November 19 2012 Complete Agenda

AGENDA
MAYOR AND CITY COUNCIL REGULAR SESSION

MONDAY, NOVEMBER 19, 2012 6:00 P.M.
1. CALL TO ORDER
2. PRAYER AND PLEDGE
3. REPORT FROM CITY MANAGER ON UPCOMING WORK SESSION
4. APPROVAL OF MINUTES
A. Work Session dated October 9, 2012
B. Regular Session #20 dated October 15, 2012
5. ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL
Presentation to Carol Hemp for Many Years of Maintaining the Street End and Dune Crossing
at 133rd Street
6. PRIVATE EVENT PERMIT REQUESTS
A. Walk MS Saturday, April 13, 2013
Presented by: Lisa Mitchell, Private Events Coordinator and Mark Roeder and Kate Amos,
National Multiple Sclerosis Society MD Chapter
B. Jingle Bell Run Sunday, December 2, 2012
Presented by: Lisa Mitchell, Private Events Coordinator and Chris Klebe, OC Trirunning
Sports
C. Komen Maryland Ocean City Race for the Cure Sunday, April 21, 2013
Presented by: Lisa Mitchell, Private Events Coordinator and Lenore Koors and Marcie
Clark, Komen Maryland
D. OC Christmas Parade 3 Year Approval - Adding December 6, 2014
Presented by: Lisa Mitchell, Private Events Coordinator
7. PUBLIC HEARINGS
8. UNFINISHED BUSINESS
9. NEW BUSINESS
10. REPORTS AND RECOMMENDATIONS FROM THE DEPARTMENT OF PLANNING
AND COMMUNITY DEVELOPMENT
11. APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS

12. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR
A. First Reading Ordinance to Establish Parking Rates (modifies the language of Ordinance
2012-05 by eliminating specific numerical dates of enforcement)
13. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND
DEPARTMENT HEADS
A. Announcement of Bid Results for the Demolition of the 66th Street Water Tower
Presented by: Hal Adkins, Public Works Director
B. Bid Award Recommendation for Wastewater Clarigester Project
C. Bid Award Recommendation for Engineering Services for Design of 64th Street Boat
Ramp
Presented by: Terence McGean, City Engineer
14. COMMENTS FROM CITIZENS 5 MINUTE TIME LIMIT
15. COMMENTS FROM CITY MANAGER
16. COMMENTS FROM THE MAYOR AND CITY COUNCIL
REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, NOVEMBER 19, 2012
3 REPORT FROM CITY MANAGER ON UPCOMING
WORK SESSION

4 APPROVAL OF MINUTES
A. Work Session dated October 9, 2012
B. Regular Session #20 dated October 15, 2012

5 ITEMS PRESENTED BY THE MAYOR AND CITY
COUNCIL
Presentation to Carol Hemp for Many Years of
Maintaining the Street End and Dune Crossing at 133rd
Street

6.
PRIVATE EVENT PERMIT REQUESTS

A. Walk MS Saturday, April 13, 2013
Presented by: Lisa Mitchell, Private Events
Coordinator and Mark Roeder and Kate Amos,
National Multiple Sclerosis Society MD Chapter
TOWN OF
The White Marlin Capital of the World
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
6A
Council Meeting
11/19/12
The Honorable Mayor, Council President and Members of Council

David L. Recor, ICMA-CM, City Manager
Lisa Mitchell, Private Event Coordinator
Walk MS
November 14, 2012
ISSUE(S):
Mark Roeder of the National MS Society, Maryland Chapter,

would like to have their Walk MS event in Ocean City on
Saturday, April 13, 2013.
SUMMARY:
This event is a fundraiser to raise money for MS research and to

support local programs.
FISCAL IMPACT:
Potential positive economic impact from lodging, food and

beverage, recreation and other incidental expenditures related to
this event
RECOMMENDATION:
Approve the event as requested under the agreement that the

National MS Society will reimburse the Town for parking as noted
in their application.
ALTERNATIVES:
Do not approve the event.
RESPONSIBLE STAFF:
COORDINATED WITH:
Appropriate staff, specifically Public Works
ATTACHMENT(S):
1)
2)
3)
4)
April 2013 Calendar

Cover Sheet
Private Event Application
Site Layout
April
Sun
Mon
1
Tue
2
Wed
3
Thu
4
Fri
5
Sat
6
10
11
12
13
PE St. Judes Walk
PE Walk MS TENTATIVE
14
15
16
17
18
21
22
23
24
25
29
30
PE Komen TENTATIVE
28
PE MD Kite Expo
19
20
26
27
PE MD Kite Expo
PE - OC Marathon
and 5K
PE Boardwalking
for Pets
PE MD Kite Expo
2013
Ocean City Special Events Private Events

Name of Event: Walk MS
Date of Event:
New Event: No
Saturday, April 13, 2012
Date Application Received: August 13, 2012
Application Fee Paid: Yes/$25.00
Date Routed: August 13, 2012

Date Returned from All Departments: September 11, 2012 Total Cost to Town: No cost, except for parking.
Things to Note:
As a fundraiser, this event would raise money for Multiple Sclerosis research and to support local
programs.
Set-up of the event would take place the morning of the event, from 6:00 a.m. until 8:30 a.m.
The event would take place from 9:00 a.m. until 2:00 p.m.
Clean up and breakdown of the event site would take place on the day of the event, from 1:00 pm until 2:00
p.m.
The start/finish location would be on the Boardwalk at Worcester Street. The participants would walk 1.5
miles north on the Boardwalk to 13th Street, where there would be a rest stop. The participants would then
proceed back to the Inlet Lot.
The event organizers request to use part of the Inlet Lot for participant parking, registration and lunch.
The event organizers would like to set-up two (2) tents and use a PA System.
The event organizers request a flat parking rate for their participants and staff.
The event organizers request to use the comfort stations at Worcester Street and 9th Street for their
participants.
Expected number of participants for this event is 500.
Comments from Department Representatives:
OCPD Will notify shift of the event.
FIRE MARSHAL If a tent is to be used, the event organizers must obtain a tent permit from the Office of
the Fire Marshal.
PUBLIC WORKS The parking lot will be open as paid operations during this time. Request event pay
for the spaces they use. At the current rate of $1.50 per hour and with the event taking place from 9 am
until 2 pm, the total for the hours per spot would be $7.50. Will cone off rows AA thru D for the event to
use, which is 402 parking spaces.
RISK MANAGEMENT Route may be a problem if the Boardwalk project/phase three is not completed
by the event date. Insurance certificate must be submitted prior to the event.
TOURISM, EMERGENCY SERVICES, REC. & PARKS, TRANSPORTATION, CONVENTION
CENTER, and BEACH PATROL No comments, concerns or costs.
Date on Council Agenda: November 19, 2012

Event Approved or Denied:
Date Fees Received:
Amount:
Date Insurance Certificate Received:
Beach Franchisee Notified: N/A
Date Permit Issued:

Other:
PRIVATE EVENT APPLICATION

Town of Ocean City, Maryland
NON-REFUNDABLE APPLICATION FEE:

$35.00 For Profit Applicants, $15.00 Non-Profit Applicants
RETURN APPLICATION TO:
Private Events Coordinator

Town of Ocean City
Recreation and Parks
200 125th Street
Ocean City, MD 21842
This is an application for use and is not a permit of use. No guarantee of availability or
use is made or implied by the acceptance of the application and fee.
This application should be completed and forwarded to the Ocean City Special Events
Department at least 90 days prior to the requested event for City Council consideration.
Any misrepresentation in this application or deviation from the final agreed upon route
and/or method of operation described herein may result in the immediate revocation of
the 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/A
in that space. The application will be returned if the information is incomplete. Please
type or print the information clearly. You may attach additional sheets as necessary.
A non-refundable application fee must accompany this document.

$35.00 For-Profit Applicants and $15 Non-Profit Applicants
(If a Date Hold was approved for this event last year, please submit the remainder of balance.)
The minimum fee for City property usage is $150 per day for For-Profit Applicants and
$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject to
this fee assessment.
Walk MS
1. TITLE OF EVENT: ____________________________________________________
No
2. IS THIS A NEW EVENT? ______________________________________________
April 13, 2013

3. DATE(S) OF EVENT: __________________________________________________
9 am to 2 pm
4. STARTING & ENDING TIMES OF EVENT: _______________________________
5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________

April 13, 6-8:30 am
_____________________________________________________________________
Page 1 of 9
6. PROJECTED CLEAN-UP DATE (S) & TIMES: ______________________________

______________________________________________________________________
1-2 pm, April 13
7. LOCATION (Describe area in which event shall be contained; be specific as to how
much area will be used, etc.): _____________________________________________
_____________________________________________________________________
_____________________________________________________________________
The Hugh T. Cropper Inlet Parking Lot. The Lot will be used for registration, lunch and
parking for participants. The start/finish line will begin on the Boardwalk at Worcester
_____________________________________________________________________
Street. Participants will walk 1/5 miles to 13th St. and then turn around and walk back to
_____________________________________________________________________
Worcester. The rest stop will be located on 13th St.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
8. APPLICANTS NAME: ________________________________________________
Mark Roeder/Kate Amos
9. ORGANIZATION REPRESENTING: _____________________________________
_____________________________________________________________________
The National Multiple Sclerosis Society MD Chapter
_____________________________________________________________________
10. MAILING ADDRESS: _________________________________________________
2219 York Road, Suite 302, Timonium, MD 21093
_____________________________________________________________________
443-641-1208
443-791-5239
11. WORK PHONE: _____________________
HOME PHONE: __________________
443-641-1201
Mark.roeder@nmss.org
FAX: _________________________
E:MAIL: _____________________________
12. IS ORGANIZATION NONPROFIT? _____ID #52-0663815_______________

