MAYOR AND CITY COUNCIL 

 

REGULAR SESSION 
Tuesday, September 3, 2013 – 6:00 P.M. 
 

AGENDA 
 

1. 
 

CALL TO ORDER  PRAYER AND PLEDGE    APPROVAL OF MINUTES  A.  Regular Session #15 dated August 19, 2013    ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL  A.  Proclamation Designating September as National Preparedness Month   B.  Proclamation Recognizing Ocean City Community Emergency Response Team Volunteers  C.  Council Standing Committee Draft Agendas for the Week of September 9, 2013    CONSENT AGENDA  A.  Private Event Approval Request for Wedding on the Boardwalk – October 19, 2013  B.  3‐Year Private Event Approval for Wine on the Beach – October 2‐3, 2015    MISCELLEANEOUS REPORTS AND PRESENTATIONS  A.  Private Event Approval Request for OC Offshore Boat Races – October 6, 2013       B.  Private Event Approval Request for Wicomico Street Winter Festival – November 9, 2013  C.  3‐Year Private Event Approval Request for 2016 AGH Penguin Swim and Addendum to 2014 Event     D.  Private Event Approval Request for OC Half Marathon and 5K – March 9, 2014         PUBLIC HEARINGS    ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER AND STAFF    ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR  A.  Ordinance 2013‐11 to Repeal Ordinance 2013‐10 Regarding Additional Paid Parking  B.  Resolution 2013‐16  Declaring Intent to Reimburse Expenditures Incurred with Respect to Certain  Projects using Proceeds of Debt to be Issued by the Mayor and Council  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.  

2.  3.    4.        5.      6.          7.  8.  9.        10.   

  11.      12.    13.   

COMMENTS FROM THE CITY MANAGER  A.  Review of tentative work session agenda for September 10, 2013  COMMENTS FROM THE MAYOR AND CITY COUNCIL  ADJOURN 

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 3 – APPROVAL OF MINUTES A. Regular Session #15 dated August 19, 2013

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL A. Proclamation Designating September as National Preparedness Month

NATIONAL PREPAREDNESS MONTH – SEPTEMBER 2013 Hurricanes and other natural and manmade threats are responsible for loss of life, injury and damage in the State of Maryland and effects from these events can cause serious consequences for our citizens; WHEREAS, Preparing the residents of the State of Maryland for these threats and the devastation that accompanies them is a function of government, dependent on the leadership of public officials, the efforts of many dedicated volunteers and professionals, and the awareness and cooperation of the public; WHEREAS, Federal, State, local and private organizations are improving preparedness and attempting to inform the public of the steps that should be taken to save lives and protect property to include evacuations and safety measures, flood-proofing and wind-proofing techniques and the availability of flood insurance; WHEREAS, By understanding the dangers associated with manmade and natural threats and by taking reasonable precautions, the citizens of Maryland can reduce the loss of life, injury and property damage. NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, do hereby proclaim the month of September 2013 as NATIONAL PREPAREDNESS MONTH In Ocean City and do commend this observance to all of our citizens. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 3rd day of September in the year of Our Lord two thousand and thirteen.

__________________________________________ RICHARD W. MEEHAN Mayor

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL B. Proclamation Recognizing Ocean City Community Emergency Response Team Volunteers

TOWN OF

The White Marlin Capital of the World
Agenda Item# Council Meeting 4B 3 September 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 Joseph Theobald, Emergency Services Director Ocean City's Community Emergency Response Team (OC-CERT) 27 August 2013 National Preparedness Month Recognition of the OC-CERT The Community Emergency Response Team (CERT) Training is a program originally offered by the American Red Cross, partnered with the Town of Ocean City. Starting with the October 6, 2005 class, the Town is now the primary administrator of the CERT Classes and this has become a component of Ocean City University. In January 2011, Emergency Management Planner Bob Rhode expressed interest in developing a group comprised of those individuals who had successfully completed the CERT Training. With the approval of Emergency Services Director Joseph Theobald, a data base was compiled and former CERT students from the area were contacted to determine if there might be any interest in the formation of a “Team”, now known as OC CERT. Many of those persons responded favorably and with enthusiasm. There are 65 members on the roster, with approximately 30 persons actively involved in the exercises and training. Quarterly meetings are scheduled for the calendar year and/or an exercise or training segments are offered at each meeting. Throughout the year the assistance of OC CERT Members is requested for various events. Some of these activities have included: Mayor’s Open House on New Year’s Day at City Hall; Springfest; Sunfest; July 4th Celebrations; Air Show; Dew Tour; and specific Training/Exercises when scheduled, as well as severe weather events. Several Members have attended FEMA training in Emmitsburg, Maryland; Storm Spotter Classes and Points of Distribution (PODS) Training in Sussex County. These Volunteers assist by distributing literature and fielding questions about CERT; delivering water and food to workers during certain events; monitoring the weather; completing reports; and fielding phone calls. Representatives of OC CERT assist when the Town’s Emergency Operations Center is activated and participate in other areas, such as the deployment to Crisfield, Maryland following Hurricane Sandy.

FISCAL IMPACT:

Volunteer Services for the Town of Ocean City

RECOGNIZING THE COMMUNITY EMERGENCY RESPONSE TEAM (CERT) VOLUNTEERS – SEPTEMBER 2013 the Community Emergency Response Team (CERT) Program educates people about disaster preparedness for hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations, and; WHEREAS, using the training learned in the classroom and during exercises, CERT members can assist others in their neighborhood or workplace following an event when professional responders are not immediately available to help, and; WHEREAS, CERT members are also encouraged to support emergency response agencies by taking a more active role in emergency preparedness projects in their community, and; WHEREAS, through training, CERT volunteers can manage utilities and put out small fires; treat life threatening emergencies; provide basic medical aid; search for and rescue victims safely; and organize themselves and spontaneous volunteers to be effective, and; WHEREAS, CERT is about readiness, people helping people, rescuer safety, and doing the greatest good for the greatest number. CERT is a positive and realistic approach to emergency and disaster situations where volunteers will be initially on their own and their actions can make a difference, and; NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, do hereby recognize COMMUNITY EMERGENCY RESPONSE TEAM VOLUNTEERS and encourage the citizens of the Town of Ocean City, Maryland to show their appreciation and support for the CERT Volunteers whose efforts make this community a better place in which to live. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town of Ocean City, Maryland to be affixed this 3rd day of September in the year of Our Lord two thousand and thirteen.

__________________________________ RICHARD W. MEEHAN Mayor

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 4 – ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL C. Council Standing Committee Draft Agendas for the Week of September 9, 2013

   

Ocean City, Maryland  Police Commission    Meeting Agenda  September 9, 2013 – 10:00 AM  Public Safety Building   
1. 2. 3. 4. 5. 6. 7. 8. Call to Order  Approval of Minutes of the August 12, 2013 Meeting  Chief’s Update on August Crime Stats  Update on Highway Safety and Enforcement   Route 50 Drawbridge / July 4th Update   ECD/Taser Update   Discussion of Taxi Cab Parking on Public Streets  Adjourn

Tourism Commission Meeting   Agenda  3 p.m.  Monday, September 9, 2013  City Hall Community Meeting Room          1) 2014 marketing campaign    2) Updates from organizations               
 

OCEAN CITY, MARYLAND RECREATION & PARKS COMMITTEE Tuesday, September 10, 2013 4:00 P.M. Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of August 13, 2013

3. New Private Special Events (OC Beach Frisbee Classic)

4. Athletic Field Rental Cancellation Procedure

5. Caroline Street Boardwalk Stage Procedure

6. Other Business

7. Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 9-10-2013

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 5. CONSENT AGENDA A. Private Event Approval Request for a Wedding on the Boardwalk – October 19, 2013

