June 4 2012 Complete Agenda

 

AGENDA MAYOR AND CITY COUNCIL – REGULAR SESSION MONDAY, JUNE 4, 2012 – 6:00 P.M. 1. CALL TO ORDER 2. PRAYER AND PLEDGE 3. REPORT FROM CITY MANAGER MANAGER ON UPCOMING WORK SESSION 4. APPROVAL OF MINUTES A. Work Session Session dated May 15, 2012 B. Regular Session #10 dated May 21, 2012 5. ITEMS PRESENTED BY THE MAYOR MAYOR AND CITY COUNCIL COUNCIL 6. PRIVATE EVENT PERMIT REQUESTS A. Landshark Fintastic Voyage – Saturday, June 16, 2012 Presented by: Lisa Mitchell, Private Events Coordinator and Matt Riskin, Mosaic Sales Solutions B. DPC Emergency Equipment Hospitality Event – Monday, Monday, June 18, 2012 Presented by: Lisa Mitchell, Private Events Coordinator and Mary Pardee, DPC Emergency Equipment C. 3-Year Approvals – Adding 2014 Date Presented by: Lisa Mitchell, Private Events Coordinator th

1. 12  Annual Surfrider Longboard Team Challenge – Friday-Sunday, June 6-8, 2014 2. Maryland State Bar Association Young Young Lawyers Sun Run – Friday, June 13, 2014 7. PUBLIC HEARINGS 8. UNFINISHED BUSINESS 9. NEW BUSINESS A. Request to Purchase Topcon GPS Mapping Device for Accident Reconstruction Presented by: Lt. Scott Harner, OCPD B. Request Sole Source Purchase of GovNow Software Presented by: Terence McGean, City Engineer

 

10. REPORTS AND RECOMMENDATIONS FROM THE DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT 11. APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS 12. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR A. Second Reading – Ordinance 2012-19 Authorizing the Abandonment of an Existing 20 Foot Wide Alley and Quit Claiming Any Interest Therein in Exchange for a 20 Foot Fee Simple Tract of Land Approximately 80 Feet to the West (pertains to north-south alley th th  between 67  and 68  Street) B. Second Reading – Ordinance 2012-20 to Amend Chapter 30 Entitled Environment (to revise critical area enforcement language per State regulations and to codify current critical area policies regarding redevelopment projects) C. Second Reading – Ordinance 2012-21 to Amend Chapter 30 Entitled Environment (to allow noise permit control number decals to be displayed on a window adjacent to the front door or maintained in a book fashion) 13. ITEMS REFERRED TO AND PRESENTATIONS FROM THE T HE CITY MANAGER A. Upcoming Bid Opening – Solid Waste Vehicles and Wastewater Tractor B. Request to Refinance Airport Improvement Bond of 2005 C. Request to Place Five Picnic Tables on the Caroline Street Street Pad 14. COMMENTS FROM CITIZENS – 5 MINUTE TIME LIMIT 15. COMMENTS FROM THE MAYOR AND CITY COUNCIL

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012 3 – REPORT FROM CITY MANAGER ON UPCOMING WORK SESSION

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012 4 – APPROVAL OF MINUTES A. Work Session dated May 15, 2012 B. Regular Session #10 dated Ma May y 21, 2012

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012 6 – PRIVATE EVENT PERMIT REQUESTS A. Landshark Fintastic Vo Voyage yage – Saturday, June 16 16,, 2012 Presented by: Lisa Mitchell, Private Events Coordinator and Matt Riskin, Mosaic Sales Solutions

 

 

June Sun

Mon

Tue

We Wed d

Thu

Fri

Sat

1

2

PIS – Tennis PE - Marines Pull-up Challenge

4

3

5

PIS – Karaoke & Beach Volleyball PE - Summer of Thanks  – Beach Fireworks

PIS - Karaoke PE - Marines Pull-up Challenge PE - OC Cruzers PE - Summer of Thanks  – Beach Lights

10

11

Air Show PE – Sand Duels PIS – Karaoke PE - Marines Pull-up Challenge PE - OC Cruzers PE - ESA Surf Event PE - Summer of Thanks

PE – National Guard Senior Week Display TENTATIVE  

12

PIS – Karaoke & Beach Volleyball PE - Summer of Thanks  – Beach Fireworks

PE - Raven’s Parade PE - Marines Pull-up Challenge PE – 5-Mile Boardwalk  Run - TENTATIVE  

6

7

8

9

PIS - Basketball

PIS – Dodgeball PE – National Guard Senior Week Display TENTATIVE

PIS – Tennis Marines Pull-up Challenge PE – National Guard Senior Week Display TENTATIVE  

Air Show PE – Sand Duels PE - Marines Pull-up Challenge PE - ESA Surf Event PE – National Guard Senior Week Display TENTATIVE  

