MAYOR AND CITY COUNCIL 

 

REGULAR SESSION 
Monday, July 15, 2013 – 6:00 P.M.   

AGENDA 
    1. 
 

CALL TO ORDER  PRAYER AND PLEDGE    APPROVAL OF MINUTES  A.  Regular Session #12 dated July 1, 2013  B.  Work Session dated July 9, 2013    ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL  A.  Presentation of GFOA Certificate of Achievement for Excellence in Financial Reporting  B.  Standing Committee Reports    CONSENT AGENDA  A.  Request Permission to Solicit Bids for Police/Fire/EMS Uniforms; Water and Wastewater  Chemicals; and Medical Supplies  B.  Request Permission to Solicit Bids for Annual Sidewalk Repair and Replacement Contract  C.  City Clerk Request for Approval of Non‐Profit Springfest/Sunfest Beer Truck Rotation Schedule  D.  City Clerk Request for Approval of Taxi Medallion Transfers  E.  Blue Ocean Taxi Owner Request to Suspend Medallion during Military Deployment   F.  City Engineer Request to Purchase Toughbook Computers under State Contract  G.  Private Event Approval Request for Swim OC Addendum – July 20, 2013   H.  Private Event Approval Request for 15th Annual Lt. Mitch Maiorana Memorial Run Swim Run –  July 20, 2013  I.  Private Event Approval Request for Surfers Healing – August 15, 2013  J.  3‐Year Private Event Approval Request  for Jesus at the Beach – July 25‐27, 2015  K.  Delmarva Irish American Club Request for Approval to Serve Beer and Wine at Annual Picnic on  Sunday, July 28, 2013    MISCELLEANEOUS REPORTS AND PRESENTATIONS    PUBLIC HEARINGS  A.  Transportation Winter Service Reduction    ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF  A.  Review of Debt Obligations presented by Finance Administrator    ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR  A.  Resolution Opposing Legislation that would Eliminate Tax‐Exempt Status of Municipal Bonds         

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Mayor and City Council – Regular Session Agenda 
  10.    COMMENTS FROM THE PUBLIC 

July 15, 2013 

Any  person  who  may  wish  to  speak  on  any  matter  at  the  Regular  Session  may  be  heard  during  Comments from the Public for a period of five (5) minutes or such time as may be deemed appropriate  by  the  Council  President.   Anyone  wishing  to  be  heard  shall  state  their  name,  address  and  the  subject  on which he or she wishes to speak.  

  11.      12.    13.   

COMMENTS FROM THE CITY MANAGER  A.  Review of tentative work session for July 30, 2013  COMMENTS FROM THE MAYOR AND CITY COUNCIL  ADJOURN  

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 3 – APPROVAL OF MINUTES A. Regular Session #12 dated July 1, 2013 B. Work Session dated July 9, 2013

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL A. Presentation of GFOA Certificate of Achievement for Excellence in Financial Reporting

TOWN OF

The White Marlin Capital of the World
Agenda Item# Council Meeting 4A July 15, 2013

TO: THRU: FROM: RE: DATE: ISSUE(S):

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha J. Bennett, CPA, Finance Administrator Award Recognition July 9, 2013 Award recognition for the Certificate of Achievement for Excellence in Financial Reporting for the Comprehensive Annual Financial Report (CAFR). The Town of Ocean City receives the Certificate of Achievement for Excellence in Financial Reporting by the Government Finance Officers Association of the United States and Canada (GFOA). This award is "the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. The CAFR is judged by an impartial panel to meet the high standards of the program including demonstrating a constructive "spirit of full disclosure" to clearly communicate its financial story and motivate potential users and user groups to read the CAFR". None None None Martha J. Bennett, CPA, Finance Administrator Not applicable 1) News Release from GFOA 2) Award of Financial Reporting Achievement to Martha J. Bennett 3) Certificate of Achievement for Excellence in Financial Reporting

SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

Government Finance Officers Association

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2013 16 05

203 N LaSalle Street

Suite 2700

Chicago

IL

60601

Phone 312 977 9700 Fax 312 9774806

NEWS RELEASE

For Information contact

Stephen Gauthier 312 9779700

Chicago The Certificate of Achievement for Excellence in Financial Reporting has been
awarded to Town of Ocean City by the Government Finance Officers Association of the United

States and Canada GFOA for its comprehensive annual financial report CAFR The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and

financial reporting and its attainment represents a significant accomplishment by a government
and its management

An Award of Financial Reporting Achievement has been awarded to the individual s

department or agency designated by the government as primarily responsible for preparing the
awardwinning CAFR This has been presented to
Martha J Bennett Finance Administrator

The CAFR has been judged by an impartial panel to meet the high standards of the program
including demonstrating a constructive spirit of full disclosure to clearly communicate its
financial story and motivate potential users and user groups to read the CAFR

The GFOA is a nonprofit professional association serving approximately 17 500 government
finance

professionals

with offices in

Chicago IL

and

Washington

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Government Finance Officers Association

Certificate of
Achievement

for Excellence in Financial

Reporting
Presented to

Town of Ocean City
Maryland
For its Comprehensive Annual
Financial Report
for the Fiscal Year Ended

June 30 2012

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Executive DirectorCEO

The Government Finance Officers Association
of the United States and Canada

presents this

AWARD OF FINANCIAL REPORTING ACHIEVEMENT
to

Martha J Bennett
Finance Administrator

Town of Ocean City Maryland

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UNITED STATES AND

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The award ofFinancial Reporting Achievement is presented by the Government Finance Officers Association to the individual s designated as instrumental in their government unit achieving a Certificate ofAchievement for Excellence in Financial Reporting A Certificate ofAchievement p is p resented to those g overnment units whose annual fnancial reports are l udged to adhere to program standards and represents the highest award in governmentfinancial reporting

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Date

May 16

2013

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL B. Standing Committee Reports

POLICE COMMISSION MEETING MINUTES OPEN SESSION July 10, 2013 9:00 a.m.
PRESENT: Mayor Richard Meehan, Council President Lloyd Martin, Commission Chairperson Doug Cymek, City Manager David Recor, Council Member Dennis Dare, City Solicitor Guy Ayres, Director of Emergency Services Joe Theobald, Chief Ross Buzzuro, Captain Gregory Guiton, Captain Michel Colbert, Lt. Scott Kirkpatrick, Lt. Scott Harner, PIO Michael Levy ABSENT: Captain Kevin Kirstein

1. Call to Order 9:03 a.m. 2. The June 10, 2013 Minutes unanimously approved as written. 3. No Old Business. 4. New Business a. Review of Crime Statistics Report – CFS (Calls for Service) and down by 6.3% over same time period 2012. In January 2013, criminal citation law was expanded. In 2013, we have issued 437 criminal citations. In the same time period, we issued 304 drug citations. These would have been custodial arrests in 2012 before the expansion of the criminal citation law. Discussion of total number of calls skews the actual numbers of incidents since it includes business checks. Business checks are a routine part of patrol’s job, but are they a call for service? Good to track it, but not necessarily counted in the total number of calls for service.  Action Item – Break down officer initiated calls; break down assaults by first and/or second degree; assure tracking within U.C.R. (Uniform Crime Report) regulations. Action Item – On monthly statistics report – compare to last year at the same time. b. Review of Walk Smart Campaign – a joint effort between OCPD, State Highway Administration, Maryland Highway Safety Office, local community, local businesses, Chamber of Commerce. This campaign combines engineering, education and enforcement that have made changes to the timing of traffic lights and crosswalk markings. This campaign has been a success with a reduction in pedestrian accidents. There have been 500 pedestrian violations this year and we are educating people on how to Walk Smart. There are instances of citations being given, however, the focus is on education and staying safe in Ocean City. c. Highway Safety Administration is doing a speed study and will have a recommendation on lowering speed limit or other ways to promote safety on Coastal Highway sometime in the fall of 2013. d. Review report on ECD/Taser Usage. Last month there were 17 incidents with 3 actual deployments. Chief Buzzuro believes ECD use can quell a situation – it reduces officer injury, physical confrontation and less lethal force is needed when dealing with a suspect.