TOWN OF

The White Marlin Capital of the
Agenda Item # Council Meeting 5A Sept. 3, 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 Wedding of Brandon Fohl and Ellen Christianson – Ceremony only August 26, 2013 Request approval to hold a wedding on the Boardwalk Ellen Christianson is requesting to have her wedding ceremony, with 150 guests, take place on the south end of the Boardwalk, in front of Harrison’s Harbor Watch, facing the Inlet on Saturday, October 19, 2013 from 5:30-6:30 pm. Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures related to this event. Approve the event. Do not approve the event. Lisa Mitchell, Private Event Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated. 1) 2) 3) 4) October 2013 Calendar Private Event Application Private Event Site Layout Council Meeting Cover Sheet

ISSUE(S): SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

October
Sun Mon Tue 1 Wed 2 Thu 3 PE – Surf Fishing Fri 4 PE – Surf Fishing Sat 5 PE – Surf Fishing PE – Corvettes PE – ESA

6 PE – ESA PE – Offshore Boat Race - TENTATIVE

7

8

9

10 PE – Cruisin’

11 PE – Cruisin’

12 PE – Cruisin’

13 PE – Cruisin’

14

15

16

17

18 PE – Boardwalk Wedding

20 PE – OCtoberfest

21

22

23

24

25

19 PE – ACS Making Strides 5K PE – OC Rally PE – OCtoberfest PE – Boardwalk Wedding – TENTATIVE 26 PE – Seaside 10 PE – OCtoberfest

27 PE – OCtoberfest

28

29

30

31

2013

Ocean City Private Events
Name of Event: Wedding of Brandon Fohl and Ellen Christianson Date of Event: Saturday, October 19, 2013 Date Application Received: June 6, 2013 Date Returned from All Departments: July 22, 2013 Things to Note:        This event would consist of a wedding ceremony for approximately 150 attendees at the end of the Boardwalk facing the Inlet, in front of Harrison’s Harbor Watch. Set-up would be on Saturday, October 19, 2013 beginning at 3 pm. Ceremony would take place from 5:30 pm-6:30 pm. Breakdown would begin directly at the conclusion of the event and be complete by 7:30 pm. Event organizer would like to utilize the benches facing the Inlet at the end of the Boardwalk, and also provide some additional seating behind the benches, not to go past the shark display. Event organizer would like to utilize a PA system. Event organizer requests to be considered non-profit since there will not be any monetary benefits from the event, and have fees associated with the permitting process reduced accordingly. Application Fee Paid: Yes Total Cost to Town: No foreseeable costs

New Event: YES

Comments from Department Representatives:   RISK MANAGEMENT – Insurance certificate must be submitted prior to the event. PUBLIC WORKS, OCPD, REC & PARKS, EMERGENCY SERVICES, TOURISM, OCBP, TRANSPORTATION, OCCC, and FIRE MARSHAL – No comments or concerns.

Date on Council Agenda: September 3, 2013 Event Approved of Denied: Other:

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
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.
Wedding of Brandon Fohl and Ellen Christianson 1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ___Yes______________________________________

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: _10/19/2013__________________ 4. STARTING & ENDING TIMES OF EVENT: __5:30-6:30 pm__________________ 5. PROJECTED SET-UP DATE (S) & TIMES: __10/19 at 3 pm________________ 6. PROJECTED CLEAN-UP DATE (S) & TIMES:_____________________________ ___10/19 done by 7:30 pm_________________________________ 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _____________________________________________
Benches facing the inlet at the end of the boardwalk and area immediately surrounding. We will provide some additional ____ seating behind the benches, not going past the shark display. Wedding reception is at Harrison’s Harborwatch Restaurant.

_____________________________________________________________________ 8. APPLICANT’S NAME: __Ellen Christianson and Brandon Fohl

_______________________ 9. ORGANIZATION REPRESENTING: __N/A _________________

_____________________________________________________________________ 10. MAILING ADDRESS: ___2830 Willgwaas Lane, Virginia Beach, VA 23451______ _____________________________________________________________________ 11. WORK PHONE: _757-552-1091__ HOME PHONE: _443-848-7561_______ FAX: _n/a__________ EMAIL: echristianson623@gmail.com 12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS. DOCUMENTATION? WHY? 13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: _________________________________ 14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10: _____________________________________________________________________ 15. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN HAVE YOU SUBMITTED SUCH

______No______________________________ IF NOT,

QUESTION 11: HOME: ____________________WORK: _________________ FAX: ____________________________ CELL: __________________________

Page 2 of 8

E-MAIL

ADDRESS:

____________________________________________

OTHER: _____________________________________________________________ 16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ wedding ceremony with approx. 150 guests. Please attach additional pages to the back of this application 17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________ _N/A_____________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? _No_________________ IF SO, WHERE? __________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process, etc.): ___this will be extremely minimal – some monro decorations to the benches such as flowers or ribbons, etc. 20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.?

IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _speakers for processional and recessional music, officiant will most likely be mic’ed. tents.____________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: _minor signage to direct guests, abiding by any regulations of the City or Harrison’s Harborwatch Restaurant. 22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR No extensive equipment or

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____ ______N/A___________________________________________________________ _____________________________________________________________________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _No_________ IF SO, WHAT TYPE? __________________________________ _____________________________________________________________________ 24. WHAT IS YOUR RAIN POLICY? ____________________________________ _____________________________________________________________________
Move indoors to the reception venue

Page 3 of 8

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?
N/A _____________________________________________________________________

_____________________________________________________________________ _____________________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ________________________________ _N/A________________________________________________________________ _____________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): __No product sampling
None

_____________________________________________________________________ _____________________________________________________________________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ___no ______ IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ _____________________________________________________________________ ______________________________________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ ____________________________________________________________________ 31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? __No_____________
Please forward a copy of the approved “One Day Raffle Permit” to the Private Events Coordinator.

no 32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private Events Coordinator.

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

Page 4 of 8

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 “State of Maryland Fire Marshal Fireworks Permit” to the Private Events Coordinator.

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

No

37. EXPECTED NUMBER OF PARTICIPANTS: __150 _____________________ 38. EXPECTED NUMBER OF SPECTATORS: ________________________________ 39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? _No__________WHO DID YOU CONTACT? _____________________________________________________________________ _____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): _____none, other than the use of the benches for seating for our guests. _____________________________________________________________________ 41. 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

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: ______________________ Page 5 of 8

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 44. 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.): ___ _____________________________________

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

_Although we do not meet the requirments for applying as a non-profit organization, this is a wedding and therefore not a for-profit event. We request to be treated as a non-profit and have the fees associated with this permit reduced accordingly. Thank youyou’re your consideration.

_____________________________________________________________________ ____________________________________________________________________ 46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS, COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION? YES_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.
6/3/2013 Signature on file APPLICANT’S SIGNATURE___________________________DATE_______________ Signature on file 6/3/2013

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 6/3/2013 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.
6/3/2013 Signature on file 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 6/3/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

Page 8 of 8

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 5. CONSENT AGENDA B. 3-Year Private Event Approval Request for Wine on the Beach – October 2-3, 2015

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 5B Sept. 3, 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 Wine on the Beach 2015 approval August 27, 2013 Request to approve Wine on the Beach for October 2 & 3, 2015. This is an annual wine festival consisting of one (1) ounce wine tasting samples, arts and crafts, food sales, wine by the glass and bottle sales, micro-brew beer sales and live entertainment. The applicant has met all the criteria to continue receiving a 3-year event approval.

ISSUE(S): SUMMARY:

FISCAL IMPACT:

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. 1) October 2015 Calendar 2) Site Layout 3) Cover Sheet

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

October
Sun Mon Tue Wed 1 Thu 2 Fri 3 Sat

PE – Surf Fishing

PE – Surf Fishing PE – Winefest TENTATIVE

PE – Surf Fishing PE – Winefest TENTATIVE

4

5

6

7

8

9

10

PE – Endless Summer Cruisin

PE – Endless Summer Cruisin

PE – Endless Summer Cruisin

11

12

13

14

15

16

17

PE – Endless Summer Cruisin

PE – Corvette Weekend

18

19

20

21

22

23

24

25

26

27

28

29

30

31

PE – Seaside 10 TENTATIVE

2015

Ocean City Private Events 3-Year Approval
Name of Event: Wine on the Beach Date of Event: Requesting event approval for October 2 & 3, 2015 Cost to the Town of Ocean City to support this event: Minimal

Things to Note:     Chris Nokes for the Mid Atlantic Wine Festival requests council approve this event for the dates of October 2 & 3, 2015. This event is an annual wine festival consisting of one (1) ounce wine tasting samples, arts and crafts, food sales, wine by the glass and bottle sales, micro-brew beer sales and live entertainment. There have been no changes, additions or omissions requested from previous years. This event will remain the same as previously held Wine on the Beach events. Therefore, it continues to meet the criteria to be allowed a 3-year event approval. All appropriate documents have been supplied and fees have been invoiced.

