May 6 2013 Complete Agenda

7/30/2019 May 6 2013 Complete Agenda

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MAYORANDCITYCOUNCILREGULARSESSION

Monday,May6,20136:00P.M.AGENDA

1. CALLTOORDER2. PRAYERANDPLEDGE3. APPROVALOFMINUTES

A. WorkSessiondatedApril9,2013

B. RegularSession#7datedApril15,2013

4. COMMENTSFROMTHEPUBLICAnyperson who may wish to speak on any matter at the Regular Session may be heard duringComments from the Public for a period of three (3) minutes or such time as may be deemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandthesubjectonwhichheorshewishestospeak.

5. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCILA. ProclamationDesignatingMaytobeLymeDiseaseAwarenessMonth

B. ProclamationDesignatingMay1218tobeNational PoliceWeek

C. ProclamationRecognizingMay1824tobeNationalSafeBoatingWeek

D. CouncilStandingCommitteeDraftAgendasfortheweekofMay13,2013

E. StandingCommitteeReportforSurfingBeachSubcommitteeMeetingofApril15andApril30

6. CONSENTAGENDAA.

Private

Event

Approval

Request

for

Delmarva

ESA

Surf

Series

Various

Dates

B. PrivateEventApprovalRequestforSeasideChristianAcademyBikeathonMay15,2013

C. PrivateEventApprovalRequestfor18th

AnnualSandDuelsBeachSoccerChallengeJune89,2013

D. PrivateEventApprovalRequestforDelawareVolleyballBeachFestJuly6,2013

E. PrivateEventApprovalRequestforSwimOCJuly20,2013

F. PrivateEventApprovalRequestforSoccerResortBeachTournamentAugust24,2013

G. CityClerkRequesttoApprovePicnicTableAgreements

7. MISCELLEANEOUSREPORTSANDPRESENTATIONSA. OCReefFoundationAnnualUpdatepresentedbyCaptainMontyHawkins,President

8.

PUBLICHEARINGS

9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF10. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR

A. SecondReadingOrdinance2013 08toAmendBenefitsPaidtoCertainMunicipalEmployees

(topermitparticipationofnewpoliceemployeesinthePublicSafetydefinedbenefitpension

planandchangethebenefitforemployeeshiredafterJuly2,2011)

B. ResolutiontoEstablishingAmbulanceServiceChargesandTransportFees(tomatchstandard

feeschargesbyMarylandambulancecompaniesandcreateasingleratestructure)


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MayorandTownCouncilRegularSessionAgenda May6,201311. COMMENTSFROMTHECITYMANAGER

A. ReviewoftentativeworksessionagendaforMay14,201312. COMMENTSFROMTHEMAYORANDCITYCOUNCIL13. ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, MAY 6, 2013

3 APPROVAL OF MINUTES

A. Work Session dated April 9, 2013B. Regular Session #7 dated April 15, 2013


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MONDAY, MAY 6, 2013

4 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 three (3) 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.


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MONDAY, MAY 6, 2013

5 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Proclamation Designating May to be Lyme Disease

Awareness Month


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LYME DISEASE AWARENESS MONTH

Deer ticks carrying the bacteria Borrealia burgdorferi whichcauses Lyme Borreliosis, commonly known as Lyme disease, continues to spread acrossthe State of Maryland and in our area;

WHEREAS, Lyme disease is an infectious disease caused by spirochetal (spy-roh-keet-al) bacteria called Borrelia carried by ticks;

WHEREAS, The ticks are so small and hard to detect that most people who get Lymedisease do not recall being bitten and do no develop the characteristic bulls eye rash;

WHEREAS, A large percentage of the residents of our community and with manypeople, or citizens, have not been diagnosed with definite or probably Lyme disease;

WHEREAS, Lyme disease affects the brain, heart, joints, and other body organs andmimics many other diseases. Patients are often misdiagnosed with more familiarconditions including depression, rheumatoid arthritis, chronic fatigue, fibro-myalgia,multiple schlerosis, or psychiatric illness;

WHEREAS, Citizens of the Lower Shore and all of Maryland plus other states describetheir difficulties in obtaining diagnosis and treatment locally. Many area residents

travel long distances to see specialists. Some are disabled, others are unable to workand have no health insurance;

WHEREAS, It is in May that a new generation of nymphal ticks emerge; therefore, it isfitting that MAY be declared LYME DISEASE AWARENESS MONTH.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City,Maryland, do hereby proclaim May 2013 to be LYME DISEASE AWARENESS MONTHIn Ocean City to support the efforts to educate area citizens, taxpayers, and visitors onthe issues of Lyme Disease and other tick-borne illnesses.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of theTown of Ocean City, Maryland to be affixed this 6th day of May in the year of Our Lordtwo thousand and thirteen.

__________________________________________RICHARD W. MEEHAN

0D\RU


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MONDAY, MAY 6, 2013


COUNCIL

B. Proclamation Designating May 12-18 to be National

Police Week


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NATIONAL POLICE WEEK

National Police Week 2013 will honor the service and sacrifice of thoselaw enforcement officers killed in the line of duty while protecting our communities andsafeguarding our democracy;

WHEREAS, There are approximately 900,000 law enforcement officers serving in communitiesacross the United States, including the dedicated members of the Ocean City Police Department;

WHEREAS, Nearly 600,000 assaults against law enforcement officers are reported each year,resulting in approximately 16,000 injuries;

WHEREAS, Since the first recorded death in 1791, almost 20,000 law enforcement officers in theUnited States have made the ultimate sacrifice and been killed in the line of duty;

WHEREAS, The names of these dedicated public servants are engraved on the walls of the

National Law Enforcement Officers Memorial in Washington, D.C.;

WHEREAS, New names of fallen heroes are being added to the National Law EnforcementOfficers Memorial this spring, including 119 officers killed in 2012 and 201 officers killed inprevious years;

WHEREAS, The service and sacrifice of all officers killed in the line of duty will be honoredduring the National Law Enforcement Officers Memorial Funds 25th Annual Candlelight Vigil,on the evening of May 13, 2013;

WHEREAS, The Candlelight Vigil is part of National Police Week, which takes place this yearon May 12 18;

WHEREAS, May 15 is designated as Peace Officers Memorial Day, in honor of all fallen officersand their families and U.S. flags should be flown at half-staff;

NOW, THEREFORE, BE IT RESOLVED that I, Richard W. Meehan, Mayor of the Town ofOcean City, Maryland, along with the City Council, formally designates May 12 18, 2013 asPOLICE WEEK in Ocean City, Maryland, and publicly salutes the service of law enforcementofficers in our community and in communities across the nation.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Townof Ocean City, Maryland to be affixed this 6th day of May in the year of Our Lord two thousand

and thirteen.