Since February 2012, there have been 93 uses of ECD’s with 22 deployments. The OCPD currently has 34 devices and 7 additional have just been ordered. Training will be instituted for seven additional police officers as soon as the new ECD’s are received. e. Discussion of 4 wheel scoot coupes being introduced into Ocean City. OCPD sent photos and specifications to MVA, SHA with the application. The vehicle was found to not meet the specifications for a vehicle to on the road in Maryland. The owners of the vehicle are looking to have legislation passed that would allow this vehicle. f. Review of Uniform Crime Report comparing criminal activity in Ocean City over the past 15 years. Assaults have been on the rise since 2003. Burglaries are lower. OCPD wants to look into this closer – UCR is strict in how assaults are reported. g. Update on skateboard incidents on the boardwalk – There have been no reports through the Fire Department or the Police Department of injuries on the boardwalk caused by skateboards or bicycles. Skateboards are now allowed on the boardwalk at the same time as bicycles. h. Discussion of the new Cale parking machine installation. All are installed except Public Safety Building. They will be installed as soon as the machines arrive. The lining and sign posting can begin now. Parking tickets are $15.00 if paid within the first 48 hours, $25.00 after that time period. Visitors wanting to pay their ticket on line are having problems. It sometimes takes 2 days to have a parking ticket uploaded, and it cannot be paid until it is uploaded. Mayor would like this to be addressed now so it is easier for our visitors to pay their ticket and move on with the vacation. The Town’s website is a bit confusing; it is being corrected so that persons are redirected to the OCPD website to pay their ticket once it is on-line. Parking enforcement is mostly done by PSA’s. There are 2 assigned per shift. The northern end PSA’s spend most of their time on pedestrian safety. Most shifts will get into residential areas 2-3 times per day for parking enforcement. Action Item – Look into new technology available through Complus, Cale to make paying a ticket easier on-line. Action Item – Continue to report on enforcement of Cale parking throughout the summer. 5. Other Business a. Discussion of what is included on CAD reports. CAD is not a reporting technique; it is a way to get information out to the emergency personnel. Director Theobald explained that a CAD report is not complete if the incident is not over and therefore is not entirely accurate. There is comprehensive, real time information available on the police department portal. Action Item – Calls for Service – Police/Fire/EMS b. On the State Highway Administration Chart website there are good cameras that show real time traffic – good site for traffic information.

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c. Correspondence and phone call received from local business owner concerning taxi parking on 64th / 65th Street and the Public Safety Parking Lot. Question of whether one of the conditions of having a taxi medallion could be that the owner of the taxi must have their own parking. Guy Ayres, City Solicitor will look into this.

Meeting Adjourned at 10:30 a.m.

The next meeting of the Police Commission will be Monday, August 12, 2013 at 9:00 AM at the Public Safety Building, 6501 Coastal Highway, Ocean City, MD 21842

3   

Tourism Commission Meeting Minutes July 8, 2013

The following individuals were in attendance: Commission Members – Tourism Commission Chair and Council Secretary Mary Knight, Mayor Rick Meehan, Councilman Dennis Dare, Michael James, EDC; and Greg Shockley, Maryland Tourism Commission Chairman. Staff members present were David Recor, City Manager; Donna Abbott, Tourism Director; Larry Noccolino, Convention Center Director; Lisa Osman, Tourism Department; and Tom Shuster, Recreation and Parks Director. Also present were Melanie Pursel, Chamber of Commerce; and Susan Jones, HMRA. Media representatives present were Zach Hoopes, Ocean City Today; and Joanne Shriner, Maryland Coast Dispatch. The meeting was called to order by Mary Knight at 3 p.m. Boardwalk Attire Ordinance Consideration A copy of an ordinance recently adopted by Wildwood, NJ was handed out for review and discussion. Susan Jones stated the HMRA Board had not discussed. Melanie Pursel said she had not heard anything from her members about the need for an ordinance of this type. She felt increased security at certain times would be a better way to address any issues on the Boardwalk. Mayor Meehan said the city attorney believes the town would be challenged legally if an ordinance of this type were to be adopted and that the town would lose. Michael James said he would agree with the city attorney and feels it would be a waste of time and money. It was the consensus of the Tourism Commission that this not be pursued. Action to be taken: Mary Knight will report this back to the Mayor and Council. Tourism Metrics Update Donna Abbott handed out a new metrics report she had put together for May 2013, which includes various statistics including requests for guides, calls, website traffic, hotel occupancy, weather and public works statistics. Donna stated she included Salisbury weather stats from the National Weather Service, but is still seeking weather stats for Ocean City as there can be considerable differences between the weather of the two locations. Everyone agreed that the report looked great and that we should decline offers from Nobi and Beacon at this time for metrics studies. There was a suggestion to add police calls and fire calls to the report. Action: Schedule Donna Abbott for a Work Session in August to present the reports to the Mayor and Council. Summer Advertising Ratings are up again this year on MASN in both Baltimore and Washington markets due to the Orioles and Nationals doing so well this season. The MASN ad spots will end this week, but television ads are continuing in all markets on cable through July and midAugust, along with spot tv through July. Spot tv programming includes morning and evening news slots, along with shows like Ellen, Dr. Oz, Jeopardy and Wheel of Fortune.

Markets include Baltimore, Washington/Northern Virginia, HLLY, Philadelphia, Pittsburgh and New York/New Jersey. Radio will run for two weeks in many markets the first two weeks of August and will include two new spots promoting Hotel Week and Lucky 13 deals and events. Online advertising also runs through the summer. Larry Noccolino announced that the Convention Center microsite is now up and running. Mayor Meehan said that it looks great. Organization Updates Melanie Pursel announced that the Chamber of Commerce is distributing new maps throughout town. She also said that the Chamber has vacation guide rack cards for those people who would like to look at the Vacation Guide online. Susan Jones stated that she, Melanie Pursel, and Donna Abbott attended the Lower Shore Tourism Alliance Tri-County Council recently, and that they will meet quarterly. The group is being chaired by Senator Mathias. She has been busy moving into the HMRA’s new office space and they are already at work on their next trade show. Powerboat races are being scheduled for October 6. She and Melanie both reported Harbor Day at the Docks has been postponed until 2014 and is being completely revamped to be bigger and better with Martin Seafood taking it over. Tom Shuster reported July 4th events were very successful. He handed out rack cards for Sundaes in the Park and Concerts on the Beach. He stated that the summer camps are going very well. Greg Shockley reported the school calendar study task force is being organized. He said the state legislative season went very well with the budget for the Office of Tourism Development coming out with increases to market the state. Michael James said the EDC’s next meeting in September will focus on tourism. Donna mentioned that Rodney the Lifeguard will be in town on Tuesday, July 9, visiting businesses in town. He will be making stops at City Hall, Fisher’s Popcorn on the Boardwalk, the ferris wheel on the pier, the paddleboards at Fager’s Island, and the Canoe Races at BJ’s on the Water. The meeting adjourned at 4:30 p.m. The next meeting will be held on August 12 in Room 214 at the Convention Center.

Recreation and Parks Committee July 9, 2013
1. Call to Order: The meeting was called to order at 4:00 P.M. at Northside Park. Present were Joe Mitrecic, Dennis Dare, Lloyd Martin, David Recor, Tom Shuster, Susan Petito, Frank Miller and Lisa Mitchell. Guests included Zach Hoopes and Joanne Shriner. Approval of Minutes: The minutes of June 11, 2013 were approved as presented. Caroline Street Boardwalk Stage Use: Tom Shuster reported that the staff is incorporating the use of the stage into the private event application process. OC Tall Ship Visit Request: Frank Miller gave an update on the private event request to host the Tall Ship De Elcano at a location to be determined from August 20 thru September 22. Frank briefed the committee on the two possible locations at the Chicago Avenue Boardwalk between 3rd & 4th Streets and the Coast Guards Station downtown. The committee discussed the feasibility of accommodating the request. Joe Mitrecic agreed to report on the request at the next Council meeting of July 15. Dew Tour 2014 Dates: Lisa Mitchell gave an update of the feasibility of accommodating the Dew Tour from June 26 to June 29, 2014 and its possible impact on July 4th fireworks on the beach. Tim Price has offered the opinion that the July 4th fireworks could be set up at 6:00 a.m. with the Dew Tour broken down by that time. The committee has no objection to the Dew Tour promoters filing an application for June 26-29 for 2014. Off Shore Boat Race 2013: Lisa Mitchell gave an update on a special request of the Off Shore Boat Race scheduled for October 4-6, 2013. The promoters request use of a portion of the Inlet Parking lot for free from Friday thru Sunday to display the boats. The committee did not support the promoters request to use the inlet lot due to the existing Corvette Event scheduled in the Inlet Lot that weekend. The committee provided additional feedback to Lisa to request of the applicant. Next Meeting: The next meeting was scheduled for Tuesday, August 13 at 4:00 p.m. at Northside Park The meeting was adjourned at 5:08 PM

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P:Tom/Rec & Parks Committee Meeting 07-9-2013

1

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA A. Request Permission to Solicit Bids for Police/Fire/EMS Uniforms; Water and Wastewater Chemicals; and Medical Supplies

TOWN OF

The White Marlin Capital of the World Agenda Item# 5A Council Meeting 07-15-13 TO: THRU: FROM: RE: DATE: The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha Bennett, Finance Administrator Bid Solicitations 07-2-13