Comments from Department Representatives:   OCPD – This coordinator makes application through our secondary employment policy, requesting police presence and therefore no tasks necessary at this time other than to notify the appropriate shifts of the event and have officers monitor the event from the shift level. FIRE MARSHAL – Tent permit must be obtained from the Office of the Fire marshal. All food vendors must provide the appropriate fire extinguishers. The Office of the Fire marshal must inspect vendors that are cooking. It is the responsibility of the applicant to schedule the inspections. Fuel sources used for cooking must be submitted for review to the Office of the Fire Marshal. The use of charcoal for cooking is not permitted. RISK MANAGEMENT –Insurance Certificate to be submitted prior to the event. TOURISM – Longstanding fall event that boosts tourism efforts in the shoulder season. REC & PARKS – Any damaged picnic tables should be replaced by the event organizers. BEACH PATROL – Think it’s time to have the organizer change the name of the event. In a recent City Council meeting the issue of alcohol on the beach came up and the Council directed the town PR person to create a public awareness campaign to let people know that it is against the law to have alcohol on the beach. Having a sponsored event that is called “Wine on the Beach” sends the wrong message. PUBLIC WORKS, OCCC, EMERGENCY SERVICES and TRANSPORTATION – No comments or concerns.

   

Date on Council Agenda: September 3, 2013 Council Ruling: ________________________________________________

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
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.
Wine on the beach 1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? __No______________________________________

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3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR 3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES FOR THE NEXT 3-YEARS: 9/27-28/13, 9/26-27/14, 10/2-3/15___________ 4. STARTING & ENDING TIMES OF EVENT: _11am-7pm_____________________ 5. PROJECTED SET-UP DATE (S) & TIMES: __Thursday_____________________ 6. PROJECTED CLEAN-UP DATE (S) & TIMES:_Sunday______________________ _____________________________________________________________________ 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _Inlet Parking Lot_________________________ _____________________________________________________________________ _____________________________________________________________________ 8. APPLICANT’S NAME: _Chris Nokes____________________________________ 9. ORGANIZATION REPRESENTING: _Mid Atlantic Wine Festival_______

_____________________________________________________________________ 10. MAILING ADDRESS: _2 Market Space, Annapolis, MD 21401_____________ _____________________________________________________________________ 11. WORK PHONE: 4102803306______ HOME PHONE: 4102633323_________ FAX: 4102633807_____________ EMAIL: _jj.wine@verizon.net_____________ 12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? _N/A_______________________________ IF NOT, WHY? _____________________________________________________________________ 13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: _____________________________________________________________________ 14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10: _____________________________________________________________________ 15. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN

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

OTHER: _____________________________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ Sample Wine Tasting, Arts and Crafts, Food and Beer Sales, Live

Entertainment_________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Please attach additional pages to the back of this application 17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? _on site______ _____________________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? _no_________________ IF SO, WHERE? __________________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process, etc.): _load and unload on site_____________________________________

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

SCAFFOLDING, ETC.?

IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: tented stage in sand. Tents in parking lot. _____________________________________________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: _uniformed city officers____________________________________ ____________________________________________________________________ 22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____ _parking for all vendors

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ ____________________________________________________________________

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23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? ____________ IF SO, WHAT TYPE? __city paramedics

_____________________________________________________________________ 24. WHAT IS YOUR RAIN POLICY? ____________________________________ _____________________________________________________________________ 25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES? Ocean
Rain or shine

City _______________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? portalets with handcap and handwashing station _______________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _food, wineries, arts and crafts, micro brew beer ________________________________________________ _____________________________________________________________________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): _102 wine samples ______________________________________ _____________________________________________________________________ _____________________________________________________________________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? yes___________ IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ _Wine Festival

_____________________________________________________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ _N/A________________________________________________________________ 31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _No______________
Please forward a copy of the approved “One Day Raffle Permit” to the Private Events Coordinator.

Yes 32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private Events Coordinator.

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

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 “State of Maryland Fire Marshal Fireworks Permit” to the Private Events Coordinator.

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES AT YOUR EVENT? _yes_______ IF SO, PLEASE DESCRIBE INTENT (include beverage type, quantities, drink sizes, location, etc.): __________________________ Wine samples, wine by the glass/bottle, beer by the

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

37. EXPECTED NUMBER OF PARTICIPANTS: 75 ___________________________ 38. EXPECTED NUMBER OF SPECTATORS: _6000__________________________ 39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?

_N/A________________________________________________________________ _____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): _See attached. In kind services, marketing and advertising, trash

pickups.______________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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

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

42. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES (LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING
N/A THE PARADE ROUTE: ______________ DESCRIBE: ______________________

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read 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.): _No sponsors _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS
. APPLICATION: ______________________________________________________ Ocean City since 1996, Wine in the Park, Northside Park, 2013

_No_________________________________________________________________ _____________________________________________________________________ 46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS, COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION? YES____ NO__XX_____
An event diagram MUST be included for an event to be considered.

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INSURANCE REQUIREMENT: For the protection of the public and the Mayor and City Council, the applicant 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: ___XX_________INCLUDED WITH APPLICATION ____________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.
7/22/2013 Signature on file APPLICANT’S SIGNATURE___________________________DATE_______________ Signature on file 7/22/2013

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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 7/22/2013 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 7/22/2013 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 7/22/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

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REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013

6. MISCELLEANEOUS REPORTS AND PRESENTATIONS A. Private Event Approval Request for OC Offshore Boat Races – October 6, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 6A Sept. 3, 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 OC Offshore Boat Race August 27, 2013 Request approval of the OC Offshore Boat Race for Sunday, October 6, 2013. This event consists of boat races in the Atlantic Ocean between 4th and 34th Streets. The first race begins at 12:00 pm. The second race starts at 2:00 pm. Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. No staff alternatives suggested. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Beach Patrol. 1) October 2013 Calendar 2) Cover Sheet 3) Application

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

October
Sun Mon Tue 1 Wed 2 Thu 3 PE – Surf Fishing Fri 4 PE – Surf Fishing Sat 5 PE – Surf Fishing PE – Corvettes PE – ESA

6 PE – ESA PE – Offshore Boat Race - TENTATIVE

7

8

9

10 PE – Cruisin’

11 PE – Cruisin’

12 PE – Cruisin’

13 PE – Cruisin’

14

15

16

17

18 PE – Boardwalk Wedding

20 PE – OCtoberfest

21

22

23

24

25

19 PE – ACS Making Strides 5K PE – OC Rally PE – OCtoberfest PE – Boardwalk Wedding – TENTATIVE 26 PE – Seaside 10 PE – OCtoberfest

27 PE – OCtoberfest

28

29

30

31

2013

Ocean City Private Events
Name of Event: Ocean City Offshore Boat Race Date of Event: Sunday, October 6, 2013 Date Application Received: July 2, 2013 Date Returned from All Departments: August 13, 2013 Things to Note:     This event would consist of boat races in the Atlantic Ocean between 4th and 34th Streets. The first race would start at 12:00 pm. The 2nd race would begin at 2:00 pm. Set-up would take place on the day of the event, beginning at 10:00 am. The event would clean up immediately following the event and be complete by 9:00 pm. Application Fee Paid: Yes Total Cost to Town: $198.00

New Event: YES

Comments from Department Representatives:    Public Works – Nothing is being requested from the division. However, we have, in the past, placed signs on the beach accesses informing the public about the event. Risk – Insurance certificate must be submitted prior to the event. Beach Patrol – Will assist with crowd control. Will need two (2) extra SRTs on jet skis. Total cost for support is about $198.00. Request event organizer pays this. Also, there are 55 openings in the sea wall and dune crossings on the streets where the event wishes to take place. Need signs to inform the public about the event. OCBP has 12 signs, so need 43 more. Request the event organizers provide the signs and the town will place and take down. Tourism – If approved, request information to share on tourism website events calendar. Fire Marshal, OCPD, Rec & Parks, Emergency Services, Transportation, OCCC – No comments or concerns.