13

14

15

16

PIS - Basketball

PIS - Dodgeball

PIS – Tennis

ARTS ALIVE PE - ESA Surf Event Rain Date PE – Landshark Fintastic Voyage TENTATIVE

20

21

 – Beach Lights PE – National Guard Senior Week Display TENTATIVE   17

18

ARTS ALIVE PIS – Karaoke PE - ESA Surf Event Rain Date PE - Summer of Thanks  – Beach Lights 24

19

PIS – Karaoke & Beach Volleyball PE - Summer of Thanks  – Beach Fireworks PE – OC Fools TENTATIVE 25

PE - Beach 5 Sand Soccer PE - Plein-Aire PE - Summer of Thanks  – Beach Lights

26

PE – Firemen’s Parade PE – Ambridge HS Steel Band Performance

27

28

22

23

PE - Plein-Aire

PE - Beach 5 Sand Soccer PE - Plein-Aire

29

30

PE - Summer of Thanks  – Beach Fireworks

2012

 

Ocean City Private Events Name of Event: Landshark Fintastic Voyage

New Event: YES 

Date of Event: Saturday, June 16, 2012 Date Application Received: May 1, 2012

Application Fee Paid: Yes/$100 Plus Late Submission Fee of $100

Date Routed: May 1, 2012 Date Returned from All Departments: May 30, 2012

Total Cost to Town:  $130.00 

Things to Note: • •

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This event is part of an eight (8)-stop tour with Anheuser Busch and the Ocean Conservancy. The event itself would be an integration of sports, sports, socializing and social responsibility. Partnered with the Ocean Conservancy, the event will facilitate facilit ate a beach clean up and spread awareness on how to make the beach a cleaner and safer place. There will be controlled LDA checks at the front entry point for the samplings of Landshark Lager and Margaritaville products. Paddleboarding lessons would be offe offered red right outside the activation point. There will also  be beach games, music and a lounge area. The event area requested is on the beach at 37th Street, in front of the Castle in the Sand Hotel. The size of the area requested is 50’x70’. This area will be closed off with security at the entrance.

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Also requested is the ability to block off the easternmost end of 37 th Street to place a branded vehicle as well as limit the amount of vehicle traffic without restricting access to the beach for guests. The event coordinators request the use of a sound system for announcements and music. While over the course of the day the expected number of participants is 500, there would never be more tthan han 75  people within the area at once. The event coordinators would provide security on-site. In regards to the alcohol sampling, each qualified consumer would be eligible for only one (1) 12-ounce Landshark lager and one (1) 12-ounce Margaritaville sample. The event coordinators will give away t-shirts, hats, sunglasses and board shorts.

Comments from Department Representatives: •

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RISK MANAGEMENT – MANAGEMENT – Insurance certificate must be submitted prior to the event and all participating cars must have current insurance. FIRE MARSHAL – Needs flame spread spread certificates for the canopies. Also, fire lanes on 37th Street must remain open for potential emergency use. OCBP – Is concerned that an event event would feature both an alcohol product product sampling and a water related event. The greatest number of drowning deaths and water related serious accidents are alcohol related. Another point to consider is the paddleboards lessons will require OCBP to close the beach to swimming (paddle boards are against the city ordinance) like we do for all surfing contests. June 16 does not interfere with the Surfing Beach Schedule (63rd  and 143rd  Streets), however, there is already a surfing contest that same day and will require another beach area tto o be closed to swimming (either 48th Street of the Inlet). If the event sets up behind the dune on the Castle in the Sands property, then OCBP would not be concerned about maintaining beach access for our emergency emergency and patrol vehicles. However, OCBP does not think they can set up the area that they are showing in the diagrams in that restricted area. Therefore, if they do set up on the beach they must maintain a “lane” of travel for OCBP vehicles North to South. PUBLIC WORKS – Any footprint on the beach must allow for Public Works’ beach cleaning equipment to pass through the area if needed. needed. As far as trash cans, cans, the usual beach cans in p place lace for the season sshould hould suffice. In th reference to the closing of the easternmost end of 37  Street, PW will post the street for no no parking. Total cost to the department is estimated at $130.00. OCPD – It does not appear as though the event coordinators are requesting any police assistance and therefore no tasks are necessary to support this event. However, with the distribution of alcohol, it would be necessary necessary to oversee the event, especially as it is a first time events. OCPD understands the organizers plan is to limit alcohol sampling. However, any sampling of alcoholic beverages is always a concern for the OCPD, especially coupled with an event that takes place in the water (the two (2) proposed paddle boarding sessions)

 

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REC & PARKS – If the drinking portion is going to be on private property, then sample sample size is not an issue. The

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sample size is much larges than guidelines permit on city property (plus the samples are alcoholic). EMERGENCY SERVICES, TOURISM, TRANSPORTATION, and OCCC – No comments, concerns concerns or costs.