___________________________________________RICHARD W. MEEHANMayor


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MONDAY, MAY 6, 2013


COUNCIL

C. Proclamation Designating May 18-24 to be National

Safe Boating Week


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NATIONAL SAFE BOATING WEEK MAY 18 24, 2013

Recreational boating is fun and enjoyable, and we are fortunate that wehave sufficient resources to accommodate the wide variety of pleasure boating demands.However, our waterways can become crowded at times and be a place of chaos and confusion.While being a marvelous source of recreation, boating, to the unprepared, can be a risky sport.Not knowing or obeying the Navigation Rules or the nautical Rules of the Road, drinkingalcohol or taking drugs while operating a boat, or choosing not to wear your life jacket whendoing so is clearly NOT the smart thing to do, are all examples of human error or a lack ofproper judgment. One particular behavior that can reduce the number of boaters who lose theirlives by drowning each year by approximately 84% is the wearing of a life jacket. It is a simple

task that has the potential to reduce terrible loss of lives; and

WHEREAS, Knowledge and skills are important in reducing human error and improvingjudgment. If people are aware of the risk, they are likely to take the precautionary measures toprotect themselves and their friends and family. That is why we must continue to spread themessages of boating safety not only during National Safe Boating Week but also throughout theentire year; and

WHEREAS, On average, 700 people die each year in boating-related accidents in the U.S.; nearly70% of these are fatalities caused by drowning; and

WHEREAS, The vast majority of these accidents are caused by human error or poor judgmentand not by the boat, equipment, or environmental factors.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, dohereby support the goals of the North American Safe Boating Campaign and proclaim May 18 24, 2013 as NATIONAL SAFE BOATING WEEK in Ocean City and the start of the year-roundeffort to promote safe boating. I urge all those who boat to take boating safety courses, get afree vessel safety check, always wear a life jacket and practice safe boating habits.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Townof Ocean City, Maryland to be affixed this 6th day of May in the year of Our Lord two thousandand thirteen.


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MONDAY, MAY 6, 2013


COUNCIL

D. Council Standing Committee Draft Agendas for the

week of May 13, 2013


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OceanCity,Maryland

PoliceCommission

Agenda

May13,20139:00AMOpenSession

PSBBuilding,6501CoastalHighway

1. CalltoOrder2. ApprovaloftheMinutesofApril8,2013meeting3. DiscussionregardingtheacquisitionofaHumvee4. ComparisonofpolicingcostsduringthemonthsofJune,July,

August(RequestedbyCouncilSecretaryMaryKnight)

5. DiscussionofstatisticalreportsandwhentheMayorandCouncilwouldliketoreceivethem

6. Additionalpaidparkingdiscussionoflocation,coverage,etc.7. ECD(Taser)useinApril8. GeneralOrderUpdateG.O.200H29. OtherBusiness10. Adjourn

ClosedSessiontofollow


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TourismCommissionMeetingAgenda1p.m.

Monday,May13,2013

1)MargotAmelia,DirectoroftheMarylandOfficeofTourismDevelopmentupdateonstatestourismmarketingplans

2)UpdatefromTourismCommissionmetricssubcommittee3) BookItDirectcampaigndiscussion


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OCEAN CITY, MARYLAND

RECREATION & PARKS COMMITTEETuesday, May 14, 2013

4:00 P.M.

Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of April 9, 2013

3. Ocean City License Plate Boardwalk Parade (Nancy Howard)

4.

Surfing Beach Update

5. Beach Toys Update

6. St. Patricks Soccer Tournament 2013 Report

7. Introduction to Frank Miller

8. Caroline Street Boardwalk Stage Use Policy

9. Kayak/Canoe Concession RFP

10.Other Business

11.Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 5-14-2013


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MONDAY, MAY 6, 2013


COUNCIL

E. Standing Committee Report for Surfing Beach

Subcommittee Meeting of April 15 and April 30


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Recreation & Parks Committee

Surfing Beach Sub-Committee

Minutes of April 15, 2013

1. Call to Order: The meeting was called to order at 4:00 p.m. at theCommunity Room at City Hall. Present were Joe Mitrecic, Dennis Dare,

Lloyd Martin, Ward Kovacs, Chris Shanahan, Joe Groves, Shelly Dawson,

Lee Gerachis, Tom Shuster, Butch Arbin and Jon Tremellen. Guests

included Joanne Shriner and Zach Hoopes.

2.

Surfing Beach Options for 2013: Butch Arbin handed out four alternateversions for a 2013 surfing beach schedule and explained their differences.

Versions 2, 3 & 4 contain the proposal for a 3rd

surfing beach on the

weekend. Butch noted that versions 3 and 4 use the Inlet beach as a

designated third beach on the weekend.

Butch provided photos of the Inlet Beach area from 2012, 2011 and 2010.

The group discussed the current use patterns at the Inlet during the course of

the summer. The group had concerns about the fairness of adding the 3rd

beach on weekends on the area from 35th

Street to 102nd

Street.

The group reviewed the flexible methods of managing the size of the surfing

beaches that were proposed by the Beach Patrol at the last meeting. The

group agreed that this flexibility will make the existing beach rotation more

appealing to the surfing community.