IF SO, PLEASE SUBMIT PROOF OF NONPROFIT STATUS.
Mark Roeder
13. ON-SITE EVENT COORDINATOR: ______________________________________

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________
_____________________________________________________________________
N/A
_____________________________________________________________________
15. COORDINATORS CONTACT INFORMATION:
443-791-5239
443-641-1208
HOME: ___________________________WORK:
________________________
FAX:_____________________________CELL:
__________________________
443-641-1201
Mark.roeder@nmss.org, kate.amos@nmss.org
E-MAIL ADDRESS: ________________________________________________
OTHER: __________________________________________________________
Page 2 of 9
16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________
_____________________________________________________________________
_____________________________________________________________________
Walk MS is a fundraiser to raise money for MS research and to support local programs.
_____________________________________________________________________
The start/finish location will be at the Hugh T. Cropper Inlet at Worcester St. There will
be a tent, DJ, opening ceremonies and balloons. The walk will begin at 10 am with
_____________________________________________________________________
registration opening at 9 am. Walkers will proceed 1.5 miles on the Boardwalk to the rest
_____________________________________________________________________
stop at 13th St. The National MS Society will provide drinks and snacks at the rest stop.
_____________________________________________________________________
The participants will then walk 1.5 miles back to the inlet.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
*if more space is needed, please attach additional pages to the back of this application
17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________

____________________________________________________________________
Pre-event 2219 York Rd., Suite 302, Timonium, MD 21093
____________________________________________________________________
During event Hugh T. Cropper Inlet
18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU
REQUIRE SUCH ACCESS? ______
IF SO, WHERE? _______________________
No
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,
EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,
etc.): _______________________________________________________________
MS Society and staff volunteers load and unload all event supplies in the Inlet Lot.
____________________________________________________________________
Supplies include registration materials, t-shirts and signs. Donations obtained by the
MS Society will also be loaded/unloaded at the rest stop by staff and volunteers. Items
____________________________________________________________________
include ice, water and snacks.
____________________________________________________________________
20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,
SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED
DIAGRAM AND DESCRIBE HERE: _____________________________________
____________________________________________________________________
Yes, we will be setting up two tents and DJ equipment in the parking lot.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO
EMPLOY: ___________________________________________________________
____________________________________________________________________
Support staff and volunteers are placed along the route for any help needed.
____________________________________________________________________
____________________________________________________________________
Page 3 of 9
22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.):
____________________________________________________________________
The National MS Society will need 300 parking spaces for participants in the Inlet If
____________________________________________________________________
possible, could we receive a flat parking rate for our participants and staff?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____
IF SO, WHAT TYPE? _________________________________________________
Support staff will be positioned along the route in case of emergencies. Ocean City
____________________________________________________________________
EMS support will be notified. There will also be a first aide station.
____________________________________________________________________
____________________________________________________________________
24. WHAT IS YOUR RAIN POLICY? _______________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Event will take place rain or shine.
25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING
OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?
____________________________________________________________________
MS Society staff and volunteers are to collect trash and properly dispose of all trash at
____________________________________________________________________
c
ompletion of event.
____________________________________________________________________
____________________________________________________________________
26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT
(TOILETS, HAND WASHING, ETC.)? ___________________________________
___________________________________________________________________
The MS Society requests the use of the Ocean City public restrooms on Boardwalk at
____________________________________________________________________
Worcester St. and 9th St.
____________________________________________________________________
____________________________________________________________________
27. DESCRIBE CONCESSIONS/SALE ITEMS: _______________________________
____________________________________________________________________
N/A
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
28. DESCRIBE ALL PRODUCT SAMPLING (SPECIFIC SIZES &
QUANTITIES): ______________________________________________________
____________________________________________________________________
None
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 4 of 9
29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________
Yes
IF SO, WHO WILL THE PROCEEDS BENEFIT? __________________________
We will have sponsor and donations, which will go directly to the National MS Society.
____________________________________________________________________
30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________
____________________________________________________________________
Acknowledgement of top teams and individual fundraisers during opening ceremonies.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
No
31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________
Please forward a copy of the approved Gamin/Raffle Permit, to the Private Events
Coordinator.
yes.
32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved Tent Permit, to the Private Events Coordinator.
33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES AT

No
YOUR EVENT? _________________
Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to the
Private Events Coordinator.
No
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 Fireworks Permit, to the Private Events Coordinator.
36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES

AT YOUR EVENT? No
___________IF SO, PLEASE DESCRIBE INTENT (include
beverage type, quantities, drink sizes, location, etc.):__________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Please forward a copy of the approved One Day Alcohol Permit, if required, to the Private
Events Coordinator.
500
37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________
50
38. EXPECTED NUMBER OF SPECTATORS: ________________________________
Page 5 of 9
39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE
APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.
HAVE YOU DONE SO? _____________WHO
DID YOU CONTACT? _________
No
Event not on beach
____________________________________________________________________
40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM
TOWN PERSONNEL (Be aware that additional charges may be assessed and
applicants must take full responsibility for the protection and security of borrowed/
rented city property): __________________________________________________
____________________________________________________________________
____________________________________________________________________
Nothing
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY
STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY
Not needed
OBTAINED THIS PERMIT? ___________IF
SO, PLEASE ATTACHED A COPY
TO THE BACK OF THIS APPLICATION.
If you have not yet obtained this permit, please forward a copy of the approved Highway
Permit, to the Private Events Coordinator once you receive it.
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: _______________
PLEASE DESCRIBE:
No
____________________________________________________________________
No
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE
(5) YEARS: __________________________________________________________
____________________________________________________________________
April 2007 2011, all held at the Grand Hotel
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ________________
____________________________________________________________________
Sponsors to be determined.
____________________________________________________________________
____________________________________________________________________
Page 6 of 9
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT COVERED IN

THIS APPLICATION: _________________________________________________
____________________________________________________________________
None
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKE
SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,
STAGE, CONCESSIONS, COURTS, BANDS, ETC.
XX
IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______
An event layout MUST be included for an event to be considered.
INSURANCE REQUIREMENT:
For the protection of the public and the Mayor and City Council, the applicant must
obtain, at the applicants own expense, occurrence form comprehensive general liability
insurance coverage, which insurance coverage shall include coverage for personal injury
which said insurance coverall shall be at least in the amount of one million dollars
($1,000,000) single limit. Said insurance coverage shall name the Mayor and City
Council as additional insureds, with the address on the certificate listed as 301 Baltimore
Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum,
showing the addition of the Mayor and City Council as additional insured, is also to be
provided. The certificate of insurance evidencing such coverage and the addendum shall
be furnished to the Special Events Coordinator, Private Events on behalf of the Mayor
and City Council by the applicant and be approved by the Towns Risk Manager before
applicant engages in the activity.
INSURANCE CERTIFICATE AND ADDENDUM:
____________INCLUDED WITH APPLICATION
XX
____________TO
BE OBTAINED AND FORWARDED NO LATER THAN THIRTY
(30) DAYS PRIOR TO THE EVENT
Page 7 of 9
PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:

The applicant must comply with all provisions of the Towns agreement with the Pepsi
Cola Company of Salisbury as it pertains to the distribution or sales of beverages by the
applicant on Town property. The applicant agrees to sell, dispense or serve only Pepsi
Cola beverages on Town premises for the duration of the permitted use.
The applicant is expressly prohibited from using the beverages of other suppliers, said
beverages to include soft drinks, juices, sport drinks and bottled waters. The permitted
beverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, Lipton
Brisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and other
products which Pepsi Cola may provide.
I have read this disclosure and agree that I will comply with its provisions.
Signature on file
8/1/12
APPLICANTS SIGNATURE____________________________DATE______________
LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE
The applicant agrees to comply with the provisions of all applicable ordinances of the
Town of Ocean City. Specifically all permitted uses on or within 75 feet of the
Boardwalk are required to comply with the provisions of chapter 62 of the Code which
expressly 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 all provisions of the local ordinances
including Chapter 62 of the Town Code.
Signature on file
8/1/12
APPLICANTS SIGNATURE___________________________DATE_______________
HOLD HARMLESS CLAUSE:

Permitted (organization/applicant) shall assume all risks incident to or in connection with
the permitted activity and shall be solely responsible for damage or injury, of whatever
kind or nature, to person or property, directly or indirectly arising out of or in connection
with the permitted activity or the conduct of Permitteds operation. Permitted hereby
expressly 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 the
permitted activity or conduct of its operation or resulting from the negligence or
intentional acts or omissions of Permitted or its officers, agent and employees.
8/1/12
Signature on file
Page 8 of 9
MANDATED CHANGES/CANCELLATION
Applicant understands that any event or event date can be changed or canceled at the
direction 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 be
directed at any time.
Signature on file
8/1/12
PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT

The applicant for a private event permit agrees to follow guidelines provided and submit
a complete application including all required submission of materials.
The applicant agrees to take full responsibility for all city-owned property, whether
borrowed, leased or rented, and understands that necessary replacement and/or repair fees
may be assessed should such property be in an unacceptable condition.
The applicant agrees to abide by all provisions of the permit granted by the Town and
agrees to pay all fees and costs assigned to the permit. The applicant further agrees to
comply with all conditions of the use permit which may be required by the Mayor and
City Council of the Town.
I have read and will copy with all special event application requirements.
8/1/12
Signature on file
Page 9 of 9
Start/Finishline
(DJ/openingceremonies)
Tent
(Lunch/Sponsors)
Tent
(Registration/

6 PRIVATE EVENT PERMIT REQUESTS
B. Jingle Bell Run Sunday, December 2, 2012
Presented by: Lisa Mitchell, Private Events Coordinator
and Chris Klebe, OC Trirunning Sports
25166
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
6B
Council Meeting
11/19/2012

