August 5 2013 Complete Agenda

8/22/2019 August 5 2013 Complete Agenda

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MAYORANDCITYCOUNCILREGULARSESSION

Monday,August5,20136:00P.M.AGENDA

1. CALLTOORDER2. PRAYERANDPLEDGE3. APPROVALOFMINUTES

A. RegularSession#13datedJuly15,2013

B. WorkSessiondatedJuly30,2013

4. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCILA. CouncilStandingCommitteeDraftAgendasfortheWeekofAugust12,2013

5. CONSENTAGENDAA. RequestApprovaltoServeBeerandWineatBayShoreBashBlockParty

B. PrivateEventApprovalRequestforHolySaviorBlessingoftheWatersAugust15,2013

C. 3YearPrivateEventApprovalRequestfor9/11ParadeofBrothersSeptember11,2015

D. 3YearPrivateEventApprovalRequestforMidAtlanticSurfFishingTournamentOctober13,2015

E. 3YearPrivateEventApprovalRequestforFreeStateCorvettesOctober1618,2015

F. BidAwardRecommendationforthe51stStreetWellHouse

G. BidAwardRecommendationfortheFY2014StandbyGeneratorMaintenanceContract

H. BidAwardRecommendationforthe3YearHVACMaintenanceContract

I. BidAwardRecommendationforthe3YearFireAlarmMaintenanceandInspectionContract

J.

Requestto

Approve

Repair

of

Generator

Transfer

Switch

K. RequesttoApproveRepairofConventionCenterCoolingTowerChillers

6. MISCELLEANEOUSREPORTSANDPRESENTATIONSA. PrivateEventApprovalRequestforTallShipVisitandMemorandumofUnderstanding

7. PUBLICHEARINGS8. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF

A. RequestApprovaltoPlaceFenceonTownRightofWaypresentedbyRussellJones,

EngineeringManager

B.

ConditionalUse

Request

for

aShopping

Center

District

to

permit

water

related

recreational

activitywithamaximumtotaloftwenty(20)devices:standuppaddleboards,kayaks,and

pedalboatsatthelocationlocallyknownas45thStreetVillage,LLC

Applicant: MikeHricik/44THStreetWatersports

9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITORA. ResolutionApprovingtheApplicationandReceiptofFinancingforCommunityLegacyProjects


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MayorandCityCouncilRegularSessionAgenda August5,201310. COMMENTSFROMTHEPUBLIC

Anypersonwhomaywish to speak on anymatter at the Regular Sessionmay be heard duringCommentsfromthePublicforaperiodoffive(5)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.

11. COMMENTSFROMTHECITYMANAGERA. ReviewoftentativeworksessionagendaforAugust13,2013

12. COMMENTSFROMTHEMAYORANDCITYCOUNCIL13. ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, AUGUST 5, 2013

3 APPROVAL OF MINUTES

A. Regular Session #13 dated July 15, 2013B. Work Session dated July 30, 2013


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4 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Council Standing Committee Draft Agendas for the

Week of August 12, 2013


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OceanCity,Maryland

PoliceCommission

Agenda

August12,20139:00AM

PSBBuilding,6501CoastalHighway

1. Callto

Order

2. ApprovalofMinutesoftheJuly10,2013Meeting

3. DiscussionofFourWheelScootCoupe

4. UpdateonHighwaySafetyandEnforcement

5. DiscussionofRoute50DrawbridgeOperationDuring4thofJuly

6. ECD/TaserUpdate

7. ReportonBoardwalkCrimeStatistics 2010toDate

8. Adjourn


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TourismCommissionMeeting

Agenda

3p.m.

Monday,August12,2013

Room214

Convention

Center

1) IntroductionofOCPDChiefRossBuzzuro

2) WineinthePark ChrisNokes

3) EnhancedCVB

membership

listings

and

ad

serving

on

ococean

MGH

4) EquationResearchdiscussionTourismDirector

5) Updatesfromorganizations


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OCEAN CITY, MARYLANDRECREATION & PARKS COMMITTEE

Tuesday, August 13, 20134:00 P.M.

Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of July 9, 2013

3. Tall Ship Event Update

4. New Private Special Events

5. Other Business

6. Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 8-13-2013


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5. CONSENT AGENDAA. Request Approval to Serve Beer and Wine at the Bay

Shore Bash Block Party


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TOWN OF

The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerRE: Bay Shore Bash Block PartyDATE: July 31, 2013

ISSUE(S): Request by Bayshore Court residents to allow temporary closureof the cul-de-sac at the end of Bayshore Drive for annual blockparty.

SUMMARY: The Bay Shore Bash is an annual event that is scheduled forSaturday, August 31, 2013. Event coordinators are requestingpermission to close the cul-de-sac at the end of Bayshore Drive,to serve alcohol and to have a Disc Jockey for entertainment.

C-1102 of the Town Charter provides that the Town shall havecontrol of all public ways. Authorization to temporarily close astreet requires permission from the Mayor and Council.

FISCAL IMPACT: Not applicable.

RECOMMENDATION: Approve request.

ALTERNATIVES: Do not approve.

RESPONSIBLE STAFF: David L. Recor, ICMA-CM, City Manager

COORDINATED WITH: Department of Public Works

ATTACHMENT(S): Email from Randy Kephart, Resident, Bayshore Court

Agenda Item # 5A

Council Meeting August 5, 2013


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1

Diana Chavis

From: Randy Kephart

Sent: Tuesday, July 09, 2013 1:38 PM

To: Diana Chavis

Subject: Bayshore Blockparty

Diana,

We are planning to have our annual Bay Shore Bash block party on Labor Dayweekend, Saturday 08/31/13.

We are requesting permission from the Town of Ocean City to close the Cul-de-sac attheend of Bayshore Court from 12 noon thru 8PM. As in previous years we are alsorequesting permission for alcohol and a Disc Jockey.

We are requesting to be added to the council meeting agenda in August.We will be represented by Linda Zwirlein.

Can you please respond if we will be placed on the docket for this meeting.We will also need information as to the day and time of the meeting.

Thank you.

Randy

Kephart608BayshoreCourtUnit1

[email protected]

Office:3017979146

Cell:3015736951


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5. CONSENT AGENDAB. Private Event Approval Request for Holy Savior Blessing

of the Waters August 15, 2013


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: St. Mary/Holy Saviors Blessing of the WatersDATE: July 30, 2013

ISSUE(S): Request approval of the St. Mary/Holy Saviors Blessing of theWaters event on August 15, 2013

SUMMARY: This is a procession of approximately 50 participants, beginningat 6pm, from Holy Savior Church, located at 17th Street andPhiladelphia Avenue, to the beach at 17th Street. A smallceremony at the beach will be held lasting about 30-minutes.

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

RECOMMENDATION: Approve as presented.


RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator

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

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

Agenda Item # 5B



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Sun Mon Tue Wed Thu

1

4

SE Sundaes in the ParkPE - OC CruzersPE OC BeachlightsPE Northside Park Fireworks

5

PE BeachFireworks

6

PE Beach Fireworks7

SE Concerts onthe Beach

8

11

SE Sundaes in the ParkPE OC BeachlightsPE Northside Park Fireworks

PE Plein Aire

12

PE BeachFireworks

13

PE Beach Fireworks14


15

PE SurfersHealingPE Blessing

of the Waters -TENATIVE

18

SE Sundaes in the ParkPE - OC CruzersPE OC BeachlightsPE Northside Park Fireworks

19

PE BeachFireworks

20



22

25

SE Sundaes in the ParkPE OC BeachlightsPE Northside Park FireworksPE Soccer Resort Beach Tourn.