Date on Council Agenda: June 4, 2012

Date Applicant Notified of Meeting:

Event Approved of Denied: Date Fees Received:

Amount:

Date Insurance Certificate Received:

Beach Franchise Notified:

Date Permit Issued: Other:

 

PRIVATE EVENT APPLICATION Town of Ocean City, Maryland

NON-REFUNDABLE  APPLICATION  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 [email protected]

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 to the requested event. If an application 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 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 attention is directed directed to the accompanying information packet, entitled “Private Event Application Guidelines.”

 All  A ll que uest stii ons on the applica licatti on mus ustt be fully answ nswered  red .  “Same as last year” or similar similar comments are not acceptable responses. responses. If a question does not apply, please write “N/A” in that space. The application will be returned if the information information is incomplete. Please type or print the information information clearly. You may attach additional sheets as necessary.

 A non-re non-refun fund dable applicat licati on fee fee must ust accompany this docume ument. nt. $100.00 $10 0.00 F or -P -Prr ofifitt P r omote terr s and and $25 N on-Pr n-P r ofit fi t Org Or ganiz ni zations The minimum fee for City property usage is $150 per day for For-Profit promoters and $25.00 per day for Non-Profit organizations. organizations. For beach use this fee is applied per ocean  block, per day. da y. Races/runs/walks on the beach do not require a per block charge. c harge. Set-up and breakdown days are also subject to this fee assessment. La Land ndsh shar ark k Fint Fintas asti ticc Vo a e 1. TITLE OF EVENT: ____________________________________________________ Part of a 8 sto Tour with Part with Anheuser Anheuser Busch Busch 2. IS THIS A NEW EVENT? Yes______________________________________________ ________________________________ ______________

3. DATE(S) OF EVENT EVENT ___6/16/2012_ 9 AM to 4 PM 4. STARTING & ENDING TIMES OF EVENT: _______________________________ _________________________ ______

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5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________ ________________________ ________ Set u of Perim Perimete eterr wall wall 6 6/8 /8 at at_____________________________________________ ni ht, set setu u , beach beach cleanu cleanu , and activa activatio tion n betwe between en 7 and and 4  ________________________  ____________________________________________________ _________________ 6/9 from 4 to 6:30 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.): _____________________________________________  ____________________________________________________  ________________________ _____________________________________________ _________________  ____________________________________________________  ________________________ _____________________________________________ We are currently looking at having the event e vent within the perimeters of_________________ the Castle in the Sands property located at 3701_____________________________________________  Atlantic Avenue. The footprint is about 50 feet by 70 feet    ________________________  ____________________________________________________ _________________  that will be enclosed off with security at the front.  ____________________________________________________  ________________________ _____________________________________________ _________________  ____________________________________________________  ________________________ _____________________________________________ _________________  ____________________________________________________  ________________________ _____________________________________________ _________________  ____________________________________________________  ________________________ _____________________________________________  _________________  

Matt Riskin 8. APPLICANT’S NAME: ________________________________________________

Mosaic Sales Solutions _________________ 9. ORGANIZATION REPRESENTING: _____________________________________ ____________________  ____________________________________________________  ________________________ _____________________________________________ _________________  ____________________________________________________  ________________________ _____________________________________________ _________________

10. MAILING ADDRESS: _________________________________________________ _____________________________ ____________________ 750 N. N. Orleans, Orleans, Chica o, Il 60654  ____________________________________________________  ________________________ _____________________________________________ _________________ 312-526-3126 847-877-7358 11. WORK PHONE #_____________________HOME PHONE #__________________ FAX:__312-526-3476 EMAIL: [email protected]

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF NON-PROFIT STATUS: _____________________________________ ______________________ _______________  ________________________________________________________  ____________________________ _________________________________________ _____________  ________________________________________________________  ____________________________ _________________________________________ _____________ Lisa Mitchell

13. ON-SITE EVENT COORDINATOR: ______________________________________ 14. ____________________________ OCEAN ADDRESS OF COORDINATOR: ____________________ 200 125thCITY/LOCAL  Street, Ocean City, MD 21842  ______________________________________________________ _________________________________________ _______________  ________________________________________________________  ____________________________ _________________________________________ _____________ 15. COORDINATOR’S CONTACT NUMBERS: 410-250-0125 HOME: ___________________________WORK: ________________________ FAX:_____________________________CELL: __________________________ 410-250-5409 443-235-7329 E-MAIL ADDRESS: ________________________________________________ [email protected] OTHER: __________________________________________________________