The group reached a consensus on a modified version of schedule 1 with the

Inlet beach open by direction of the Captain depending on conditions for

surfing in May and June and in late August and September.


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The group also discussed how to publish the schedule so that the surfers and

swimmers will understand the range of the beach and what to expect of the

rotation schedule.

Motion made by Shelly Dawson, seconded by Lee Gerachis, to approve forrecommendation to the Council, a version 1 schedule as modified. The

motion was approved unanimously.

The Sub-Committee agreed to meet again in the Fall.

The meeting was adjourned at 4:55 p.m.

P:Tom/Surfing Beach/Surfing Beach Sub-Committee Minutes 4-15-2013


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RECREATION & PARKS COMMITTEE

Surfing Beach Sub-CommitteeMinutes of April 30, 2013

1.

Call to Order: The meeting was called to order at 4:00 p.m. at City Hall. Present wereJoe Mitrecic, Lloyd Martin, Dennis Dare, Joe Groves, Shelly Dawson, Ward Kovacs,Tom Shuster, Mike Foelber and Rick Pairo. Guests were Joanne Shriner, Zach Hoopes

and Will Edmunds.

2. Approval of Minutes: The minutes of April 15, 2013 were approved as submitted.3. Discussion of Inlet Surfing Beach: Joe introduced Will Edmunds, Beach Franchise

Holder at the inlet beach. Will explained the scope of the franchise at the inlet. Willraised a concern he had for the possible negative impact on his franchise due to the

conditional surfing use on weekends in June, August and September as noted on the 2013

Surfing Beach Schedule. Ward Kovacs reported that he has written a surfing beachdirective contained in the surfing beach employee manual that addresses Wills concern.

The written direction was acceptable to Will Edmunds.

The group also discussed how to handle the expansion of the size of the designated

surfing beach south of 27th

Street. Ward proposed that these surfing beach areas be

governed by the same direction to surfing beach staff provided for the conditional use of

the inlet surfing beach. The Committee moved to accept the recommendations by WardKovacs to define the enforcement of conditional use on designated surf areas below 27

th

Street. The motion carried unanimously.

Rick Pairo asked if in the upcoming guarding season the Beach Patrol staff could makean assessment of modifications of surfing at 4:00 p.m. each day. Ward Kovacs noted thatthis could be considered however; Beach Patrol would prefer to declare modified surfing

for the entire beach if this practice is adopted. The staff will consider working with this

request.

4. Adjournment: The meeting was adjourned at 4:40 p.m.

P:Tom/Rec & Parks Committee/Rec & Parks Surfing Beach Sub-Committee Meeting 4-30-2013


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MONDAY, MAY 6, 2013

6. CONSENT AGENDAA. Private Event Approval Request for Delmarva ESA Surf

Series Various Dates


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TOWN OF

The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Event CoordinatorRE: Delmarva ESA Surf SeriesDATE: April 26, 2013

ISSUE(S): Request approval of the 2013 ESA Summer Surf Series

SUMMARY: This longstanding, community event is an amateur surf seriescompetition scheduled on multiple dates during the season: May

18-19; June 15-16 (was originally June 8-9, but changed due toa conflict with the Longboard Challenge); June 29-30; July 20-21; July 27-28; August 10; and October 5-6.

While City Staff has no objections to approving this surf series,they do request changes to the event that were requested in theapplication:

Any cancellation notice must be given to Public Works-Maintenance no later than 12:00 noon on the Thursdayprior to that weekends scheduled event, or no WaveDate reschedule will be permitted on the next weekend;

The events scheduled for June 15-16 and June 29-30 takeplace at 48

th

St., not the Inlet; The event scheduled for July 20-21 cannot have a Wave

Date the following weekend, because it will interfere withanother event;

Must comply with all Beach Patrols provisions that arelisted in the cover sheet included in this packet.

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

RECOMMENDATION: Approve the event with staff caveats.

ALTERNATIVES: Do not approve the event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: All appropriate departmental staff and specifically coordinatedwith Public Works and Beach Patrol.

ATTACHMENT(S): 1) May October 2013 Calendar2) Application3) Site Layout4) Cover Sheet

Agenda Item # 6A

Council Meeting May 6, 2013


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Sun Mon Tue Wed Thu Fri

1 2

SE Springfest3

SE

5

SE Springfest6 7 8 9

PE ESA Mid-

Atlanitc Regl Surfing

Champ.

10

PE

Atlan

ChamPE

Boar

12

PE ESA Mid-

Atlanitc Regl SurfingChamp.