Jingle Bell Run
November 8, 2012
ISSUE(S):
Chris Klebe for OC Trirunning Sports would like to hold a running

race in North Ocean City on Sunday evening, December 2, 2012.
SUMMARY:
The race is marketed as a family holiday fun run under the lights
in Ocean City.
FISCAL IMPACT:

this event.
RECOMMENDATION:
Approve the request as presented.
ALTERNATIVES:
Do not approve the event.
RESPONSIBLE STAFF:
COORDINATED WITH:
Appropriate Staff, specifically Police, Public Works and Recreation

and Parks
ATTACHMENT(S):
1) December 2012 Calendar

2) Cover Sheet
3) Application
December
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
PE OC Christmas
Parade
Winterfest
Winterfest
PE Jingle Bell Run

TENTATIVE
Winterfest
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest New Years
Eve Fireworks
2012

Name of Event: Jingle Bell Fun Run
Date of Event:
New Event:
Yes
Sunday, December 2, 2012
Date Application Received: October 18, 2012
Application Fee Paid:
No
Date Routed: October 18, 2012

Date Returned from All Departments:
Total Cost to Town: $100.00
Things to Note:
This would be a running event in conjunction with the Winterfest of Lights. The event is also requesting
participants bring a gift for Toys for Tots.
The event would take place from 5 pm to 7 pm.
Breakdown of the event would immediately follow completion of the race.
The event organizers request to use the Winterfest tent for registration and drop off for Toys for Tots.
The event organizers request two (2) police officers for the racecourse: one (1) to lead and one (1) to follow
the race.
The racecourse would be on the bike path at Northside Park, through the back of the Montego Bay
Shopping Center and in the Montego Bay Community.
The event organizers request 50 cones from Public Works.
PUBLIC WORKS If approved, organizer must pick up 50 traffic cones from Public Works and return
following the event. Usual Charge for traffic cones is $2.00 per cone per day totaling $100.00.
RISK MANAGEMENT Insurance Certificate must be obtained prior to the event.
REC & PARKS We are partnering with OC TriRunning for this event, so we will have our Winterfest
staff in place a little early. Will assure pathways are safe for the event. Will provide glow necklaces and
assist as needed. Donating the use of the facility. $177 lost revenue, $150 for glow necklaces. Event
could potentially bring in $750-$2,000 in revenue, depending on participation. OC TriRunning will pay us
$5 for every participant over 12 years of age to ride the Winterfest Express. This is a very positive event
and something weve wanted to do for some time. In addition, it fits perfectly with out two (2) positions
Discover an Ocean of Fun, and Get Active! Be Healthy! Have Fun! I think its a winner.
OCPD Notify the affected shift(s) and assign personnel to staff the event on the shift level. The organizer
has requested two (2) officers. May assign more due to (1) this is a first-time event and (2) the event will
end when it will be dark. Will work with coordinator to address any concerns as they arise prior to the
event.
EMERGENCY SERVICES, TRANSPORTATION, FIRE MARSHAL, TOURISM, OCBP, OCCC No
comments, concerns or costs.
Date Insurance Certificate Received:
Beach Franchisee Notified:

Event Approved or Denied:
Date Fees Received:
Date Permit Issued:
Other:
Amount:



Town of Ocean City
200 125th Street
LMitchell@oceancitymd.gov
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 submitted
less than 90-days prior to the proposed start date, a late submission fee of $100.00 will be
assessed for both Non-Profit organizations and For-Profit promoters. A new application
must be submitted annually for recurring events.

$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 ocean
block, per day. Races/runs/walks on the beach do not require a per block charge. Set-up
and breakdown days are also subject to this fee assessment.
Jingle Bell Fun Run
1. TITLE OF EVENT: ____________________________________________________
Yes
3. DATE(S) OF EVENT
Sunday December 2, 2012
5pm 7pm
Page 1 of 9
5. PROJECTED SET-UP DATE (S) & TIMES: Sunday 12/2/2012 3pm

_____________________________________________________________________
Sunday 12/2/2012 7pm
______________________________________________________________________

T
To Be held at the Ocean City Rec Dept. We will be using the park for the run Under the
_____________________________________________________________________
_____________________________________________________________________
Winterfest Of lights . OC Trirunning will have Volunteers on site directing
runners/walkers through the park and the rest of the course. We are requesting to use the
_____________________________________________________________________
Large Tent already on site for registration and drop off for Toys For Tots.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Chris Klebe
8. APPLICANTS NAME: ________________________________________________
OC Trirunning Sports
_____________________________________________________________________
_____________________________________________________________________
10. MAILING ADDRESS: _________________________________________________

12280 Dixie Drive , Bishopville MD 21813
_____________________________________________________________________
443-497-4324
4103525478
11. WORK PHONE #_____________________HOME
PHONE #__________________
FAX:____________________________EMAIL: Dom1414@aol.com
12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

PROOF OF NON-PROFIT STATUS: _____________________________________
_____________________________________________________________________
_____________________________________________________________________
Chris Klebe

Same as above

_____________________________________________________________________
_____________________________________________________________________
15. COORDINATORS CONTACT NUMBERS:
410-352-5478
HOME: ___________________________WORK:
443-497-4324
FAX:_____________________________CELL: __________________________
E-MAIL ADDRESS: ________________________________________________
. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: We
Page 2 of 9
OC Trirunning, is requesting to use the path around the Rec Center for the fun
Run/Walk. We are asking that walkers and runners bring a gift for Toys for Tots during
registration before the run. The run/walk will start right in front of the Registration tent
on the bike path. The runners/walkers will make 1 loop around the park and then exit the
park and continue behind Montego Bay shopping center. They will make a left out af
back parking lot and continue for a mile to the turn around . They will then head back
into the park and do 1 more loop and finish in front of the registration tent. The runners
/walker will get a T-shirt, Hot Choc, Cookies, and other refreshments. We are also going
to be giving Red and Green glow in the dark necklace that they are required to have on
during the event. Also included if you sign up for the event is free a train ride through the
park . Just for that night. We will give out awards after the run is over.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? Registration Tent

____________________________________________________________________
____________________________________________________________________
REQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
etc.): _______________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
_____N/A_______________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
We will have plenty of Volunteers But are requesting 2 OCPD for course.
EMPLOY: ___________________________________________________________
Page 3 of 9
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
We are in need of 50 traffic cones for the course and are requesting 2 OCPD officers on
____________________________________________________________________
site for course safety
IF SO, WHAT TYPE?N/A _______________________________________
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Rain or shine

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
We are requesting to use what will already be on site.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
N/A
27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

N/A
QUANTITIES): ______________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 4 of 9

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? $25. fee
IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________
_Portion of the proceeds go to The Ocean City Rec Dept.
30.DESCRIBE EVENT PRIZES/AWARDS: Awards to top male and females in age
groups.
N/A
Please forward a copy of the approved One Day Raffle Permit, to the Private Events
Coordinator.
N/A
Please forward a copy of the approved Tent Permit, from the Office of the Fire Marshal to
the Private Events Coordinator.
33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR

EVENT? _Yes
N/A
N/A
Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, to

AT YOUR EVENT? __NO______ IF SO, PLEASE DESCRIBE INTENT (include
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Events Coordinator.
150 to 200
Page 5 of 9
HAVE YOU DONE SO? _____________WHO DID YOU CONTACT? _________
____________________________________________________________________
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):
We are requesting 50 traffic cones for the course. We also would like 2 police officers for
the course.
__
OBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY
Please forward a copy of the approved MDOT Highway Permit to the Private Events
Coordinator once you receive it.

TRAVELING THE PARADE ROUTE: _______________DESCRIBE: __________
____________________________________________________________________
____________________________________________________________________
N/A
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Ocean City Half Marathon, Making Strides Cancer run, 5 Mile Boardwalk
(5) YEARS: __________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
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.):
Page 6 of 9
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN

____________________________________________________________________
Do to the nature and time frame of this event , we feel it is something that everyone will
____________________________________________________________________
enjoy from Children to Adults. A family Holiday fun Run under the lights in Ocean City.
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
/
An event diagram MUST be included for an event to be considered.
obtain, at the applicants own expense, general liability insurance coverage, which shall
include coverage for personal injury in the amount of one million dollars ($1,000,000)
single limit. Said insurance coverage shall name the Mayor and City Council as
additional insureds, with the address on the certificate listed as 301 Baltimore Avenue,
Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the
addition of the Mayor and City Council as additional insured, is also to be provided. The
certificate of insurance and the addendum shall be furnished to the Private Events
Coordinator, no later than 30-days before the private event.
_///__________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY
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 on
Town property. The applicant agrees to sell, dispense or serve only Coca-Cola beverages
on Town premises for the duration of the permitted use.
beverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled
Page 7 of 9
waters. The permitted beverages include Coca-Cola, Diet Coca-Cola, Sprite, Pibb Xtra,
Mello Yello, Nestea, Arizona Tea, Barqs Root Beer, Fanta, Minute Maid, PowerAde,
Fuze Juice, Monster, Tum E Yummies, Dasani and other products that Coca-Cola may
provide in accordance with its agreement with the Town of Ocean City.
Chris klebe
10/16/2012
Chris Klebe
10/16/2012

Chris Klebe
10/16/2012
Chris Klebe
10/16/2012
Page 8 of 9

The applicant for the private event described in this application agrees to follow
guidelines provided and submit a complete application including all required submission
of materials.
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 further
agrees to comply with all conditions of the use permit, which may be required by the
Mayor and City Council of the Town.
Chris Klebe
10/16/2012
Page 9 of 9

C. Komen Maryland Ocean City Race for the Cure
Sunday, April 21, 2013
Presented by: Lisa Mitchell, Private Events Coordinator,
Lenore Koors and Marcie Clark of Komen Maryland
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
6C
Council Meeting
11/19/2012