 

Date on Council Agenda: September 3, 2013 Event Approved of Denied: Other:

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
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.
Ocean City Offshore Boat Races 1. TITLE OF EVENT: ____________________________________________________

2. IS THIS A NEW EVENT? Yes ______________________________________________ 3. DATE(S) OF EVENT ___October 6, 2013__________________________________
12 noon-4 pm 4. STARTING & ENDING TIMES OF EVENT: _______________________________

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5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________
Oct. 4, 2013 – 10 am _____________________________________________________________________

6. PROJECTED CLEAN-UP DATE (S) & TIMES: ______________________________ ______________________________________________________________________ Oct. 6, 2013 – 9 pm 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _____________________________________________ _____________________________________________________________________ _____________________________________________________________________ Option # 1 South ½ of inlet parking lot *if no charge* Option #2 94th Street Mall Parking Lot _____________________________________________________________________ Option #3 West OC Public Landing Boat Ramp _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
Ed Smith 8. APPLICANT’S NAME: ________________________________________________

9. ORGANIZATION REPRESENTING: _____________________________________ _____________________________________________________________________ OPA Racing Organization _____________________________________________________________________ 10. MAILING ADDRESS: _________________________________________________ 799 Route 70, Brick, NJ 08723 _____________________________________________________________________
908-910-8025 11. WORK PHONE #_____________________HOME PHONE #__________________ FAX:____________________________EMAIL: __smittymarine@aol.com____

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS: _____________________________________ __________________________________N/A_______________________________ _____________________________________________________________________ 13. ON-SITE EVENT COORDINATOR: ______________________________________ 14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________ 12507 Sunset Ave., #8, Ocean City, MD 21842 _____________________________________________________________________ _____________________________________________________________________ 15. COORDINATOR’S CONTACT NUMBERS: 410-289-8707 410-213-2555 HOME: ___________________________WORK: ________________________ FAX:_____________________________CELL: __________________________ 410-213-2594 443-783-1298 philhouck@bullonthebeachoc.com E-MAIL ADDRESS: ________________________________________________ OTHER: __________________________________________________________
Phil Houck

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________ _____________________________________________________________________ Boat races taking place on the Atlantic Ocean between 4th and 34th Streets. The 1st race _____________________________________________________________________ will start at 12 noon and the second at 2 pm on October 6, 2013 _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
*if more space is needed, please attach additional pages to the back of this application

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________ ____________________________________________________________________ Crab Alley Rest. West OC ____________________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU SO, WHERE? ________________________ REQUIRE SUCH ACCESS? ______IF No ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process, etc.): _______________________________________________________________ The race boats will craned into and out of the water at the Public Boat Ramp in West ____________________________________________________________________ OC. Other boats will use the ramp as necessary. ____________________________________________________________________ ____________________________________________________________________ 20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS, SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED DIAGRAM AND DESCRIBE HERE: _____________________________________ ____________________________________________________________________ NONE ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: ___________________________________________________________ ____________________________________________________________________ USCG and OCBP ____________________________________________________________________ ____________________________________________________________________

Page 3 of 7

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR CONSIDERATIONS (Be aware that additional charges may be assessed.): ____________________________________________________________________ Parking of boats and equipment at location chosen option #1,2 or 3 per #7 _______________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____ IF SO, WHAT TYPE? _________________________________________________ ___________________________________________________________________ __________OPA Racing will be providing all necessary medical personnel on the race course. ________________________________________ ____________________________________________________________________ 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? ____________________________________________________________________ as needed depending on location ______________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ___________________________________ ____________________________________________________________________ Porta pots will be set up in the public boat ramp ____________________________________________________________________ As needed depending on set up location ____________________________________________________________________ ____________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________ ____________________________________________________________________ None ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): ______________________________________________________ ____________________________________________________________________ N/A ____________________________________________________________________ ____________________________________________________________________

Page 4 of 7

____________________________________________________________________ ____________________________________________________________________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES, _____ CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _N/A IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ ____________________________________________________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ ____________________________________________________________________ Trophies for 1st, 2nd and 3rd place ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
No 31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________
Please forward a copy of the approved “One Day Raffle Permit,” to the Private Events Coordinator.

N/A 32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit,” from the Office of the Fire Marshal to the Private Events Coordinator.

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

N/A 34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________
Please forward a copy of the approved “Bonfire Permit,” to the Private Events Coordinator.

N/A 35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________
Please forward a copy of the approved “State of Maryland Fire Marshal Fireworks Permit,” to the Private Events Coordinator.

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

40 race boats 37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________ 5-10 thousand

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38. EXPECTED NUMBER OF SPECTATORS: ________________________________

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? _____No______WHO DID YOU CONTACT? _________ ____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): ____________________________________________________________________ ____________________________________________________________________ OCBP and EMTs from the OC Fire Dept. ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY N/A OBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY TO THE BACK OF THIS APPLICATION.
Please forward a copy of the approved “MDOT Highway Permit” to the Private Events Coordinator 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: __________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ ____________________________________________________________________ 8 – 10 boats races per year from MD, Michigan, NY, NJ, Florida, Alabama and Canada ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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44. 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.): _____________________________________________________ ____________________________________________________________________ ____________________________________________________________________ Bull on the Beach and Crab Alley ____________________________________________________________________ 45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT 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 diagram MUST be included for an event to be considered.

INSURANCE REQUIREMENT: For the protection of the public and the Mayor and City Council, the applicant must 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 insureds, with the address on the certificate listed as 301 Baltimore Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the addition of the Mayor and City Council as additional insured, is also to be provided. The certificate of insurance and the addendum shall be furnished to the Private Events Coordinator, no later than 30-days before the private event. 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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REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013

6. MISCELLEANEOUS REPORTS AND PRESENTATIONS B. Private Event Approval Request for Wicomico Street Winter Festival – November 9, 2013

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 6B Sept. 3, 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 Wicomico Street Winter Festival August 27, 2013 Request approval of the Wicomico Street Winter Festival for Saturday, November 9, 2013. The festival will consist of a billiards March madness style tournament, outdoor games, possible food sales, cover charge, music and silent auction. All proceeds would go to “Donate to Decorate.” Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. No staff alternatives suggested. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated. 1) 2) 3) 4) November 2013 Calendar Cover Sheet Application Site Layout

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

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2013

Ocean City Private Events
Name of Event: Wicomico Street Winter Festival Date of Event: November 9, 2013 Date Application Received: June 6, 2013 Date Returned from All Departments: July 25, 2013 Things to Note:            This event would consist of a billiards March madness style tournament, outdoor games such as corn hole, possible food sales, cover charge and a silent auction. The event would set up on the day of the event, beginning at noon. The event would take place from 4:00 pm until 8:00 pm. The event would clean up immediately following the event and be complete by 11:00 pm. The event organizers would collect and dispose of all solid waste. The event would take place on Wicomico Street between Baltimore Avenue and the Boardwalk. Sponsors of the event would be Cork Bar, Pour House, Bearded Clam, Dough Roller, OCDC and the Downtown Association. All proceeds made would go to the Downtown Association’s “Donate to Decorate.” The event organizers would hold a raffle. The event organizers would set up tents. The event would not sell alcoholic beverages, but the organizers request permission for people who purchase alcoholic beverage in the sponsoring establishments be able to walk around the festival with the drinks in hand. Expected number of people: up to 150. Application Fee Paid: Yes Total Cost to Town: No foreseeable costs

New Event: YES

  Comments from Department Representatives:     

Public Works – Will post Wicomico Street and Boardwalk “No Parking” for event. Will also provide fencing, gates, trashcans, and trash bags. Fire Marshal – Place all physical barriers in the parking spaces, to permit emergency vehicles to get through in case of an emergency. Tent permits must be obtained from the Office of the Fire Marshal. Emergency vehicle access must be maintained for the entire length of Wicomico Street. Risk – Insurance certificate must be submitted prior to the event. Tourism – Welcomes the additional activities and events in the winter season. Beach Patrol, OCPD, Rec & Parks, Emergency Services, Transportation, OCCC – No comments or concerns.