26

PE BeachFireworks

27



29

August


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Ocean City Special Events Private Events

Name of Event: St. Mary/Holy Saviors Blessing of the Waters New Event: Yes

Date of Event: Thursday, Aug. 15, 2013

Date Application Received: July 2, 2013 Application Fee Paid: Yes/$25.00

Date Returned from All Departments: July 22, 2013 Total Cost to Town: No Foreseeable Costs

Things to Note:

This event would consist of a procession from Holy Savior Church to the Boardwalk and beach at 17thStreet. There would be a small ceremony with prayers being said and songs being sung.

The event would take place from 6pm-7pm

There would be no set-up or breakdown for this event.

The event is rain or shine.

Expected number of participants is 50 with a possibility of 10-20 spectators.

Comments from Department Representatives:

OCPD Officers from shift will be assigned to 17th Street beginning at 5:45 pm to assist.

RISK MANAGEMENT Insurance Certificate to be submitted prior to the event.

BEACH PATROL, FIRE MARSHAL, PUBLIC WORKS, REC & PARKS, EMERGENCY SERVICES,OCCC, TOURISM and TRANSPORTATION No comments, concerns or costs.

Date on Council Agenda: August 5, 2013

Event Approved or Denied:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

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

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD [email protected]

This is an application for use and is not a permit of use. No guarantee of availability oruse is made or implied by the acceptance of the application and fee.

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

Department at least 90 days prior to the requested event. If an application is submittedless than 90-days prior to the proposed start date, a late submission fee of $100.00 will beassessed for both Non-Profit organizations and For-Profit promoters. A new applicationmust be submitted annually for recurring events.

Any misrepresentation in this application or deviation from the final agreed upon routeand/or method of operation described herein may result in the immediate revocation ofthe permit. Applicants attention is directed to the accompanying information packet,entitled Private Event Application Guidelines.

All questions on the application must be fully answered. Same as last year or similar

comments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and$25.00 per day for Non-Profit organizations. For beach use this fee is applied per oceanblock, per day. Races/runs/walks on the beach do not require a per block charge. Set-upand breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ________________________________________________Blessin of the Waters

2. IS THIS A NEW EVENT? __No______________________________________

Page 1 of 9


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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: ___August 15, 2013__________________________

4. STARTING & ENDING TIMES OF EVENT: _6-7 pm________________________

5. PROJECTED SET-UP DATE (S) & TIMES: ___N/A _________________________

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

________________________________________________________________

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

much area will be used, etc.): _small area of beach and boardwalk at 17 th St.

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: _Rev. Stanislao Esposito________________________

9. ORGANIZATION REPRESENTING: _St. Mary Star of the Sea Parish____

_____________________________________________________________________

10. MAILING ADDRESS: __1705 Philadelphia Ave., OC MD 21842____________

_____________________________________________________________________

11. WORK PHONE: _410-289-0652___ HOME PHONE: ___________________

FAX: _410-289-1026__________ EMAIL: [email protected]________

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

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? _yes________________________________ 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: __________________________

E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

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

_The parishioners and guests process from Holy Savior Church to the Boardwalk and

sand. A few songs are sung, Bishop and congregation pray for those who protect us

in and around the water.

_____________________________________________________________________

_____________________________________________________________________

Please attach additional pages to the back of this application

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

___St. Mary Star of the Sea Parish, 1705 Philadelphia Ave.___________

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

SUCH 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.): ___No supplies or equipment needed___________________________

_____________________________________________________________________

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

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

DIAGRAM AND DESCRIBE HERE: __N/A_______________________________

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: __Persons gather to pray for about 20 minutes______________

____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

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

_In past, the police, as a courtesy, control traffic at Philadelphia and Baltimore

Avenues at 17th Street as the congregation crosses.

_____________________________________________________________________

_____________________________________________________________________

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23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

____________ IF SO, WHAT TYPE? __None required___________________

_____________________________________________________________________

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

Rain or shine

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

None re uired

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ___None required________________

_____________________________________________________________________

_____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

None

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _____None______________________________________________

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ____No_______

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: ______None________________________

____________________________________________________________________

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31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? ___No____________

Please forward a copy of the approved One Day Raffle Permit to the Private Events Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________

Please forward a copy of the approved Tent Permit from the Office of the Fire Marshal to the Private

Events Coordinator.

No

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

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

Permit to the Private Events Coordinator.

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

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

No

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

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

Events Coordinator.

No

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

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

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

_____________________________________________________________________

_____________________________________________________________________

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

No

37. EXPECTED NUMBER OF PARTICIPANTS: ___50_________________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________10-20

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? ___No________WHO DID YOU CONTACT?

_____________________________________________________________________

_____________________________________________________________________

Will do when name received

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

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

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

_______None_________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

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

OBTAINED TIS PERMIT? ____N/A_________IF SO, PLEASE ATTACHED A

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

MDOT Highway Permit to the Private Events Coordinator.

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

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

THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

N/A

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: _____Aug.15, 2012, Aug. 14, 2012, Aug. 14, 2011, Aug. 14, 2009, Aug.

14, 2008 Always at the beach and boardwalk at 17th

Street

________________________________________________________________

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.): ____None _____________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

APPLICATION: ______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

. This is a small atherin for ra er for a rox. 30-minutes

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 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.

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-Cola

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

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

APPLICANTS SIGNATURE____________________________DATE______________Si nature on File 06/13/2013

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MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with Public

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

APPLICANTS SIGNATURE___________________________DATE_______________Si nature on File 06/13/2013

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions ofallapplicable ordinances of theTown of Ocean City. Specifically all permitted uses on or within 75 feet of theBoardwalk are required to comply with the provisions of chapter 62 of the Code whichexpressly prohibits the public sale, rental or exchange for a donation of any goods, wares,merchandise, foodstuffs, refreshments or other commodities or services.

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


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


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.

Page 8 of 9


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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 the

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

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


Page 9 of 9


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5. CONSENT AGENDAC. 3-Year Private Event Approval Request for 9/11 Parade of

Brothers September 11, 2015


25/115

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: 9/11 Parade of Brothers 2015DATE: July 29, 2013

ISSUE(S): Request approval of the 9/11 Parade of Brothers event forSeptember 11, 2015.

SUMMARY: This annual event is a memorial motorcycle ride to rememberthe tragic events of 9/11. The ride begins at 27th Street on theBoardwalk and proceeds to the Firefighters Memorial. At theMemorial there is a short service and then the participants rideout of Ocean City.

John Tartufo, the applicant, has received a 3-year approval forthis event until 2014. He now requests to continue this provisionand have the event approved for 2015. All appropriatedocuments have been supplied.There have been no changes oradditions requested from previous years. The event will remainthe same as in the past.

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

beverage, recreation and other incidental expenditures.




