate client approval of creative concepts and individual components of each ceoapaign

Review and Facilitate approval ofmedia buys and added valueManage the development and execution of creative andormedia for Tourism Group Tour and Travel MeetingsSpecial Events Golf The White Marlin Open and any other Town department as neededDevelop and facilitate approval of ad text content for interactive placementsCreate traffic instruction forms for all TV cable 8r radio flights to be distributed to each stationExecute all added value promotions

o Work with Creative team to develop copy pointso Distribute copy points bat mers and logos to appropriate stationso Coordinate details on all promotional trip giveawayso Work with stations to execute manage and execute events as needed

Manage creative print resizes and custom ads for CVB as neededCompile and provide Ocean City with monthly campaign reports on Media PR WOM Interactive and Creativeefforts

Creative

Conceptualize new oampaiSw and produce all advertising creativeTV

Print

Radio

Interactive

Outdoor

Collateral

Manage the production of TV and radio spotsCastingRecordingEditing

Resize print ads for various publicationsDevelop flats and programmed versions of each interactive banner for multiple ad placements

2

OCT182010 101PM ROLAND E POWELL CONVENTION CNTR NO026 P 4

Public Relations

Approach and tactics

Secure timely and strategic media coverage on behalf of Ocean City at the regional and national levelsProduce an implied third party endorsement from the media and complement the branding messages conveyed inthe townsadvertising and other forms ofmarketing communications all without the cost ofplacing paid mediaOutreach tactics

Create events in target markets to generate media interest in Ocean CityPitch schedule and offer onsite support for media toursnews conferences in major media markets at leastone time per market during the peak seasonDevelop key messages for official spokespersons to use during media interviewSecure regional and national news coverage about major town events and holidaySecure regional and national news coverage about the townsadvertising campaignShare news coverage through the townsofficial social networking sites

Client Service

Communicate daily with Director ofPublic Relations for Ocean City to ensure all newsworthy opportunities areidentified and communicated to relevant media

Provide formal PR updates to the Department ofTourism as part ofthe agencysmonthly reportsAttend at least two Tourism Commission meetings first Thursday of each month to discuss PR initiativestypically once in the winter to preview the campaign and once in the fall to share results

Word of Mouth


Manage the townsfirst ambassador group the OC Insiders who are charged with spreading positive informationabout the vacation destination

o These ambassadors complete two primary tasks responding to potential visitors questions andcreating positive buzz about Ocean City on a variety of sites

Tactics

Recruitment and regular communication with ambassadorsManage incentives for ambassadorsDaily management of ambassadorQAsitewwwocooeancow to monitor contentRegular monitoring oftarget outlets to identify ambassador task opportunities on forums blogs socialnetworks etc

Client service

Regularly communicate with Director ofTourism and Director ofPublic Relations for Ocean City to identify newambassador task opportunities and to ensure that all ambassador activities are tied mto the townspublicrelationsmarketing efforts and to coordinate ambassador incentivesProvide monthly reports to Ocean City on the results of the ambassador campaign

Social Media b1arketim


Create a social media marketing campaign for Ocean City which includes developing a presence for the town ontop performing social networks This tactic aims to increase awareness and buzz for Ocean City while developingcloser relationships between the town its businesses and potential visitors

3


Tactics

0 Management and daily updates of Ocean City profiles on the following sitesFacebookTwitter

Flickr

YouTube

a Monitor user comments and content on social media siteso Provide regular responses to user comments and content on social media siteso Support public relations and advertising efforts through social media profiles

Client selvice

Communicate regularly with Director ofTourism for Ocean City tc ensure that all content relayed through thetownssocial media profiles are aligned with Ocean Citysoverall messagingProvide monthly reports to Ocean City on the results of the social media marketing efforts

Media Planning and Having

Research all media options based on the target audience budget timing and objectives

Utilize research tools to develop the optimal media recommendation

c Nielsen National television online audience data

o Arbitron National radio audience data

Scarborough Simmons Consumer behavior reporting

MediaMaster Reach and frequency forecast program

SQAD Marketbymarket TV radio cost indicators

SRDS Research Multimedia contact resource

CUR Competitive Media Reporting

Create media presentations for client approval

Upon client approval facilitate media buys

Create media authorizations

Create media summaries for each medium

Generate all media orders to each vendor

o STRATA Media analysis buying cyst

Work with account services creative departments to provide media specifications and materials deadlines

Negotiate added value in the form ofdiscounted ad ratescosts bonus spotsinsertions premium positioningbillboards sponsorships promotions trip giveaways endorsements etc

Monitor all ad placements for optimal positioning and impact

Facilitate any makegoods to guarantee maximum impact and timing

Coordinate with accounting all billing and invoices to minimize discrepancies

Create and provide final media recaps and summaries of campaign media plan results

4


Tnteractive Media Planuinaand Buvine

Research networks and properties to make online recommendations

Create online media plan and presentation

Create media authorization upon plan approval

Create and send all Iuseraon Orders

Create ad specification sheet of all media properties for the Account Director and the Traffic Department

Work with Amount Director Traffic Department and PointRoll to ensure campaign launch

Google and Yahoo Setup and Optimization

Create keyword lists from website search queries upcoming trends in search and past keywords that performedwith high CTRs

Create text ads from website past keywords that performed with high CTRs and past tent ads that performed withhigh CTRs

Compare SEM keywords to SEO keywords

Create campaigns in Google and Yahoo

Bid on keywords on a regular basis to ensure ads are appearing on first page preferably in top three positions

Optimize keyword match types to ensure end users are seeing ads related to their searches

Link Ocean City search campaign to Analytics to note high bounce rates on SEM keywords note low timespentvisit and time spentpage on SEM keywords

Google and Yahoo Reporting

Report on total monthly impressions clicks cost per clicks and click through rate

Compare to monthtomonth results and yeartoyear results

Report on top keywords and top cities searching

Report on high bounce rates on SEM keywords low time spentvisit and time spentpage on SEM keywords

Mediaplex Ad Serving

Create campaign placements by property

Gerate and distribute tags to each to each property by ad placement

Mediaplex Reporting standard ad units

Monitor the campaign by property on a weekly basis to determine pacing and how each ad unit is performingWork with each media property if there are any over or under delivery issues

Report on impressions clicks and CTR for each site ad size and creative variation

Recommend removal of ad sizesplacements based on performance

Pointrol l Reporting rich media ad units

Monitor the campaign by property on a weekly basis to determine pacing and how each ad unit is performingWork with each media property ifthere are any over or under delivery issues