Date on Council Agenda: September 3, 2013 Event Approved of Denied: Other:

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
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.
Wicomico Street Winter Festival 1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ___Yes______________________________________

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: _Nov. 9, 2013___________________ 4. STARTING & ENDING TIMES OF EVENT: __4-8pm__________________ 5. PROJECTED SET-UP DATE (S) & TIMES: __11/9 at noon________________ 6. PROJECTED CLEAN-UP DATE (S) & TIMES:_____________________________ ___11/9 done by 11pm_________________________________ 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _____________________________________________
Wicomico Street____ on the Boardwalk side

_____________________________________________________________________ 8. APPLICANT’S NAME: __Lisa Aydelotte/Kevin Gibbs/Tiffany Phillips

_______________________ 9. ORGANIZATION REPRESENTING: __Downtown Assoc. of OC ________ _____________________________________________________________________ 10. MAILING ADDRESS: ___PO Box 128, OCMD 21842_______

_____________________________________________________________________ 11. WORK PHONE: _410-289-1413__ HOME PHONE: _410-262-5911_______ FAX: ___________ EMAIL: lisalunnparks@yahoo.com 12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS. DOCUMENTATION? WHY? 13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: 14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10: _____________________________________________________________________ 15. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN
3104 Windjammer Ln, OCMD 21842

HAVE YOU SUBMITTED SUCH

______yes______________________________ IF NOT,

QUESTION 11: HOME: ____________________WORK: _________________ FAX: ____________________ CELL: _410-262-5911_________________________ E-MAIL ADDRESS: ____________________________________________

OTHER: ___ocdowntownassociation@verizon.net____________________________

Page 2 of 8

16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ See attached proposed sheet Please attach additional pages to the back of this application 17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________ _Wicomico St. 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? _No_________________ IF SO, WHERE? __________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process, etc.): ___N/A______________________________________________________________ 20. WILL YOU SET UP A JUDGING
No

AREA,

P.A.

SYSTEM,

TENTS,

SCAFFOLDING, ETC.?

IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _____________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: _FoP 22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____ ______N/A___________________________________________________________ ____________________________________________________________________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _No_________ IF SO, WHAT TYPE? __________________________________ _____________________________________________________________________ 24. WHAT IS YOUR RAIN POLICY? ____________________________________ _____________________________________________________________________ 25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?
N/A _____________________________________________________________________ No rain date

_____________________________________________________________________ _____________________________________________________________________

Page 3 of 8

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ________________________________ _Cork Bar, Pour House, Bearded Clam

_____________________________________________________________________ ________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________
t-shirts and baked goods. _____________________________________________________________________

_____________________________________________________________________ _____________________________________________________________________ 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? ___yes_______ IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ donate to Decorate

_____________________________________________________________________ ______________________________________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________
t-shirt and cash purse

____________________________________________________________________ 31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? __yes_____________
Please forward a copy of the approved “One Day Raffle Permit” to the Private Events Coordinator.

Yes 32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private Events Coordinator.

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

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.

Page 4 of 8

No 35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________
Please forward a copy of the approved “State of Maryland Fire Marshal Fireworks Permit” to the Private Events Coordinator.

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include beverage type, quantities, drink sizes, location, etc.): __________________________ _sold in bars on Wicomico St. Would like to have the permission to walk around festival with drinks after purchased in bar.
yes

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

37. EXPECTED NUMBER OF PARTICIPANTS: __20 _____________________
100-150 38. EXPECTED NUMBER OF SPECTATORS: ________________________________

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? _No__________WHO DID YOU CONTACT? _____________________________________________________________________ _____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): _____electric, gates, trash bags. _____________________________________________________________________ 41. 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

42. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES (LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING

Page 5 of 8

THE PARADE ROUTE: ______________ DESCRIBE: ______________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read 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.): ___Dough Roller, OCDC and Downtown Assoc.
New event N/A

_____________________________________

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

__________________please

see

attached.

_____________________________________________________________________ ___________________________________________________ 46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS, COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION? YES_XX___ NO_ _____
An event diagram MUST be included for an event to be considered.

INSURANCE REQUIREMENT: For the protection of the public and the Mayor and City Council, the applicant 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, Page 6 of 8

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 ____________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.
6/6/13 Signature on file APPLICANT’S SIGNATURE___________________________DATE_______________ Signature on file 6/6/13

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.

Page 7 of 8

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 6/6/13 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 6/6/13 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 6/6/13 APPLICANT’S SIGNATURE___________________________DATE_______________

Page 8 of 8

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013

6. MISCELLEANEOUS REPORTS AND PRESENTATIONS C. 3-Year Private Event Approval Request for 2016 Atlantic General Hospital Penguin Swim and Addendum to the 2014 Event

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 6C Sept. 3, 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 Atlantic General Hospital’s Penguin Swim 3-year event continuation & addendum August 26, 2013 Request continuation of the 3-year event approval for 2016 and approval for an addendum to 2014. The Atlantic General Hospital’s (AGH) Penguin Swim is an annual event held on January 1 of each year. Participants “swim” in the ocean to raise money for AGH. They are requesting approval for the 2016 event. AGH is also requesting approval for an addendum to allow a miniature trick pony on the beach as entertainment before the swim at the 2014 event.

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

The event itself provides potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve the event for 2016 and approve the addendum for 2014 Do not approve. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Beach Patrol, OCPD, Public Works and EMS. 1) January 2014 Calendar 2) Application Addendum

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

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

PE - Penguin Swim

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2014

Ocean City Private Events 3-Year Approval
Name of Event: Penguin Swim Date of Event: Requesting event approval for January 1, 2016 Cost to the Town of Ocean City to support this event: $1,436.00

Things to Note:    Laura Stearns, for the Atlantic General Hospital Foundation, would like to continue the 3-year event approval, and requests Council approve the Penguin Swim for January 1, 2016. All appropriate documents have been supplied and fees paid. New for this year, the applicant is requesting permission to have a miniature trick pony as entertainment on the beach, before the swim takes place. The pony comes with a handler and will be in one designated area of the beach.

Comments from Department Representatives:     OCPD – Will detail at least 4 officers for traffic direction, pedestrian control and ordinance violations. Total cost to the department is $400.00. Public Works – Will hang banners, clean beach and crosswalks, place trash containers on beach, and install alcohol restriction signs as required. Estimated cost to the department is $1,036.00. Also, the applicant must be responsible for cleaning up after the pony. Risk – Insurance Certificate to be submitted prior to the event. OCBP – Many participants have been drinking prior to the event. Concern that the cold water and/or the intoxication may lead to a distressed swimmer. We just need to be aware. This is a good event and the Beach Patrol will be at the event to both monitor and participate, as we have since 2001. The past few years the OCFD Dive Team has also been at the event. The applicant must ensure the pony is cleaned up after. Fire Marshal – Will provide an on-duty medic unit, if available. Rec. & Parks – No pony rides to be given to the public. Transportation, Emergency Services, OCCC, Tourism – No comments.