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

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

Agenda Item # 5C



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Sun Mon Tue Wed Thu Fri

1 2 3 4

6 7 8 9 10 11

PE

Broth

TENT

13 14 15 16 17 18

20 21 22 23 24

Sunfest25

Sunfe

27

Sunfest28 29 30

September


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Name of Event: 9/11 Parade of Brothers New Event: No

Date of Event: Request 3-year approval to continue for 9/11/2015

Date Application Received: May 30, 2013 Application Fee Paid: Exempt

Date Returned from All Departments: July 11, 2013 Total Cost to Town: $1,536.00

Things to Note:

This event is an annual memorial motorcycle ride to remember the tragic events of 9/11. The ride begins at27th Street on the Boardwalk and proceeds to the Firefighters Memorial. At the memorial there is a shortservice and then the participants ride out of Ocean City.

Times are as follows: 8:30 a.m. set up and begin staging. 9:30 a.m. registration. 11:00 a.m. move ontoBoardwalk. 11:30 a.m. ride begins. 12:00 noon memorial service begins. 12:30 p.m. ride out of town.

The event coordinators wish to set up tables, chairs and a portable awning at the head of 27th Street forregistration. They wish to also to set-up a P.A. System at the Firefighters Memorial.

Staging of the event will be on 27th Street in both the street and parking lot until the parade begins.

The event organizers request the south side of North Division be blocked off until 12:30 p.m.

The event organizers request a police escort on the Boardwalk as well as out of the Town of Ocean City.


PUBLIC WORKS: Will post the south side of North Division Street No Parking on September 11, 2013from 6 am until 2 pm. Will also supply the organizer with a portable podium, PA System and a few flagsaround the Firefighters Memorial. Cost of the division last year for this event was $1,186.00. Expect thisyears costs to be similar.

OCPD Will assign two (2) officers to lead/follow the event, and to escort over the Route 50 Bridge.Approximate cost to the department is $350.00.

FIRE MARSHAL The applicant must obtain a tent permit from the Office of the Fire Marshal.

RISK MANAGEMENT, TRANSPORTATION, TOURISM, OCBP, PUBLIC WORKS, EMERGENCYSERVICES, OCCC and REC & PARKS No comments, concerns or costs.




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5. CONSENT AGENDAD. 3-Year Private Event Approval Request for Mid-Atlantic

Surf Fishing Tournament October 1-3, 2015


29/115

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: 34th Annual Mid Atlantic Surf Fishing Tournament 2015DATE: July 30, 2013

ISSUE(S): Request approval of the Mid Atlantic Surf Fishing Tournament forOctober 1-3, 2015.

SUMMARY: Up to 90 teams participate in this surf fishing tournament thattakes place on the beach from 20th Street to 119th Street. Eachteam consists of six (6) members and a maximum of three (3)vehicles may be on the beach per team.

Scott Wallace, the applicant, has received a 3-year approval forthis event until 2014. He requests to continue this provision andhave the event approved for 2015. All appropriate documentshave been supplied and fees have been billed.There have beenno changes or additions requested from previous years. Theevent will remain the same as in the past.





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

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

Agenda Item # 5D



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October

1

PE Surf Fishing -

TENTATIVE

2

PE

TENT

PE TENT

4 5 6 7 8

PE Endless Summer

Cruisin - TENTATIVE

9

PE

Cruis

11

PE Endless Summer

Cruisin - TENTATIVE

12 13 14 15 16

18 19 20 21 22 23

25 26 27 28 29 30


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Name of Event: Annual Mid-Atlantic Surf Fishing Tournament New Event: No

Date of Event: October 1-3, 2015

Date Application Received: May 30, 2013 Application Fee Paid: No

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

Things to Note:

This event is an annual team surf-fishing tournament.

90 teams from approximately 20th Street to 119th Street would participate. Each team would consist of sixmembers with a maximum of three (3) vehicles on the beach per team.

The event would set-up on September 29, 2013 from 4:00p.m. until 5:00 p.m. Set-up would consist ofmarking surf-fishing stations with wooden stakes.

The event would take place on Friday and Saturday, from 7:00 a.m. until 4:00 p.m.

Breakdown of the event would happen at the events conclusion on Saturday at 4:00 p.m.


RISK MANAGEMENT Insurance Certificate to be submitted prior to the event.

OCBP The water is still warm and, if the weather is nice, the beach may be very crowded. Based on therequest, there may be up to 270 vehicles on the beach, and this may create a public safety issue. The OCBPwill still be patrolling the beach at this time by vehicles, so the fishermen need to be aware that OCBP mayneed to get through in an emergency. They also need to be aware of people on the beach while drivingalong the beach.

OCPD, FIRE MARSHAL, PUBLIC WORKS, REC & PARKS, EMERGENCY SERVICES, OCCC andTRANSPORTATION - No comments, concerns or costs.




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5. CONSENT AGENDAE.3-Year Private Event Approval Request for Free State

Corvettes October 16-18, 2015


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Free State Corvette 2015DATE: July 30, 2013

ISSUE(S): Request approval of the Free State Corvette event for October16-18, 2015.

SUMMARY: This is an annual corvette car show, road rally and parade thattakes place in a section of the Inlet Lot (rows A thru J),Boardwalk and surrounding areas.

John Lynch, the applicant, has received a 3-year approval for thisevent until 2014. He now requests to continue this provision andhave the event approved for 2015. All appropriate documentshave been supplied.There have been no changes or additionsrequested from previous years. The event will remain the sameas in the past.





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

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

Agenda Item # 5E



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October

1

PE Surf Fishing -

TENTATIVE

2

PE

TENT

PE TENT

4 5 6 7 8

PE Endless Summer

Cruisin - TENTATIVE

9

PE

Cruis

11

PE Endless Summer

Cruisin - TENTATIVE

12 13 14 15 16

18 19 20 21 22 23

25 26 27 28 29 30


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Name of Event: Free State Corvette New Event: No

Date of Event: October 16-18, 2015

Date Application Received: June 14, 2013 Application Fee Paid: Yes

Date Returned from All Departments: July 22, 2013 Total Cost to Town: Between $5,500 - $5,797

Things to Note:

This event is an annual corvette car show, road rally and parade that take place in a section of the InletParking Lot, Boardwalk and surrounding areas.

This event would take place on Saturday, from 6:00 a.m. until 6:00 p.m.

The Boardwalk parade would begin at 4:00 p.m., starting at the Inlet Lot and proceed to 27 th Street, whereall cars will exit the Boardwalk.


OCPD Create a special order detailing approximately six (6) officers to the event (hopefully be able to be

accomplished from the shift level, but my require two (2) or three (3) officers for overtime, depending onshift staffing and availability of officers. Potential cost to the department is anywhere for $0 to $297.

RISK MANAGEMENT Insurance Certificate need to be obtained by the event coordinator prior to theevent and the individual car owners must have their own insurance.

FIRE MARSHAL If tents are installed, tent permits are required. The applicant is responsible forobtaining the tent permits from the Office of the Fire Marshal.

PUBLIC WORKS Provide set-up for this event. Fence off an area on the Inlet Parking Lot, utilizingrows A thru J and provide trash containers as required. Will request a pre-planning meeting with the eventcoordinator prior to the event. Total cost is estimated to be $5,500.00.

EMERGENCY SERVICES, TOURISM, OCBP, OCCC, TRANSPORTATION, and REC & PARKS Nocomments, concerns or costs.