Lisa Mitchell, Private Events Coordinator
Komen Maryland Ocean City Race for the Cure
November 13, 2012
ISSUE(S):
Lenore Koors is requesting to hold the event, Komen Maryland

Ocean City Race for the Cure, for the second year on Sunday,
April 21, 2013.
SUMMARY:
This event aims to increase awareness and support in the fight

against breast cancer. A race village will be located in the Inlet
Lot where there will be a festival-like atmosphere full of
celebration, music and emotion. A 5K race will take place on
Baltimore Avenue, the Boardwalk, the concrete pad east of the
Boardwalk and the Inlet Lot. A one-mile fun run will take place
on the concrete pad east of the Boardwalk and the Inlet Lot.
Town records indicate that last years event cost $11,115.66.
Town staff and Komen representatives have had extensive
discussions about this event, including the impact to the Town
and the expectations of both the Town and Komen Maryland.
Per the Council, a draft Memorandum of Understanding has been
completed to distinguish responsibilities of the Town and Komen.
FISCAL IMPACT:
Potential positive economic impact from lodging, food, beverage,

recreation and other incidental expenditures related to this
event.
RECOMMENDATION:
Recommend approval of this event. The day, hour and time of

year will benefit many Ocean City businesses. Because this
event requires substantial support from city staff, we also
recommend that the Council approve the Memorandum of
Understanding.
ALTERNATIVES:
1) Do not approve event

2) Approve event without including an MOU
RESPONSIBLE STAFF:
Lisa Mitchell, Private Events Coordinator
COORDINATED WITH:
Appropriate staff of all Town of Ocean City departments.
ATTACHMENT(S):
1)
2)
3)
4)
April 2013 Calendar

Private Event Application
Komen Maryland Ocean City Race Information Sheet
5K Race Route from Komen
April
Sun
Mon
1
Tue
2
Wed
3
Thu
4
Fri
5
Sat
6
10
11
12
13
PE St. Judes Walk
PE Walk MS TENTATIVE
14
15
16
17
18
21
22
23
24
25
29
30
PE Komen TENTATIVE
28
PE MD Kite Expo
19
20
26
27
PE MD Kite Expo
PE - OC Marathon
and 5K
PE Boardwalking
for Pets
PE MD Kite Expo
2013



Town of Ocean City
200 125th Street
LMitchell@oceancitymd.gov
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 submitted
less than 90-days prior to the proposed start date, a late submission fee of $100.00 will be
assessed for both Non-Profit organizations and For-Profit promoters. A new application
must be submitted annually for recurring events.

$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 ocean
block, per day. Races/runs/walks on the beach do not require a per block charge. Set-up
and breakdown days are also subject to this fee assessment.
1. TITLE OF EVENT: ____________________________________________________
No
Sunday, April 21, 2013
3. DATE(S) OF EVENT __________________________________________________
6AM Race Village opens, 8AM 5k Run,

8:30AM 5k walk and 1 mile walk
Page 1 of 9
Setup begins Thursday and runs through Sunday
_____________________________________________________________________
Sunday, April 21 and Monday, April 22
______________________________________________________________________

Inlet Parking lot is Race Village, Convention Center is walk up reg.
Our
measured
and
USTF
certified
5k
route begins with the start line perpendicular to the entrance of
_____________________________________________________________________
the Atlantic Hotel on the boardwalk (just North of Ripley's). The route then heads north on the
_____________________________________________________________________
boardwalk, left on 15th Street, left on Baltimore Avenue heading south back into the Inlet, with the
_____________________________________________________________________
exact finish line of the certified 5k route ending near the ferris wheel on the north end of the parking lot.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Lydia Foxwell Wooten
8. APPLICANTS NAME: ________________________________________________
Komen Maryland
_____________________________________________________________________
_____________________________________________________________________
c/o Greater Ocean City Chamber of Commerce
10. MAILING ADDRESS: _________________________________________________
12320
Ocean Gateway Ocean City, MD 21842
_____________________________________________________________________
443-235-8407
11. WORK PHONE #_____________________HOME
PHONE #__________________
LWooten@komenmd.org
FAX:____________________________EMAIL: ____________________________
12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

IRS EIN Numbers
PROOF OF NON-PROFIT STATUS: _____________________________________
Local: 52-2053491
_____________________________________________________________________
_____________________________________________________________________

Greater Ocean City Chamber of Commerce 12320 Ocean Gateway Ocean City, MD 21842
_____________________________________________________________________
_____________________________________________________________________
15. COORDINATORS CONTACT NUMBERS:
443-235-8407
HOME: ___________________________WORK:
________________________
FAX:_____________________________CELL: __________________________
LWooten@komenmd.org
E-MAIL ADDRESS: ________________________________________________
OTHER: __________________________________________________________
Page 2 of 9
Our staff at Komen Maryland is so grateful to OC for the assistance and support that allowed us to
_____________________________________________________________________
have had a wonderfully successful first Race for the Cure in Ocean City on April 22, 2012 and we
_____________________________________________________________________
know the 2012 participants, local businesses, and our organization look forward to an amazing
_____________________________________________________________________
second year event on April 21, 2013 as we increase awareness and support in the fight against
_____________________________________________________________________
breast cancer. The Race Village opens to the public at 6AM, with approx. 200 volunteers in place
_____________________________________________________________________
beginning at 4AM. The Race Village is a festival-like atmosphere full of celebration, music, and emotion.
_____________________________________________________________________
The 5k timed run begins at 8AM, and the 5k untimed run/walk and 1 mile family fun walk begin at 8:30AM.
_____________________________________________________________________
At 10AM the closing ceremonies begin, and all runners and walkers have returned to the Race Village.
_____________________________________________________________________
This event hits close to home for me, as it helps fund grants throughout Maryland,
_____________________________________________________________________
including many in the local community. My grandmother, who passed away on May 14th, 2012 after her
_____________________________________________________________________
breast cancer returned in an extremely aggressive form, participated in two different programs
_____________________________________________________________________
in the community during her treatment at PRMC, both funded by Komen grants.
_____________________________________________________________________

Inlet Parking lot
____________________________________________________________________
____________________________________________________________________
no
REQUIRE SUCH ACCESS? ______IF
SO, WHERE? ________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Trucks unload in the inlet on Thursday, Friday, Saturday, and pickup/load back up on Sunday and Monday.
etc.): _______________________________________________________________
Forklifts
will be utilized for loading and unloading vendor trucks.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Yes, like last year. Please visit www.komenmd.org/oc to
view photos. Map/brochure from last year is attached.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Committee, volunteers, Komen staff, police
EMPLOY: ___________________________________________________________
Event Emergency Plan
____________________________________________________________________
Sound systems that cover Race Village,
____________________________________________________________________
start and finish line
____________________________________________________________________
Page 3 of 9

1. Inlet parking lot to be utilized for the Race Village
____________________________________________________________________
2. 15th Street and Baltimore Ave for the Race route available for foot traffic from 8am-10am
____________________________________________________________________
3. A success last year, a dedicated shuttle for participants from the convention center parking lot
____________________________________________________________________
____________________________________________________________________
to the Race Village
____________________________________________________________________
Yes
Emergency
plan,
AGH
first
aid
tent,
local
EMS
IF SO, WHAT TYPE? _________________________________________________
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Rain or Shine
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

Town of OC's metal waste barrels are utilized. Site restoration committee ensures
____________________________________________________________________
that
all trash is disposed of as directed by the Town.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
We will supply porta potties and hand
sanitizing
stations
in
addition
to
the
comfort
stations along the Race route.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
N/A
27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

N/A
QUANTITIES): ______________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 4 of 9

Yes
Komen Maryland
IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________
____________________________________________________________________
top 3 in time by age group, top 3 in time of
survivors, top fundraisers: individual, team
____________________________________________________________________
____________________________________________________________________
challenge, etc.
____________________________________________________________________
____________________________________________________________________
Yes
Please forward a copy of the approved One Day Raffle Permit, to the Private Events
Coordinator.
Yes
Please forward a copy of the approved Tent Permit, from the Office of the Fire Marshal to
33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR

N/A
EVENT? _________________
N/A
N/A
Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, to

No
AT YOUR EVENT? ________
IF SO, PLEASE DESCRIBE INTENT (include
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Events Coordinator.
5,000-10,000

1,000
Page 5 of 9
N/A
____________________________________________________________________
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):
Cones, bike fencing, stage, trash barrels, bleachers for the Survivor photo, 5 life guard chairs
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Yes
Please forward a copy of the approved MDOT Highway Permit to the Private Events
Coordinator once you receive it.

n/a
TRAVELING THE PARADE ROUTE: _______________DESCRIBE:
__________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Inlet lot, boardwalk from inlet to 15th street, 15th street between the
(5) YEARS: __________________________________________________________
boardwalk
and
Baltimore Ave., Baltimore Avenue from 15th street to the Inlet.
____________________________________________________________________
(Sunday, April 22, 2012 was our inaugural Race)
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 6 of 9
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
Seacrets, Atlantic Hotel, Shenanigans, with many more TBD
provided below.): _____________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
x
An event diagram MUST be included for an event to be considered.
obtain, at the applicants own expense, general liability insurance coverage, which shall
include coverage for personal injury in the amount of one million dollars ($1,000,000)
single limit. Said insurance coverage shall name the Mayor and City Council as
additional insureds, with the address on the certificate listed as 301 Baltimore Avenue,
Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the
addition of the Mayor and City Council as additional insured, is also to be provided. The
certificate of insurance and the addendum shall be furnished to the Private Events
Coordinator, no later than 30-days before the private event.
x
____________TO
Page 7 of 9

5/31/12

5/31/12

5/31/12
Page 8 of 9
5/31/12

The applicant for the private event described in this application agrees to follow
guidelines provided and submit a complete application including all required submission
of materials.
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 further
agrees to comply with all conditions of the use permit, which may be required by the
Mayor and City Council of the Town.