  

Date on Council Agenda: September 3, 2013 Council Ruling: ________________________________________________ Applicant Notified of Meeting Results: _____________________________

REQUEST FOR AN ADDENDUM TO A PRIVATE EVENT
Town Of Ocean City, Maryland
NON-REFUNDABLE FEE: For-Profit Promoters - $50.00 Non-Profit Organizations - $25.00 Private Events Coordinator Town of Ocean City, Recreation & Parks 200 125th Street, Ocean City, Maryland 21842 LMitchell@OceanCityMD.gov

RETURN ADDENDUM TO:

This is a request for a change to either a Private Event Application that has already been submitted to the Private Events Coordinator, or for an already approved private event. No guarantee is made or implied by the acceptance of the request and fee. Also, changes will not be considered within 30-days prior to the event. This request must be completed and forwarded to the Private Events Coordinator for City Council consideration.

1. TITLE OF EVENT:____Atlantic General Hospital Penguin Swim__________ 2. APPROVED BY COUNCIL?_Yes approval to 2014, approved in 2012 3. SUMARY OF EVENT:_5Participants gather for registration at Princess Royale Hotel at 11:30 am and enter the ocean at 1:00 pm for the “swim.” Brief awards ceremony after. 4. REQUESTED CHANGES TO EVENT: Have a new event sponsor, Holly Ridge Farm, who will provide a miniature trick pony as entertainment before the swim. He comes with a handler and will be in a designated area of the beach. 5. APPLICANT’S NAME AND ORGANIZATION REPRESENTING: _______________ Laura Sterna, Atlantic General Hospital Foundation 6. MAILING ADDRESS: _10320 Old Ocean City Blvd., Berlin, MD 21811 7. WORK PHONE: ____________________ CELL PHONE: _443-880-8858__________ 410-641-9671 8. E-MAIL: _Lstearns@atlanticgeneral.org IF SO, DATE APPROVED: __ 3-year event

APPLICANT’S SIGNATURE: __Signature on file_________________ DATE_6/6/2013 Created October 15, 2012

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For-Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
Private Events Coordinator Town of OceanCity 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 should be completed and forwarded to the Ocean City Special Events Department at least 90 days prior to the requested event. If the 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 “Special Event Application Guidelines.” All questions on the application must be fully answered. “Same as last year” or similar comments are not acceptableresponses. 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. 1. TITLE OF EVENT: ____________________________________________________ 20th Annual Atlantic General Hospital Penguin Swim No 2. IS THIS A NEW EVENT? ______________________________________________ 3. DATE(S) OF EVENT: Wednesday, January 1, 2014

Page 1 of 9

11:30am – 2:00pm 4. STARTING & ENDING TIMES OF EVENT: _______________________________ 5. PROJECTED SET-UP DATE (S) & TIMES: Jan. 1, 2014 - 8:30am-11:30am

6. PROJECTED CLEAN-UP DATE (S) & TIMES: Jan. 1, 2014 - 2:00pm-3:00pm ______________________________________________________________________ 7. LOCATION (Describe area in which event shall be contained; be specific as to how much area will be used, etc.): _____________________________________________ _____________________________________________________________________ Princess Royale Oceanfront Hotel, 91st Street& Coastal Highway, Ocean City, MD21841 __Approximately 500 yards of beach located in front (beachfront) of Princess Royale __ to ocean___________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Laura Stearns 8. APPLICANT’S NAME: ________________________________________________
.

Atlantic General Hospital Foundation 9. ORGANIZATION REPRESENTING: _____________________________________ _____________________________________________________________________ _____________________________________________________________________ 10. MAILING ADDRESS: _________________________________________________ 9733 Healthway Drive, Berlin, MD 21811 _____________________________________________________________________
410-641-9671 11. WORK PHONE #_____________________HOME PHONE #__________________ FAX: _410-641-0954____________ E-MAIL: lstearns@atlanticgeneral.org

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS: ____________________________________ See attached letter. ___________________________________________________________________ __________ __________________________ Laura Stearns 13. ON-SITE EVENT COORDINATOR: ______________________________________ 14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________ _____________________________________________________________________ AGH Foundation, 9733 Healthway Drive, Berlin, MD21811 _____________________________________________________________________ 15. COORDINATOR’S CONTACT NUMBERS: 410-641-9671 HOME: ___________________________WORK: ________________________ FAX:____410-641-0954______________CELL: _____443-880-8858__________ E-MAIL ADDRESS: ________________________________________________ lstearns@atlanticgeneral.org OTHER: __________________________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________ _____________________________________________________________________ From 11:30am to 1:00pm participants gather in the Princess Royale Oceanfront Hotel for _____________________________________________________________________ registration where they turn in donations solicited on behalf of AGH and where they _____________________________________________________________________ _____________________________________________________________________ collect their incentive prizes. Participants proceed to designated beach area for 1:00pm “swim”. _____________________________________________________________________ _____________________________________________________________________ Participants enter ocean and proceed directly back into the Princess Royale atrium. _____________________________________________________________________ Volunteers direct activity and ensure prompt exit from the water _____________________________________________________________________ Brief awards ceremony will follow in the Princess Royale atrium _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
*if more space is needed, please attach additional pages to the back of this application

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________ ____________________________________________________________________ Princess Royale Oceanfront Hotel atrium (2nd floor, beach access) ____________________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________ No ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process, etc.): _______________________________________________________________ All loading and unloading of supplies and equipment will take place at Princess Royale ____________________________________________________________________ Oceanfront Hotel; supplies consist of signage, fundraising incentives, and sale items. ____________________________________________________________________ ____________________________________________________________________ 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 beach area will be pre-posted by volunteers directly prior to the event EMPLOY: Designated ___________________________________________________________ and removed directly after the event. Signage will be posted and volunteers will ____________________________________________________________________ participants that alcohol and glass containers are strictly prohibited on the beach. ____________________________________________________________________ Will work with OCPD to ensure policy is upheld. ____________________________________________________________________ Page 3 of 9

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR CONSIDERATIONS (Be aware that additional charges may be assessed.): ____________________________________________________________________ ____________________________________________________________________ Please notify OCPD of event to ensure adequate traffic control – auto and pedestrian ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____ IF SO, WHAT TYPE? _________________________________________________ Volunteer ambulance and EMS personnel will be requested to be on standby at event ___________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
Rain or shine event 24. WHAT IS YOUR RAIN POLICY? _______________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES? ____________________________________________________________________ AGH volunteers will collect and dispose of all trash ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ___________________________________ Facilities will be available in the Princess Royale Oceanfront Hotel Atrium ___________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________ N/A ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & N/A QUANTITIES): ______________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES, CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? __Yes________ IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ ___Atlantic General Hospital Foundation_______________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ 1st, 2nd, &3rd place prizes for Top Team and Individual Fundraisers for the over and under the age of 18 category ____________________________________________________________________ Oldest and Youngest Swimmer recognition and Best Costume Contest ____________________________________________________________________ Fundraising incentives given to all participants who raise $25 or more (tee shirts, sweat ____________________________________________________________________ shirts, hats, etc.) ____________________________________________________________________
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.

No 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 YOUR EVENT? __No_____________
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.