ISSUE(S): SUMMARY:

Annual bid solicitations Solicitation of sealed bids for Police/Fire Uniforms; Chemicals for Water and Wastewater Departments; Medical Supplies. Bid responses used for FY'14 expenditures as allowed by budgeted amounts; purchased on an as needed basis To proceed with sealed bid process Buy without soliciting sealed bids Martha Bennett, Finance Administrator Chris Schaffer Asst. Fire Chief, Howard Iman Superintendent of Water, Charles Felin Superintendent of Wastewater, Butch Arbin, Captain Beach Patrol Chuck Barton, Fire/EMS Deputy Chief None

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA B. Request Permission to Solicit Bids for Annual Sidewalk Repair and Replacement Contract

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting TO: THRU: FROM: RE: DATE: 5B 7-15-13

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Dean Dashiell – Senior Project Manager Request Permission to Receive Sealed Bids for the FY 2014 Annual Concrete Sidewalk – Repair and Replacement Contract. July 8, 2013

ISSUE(S):

Receive Sealed Bids for the FY 2014 Annual Concrete Sidewalk – Repair and Replacement Contract. Request permission, from the Mayor & City Council, to receive sealed bids at the August 13th, 2013 Work Session for the FY 2014 Annual Concrete Sidewalk – Repair and Replacement Contract. The funding for this maintenance is covered by each Department that has Concrete Sidewalk – Repair and Replacement, in their respective FY 2014 Budget. Proceed with the proposed Bid Opening on August 13, 2013. None Dean Dashiell – Senior Project Manager Hal Adkins – Director of Public Works None

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

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REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA C. City Clerk Request for Approval of Non-Profit Springfest/Sunfest Beer Truck Rotation Schedule

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5C July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Kelly Allmond, City Clerk Non-Profit Beer Truck Revised Schedule July 1, 2013 Revised Non-Profit Beer Truck Rotation List In March 2013, the Mayor and Council approved the Beer Truck Rotation List for Non-Profit Organizations. City Manager Dare asked City Staff to review the list to make sure that: (1) all organizations have equal opportunities for Sunfest and Springfest; and (#2) all are 501 3(c) qualified. City Staff reached out to every non-profit group and requested a copy of the IRS 990. We were able to verify the tax status of all but two (2) organizations. We will continue to work with, and encourage, the AHEPA, OC Chapter 511 and the Ancient Order of Hibernians to file the proper IRS tax documents. Also, please note that the US Life Saving Association (USLA) asked to be removed from the list. As prescribed in PPM #900-5, “if one non-profit cancels out of one event, the organization at the same rank order on the following year’s same event will be selected to fill the position.” That said, City Staff found it easier to manage two duplicate lists. One will rotate them through Sunfest, and one will rotate them through Springfest. Please be assured that City Staff took painstaking measures to maintain the integrity of the original rotation. Please be assured that based on the historical rotation, the present and future rotations are fairly distributed among the non-profits (please see attached).

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:

N/A Approve the Beer Truck Rotation List as presented Remove the two (2) organizations who have not filed the proper IRS documentation. Kelly Allmond, City Clerk Susan Childs, Internal Auditor Brenda Moore, Parks & Recreation SunFest/SpringFest Beer Truck Rotation List

RESPONSIBLE STAFF:

COORDINATED WITH: ATTACHMENT(S):

SPRINGFEST ‐ SUNFEST SCHEDULE  EFFECTIVE 7/9/2013
SPRINGFEST 2012  St. Mary's Star of the Sea Elks Lodge Ladies Auxiliary Opti‐MS of Ocean City/Berlin Maryland Coastal Bays Program SPRINGFEST 2013 Temple Bat Yam Knights of Columbus 4th Degree VFW Post 8296 Paramedic Foundation SPRINGFEST 2014 Ladies Ancient Order Hibernians Ocean City Lioness American Cancer Society Sons of Italy Lodge #2474 SPRINGFEST 2015 Believe in Tomorrow Foundation Downtown Association OC Aviation Association American Red Cross SPRINGFEST 2016 Shrine Club Worcester County Humane Society Lions Club of Ocean City OC Parrothead Club SPRINGFEST 2017 Surfrider Foundation Ocean City Development Corporation American Legion Auxiliary #166 Eastern Surfing Association SPRINGFEST 2018 Ancient Order of Hibernians OC Lions Charities, Inc Ravens Roost #44 Rotary Club of Ocean City/Berlin SUNFEST 2012 Ocean City Lions Charities, Inc Elks Lodge #2645 Ladies Auxiliary of the VFW OC Sister Cities SUNFEST 2013 OC Parrothead Club Ravens Roost #44, Inc Ocean City Development Corporation Rotary Club of Ocean City/Berlin SUNFEST 2014 Paramedic Foundation Power Squadron of Ocean City Delmarva Irish American Club American Legion Post #166 SUNFEST 2015  Optimist Club of Ocean City/Berlin Parks & Recreation Advisory Board Md Saltwater Sport Fishermen's Association Kiwanis Club  Ocean City/Berlin SUNFEST 2016 Knights of Columbus Art League of Ocean City OC Chapter of AHEPA* Ladies Philoptochos Society of St George SUNFEST 2017 St. Mary's Star of the Sea  Elks Lodge Ladies Auxiliary Opti‐MS of Ocean City/Berlin Maryland Coastal Bays Program SUNFEST 2018 Knights of Columbus 4th Degree VFW Post #8296 American Red Cross Temple Bat Yam

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA D. City Clerk Request for Approval of Taxi Medallion Transfers

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5D July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Kelly Allmond, City Clerk Transfer of Taxi Medallions July 9, 2013

ISSUE(S): SUMMARY:

Transfer of taxi medallions #007 and #008 On July 2, 2013, Ruth Carpenter of Aboutown Taxi & Shuttle, Inc. sold medallions #007 and 008 to Vahe Hovhannisyan of Coastal Cab for the sum of $10,000.00. The transfer fee of $2,500 was paid as evidenced by the attached receipt. Both medallions remain in my custody until approval is granted. The fleet/independent ratio holds at 17%.

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES:

$2,500.00 Approve the transfer of medallions #007 & #008 Exercise your right of first refusal as provisioned in Chapter 10232(b)(7)d (see attached) of the Town Code. Kelly Allmond, City Clerk Michelle Monico, Police Records Management Supervisor Sue Adkins, Revenue Supervisor Michael Sherman, Business License Inspector 1) Notarized Bill of Sale for Medallions 007 and 008 with receipt

RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

Fleet

Fleet

17

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA E. Blue Ocean Taxi Owner Request to Suspend Medallion during Military Deployment

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5E July 15, 2013

TO: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Taxi Medallion #175 July 10, 2013 Request to suspend medallion while on military deployment. Pramit Thapa, independent owner of Blue Ocean Taxi, is requesting that his medallion #175 be suspended and held by the Town for 400 days during active duty as a member of a reserve component unit beginning August 30, 2013. According to Town Code §102-32(c)(13)(k), “A taxicab medallion may be deactivated by its holder and stored at city hall for a maximum period of six months in a one year cycle.” This request involves a longer period of deactivation time, but it is due to Mr. Thapa’s service to our country.

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF:

Mr. Thapa will pay his renewal fee of $500 prior to deployment. Approve request to hold medallion during active duty. Do not approve request. Michelle Monico, Police Records Management Supervisor and Taxi Program Coordinator Police Commission None

COORDINATED WITH: ATTACHMENT(S):

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA F. City Engineer Request to Purchase Toughbook Computers under State Contract

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5F July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Nancy Bloxom, IT Manager Purchase of Twelve (12) CF-53 Toughbooks July 8, 2013 Request permission to purchase 12 new Panasonic CF-53 Toughbooks from sole source vendor who holds the State contract. Budgeted funding for 4 replacement Toughbooks for the Command Bus (OC1). These are the same models that we purchase last year so this is just a continuation of technology refresh. Budgeted funding for 8 Toughbooks, 6 for CID, 1 for Polygraph system and 1 for new Chief. These are the same models purchased last year, so this is just a continuation of technology refresh as well.

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

As approved in IT’s budget: 4 Toughbooks for OC1: $11,459.96; budgeted $11,640 8 Toughbooks $25,089 allocated as follows: CID $17,460; Polygraph $2,910; Wastewater $2,910 (using these funds for police chief because this laptop was purchased last year). Total quote is $1,809 over budget, reduced miscellaneous hardware purchase to cover increase.