Report on impressions clicks CTR interacti interaction rate video replays and video completion for each site

5


and placement

Interactive Develoament

Daily monitoring ofVisitor feedbackWeekly monitoring ofGoogle AnalyticsProvide interactive strategic recommendations based on visitor feedback and Google analytics bounce rates exitpages time on site content analyses etcHold weekly internal web management meetingsHold status calls with the client every Wednesday and as needed to review progress and outstanding itemsManagement of any new functionality design functional documentation code implementation testing qa launchSEO

o Ongoing SEO review of keyword performanceo Content alterations for additional keywords or increase keyword ranking performanceo Ongoing code changes based on keyword performanceo Quarterly ranking reports and recommendations for codecontent optimization

Provide content recommendations based on visitor feedback and industry trends for better usabilityImplement membership changes in a timely fashionHosting and ongoing server maintenanceConstant Quality Assurance testing throughout the entire website with any new addition ofcode to the websiteTroubleshoot bugs and provide fixessolutions in a timely fashionMonitor Server performance load balancing global search queries hacker protection bandwidth monitoringMaintain and create smart phone applicationsMaintain Content Management System

Administration

Manage accounting billing and reconciliation ofall vendor invoices

D Other Services

Jn the event Town desires to utilize Agencysother services there shall be no ad production markup

There shall be no markup in the production ofany direct mail brochures or display materials

Public Relations All public relations agency fees shall be included in the monthly fee as outlined inA Above

Overhead Expense There shall be no charge for normal agency office expense ie Iong distancetelephone calls faxing and travel to and from Oman City for regular meetings

Notting in tbU agreement shall obligate the Town to utilizeAgencysother services as above The Town shall have theright to have other services performed by other organizations if it is in the best interest ofthe Town

D Refund and Credits

In regards to purchases and other expenditures made on behalfofthe Town by theAgency Agency wdl refimdor credit Town with any and all discounts rebates commissions differentials and similar items received by Agency and willgive Town full benefit of any savings that may result from quantity or special purchases

M BEU ING PRACTICE

A Ming and Payment

L


Agency bills for space and radio and TV time and talent will be rendered to the Town in time to afford areasonable opportunity to remit the funds required to enable Agency to pay charges incurred for the account on their due datesand Town agrees to pay bills within the time therein specified for payment Agency bills for other items will be rendered to theTown from time to time depending on Agency costs and unless otherwise specified such bills will be due and payable within30 days from dates thereof Agency reserves the right in the event of Towns delinquency in payment to Agency or otherimpairment of creditworthiness to change the requirements as to terms ofpayment under this agreement

B Vendor Invoices

Agency will use its best efforts to obtain vendor invoices on a timely basis for work performed on Townsbehalf However Town will remain responsible for payment to Agency for work performed regardless ofthe date ofvendorinvoices and final billing

C Media Plans and Production Estimates

Media plans for advertising in publications on radio on television and production estimates for proposedexpenditures ofmaterial and services related to the production ofcommercials advertising will be submitted by the Agency forTowns approval before execution of such plans or the production of such advertising Towns approval will constituteauthorization for Agency to enter into contracts and make purchases for the Towns account

N EXCLUSIVITY

During the term ofthis agreement Agency agrees to refrain from acting as advertising agency for any touristdestination andorconvention center that directly competes with the Town ofOcean City or the Roland E Powell ConventionCenter unless Town gives written consent Town agrees throughout the term of this agreement Agency shall be the onlyadvertising agency service engaged by the Town within the United States for the specific services as outlined in this agreement

V MENYNM

A AgencysIndemnity to Client

Agency shall defend and indemnify the Town against any loss or exposure includingreasonable attorneys fees and cost Town may sustain as the result ofany claim suit or proceeding brought orthreatened against Town pertaining to libel slander defamation copyright infringement invasion ofprivacypiracy andorplagiarism except to the extent that such claims arise frominformation or materials provided by or through the Town

B Clients Indemnity to Agency

Town agrees to defend and indemnify Agency subject to its immunities against any loss orexpense including reasonable attorneys fees and costs that Agency may sustain as a result ofany claim suit orproceeding brought or threatened against Agency arising out ofassertions made for the Town as a conventiondestination or the convention center or its competitors in any advertising which Agency prepares for the Townif the assertions are based on information ord supplied to Agency by or through the Town

C Cooperation and Setiiement

Upon the assertion ofany claim or the commencement ofany suit or proceeding against andindemnitee by any third party that may give rise to liability ofand indemnitor hereunder the indemnitee shallpromptly notify the indeitor of the existence of such claim and shall give the indemaltor reasonableopportunity to defend andor settle the claim at its own expense and with counsel of its selection Theindemnitee shall at all times have the right to fully participate in any settlement which it reasonably believeswould have an adverse effect on its business The indemnitee shall make available to the indemnitor all books

and records relating to the claim and the parties agree to render to each other such assistance as mayreasonably be requested in order to ensure a proper and adequate defense An indemnitee shall not make any

7

OCT182010 103PM ROLAND E POWELL CONVENTION CNTR N0026 P 9

settlement of any claims which might give rase to liability of an inderrmitor hereunder without the priorwritten consent ofthe indemnitor

D Default

Ifa representation or warranty ofeither party in this Agreement is false or misleading in anymaterial respect or ifeither party breaches a material provision ofthis Agreement the non breaching partyshall give the otherpartywritten notice ofsuch Cause Ifsuch Cause is not remedied within ten 10 days afterreceipt of such notice in the case offailure to make any payment due or thirty 30 days after receipt ofsuchnotice in the case of any other Cause unless with respect to those Causes which cannot be reasonablycorrected or remedied with such thirty30 day period the breaching party shall have commenced to correct orremedy the same within such thirty 30 day period and thereafter shall proceed with all due diligence tocorrect or remedy same the party giving notice shall have the right to terminate this Agreement upon theexpiration of such ten or thirty day period

VT TERM AND TERMINATION

A Term

This revised Agreement will commence on January 1 2011 and will be for a period of two 2years ending December 31 2012 The fee will remain at the same rate as stated in Section 11section A as the original Agreement for the entire renewal period This Agreement will thenrenew automatically for additional one 1 year periods unless terminat by either party with onehundred and twenty 120 days notice prior to the termination date