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ABCDEFGHIJKLMNO

Public

ParkingRallye

Staging

Car Show Parking and

Parade Staging

Trailer

FSCC

Tents

and

Trailer

Displays

DisplaysC1C2C3C4C61

Parade Staging Start

C7

C51

1 Row assignments adjusted based on Show car registration

FSCC Parade Staging

Parade Staging EntranceShow & Rallye Entrance

Red lines denote fencing boundary


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5. CONSENT AGENDAF. Bid Award Recommendation for the 51st Street Well House


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City Manager

FROM: Dean Dashiell Senior Project ManagerRE: Bid Award Authorization for the 51st Street Well House - Water Pumping Station

DATE: July 30, 2013

ISSUE(S): Bid Award Authorization for the 51st Street Well House - Water PumpingStation.

SUMMARY: Request permission, from the Mayor & City Council, to award the 51stStreet Well House - Water Pumping Station to Harkins Contracting, Inc.,

who tendered the lowest bid of $ 439,900.00. This request is based onbids received at the July 30, 2013 Work Session.

I have performed a review of the low bid received from HarkinsContracting, Inc. and have found those forms to be in accordance withthe Contract Documents.

FISCAL IMPACT: The funding for this project was budgeted under the Project Code ofW51WEL. The staff estimate for this project was $ 450,000.00.

RECOMMENDATION: Proceed with the approval of Harkins Contracting, Inc. in the amount of$ 439,900.00 for this project.

ALTERNATIVES: None

RESPONSIBLE STAFF: Dean Dashiell Senior Project Manager

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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51st Street Well House Bid

CONTRACTORS Base Bid

Bearing Construction $769,695.00

George & Lynch, Inc. $843,400.00

Harkins Contracting, Inc. $439,900.00

Johnston Construction $446,243.00

Base Bid is a Combination of Part A & B

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5. CONSENT AGENDAG. Bid Award Recommendation for the FY2014 Standby

Generator Maintenance Contract


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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 FY 14 Annual Standby Generator Preventive

Maintenance ContractDATE: July 30, 2013

ISSUE(S): Bid Award Authorization for FY 14 Annual Standby GeneratorPreventive Maintenance Contract.

SUMMARY: Request permission from the Mayor & City Council to award theFY 14 Annual Standby Generator Preventive MaintenanceContract to Kelly Generator & Equipment, Inc. based on the bidresults received at the July 30th, 2013 Work Session.I have performed a review of the low bid received from KellyGenerator & Equipment, Inc. and have found the forms to beconsistent in accordance with the contract documents.

FISCAL IMPACT: Annual Unit Pricing displayed on the submitted bid form, will beused by the individual departments that have standby generationcapability and budgeted for FY2014.Also included in the bid submission, are rental generator systems

at specific sizes to match the Towns needs in the event of anemergency. All pricing included on the bid form stay in effectuntil July 31, 2014.

RECOMMENDATION: Proceed with the approval of Kelly Generator & Equipment, Inc.in the amount of $ 27,790.00 for the FY 2014 Annual StandbyGenerator Preventive Maintenance Contract.

ALTERNATIVES: None

RESPONSIBLE STAFF: Dean Dashiell Senior Project Manager

COORDINATED WITH: Hal Adkins Director of Public WorksJennie Knapp Budget Manager

ATTACHMENT(S): Completed Bid Tabulation Sheet

Agenda Item # 5G

Council Meeting 8-5-13


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Annual Standby Generator Preventive Maintenance Bid

CONTRACTORS Base Bid

Alban Power Generation No Bid

Kelly Generator & Equipment $27,790.00

Fidelity Power Systems $28,805.00

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5. CONSENT AGENDAH. Bid Award Recommendation for the 3-Year HVAC

Maintenance Contract


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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 3-Year Maintenance of HVAC Systems ContractDATE: July 30, 2013

ISSUE(S): Bid Award Authorization for the 3-Year Maintenance of HVACSystems Contract.

SUMMARY: Request permission from the Mayor & City Council to award the3-Year Maintenance of HVAC Systems Contract to ElectricalAutomation Systems, Inc. based on the bid results received atthe July 30th, 2013 Work Session.

We have performed a review of the low bid received fromElectrical Automation Systems, Inc. and have found the forms tobe consistent in accordance with the contract documents.

FISCAL IMPACT: Annual Unit Pricing displayed on the submitted bid form will beused by the individual departments for their heating, ventilation,and air conditioning systems and budgeted for FY2014, andfuture budgeting in FY 2015 and FY 2016.

All pricing included on the bid form will stay in effect until July31, 2017.

RECOMMENDATION: Proceed with the approval of Electrical Automation Systems, Inc.in the amount of $ 651,783.00 for the 3-Year Maintenance ofHVAC Systems Contract.

ALTERNATIVES: None

RESPONSIBLE STAFF: Dean Dashiell Senior Project ManagerKevin Koval Facility Project Manager

COORDINATED WITH: Hal Adkins Director of Public Works


Agenda Item # 5H



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BIDTABULATION MAINTENANCEOFHVACSYSTEMS

$538,062 n/a TOTALLUMPSUMBIDFOR3YEARSONGROUP"A"LOCATIONS$113,721 $123,927 TOTALLUMPSUMBIDFOR3YEARSONGROUP"B"LOCATIONS$651,783 n/a GRANDTOTALLUMPSUMBIDFOR3YEARSONGROUP"A"&"B"LOCATIONSYES YES BIDBOND

YES YES REFERENCES

YES YES LICENSES

YES YES SUBCONTRACTORLISTYES YES MATERIALMARKUP

MODERNCONTROLS

EASI

BIDDER

BIDPACKAGEITEM


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5. CONSENT AGENDAI. Bid Award Recommendation for the 3-Year Fire Alarm

Maintenance and Inspection Contract


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025TOWN 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 3-Year Fire Alarm System Maintenance &

Inspection ContractDATE: July 31, 2013

ISSUE(S): Bid Award Authorization for the three-year Fire Alarm SystemMaintenance & Inspection Contract.

SUMMARY: Request permission from the Mayor & City Council to award thethree year Fire Alarm System Maintenance & Inspection Contractto ARK Systems, Inc. based on the bid results received at theJuly 30th, 2013 Work Session.

We have performed a review of the low bid received from ARKSystems, Inc. and have found the forms to be consistent inaccordance with the contract documents.

FISCAL IMPACT: Annual unit pricing documented on the submitted bid form will beused by the individual departments for the inspection andmaintenance of their fire alarm systems and budgeted for

FY2014 and future budgeting in FY2015 and FY2016. All pricingdocumented on the bid form will stay in effect until July 31,2017.

RECOMMENDATION: Proceed with the approval of ARK Systems, Inc. in the amount of$15,855 for the three-year Fire Alarm System Maintenance &Inspection Contract.

ALTERNATIVES: None


COORDINATED WITH: Hal Adkins, Director of Public Works


Agenda Item # 5I



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P.O. BOX 158 OCEAN CITY, MARYLAND 21843-0158 City Hall (410) 289-8221 FAX (410) 289-8703

BID TABULATION SHEET- FIRE ALARM SYSTEM MAINTENANCE & INSPECTIONCONTRACT

ADVANCEDSECURITY ADVANTECH ARK SIMPLEX WAYMANFIRESOLUTIONS INC. SYSTEMSINC. GRINNELL PROTECTIONIN

TOTALLUMPSUMBIDFOR3YEARS $18,312 $16,650 $15,855 $34,050 $29,929.04STRAIGHTTIMELABORRATE($/HR) $94 $85 $76 $95 $120

OVERTIMELABORRATE($/HR) $140 $135 $114 $142.50 $180MATERIALMARKUP 35% NO 25% 0% NO

BIDBOND YES YES YES YES YESREFERENCES YES NO YES YES YES

LICENSES/CERTIFICATES YES YES YES YES NOSUBCONTRACTOR LIST N/A N/A N/A N/A N/A

BIDDER

BIDPACKAGEITEM


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5. CONSENT AGENDAJ. Request to Approve Repair of Generator Transfer Switch


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60 TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lt. Elton Harmon, Assistant Support Services Commander OCPDRE: Automatic Transfer SwitchDATE: July 31, 2013

ISSUE(S): Replacement of the Automatic Transfer Switch (ATS) at thePublic Safety Building.