RECOMMENDATION: ALTERNATIVES:

Approve purchase request. Keep current devices, but they are at end of life. No parts are available nor can they run current software. Nancy Bloxom, IT Manager Terry McGean, City Engineer 1) Brekford Quote 122535Q (4) 2) Brekford Quote 122506Q (8)

RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

Hanover, MD 21076 P: 443-557-0200 f: 443-557-0201 www.brekford.com

SALES ESTIMATE
DATE 6/20/2013 QUOTE # 122506Q

FEDERAL ID: 20-4086662

NAME / ADDRESS
Town of Ocean City Attn: Accounts Payable P.O. Box 158 Ocean City, Maryland 21843

SHIP / DELIVER Town of Ocean City Information Technology 6501 Coastal Hwy Ocean City, MD 21842

QUOTE VERSION LR ITEM DESCRIPTION

VALID THROUGH 7/20/2013

REP SE QTY

TERMS Net 30 U/PRICE

Quote # 122506Q TOTAL

** CF-53, POWER CHARGER & PORT REPLICATOR ** PANASONIC1<> MNF#CF-53JULZV1M PANASONIC : Win7, Intel Core i5-3320M 2.60GHz, vPro, 14.0 HD Touch, 500GB(7200rpm), 4GB, Intel WiFi a/b/g/n, Bluetooth, Dual Pass (Upper:WWAN/ Lower:WLAN), Verizon 4G LTE, Emissive Backlit Keyboard, Multi-drive, Toughbook Preferred Warranty Upgrade --Three Years Toughbook Protection Plus Warranty--: To compliment the enhanced design concepts, and the standard factory three-year warranty, Panasonic has developed a “Extra Protection” service program that extends warranty coverage to include damage that occurs due to accidental dropping, exposure to environmental conditions, and other normally excluded incidents that are not caused by intentional actions. All system components, including the LCD screen are covered under this program. SKU Description SRP CF-SVCLTNF3Y Three Years Toughbook Protection Plus Warranty $250 ** MNF#CF-LNDDC120 PANASONIC : Lind Input Car Adaptor 120 Watt 12-32 Volt for CF-H1, CF-U1, CF-C1, CF-F8, CF-T8, CF-W8, CF-19, CF-30, CF-31 ,CF-52, CF-53 and CF-74 (Mfg No: PA1580-1642) MNF#CF-VEB531U PANASONIC : Port Replicator for CF-53 Mk1, Mk2 MARYLAND State Contracts: >DBM-0106-RADEQ (Two Way Radio Equipment) ID # 060B3490002 >eMarylandMarketplace -Maryland State Catalog ***"Pricing Structure,Terms and Conditions in accordance with State of Maryland DOIT contract# 060B2490022.**** >MD State Hardware and Associated Equipment and Services and Associated Equipment - BPO# 060B2490022 >St. Mary's County Government # SMC-08-SO-41050 (full build out) >Baltimore County Government # ITB 206581 Panasonic Toughbook >Howard County Government # ITB TC00841 >Anne Arundel Government # ITB 7756 >Montgomery County Government # 6960060782 >Prince George's County Government # PO60289M6027(123108)0 Virginia State Contracts: >eVA -Virginia State-www.eva.state.va.us Catalog-Account Code : EPVE239 Pennsylvania State Contract >Co-Stars 012-048 FEDERAL Government: >GSA# GS-07F-0425U www.gsa.gov >Cage Code: 1N9Z7 www.ccr.gov
Brekford Policy: 3 Year Limited Priority Warranty on Mobile Data Computers-hardware/labor (excluding: batteries). This warranty does not cover physically damaged merchandise. Refund is only available on special circumstances and subjected to 25% restocking fee. No refund will be considered after 15 days from the date of purchase. For tech support and RMA service call (443-557-0200).

8

2,619.875

20,959.00

Protection Plus

8

245.00

1,960.00

PANASONIC1<>

7

115.00

805.00

PANASONIC1<>

7

195.00 0.00

1,365.00

CONTRACTS

1

0.00

SIGNATURE (quote approval)

TOTAL

$25,089.00

_____________________________________

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA G. Private Event Approval Request for Swim OC Addendum July 20, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5G July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator Swim OC Addendum July 9, 2013 Request approval of two addendums to the Swim OC event, being held on July 20. 2013. Swim OC has already been approved to take place on July 20, 2013; however, the applicant has two new requests. The applicant would like a committed vehicle to transport competitors from 8:30 am until 2:00 pm. Transportation can provide this service, utilizing bus #200 (a town-owned vehicle) at a cost of $72.00 per hour. The applicant has been made aware of the cost and is willing to pay for the service. The applicant would also like to set up two (2) tents on the beach. Staff has no concerns with this request, as long as he applies for a tent permit through the Office of the Fire Marshal.

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. Refer to Mayor and Council. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Public Works. 1) Addendum Application

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA H. Private Event Approval Request for 15th Annual Lt. Mitch Maiorana Memorial Run Swim Run – July 20, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5H July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator 15th Annual Mitch Maiorana Run Swim Run July 9, 2013 Request approval of the Mitch Mairoana Run Swim Run for July 20, 2013 from 6 pm until 8 pm. This is an annual race on the beach and in the ocean. From an established start line on the beach at 7th Street, participants run 1,500 meters against the ocean’s current, then turn around and run 500 meters with the current. Next, participants enter the water and swim 1,000 meters parallel to shore, exiting the water at 7th Street. Then, the participants run 1,000 meters with the ocean’s current, turn around and run 1,000 meters against the current to the finish line. Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. Do not approve. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Ocean City Beach Patrol. 1) 2) 3) 4) July 2013 Calendar Cover Sheet Application Site Layout

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

July
Sun Mon 1 Tue 2 Wed 3 Thu 4 Fri 5 Sat 6

PE – Lagond Music School Honors Band Concert

PE – Lagond Music School Honors Band Concert

PE - DVA Volleyball PE – Quiet Storm Surf and Skate Movies and Slides
10 11 12 13

7

8

9

PE – OC Cruzers PE – OC Beachlights PE – Northside Park Fireworks PE - DVA Volleyball Rain Date
14

PE – Beach Fireworks

PE – Beach Fireworks

PE – Quiet Storm Surf and Skate Movies and Slides

15

16

17

18

19

20

PE – OC Beachlights PE – Northside Park Fireworks

PE – Beach Fireworks

PE – Beach Fireworks

21

22

23

24

25

26

PE – Mitch Maiorana Run Swim Run TENTATIVE PE – Swim OC PE – ESA PE – Quiet Storm Surf and Skate Movies and Slides
27

PE – OC Cruzers PE – OC Beachlights PE – Northside Park Fireworks PE – ESA Rain Date
28

PE – Beach Fireworks

PE – Beach Fireworks

PE – ESA PE – Quiet Storm Surf and Skate Movies and Slides
31

29

30

PE – OC Beachlights PE – Northside Park Fireworks PE – ESA Rain Date

PE – Beach Fireworks PE – USSSA Opening Ceremony PE – Jesus at Beach

PE – Beach Fireworks PE – Jesus at Beach

PE – Jesus at Beach

2013

Ocean City Private Events
Name of Event: 15th Annual Lt. Mitch Maiorana Memorial Run-Swim-Run Date of Event: Saturday, July 20 2013 Application Fee Paid: Yes Total Cost to Town: No foreseen costs Date Application Received: July 3, 2013 Date Returned from All Departments: July 9, 2013 Things to Note: • This event is a running and swimming race. From an established start line at 7th Street on the beach, participants will run 1500 meters against the prevailing ocean current, then turn around and run 500 meters with the ocean current. Next they will enter the water and swim 1000 meters parallel to the shore, exiting at 7th Street. Then they will run 1000 meters with the ocean current turn around and run 1000 meters against the ocean current to the finish line. Set-up of this event would take place on Saturday, July 221, 2012 at 4:00 p.m. The event would take place from 6:00 p.m. until 8:00 p.m. Clean up of the event site will take place directly after the event ends, at 8:00 p.m. New Event: No

• • •

Comments from Department Representatives: • OCBP – Will provide vehicles and equipment for this event’s use. There is no cost for the event sponsors, as this event benefits OCBP employees and encourages physical training and fellowship. Members of the USLA Chapter are also Town of Ocean City/Beach Patrol employees. Therefore the Beach Patrol will be supporting this event with equipment and volunteer workers. OCPD, FIRE MARSHAL, EMERGENCY SERVICES, OCCC, TRANSPORTATION, PUBLIC WORKS, TOURISM, RISK MANAGEMENT and REC & PARKS – No comments, costs or concerns.