B Responsibilities and Compensation Thorough Termination

I Zo The rights duties and responsibilities ofthe agency and advertiser shall continue during theXday notice period described in paragraph above including the Agencysright to receive monthly fees andcompensation for advertising run in any print media whose closing dates fall within theKoy notice periodand in any broadcast media whose dates ofbroadcast fall within the 9eday period

rzv

C Non Cancelable Contracts and Talent Contracts

Any non cancelable contracts or commitment made on the towns authorization and stillexisting at the expirationn ofthis agreement shall be carried to completion by the Agency and paid for by theTown and Agency shall receive applicable compensation thereof unless mutually agreed in writing to thecontrary in accordance with the provision of this agreement Any materials or services by the Town eitherspecifically or as part of plank shall be paid for by the Town and Agency shall receive applicablecompensation thereof

Any contract Agency has entered into with talent to perform in Towns advertising shallsimultaneously on the effective date ofsuch termination be automatically assigned to the Town and the Townshall assume all ofthe rights and obligations underthe contract and Agency shall be relieved ofany expenseincluding reasonable attorneys fees and costs that Agency may incur as a result of a claim by talent or thirdparty arising after the assignment of the contract

OCT182010 1 03PM ROLAND E POWELL CONVENTION CNTR NO026 P 10

D PostTermination Mate Adjustments

After expiration ofthe 120day notice period Agency shall receive its share ofcompensationif any on shortrate bills and shall add back Agency commissions ifany to refunds made by media by reasonofearning of a lower rate

E Transfer of Ownership

Upon termination of this contract provided that there is no outstanding indebtedness thenowing by the Town to the Agency Agency shall transfer assign and make available to Town all property andmaterials in Agency possession or control belonging to the Town

Agency will also cooperate in transferring with approval of third parties in interest allreservations contracts and arrangements with advertising media or others for advertising space or materialsyet to be used and all related rights and claims upon being duly released from such obligations

Town shall own all rights to any advertising materials which are produced in finished formprior to the effective termination ofthe agreement In this regard Agency shall proceed promptly to completeproduction of any such materials during the day notice period However at termination unproducedadvertising materials remain Agency property 0d Town shall be deemed to have released and assigned toAgency any copyrighted or other right relating to such materials

VlEL G1FMRAL PROVISIONS

A Protection of Clients Property

Agency shall take reasonable precautions to safeguard Towns property entrusted to its custodyor control but in the absence of gross negligence on Agencyspart or willful disregard of Towns propertyright Agency will not be responsible for its loss damage destruction or unauthorized use by others

R tight to Modify Plans

Town reserves the right to modify reject cancel or stop any and all plans schedules or workin progress In such event Agency shall immediately take proper steps to carry out Towns instructions In turnTown agrees to assume Agencys liability for all authorized commitments to reimburse Agency for allexpenses incurred to pay Agency any related service charges in accordance with the provisions of thisagreement and to defend and indemnify Agency including reasonable attorneys fees and costsfor all claimsand actions by third parties for damages and expenses that result from carrying out Towns instructions

C Failure of Media and Suppliers

Agency shall endeavor to guard against any loss to Town as the result of the failure of media orsuppliers to properly execute their commitments but Agency will not be responsible for their failure

D Sequential Liabiity

Town aclmowledges that in placing adveriissing with various media Agency may contract withsuch media on the basis ofAsequential liability@ pursuatrt to which Agencywill be solely liable for paymentto the extent that proceeds have cleared from Town as advertiser to Agency for advertising published orbroadcast in accordance with the contract As advertiser Town will remain solely liable for sums owing butnot cleared to Agency relating to such advertising

OCT182010 104PM ROLAND E POWELL CONVENTION CNTR NO 026 P 11

Accordingly Town hereby authorizes and agrees that Agency may contract withmedia on theTowns behalfon the basis ofsequential liability and that Town will be solely liable to media with respect topayrnforsuch space or time to the extent such payments have not cleared to Agency

E ConSdentiahity

Each party to this contract agrees to keep in confidence and not to disclose or use for its ownbenefit or for the benefit ofmy third party except as may be permitted for the performance of services underthis contract or as may be required by law any information documents or materials which are identified by aparty at the time that they are made available to be proprietary or confidential provided however that suchobligation ofconfidentiality shall not extend to my information documents or materials that become publiclyavailable without shall expire upon theoneyear anniversary of the effective date of termination of daiscontract

F Services to Clients Designees

Should Town request Agency to make purchases or render services to third parties such asother departments ofthe Town Town and the third party shall be jointly and severally liable to Agency eventhough Agency may render invoices to or in the name of the third party

G Access

All Agency records excluding agency payroll and administrative records relating to theordering and payment of media production research and other services which are billed to Town shall beopen to inspection by the towns authorized representativesduring normal business hours at those locationswhere they are regularly maintained following reasonable written notice to Agency

lEL Applicable Law

This agreement shall be governed in accordance with the laws of the State of Marylandapplicable to contracts and performed entirely in Maryland

In witness whereof the panties hereto have caused this Agreement to be executed by its respectiveduly authorized officers the day and year first above written

b

Secretary

Date

MGH Ad Inc

l

President

ATTEST

Secretary

Date

10

XIZEST

b14

August 6 2012

Mayor City CouncilTown of Ocean CityPO Box 158

Ocean City MD 21842

Dear Mayor and Council

On behalf of the Tourism Advisory Board I am writing to express our opinion regardingMGH ad agency At our recent meeting the agency contract was discussed and it was notedthat their contract expires at the end of this year

We feel it was prudent for us to discuss this issue and would like to share that TAB is insupport of a oneyear auto renewal Additionally weve discussed utilizing Rodney for nextseason and believe that the repetition and consistency of Rodney are worth using him as part ofthe campaign for one more year

Sincerely

safe L Jones SecretaryTourism Advisory Board

Cc Donna Abbott Tourism Director

HOTEL MOTEL RESTAURANT ASSOCIATION INC


5 – Request to Sole Source Purchase a Broyhill Beach Machine Presented by: John Van Fossen, Public Works Maintenance Manager

TOWN OF


Agenda Item# 5

Council Meeting August 14, 2012

TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: John Van Fossen, Manager - Public Works Maintenance RE: Sole Source Purchase of Equipment From Vehicle Trust Fund - Broyhill Machine DATE: July 25th, 2012 ISSUE(S): Scheduled replacement of Broyhill Beach Machine w/container(s)

SUMMARY: Broyhill machine is part of our beach maintenance fleet for emptying

trash cans on the Town's ten miles of public beach. Current unit has reached the end of its useful service life and no longer cost effective for operations.

FISCAL IMPACT: Approved in current 2012-2013 budget as part of overall city vehicle

trust fund. Cost of replacement with trade in is $149,160. plus freight and within budget estimate. Existing Broyhill machine will be traded in to manufacturer rather than be sold on our gov deals web site. Freight charges are esitmates with actual freight being billed at time of shipment.