5/31/12
Page 9 of 9
TownofOceanCityDepartmentofTourism
CalendarofEventsListings
Returnto:NormaDobrowolski
4001CoastalHwy.
OceanCityMD21842
ndobrowolski@ococean.com.
4102892800
4102890058Fax
Weinviteyoutosendusyoureventinformationforourtourismlistingsonwww.ococean.com.
TheOCDept.ofTourismreservestherighttoeditandapprovepublicationofeachevent.Your
eventshouldbeopentoandofinteresttoOCvisitors.Youreventinformationmaybewidely
distributed.Itisimportantthattheeventactuallytakesplaceinthetimeanddatespecified.Not
alleventswillbeappropriateforthiswebsite.Fundraisers,communityinterestprojects,etc.,
maybeplacedoncommunitybulletinchannels.

NameofEvent:_________________________________________________
2013
Sunday, April 21
Dates:_______________________________________Year:__________
Inlet Parking Lot/Boardwalk to 15th St./15th St/Baltimore Ave from 15th to Inlet
Address/Venue:________________________________________________
6AM Race Village opens/8AM 5k Run/8:30AM 5k & 1mile walk

TimesofEventforPublicAttendance:__________________________________________
Fees are $10 for children 11 years old and younger, $35 for adult registration and $40 for timed runner
registration. On Race day, prices will be $15 for children and $45 for adults. Only those who register prior to
AdmissionFees_________________________________________
Race day may be timed runners. Timed registration is not offered on Race day
ContactName:___________________________________________________
443-235-8407 or 410-938-8990
ContactPhone:__________________________________________________
www.komenmd.org
Website:
____________________________________________________
LWooten@komenmd.org
Email:_____________________________________________________
Facebook: _____________________________________________________
Twitter:_____________________________________________________
OtherSocialMedia:_________________________________________________
The Komen Maryland Ocean City Race for the Cure is part of a national series of 5K runs/fitness
DescriptionofEvent:_____________________________________________________
walks and 1-mile family fun walks raising awareness and funds for breast cancer research, education,
screening and treatment. Make a difference in your local community and throughout Maryland!
Not only for athletes: You can run or walk in the Race!
_______________________________________________________________________
(Theinformationbelowwillnotbepublished)
Personprovidingthisinformation_________________________________
c/o
Greater
Ocean
City
Chamber of Commerce
MailingAddress:_______________________________________________
12320 Ocean Gateway Ocean City, MD 21842
City,State,Zip.__________________________________________________
443-235-8407
Phone:___________________________________Email:_____________________________
LWooten@komenmd.org
DRAFT
TOWN OF OCEAN CITY
301 BALTIMORE AVENUE
OCEAN CITY, MARYLAND 21842
MEMORANDUM of UNDERSTANDING
BETWEEN
THE MAYOR AND CITY COUNCIL TOWN OF OCEAN CITY, MARYLAND
AND
LENORE KOORS, KOMEN MARYLAND
SUBJECT: KOMEN MARYLAND OCEAN CITY RACE FOR THE CURE
As of 11/15/12
1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which the
Komen Maryland Ocean City Race for the Cure shall be presented in 2013 and identifies
what each party shall accomplish and by what dates. The Private Event Application for
the Komen Maryland Ocean City Race for the Cure and all signed disclosures shall be
incorporated into this MOU by reference.
2. Request for Permission to Conduct Event: Ms. Lenore Koors approached the Town of
Ocean City (TOC) with a Private Event Application requesting permission to conduct the
Komen Maryland Ocean City Race for the Cure on Sunday, April 21, 2013.
3. Event Summary: This event aims to increase awareness and support in the fight against
breast cancer. The Race Village, which will be located in rows AA-E in the Inlet Lot, will
open at 6 am. Here it is a festival-like atmosphere full of celebration, music and emotion.
A 5K race will take place on Baltimore Avenue, the Boardwalk, the concrete pad east of the
Boardwalk and the Inlet Lot. It will begin at 8 am. A One-Mile Fun Run will also take
place at 8:30 am on the concrete pad east of the Boardwalk and Inlet Lot.
4. Scope. This Memorandum of Understanding includes the planning, coordination and
execution of the Komen Maryland Ocean City Race for the Cure and identifies
tasks/responsibilities for each party. This memorandum shall remain in force until
terminated by either party.
5. Financial Agreement: The Town of Ocean City shall provide up to $25,000.00 of in-kind
services and Komen Maryland will pay all expenses above the $25,000.00 as determined by
the Town.
6. The attached race diagram provided by Komen Maryland shall be a part of this MOU.
7. The following identifies the responsibilities of Komen Maryland:
a. There will be Springfest items in the Inlet Lot. Komen shall not in any
manner move or change Springfest staged in the Inlet Lot
b. Set-up for the event will take place 8 am Thursday, April 18 thru 6 am
Sunday, April 21, 2013.
1
DRAFT
c. Tents may be set-up in the Inlet Lot, but they are not permitted to be staked
into the blacktop.
d. Will obtain the necessary permits from the Office of the Fire Marshal for the
Town of Ocean City.
e. Will submit a detailed site plan of the Race Village to the Office of the Fire
Marshal for the Town of Ocean City for review. This site plan must indicate
accesses to the Boardwalk, location of the fire hydrants located in the Inlet Lot
and the accesses and clearances that will be maintained from any tents,
displays, vehicles, stages and the like.
f. All loading and unloading of event items shall take place in the northern end
of the Inlet Lot, rows AA-E.
g. A Komen Maryland representative will be on-site in the Inlet Lot to approve
placement of the Judges Stand in the northern end of the Inlet Lot on Friday
morning, April 20, 2013. Meeting time will be confirmed no later than Friday,
April 12, 2013.
h. A Komen Maryland representative will be on-site in the Inlet Lot to approve
placement of the bleachers in the sand on the east side of the Inlet Lot between
rows AA-E on Friday morning, April 20, 2013. Meeting time will be confirmed
no later than Friday, April 12, 2013.
i. Vehicles are not permitted on the beach.
j. Komen Maryland will not place any type of barricades on the Boardwalk, the
concrete pad east of the Boardwalk or any city streets.
k. Will provide all trashcan liners.
l. Will provide security on the Inlet Lot on Sunday morning, April 21, 2013 from
4 am until 12 noon. Komen Maryland representatives will control all vehicles
entering and exiting the Inlet Lot during this time.
m. Will permit pier workers with proper identification to enter and exit the Inlet
Lot during the event.
n. The event headquarters will be the Komen Maryland Information Tent
located within rows AA-E of the Inlet Lot.
o. Will set-up both a 5K and 1-Mile start and finish.
p. During the event, Komen Representatives will remove any participants still on
Baltimore Avenue at 9 am.
q. Will provide portable toilets within rows AA-E of the Inlet Lot. They are to
be delivered no sooner than Thursday, April 18, 2013 and must be picked up
no later than 7 am Monday, April 22, 2013.
r. Will load out as soon as event ends. All equipment and event items must be
out of the Inlet Lot by 7 am on Monday, April 22, 2013.
s. Will breakdown bike fence and place in the truck provided by the Public
Works Department.
t. Will breakdown cones in the Inlet Lot and stack in the northwest corner of the
Inlet Lot.
8. The Town of Ocean City is responsible for providing:
a. Department of Public Works (DPW) will cone off the northern end of the Inlet
Lot, Rows AA-E, except for the staged Springfest equipment located in the
middle of the Inlet Lot, by 8 am on Thursday, April 18, 2013. This portion of
the Inlet Lot will remain this way until Monday, April 22.
2
DRAFT
b. DPW will provide 20 each free parking passes for Komen Maryland event
staff to use during set-up and breakdown of the event in the Inlet Lot. DPW
will issue passes and honor them from Thursday, April 18 until Monday,
April 22, 2013.
c. DPW will close the Inlet Lot as paid parking operations at midnight on
Saturday evening, April 20, 2013. The lot will remain closed to the public
until 12 noon on Sunday, April 21, 2013.
d. DPW will place the Judges Stand in the northern end of the Inlet Lot on
Friday morning, April 20, 2013. A Komen representative will be present
when the items are set to approve the location. Meeting time will be
confirmed no later than Friday, April 12, 2013.
e. DPW will place the bleachers in the sand on the east side of the Inlet Lot
between rows AA-E. A Komen representative will be there when the bleacher
is set to approve the location. Meeting time will be confirmed no later than
Friday, April 12, 2013.
f. DPW will provide and place trash barrels in the Inlet Lot.
g. DPW will provide bike fencing. This fencing is to be used only in the Inlet
Lot.
h. Public Works will open the comfort stations below the police substation at 5
am on Sunday, April 21, 2013.
i. DPW will set the race pattern on Baltimore Avenue beginning at 7 am on
Sunday, April 21, 2013. They will break the race pattern down immediately
following the final runner.
j. Ocean City Beach Patrol (OCBP) will provide five (5) lifeguard chairs to be
placed in rows AA-E of the Inlet Lot to be used as information stations.
k. Ocean City Police Department (OCPD) will provide one (1) room off the main
area in the police substation for money counting purposes.
l. OCPD will detail officers and supervisors for a special order detailing the race
route and officer assignments, including one bike officer to lead the 5K.
m. OCPD will close 12th Street from Baltimore Avenue to the Boardwalk to
vehicular parking and driving on Sunday, April 21, 2013 from 8 am until 12
noon.
n. OCPD will close 9th Street from the alleyway to the Boardwalk to vehicular
parking and driving on Sunday, April 21, 2013 from 8 am until 12 noon.
o. OCPD will close the alleyway from 12th to 9th Street to vehicular parking and
driving on Sunday, April 21, 2013 from 8 am until 12 noon.
p. If the Ocean City Convention Center (OCCC) south lot is available,
Transportation Division/DPW will provide a pay as you go shuttle service
from the Convention Center south lot to the south transit station on South
Division Street at Baltimore Avenue.
q. Transportation Division/DPW will operate busses along Coastal Highway
every 10-minutes from 5 am until 8 am. After 8 am busses will resume their
normal operating schedule.
r. OCCC will provide a registration area for the event.
s. Ocean City Communications Division will advertise this event on the website
and electronic marquees when space is available.
t. Ocean City Communications Division will use VMS signs beginning at 5 am,
Sunday, April 21 on 9th Street and Philadelphia Avenue and on Caroline
3
DRAFT
Street and Philadelphia Avenue to alert vehicular traffic to the Inlet Lot
closure during the event.
u. Ocean City EMS will provide two (2) committed medic units on site Sunday,
April 21, 2013 for four (4) hours, from 7 am until 11 am.
v. OC Emergency Services will have OC-1 on-site in the Inlet Lot at 5:30 am on
Sunday, April 21, 2013. OC-1 will stay in the Inlet Lot until 12 noon.
9. This MOU shall remain in force until April 22, 2013.
10. Operational Security Provision: In the event of exigent circumstances arising during
the course of the Komen Maryland Ocean City Race for the Cure, the Town may, at its sole
discretion, deploy such public safety personnel and resources as deemed necessary. Komen
Maryland shall be responsible for the costs of the public safety personnel and resources
provided in this case.
11. The Town of Ocean City shall receive no portion of the Komen Maryland Ocean City
Race for the Cure profits.
12. The Special Events Director of the Town of Ocean City shall serve as the Towns Agent
for the planning, coordination and execution of the Komen Maryland Ocean City Race for
the Cure. Ms. Lenore Koors shall serve as the agent for Komen Maryland. Should any
terms of this MOU not be met or should the tasks identified in the timeline not be
accomplished on schedule, the Town of Ocean City 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. However, the terminating party shall reimburse the non-terminating party for all
out-of-pocket costs to date.
14. In the event 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.
Lenore Koors
Operations Director
Komen Maryland
David L. Recor
City Manager
For the Mayor and City Council
Date___________________
Date___________________
2012 Komen Maryland Ocean City Race for the Cure Information Sheet
General Estimated Economic Impact to Ocean City
2,800 visiting Race Participants x $320 (estimated per person) = $896,000
Race Registrant Information as of May 1, 2012
3,662 total registrants
85% of registrants from Maryland
Breakout of MD registrants
o
43% of MD registrations from Eastern Shore
50% of MD registrations from Central MD area
2% of MD registrations from Southern MD (Calvert, Charles & St Marys)
4% of MD registrations from DC Area (PG and Montgomery)
1% of MD registrations from Western MD (Frederick County & West)
15% of registrants from 25 states outside of MD