Date on Council Agenda: July 15, 2013 Event Approved of Denied: Date Permit Issued:

PRIVATE EVENT APPLICATION
NON-REFUNDABLE APPLICATION FEE:
RETURN APPLICATION TO: Town of Ocean City, Maryland

$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
Private Events Coordinator Town of Ocean City Recreation and Parks 200 125th Street Ocean City, MD 21842 LMitchell@oceancitymd.gov

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 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. 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. Applicant’s 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. $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.
Lt. Mitch Maiorana Memorial Run Swim Run 1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ____No______________________________________

Page 1 of 8

3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR 3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES FOR THE NEXT 3-YEARS: __Sat., July 20 4. STARTING & ENDING TIMES OF EVENT: __5:30pm - 8:00 pm 5. PROJECTED SET-UP DATE (S) & TIMES: _5:00 pm 6. PROJECTED CLEAN-UP DATE (S) & TIMES:__Immediately following the event _____________________________________________________________________ 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _Beach and ocean centered at 7th St.. Start/Finish extending north to 21st St. and South to Dorchester St.

_____________________________________________________________________ _____________________________________________________________________ 8. APPLICANT’S NAME: __Ben Davis 9. ORGANIZATION REPRESENTING: _OCBP Chap. Of the USLA

_____________________________________________________________________ 10. MAILING ADDRESS: _107 Dorchester St., Ocean City, MD 21842 WORK PHONE: 410-289-7556___ HOME PHONE: 410-603-9998________ _______________________ EMAIL: _bdavis@oceancitymd.gov___________ 11. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH FAX:

DOCUMENTATION? ____________________________________ IF NOT, WHY? _____________________________________________________________________ 12. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: _____________________________________________________________________ 13. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10: _____________________________________________________________________ 14. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________ FAX: ____________________________ CELL: __________________________ E-MAIL ADDRESS: ____________________________________________

OTHER: _____________________________________________________________

Page 2 of 8

15. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ _The memorial event is a grueling run-swim-run. 2,000 meter run, followed by a 1,000 meter swim and a 2,000 mile run. It simulates a lifeguard making an ocean rescue._______________________________________________________________ _____________________________________________________________________ Please attach additional pages to the back of this application 16. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________ _____________________________________________________________________ 17. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? ____yes_____________ IF SO, WHERE? _ Dorchester St. 18. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process, etc.): ______One truckload of mostly support equipment dropped at 7th St.
7th St. beach

________________________________________________ 19. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.?

IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _Small tent or umbrella at registration table _____________________________________________________________________ 20. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: __Small event, less than 50 competitors___________________ ____________________________________________________________________ 21. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 22. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? ___yes______ IF SO, WHAT TYPE? __off duty sSRTs monitor

course_______________________________________________________________

Page 3 of 8

23. WHAT IS YOUR RAIN POLICY? ____________________________________ If lightning present, hold on Sunday________________________________ 24. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES? _Existing trash cans ________________________________________________

_____________________________________________________________________ 25. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? __9th St. comfort station_______ _____________________________________________________________________ _____________________________________________________________________ 26. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________
Limited sale of old event t-shirts _____________________________________________________________________

_____________________________________________________________________ 27. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): _____None______________________________________________ _____________________________________________________________________ _____________________________________________________________________ 28. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____yes______ IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ ___OCBP lifeguards, equipment and travel to competitions

_____________________________________________________________________ 29. DESCRIBE EVENT PRIZES/AWARDS: __________________________________
Top male and female receive cash prize

____________________________________________________________________ 30. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? ____no___________
Please forward a copy of the approved “One Day Raffle Permit” to the Private Events Coordinator.

no 31. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private Events Coordinator.

32. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT? __no__________
Please forward a copy of the approved “Air Support/Air-Inflated Structures Permit” to the Private Events Coordinator.

Page 4 of 8

no 33. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________
Please forward a copy of the approved “Bonfire Permit” to the Private Events Coordinator.

no 34. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________
Please forward a copy of the approved “State of Maryland Fire Marshal Fireworks Permit” to the Private Events Coordinator.

35. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include beverage type, quantities, drink sizes, location, etc.): __________________________ _____________________________________________________________________ _____________________________________________________________________
Please forward a copy of the approved “One Day Alcohol Permit” to the Private Events Coordinator.

no

36. EXPECTED NUMBER OF PARTICIPANTS: ______less than 50____________
Less than 50 37. EXPECTED NUMBER OF SPECTATORS: ________________________________

38. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? _No__________WHO DID YOU CONTACT?
After operating hours _____________________________________________________________________

_____________________________________________________________________ 39. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): ___Utilize OCBP water course, markers, land flags, paddle boards, and one (1) truck, as we have in previous years

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 40. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY

OBTAINED TIS PERMIT? _No_____________IF SO, PLEASE ATTACHED A COPY TO THE BACK OF THIS APPLICATION.
“MDOT Highway Permit” to the Private Events Coordinator. Please forward a copy of the approved

Page 5 of 8

41. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES (LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING THE PARADE ROUTE: ______________ DESCRIBE: ______________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 42. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ ___________________3rd Saturday in July

_____________________________________________________________________ 43. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and comply with the Town of Ocean City’s sponsorship policy. The application will not be approved without sponsors. If no sponsors, please state “No Sponsors” in area provided below.): ______________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 44. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS
. APPLICATION: ______________________________________________________

_____________________________________________________________________ _____________________________________________________________________ 45. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS, COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION? YES__XX NO__ _____
An event diagram MUST be included for an event to be considered.

Page 6 of 8

INSURANCE REQUIREMENT: For the protection of the public and the Mayor and City Council, the applicant shall obtain, at the applicant’s 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 insured, 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. INSURANCE CERTIFICATE AND ADDENDUM: ____________INCLUDED WITH APPLICATION _XX_________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY (30) DAYS PRIOR TO THE EVENT

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE: The applicant must comply with all provisions of the Town’s 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. The applicant is expressly prohibited from using the beverages of other suppliers, said beverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled waters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, Mello Yello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid, Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies, Dasani and other products that Coca-Cola may provide in accordance with its agreement with the Town of Ocean City. I have read this disclosure and agree that I will comply with its provisions. APPLICANT’S SIGNATURE____________________________DATE______________ 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.
7/2/2013 Signature on File APPLICANT’S SIGNATURE___________________________DATE_______________ Signature on File 7/2/2013

Page 7 of 8

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 7/2/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

HOLD HARMLESS CLAUSE: Permitee (organization/applicant) shall assume all risks incident to or in connection with the permitee activity and shall be solely responsible for damage or injury, of whatever kind or nature, to person or property, directly or indirectly arising out of or in connection with the permitee activity or the conduct of Permitee’s operation. Permitee 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 permitee activity or conduct of its operation or resulting from the negligence or intentional acts or omissions of Permitee or its officers, agent and employees.
Signature on File 7/2/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT The applicant for the private event described in this application agrees to follow guidelines provided and submit a complete application including all required 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 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. I have read and will copy with all special event application requirements.
Signature on File 7/2/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

Page 8 of 8

Mitch Maiorana Run­Swim­Run Course Layout. 
  Beach  21st street Atlantic Ocean

3. After exiting the 
water, participants run  north an additional 500m  to 21st street, then turn  and run 1,500m to the  finish line at 7th street  (2,000m)

17th street 

2. Participants enter the 
water at 7th street, and  swim 1,000m parallel to  the beach along a buoy  line.  Exit for the swim is  at 17th street 

Registration  Table on the  beach 

Start / Finish Line.     7th Street at the waterline  Start 

1. Participants start at 
the start line, and run  1000m down the beach to  Dorchester Street, then  return to 7th Street  (2,000m) 

Talbot Street. 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA I. Private Event Approval Request for Surfers Healing – August 15, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5I July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator Surfers Healing July 9, 2013 Request approval of the Surfers healing event for Thursday, August 15, 2013 Surfers Healing is a one-day surf camp for children with autism. There are also activities set up on the beach for the whole family. Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. Do not approve. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Public Works and Beach Patrol. 1) 2) 3) 4) August 2013 Calendar Application Site Layout Cover Sheet

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

August
Sun Mon Tue Wed Thu 1 Fri 2 Sat 3

PE – Quiet Storm Surf and Skate Movies and Slides

4

5

6

7

8

9

10

SE – Sundaes in the Park PE - OC Cruzers PE – OC Beachlights PE – Northside Park Fireworks
11

PE – Beach Fireworks

PE – Beach Fireworks

SE –Concerts on the Beach

PE – Plein Aire

PE – ESA PE – Plein Aire PE – Quiet Storm Surf and Skate Movies and Slides
17

12

13

14

15

16

SE – Sundaes in the Park PE – OC Beachlights PE – Northside Park Fireworks PE – Plein Aire
18

PE – Beach Fireworks

PE – Beach Fireworks

SE –Concerts on the Beach

PE – Surfers Healing TENTATIVE

PE – Quiet Storm Surf and Skate Movies and Slides

19

20

21

22

23

24

SE – Sundaes in the Park PE - OC Cruzers PE – OC Beachlights PE – Northside Park Fireworks
25

PE – Beach Fireworks

PE – Beach Fireworks

SE –Concerts on the Beach

PE – Jeep Week Parade

PE – Soccer Resort Beach Tourn. PE – Quiet Storm Surf and Skate Movies and Slides
31

26

27

28

29

30

SE – Sundaes in the Park PE – OC Beachlights PE – Northside Park Fireworks PE – Soccer Resort Beach Tourn.