13 14

PE Showell

Boardwalk Walk RainDate

15

PE - Bike-a-thon -

TENTATIVE

16

PE Cruisin OC

PE - Bike-a-thon RainDate - TENTATIVE

17

PE

19

PE Cruisin OC

PE ESA Rain Date -

TENTATIVE

20 21 22 23 24

26

PE OC Beachlights27 28

PE Beach Fireworks29 30

PE PIS Dodge Ball31

PE

May


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2

PE - PIS KaraokePE OC Beachlights

3 4

PE - PIS Karaoke &Volleyball

PE Beach Fireworks

5

OC Air Show Set-upPE - PIS Basketball

6

OC Air Show Set-upPE PIS Dodge Ball

Dew Tour Set-up

7

LongOC A

Sand

PE Dew

9

Longboard Challenge

OC Air Show

PE - Sand Duels -

TENTATIVE

PE - PIS KaraokeDew Tour Set-up

PE OC Cruzers

PE OC Beachlights

10

OC AIR SHOW

Breakdown

Dew Tour Set-up

11

PE - PIS Karaoke &

Volleyball

Dew Tour Set-up

OC AIR SHOW

BreakdownPE Beach Fireworks

12

Dew Tour Set-up

OC AIR SHOW

Breakdown

PE - PIS Basketball

13

Dew Tour Set-up

PE PIS Dodge Ball

14

Sun R

Dew

PE

16

Dew Tour Set-up

PE OC BeachlightsPE ESA Rain Date -

TENTATIVE

17

Dew Tour Set-up18

Firemens Pipe &

DrumsDew Tour Set-up

PE Beach Fireworks

19

Firemens Parade

Dew Tour Set-up

20

Dew Tour21

Dew

PE -

23

Dew TourBeach 5 Sand Soccer

PE OC CruzersPE OC Beachlights

24

Dew Tour Breakdown25

Dew Tour BreakdownPE Beach Fireworks

26



Dew

30

PE OC Beachlights

PE ESA Rain Date -

TENTATIVE

June


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1 2 3 4 5

7

PE OC Cruzers

PE OC Beachlights

PE Northside ParkFireworks

PE - DVA Volleyball

Rain Date -

TENTATIVE

8

PE Beach Fireworks9

PE Beach Fireworks10 11 12

14

PE OC Beachlights


15

PE Beach Fireworks16


21

PE OC Cruzers

PE OC Beachlights

PE Northside Park

FireworksPE ESA Rain Date -

TENTATIVE

22



28

PE OC Beachlights


PE ESA Rain Date -

TENTATIVE

29



July


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Sun Mon Tue Wed Thu

1

4

SE Sundaes in the Park

PE - OC Cruzers

PE OC BeachlightsPE Northside Park Fireworks

5

PE Beach

Fireworks

6

PE Beach Fireworks7

SE Concerts on

the Beach

8

11


PE OC Beachlights

PE Northside Park Fireworks

12

PE Beach

Fireworks

13


SE Concerts on

the Beach

15

18


PE - OC Cruzers

PE OC Beachlights

PE Northside Park Fireworks

19

PE BeachFireworks

20


SE Concerts onthe Beach

22

25


PE OC Beachlights

PE Northside Park FireworksPE Soccer Resort Beach Tourn.

TENTATIVE

26

PE Beach

Fireworks

27


SE Concerts on

the Beach

29

August


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1 2 3

PE Surf Fishing4

PE

6

PE ESA -

TENTATIVE

7 8 9 10

PE Cruisin11

PE

13

PE Cruisin14 15 16 17 18

PE

Wedd

20 21 22 23 24 25

27 28 29 30 31

October


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Ocean City Special Events Private Events

Name of Event: Delmarva ESA Surf Series 2012 New Event: No

Date of Event: Multiple Dates See below

Date Application Received: February 14, 2013 Application Fee Paid:

Date Routed: February 14, 2013

Date Returned from All Departments: April 21, 2013 Total Cost to Town: $4,682.86 for total series, or

$668.98 for each event.

Things to Note:

This event is an annual amateur surf series competition for competitors, ages 8 to 68 years old.

Dates for this event series as follows:o May 18-19 48th St., or the Inlet: MD Stateso June 15-16 48th St., or the Inlet: Was originally scheduled for June 8-9, but changed because thats the

same weekend as the Longboard Challengeo June 29-30 48th St., or the Inlet

o July 20-21 8th St.: Malibuso July 27-28 30th St.: Chaunceyso August 10 36th St.: K-Coasto October 5-6 48th St. or the Inlet: Fall Classic

All no wave dates will go to the following weekend for make-up competitions.

Set-up for each event will begin at 6 am on the morning of the event.

Each event will take place from 7 am until dusk.

Clean-up will immediately follow each event.

Each event will utilize one block of the beach.

The event coordinators would like to use a generator and PA System on the beach.

The event coordinator requests vehicular access to the beach.

The event coordinators request the following supplies from the Town of Ocean City: Reviewing Stand placed onthe beach at the high tide mark and centered in the contest area for each event, extra trashcans, chairs and tables.

Sponsors of this surf series are Malibus Surf Shop, K-Coast Surf Shops, and Chaunceys Surf Shops.

Comments from Department Representatives:

PUBLIC WORKS No objections to approving these surfing events. However, please remember that for us toprovide the labor, tractors needed to deliver and retrieve the bandstand, and accessory items requested cost thedepartment $500 per event. I mention this because, with possible No Wave Dates, these costs could be $7,000 for14 possible dates. With that said, as part of the approval, it should be required that Any cancellation notice mustbe given to Public Works Maintenance no later than 12:00 noon on the Thursday prior to that weekendsscheduled event or No Wave Date reschedule will be permitted the following weekend. Adding thisprovision would prevent our division from wasting efforts and monies for events cancelled after items have alreadybeen delivered and set-up. Cost to the department estimated at $3,500.00

OCBP Have checked the surfing beach schedule for the dates indicated. The May and October dates pose no issue

because BP is not on duty. For most weeks there is no conflict and the surfing beach is far enough away that it willnot impact that same location for several weeks. The June 15-16 dates place the surf beach on the same beach injust 3 days. For any of the summer events that request either 48th St. or the Inlet We do not recommended to usethe Inlet on these weekends due to crowds and interference with the first beach franchise. The July 20-21 event doesnot interfere with the surfing beach, but they will not be able to postpone the event due to a scheduled event thefollowing weekend. In the past, event coordinators have cancelled competition, and then allowed free surfing inthe area, which actually creates an additional surfing beach rather than a special event. BP is not staffed orprepared to administer an additional area in this fashion, and it should not be allowed. In addition:

o Surfing ordinances to be followed during all competitions.o Will try to schedule at least one Surf Beach Facilitator for the event to help with informing the public of

safety concerns. However, it is the event coordinators responsibility to maintain the 50-yard separation


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between swimmers and surfers. Request the area be clearly marked in the water with buoys and that abuffer zone with no swimmers or surfers be maintained as well as clearly visible beach boundaries. Ifavailable, and needed, the total cost for two (2) Surf Beach Facilitators to monitor each event would be$168.98 per day, or $1,182.86 for the seven (7) event dates.

o Skim boarding is not allowed.o The event coordinators must notify the beach stand franchise within a week of each event.o There must be an easily accessible on-sit contact. This person should be located at a specific area and not

be involved in the competition.

o If a contest is being rescheduled, it is the event coordinators responsibility to notify the OCBP officer incharge 7 days before the rescheduled event or immediately if it is rescheduled to the next day. If an eventis rescheduled, BP may not be able to provide any on-site personnel.

o In the event of lightening, or if beach patrol needs to clear the beach, all participants, officials and supportsmust clear the beach until the SRT gives the all clear. Under NO circumstance should people take shelteron the bandstand on the beach.