RECOMMENDATION: Recommend approval of sole source purchase.

ALTERNATIVES No other manufactures of this type of equipment. Machine is a highly

specialized piece of equipment only produced by this company and purchased directly from factory. No other logical alternatives.

RESPONSIBLE STAFF: John Van Fossen, Manager of Pulbic Works Maintenance

COORDINATED WITH: Richard Malone, Deputy Dircetor of Public Works Maintenance

Joe Sobczak, Director of Purchasing ATTACHMENT(S): 1. Equipment/Rolling Stock Request

2. Price Quote - Broyhill Inc. 3. Broyhill Brochure Cover Sheet 4. Broyhill Descriptive Sheet


6 – Request Approval to Purchase Bus Spare Parts (Mirrors), Bus Lifts and Passenger Shelters Presented by: Hal Adkins, Public Works Director and George Thornes, Transportation Superintendent

25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: George Thornes, Superintendent of Transportation RE: Procurements With Grant Funding DATE: August 6, 2012

ISSUE(S): Bus Spare Parts, Mirrors SUMMARY: The Transportation Department has been awarded grant funding by the

FTA and MTA to purchase bus spare parts. We have identified the need to purchase bus mirrors with the award of this grant. Throughout the year we find it necessary to purchase several mirrors due to inoperability, broken support arms, normal wear and tear, and damage from accidents. Parts readily available minimize downtime for busses and increases efficiency in the service center.

FISCAL IMPACT: $2,273.82, approved in the budget RECOMMENDATION: Recommend approval to purchase the mirrors ALTERNATIVES: Purchase the mirrors with town funds RESPONSIBLE STAFF: George Thornes, Superintendent of Transportation

COORDINATED WITH: Hal Adkins, Director of Public Works Ron Eckman, Fleet Manager

ATTACHMENT(S): 1) Memorandum from George Thornes 2) Letter to the MTA requesting concurrence to purchase the bus spare parts

Agenda Item # 6


25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: George Thornes, Superintendent of Transportation RE: Procurements with Grant Funding DATE: August 06, 2012

ISSUE(S): Replacement of Bus Lifts SUMMARY: The Service Center requires the use of bus lifts on a daily basis. These

lifts are used for several other pieces of commercial equipment as well. The current lifts have exceeded their useful life by a few years and need to be replaced. Age is not the only determining factor in this project. This particular model of lift is obsolete as well as the parts. When needing repairs it is a major effort to locate parts or have them manufactured. A piece of equipment such as this becomes very unsafe after it has reached a useful life. Many worn parts, both internal and/or external have compromised the safety of the existing lifts.

FISCAL IMPACT: $22,671.82, approved in the budget RECOMMENDATION: Recommend approval to purchase the bus lifts ALTERNATIVES: Continue to maintain and repair the existing lifts RESPONSIBLE STAFF: George Thornes, Superintendent of Transportation

COORDINATED WITH: Hal Adkins, Director of Public Works Ron Eckman, Fleet Manager

ATTACHMENT(S): 1) Memorandum from George Thornes 2) Letter to the MTA requesting concurrence to purchase the bus lifts

Agenda Item # 6


25166

TOWN OF

The White Marlin Capital of the

TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: George Thornes, Superintendent of Transportation RE: Purchase Two Passenger Shelters DATE: August 06, 2012

ISSUE(S): Purchase Two Passenger Shelters SUMMARY: The Transportation Department has passenger shelters at approximately

one third of the bus stops. We would like to purchase two more shelters to be used along the transit route. One shelter will be installed immediately at a new hotel in town. The second shelter will be used as a replacement for a damaged shelter or new installation.

FISCAL IMPACT: $12,930.00 from the sale of surplus items RECOMMENDATION: Recommend approval to purchase two passenger shelters ALTERNATIVES: Do not replace or install passenger shelters at this time RESPONSIBLE STAFF: George Thornes, Superintendent of Transportation

COORDINATED WITH: Hal Adkins, Director of Public Works

ATTACHMENT(S): 1) Memorandum from George Thornes 2) Letter to the MTA requesting concurrence to purchase the passenger shelters

Agenda Item # 6



7 – Request Permission to Purchase Snow Plows through Anne Arundel Contract Presented by: Hal Adkins, Public Works Director

25166

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Bill Bratten, Manager of Public Works Construction Division RE: Replacement Snow Plows DATE: August 6, 2012

ISSUE(S): Replacement of 4 snow plows that were purchased in 1989 SUMMARY: The snow plows have reached the end of their life cycle which is

typically 10 – 12 years. FISCAL IMPACT: The amount of this proposal is $19,400 for the (4) four snow

plows plus an additional $400.00 for freight for a total of $19,800.00. Funding for these plows was approved in our 2012-2013 annual budget at $5,600.00 per plow for a total budgetary figure of $22,400.00.

RECOMMENDATION: Recommend approval of this proposal and the disposal of our

older existing plows on Govdeals.com. ALTERNATIVES: Continue use of the existing snow plows which will become less

reliable and more costly to maintain. RESPONSIBLE STAFF:

Bill Bratten, Manager of Public Works Construction Division

COORDINATED WITH: Hal Adkins, Director of Public Works Richard Malone, Deputy Director of Public Works

ATTACHMENT(S): 1) E-mail confirmation of existing quote number 1598

2) Price Quote #1598 dated 2/22/11 3) Copy of Anne Arundel County, MD IFB No 10-020 Valk Snow

Plows

Agenda Item # 7

Council Meeting 8/14/12


8 – Request to Purchase Golf Course and Recreation Department Equipment on State Contract

Presented by: Joe Sobczak, General Services Director

TOWN OF

The White Marlin Capital of the World TO: The Honorable Mayor, Council President and Members of Council THRU: David L. Recor, ICMA-CM, City Manager FROM: Joe Sobczak, General Services Director RE: Equipment Purchases for Golf Course and Recreation & Parks DATE: 8-7-12 ISSUE(S): Request permission to purchase equipment approved for this

fiscal year SUMMARY: Approved equipment can be purchased under the Maryland State

contract. All units listed are territorially protected and the most economical means to purchase is using the state contract

FISCAL IMPACT: Contract pricing within vehicle trust fund budget RECOMMENDATION: Order vehicles and equipment under the contract ALTERNATIVES: Purchase without the State negotiated pricing RESPONSIBLE STAFF:

Joe Sobczak, General Services Director

COORDINATED WITH: Joe Perry, Golf Course Superintendent; Gary Collier, Parks Assistant Superintendent