PE – Beach Fireworks

PE – Beach Fireworks

SE –Concerts on the Beach

PE – Quiet Storm Surf and Skate Movies and Slides

2013

Ocean City Special Events – Private Events
Name of Event: Surfers Healing Date of Event: Thursday, Aug. 15, 2013 Application Fee Paid: Yes/$25.00 Total Cost to Town: $130.00 Date Application Received: May 30, 2013 Date Returned from All Departments: July 1, 2013 New Event: No

Things to Note: • This event is a daylong surf camp for children with autism. It is free to participants. • The event organizer is requesting this event take place on the beach and in the ocean at 37th Street from 6:00 a.m. until 7:30 p.m. • Set up would take place on Wednesday and Thursday, August 14 and 15, 2013. • Breakdown would take place directly following the event. • Applicant requests vehicular access to the beach for set-up and breakdown. • The event organizer requests permission to sell t-shirts. Monies made from the sales will go to Surfers Healing for future camps. • The event organizer requests 37th Street from the alleyway to the dune line to be closed from Wednesday, August 14th from 11:00 am until Friday, August 16th at noon. Comments from Department Representatives: • FIRE MARSHAL – The applicant must obtain a tent permit from the Office of the Fire Marshal. • BEACH PATROL –Will work with applicant to ensure OCBP vehicles can get through the area. This is a great event and OCBP is happy to assist in any way. Will be on-site and will schedule additional personnel to work with the event. Also have several off-duty SRT’s volunteer to work with the children. • RISK MANAGEMENT – Insurance Certificate to be submitted prior to the event. • PUBLIC WORKS - Post the street end utilizing cones or barricades. Will also provide extra trashcan on the beach that day. Total cost to the department last year was $130.00 • REC & PARKS, OCPD, EMERGENCY SERVICES, OCCC, TOURISM and TRANSPORTATION – No comments, concerns or costs.

Date on Council Agenda: July 15, 2013 Event Approved or Denied: Date Permit Issued:

PRIVATE EVENT APPLICATION
$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

NON-REFUNDABLE APPLICATION FEE:

Town of Ocean City, Maryland

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. Applicant’s 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. Surfers Healing 1. TITLE OF EVENT: ____________________________________________________ No 2. IS THIS A NEW EVENT? ______________________________________________ August 15, 2013 3. DATE(S) OF EVENT: __________________________________________________
6 am-7:30 pm 4. STARTING & ENDING TIMES OF EVENT: _______________________________

5. PROJECTED SET-UP DATE (S) & TIMES: ____Aug 14 and 15, 2013___________ 6. PROJECTED CLEAN-UP DATE (S) & TIMES: ______________________________ Aug 15 6 pm-7:30 pm

Page 1 of 9

7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _____________________________________________ _____________________________________________________________________ _____________________________________________________________________ 37th Ave. Beach (Castle in the Sand) _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 8. APPLICANT’S NAME: ________________________________________________ Katherine O’Brien
.

Surfers Healing 9. ORGANIZATION REPRESENTING: _____________________________________ _____________________________________________________________________ _____________________________________________________________________

10. MAILING ADDRESS: _________________________________________________ 3910 Dresden St., Kensington, MD 20895 _____________________________________________________________________
301-915-6100 11. WORK PHONE #_____________________HOME PHONE #__________________ katherinetrammell@yahoo.com FAX: _________________________ E:MAIL: _____________________________

12. IF ORGANIZATION IS NONPROFIT, LIST NONPROFIT CLASSIFICATION AND IDENTIFICATION NUMBER: ____________________________________ yes _____________________________________________________________________ _____________________________________________________________________ 13. ON-SITE EVENT COORDINATOR: ______________________________________ 14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________ _____________________________________________________________________ 3910 Dresden St., Bethesda, MD 20895 _____________________________________________________________________ 15. COORDINATOR’S CONTACT NUMBERS: HOME: ___________________________WORK: ________________________ FAX:_____________________________CELL: __________________________ 301-925-6100 katherinetrammell@yahoo.com E-MAIL ADDRESS: ________________________________________________ OTHER: __________________________________________________________ 16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________ _____________________________________________________________________ _____________________________________________________________________ Surfers Healing is a one day surf camp for children with autism. There will be activities _____________________________________________________________________ set up on the beach for the whole family as well as having support organizations there. _____________________________________________________________________ _____________________________________________________________________
Katherine O’Brien

Page 2 of 9

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

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________ ____________________________________________________________________ 37th St. beach on day of event ____________________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________ yes 37th St. __We may have beach vehicles to transport materials for set-up and breakdown. This will have a team to make sure everyone is safe, with walking escort next to vehicle to clear crowd. __________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process, etc.): _______________________________________________________________ 37th Ave we will have tables and tents set up for the event as well as unloading of surf ____________________________________________________________________ boards, life vests and food. ____________________________________________________________________ ____________________________________________________________________ 20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS, SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED DIAGRAM AND DESCRIBE HERE: _____________________________________ ____________________________________________________________________ No ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO Volunteers and beach patrol EMPLOY: ___________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR CONSIDERATIONS (Be aware that additional charges may be assessed.): ____________________________________________________________________ We will need to have 37th Ave beach entrance parking blocked off for event vehicles
starting on Aug 14 at 11 am to Aug 16 at 12 pm

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____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? __Yes IF SO, WHAT TYPE? _________________________________________________ ___________________________________________________________________ ____________________________________________________________________ AGH will be there to provide services in first aid tent ____________________________________________________________________ 24. WHAT IS YOUR RAIN POLICY? _______________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ None 25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES? ____________________________________________________________________ ____________________________________________________________________ We will have clean up crew and are requesting extra trash cans be provided by the town ____________________________________________________________________ ____________________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ___________________________________ ___________________________________________________________________ We will provide port-o-lets ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________ ____________________________________________________________________ Surf cam t-shirts/merchandise ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): ______________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ N/A ____________________________________________________________________ ____________________________________________________________________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES, CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________

Page 4 of 9

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ Surfers Healing ____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ Goody bags will be given away to all participants. ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
no 31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________
Please forward a copy of the approved “One Day Alcohol 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.

37. EXPECTED NUMBER OF PARTICIPANTS: __200_________________________
300 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? _________ yes ____________________________________________________________________

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): __________________________________________________ ____________________________________________________________________ Extra trash cans ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY No 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: _______________DESCRIBE: __________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ N/A ____________________________________________________________________ ____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ ____________________________________________________________________ 37 Ave. Castle in the Sand Beach on 8/23/2010 and 8/18/2011 ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ________________ ____________________________________________________________________ ____________________________________________________________________ Page 6 of 9

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS APPLICATION: _________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ . ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 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 applicant’s 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 Town’s 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

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COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE: The applicant must comply with all provisions of the Town’s 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. The applicant is expressly prohibited from using the beverages of other suppliers, said beverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled 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. I have read this disclosure and agree that I will comply with its provisions. APPLICANT’S Signature on File SIGNATURE____________________________DATE___5/17/13__________

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 APPLICANT’S SIGNATURE___________________________DATE_______________ 5/17/13

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 Permitted’s 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,

Page 8 of 9

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.
Signature on File 5/17/13 APPLICANT’S SIGNATURE___________________________DATE_______________

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 5/17/13 APPLICANT’S SIGNATURE___________________________DATE_______________

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.
Signature on File APPLICANT’S SIGNATURE___________________________DATE_______________ 5/17/13

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REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA J. 3-Year Private Event Approval Request for Jesus at the Beach – July 25-27, 2015

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5J July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Lisa Mitchell, Private Events Coordinator Jesus at the Beach 3-year event approval continuation July 8, 2013 Request a continuation of the Jesus at the Beach 3-year event approval to include July 25-27, 2015. This is a longstanding event in conjunction with the daily events at the Ocean City Convention Center. It consists of family oriented Christian praise music, drama and dance, and limited speaking Monday through Wednesday evenings from 7:00-10:00 pm. There will also be a sand sculpture Monday evening, and a baptism service on Wednesday afternoon. Most events will take place on the beach in the vicinity of North Division Street, utilizing the city-owned stage. The baptism, however, will take place on the beach at 40th Street.