SUMMARY: Fidelity Power Systems identified an issue with the Automatic

Transfer Switch (ATS). The ATS currently works, but it needs tobe cleaned. There is a fear that, once the cleaning begins, the20-year-old ATS will break or become damaged. The switch isobsolete, and there are no replacement parts. The onlyalternative is a replacement switch that must be custom built.There is approximately an 8-week lead time in the constructionof the ATS.

FISCAL IMPACT: Unfunded expense of $16,192.

RECOMMENDATION: To approve the purchase and replacement of the AutomaticTransfer Switch at a cost of $16,192.00.

ALTERNATIVES: Contract Fidelity Power Systems to clean the ATS with the riskthat the 20-year-old ATS may fail after cleaning causing thepower system to fail.

RESPONSIBLE STAFF: Lt. Elton Harmon OCPD

COORDINATED WITH: Captain Greg GuitonKevin Koval, Project ManagerDean Dashiell, Sr. Project ManagerBob Damaio, Electronic Services ManagerJoe Theobald, Emergency Services DirectorTerence McGean, City Engineer

Jennie Knapp, Budget Manager

ATTACHMENTS: Proposed bid

Agenda Item # 5J



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FIDELITY SINCE 1945POWER SYSTEMSA FIDELITY ENGINEERING COMPANY

0. C. -Public Safety Building65TH Street(Ref# 1087/ Equip# 1428)Ocean City Md. 21843Attention: Elton Harman

24June 2013

Ticket No. 576317/84922We are pleased to quote the following on the Kohler model 500ROZD71 emergency generator set, notedduring our last visit.Provide parts and labor to,

>- Remove and replace the present Automatic Transfer Switch.>- To be replaced with a new Asco Automatic Transfer Switch contactor model KCP-DMTA-

08008. 800 Amp, 480Volt, 3 Pole, Closed transition.>- Note: this job has been priced to be done during off hours.>- All emergency power will need to be turned off several time periods during swap out of A TS.

NOTE: This quote expires in sixty ( 60) days unless extended by Fidelity Power Systems. The customer is to provide parking for allservice vehicles at the site location. All work will be done during regular work hours. All major jobs require a 24ht. cancellation noticeonce the job is scheduled, or you may be charged a loading and unloading fee.Parts: $ 12,792.00Labor at Over Time Rate: $ 3,400.00

Total: $16,192.00Priced by Lawson ThomasNote: The item(s) above consti tute the only item(s) offered. No other items or accessories are included or implied. TI1is quotationdoes not include applicable sales tax or use tax. Work is to be completed during normal working hours, unless otherwise indicated.Should you have any questions, please contact me at 1 800 787- 6000 ext. 2590. Should you wish to proceedwith the work, please sign where indicated and fax to (410) 891-1523. After faxing, please call to make sure we havereceived your response. Thank you.

Accepted by:Signature:Printed N arne:Date Accepted:

Sincerely,FIDELITY POWER SYSTEMSDarryl StruveDarryl StruveService Coordinator

KOHLER POWER SYSTEMS AMERICAN Am FILTER PERKINS & HERCULES ENGINES CARRIER AIR CONDITIONING PRODUCTS MECHANICAL DESIGN & CONSTRUCTION COMPIJTERRQOMS oiNDOORAffiQUAUTY BUILDINGANDPROCESSCONTROLSYSTEMS VENTILATION SHEET METALFABRJCATlON PROCESS COOLING AND HEATING HEATING CONTROL UNEXCELLED24HOURSERVICE REFRIGERATION EXPERIENCED FACfORY TRAINED TECHNICIANS SERVICING CENTRIFUGAL& ABSORPTION CHILLERS CUSTOM MAINTENANCE PROGRAMS & SERVICE AGREEMENTS


52/115



5. CONSENT AGENDAK. Request to Approve Repair of Convention Center Cooling

Tower Chillers


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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: Authorization for Immediate Repairs to Convention Center ChillersDATE: July 31, 2013

ISSUE(S): Authorization for the Immediate Repairs to the ConventionCenter Chillers.

SUMMARY: Request permission from the Mayor & City Council to approveimmediate chiller repairs to be performed at the ConventionCenter for the amount of $ 16,950.00 by Electrical AutomationSystems, Inc. based on their recent inspection of the mechanicalequipment. The Convention Center needs to issue a purchaseorder to EASI immediately to perform these repairs.

This inspection was requested due to the fact that JohnsonControls, Inc., the HVAC Maintenance Service Contractor prior toour recent bid opening of 7-30-13, failed to perform the regularlyscheduled inspection of this equipment early this year asspecified in those contract documents.

FISCAL IMPACT: The cost for this repair at $16,950.00 will be deducted fromJohnson Controls final payment to reimburse the Town for thisexpenditure.

RECOMMENDATION: Proceed with the approval of a purchase order presented toElectrical Automation Systems, Inc. in the amount of$16,950.00 for chiller repairs at the Convention Center.

ALTERNATIVES: None


COORDINATED WITH: Larry Noccolino Convention Center DirectorHal Adkins Director of Public Works

ATTACHMENT(S): Not applicable

Agenda Item # 5K



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6. MISCELLEANEOUS REPORTS AND PRESENTATIONSA. Private Event Approval Request for Tall Ship Visit and

Memoradum of Understanding


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02516592

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Frank C. Miller, Special Events SuperintendentRE: OC Tall Ship EventDATE: August 20, 2013 August 25, 2013

ISSUE(S): Request approval of MOU, cost split, general release

SUMMARY: The Spanish Galleon referred to by her crew as simply El Galeonor The Galleon (officially named GALEON ANDALUCIA) will arrivein Ocean City, August 20th, open to patrons on August 21st,complete tours on August 25th and depart that same evening.

The proposed location for the vessel to berth is the baysideboardwalk between 3rd and 4th Streets. Modifications to theboardwalk are required, including the addition of mooring anchorsdesigned for 40 mph wind and 4 ft/sec current consisting offour 2x6x6 concrete mat anchors at a cost of $3,000; four 24-10 ton rated cleats, $1,520; and misc. labor to remove and replaceboardwalk, install anchors, remove railing as required for gangwayand rope access to cleats, placement of tires and hardware toplace to act as bumpers (minimum four locations). Total projectedcost is $5,920. This is a slightly modified number overEngineerings revised cost estimate of $5,220 to cover late

additions such as tire bumpers and hardware. The expenses arerecommended to be split 50/50 between promoter and Town.