ATTACHMENT(S): 1) Detailed memo from Joe Sobczak, General Services Director

Agenda Item # 8


MEMORANDUM

DATE: August 7, 2012 TO: David L. Recor, ICMA-CM, City Manager FROM: Joe Sobczak, General Services Director SUBJECT: Purchase Golf Course and Parks and Recreation Equipment The following equipment has been approved for purchase this fiscal year and can be purchased under the current awarded Maryland State contracts. All units listed are territorially protected by the manufacturer. Buying under the Maryland contracts is the most cost efficient way to make these purchases. My recommendation is as follows: Recreation and Parks Parks Division: 1 – Toro workman HDX utility vehicle from Turf Equipment, Jessup, Maryland @ $20,272.56 Golf Course: 2 – Toro 3320 Triflex Greensmowers from Turf Equipment, Jessup, Maryland @ $28,125 each, total $56,250 1 – Groundmaster 3500D Rough Mower from Turf Equipment, Jessup, Maryland @ $31,115 1 – Club car beverage vehicle from Horizon Distributors, Gaithersburg, Maryland, @ $14,396


9 – Presentation of Strategic Planning Initiative Proposal Presented by: David L. Recor, City Manager

2516602

TOWN OF


TO: The Honorable Mayor, Council President and Members of Council FROM: David L. Recor, ICMA-CM, City Manager RE: Leadership and Strategic Planning Initiative DATE: August 9, 2012 ISSUE(S): Discussion of the City Manager’s Leadership and Strategic Planning Initiative

and review of a Strategic Planning Proposal for the Town of Ocean City from Lyle Sumek Associates, Inc.

SUMMARY: Since being named as the Town of Ocean City’s fourth City Manager, I have

consistently advocated for a comprehensive strategic planning initiative for the Town. This highly collaborative and transparent process will result in a Vision Statement with defined, value-based principles that describe the preferred future for the Town with a 15 year planning horizon. A Mission Statement will also be developed that defines what should be the primary purposes of the Town including operating guidelines and service priorities. Four to six Goals with measureable objectives will also be identified which then become major focus areas for the Town. A five year plan connects these elements to realize the Vision, to enhance the Mission and to achieve the Goals with an analysis of major challenges and opportunities. The plan will also identify an Action Agenda for 2012 – 2013 including a prioritized Policy Agenda (Mayor and City Council) as well as a prioritized Management Agenda (City Manager and staff). Lyle Sumek Associates, Inc., a nationwide strategic planning firm specializing in local government, including resort and tourism-based communities, has provided a proposal to facilitate this process. The firm emphasizes the importance of institutionalizing the strategic planning process into the town’s governance, management and service delivery. This results in strong financial management, cost effective service delivery, investment in infrastructure and support for a strong local economy. The strategic planning process adds value to the both residents’ and visitors’ lives alike and supports a climate where local businesses can be successful and thrive.

FISCAL IMPACT: +/- $20,000 RECOMMENDATION: Authorize the City Manager to finalize the Program Outline and move forward

with scheduling related Activities subject to the first Leadership and Strategic Planning Workshop for the Mayor and Council being scheduled after the November election.

ALTERNATIVES: Do not move forward with the Leadership and Strategic Planning Initiative at

this time. RESPONSIBLE STAFF:

David L. Recor, ICMA-CM, City Manager

COORDINATED WITH: Jennie Knapp, Budget Manager ATTACHMENT(S): 1) Strategic Planning Proposal, Lyle Sumek Associates, Inc.

2) Additional background info – Lyle J. Sumek 3) Benchmark – 2012 Strategic Planning, City of Virginia Beach, VA

Agenda Item # 9 Council Meeting August 14, 2012

Lyle Sumek Associates Inc9 Flagship Court

Palm Coast Florida 32137Phone 386 2466250 Fax 386 2466252

To David Recor

City ManagerTown of Ocean City

From Lyle J Sumek

Subject Strategic Planning for the Town of Ocean City

Date June 27 2012

The purpose of this letter and proposal is to follow up our recent conversation I have prepared a specificproposal tailored to the Town of Ocean City

Lyle Sumek Associates Inc is a strategic planning company specializing in local governments and serving anationwide clientele Most clients are long term some for 20 30 years with different Mayors councilmembersand city managers We emphasize the importance of institutionalizing the strategic planning process into thetownsgovernance management and service delivery The benefits to the town are strong financial managementrecognized by AAAAA bond ratings services delivered in a cost effective manner investment in cityinfrastructure and support for a strong local economy The bottom line is for the town to add value to theresidents and guests lives and to support a climate where businesses can be successful and thrive

Over the years I have worked in a number of resort communities like Vail Colorado Steamboat SpringsColorado and Park City Utah Since relocating to Florida I am working with Virginia Beach Virginia JupiterFlorida Delray Beach Florida Boca Raton Florida Fort Lauderdale Florida Osceola County Florida Disneyarea Kissimmee Florida Destin Florida Hilton Head Island South Carolina Bluffton South Carolina andBeaufort County South Carolina Each of these communities has a touristbased economy with great fluctuationsin population during the tourist season Each community has its own sets of issues that need to be addressedduring the strategic planning process Examples are beach renourishment dredging with spoils relationship tohotels and lodging businesses residents vs guests benefits high fuel costs and automobile travel for vacationsoff season activities to expand tourism etc It is critical to be nimble while keeping in mind the longterm visionand goals

If you have any questions or need additional information please contact us

We look forward to hearing from you

Lyle Sumek

Contact Lyle Sumek Associates Inc9 Flagship CourtPalm Coast Florida 32137Phone 386 2466250Fax 386 2466252Email sumekassoc@gmailcom

Proposal for

Lyle Sumek Associates Inc9 Flagship CourtPalm Coast FL 32137

Ocean City MarylandJune 2012

Phone 386 246 6250Fax 386 2466252Email sumekassoc@gmailcom

Leadership and Strategic Planning ProposalOcean City Maryland

ProposalLeadership and Strategic Planning

Mayor and City Council

Town ofOcean CityJune 2012

June 2012

Program Outcome

VISION MISSION GOALS AND PLAN 5 YEAR FOR THE TOWN OF OCEAN CITY

Vision 2027 A Vision Statement with defined valuebased principles that describe thepreferred future in 15 years for the Town of Ocean City

Mission A Mission Statement that defines what should be the primary purposes of theTown of Ocean City with operating guidelines and service priorities

Goals for 2017 Four to six Goals with measurable objectives which become major focus areasfor the Town of Ocean City