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures related to this event. Approve the request. Do not approve the request. Lisa Mitchell, Private Event Coordinator All appropriate staff has reviewed, and the event has been coordinated with Beach Patrol and Public Works. 1) July 2015 Calendar 2) Cover Sheet 3) Site Layout

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

July
Sun Mon Tue Wed 1 Thu 2 Fri 3 Sat 4

5

6

7

8

9

10

11

Concert on Beach

12

13

14

15

16

17

18

Sundaes in Park

Concert on Beach

19

20

21

22

23

24

25

Sundaes in Park

Concert on Beach

26

27

28

29

30

31

Sundaes in Park

PE – Jesus at the Beach - TENTATIVE

PE – Jesus at the Beach – TENTATIVE

PE – Jesus at the Beach - TENTATIVE

2015

Ocean City Private Events 3-Year Approval
Name of Event: Jesus at the Beach Date of Event: Requesting event approval for July 25-27, 2015 Cost to the Town of Ocean City to support this event: $3,343.00

Things to Note: • • Gary Steger for Jesus at the Beach, Inc. is requesting a continuation of the three-year event approval for Jesus at the Beach for July 25-27, 2015. All appropriate documents have been supplied and fees have been invoiced.

Comments from Department Representatives: • • • Public Works –Will set-up equipment and post necessary streets for parking as listed on the request. Last year’s costs to support this event were $3,343.00. Risk –Insurance Certificate to be submitted prior to the event. OCPD, OCCC, Transportation, Fire Marshal, OCBP, Emergency Services, Rec. & Parks and Tourism – No comments.

Date on Council Agenda: July 15, 2013 Council Ruling: ________________________________________________ Applicant Notified of Meeting Results: _____________________________

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 5. CONSENT AGENDA K. Delmarva Irish American Club Request for Approval to Serve Beer and Wine at Annual Picnic on Sunday, July 28, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5K July 15, 2013

TO: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Delmarva Irish American Club Annual Picnic July 11, 2013 Request approval to serve beer and wine at annual picnic. The Delmarva Irish American Club is requesting approval to serve beer and wine at the club’s picnic scheduled for Sunday, July 28, 2013, from 12:00 p.m. to 4:00 p.m. in Fiesta Park located at 141st Street and Bayside. The Facility Use Application Guidelines restrict alcohol in Town park facilities. Consistent with past practice and procedure, the Club is requesting permission from the Mayor and Council to allow alcohol at this annual event.

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION:

Not applicable Permit the Delmarva Irish American Club to serve beer and wine at annual picnic. Prohibit consumption of beer and wine. Thomas J. Shuster, CPRP, Director of Recreation and Parks David L. Recor, ICMA-CM, City Manager None

ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 7 – PUBLIC HEARING A. Transportation Winter Service Reduction

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 7A July 15, 2013

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager George Thornes, Superintendent of Transportation Public Hearing for Service Reduction July 1, 2013 Public Hearing for proposed winter service reduction. At the Budget Wrap-Up meeting on April 19, 2013, the Council voted to eliminate/modify the third bus shift (which historically has been 11:00 p.m. to 7:00 a.m. seven days a week during our Winter Deployment Schedule) and to only provide third shift service from Friday (at 12:01 a.m.) through Sunday (at midnight), between the approximate dates of November 01 and April 01, with the exception of those “Monday through Thursdays” that coincide with Special Events or Holidays that would increase ridership demands during the hours of Midnight to 6:00 a.m.. The use of the word “approximate” is associated with the fact that our typical “Winter Deployment” schedule commences annually on the first Monday in November and terminates on the first Friday in April, thus the actual “dates” change annually. FTA and MTA requirements state that a Public Hearing must be held prior to implementation of this Service Change.

ISSUE(S): SUMMARY:

FISCAL IMPACT:

During the Budget Wrap Up meeting a deduction of $62,660.00 was made based on this Service Level reduction. In reality, after review of the calendar of events, holidays, and specific commencement/termination dates for the last week of October 2013 through the first week of April 2014, the actual projected deduction would be $45,792.00. Refer to Mayor and Council. Continue current winter service schedule. George Thornes, Superintendent of Transportation Hal Adkins, Director of Public Works Public Hearing notice

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

NOTICE OF PUBLIC HEARING
PROPOSED ELIMINATION OF COASTAL HIGHWAY FIXED-ROUTE “3rd SHIFT WINTER BUS SERVICE”, MONDAY THROUGH THURSDAY.
Notice is hereby given that a Public Hearing will be held on Monday, July 15, 2013, at 6:00 p.m. at City Hall, 301 Baltimore Avenue, Ocean City, Maryland, first floor Council Chambers. The purpose of the Hearing is to solicit public comment on a proposal to eliminate Coastal Highway fixed-route bus service from approximately November 1 through March 31, Monday through Thursday, 12 a.m. to 6 a.m. Topics to be covered at the Hearing are:  Elimination of Coastal Highway fixed-route bus service from 12 a.m. to 6 a.m., Monday through Thursday, from approximately November 1 through March 31.  Consideration of impacts on Patrons  Consideration of financial impacts and savings. The location of this Hearing is accessible to persons with disabilities. Any individual who requires special assistance to participate in the Public Hearing should contact Mrs. Dianna Davis at 410-723-2174 at TTD 410-723-3636 no less than ten (10) days prior to the date of the Hearing in order for Ocean City Transportation to make the necessary arrangements. Ocean City Transportation (OCT) is committed to ensuring that no person is excluded from participation in, or denied the benefits of its transit services on the basis of race, color or national origin, as protected by Title VI of the Civil Rights Act of 1964. If you believe you have been subjected to discrimination based on your race, color, or national origin, you may file a complaint up to 180 days from the date of the alleged incident. To file a complaint or for additional information on OCT’s nondiscrimination policies and procedures, contact George Thornes, Superintendent of Transportation, 204 65th Street, Building E, Ocean City, MD 21842.
____________________________________________________________________________________________________________

AVISO DE AUDIENCIA PÚBLICA
ELIMINACIÓN PROPUESTA DE CARRETERA COSTERA ruta fija "Tercera SHIFT INVIERNO servicio de autobús", DE LUNES A JUEVES.
Se hace saber que la audiencia pública se llevará a cabo el lunes 15 de julio de 2013, a las 6:00 pm en el City Hall, 301 Baltimore Avenue, Ocean City, Maryland, primer piso Cámara del Consejo. El propósito de la audiencia es para solicitar comentarios del público sobre una propuesta para eliminar el servicio del autobús de ruta fija carretera costera de aproximadamente 12 a.m.-06 a.m., de Lunes a Jueves, 01 de noviembre hasta el 31 de marzo. Las temas que se tratarán en la audiencia son: · Eliminación del servicio de autobuses de ruta fija Coastal Highway 12 a.m.-06 a.m., de lunes a jueves, de aproximadamente el 01 de noviembre hasta el 31 de marzo. · Consideración de los impactos a los Patrocinadores · Consideración de los impactos financieros y de ahorro. La ubicación de esta audiencia es accesible para personas con discapacidad. Las personas que requieran asistencia especial para participar en la audiencia pública debe ponerse en contacto con la Sra. Dianna Davis al 410-723-2174 410-723-3636 TTD en no menos que diez (10) días antes de la fecha de la audiencia con el fin de Ocean Transporte en la Ciudad para hacer los arreglos necesarios. Ocean City Transportation (OCT) se ha comprometido a garantizar que ninguna persona sea excluida de participar en, o negado los beneficios de sus servicios de transporte sobre la base de raza, color u origen nacional, tal como está protegida por el Título VI del Acta de Derechos Civiles de 1964 . Si usted cree que ha sido objeto de discriminación basada en su raza, color o nacionalidad, puede presentar una queja hasta 180 días a partir de la fecha del incidente alleged. Para presentar una queja o para obtener información sobre las políticas de addtioanl octubre antidiscriminatorias y procedimientos, contacte a George Thornes, Superintendente de Transportes, 204 65th Street, Edificio E, Ocean City, MD 21842.