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16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________  ________________________________________________________  ____________________________ _________________________________________ _____________ The Landshark Fintastic Tour will be an integration of sport, socializing, and social  ________________________________________________________  ____________________________ _________________________________________ _____________ responsibility.. Partnered with Ocean _________________________________________ responsibility Conservancy, C onservancy, we will be doing a beach clean up and  ________________________________________________________  ____________________________ _____________ spreading awareness on how to make_________________________________________ beach a cleaner and safer place. We______________ will be hosting  _______________________________________________________  ____________________________ controlled LDA checks at the front of our entry point for our samplings of Landshark  ________________________________________________________  ____________________________ _________________________________________ _____________ Lager and Margaritaville products. Paddleboarding lessons will be offered right outside of  ________________________________________________________  ____________________________ _________________________________________ _____________ the activation point.  ________________________________________________________  ____________________________ _________________________________________ _____________  ________________________________________________________  ____________________________ _________________________________________ _____________ The action will be at Fin-Central, F in-Central, a hub of activity and engagement throughout the tour including beach games (bags, etc), Landshark and Margaritaville sample stations, Ocean  ________________________________________________________  ____________________________ _________________________________________ _____________ Conservancy information, paddleboarding sign-ups, music and lounge spaces for relaxing.  ________________________________________________________  ____________________________ _________________________________________ _____________  ________________________________________________________  ____________________________ _________________________________________ _____________  ________________________________________________________  ____________________________ _________________________________________ _____________ 17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________  _______________________________________________________  ___________________________ _____________ The Cast Castle le in the the Sands Sands Pro Pro ert at _________________________________________ 3701 3701 Atla Atlanti nticc Avenue Avenue,, Ocean Ocean Cit Cit , MD 21842 21842

 _______________________________________________________  ____________________________ ________________________________________ _____________ 18. VEHICULAR ACCESS TO THE BEACH BEACH IS CONTROLLED. DO YOU REQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________ Yes  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ We will need an access point to load the activation and equipment onto the_____________ beach  _______________________________________________________  ____________________________ ________________________________________ _____________ 19. FULLY DESCRIBE THE UNLOADING AND LOADING LOADING OF SUPPLIES, EQUIPMENT, ETC. IN IN SUPPORT OF YOUR EVENT. (Include location, process, process, etc.): _______________________________________________________________ We will be delivering the set to the ________________________________________ Castle in the Sands property. Our vehicles will be  ______________________________________________________  ____________________________ ______________ within their parking lot and property.  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS, SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED DIAGRAM AND DESCRIBE HERE: _____________________________________  _______________________________________________________  ____________________________ _____________ We will have 2 15 inch speakers with________________________________________ a mixer board for announcements and music. Please see attached for Diagram and renderings of activation.  _______________________________________________________  ____________________________ ________________________________________ _____________  ____________________________  _______________________________________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY: ___________________________________________________________  _______________________________________________________  ____________________________ ________________________________________ _____________ While over the course of the day we expect about 500 people, at no point will we exceed  _______________________________________________________  ____________________________ ________________________________________ _____________ 75 people within the area. We will have staff and security on site at all times.  _______________________________________________________  ____________________________ ________________________________________ _____________

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22. DESCRIBE ANY SPECIAL PARKING/TRAFFI PARKING/TRAFFIC C NEEDS OR CONSIDERATIONS (Be aware that additional charges may be assessed.): assessed.):  _______________________________________________________  ____________________________ ________________________________________ _____________  ______________________________________________________  ____________________________ ________________________________________ ______________  _______________________________________________________  ____________________________ ________________________________________ _____________  None a licable  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____ IF SO, WHAT TYPE? _________________________________________________  N/A  _______________________________________________________  ____________________________ _______________________________________ ____________  ____________________________ ________________________________________  _______________________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 24. WHAT IS IS YOUR RAIN POLICY? POLICY? _______________________________________ This date is concrete and the event will go on rain or shine  _______________________________________________________  ____________________________ ________________________________________ _____________

 ____________________________ ________________________________________  _______________________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 25. WHAT PROVISIONS WILL BE MAD MADE E FOR COLLECTION AND DISPOSING OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?  _______________________________________________________  ___________________________ _________________________________________ _____________ We will have our own trash receptacles on site but we will be in contact with city services as far as what we can do to_________________________________________ proceed under city regulations.  _______________________________________________________  ___________________________ _____________  _____________________________________________________  ___________________________ _________________________________________ _______________  _______________________________________________________  ___________________________ _________________________________________ _____________ 26. WHAT PROVISIONS WILL BE MAD MADE E FOR PARTICIPANT PARTICIPANT “COMFORT” (TOILETS, HAND WASHING, ETC.)? ___________________________________  _______________________________________________________  ___________________________ ________________________________________ ____________  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________ We will have all access to the Castle in the Sands facilities.  _____________________________________________________  ___________________________ _________________________________________ _______________ 27. DESCRIBE CONCESSIONS/SALE ITEMS ITEMS REQUESTED: ___________________  _______________________________________________________  ____________________________ ________________________________________ _____________  None applicable  _______________________________________________________  ____________________________ ________________________________________ _____________  ____________________________  _______________________________________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED REQUESTED (SPECIFIC SIZES SIZES & QUANTITIES): ______________________________________________________  _______________________________________________________  ____________________________ ________________________________________ _____________ Each LDA qualified consumer will be eligible for one 12 ounce Landshark lager sample  _______________________________________________________  ____________________________ ________________________________________ _____________ and one 12 ounce Margaritaville sample.  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________