Plan 2012 2017 A Plan to realize the Vision to enhance the Mission and to achieve the Goalswith an analysis of major challenges and opportunities and specific actions

ACTION AGENDA FOR 2012

Policy Agenda for 2012 2013 A Top 10 list of Top and High Priority policy related actionsfor the Mayor and City Council to address during the next year

Management Agenda for 2012 2013 A Top 10 List of Top and High Priority managementadministrative actions for the next year

Major Projects for 2012 2013 A list of key projects to be completed or requiring significantwork for the next year

Action Outlines 2012 2013 For prioritized actions including activitiesmilestones timeframeresponsible partyteam

Copyright 2012 Lyle Sumek Associates Inc Project 1206233 1

Leadership and Strategic Planning ProposalOcean City Maryland June 2012

MAKING THE STRATEGIC PLANNING PROCESS WORK FOR THE TOWN OFOCEAN CITY

Institutionalizing the process in the governance process and the organization

Progress Matrix or Status Reports

Marketing the Plan

Incorporation into Policy Reports Budget Plan Development Program DevelopmentProject Planning

Program Outline

ACTIVITY 1 Strategic Planning Outlinefor the Town of Ocean City

The consultant will consult with the Mayor and City Manager to finalize purposes work productsactivities and time frames

ACTIVITY 2 Mayor City Councilmembers and City Manager BackgroundInterviews

The consultant will interview the Mayor each member of the City Council the City Manager andpossibly key managers The purpose of each interview is to

Gain background on the Town of Ocean CityLearn about the operations of the Mayor City Council and City ManagerDiscuss their vision of the future and goals for five yearsIdentify issues today and opportunities on the horizonFocus on key topics for the Workshop

During the interview the questions are likely to explore the following information

1 During the past year what are the major successes for the Town of Ocean City

2 What did not get accomplished this past year or is in progress and needs to continue for thenext year

3 As you talk with residents what are their messages to you about issues today and desiresfor the future

4 Success for the Town in 2027 means

5 As you look to the future what are the major challenges facing the Town of Ocean City



6 What do you believe are the most important 5 year goals for the Town of Ocean City7 During the next year what are the specific major issues that you feel need to be addressed

by the Town of Ocean City

8 What are the three most important things for you to get done during next year9 What suggestions do you have for the Mayor and City Council or staff to enhance their

effectiveness

10 What other topics do you feel need to be addressed during the workshop

Additional questions are likely to be added to this list based upon further discussion

ACTIVITY3 Leadership and Strategic Planning Session 1 for Management Team

A one day Leadership and Strategic Planning Workshop will be held The purpose of this sessionis to

Provide background on Strategic PlanningReview accomplishments from the past yearFocus on Vision Mission and direction for the Town of Ocean CityIdentify topics for Mayor and City Council Workshop

The specific agenda will be developed and submitted to the City Manager The Workshop shouldbe flexible adjusting to your needs and should be fun in order to maximize the learningexperience

ACTIVITY 4 Interview Analysis and Preparation ofLeaders Guide 2012 A

Working Document

The Consultant will analyze the interview data and prepare a summary of

Vision 2027 Rough Draft Statement with defined principlesMission Rough Draft Purpose of Town Government with defined principlesWorking Draft Goals for 2017 with ObjectivesPotential Targets for Action 2012

These drafts will be placed in a LeadersGuide A Working Document that will be used andmodified during the Mayor and Council Workshop

ACTIVITY 5 Leadership and Strategic Planning Workshop Ifor Mayor and CityCouncil

A one and one half to two day Leadership and Strategic Planning Workshop will be conducted forthe Mayor City Council and City Manager The specific agenda will be developed based



upon interviews A typical outline for a Leadership and Strategic Planning Workshop follows

1 Success Leaders Winning Teams Great Cities

2 Strategic Planning for Town of Ocean City

3 Performance Report 2011 2012

4 Looking to Town of Ocean Citys FutureMayor Council PerspectiveManagement Perspective

5 Town of Ocean Citys Vision 2027

6 Plan 2012 2017 with Goals measurable Objectives Value to Residents Challenges andOpportunities shortlong term Actions with initial priorities

7 Making the Strategic Planning Process Work for Town of Ocean City

ACTIVITY 6 Followup Strategic Planning Session IIfor Management Team

A oneday Workshop is suggested for the Management Team This workshop will focus on

Implementing the Vision 2027 and Goals 2017 in the departmentDeveloping an Action Plan OutlinesDeveloping a process for monitoring shortterm ActionsMonthly reports to the Mayor and City CouncilQuarterly updates to the Mayor and City CouncilExploring ways to work effectively with the Mayor and City Council to help them to besuccessful

ACTIVITY 7 Citizen Summit Optional

In many cities the Mayor and City Council desire to have public input prior to finalizing annualgoals The problems have been that at Town Hall meetings or neighborhood meetings thediscussion is dominated by the negativist andor the attendance is small In working with variouscities we have refined an effective process for citizen input

A Citizen Summit is scheduled to provide meaningful citizen input for the Strategic PlanningProcess It is usually held in the evening from 600 900pm The Mayor and City Councilmembers invite 7 10 individuals to attend I encourage the inclusion of high school students Awritten invitation is prepared by City Staff and sent to each individual with a RSVP requested Ialso encourage each Council Member to call the individuals that they invite The City Managersoffice compiles a list of participants finalizes arrangements and location

This meeting process is designed to allow public input by written comments small focus groupdiscussion or large focus group discussion The topics focus on Town Successes for the Past YearOutcomes for the Community that result from Town projects and services Major Issues



for the Next Year Opportunities for the Community and Messages to the Mayor and City Council Theoutcomes from this meeting are specific information from Citizen Input and dialog between the Mayor andCity Council with the Community

ACTIVITY 8 Leadership and Strategic Planning Workshop IIfor Mayor and CityCouncil

A 12 oneday followup Leadership Workshop II will be held for the Mayor and City CouncilThe purposes of this session are

Vision 2027 Refinement and Finalization

Plan 2012 2017 Refinement and Finalization

Action Agenda 2012 2013 Refinement and Finalization

Action Outlines on Key Issues 2012 2013

Actions to Make the Strategic Planning Process Work for the Town of Ocean City

ACTIVITY 9 Final Reportsfor the Mayor City Council and City Manager

As a followup to the workshop the following reports will be prepared for the Mayor City Counciland City Manager