The proposed event location requires closing Chicago Avenuebetween 3rd and 4th Streets. This area includes 12 paid parkingspaces. This area is closed to regular vehicular traffic to allow forpedestrian foot traffic around and near gangway to vessel as wellas placement of a fire lane, ticketing location, food and beveragesales, additional restrooms and a small allocation of vendors (retailand sponsor mix). Adjacent ball field was originally proposed forplacement of vendors but removed from consideration by allparties due to use as an emergency helipad by EMS/State Police.

Additional needs are electric for ticket sales location and F&Bprovider, water hookup for vessel (garden hose connection fromfish cleaning station), trash removal as part of normal routine,closure of street with barricades, possible closure of curbsideparking on 3rd Street for volunteers/event staff.

FISCAL IMPACT: Potential positive economic impact from media coverage, lodging,food and beverage and other incidental expenditures.

Agenda Item # 6A



56/115

RECOMMENDATION: Defer to Mayor and Council

ALTERNATIVES: Not applicable

RESPONSIBLE

STAFF:

Frank C. Miller, Special Events Superintendent

COORDINATED

WITH:Lisa Mitchell, Private Events CoordinatorU.S. Coast GuardMaryland Natural Resources PoliceVarious town departments, including Public Works, Engineering,Fire Marshal and Police

ATTACHMENTS: 1) Memorandum of Understanding2) Operational plan3) Site layout


57/115

1

MEMORANDUM OF UNDERSTANDING

BETWEEN THE

THE MAYOR AND CITY COUNCIL OF OCEAN CITY

AND

NATIONAL AIR, SEA AND SPACE FOUNDATION, INC.

SUBJECT: VISIT OF TALL SHIP GALEON ANDALUCIA

As of 7/ /2013

1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which the

visitation of the Tall Ship, Galeon Andalucia (the Event) shall be presented in 2013 andidentifies what each party shall accomplish and by what dates. The Private Event

Application for the Event and all signed disclosures shall be incorporated into this MOU

for reference.

2. Request for Permission to Conduct Event: National Air, Sea and Space Foundation, Inc.

(NASSF) (Promoter) approached the Town of Ocean City (TOC) with a Private Event

Application requesting permission to conduct the Galeon Andaluca Visitation. This

MOU follows and incorporates an annual review of a Private Event Application by the

City Staff and approved by the Mayor and City Council.

3. Event Summary: This Event is a multi day visitation Event set on Ocean Citys Chicago

Avenue from 3rd Street to 4th Street in the area outlined on Exhibit A attached hereto (the

Premises). The Event will take place from August 20, 2013 to August 25, 2013.

(Event Period). During the Event Period, Promoter will have the right to exclusive use

of the Premises for the Event. The Event will include vendors, sponsor activations, and

food and beverage concessions. This Event is scheduled to proceed rain or shine. There is

no rain date.

4. Scope. This Memorandum of Understanding includes the planning, coordination and

execution of the Galeon Andalucia Visitation, and identifies tasks/responsibilities for

each party. This memorandum shall remain in force until terminated by either party,

provided the agreement cannot be terminated by TOC during a period when Promoter is

planning and incurring costs for the Event, unless Promoter is in breach hereof, except for

reasons described in Section 10 of this MOU.

5. Financial Agreement: Promoter and TOC shall each pay fifty percent (50%) of the cost of

preparing the site for the Event. Site work is anticipated to be as follows: a) Four (4) each


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2

2 x 6 x 6 concrete mat anchors ($3,000.00); b) Four (4) each 10 ton rated cleats

($1,520.00); and c) Misc. labor to remove and replace boardwalk to install anchors and

create opening in boardwalk railing for gangway ($1,400.00); d) Total projected cost is

$5,920.00. Promoter is to pay TOC its 50% share on or before August 15,2013.

6. A site diagram will be provided by Promoter no later than July 31, 2013 and shallbecome part of this MOU. The final site diagram will be attached to the MOU. Any

changes made to the site after July 31, 2013 must be approved by the City Manager.

7. Promoter agrees to:

a. Allow public to fish from pier north and south of vessel

b. Keep access to 4th

Street field undisrupted for medevac use by Town of Ocean

City

c. Keep fish cleaning station on bayside boardwalk open for use by public

d. Provide written release of liability for Town of Ocean City by Event promoter

AND by vessel owner as related to:

1. Damage to vessel from time of bay entry to time of bay departure

2. Damage related to mooring to aforementioned boardwalk and/or

modifications

e. Provide security for Premises and vessel as well as independently contract for any

and all fencing needs for Event site as deemed appropriate

f. Provide certificate of insurance (COI) to include coverage for personal injury,

property damage in the amount of $1,000,000 single limit and name the Mayor

and City Council, Town of Ocean City as additional insured. COI must be

received prior to issuance of Private Event Permit

g. Communicate with adjacent residents as to plans and impact of visit

h. Submit a detailed plan of the Premises including vessel; detailed timeline and

breakdown of Event and sub-Events

i. Provide details on mooring the vessel at the Event site (i.e. procedures, equipment

used, etc.)

j. Provide an outline of advertising and marketing plan over and above the use of

Town assets


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3

k. Provide contact information for the vessel Point of Contact (POC) and other on-

site contacts as well as details on languages spoke

l. Maintain the Premises including cleanliness ad trash clean up and return the Event

site in the condition it was received

m. Adhere to all Federal, State, County and City codes as related to the Premises,

vessel, distribution of food and beverage and use of alcohol

n. Refrain from consumption or sale of alcohol on public property

o. Provide proper number of portable restrooms within Event site for expected

crowds and provide cleaning services thereto for the duration of site use

p. Provide trash can liners

q. Adhere to TOC noise ordinances

r. Do not disturb local residents through noise, activity or light bleed after dark

8. Promoter requests following services from TOC:

a. Closure of Chicago Avenue from August 20, 2013 through August 25, 2013

between 3rd Street and 4th Street

b. Closure of twelve (12) paid parking spaces within said area

c. Provide access to electric (110v) for vessel

d. Provide access to water for vessel (hose line tap from fish cleaning station or

elsewhere within immediate proximity)

e. Assist with marketing/advertising using TOC (zero-overhead) resources (Conv.

Ctr. sign, boardwalk reader boards, TOC website, etc.) through Donna Abbott,

Town of Ocean Citys Director of Tourism

f. Use of Towns mobile construction light cart for duration of stay

g. Ocean City Police Department (OCPD) coverage as part of standard routing and

scheduling

h. Ocean City Public Works (OCPW) to place additional trash receptacles at Event

site and assist with creation of a plan for emptying said containers

9. This MOU shall remain in force until August 26, 2013 unless sooner terminated as

provided herein.


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4

10.Operational Security Provision: In the case of exigent circumstances arising during the

course of the Event, the Town may, at its sole discretion, deploy or divert such public

safety personnel and resources as deemed necessary. In the case of an emergency, the

TOC may cancel the Event in the course of its emergency procedures. In the case of

inclement weather the parties, after consultation, may cancel or postpone the Event.

11.Liability, Indemnification and Hold Harmless: Promoter and TOC recognize that there

are inherent risks associated with this Event and Promoter acknowledges and agrees that

TOC will not assume nor be liable for any losses or damages associated with such risks

and Promoter shall indemnify and hold harmless TOC from such risks, including, but not

limited to the following:

1. from running aground due to water depth

2. underwater obstructions

3. other vessels

4. drawbridge access

5. mooring points installed at bayside boardwalk

6. damage to bridge, boardwalk (all parts-railing, surface, bulkhead, etc.), other

piers, vessels, permanent structures, temporary structures/buoys

7. navigating the bay, channel, bridge and boardwalk docking area with said

vessel

12.The Special Events Superintendent, or his designee, shall serve as the TOCs Agent for

the planning, coordination and execution of the Event. Mr. Steve Webster shall serve as

the agent for the Promoter. Should any terms of this MOU not be met, the TOC may

terminate this agreement at its discretion.