o
Top States represented: PA 205, DE 163, VA - 86
Other States represented: CA, CO, CT, DC, FL, GA, IA, ID, IL, MA, ME, MI, MT, NC, NH, NJ, NV,
NY, OH, TX, UT, WV
36.5% of all registrants are local or live on the Eastern Shore of Maryland
63.5% of all registrants are not local living west of the Chesapeake Bay or out of state and will be
traveling to Ocean City for the Race
Women/Men
Women (80.5%)
Men (19.5%)
Survivors registered 8.5% of
all registrants
Volunteers:
Age Breakdown
11 & Under 7%
12 18 5.25%
19 25 10%
26 35 17.5%
36 45 19.25%
46 55 22.5%
56 65 14%
66 75 3.5%
76+ - 13 .5%
No date - .5%
295
Media Partners: 11
Received print media coverage (above the fold) from Baltimore Sun, The Dispatch and The Daily Times
PSAs on WMAR-TV, WBOC-TV, FOX-TV and WMDT-TV, Radio advertisements on 101.9 Lite FM
Dollars Raised from Komen Marylands Inaugural Ocean City Race for the Cure
$276,307
Registration and Donations
$ 58,750
$ 161,819
Cash Sponsorship
In-kind goods and services
2013 Komen Maryland Ocean City Race for the Cure Proposal
Race Date: Sunday, April 21, 2013
Race Time:
5k (3.1 miles) Run start time 8:00 am

5k (3.1 miles) Walk start time 8:30 am
1 Mile Family Fun Walk start time 8:30 am
Proposed Race Route: map attached

With this new route the race/walk participants will be on and off Baltimore Avenue sooner.
Requested Logistical Needs from the City:
approximately 150 road cones from Public Works delivered to the inlet site area, we will place, and
return them to the drop off location
Ocean City Police Department to handle street closures and traffic control
bike fence trailer onsite, Komen staff and Spark Productions will handle setting up and breaking down
of the fence
General Estimated Economic Impact to Ocean City Goal

Approximately 3,150 visiting Race Participants x $320 (estimated per person) = 1,008,000
Race Registration Goal
5,000 Participants
Susan G. Komen Dollars Raised Goal
$500,000
Other Weekend Event Ideas
Increase event to two days instead of just one
add concerts on Friday and Saturday evenings
golf tournaments, mini and regular
scavenger hunt concept
Ocean City Race Local Community Engagement Opportunities

Paint the Town Pink competition
Dine out for the Cure engaging restaurants
Hotels for the Cure engaging hotels/motels for our out of town visitors
Media Partners Goal: Increase to 15

Komen Maryland would like to thank the Town of Ocean City for all their help and support with the 2013
Komen Maryland Ocean City Race for the Cure.

D. OC Christmas Parade - 3-Year Approval
Adding December 6, 2014
Presented by: Lisa Mitchell, Private Events
Coordinator
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
6D
Council Meeting
11/19/2012

3-year approval continuance for the OC Christmas Parade
November 8, 2012
ISSUE(S):
Elaine Jarvis for the Gold Coast Mall Merchants Association is

requesting their 3-year event approval be continued to include
Saturday, December 6, 2014.
SUMMARY:
This annual event is a community parade that takes place to

celebrate the beginning of the Christmas Season.
FISCAL IMPACT:

this event.
RECOMMENDATION:

this event.
ALTERNATIVES:
Do not approve the continuance.
RESPONSIBLE STAFF:
COORDINATED WITH:
Appropriate staff, including Police Department, Public Works and

Transportation
ATTACHMENT(S):

4) Cover Sheet
5) Application
6) Map
December
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
PE OC Christmas
Parade
Winterfest
Winterfest
PE Jingle Bell Run

TENTATIVE
Winterfest
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest New Years
Eve Fireworks
2012
December
Sun
1
Winterfest
Mon
2
Winterfest
Tue
3
Winterfest
Wed
4
Winterfest
Thu
5
Winterfest
Fri
6
Winterfest
Sat
7
PE OC Christmas
Parade
Winterfest
8
Winterfest
9
Winterfest
10
Winterfest
11
Winterfest
12
Winterfest
13
Winterfest
14
Winterfest
15
Winterfest
16
Winterfest
17
Winterfest
18
Winterfest
19
Winterfest
20
Winterfest
21
Winterfest
22
Winterfest
23
Winterfest
24
Winterfest
25
Winterfest
26
Winterfest
27
Winterfest
28
Winterfest
29
Winterfest
30
Winterfest
31
Winterfest
2013
December
Sun
Mon
1
Tue
2
Wed
3
Thu
4
Fri
5
Sat
6
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
PE OC Christmas
Parade
Winterfest
Winterfest
Winterfest
Winterfest
Winterfest
2014

Name of Event: Ocean City Christmas Parade
New Event: No
Date of Event: Requesting 3-year event approval continuance to include December 6, 2014
Date Application Received: September 4, 2012
Application Fee Paid:
Yes
Date Routed: September 4, 2012

Date Returned from All Departments: October 15, 2012
Total Cost to Town: $13,943.00
Things to Note:
Elaine Jarvis for the Gold Coast Mall Merchants Association is requesting a continuance to their 3-year event
approval. They would like to receive approval for the Ocean City Christmas Parade to take place on Saturday,
December 6, 2014. Their event had already been approved on October 12, 2011 to take place on Saturday, December
1, 2012 and Saturday, December 7, 2013. There have been no changes, additions or omissions requested for this
event.
This event is a parade to celebrate the beginning of the Christmas season as a community.
The event would take place from 11:00 a.m. until 1:00 pm within all four (4) southbound lanes of Coastal Highway
from Old Landing Road north to 115th Street.
Set-up for this event would take place on Friday, November 30, 2012 and Saturday, December 1, 2012.
Staging of this event would take place from 100th Street to Old Landing Road.
Breakdown of the event would take place directly after the event has ended.
Event coordinator requests Ocean City paramedics participate in the parade and are on-site.
Event coordinator requests to borrow the following items from the town: Judges Stand, two (2) tables, eight (8)
chairs, and two (2) sets of bleachers.
The event coordinators request the Town of Ocean City set-up and monitor the parade route.

PUBLIC WORKS Will provide items requested and set-up traffic pattern. Will meet with the OCPD prior to the
event to coordinate traffic set-up and timing. Total estimated cost to the department is $8,693.00.
RISK MANAGEMENT Insurance Certificate must be provided prior to the event.
OCPD Will complete a special order detailing the parade route officer assignments. Traffic congestion is always a
concern, but will be mitigated as much as possible. Will place 48-hour posting on 100th Street to ensure no parking for
parade set-up. Will fence at entrance to the Gold Coast Mall for spectator control. Will use variable message boards
as necessary. Total estimated cost to the department is $5,040.00
REC & PARKS Will make sure bleach trailer is available for Public Works to pick-up and set, then receive and store
upon return.
TRANSPORTATION The applicant requested no tasks. However, historically, the Town of Ocean City requests a
Boardwalk Tram to use in the parade for Mayor and Council members. Total cost to the department is $210.00. Also,
southbound traffic in the vicinity of the parade will be diverted into a northbound travel lane. Bus passengers
boarding and alighting will occur on the median strip of that area.
EMERGENCY SERVICES, OCCC, FIRE MARSHAL, OCBP, and TOURISM - No comments, concerns or costs.