700-1000 37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________ 200-400 38. EXPECTED NUMBER OF SPECTATORS: ________________________________

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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? ___Yes______WHO DID YOU CONTACT? _________ Carrie Baker @ Princess Royale Oceanfront Hotel ____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is required for each major end-item borrowed from the Town of Ocean City): _______None_________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY OBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY N/A 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: ___N/A_________DESCRIBE: __________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ Princess Royale Oceanfront Hotel – January 1, 2007 thru 2013 ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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44. 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.): Princess Royale Oceanfront Hotel ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ 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. IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______ X
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, general liability insurance coverage, which shall include coverage for personal injury in the amount of one million dollars ($1,000,000) single limit. Said insurance coverage shall name the Mayor and City Council as additional insureds, with the address on the certificate listed as 301 Baltimore Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the addition of the Mayor and City Council as additional insured, is also to be provided. The certificate of insurance and the addendum shall be furnished to the Private Events Coordinator, no later than 30 days before the private event. INSURANCE CERTIFICATE AND ADDENDUM: _____X____INCLUDED WITH APPLICATION __________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY (30) DAYS PRIOR TO THE EVENT

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PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE: The applicant must comply with all provisions of the Town’s agreement with the Pepsi Cola Company of Salisbury as it pertains to the distribution or sales of beverages by the applicant on Town property. The applicant agrees to sell, dispense or serve only Pepsi Cola beverages on Town premises for the duration of the permitted use. The applicant is expressly prohibited from using the beverages of other suppliers, said beverages to include soft drinks, juices, sport drinks and bottled waters. The permitted beverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, Lipton Brisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and other products which Pepsi Cola may provide. I have read this disclosure and agree that I will comply with its provisions. APPLICANT’S SIGNATURE____________________________DATE_____________

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE The applicant agrees to comply with the provisions of all applicable ordinances of the Town of Ocean City. Specifically all permitted uses on or within 75 feet of the Boardwalk are required to comply with the provisions of chapter 62 of the Code which expressly prohibits the public sale, rental or exchange for a donation of any goods, wares, merchandise, foodstuffs, refreshments or other commodities or services. I have read this disclosure and will comply with all provisions of the local ordinances including Chapter 62 of the Town Code. APPLICANT’S SIGNATURE___________________________DATE______________

HOLD HARMLESS CLAUSE: Permitted (organization/applicant) shall assume all risks incident to or in connection with the permitted activity and shall be solely responsible for damage or injury, of whatever kind or nature, to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of 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, 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. APPLICANT’S SIGNATURE___________________________DATE______________

Page 8 of 9

MANDATED CHANGES/CANCELLATION Applicant understands that any event or event date can be changed or canceled at the direction of the Mayor and City Council if the approved event interferes with Public Works project(s) or any other necessary governmental function. Such action may be directed at any time. APPLICANT’S SIGNATURE___________________________DATE______________

PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT The applicant for a private event permit 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. APPLICANT’S SIGNATURE___________________________DATE______________

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REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 6. MISCELLEANEOUS REPORTS AND PRESENTATIONS D. Private Event Approval Request for OC Half Marathon and 5K – March 9, 2014

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 6D Sept. 3, 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 Ocean City Beach to Boardwalk Half Marathon & 5K August 14, 2013 Request approval of the Half Marathon and 5K Dean Reinke, for the USRA Half Marathon Series, requests approval of the Half Marathon and 5K Races, to take place on Sunday, March 9, 2014. The Half Marathon will take place on the Boardwalk, Baltimore Avenue, Coastal Highway and the beach (please refer to the attached course). The 5K would take place completely on the Boardwalk and concrete pad.

ISSUE(S): SUMMARY:

FISCAL IMPACT:

Potential positive economic impact from lodging, food and beverage, recreation and other incidental expenditures. Approve as presented. No staff alternatives suggested. Lisa Mitchell, Private Events Coordinator All appropriate departmental staff has reviewed, and the event has been coordinated with Public Works and the Police Department. 1) 2) 3) 4) 5) March 2014 Calendar Cover Sheet Application Date Change Addendum Course Map

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

March
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PE - OC Half Marathon TENTATIVE

PE - St. Patrick’s Day Parade PE – Shenanigan’s 5K - TENTATIVE
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2014

Ocean City Private Events
Name of Event: Ocean City beach to Boardwalk Half Marathon and 5K Date of Event: Sunday, March 9, 2013 Date Application Received: February 7, 2013 Date Returned from All Departments: Things to Note:    This event would be twofold. First, there would be a ½ marathon that would take place on the Boardwalk, Baltimore Avenue, Coastal Highway, the beach, Inlet Lot, Pier and concrete pad. Second, there would be a 5K race that would take place on the Boardwalk and concrete pad only. The applicant requests the Town of Ocean City is a sponsor of the event, and waive all fees. The applicant is not requesting anything from the Town of Ocean City. August 26, 2013 Application Fee Paid: No Total Cost to Town: $4,450.32

New Event: YES

Comments from Department Representatives:      Public Works – Total cost to support this event is estimated at $3,526.32. Fire Marshal – Will provide an on-duty EMS crew that will be available for 911 calls. Risk – Insurance certificate must be submitted prior to the event. Must receive approval from the State Highway Administration. OCPD – Will provide seven officers for approximately four (4) hours for an estimated cost of $924.00. Beach Patrol, Rec & Parks, Emergency Services, Transportation, Tourism, OCCC – No comments or concerns.

Date on Council Agenda: August 19, 2013 Event Approved of Denied: Date Fees Received: Date Insurance Certificate Received: Date Permit Issued: Other: Amount: Beach Franchise Notified:

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:
$100.00 For Profit Applicants, $25.00 Non-Profit Applicants
RETURN APPLICATION TO:
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.
Ocean City Half Marathon 1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ____Yes______________________________________

Page 1 of 9

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: __ 4. STARTING & ENDING TIMES OF EVENT: __8 am start, noon end 5. PROJECTED SET-UP DATE (S) & TIMES: _ 6. PROJECTED CLEAN-UP DATE (S) & TIMES:__

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

_____________________________________________________________________ _____________________________________________________________________ 8. APPLICANT’S NAME: __Dean Reinke 9. ORGANIZATION REPRESENTING: _USRA Half Marathon Series

_____________________________________________________________________ 10. MAILING ADDRESS: _1531 Dale Ave., Winter Park, FL 32789

_____________________________________________________________________ 11. WORK PHONE: 407-310-6373___ HOME PHONE: ________

FAX: _407-599-0766_________ EMAIL: _dreinkesports@msn.com___________ 12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ____________________________________ IF NOT, WHY? _____________________________________________________________________ 13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT: ____Demo Reinke 14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10: _____________________________________________________________________ 15. COORDINATOR’S CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: _________________ FAX: ____________________________ CELL: __________________________ E-MAIL ADDRESS: usrahalf@gmail.com

OTHER: _____________________________________________________________

Page 2 of 9

16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Please attach additional pages to the back of this application 17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________ _____________________________________________________________________ 18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? __No_______________ IF SO, WHERE? __________________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process, etc.): Will have all supplies in back of UHAUL truck and unload them on course and SIF area_____________________________________________________________ _____________________________________________________________________ 20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,

SCAFFOLDING, ETC.?

IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: Yes _____________________________________________________________________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: _There will be structures around the finish line separating spectators from participants.__________________________________________________________ ____________________________________________________________________ 22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____ _Parking if around the start/finish area

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ ____________________________________________________________________

Page 3 of 9

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? ____________ IF SO, WHAT TYPE? __________________________________ _____________________________________________________________________ 24. WHAT IS YOUR RAIN POLICY? ____________________________________ _____________________________________________________________________ 25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES? _Trash will be picked up and disposed of in a dumpster. Trash will be collected by race personel______________________________________________________________ _____________________________________________________________________ 26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ________________________________ __Toilets will be available all along
Rain or shine, event will happen

course._______________________________________________________________ _____________________________________________________________________ 27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________ _____________________________________________________________________
N/A N/A _____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES & QUANTITIES): _______________________________________________________ Food and refreshments will be provided as part of

race._________________________________________________________________ _____________________________________________________________________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT
Yes

FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ______________
Local non-profit IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________ N/A

_____________________________________________________________________ _____________________________________________________________________ 30. DESCRIBE EVENT PRIZES/AWARDS: Medals to all half marathon finishers. Awards to 1st place in 14 different age groups._________________________ ____________________________________________________________________

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

No 32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved “Tent Permit” from the Office of the Fire Marshal to the Private Events Coordinator.

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

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 “State of Maryland Fire Marshal Fireworks Permit” to the Private Events Coordinator.

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

37. EXPECTED NUMBER OF PARTICIPANTS: ___400________________________
200 38. EXPECTED NUMBER OF SPECTATORS: ________________________________

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?