RISK MANAGEMENT Insurance Certificate need to be obtained prior to the event.

FIRE MARSHAL If tents will be used, the event coordinator must get tent permits from the Office of the FireMarshal.

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

Date on Council Agenda: May 6, 2013

Date Applicant Notified of Meeting:

Event Approved or Denied:

Date Fees Received: Amount:

Date Permit Issued:

Other:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:$35.00 For Profit Applicants, $15.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD 21842

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

This application should be completed and forwarded to the Ocean City Special EventsDepartment at least 90 days prior to the requested event for City Council consideration.

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

All questions on the application must be fully answered. Same as last year or similarcomments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.

$35.00 For-Profit Applicants and $15 Non-Profit Applicants(If a Date Hold was approved for this event last year, please submit the remainder of balance.)

The minimum fee for City property usage is $150 per day for For-Profit Applicants and$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject tothis fee assessment.

1. TITLE OF EVENT: ____________________________________________________Delmarva ESA Surfing Season 2013

2. IS THIS A NEW EVENT? ______________________________________________No

3. DATE(S) OF EVENT: __________________________________________________Please see attachment

4. STARTING & ENDING TIMES OF EVENT: _______________________________6 AM 7 PM

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

_____________________________________________________________________Mornings of contests.

Page 1 of 9


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

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

much area will be used, etc.): _______________________________________________________________________________________________________________________________________________________________________________________

A 1 block area of the beach. dunes to the shoreline

_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

8. APPLICANTS NAME: ________________________________________________Christo her Makibbin

.

9. ORGANIZATION REPRESENTING: _____________________________________Delmarva ESA

__________________________________________________________________________________________________________________________________________

10. MAILING ADDRESS: ______________________________________________________________________________________________________________________PO Box 207 Ocean Cit MD 21843

11. WORK PHONE #_____________________HOME PHONE #__________________C: 443-603-9706

FAX: _________________________ E:MAIL: _____________________________

410-603-9706

[email protected]

12. IF ORGANIZATION IS NONPROFIT, LIST NONPROFIT CLASSIFICATIONAND IDENTIFICATION NUMBER: _________________________________________________________________________________________________________

501 3C 05-0392315

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR: ______________________________________Chris Makibbin

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________

__________________________________________________________________________________________________________________________________________11731 Windin Creek Dr. Berlin MD 21811

15. COORDINATORS CONTACT NUMBERS:

HOME: ___________________________WORK: ________________________Same as above

FAX:_____________________________CELL:E-MAIL ADDRESS: ________________________________________________OTHER: __________________________________________________________

cmakibbin mail.com

Page 2 of 9


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

All day family fun youth to adult surfing competition

_____________________________________________________________________

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

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________________________________________________________________________________________________________________________________________________On beach da of the event

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________

____________________________________________________________________Yes

____________________________________________________________________To area in which contest is at

____________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,etc.): ___________________________________________________________________________________________________________________________________

Unloading out of truck, PA, bouys, generator, etc. after event load back on truck.

________________________________________________________________________________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIREDDIAGRAM AND DESCRIBE HERE: _____________________________________________________________________________________________________________________________________________________________________________

yes

________________________________________________________________________________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS ORCONSIDERATIONS (Be aware that additional charges may be assessed.):________________________________________________________________________________________________________________________________________

No

____________________________________________________________________

________________________________________________________________________________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____IF SO, WHAT TYPE? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

OCPD and other surfers

24. WHAT IS YOUR RAIN POLICY? _______________________________________Rain or shine ust need surf.

____________________________________________________________________

________________________________________________________________________________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSINGOF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Cans provided by city

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________________________________________________________________________________________________________________________________________________

None

________________________________________________________________________________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &QUANTITIES): __________________________________________________________________________________________________________________________

None

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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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? _______________________________________________________________________________________________

Yes

Organization.

Fees to the Delmarva District of the Eastern Surfin Assoc. an IRS tax-exem t non rofit

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________Trophies and surf shop goods

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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

No

Coordinator.

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

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

no

33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES ATYOUR EVENT? _______No__________Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to the

Private Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________Please forward a copy of the approved Bonfire Permit, to the Private Events Coordinator.

No

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________Please forward a copy of the approved Fireworks Permit, to the Private Events Coordinator.

No

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGESAT YOUR EVENT? ___________IF SO, PLEASE DESCRIBE INTENT (includebeverage type, quantities, drink sizes, location, etc.):__________________________No

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Please forward a copy of the approved One Day Alcohol Permit, if required, to the PrivateEvents Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________50-100

38. EXPECTED NUMBER OF SPECTATORS: ________________________________100-200

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

____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROMTOWN PERSONNEL (Be aware that additional charges may be assessed andapplicants must take full responsibility for the protection and security of borrowed/rented city property): __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Band stand at each event and trash cans

____________________________________________________________________________________________________________________________________________________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPYN/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: _______________DESCRIBE: ______________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: ______________________________________________________________________________________________________________________________Ocean City beaches

____________________________________________________________________________________________________________________________________________________________________________________________________________

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________

Local surf shops

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45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED INTHIS APPLICATION: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________.

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKESURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,STAGE, CONCESSIONS, COURTS, BANDS, ETC.IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______XX

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 mustobtain, at the applicants own expense, occurrence form comprehensive general liabilityinsurance coverage, which insurance coverage shall include coverage for personal injurywhich said insurance coverall shall be at least in the amount of one million dollars($1,000,000) single limit. Said insurance coverage shall name the Mayor and CityCouncil as additional insureds, with the address on the certificate listed as 301 BaltimoreAvenue, 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 beprovided. The certificate of insurance evidencing such coverage and the addendum shallbe furnished to the Special Events Coordinator, Private Events on behalf of the Mayorand City Council by the applicant and be approved by the Towns Risk Manager beforeapplicant engages in the activity.