Council Ruling: ________________________________________________
Applicant Notified of Meeting Results: _____________________________
Date Insurance Certificate Received: _____________________________
Beach Franchisee Notified: _____________________________



Town of Ocean City
200 125th Street
This application should be completed and forwarded to the Ocean City Special Events
Department at least 90 days prior to the requested event for City Council consideration.

$35.00 For-Profit Applicants and $15 Non-Profit Applicants
(If a Date Hold was approved for this event last year, please submit the remainder of balance.)
The minimum fee for City property usage is $150 per day for For-Profit Applicants and
$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject to
this fee assessment.
OC Christmas Parade
1. TITLE OF EVENT: ____________________________________________________
No
Sat., Dec. 1, 2012
3. DATE(S) OF EVENT: __________________________________________________
11:00 a.m. until 1:00 p.m.

Friday, Nov. 30, bleachers and judges stand
_____________________________________________________________________
Page 1 of 9

______________________________________________________________________
After parade ends.
_____________________________________________________________________
_____________________________________________________________________
Staging of the parade will be at Old Landing Road to 100th Street. Parade route from Old
Landing Road to 115th Street. Parade will enter the Gold Coast Mall parking lot and then
_____________________________________________________________________
disburse.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Elaine V. Jarvis
8. APPLICANTS NAME: ________________________________________________

_____________________________________________________________________
Gold Coast Mall Merchants Assoc.
_____________________________________________________________________
10. MAILING ADDRESS: _________________________________________________
11427-A Coastal Hwy., OCMD 21842
_____________________________________________________________________
410-524-9000
443-614-7249
11. WORK PHONE: _____________________
HOME PHONE: __________________
410-524-9000
honijarvis@cs.com
FAX: _________________________
E:MAIL: _____________________________
12. IS ORGANIZATION NONPROFIT? Yes

IF SO, PLEASE SUBMIT PROOF OF NONPROFIT STATUS.
ID #36300
Elaine V. Jarvis

_____________________________________________________________________
C/O Gold Coast Mall, 11427-A Coastal Hwy., OCMD 21842
_____________________________________________________________________
15. COORDINATORS CONTACT INFORMATION:
302-436-9635
410-524-9000
HOME: ___________________________WORK:
________________________
FAX:_____________________________CELL:
__________________________
410-524-5520
443-614-7249
honijarvis@cs.com
E-MAIL ADDRESS: ________________________________________________
OTHER: __________________________________________________________
Page 2 of 9
_____________________________________________________________________
_____________________________________________________________________
This event is a Christmas Parade, professionally judged. There are 9 catagories, marching
_____________________________________________________________________
units, commercial floats, non-commercial floats, antique cars, motorized units, school
bands, equestrian, and school floats.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

____________________________________________________________________
Gold Coast Mall, Mgmt. Office, 11427-A Coastal Hwy., OCMD 21842
____________________________________________________________________
REQUIRE SUCH ACCESS? ______
IF SO, WHERE? _______________________
No
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
etc.): _______________________________________________________________
N/A
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Judges stand, PA System, Folding review stands in the Gold Coast and Comfort Inn
____________________________________________________________________
Parking Lot.
____________________________________________________________________
____________________________________________________________________
EMPLOY: ___________________________________________________________
____________________________________________________________________
OCPD at intersections of parade route, mall security on mall property.
____________________________________________________________________
____________________________________________________________________
Page 3 of 9

____________________________________________________________________
OCPD to be at intersections along parade route, traffic patterns on attached map,
____________________________________________________________________
parking available in mall parking lot.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
IF SO, WHAT TYPE? _________________________________________________
Paramedics will be in parade and on site.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Parade will be cancelled until the following year.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Trash picked up and removed by mall personnel.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
___________________________________________________________________
Public rest rooms are located inside mall
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
27. DESCRIBE CONCESSIONS/SALE ITEMS: _______________________________
____________________________________________________________________
None
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
28. DESCRIBE ALL PRODUCT SAMPLING (SPECIFIC SIZES &
QUANTITIES): ______________________________________________________
None
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Page 4 of 9

No
IF SO, WHO WILL THE PROCEEDS BENEFIT? __________________________
N/A
____________________________________________________________________
____________________________________________________________________
Trophies are presented to 1st, 2nd, 3rd place winners in nine different categories.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
No
Please forward a copy of the approved Gamin/Raffle Permit, to the Private Events
Coordinator.
No
Please forward a copy of the approved Tent Permit, to the Private Events Coordinator.
33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES AT

No
YOUR EVENT? _________________
No
No
Please forward a copy of the approved Fireworks Permit, to the Private Events Coordinator.

AT YOUR EVENT? No
___________IF SO, PLEASE DESCRIBE INTENT (include
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Events Coordinator.
1,500
2,000
Page 5 of 9
N/A
N/A
____________________________________________________________________
TOWN PERSONNEL (Be aware that additional charges may be assessed and
applicants must take full responsibility for the protection and security of borrowed/
rented city property): __________________________________________________
____________________________________________________________________
1- Review stand
____________________________________________________________________
2- Tables (2)
____________________________________________________________________
3- Chairs (8)
____________________________________________________________________
4- PA System
____________________________________________________________________
5- Folding bleachers
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Not yet
If you have not yet obtained this permit, please forward a copy of the approved Highway
Permit, to the Private Events Coordinator once you receive it.

TRAVELING THE PARADE ROUTE: _______________
PLEASE DESCRIBE:
None
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
(5) YEARS: __________________________________________________________
Parade has always been on the 1st Sat. in December at 11:00 a.m.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ________________
____________________________________________________________________
The Gold Coast Mall Merchants Assoc.
____________________________________________________________________
____________________________________________________________________
Page 6 of 9
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT COVERED IN

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
An event layout MUST be included for an event to be considered.
obtain, at the applicants own expense, occurrence form comprehensive general liability
insurance coverage, which insurance coverage shall include coverage for personal injury
which said insurance coverall shall be at least in the amount of one million dollars
($1,000,000) single limit. Said insurance coverage shall name the Mayor and City
Council as additional insureds, with the address on the certificate listed as 301 Baltimore
Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum,
showing the addition of the Mayor and City Council as additional insured, is also to be
provided. The certificate of insurance evidencing such coverage and the addendum shall
be furnished to the Special Events Coordinator, Private Events on behalf of the Mayor
and City Council by the applicant and be approved by the Towns Risk Manager before
applicant engages in the activity.
XX
____________TO
Page 7 of 9

Signature on File
9/4/12
Signature on File
9/4/12

9/4/12
Signature on File
Page 8 of 9
Signature on File
9/4/12

The applicant for a private event permit agrees to follow guidelines provided and submit
a complete application including all required submission of materials.
The applicant agrees to abide by all provisions of the permit granted by the Town and
agrees to pay all fees and costs assigned to the permit. The applicant further agrees to
comply with all conditions of the use permit which may be required by the Mayor and
City Council of the Town.
9/4/12
Signature on File
Page 9 of 9

12 ITEMS REFERRED TO AND PRESENTATIONS FROM
THE CITY SOLICITOR
First Reading Ordinance to Establish Parking Rates
(modifies the language of Ordinance 2012-05 by
eliminating specific numerical dates of enforcement)
25166
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
12
Council Meeting
Nov. 19, 2012

Hal O. Adkins, Public Works Director
Paid Parking Enforcement Dates
Nov. 14, 2012
ISSUE(S):
1st Reading of an
Enforcement Dates
SUMMARY:
A motion to create a new ordinance to resolve a conflict between

the existing Ordinance and the Resolution relative to the dates
paid parking is currently enforced was unanimously passed by
the Council at the Work Session of November 13, 2012.
FISCAL IMPACT:
If the date sensitive issue is not resolved and Cale Machine

enforcement is completed in accordance with Ordinance 2012-5,
we will face a loss of revenues (amount undetermined at this
time).
RECOMMENDATION:
Revise, via issuance of a new Ordinance, the time frames that

the Cale Machines shall be enforced.
ALTERNATIVES:
Leave as is and revise the installation and enforcement dates for

the Cale Machines in 2013 to match the current Ordinance
RESPONSIBLE STAFF:
COORDINATED WITH:
Guy Ayres, City Solicitor

Jim Parsons, Chief Deputy Director of Public Works
Richard Malone, Deputy Director of Public Works
Bernadette DiPino, Police Chief
Kelly Allmond, City Clerk
ATTACHMENT(S):
New Ordinance Establishing Parking Rates Pursuant to Section

C-414(45) of the Charter of the Town of Ocean City, Maryland
Ordinance
pertaining
to
Paid
Parking
First Reading _______________________