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 _______________________________________________________  ____________________________ ________________________________________ _____________ 29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES, CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________ IF SO, WHO WILL THE PROCEEDS BENEFIT? Any donations will (100%) be going to Ocean Conservancy through our text to donate information that will be displayed; No exchange of currency on site- all digital. 30. DESCRIBE EVENT PRIZES/AWARDS: ______________________________ __________________________________ ____  _______________________________________________________  ____________________________ ________________________________________ _____________ T-shirts, Frisbees, hats, sunglasses, board shorts  _______________________________________________________  ____________________________ ________________________________________ _____________  ____________________________ ________________________________________  _______________________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________  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.

 No- O en area cano 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 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 SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES AT YOUR EVENT? EVENT? IF SO, PLEASE DESCRIBE INTENT (include  beverage type, quantities, drink sizes, location, etc.):__________________________  _______________________________________________________  ____________________________ _____________ Small sample portions of Landshark________________________________________ Lager and Margaritaville Mar garitaville products will be given out. Intent is small area of 2 bars inside the activation that gives brand experience to  ____________________________  _______________________________________________________ ________________________________________ _____________ consumer and a small sample of the________________________________________ drink. All consumers will be LDA approved and  _______________________________________________________  ____________________________ _____________ eligible for one 12 ounce sample of________________________________________ Landshark Lager and one 12 ounce sample of  _______________________________________________________  ____________________________ _____________ Margaritaville.  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ Please forward a copy of the approved “One Day Alcohol Permit,” if required, to the Private Events Coordinator.

500 over over dura duratio tion n of da da 37. EXPECTED NUMBER NUMBER OF PARTICIPANTS: ______________________________ _________________________ _____

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Beach traffic- 500 over duration of day 38. EXPECTED NUMBER NUMBER OF SPECTATORS: ________________________________

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST MUST NOTIFY THE APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE YOU DONE SO? ____Yes____WHO DID YOU CONTACT? _________ Patricia Smith- Castle in the Sands ________________________________________  _______________________________________________________  ____________________________ _____________ 40. WHAT ASSISTANCE AND AND SUPPLIES WILL YOU BE REQUESTING FROM 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):  ___________________________ _________________________________________  _______________________________________________________ _____________ If available, we would like to explore all the necessary trash services provided by the  _______________________________________________________  ___________________________ _________________________________________ _____________ City of Myrtle Beach.  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________  

 ___________________________ _________________________________________  _______________________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________  ______________________________________________________  __________________________ __________________________________________ ______________  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________ 41. A STATE HIGHWAY PERMIT PERMIT MUST BE OBTAINED FOR USE OF ANY STATE PROPERTY (ROADS, (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. F or par ad ade eo orr gani nize zerr s only:   EXPECTED NUMBER OF OVERSIZED VEHICLES VEHICLES (LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING THE PARADE ROUTE: _______________DESCRIBE: __________  _______________________________________________________  ___________________________ _________________________________________ _____________  N/A  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________  _______________________________________________________  ___________________________ _________________________________________ _____________ 43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5) YEARS: __________________________________________________________  _______________________________________________________  ___________________________ _________________________________________ _____________ First year of tour- First event of 8 will be hosted in New Jersey. Mosaic has a 25 year  _______________________________________________________  ___________________________ _________________________________________ _____________ history within the Event Marketing_________________________________________ Industry. We have produced and executed thousands  ______________________________________________________  ___________________________ ______________ of events all over the country.  _______________________________________________________  ___________________________ _________________________________________ _____________

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44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and comply with the Town of Ocean City’s sponsorship poli policy. cy. The application will not be approved without sponsors. If no sponsors, please state “No Sponsors” in area  provided below.): _____________________________________________________ _____________________________ ________________________  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ In partnership with Ocean Conservancy and Landshark Lager ( Anheuser Busch)  _______________________________________________________  ____________________________ ________________________________________ _____________ 45. LIST ADDITIONAL ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS APPLICATION: _________________________________________________  ____________________________ ________________________________________  _______________________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ We are looking forward to a fun and educational special event with the city_____________ of Ocean City  _______________________________________________________  ____________________________ ________________________________________ _____________ and Castle in the Sands resort. We feel that our strong partnership with Ocean  _______________________________________________________  ____________________________ _____________ regarding the alcohol sampling will resort to a very .Conservancy and responsible actions ________________________________________   successful event with all parties involved.

 ____________________________ ________________________________________  _______________________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________  _______________________________________________________  ____________________________ ________________________________________ _____________ 46. PLEASE ATTACH A DETAILED DETAILED DIAGRAM OF EVENT EVENT LAYOUT. MAKE SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS, COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION 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. 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.