_____________________________________________________________________ _____________________________________________________________________ 40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING 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): _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

Page 5 of 9

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

OBTAINED TIS PERMIT? __yes______________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

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: ______________________ _Palm Coast, FL Jan 2011-2013, Lake George, NY Apr 2011-2013, Worcester, MA June 2010-2013, Council Bluff, IA May 2009-2012. 60+ events, 15 years since inception of USRA in

2009_________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 44. 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.): ______City of Ocean City _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS
. APPLICATION: ______________________________________________________

_____________________________________________________________________ _____________________________________________________________________

Page 6 of 9

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

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______________ Page 7 of 9
Signature on file 2/5/2013

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 2/5/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE The applicant agrees to comply with the provisions of all applicable ordinances of the Town of Ocean City. Specifically all permitted uses on or within 75 feet of the Boardwalk are required to comply with the provisions of chapter 62 of the Code which expressly prohibits the public sale, rental or exchange for a donation of any goods, wares, merchandise, foodstuffs, refreshments or other commodities or services. I have read this disclosure and will comply with all provisions of the local ordinances including Chapter 62 of the Town Code.
Signature on file 2/5/2013 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 2/5/2013 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.

Page 8 of 9

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 2/5/2013 APPLICANT’S SIGNATURE___________________________DATE_______________

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Ocean City Beach to Boardwalk Half Marathon & 5k

Information Kiosk Start/Finish

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Half Marathon 5k

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REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 9 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR A. First Reading – Ordinance 2013-11 to Repeal Ordinance 2013-10 Regarding Additional Paid Parking

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 9A Sept. 3, 2013

TO: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Emergency ordinance to rescind Ordinance 2013-10 August 28, 2013 Ordinance 2013-11 to rescind Ordinance 2013-10 Ordinance 2013-10 established additional paid parking areas and was passed at second reading on June 3, 2013. At the August 27, 2013 Work Session, the Board of Elections announced that a petition for referendum of Ordinance 2013-10 was successful, and the Mayor and Council voted to proceed with an emergency ordinance to repeal 2013-10.

ISSUE(S): SUMMARY:

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

Revenue reduction estimated at $152,950. Pass as emergency ordinance. Not applicable Not applicable Guy Ayres, City Solicitor 1) Ordinance 2013-11 2) Ordinance 2013-10

r

First Reading Second Reading ORDINANCE 2013 10
AN ORDINANCE ESTABLISHING ADDITIONAL PAY FOR PARKING AREAS IN OCEAN CITY

PURSUANT TO SECTION C 414 45 OF THE
CHARTER OF THE MAYOR AND CITY COUNCIL OF
OCEAN CITY

NOW THEREFORE BE IT ENACTED AND ORDAINED BY THE MAYOR AND CITY COUNCIL OF OCEAN CITY THAT PAY FOR PARKING BE ESTABLISHED FOR THE FOLLOWING LOCATIONS DURING THE DATES AND TIMES HEREIN SET FORTH AND AT RATES TO BE ESTABLISHED BY
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY
A

On the east side of the driveway between 65 Street and 60 Street on the

Public Safety Building Parking Lot from m 00p until m 5 00a on Monday through 7 Friday except for Holidays and all day Saturday Sunday and Holidays

City Hall Parking Lot from m 00p until m 5 00a on Monday through 7 Friday except for Holidays and all day Saturday Sunday and Holidays On dates of public hearings pay for parking will not be enforced during the time period commencing one hour before through one hour after the public hearing
C

B

From m 00a until Midnight at the following street locations 7
1

The west side of Philadelphia Avenue between North Division

Street and South First Street
2
3

49 Street Ocean block

131S Street from Coastal Highway to Sinepuxent Avenue
146 Street Ocean block

4

AND BE IT FURTHER ENACTED AND ORDAINED THAT PAID PARKING

SHALL BE IN EFFECT FROM THE DATE ON METER OR CALE INSTALLATION

THROUGH THE THIRD SUNDAY IN OCTOBER AND FROM THEREAFTER FROM
LAW OFFICES

THE FIRST SATURDAY IN APRIL OR GOOD FRIDAY WHICHEVER FIRST

AYRES JENKINS GORDY ALMAND P A
SUITE 200 6200 COASTAL HIGHWAY

OCCURS THROUGH THE THIRD SUNDAY OF OCTOBER OF EACH YEAR

INTRODUCED at a meeting of the City Council of Ocean City Maryland held on
May 20 2013

OCEAN CITY MD 21842

ADOPTED AND PASSED AS AMENDED by the required vote of the elected membership of the City Council and approved by the Mayor at its meeting held on June 3
2013
ATTEST

OND Clerk

RICHARD W MEEHAN Mayor

Approved as to form

GUY RtY

I City So

itor

LAW OFFICES

AYRES JENKINS GORDY ALMAND PA
SUITE 200

6200 COASTAL HIGHWAY

OCEAN CITY MD 21842

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 9 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR B. Resolution 2013-16 Declaring Intent to Reimburse Expenditures Incurred with Respect to Certain Projects using Proceeds of Debt to be Issued by the Mayor and Council

TOWN OF

The White Marlin Capital of the World
Agenda Item # Council Meeting 9B Sept. 3, 2013

TO: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Resolution to reimburse expenditures with bond proceeds August 28, 2013 Resolution proceeds 2013-16 to reimburse expenditures with bond

ISSUE(S):

SUMMARY:

This resolution authorizes the reimbursement for expenditures for design of the new Beach Patrol Headquarters and the roof repairs to the Public Safety Building and Service Center from a future bond to be issued in December 2013. At the work session of August 27, the Mayor and Council voted to begin the bidding and award of the projects listed above.

FISCAL IMPACT:

Estimated at $1,036,000 for roofs and building design. Resolution of $4.5 million is total amount of projects approved on August 27, 2013 and issuance costs with exception of $8.3 million for convention center. Reimbursement for convention center project was approved in Resolution No. 2012-11 on September 17, 2012. Approve resolution. Delay projects until after bond sale. Terence McGean, City Engineer Martha Bennett, Finance Administrator Guy Ayres, City Solicitor 1) Resolution 2013-16 2) Draft bond schedule

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENT(S):

DRAFT
TOWN OF OCEAN CITY 2013 CIP AND BOND SALE SCHEDULE
July 2013
S 7 14 21 28 M 1 8 15 22 29 T 2 9 16 23 30 W 3 10 17 24 31 T 4 11 18 25 F 5 12 19 26 S 6 13 20 27 S 4 11 18 25 M 5 12 19 26

August 2013
T 6 13 20 27 W 7 14 21 28 T 1 8 15 22 29 F 2 9 16 23 30 S 3 10 17 24 31

September 2013
S 1 8 15 22 29 M 2 9 16 23 30 T 3 10 17 24 W 4 11 18 25 T 5 12 19 26 F 6 13 20 27 S 7 14 21 28 S 6 13 20 27 M 7 14 21 28

October 2013
T 1 8 15 22 29 W 2 9 16 23 30 T 3 10 17 24 31 F 4 11 18 25 S 5 12 19 26

November 2013
S 3 10 17 24 M 4 11 18 25 T 5 12 19 26 W 6 13 20 27 T 7 14 21 28 F 1 8 15 22 29 S 2 9 16 23 30 S 1 8 15 22 29 M 2 9 16 23 30

December 2013
T 3 10 17 24 31 W 4 11 18 25 T 5 12 19 26 F 6 13 20 27 S 7 14 21 28

Date Thursday, July 11 Monday, July 15 Tuesday, August 13 Tuesday, August 27 Tuesday, September 3 Monday, September 16 Monday, October 14 Friday, November 1 Friday, November 8 Thursday, November 21 Thursday, December 5

Event CIP Meeting Debt affordability presentation Work session: CIP draft to Council for review Work session to discuss bond projects 1st reading bond ordinance 2nd reading bond ordinance POS data sent to Davenport Bond sale advertisement in local paper 2nd ad in paper Bond sale Bond closing

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 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 TUESDAY, SEPTEMBER 3, 2013 11 – COMMENTS FROM THE CITY MANAGER A. Review of tentative work session agenda for September 10, 2013

REGULAR SESSION -MAYOR AND CITY COUNCIL TUESDAY, SEPTEMBER 3, 2013 12 – COMMENTS FROM MAYOR AND CITY COUNCIL

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