13.This MOU is effective when signed below and may be terminated by either party at any

time.

14.In the case a dispute arises regarding this MOU which cannot be resolved by the parties,

the matter shall be submitted to mediation before commencement of litigation or as

agreed by the parties.

15.This MOU is not assignable by Promoter without the express written consent of the

Mayor and City Council of Ocean City, which consent may be withheld for any reason at

the sole discretion of the Mayor and City Council of Ocean City.


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5

16.No Partnership. This MOU does not create a partnership or any other business entity or

affiliation between the parties, other than to define the respective rights and obligations of

the parties as to the visitation of the Tall Ship Galeon Andalucia

17.Final Agreement. This MOU represents the final agreement between the parties hereto,

and shall only be amended or modified by written agreement between the parties. ThisAgreement, the terms and conditions contained herein and details of ensuing negotiations

will remain confidential among the parties to the transaction and no proposals, License

drafts or summaries of any kind will be distributed, copied or otherwise transmitted,

orally or in writing to any entity or person, except authorized employees or agents of the

Promoter and TOC. Promoter and TOC shall make any press release announcing this

agreement or the Event.

Witness the signatures of the undersigned as of the day and year first above written.

National Air, Sea and Space Foundation, Inc. Mayor and City Council of Ocean City

By:_________________________________ By: ____________________________Bryan Lilley David L. RecorChairman of the Board City Manager


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OC Tall Ship VisitAugust 20-25, 2013

DRAFT Preliminary Details and Timeline

Event Organizer: National Air , Sea and Space Foundation (NASSF)PO Box 321330Cocoa Beach, FL 32932-1330

Organizer Contacts: Steve WebsterDirector of Development443-235-9888 [email protected]

Bryan LilleyChairman of the Board717-602-4500 [email protected]

VESSEL INFORMATION:

Vessel Name: Galeon Andalucia

AKA: El Galeon (The Galleon)

Vessel Owner: Fundacion Nao Victoria

C/Progreso 20, 2 ASevilla, 41013

Spain

Vessel Contact: Enrique Torres BarragnFundacion Nao VictoriaHead of Logistics DepartmentP. (+1) 904 826 7327 / (+34) 687 822 [email protected]


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Gross Tons: 496

Net Tons: 149Length at Water: 107 feet

Overall Length: 170 feet

Beam: 30 feet (with yards: 50 feet)

Air Draft: 100 feetDraft: 11 feet

Main Mast Height: 120 feetFore Mast Height: 110 feet

Mizzen Mast Height: 80 feet

Distance between the line holes: 98 feetDistance from stern hole to stern end: 16.5 feet

Distance from bow hole to end of bowsprit: 43 feet

Crew: Approximately 25 (split in to two working crews)

Propulsion: Two (2) diesel motors, two propellers (758 hp)Power: On-board generators (lower deck of vessel stern)

Water connection point: on bow of vessel (garden hose type connection)

Gangway: located mid-ship (either side)

Six (6) Decks (upper five public, lower one crew)Vessel carries its own fenders

SUMMARY OF EVENT:

Vessel will host public tours each day starting August 21st. Public tour hours are expected

to be 9:00am to 5:00pm each day. The vessel will be available for private receptions in

the evenings (arranged in advance through NASSF). Vessel tour includes a short film and

historic museum component onboard. Official merchandise will be available related to

the vessel.

SITE INFORMATION:

Event Site: Bayside Boardwalk and Chicago Avenue between 3rd

Street and 4th

Street

Adjacent to 4th

Street Field

Vessel to mooring along side boardwalk facing south

Chicago Avenue will be active fire lane within the event site

Parking spaces within event site will be used for tents housingTicket sales, food and beverage sales, vendor/sponsor booths

Volunteer parking curbside along 3rd

Street

Public parking first come, first serve

Restrooms to be supplemented by portable unitsWater available at fish cleaning station on boardwalk (hose connection)

Electric available at southwest corner of Ball Field (120 connection)


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SITE MODIFICATION INFORMATION:

Pre-Vessel Arrival:

- Remove sections of bayside boardwalk

- Install four (4) each 2 x 6 x 6 concrete mat anchorsDistance between cleat centers: 80 feet (requested by vessel)

- Install four (4) each 10 ton rated cleats (one per mat)

- Replace boardwalk sections- Protect cleats from being tripping hazards pre-vessel arrival

- Add tire bumpers/fenders as needed on west side of railing and bulkhead

Upon Vessel Arrival:

- Create opening by removing wood sections in boardwalk railing for gangway based on

where gangway needs to be placed

- Survey need for rail opening where mooring ropes cross to cleats, remove as needed

- Establish water connection to vessel with Y adapter at fish cleaning station and valveonboard vessel to control flow, make tamper-resistant if possible

SCHEDULE OF EVENTS (DRAFT):

August 16, 2013 Chicago Avenue marked for closure between 3rd

Street and 4th

StreetTwelve parking spaces within closure area marked for non-use for duration of OC

Tall Ship Visit event

August 19, 2013 Additional trash containers placed within designated event area andvicinity (size of containers determined by DPW, 55gln/300gln/8 yard)

August 20, 2013 Scheduled arrival day of Spanish Galleon6:00am Closure of Chicago Avenue as pre-determined, preparation of cleats for

use by Spanish Galleon

Road closure on 3rd

Street will need to include barricades detouring westbound

traffic down the alley southward while allowing eastbound traffic to continue.There should be some mention that the road is one-way and DO NOT ENTER.

Chicago Ave should be blocked off at 3rd

Street on an angle to keep northbound

traffic on Chicago Ave flowing onto the eastbound lane of 3rd

Street.Time TBD Arrival of Galleon, Ebb Tide recommended by USCG and bridge

operator for pass through under drawbridge. (Ebb Tide - The period between high

tide and the next low tide in which the sea is receding.)Route 50 Drawbridge: 70 feet clearance per USCG charts (unlimited height)

NOTE: If weather pushes arrival to 21st, closure may be delayed as well

Vessel shall arrive into the Inlet with patrol and traffic assistance by USCG and

MNRP. Vessel will be underway continuously from Inlet arrival to turn-around at

the bayside boardwalk mooring location. Vessel shall, if possible, time arrival at

drawbridge to five (5) minutes prior to hour or 25 minutes past the hour. TowBoat US or similar entity may be utilized to assist vessel (TBD by promoter).

Drawbridge to open when vessel turns northward in bay after entering inlet.


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USCG and MNRP to keep boat traffic away from bridge opening while vessel

executes pass-through. Vessel will turn 180 degrees upon arrival at mooringlocation and face southward upon mooring up at the bayside boardwalk. USCG

and MNRP to keep turning area clear of civilian vessels.

Trash removal shall happen daily as crew will accumulate refuse daily in additionto public refuse near vessel.