I NS NSURAN URANCE CE CERTI FI CAT CATEE AND ADDENDU ADDENDUM: M:  ____________INCLUDED WITH APPLICATION  ____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY (30) DAYS PRIOR TO THE EVENT

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Correct. We are requesting to only block off the eastern end of the block. The purpose of this would be so we have adequate area to park our branded vehicle and we wanted to limit the amount of vehicle traffic without restricting access to the beach for guests.  guests.   __________________________________________________  Mosaic   Matt Riskin | Account Coordinator | Mosaic  O:  312.526.3126 x 3238 | M: 847.877.7358  From: Lisa Mitchell [mailto:[email protected]] From: Lisa [mailto:[email protected]] Sent: Thursday, Sent:  Thursday, May 17, 2012 10:09 AM To: Riskin, To:  Riskin, Matthew Subject: RE: Subject:  RE: 37th street diagram

Matt You are requesting only to block off off what is on the diagram, diagram, correct? Not the whole street? Also, for what purpose are you making making this request.  request.  Thank you,  you,  Lisa   Lisa

Lisa A. Mitchell, Private Events Coordinator

200 125th Street Ocean City, MD 21842 410-250-0125 (work) 443-235-7329 (cell) 410-250-5409 (fax)  From: Riskin, Matthew [mailto:[email protected]] From: Riskin, [mailto:[email protected]] Sent: Monday, Sent:  Monday, May 14, 2012 12:55 PM To: Lisa To:  Lisa Mitchell Subject: 37th Subject:  37th street diagram

Lisa,   Lisa, th

Per our conversation, here is the diagram of the area we would like to block off on 37     street. Looking forward to hearing from you. Thanks,  Thanks,  Matt   Matt  ____________________________________ ______________  Account Coordinator | Mosaic  Mosaic   O:  312.526.3126 x 3238 | M: 847.877.7358  Matt Riskin |

 

THE FIN-TASTIC VOYAGE

 

PROGRAM OVERVIEW The Landshark Fintastic Tour will be an integration of  sport, socializing and social responsibility.  Beginning in early June, the tour will take to the East Coast, traveling to different beaches to  promote not only Landshark Lager and provide cold samples for guests, but also lead beach clean‐ up efforts as well as Stand‐Up Paddleboarding for a cause. The action will be at Fin‐Central,  a hub  of  activity and engagement throughout the tour including  beach games (horseshoes, etc), Landshark and Margaritaville sample stations, Ocean Conservancy information, paddleboardin paddleboarding g sign‐ups, music and lounge spaces for relaxing.  Daily Sc Schedule*: hedule*: 

9am‐10:30am: Beach Clean‐up 10:30‐11:00am: Wrap up clean‐up 11:30am‐1:30pm: Paddleboarding Session 1 12:30pm: Sampling bars open 1:30pm‐3:30pm: Paddleboarding Session 2

 

PROGRAM STRUCTURE

Strong tie‐in with Ocean Conservancy

•

 On‐site beach cleanup  On

 – 

 Ocean Conservancy awareness space within Fin‐Central  Ocean

 – 

 Online programming to include fundraising based  off  of  paddleboard miles paddled across each  markets activation

•

 Chance for people to pledge money for their friends signing up to   Chance

 – 

paddleboard and contribute to the fundraising goal  AB to donate $1 for every dollar earned thru fundraising efforts at   AB each event

 – 

 

CONSUMER EXPERIENCE •

 Paddleboarding lessons and check‐out

  Local Local paddleboarding instructors on‐site to run clinics and lessons, allowing consumers the  opportunity to get out on the water for 30‐45 minute time blocks

 – 

•

 Sampling   ID ID check at entrance and wristbands provided with drink tickets for Landshark and Margaritaville sampling

 – 

•

 T‐shirt station Ability to get a Landshark printed shirt displaying  their mileage contribution done thru paddleboarding

 – 

•

 Beach games Sand bocce courts, bags, horseshoes and more 

 – 

•

 Lounges  Comfortable areas for consumers to relax, catch some sun, enjoy their samples and mingle   Comfortable

 – 

with friends

 

UPDATED RENDERINGS

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

6 – PRIVATE EVENT PERMIT REQUESTS B. DPC Emergency Equipment Hospitality Event – Monday, June 18, 2012 Presented by: Lisa Mitchell, Private Events Coordinator and Mary Pardee, DPC Emergency Equipment

 

Ocean City Private Events Name of Event: DPC Emergency Equipment Hospitality Event

New Event: YES 

Date of Event: Monday, June 18, 2012 Date Application Received: May 17, 2012 

Application Fee Paid: Yes

Date Routed: May 17, 2012 Date Returned from All Departments:

Total Cost to Town:  $130.00

Things to Note: • • •

•

This event is a display of fire apparatus in conjunction with a private event at the Castle in the Sand Hotel. The event is by invitation only. Set-up forBreakdown the event would at 3 pm Monday, June 18. Theby event 7:00 pm. wouldbefollow theonevent and be completed com pleted 8:00would pm. take place from about 4:30 pm until The event coordinators request to block off the 40-60’ of the easternmost part of 37th Street to stage display fire equipment.