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 8 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF A. Review of Debt Obligations presented by Finance Administrator

TOWN OF

The White Marlin Capital of the World
Agenda Item# Council Meeting 8A July 15, 2013

TO: THRU: FROM: RE: DATE: ISSUE(S): SUMMARY:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha J. Bennett, CPA, Finance Administrator Debt Obligations July 10, 2013 To update Mayor and City Council on debt policy and outstanding debt and other obligations as of June 30, 2013 A review of the Town's debt policy and analysis of current obligations and fiscal indicators in preparation of prioritizing capital projects for 2013 sale of bonds (in conjunction with Convention Center Performing Arts Auditorium bonded project). Not applicable Not applicable Not applicable Martha J. Bennett, CPA, Finance Administrator Not applicable 1) PPM 800-9 Debt Policy 2) Debt schedules and graphs

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

TOWN OF OCEAN CITY
OCEAN CITY, MARYLAND POLICY AND PROCEDURE MANUAL PPM 800-9 SECTION: FINANCE SUBJECT: DEBT POLICY

Purpose: The purpose of this policy is to establish the parameters and guidelines governing the planning, issuance, management, continuing evaluation and reporting of all debt obligations issued by the Town of Ocean City and to provide framework for compliance with State and Federal law, the Town charter, ordinances and resolutions. Under such laws, the Town may periodically enter into debt obligations to finance the acquisition or construction of infrastructure and other assets or to refinance existing debt for the purpose of meeting its obligations to its citizens and property owners. The Town intends that such debt obligations are issued and administered to obtain the best long-term financial advantage to the Town, while seeking to maintain the Town’s bond ratings and financial position. Debt Issuance Policies 1. 2. 3. The Town will not use long-term borrowing to finance current operations or normal maintenance. Capital projects financed through the issuance of bonds and capital lease purchases shall not be financed for longer than the expected useful life of the improvements. The Town will not issue bond anticipation notes (BANs) for a period of longer than two years. If the City issues a BAN for a capital project, the BAN will be connected to a long-term bond or redeemed at its expiration, but will not be rolled over. The Town will strive to increase use of current revenue to finance non-major capital improvements. The City is committed to funding a significant portion of capital improvements on a "pay-as-you-go" (PAYGO) basis. The Town will not make a practice of using General Fund equity to finance current operations. The City's General Fund equity balance has been built over the years to provide the City with sufficient working capital and enable it to finance unforeseen emergencies without borrowing and will strive to maintain an unassigned fund balance above 10%. The Town intends that the Water and Wastewater Enterprise Funds debt service to be self-supporting. A formal rate study will be done every five years to ensure that the rates and fees will be sufficient to cover the debt service requirements as well as the operating costs. Additionally, rates and charges will be reviewed annually during the budget process to ensure ongoing compliance between formal rate studies.
Page 2 of 2

4.

5.

6.

DATE: 09/15/09

7.

As of the effective date of adoption of these policy guidelines, the Town has no outstanding variable rate indebtedness, nor has it entered into any municipal derivatives contracts (i.e.; interest rate swap agreements). Prior to undertaking the issuance of variable rate debt or committing itself to any derivatives contracts, the Town shall develop, in consultation with its Financial Advisor, appropriate policies and procedures to safeguard the financial interest of the Town.

Debt Ratio Policies There are several key debt ratios that investors and financial analysts use when reviewing a city's credit-worthiness. As part of its policy, the Town of Ocean City has established target and ceiling numbers, which reflect the type of ratios used by the national credit rating agencies. The ceiling/floor number is, as appropriate, the absolute minimum or maximum ratio that the Town officials will permit. The target number is the ratio the Town intends to achieve through a prudent program of debt management. A listing of the Town's key debt ratios follows: 1. Debt as a Percentage of Assessed Value Per §C-719 of the Town of Ocean City Charter, with certain other provisions, the aggregate amount of bonds, notes and other indebtedness of the Mayor and City Council of Ocean City outstanding at any (1) time shall not exceed 5.2% of the assessable basis of the town. The Town will strive to maintain its net bonded debt at a level not to exceed 3% of the assessed valuation of taxable property within the Town. This is an important indicator of the Town’s ability to repay debt, because property taxes are the primary source of Town City revenues used to repay debt. A smaller ratio indicates that the Town is better able to withstand possible economic downturns and continue to meet its debt obligations. 2. Debt Service as a Percentage of General Government Expenditures The Town will maintain its annual net bonded debt service costs at a ceiling of ten percent of the General Fund expenditures, with a target ratio of eight percent. (Net bonded debt service costs are the costs for debt to be paid out of general public revenues, as opposed to Enterprise Fund revenues.) This ratio is a measure of the Town’s ability to repay debt without hampering other City services. A smaller ratio indicates a lesser burden on the Town’s operating budget. 3. Debt Payout Ratio The Town will maintain a ten-year payout ratio (i.e.; rate of principal amortization) for its net bonded debt of not less than 65%. This ratio is a measure of how quickly the Town retires its outstanding indebtedness. A higher payout ratio preserves the Town’s capacity to borrow for future capital needs.

DATE: 09/15/09

Page 2 of 2

DEBT RATIOS COMPARED TO POLICY CEILINGS & TARGETS June 30, 2013 Policy Total Debt as Percentage of Assessed Value 3.00% maximum Debt Service as Percentage of General Fund Expenses FY2014 Budget Debt Ten-Year Payout Ratio 8.00% maximum

Actual 1.03% 6.90%

65.00% minimum

72.09%

General Fund & Worcester County Debt as Percentage of Assessments
Current Debt %
1.60% 1.40% 1.20% 1.00% 0.80% 0.60% 0.40% 0.20%
0.00% 2014

Capacity to 1.5%

2016

2018

2020

2022

2024

2026

2028

2030

2032

Town of Ocean City, Maryland General Obligation Bonds Bond Issue Recreation Complex Bond of 1998 Municipal Refunding Bonds of 2004 Municipal Purpose Bonds of 2005 Airport Improvement Bond of 2005 Airport Improvement Bond of 2006 Municipal Refunding Bonds of 2007 Municipal Refunding Bonds of 2009 Airport Improvement Bond of 2010 Municipal Purpose Bonds of 2010 Municipal Refunding Bonds of 2012 Deferred amounts: For issuance premium On refunding Interest Rates Original Issue 4.64% $ 1,200,000 4.125-5.00% 31,325,000 2.00-5.00% 21,050,000 3.20% 1,025,000 3.50% 4,100,000 3.50-5.00% 22,320,000 2.00-4.00% 12,745,000 5.82% 725,000 1.00-5.60% 18,105,000 33,560,000 Amount outstanding June 30, 2013 $ 107,732 6,445,000 1,965,000 763,088 3,395,000 14,315,000 10,710,000 662,900 15,055,000 33,560,000

1,952,718 1,750,325 (2,188,282) (652,611) $ 145,919,436 $ 88,076,434 Amount outstanding June 30, 2013 11,360 21,222 309,650 297,171 $ 639,403

Intergovernmental loans - no interest Loan Soil Erosion Control 6th St. Soil Erosion Control 1st St. Soil Erosion Control S. Ocean Dr. Soil Erosion Control Robin Drive

Maturity Original Issue 2016 71,000 2017 106,112 2023 548,115 2026 297,171 $ 1,022,398

General Fund Annual Debt Service
6

5

4 Millions

Interest Principal

3

2

1

0

General Employees Pension Plan Percentage Funded
100% 90% 80%
70% 60%

50% 40% 30% 20%
10% 0% 2000

2002

2004

2006

2008

2010

2012

Public Safety Plan Percentage Funded
100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 2000

2002

2004

2006

2008

2010

2012

Wastewater Pension Plan Percentage Funded
200.0%

150.0%

100.0%

50.0%

0.0% 2000

2003

2006

2009

2012

Retiree Health Plan Percentage Funded
Plan Started in 2008
40.0% 35.0% 30.0% 25.0% 20.0% 15.0% 10.0% 5.0% 0.0% 2008

2009

2010

2011

2012

2013

General Fund Debt Service to 8% of Expenses Ceiling
7

6

5

4 Millions

3

2

1

0

Current Debt Service

Debt Service to Ceiling

General Fund Debt Service to 8% of Expenses Ceiling
7

6

5

4 Millions

3

2

1

0

Current Debt Service

$10 million at 3.5%

Debt Service to Ceiling

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 9 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR A. Resolution Opposing Legislation that would Eliminate or Limit Tax-Exempt Status of Municipal Bonds

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 9A July 15, 2013

TO: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Resolution regarding municipal bond interest July 10, 2013 Resolution in Support of the Preservation of Tax-Exempt Financing Congress is considering the reduction or elimination of exemption on municipal bond interest. One proposal would apply to interest on bonds already issued by governments and purchased by investors. If this proposal passes, it will create higher borrowing costs for state and local governments, less investment in infrastructure and fewer jobs. This resolution opposes any efforts by Congress to eliminate or limit the federal tax exemption on interest earned from municipal bonds.

ISSUE(S):

SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

Potential increase of interest rates on future town debt. Pass resolution. Do not pass. Not applicable. Guy Ayres, City Solicitor Resolution

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 10 – COMMENTS FROM THE PUBLIC
Any person who may wish to speak on any matter at the Regular Session may be heard during Comments from the Public for a period of five( 5) minutes or such time as may be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, address and the subject on which he or she wishes to speak.

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 11 – COMMENTS FROM THE CITY MANAGER A. Review of tentative work session agenda for July 30, 2013

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JULY 15, 2013 12 – COMMENTS FROM MAYOR AND CITY COUNCIL

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