Second Reading _____________________
ORDINANCE 2012AN ORDINANCE ESTABLISHING PARKING RATES
PURSUANT TO SECTION C-414(45) OF THE
CHARTER OF THE TOWN OF OCEAN CITY, MARYLAND
NOW, THEREFORE, BE IT ENACTED AND ORDAINED BY THE MAYOR AND CITY
COUNCIL OF OCEAN CITY THAT PURSUANT TO SECTION C-414(45) OF THE CHARTER OF
THE TOWN OF OCEAN CITY, MARYLAND, THAT PARKING RATES FOR ALL PARKING
SPACES WITH CALE MACHINE PARKING ARE AS FOLLOWS:
A. $1.50 per hour on Friday, Saturday and Sunday starting the first Saturday in April or Good
Friday, whichever occurs first, through the Sunday prior to Memorial Day weekend, except that said
charge shall also be in effect on the Thursday before each weekend of Springfest and Car Cruizing, with
all other days in said time period without charge.
B. $1.50 per hour from the Friday of Memorial Day weekend through Labor Day.
C. $1.50 per hour on Friday, Saturday and Sunday from the Friday after Labor Day through the
third Sunday of October, except that said charge shall also be in effect on Thursday before each
weekend of Bike Week, Sunfest and Car Cruizing, with all other days in said time period without
charge.
D. During the dates parking charges are in effect, the times the charges are effective are as
follows:
1. Municipal lots - 24 hours per day.
2. Street parking - 7a.m. until 12 midnight.
INTRODUCED at a meeting of the City Council of Ocean City, Maryland held on November
19, 2012.
ADOPTED AND PASSED by the required vote of the elected membership of the City Council
and approved by the Mayor at its meeting held on December 3, 2012.
ATTEST:
_________________________________
KELLY ALLMOND, Clerk
_______________________________________
RICHARD W. MEEHAN, Mayor
Approved as to Form:
_______________________________________
LLOYD MARTIN, President
_________________________________
GUY R. AYRES III, City Solicitor
_______________________________________
MARY P. KNIGHT, Secretary
REGULAR SESSION - MAYOR AND CITY COUNCIL

13. ITEMS REFERRED TO AND PRESENTATIONS FROM
THE CITY MANAGER AND DEPARTMENT HEADS
A. Announcement of Bid Results for the Demolition of
the 66th Street Water Tower
25166
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
13A
Council Meeting
Nov. 19, 2012

Bid Award for the Demolition of the 66th Street Elevated Water Storage Tank
November 14, 2012
ISSUE(S):
Bid Award for the Demolition of the 66th Street Elevated Water
Storage Tank
SUMMARY:
The Department of Public Works is soliciting bids for the

demolition of the 66th Street Elevated Water Storage Tank
(400,000 gallons) that was replaced via the 64th Street Elevated
Water Storage Tank (1,000,000 gallons)
FISCAL IMPACT:
Unknown as of this moment (11/14/212 @ noon). Bids are due

via govdeals.com at 4:00 pm on November 15, 2012 AND if no
bids are received, a sealed bid process will be implemented with
bids due on November 19, 2012 at 3:00 pm.
RECOMMENDATION:
Award of Demolition Contract to the most responsible bidder
ALTERNATIVES:
Maintain the tank at a cost of roughly $550,000 every 7 years

even though its capacity is not needed
RESPONSIBLE STAFF:
COORDINATED WITH:
Joe Sobczak, General Services Director

Web Stevens, Purchasing Associate
Jim Parsons, Chief Deputy Director of Public Works
Dean Dashiell, Senior Project Manager
REGULAR SESSION - MAYOR AND CITY COUNCIL

13. ITEMS REFERRED TO AND PRESENTATIONS FROM
B. Bid Award Recommendation for Wastewater Clarigester
Project
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
13B
Council Meeting
11-19-12

Dean Dashiell Senior Project Manager
Bid Award Authorization for the Wastewater Treatment Plant Clarigester and Sludge
Pumping Station Upgrades
November 13, 2012
ISSUE(S):
Bid Award Authorization for the Wastewater Treatment Plant

Clarigester and Sludge Pumping Station Upgrades
SUMMARY:
Request permission, from the Mayor & City Council, to award the
Wastewater Treatment Plant Clarigester and Sludge Pumping Station
Upgrades to Bearing Construction, Inc., based on the bid results
received at the November 13, 2012 Work Session.
I have performed a review of the low bid received from Bearing
Construction, Inc. and have found those documents to be consistent in
accordance with the Project Contract Documents.
FISCAL IMPACT:
The funding for this project was covered in a recent Bond Issuance and
budgeted under the Project Code - WGEST. Budget amount
$ 560,000.00.
RECOMMENDATION:
Proceed with the approval of Bearing Construction, Inc. in the amount of

$ 505,200.00 for the Wastewater Treatment Plant Clarigester and
Sludge Pumping Station Upgrades.
ALTERNATIVES:
None
RESPONSIBLE STAFF:
Dean Dashiell Senior Project Manager
COORDINATED WITH:
Hal Adkins Director of Public Works

Jim Parsons Deputy Direct of Public Works
Charlie Felin Superintendent of Wastewater
ATTACHMENT(S):
Copy of November 13, 2012 Bid Tabulation
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Wastewater Treatment Plant- Clarigester Sludge Pumping Upgrades Bid
CONTRACTORS
Base Bid = Part A + Part B
Bearing Construction
$505,200.00
George & Lynch, Inc.
$721,560.00
Harkins Contracting, Inc.
Johnston Construction
No Bid
$517,149.00
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13 ITEMS REFERRED TO AND PRESENTATIONS FROM
C. Bid Award Recommendation for Engineering Services for
Design of 64th Street Boat Ramp
Presented by: Terence McGean, City Engineer
TOWN OF
TO:
THRU:
FROM:
RE:
DATE:
Agenda Item #
13C
Council Meeting
11/19/12

Terence J. McGean, PE, City Engineer
64th Street Boat Ramp, Design Award
November 13, 2012
ISSUE(S):
Recommendation to award contract for engineering and design

services for the new 64th Street Boat Ramp
SUMMARY:
Seven proposals for engineering services for the design of the

new boat ramp to be located at 64th Street were received by the
council and have been evaluated by the staff. In accordance with
City purchasing procedures, procurement of professional services
can be based on qualifications only or a combination of fee and
qualifications. The evaluation of this contract was based 80% on
qualifications and 20% on fee.
FISCAL IMPACT:
$66,400. Funding is from a combination of State grants from the

Waterway Improvement Fund and City bond proceeds.
RECOMMENDATION:
Award the Design Services Contract to David Bowen & Freidel

(DBF) for the amount of $66,400. DBF had the strongest
proposal and has completed numerous projects of a similar
nature.
ALTERNATIVES:
None
RESPONSIBLE STAFF:
Terence McGean, City Engineer
COORDINATED WITH:
Mike Ewing, Maryland Department of Natural Resources
ATTACHMENT(S):
1) Letter of concurrence from DNR

2) Evaluation summary sheet
BoatRampDesignProposalEvaluations
Firm/local Personnel
Project
Subtotal
Firm
Exp(35)
Exp(30) Under(15)
Qual.
DavisBowenFreidel
33
28
15
76
Soule
30
28
14
72
JWSalm
28
23
12
63
GMB
20
20
11
51
Carpenter
10
17
10
37
Brudis
14
20
13
47
Atlantic
20
15
10
45
Carpenter
Soule
DavisBowenFreidel
JWSalm
GMB
Brudis
Atlantic
Price
$26,195
$64,200
$66,400
$69,900
$76,965
$113,668
$120,000
Score
20.0
8.2
7.9
7.5
6.8
4.6
4.4
Low
26195
Price
score
7.9
8.2
7.5
6.8
20
4.6
4.4
Total
Score
83.9
80.2
70.5
57.8
57
51.6
49.4

14 COMMENTS FROM CITIZENS - 5 MINUTE TIME
LIMIT

15 COMMENTS FROM THE CITY MANAGER

16 COMMENTS FROM THE MAYOR AND CITY
COUNCIL

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AGENDA

MAYOR AND CITY COUNCIL REGULAR SESSION

11. APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS

REGULAR SESSION -MAYOR AND CITY COUNCIL

REGULAR SESSION -MAYOR AND CITY COUNCIL

REGULAR SESSION -MAYOR AND CITY COUNCIL

REGULAR SESSION -MAYOR AND CITY COUNCIL

PRIVATE EVENT PERMIT REQUESTS

The White Marlin Capital of the World

The Honorable Mayor, Council President and Members of Council

Mark Roeder of the National MS Society, Maryland Chapter,

This event is a fundraiser to raise money for MS research and to

Potential positive economic impact from lodging, food and

Approve the event as requested under the agreement that the

Do not approve the event.

Lisa Mitchell, Private Event Coordinator

Appropriate staff, specifically Public Works

April 2013 Calendar

PE St. Judes Walk

Ocean City Special Events Private Events

Saturday, April 13, 2012

Date Application Received: August 13, 2012

Application Fee Paid: Yes/$25.00

Date Routed: August 13, 2012

Date on Council Agenda: November 19, 2012

Date Insurance Certificate Received:

Beach Franchisee Notified: N/A

Date Permit Issued:

PRIVATE EVENT APPLICATION

NON-REFUNDABLE APPLICATION FEE:

Private Events Coordinator

A non-refundable application fee must accompany this document.

April 13, 2013

5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________

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

12. IS ORGANIZATION NONPROFIT? _____ID #52-0663815_______________

13. ON-SITE EVENT COORDINATOR: ______________________________________

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES AT

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

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

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT COVERED IN

PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:

HOLD HARMLESS CLAUSE:

PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT

REGULAR SESSION -MAYOR AND CITY COUNCIL

The White Marlin Capital of the World

The Honorable Mayor, Council President and Members of Council

Chris Klebe for OC Trirunning Sports would like to hold a running

Potential positive economic impact from lodging, food and

Approve the request as presented.

Do not approve the event.

Lisa Mitchell, Private Event Coordinator

Appropriate Staff, specifically Police, Public Works and Recreation

1) December 2012 Calendar

PE Jingle Bell Run

Ocean City Special Events Private Events

Sunday, December 2, 2012

Date Application Received: October 18, 2012

Application Fee Paid:

Date Routed: October 18, 2012

Total Cost to Town: $100.00

12. IS ORGANIZATION NONPROFIT? _ID #52-0663815___________