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

_____XX_____TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY(30) DAYS PRIOR TO THE EVENT

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PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with the PepsiCola Company of Salisbury as it pertains to the distribution or sales of beverages by theapplicant on Town property. The applicant agrees to sell, dispense or serve only PepsiCola beverages on Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks and bottled waters. The permittedbeverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, LiptonBrisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and otherproducts which Pepsi Cola may provide.

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

APPLICANTS SIGNATURE____________________________DATE______________Si nature on File 2/13/13

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

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

APPLICANTS SIGNATURE___________________________DATE_______________Si nature on File 2/13/13

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


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MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with PublicWorks project(s) or any other necessary governmental function. Such action may bedirected at any time.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for a private event permit agrees to follow guidelines provided and submita complete application including all required submission of materials.

The applicant agrees to take full responsibility for all city-owned property, whetherborrowed, leased or rented, and understands that necessary replacement and/or repair fees

may be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the permit granted by the Town andagrees to pay all fees and costs assigned to the permit. The applicant further agrees tocomply with all conditions of the use permit which may be required by the Mayor andCity Council of the Town.

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


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MONDAY, MAY 6, 2013

6. CONSENT AGENDAB. Private Event Approval Request for Seaside Christian

Academy Bike-a-thon May 15, 2013


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TOWN OF

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

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Seaside Christian Academy Bike-a-thonDATE: April 25, 2013

ISSUE(S): Request approval of the 2013 Seaside Christian Academy Bike-a-thon

SUMMARY: This is an annual fundraising event for Seaside ChristianAcademy. Participating students ride their bikes from 27th Streetto 19th Street and back as many times as they can within a givenamount of time.

Staff has no concerns with this event. The only departmentaffected is Public Works, who posts the south side of 27th Streetbetween Baltimore Avenue and the Boardwalk so busses maydischarge and drop off the students at that location.

FISCAL IMPACT: No fiscal impact to the Town.

RECOMMENDATION: Approve the event.

ALTERNATIVES: Do not approve the event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator

COORDINATED WITH: All appropriate departmental staff, specifically Public Works.

ATTACHMENT(S): 1) May 2013 Calendar2) Application3) Cover Sheet

Agenda Item # 6B



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1 2

SE Springfest3

SE

5

SE Springfest6 7 8 9

PE ESA Mid-

Atlanitc Regl Surfing

Champ.

10

PE

Atlan

ChamPE

Boar

12

PE ESA Mid-

Atlanitc Regl SurfingChamp.

13 14

PE Showell

Boardwalk Walk RainDate

15

PE - Bike-a-thon -

TENTATIVE

16

PE Cruisin OC

PE - Bike-a-thon RainDate - TENTATIVE

17

PE

19

PE Cruisin OC20 21 22 23 24

26

PE OC Beachlights27 28

PE Beach Fireworks29 30

PE PIS Dodge Ball31

PE

May


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Name of Event: Seaside Christian Academy Bike-A-Thon New Event: No

Date of Event: Wednesday, May 15, with a Rain Date of Thursday May 16, 2013

Date Application Received: April 15, 2013 Application Fee Paid:Not yet

Date Routed: April 15, 2013

Date Returned from All Departments: April 24, 2013 Total Cost to Town: $196.91

Things to Note:

This annual event is a student bike ride fundraiser on the Boardwalk from 27th to 19th Streets. Participantsride back and forth, as many times as they can, in a given amount of time.

The busses would unload and load at the 27th Street parking lot next to the Boardwalk.

The event coordinators would set-up from 12 noon-1 pm.

The event would take place from 1-2 pm.

Cleanup would take place directly after the event is finished, and would be completed by 3 pm.

Water and sunscreen would be provided.

Prizes would be awarded for most laps and most donations. Number of participants would be 25, with 15 adults supervising.


RISK MANAGEMENT Insurance Certificate needs to be obtained prior to the event. Participants shouldsign a waiver with the sponsor of the event.

PUBLIC WORKS Will post the south side of 27th Street, Oceanside for discharge and pickup of students.Total cost to support this event last year was $196.91, and expect this years cost to be about the same.

REC. & PARKS, OCPD, OCBP, TOURISM, EMERGENCY SERVICES, FIRE MARSHAL, OCCC,AND TRANSPORTATION No comments, concerns or costs.

Date on Council Agenda: May 6, 2013Event Approved or Denied:

Date Insurance Certificate Received:

Date Fees Received: Amount:

Beach Franchisee Notified: N/A

Date Permit Issued:

Other:


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLE APPLICATION FEE:$35.00 For Profit Applicants, $15.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125th StreetOcean City, MD 21842

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

This application should be completed and forwarded to the Ocean City Special EventsDepartment at least 90 days prior to the requested event for City Council consideration.

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

All questions on the application must be fully answered. Same as last year or similarcomments are not acceptable responses. If a question does not apply, please write N/Ain that space. The application will be returned if the information is incomplete. Pleasetype or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.

$35.00 For-Profit Applicants and $15 Non-Profit Applicants(If a Date Hold was approved for this event last year, please submit the remainder of balance.)

The minimum fee for City property usage is $150 per day for For-Profit Applicants and$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject tothis fee assessment.