Comments from Department Representatives: •

FIRE MARSHAL - Fire lanes on 37th Street must remain open for potential emergency use.

•

•

PUBLIC WORKS – Will post street and set-up six (6) each barricades. barricades. Total cost to the department is estimated at $130.00. EMERGENCY SERVICES, OCBP, RISK MANAGEMENT, OCPD, TOURISM, TRANSPORTATION, OCCC, and REC & PARKS – No comments, concer concerns ns or costs.

Date on Council Agenda: June 4, 2012 Event Approved of Denied:

Date Applicant Notified of Meeting:

Date Fees Received:

Amount:

Date Insurance Certificate Received:

Beach Franchise Notified:

Date Permit Issued: Other:

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

6 – PRIVATE EVENT PERMIT REQUESTS C. 3-Year Approval Approvalss – Adding 2014 Date Presented by: Lisa Mitchell, Private Events Coordinator th

1. 12  Annual Surfrider Longboard Team Challenge – Friday through Sunday, June 6-8, 2014 2. Maryland State Bar Association Young Law Lawyers yers Sun Run – Friday, June 13, 2014 

 

 

June Sun

Mon

Tue

Wed

Thu

Fri

Sat

1

2

3

4

5

6

7

PE - Longboard Challenge TENTATIVE

PE - Longboard Challenge TENTATIVE  

13

14

8

9

10

11

12

PE - Longboard Challenge TENTATIVE  

15

PE – Sun Run TENTATIVE

16

17

18

19

20

21

26

27

28

PE - Firemen’s Parade

22

23

29

30

24

25

2014

 

Ocean City Private Events 3-Year Approval Name of Event: 12th Annual Surfrider Longboard Team Challenge Date of Event: R equesting event approval for June 6-8, 2014   Cost to the Town of Ocean City to support this event: $1,393.72

Things to Note: •

•

•

•

Shelly Dawson for the OC Chapter of the Surfrider Foundation was granted a 3-year event approval for the Longboard Team Challenge event. The dates approved were for June 10-12, 2011, June 8-10, 2012 and June 7-9, 2013. Shelly Dawson for the OC Chapter of the Surfrider Foundation would like to continue this provision, and requests Council approves this event for the date of June 6-8, 2014. This event is a longboard surf contest between 36th and 38th Streets. There are no changes changes to the application from  previous years. All appropriate documents have been supplied and fees have been invoiced.

Comments from Department Representatives: • •

•

• • •

OCPD – Officers from shift will monitor the event. PUBLIC WORKS – This event has been been ongoing without incident. Will post street end for par parking king spaces, as requested. Will also deliver judges’ stands, tables, chairs and and trash containers to the site. Costs to the department department for this event last year totaled $886.78. BEACH PATROL – Will provide surf beach facilitators facilitators for crowd control and safety. safety. Estimated cost to department is $506.94. RISK MANAGEMENT – Need Insurance Certificate prior to the event. FIRE MARSHAL – A permit must be obtained from the Office of the Fire Marshal for the use of a tent. OCCC, TOURISM, EMERGENCY SERVICES, TRANSPORTATION and REC & PARKS – No comments or concerns.

Date on Council Agenda: June 4, 2012 Council Ruling: ________________________________________________ Applicant Notified Notified of Meeting Results: _____________________________ 

 

Ocean City Private Events 3-Year Approval Name of Event: Maryland State Bar Association Sun Run Date of Event: Requ Requesting esting event  event approval for June 13, 2014  Cost to the Town of Ocean City to support this event: Minimal 

Things to Note: •

•

• •

 Nicole Earl for the Maryland State Bar A Association, ssociation, Inc. Inc. was granted a 3-year event approval for the Sun R Run un event. The dates approved were for June 10, 2011, June 15, 2012, and June 14, 2013.  Nicole Earl for the Maryland State Bar A Association, ssociation, Inc. Inc. would like tto o continue this pr provision, ovision, and request requestss Council approves this event for the date of June 13, 2014. This event is both a 5K and 10K running race within the Montego Bay neighborhood. All appropriate documents have been supplied and fees have been invoiced.

Comments from Department Representatives: •

• •

OCPD – Will notify the shift and request they assign appropriate appropriate police personnel to staff the event. Officers will work regular duty hours, no overtime. Costs will be minimal; seasonal empl employees oyees will monitor this event for one (1) to two (2) hours at the most. RISK MANAGEMENT MANAGEMENT –Insurance Certificate to be submitted prior to the event. BEACH PATROL, PUBLIC WORKS, FIRE MARSHAL, OCCC, TOURISM, EMERGENCY SERVICES, TRANSPORTATION and REC & PARKS – No comments or concerns.