August 21, 2013 Weather contingency arrival date9:00am Start of vessel tours

5:00pm Vessel closed to public

Window opens for evening receptions onboard vesselTrash will increase during public exhibition & evenings with hosted receptions

August 22-24, 2013 Vessel opened to general public for tours

9:00am Start of vessel tours

5:00pm Vessel closed to publicTrash will increase for the duration of public exhibition

August 25, 2013 Final day of vessel tours

9:00am Start of vessel tours

5:00pm Vessel closed to publicWater to be disconnected from vessel

Electric to be disconnected from tents and removed

Time TBD Vessel prepares for departure (if this evening)Railing replaced at rope and gangway locations

Time TBD Vessel departs bayside Boardwalk toward inletTrash will increase on this final day as the vessel prepares to depart

Cleats to be covered to reduce hazard for boardwalk users

USCG and MNRP to keep travel path clear of public vessels. Tow Boat US orsimilar entity may be utilized to assist vessel (TBD by promoter). Drawbridge to open

once vessel is underway. Vessel shall, if possible, time departure to drawbridge to five

(5) minutes prior to hour or 25 minutes past the hour.

OTHER KNOWN DETAILS:

- 4th Street Ball Field will continue to act as an Emergency Helipad.- Do not block gate openings in field fence line- Vessel will keep main mast lit at night for visibility for aircraft- Crew maintains 24 hour watch- Vendors, ticket tent will be setup and removed daily- TOC construction light tower NOT needed- Vessel has lighting units powered from the ship to flood light on the vessel in the

evenings until approximately 11:00pm


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REGULAR SESSION -MAYOR AND CITY COUNCILMONDAY, AUGUST 5, 2013

8 ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY MANAGER AND STAFF

A. Request Approval to Place Fence on Town Right-of-Waypresented by Russell Jones, Engineering Manager


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TOWN OF

T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d

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

THRU: David L. Recor, ICMA-CM, City ManagerFROM: Russell Jones, Engineering Manager

RE: Request to place picket fence in Baltimore Ave Right-of-WayDATE: July 30, 2013

ISSUE(S): Request to place a fence in the city Right-of-Way along 5th Street

SUMMARY: The Council has a policy that no improvements are allowed in the

Towns Right-of-Way areas except for landscaping. Marcella

DiFilippo, owner of 202 5

th

Street & Philadelphia, is requesting toplace a fence at the back of the city side walk and onto the 5 thStreet right-of-way about 3.1 feet. This is required off-street

parking for the Tidelands Motel.

The property owner also requested permission to install the

fence along Philadelphia Avenue onto the SHA right-of-way about2.75 feet. As noted in an email from Assistant District Engineer

Ken Cimino, SHA is requiring that the fence be 3 feet behind the

signal pole easement and may not obstruct the box door. SHAalso stressed its right to remove any structures within their right-

of-way at any time.

OCDC prefers that the street side fence be a white picket style,36 or 42 inches tall.

FISCAL IMPACT: None

RECOMMENDATION: Placement of this fence along 5th Street would be allowed at staff

level. Council may want to consider approval contingent upon a

written agreement, drawn by City Solicitor Ayres, stipulatingthat, if the Council finds it necessary, the fence will be removed

at the owners expense.

ALTERNATIVES: Do not allow fence placement within 5th Street right-of-way.

RESPONSIBLE STAFF: Russell Jones, Engineering Manager

COORDINATED WITH: Hal Adkins, Public Works Director

Blaine Smith, Assistant Planning Director

Glenn Irwin, OCDC

ATTACHMENT(S): Email from Ken Cimino, site drawing and pictures

Agenda Item # 8A



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1

Diana Chavis

From: Kenneth Cimino

Sent: Tuesday, July 23, 2013 2:37 PM

To: Hal Adkins; Diana Chavis

Cc: Terry McGean; Russell Jones; Matthew Margotta; Doug Sommers Jr

Subject: RE: Use of right-of-way request - DiFilippo

Hal,

BelowisSHAsresponsetotheproposedfence.

Mr.Spellman(FenceContractor)wascontactedonJuly9thbyourOfficeofRealEstateregardingarequesttoinstallthe

proposed

fence

upon

the

property

with

a

stipulation

that

the

fence

is

to

be

3

feet

behind

the

signal

pole

easement

and

tonotobstructtheboxdoorsothatourcrewscouldaccessitsafely.Baseduponplat55323,wedoownaconsiderable

amountofRightofWayalongthefrontage(PhiladelphiaAvenue)withaparkinglotlightingstructuresthatisnotSHAs

withinourRightofWay.WhenprovidingtheplattoMr.Spellman,itwasalsodiscussedwithhimtostaybehindthe

sidewalk,butatanypointthefencehastoberemoved,itwillbe,thusforhimtostaybehindtheRightofWaylinetobe

safe.IunderstandthattheparkingblocksandpavingappearstobewithinSHARightofWayswiththeparkinglot

lighting,butitdoesnotstopSHAfromobtainingthenecessaryrightstousewhenneeded.Ihavebeentryingtofind

moreinformationifanyagreementwasdonetoillustratethis.

Withall

this

information

in

mind,

it

would

be

warranted

to

let

the

owner

know

and

understand

that

at

any

point

and

timenecessary,SHAhastherighttoremoveanystructureswithinourRightofWaywhenneeded.Sincemany

propertiesthroughoutMaryland(especiallyinCitylimits)havepropertyenhancementswithinSHARightofWaysthat

theStatedoesnotnecessarilyobjecttoo,butwehavingcontrollingRightsuponourRightofWays.

KennethL.Cimino

AssistantDistrictEngineer Traffic

MarylandState

Highway

Administration,

District

1

660WestRoad,P.O.Box2679

Salisbury,Maryland21802

(410)6774040office

(410)4307455cell

(410)5436598fax


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REGULAR SESSION -MAYOR AND CITY COUNCILMONDAY, AUGUST 5, 2013

8 ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY MANAGER AND STAFF

B. Conditional Use Request for a Shopping Center Districtto permit water-related recreational activity with a

maximum total of twenty (20) devices: stand-up paddle

boards, kayaks and pedalboats at the location locally

known as 45th

Street Village, LLC.

Applicant: Mike Hricik/44th

Street Watersports


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Kay Stroud, Zoning AnalystRE: Conditional Use for Watersport Activity in the SC-1, Shopping Center, DistrictDATE: July 16, 2013

ISSUE(S): Conditional Use request to allow non-motorized watersportactivity in the SC-1, Shopping Center, Zoning District.

SUMMARY: Michael Hricik, owner/operator of 44th Street Watersports, hasrequested the Mayor and City Councils review of his applicationfor a new non-motorized watersport business to be located at4435 Coastal Highway, on the bayside in the 45th Street VillageShopping Center.

The Planning and Zoning Commission, after the public hearing onJuly 16, 2013, has favorably recommended forwarding thisrequest to the Mayor and City Council.

The Commission agrees that this type of use supports the Townsdedication to promoting watersport activity and tourism.

FISCAL IMPACT: None

RECOMMENDATION: To approve the Conditional Use request with any amendmentsdeemed necessary.

ALTERNATIVES: Amendments to the Commissions conditions or denial ofrequest.

RESPONSIBLE STAFF: R. Blaine Smith, Assistant Director, Planning & ZoningKay Stroud, Zoning Analyst

COORDINATED WITH: Matthew G. Margotta, AICP, Director, Planning & CommunityDevel

August 5 2013 Complete Agenda

Documents

Transcript of August 5 2013 Complete Agenda