1. TITLE OF EVENT: ____________________________________________________Seaside Christian Academy Bike-A-Thon

2. IS THIS A NEW EVENT? ______________________________________________No

3. DATE(S) OF EVENT: __________________________________________________Wednesday, May 15, 2013

4. STARTING & ENDING TIMES OF EVENT: _______________________________12:00 noon 3:00 m

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

_____________________________________________________________________12 noon 1 pm

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

______________________________________________________________________2:30 m 3 m

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

much area will be used, etc.): ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Boardwalk from 27th to 19th Streets

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

8. APPLICANTS NAME: ________________________________________________Gwen Cordner

9. ORGANIZATION REPRESENTING: _______________________________________________________________________________________________________________________________________________________________________________

Seaside Christian Academ

10. MAILING ADDRESS: ______________________________________________________________________________________________________________________12637-A Ocean Gatewa OC MD 21842

11. WORK PHONE: _____________________ HOME PHONE: __________________410-312-7741

FAX: _________________________ E:MAIL: _____________________________

410-430-3449

[email protected]

12. IS ORGANIZATION NONPROFIT? Yes - ID #20-8907579IF SO, PLEASE SUBMIT PROOF OF NONPROFIT STATUS.

13. ON-SITE EVENT COORDINATOR: ______________________________________Rene Davidson

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________

__________________________________________________________________________________________________________________________________________

15. COORDINATORS CONTACT INFORMATION:HOME: ___________________________WORK: ________________________410-213-7595

FAX:_____________________________CELL: __________________________E-MAIL ADDRESS: ________________________________________________OTHER: __________________________________________________________

410-251-0695

rdavidson seasidechristianacadem .com

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

Students ride bicycles on Boardwalk

_____________________________________________________________________

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

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________________________________________________________________________________________________________________________________________________27th St. and Boardwalk

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE 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.): _______________________________________________________________________________________________________________________________________________________________________________________________________

Unload and load bikes at 27th Street parking lot

____________________________________________________________________

20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIREDDIAGRAM AND DESCRIBE HERE: _____________________________________________________________________________________________________________________________________________________________________________No

________________________________________________________________________________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: ___________________________________________________________________________________________________________________________________________________________________________________________________

Teachers, parents, school administrators

____________________________________________________________________

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22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS ORCONSIDERATIONS (Be aware that additional charges may be assessed.):____________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____IF SO, WHAT TYPE? _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

First aid kits and sunscreen water coolers

24. WHAT IS YOUR RAIN POLICY? ___________________________________________________________________________________________________________

____________________________________________________________________Request 5/16 for rain date

____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSINGOF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Particiants will clean u after themselves.

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT(TOILETS, HAND WASHING, ETC.)? __________________________________________________________________________________________________________________________________________________________________________

Lavatory at 27th St.

________________________________________________________________________________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS: _______________________________________________________________________________________________________________________________________________________________________

N/A

________________________________________________________________________________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING (SPECIFIC SIZES &QUANTITIES): ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________N/A

____________________________________________________________________

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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? ______________________________________________________________________________________________

Yes

Seaside Christian Academ

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________________________________________________________________________________________________________________________________________________Prizes for most laps, most donations

________________________________________________________________________________________________________________________________________

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________Please forward a copy of the approved Gaming/Raffle Permit, to the Private Events

N/A

Coordinator.

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

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

N/A

33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES ATYOUR EVENT? _________________Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to the

N/A

Private Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________Please forward a copy of the approved Bonfire Permit, to the Private Events Coordinator.

N/A

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________Please forward a copy of the approved Fireworks Permit, to the Private Events Coordinator.

N/A

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGESAT YOUR EVENT? ___________IF SO, PLEASE DESCRIBE INTENT (includeN/A

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

Please forward a copy of the approved One Day Alcohol Permit, if required, to the PrivateEvents Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________25

38. EXPECTED NUMBER OF SPECTATORS: ________________________________15

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39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THEAPPROPRIATE 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 FROMTOWN PERSONNEL (Be aware that additional charges may be assessed andapplicants must take full responsibility for the protection and security of borrowed/rented city property): ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

N/A

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

____________________________________________________________________________________________________________________________________________________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPYN/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: _______________ PLEASE DESCRIBE:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

N/A

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE(5) YEARS: ______________________________________________________________________________________________________________________________

Been held in the same place each year

____________________________________________________________________________________________________________________________________________________________________________________________________________

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________

N/A

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45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT COVERED INTHIS APPLICATION: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________.

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKESURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,STAGE, CONCESSIONS, COURTS, BANDS, ETC.IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______XX

An event layout MUST be included for an event to be considered.

27th St. Boardwalk 19th St.

INSURANCE REQUIREMENT:For the protection of the public and the Mayor and City Council, the applicant must

obtain, at the applicants own expense, occurrence form comprehensive general liabilityinsurance coverage, which insurance coverage shall include coverage for personal injurywhich said insurance coverall shall be at least in the amount of one million dollars($1,000,000) single limit. Said insurance coverage shall name the Mayor and CityCouncil as additional insureds, with the address on the certificate listed as 301 BaltimoreAvenue, 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 beprovided. The certificate of insurance evidencing such coverage and the addendum shallbe furnished to the Special Events Coordinator, Private Events on behalf of the Mayorand City Council by the applicant and be approved by the Towns Risk Manager beforeapplicant engages in the activity.

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY(30) DAYS PRIOR TO THE EVENT

XX

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PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with the PepsiCola Company of Salisbury as it pertains to the distribution or sales of beverages by theapplicant on Town property. The applicant agrees to sell, dispense or serve only PepsiCola beverages on Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, saidbeverages to include soft drinks, juices, sport drinks and bottled waters. The permittedbeverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, LiptonBrisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and otherproducts which Pepsi Cola may provide.

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

APPLICANTS SIGNATURE____________________________DATE______________Si nature on File 4/9/13

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

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


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


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MANDATED CHANGES/CANCELLATIONApplicant understands that any event or event date can be changed or canceled at thedirection of the Mayor and City Council if the approved event interferes with PublicWorks project(s) or any other necessary governmental function. Such action may bedirected at any time.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for a private event permit agrees to follow guidelines provided and submita complete application including all required submission of materials.

The applicant agrees to take full responsibility for all city-owned property, whetherborrowed, leased or rented, and understands that necessary replacement and/or repair fees

may be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the permit granted by the Town andagrees to pay all fees and costs assigned to the permit. The applicant further agrees tocomply with all conditions of the use permit which may be required by the Mayor andCity Council of the Town.