Performance Report for 2011 2012

Strategic Plan 2012 2017 2027

Executive Summary 2012 2017 2027

LeadersGuide 2012 Summary Report

These reports become working documents for the next year



STRATEGIC FRAMEWORK

VISION 2027

Desired Destination for the

Town of Ocean City

PLAN 2017

Map to the Town of Ocean CitysDestination

EXECUTION

Route for Next Year

1

1

MISSION

Responsibilities of the Town of Ocean City

BELIEFS

How the Town of Ocean City Should Operate

Copyright 2012 Lyle Sumek Associates Inc Project 1206233

June 2012

6


STRATEGIC FRAMEWORK

BASIC ELEMENTS

VISIONWhat We Want to Become

Our Preferred Future as Defined in ValueBased Principles

1 1

1

EXECUTIONActions to Implement the Plan A Work Program for Next Year

with a To Do List for Mayor City Council and Management To

be Completed with Accountability for the Results

PLANOur Road Map for 5 Years How to Realize Our Vision with

Achievable Goals Defined Through Objectives Meaning toOur Residents Challenges and Opportunities Actions 2012 2013

Major Projects 2012 2013 and Actions on the Horizon

MISSION

Purposes of Town Government Determined in Service Businesses

Defined in Operating Elements Business Successes Challenges andOpportunities and Service Improvements 2012 2013

BELIEFSOur Core Beliefs Which are the Foundation for Our Town

Government Creating a Corporate Culture of Action andAccountability the Primary Value As Defined in Performance

Standards to Guide Behaviors and Actions

HOW WE CONDUCT OUR BUSINESS



Consultant Resume and Qualifications

Academic

Local Government

University Teaching

Consulting Services

Publications

Copyright 2012 Lyle Sumek Associates Inc

Lyle J Sumek PresidentLyle Sumek Associates Inc

9 Flagship CourtPalm Coast Florida 321373373

386 2466250

AB in Public Administration San Diego State College 1967MS in Public Administration San Diego State College 1968PhD in Public Administration University of Southern California 1977

Management Intern City of San Diego 1965Management Assistant City of San Diego 1965 1968

Fire Department Public Works Department City ManagersOffice

Instructor University of Southern California 1970 1972Assistant Professor Northern Illinois University 1972 1973

Associate Professor and Assistant Dean Boulder CampusUniversity of Colorado 1973 1979

President Sumek Associates Inc a Colorado Corporation 1979 1991

President Lyle Sumek Associates Inc a Florida Corporation 1991 Present

Project 1206233

June 2012

Numerous Publications on Leadership Strategic Planning Team Building andAligning the Corporate Culture High Performance Organization Accountable forthe Results

8


City ofDelray Beach Florida

David Harden City Manager100 NW 1 Avenue

Delray Beach FL 33444561 2437010

City ofDothan Alabama

Mike West City Manager126 N St Andrews Street Suite 201Dothan AL 36303334 6153120

City of Westminster Colorado

Brent McFall City Administrator4800 W 92 AvenueWestminster CO 80031303 6500173

Town of Clayton North Carolina

Steve Bigs Town Manager111 E 2 Street

Clayton NC 27520919 5535002

City ofBoca Raton Florida

Leif Ahnel City Manager201 W Palmetto Park Road Ste 320Boca Raton FL 33432561 3937700

City ofDestin Florida

Maryann Ustick City Manager4200 Indian Bayou TrailDestin FL 32541850 8374242

City of Virginia Beach Virginia

James K Spore City Manager2401 Courthouse Drive

Building 1 Room 234Virginia Beach VA 234569001757 4274242

City ofDubuque Iowa

Mike VanMilligen City Manager50 W 13 StreetDubuque IA 52001563 5894110

Town ofJupiter Florida

Andy Lukasik Town Administrator210 Military TrailJupiter FL 33458561 561 741 2222

Town ofHilton Head Island South Carolina

Steve Riley Town Administrator1 Town Center Court

Hilton Head Island SC 299261872843 3414701

City ofJohns Creek Georgia

John Kachmar City Manager12000 Findley Road Suite 400Johns Creek GA 30097678 5123350

City ofKissimmee Florida

Mike Steigerwald City Manager101 N Church Street 5 FloorKissimmee FL 34741 5054407 518 2300

June 2012



City ofFort Lauderdale Florida

Lee Feldman City Manager100 N Andrews Avenue

Fort Lauderdale FL 333019548285959

Osceola County Florida

Don Fisher County Manager1 Courthouse Square Suite 4700Kissimmee FL 34741407 7422385



1 Fee Estimate

ESTIMATED BILLING TIME

Number of days scheduled is flexible and is based on the needs of the Town

I ACTIVITY 11 ACTIVITY 2 I

I ACTIVITY 3 I

I ACTIVITY 4

1 ACTIVITY S 1

I ACTIVITY 6

I ACTIVITY 7 I

1 ACTIVITY 8 I

I ACTIVITY 9 I

Leadership and Strategic Planning

Town of Ocean CityJune 2012

June 2012

Strategic Planning Outline for the Town of Ocean City NC

Mayor City Council and City Manager Background Interviews 1 112 Days1 hour per person in person or by phone billed at actual time

Leadership Strategic Planning Session I for Management Team 1 112 DaysPreparation 2 hours

Session 8 hours

Report 2 hours

Interview Analysis and Preparation of Leaders Guide 2012 A WorkingDocument

Leadership Strategic Planning Workshop I for Mayor CityCouncil

Preparation 2 hours

Workshop 1016 hours

Follow Up 2 hours

Workshop 46 hours

Final Reports for the Mayor City Council and City Manager

Total Estimated Time

Cancellationunavailability of individuals may result in additional charges


2 Day

2 212 Days

Followup Strategic Planning Session II for Management Team 1 112 DaysPreparation 2 hours

Workshop 8 hours

Report 24 hours

Citizen Summit Optional 112 DayPreparation 2 hours

Workshop 8 hours

Report 2 hours

Leadership and Strategic Planning Workshop II for Mayor and CityCouncil 1 Day

1 Day

8 10 Days


CONSULTATION FEES

Individual consultation 20000 per hour160000 per day onsite

8 hours

The typical cost is 10000 16000 to completion expenses products

EXPENSES Additional Costs

Including but not limited toAirline Tickets

TravelAuto ExpensesTelephoneFax billed at1200hrAssessment Instruments

Accommodations and Meals

Typing Duplication Binding ShippingProducts

Strategic Plan coil boundExecutive Summary bookletLeadersGuide Summary ReportPlan in Brief