Date on Council Agenda: June 4, 2012 Council Ruling: ________________________________________________ Applicant Notified Notified of Meeting Results: _____________________________ 

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

9 – NEW BUSINESS A. Request to Purchase Topcon GPS Mapping Device for Accident Reconstruction Presented by: Lt. Scott Harner, OCPD

 

The Ocean City Police Department seeks to purchase a TOPCON Dual frequency RTK GNSS Receiver and Field Controller. In short, a device that enables a collision reconstructionist reconstructionist the ability to accurately capture the necessary evidence needed for successful prosecutions and case documentation in both criminal and civil procedures. Unfortunately, there are approximately 45,000 motor vehicle related deaths annually in the United States and the Town of Ocean City is not immune from this fact as was evident over Memorial Day weekend with the loss of life on Coastal Highway as a result of a motor vehicle collision. Currently the Ocean City Police Department utilizes Nikon D310 Total Station to collect the evidentiary points of the collision. collision. Unfortunately, our current equipment was purchased purchased in the fall of 1998 and is now nearly 14 years old. While this piece of technology has served the agency well for the past 14 years, the limitations and longevity of the equipment has long been telling us that it needs to be replaced. Due to its age, the equipment is not able to be upgraded. Dramatic technological advancements have been made in the past 14 years and the Ocean City Police Department seeks the purchase of a TOPCON GPS mapping device. Using GPS technology, a collision reconstructionist can capture the necessary data points and generate a graphical representation of a crash scene that is accurate to less than 2 ccentimeters. entimeters. The proposed equipment will make more effective use of our agency manpower resources since only one individual is required for operation op eration versus the traditional two investigators required to operate the current equipment thus over time will be more cost effective for the agency. This piece of technology utilizes a GPS locator on top of the Ocean City Convention Center as its global reference point and the Town of Ocean City currently u utilizes tilizes this technology in the city engineering department. City engineer, Mr. Terry McGean iiss versed in the capabilities of this equipment and its benefits. The request to purchase this equipment eq uipment is also a request to expend asset forfeiture funds to make the purchase.

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

9 – NEW BUSINESS B. Request Sole Source Purchase of GovN GovNow ow Software Presented by: Terence McGean, City Engineer

 

INTEROFFICE MEMORANDUM

 TO: 

MAYOR MEEHAN

FROM: 

TERENCE MCGEAN

SUBJECT: 

REQUEST FOR SOLE SOURCE PURCHASE OF SOFTWARE

DATE: 

5/31/2012

CC: 

NANCY BLOXOM, JENNIE KNAPP, COUNCIL AGENDA

 The staff has been working with our accounting and permitting software vendor, SunGard H.T.E to secure software for online building permit applications and payment and online business license applications and payment. Staff attended two product demonstration sessions and requested software customizations to tailor the system to meet our operational needs.  The software will allow us to accept building permits online. One of the required customizations  was for different online response depending on the type of permit application. For example, if an application is for a sign face replacement, the permit can actually actually be issued immediately immediately on line, for a roofing or siding project, the program will ask for an email of product data before the permit can be issued. For more complex projects, the application will be entered and the program will respond that the applicant will need to call for an appointment.  The software can handle business license renewals automatically online. New applications will still need to be reviewed by the license inspector. However, another customization will link new applicants to an online form that can be filled out and emailed in. Because we already use H.T.E systems systems for business license and building permit permitss processing and reporting we must use the same software systems for online processing. Therefore, staff is requesting approval for a sole source purchase of the GOVnow software base module along with the online permitting and online licensing modules from SunGard H.T.E in the amount of $31,580.00 including installation and training.  This was not a budgeted expense and funding will come from surplus monies in the IT budget as discussed during the FY13 IT budget presentation. If approved, the goal will be to go live with the system by the end of the year.

 

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

12 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR A. Second Reading – Ordinance 2012-19 Authorizing the Abandonment of an Existing 20 Foot Wide Alley and Quit Claiming Any Interest Therein in Exchange for a 20 Foot Fee Simple Tract of Land Approximately 80 Feet to the West (pertains to north-south alley between th th 67  and 68  Street) 

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

12 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR B. Second Reading – Ordinance 20 2012-20 12-20 to Amend Chapter 30 Entitled Environment (to revise critical area enforcement language per State regulations and to codify current critical area policies regarding redevelopment projects) 

 

 

REGULAR SESSION -MAYOR AND CITY COUNCIL MONDAY, JUNE 4, 2012

12 – ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR C. Second Reading – Ordinance 2012-21 to Amend Chapter 30 Entitled Environment (to allow noise permit control number decals to be displayed on a window adjacent to the front door or maintained in book fashion)