Lyle Sumek Associates Inc Public Speaking Expert for Public Administration Training Page 1 of 1

harem

Background

Service Creed

Services

Our Clients

fiesentntion Surnmmes

Contact is

Lyle Sumek brings a lifetime of experience into hisenthusiastic workshops and meetings producing actionsand results through a practical approach to help publicofficials make a difference in their community by

Partnering with Stakeholders

Making Decisions for the FutureDeveloping Processes that Result in Actions

Lyle Sumek Associates Inc

Lyle has a Doctorate in Public Administration from the University of SouthemCalifornia He has held management positions at the City of San DiegoCalifornia in the Fire and Public Works Departments He served as AssociateProfessor and Assistant Dean at the University of Colorado AssistantProfessor at Northern Illinois University and Instructor at the University ofSouthem California Since 1979 Lyle has developed an extensive nationalclientele of cities counties and organizations

HELPING COMMUNITIES TO BE SUCCESSFULBY PRODUCING RESULTS

Lyle Sumek Associates Inc 1514 St Edmunds Place Heathrow FL 32746 4077714195 info@lylesumekcom

http lylesumekcomPublicSpeakingExperthtml 892012

Lyle Sumek Associates Inc National Public Speaking Expert for Public Administration Page 1 of 1

Home

Bnckground

Service reed

Services

Our heats

hesentuhun Sunnnu

ontnct Us

Hanford CA X Park Cry UT Dubuque IAClouts CA Nortngtenn CO

yPalatine IL

IftXiNestmmste CC

Lake Havasu City AZ

Bettendorf iA

Rock Island IL

Mobne I Champaign L

North Richland Hills TX Germantown TN

eland TX McKinney TX Colhervillc N

Carrollton X Plano TX

Garland TX

It t

Kaynete Speaker at

Nations League of iueENations Association of Counties

Slate ensue andAasocilrom

urotess al Association of I Putwc 3MICJeis

Intemasona City and County Management Assoclat or

Lyle Sumek Associates Inc

Roanoke VAi

Virginia Beach VACharlotte NC Ili ii

Fayetteville NC

nlincon Head Island SC

Kissimmee FL

X

F

on FL


http lylesumekcomNationalClientshtml 892012

Lyle Sumek Associates Inc Management Consulting with a Service Committment Page 1 of 1

horTlf

Backgrounc

service i reed

Our liens

Presentuhon cumri

Contact Us

OUR SERVICE CREED

LyIeliuekAssociates Inc

When people lead they make decisions and take actionWhen people believe in a bright future they can make a differenceWhen they work together as a team it encourages them to accomplish moreWhen problems are solved with common sense people will follow throughWhen people learn from setbacks they will succeed


http lylesumekcomServiceCreedhtml 892012

LeadersGuide 2012 Mid Year 2012 Summary ReportMayor and City CouncilNirginia Beach Virginia

Copyright 2012 Lyle Sumek Associates Inc

City of Virginia BeachGoals 2017

Create a Financially Sustainable CityProviding Excellent Services

Grow the Local Economy

Improve the Transportation System

Revitalize Neighborhoods and Plan for the Future

Be a Competitive First Class Resort for ResidentsBusinesses and Tourists

Project 120133 23


SECTION 5

CITY OF VIRGINIA BEACH

ACTION AGENDA 2012



City of Virginia BeachCouncil Initiatives 2012

TOP PRIORITY

Landfill and Solid Waste

City and School FundingDome Site

Employee Compensation New Model

TMDL Direction including Lynnhaven Restoration Project19 Street Pedestrian Connection

Homeless Strategy including Campus

HIGH PRIORITY

Process Improvement Committee

Uranium Mining Impact AdvocacyRudee Walk

Energy Related Business Attraction Strategy

Local Road Funding

Highway 460 Advocacy

Resort Area Parking Plan and Form Based Zoning Code


COUNCIL INITIATIVESPRIORITY

Top High

1 Landfill and Solid Waste 10

2 City and School Funding 7

3 Dome Site 7

4 Employee Compensation New Model 6

5 TMDL Direction including Lynnhaven Restoration Project 6

6 19 Street Pedestrian Connection 6

7 Homeless Strategy including Campus 5

8 Process Improvement Committee 3 7

9 Uranium Mining Impact Advocacy 4 6

10 Rudee Walk 3 6

11 Energy Related Business Attraction Strategy 2 6

12 Local Road Funding 1 6

13 Highway 460 Advocacy 1 6

14 Resort Area Parking Plan and Form Based Zoning Code 1 6

15 Light Rail Direction and Development 5 5

16 Research and Development Strategy including Grant Program 3 5

17 Historic Kempsville Area Master Plan Implementation 1 5

18 Economic Development Incentives Policy and Funding 0 4

19 Roadway Maintenance Program and Funding 1 3

20 Regional Shared Services 2 2

21 Strategic Growth Area Plan 1 2

22 Sand Replenishment Citywide Ocean and Bay Funding Study 1 2

23 Envision Virginia Beach 2040 Report 0 2


City of Virginia BeachCouncil Initiatives Agenda 2012


COUNCIL INITIATIVES continuedPRIORITY

Top High

24 Community Livability Plan Senior Youth Safety Infrastructure GreenRun

2 1

25 High Speed Rail Advocacy 1 0




City of Virginia BeachManagement Initiatives 2012

TOP PRIORITY

Military and Related Business Strategyincluding Analysis of Defense Cutback

Burton Station Plan Implementation

Alternative Energy Task Force UpdateReports

Dredging for Navigable Waterwaysincluding Special Service District

Citizen Engagement





MANAGEMENT INITIATIVESPRIORITY

Top High

1 Military and Related Business Strategy including Analysis of DefenseCutback

9

2 Burton Station Plan Implementation 9

3 Alternative Energy Task Force Update Reports 8

4 Dredging for Navigable Waterways including Special Service District 7

5 Citizen Engagement 6

6 Dredging for Stormwater Management Lakes and Channels Green Run 5

7 Greenwich Flyover and 164 and I264 Project 4

8 Branding Virginia Beach Naturally 4

9 Agriculture Business Analysis and Expansion Strategy including ARPand Buy Fresh Buy Local Program

3





City of Virginia BeachManagement in Progress 2012

1 Disaster Preparedness Plan Public Information Roleand Actions

2 Healthcare Plan Revision Report

3 Budget Direction Process Outline

4 APZ Land Use and Redevelopment

5 Intelligent Transportation System Implementation

6 Southeastern Parkway and Greenbelt

7 Sand and Beach Replenishment Project


August 14 2012 Complete Agenda

Documents

Transcript of August 14 2012 Complete Agenda