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


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MONDAY, MAY 6, 2013

6. CONSENT AGENDAC. Private Event Approval Request for 18th Annual Sand

Duels Beach Soccer Challenge June 8-9, 2013


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TOWN OF

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

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa Mitchell, Private Events CoordinatorRE: Sand Duels Beach Soccer ChallengeDATE: April 30, 2013

ISSUE(S): Request approval of the 18th Annual Sand Duels Beach SoccerChallenge

SUMMARY: This event is a small-sided soccer tournament that will take placeon a maximum of twenty (20) beach courts, 25-yard x 35-yardin size. Each court will host round-robin play and each team willplay a minimum of three (3) games. Teams consist of no morethan five (5) players and two (2) substitutes. The applicant isresponsible for obtaining all proper permits and adhering to cityguidelines.

City staff has no concerns with the request for parking at theWest Ocean City Park n Ride.

The applicant requests a footprint on the beach from north ofSomerset Street to North Division Street. City staff requeststhat the footprint move north of Dorchester Street to 1st Street.

In the past, the applicant has not returned the beach in the samecondition in which it was given. Because of this, the Townrequires a damage/repair bond in the amount of $1,000.00. AnyTown service costs directly resulting from the event will be takenfrom this bond.

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

RECOMMENDATION: Approve the event with staff caveats.

ALTERNATIVES: Approve the event as the applicant requested or do not approve

the event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: All appropriate departmental staff, specifically coordinated withDPW, OCBP and Transportation.

ATTACHMENT(S): 1) June 2013 Calendar2) Application3) Cover Sheet

Agenda Item # 6C



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2

PE - PIS KaraokePE OC Beachlights

3 4

PE - PIS Karaoke &Volleyball

PE Beach Fireworks

5

OC Air Show Set-upPE - PIS Basketball

6

OC Air Show Set-upPE PIS Dodge Ball

Dew Tour Set-up

7

LongOC A

Sand

PE Dew

9

Longboard Challenge

OC Air Show

PE - Sand Duels -

TENTATIVE

PE - PIS KaraokeDew Tour Set-up

PE OC Cruzers

PE OC Beachlights

10

OC AIR SHOW

Breakdown

Dew Tour Set-up

11

PE - PIS Karaoke &

Volleyball

Dew Tour Set-up

OC AIR SHOW

BreakdownPE Beach Fireworks

12

Dew Tour Set-up

OC AIR SHOW

Breakdown

PE - PIS Basketball

13

Dew Tour Set-up

PE PIS Dodge Ball

14

Sun R

Dew

PE

16

Dew Tour Set-up

PE OC BeachlightsPE ESA Rain Date -

TENTATIVE

17

Dew Tour Set-up18

Firemens Pipe &

DrumsDew Tour Set-up

PE Beach Fireworks

19

Firemens Parade

Dew Tour Set-up

20

Dew Tour21

Dew

PE -

23

Dew TourBeach 5 Sand Soccer

PE OC CruzersPE OC Beachlights

24


Dew Tour BreakdownPE Beach Fireworks

26



Dew

30

PE OC Beachlights

PE ESA Rain Date -

TENTATIVE

June


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Name of Event: 18th Annual Sand Duels Beach Soccer Challenge New Event: No

Date of Event: Saturday and Sunday, June 8 AND 9, 2013

Date Application Received: February 25, 2013 Application Fee Paid: Yes/$100.00

Date Routed: February 25, 2013

Date Returned from All Departments: April 11, 2013 Total Cost to Town:

Things to Note:

This event is a small-sided soccer tournament that will take place on a maximum of 20 25-yard x 35-yardbeach courts. Each court will host round-robin play in which each team will play a minimum of threegames. Teams will consist of no more than five players and two substitutes.

Set-up of the event will take place on Thursday evening beginning at 5 pm and Friday at 9:00 am.

Clean up will take place on Sunday beginning at 4:00 p.m.

The event would like to take place on the beach north of Somerset Street to North Division Street. Will set-up at least 75-feet off the easternmost edge of the concrete pad.

The event will take place from 8:00 a.m. until 6:00 p.m. daily. The event organizer requests parking for a 24-foot Box Truck at the West OC Park n Ride as in previous

years. If park n ride is not available, request parking at Rec. & Parks office building, 125th Street and bay.

Event personnel will be responsible for monitoring and cleaning the event area. If necessary, the eventorganizers will contract for an eight-yard dumpster to be placed near the site. ASG is also willing toemploy a staff of City Workers to assist with this process.

To control the congestion of participants and spectators, participants will play their games within adesignated block of time, which will be broken into a.m. and p.m. shifts. If additional crowd security isneeded, a private security or off-duty police will be hired to patrol the area.

The event organizers request permission to sell event related items.

During the event, self-standing tents and a small, self-contained P.A. System will be utilized.

The event will have product sampling. All sampling will comply with Town guidelines.

Sponsors are as follows: Baltimore Blast, Sports Authority, Dominoes Pizza, TLI Digital, Maryland State,

Youth Soccer, Atlantic Hotel, Enviroevents, and HUB/CVille Bikes. The expected number of participants is between 750 and 1,500.

The expected number of spectators is between 1,500 and 4,500.


OCPD The event application does not request any ON-DUTY resources from our department. Theapplication mentions OFF-DUTY officers, which the event organizer will have to request through ourdepartment.

REC. & PARKS Space to park the box truck is not available at Northside Park due to a huge lacrossetournament being held there that weekend. Must coordinate with Play It Safe event. Sponsorships andsample sizes will need to be confirmed prior to event.

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

TRANSPORTATION Will provide requested overnight parking permit for one (1) 24-foot box truck at

the West OC Park n Ride for June 7-9, 2013. Also, the Boardwalk trams will be in operation from 10:00a.m. until 12:00 midnight each day of the event. The event staff must help keep the tram area clear ofspectators.

PUBLIC WORKS Can provide free parking for staff cars at the Park n Ride, or can reserve two (2) spotsin the 4th St. lot. If they choose the 4th St. lot, they must pay for the spots at $1.50 per hour. Reserved spotsare for 24-hour periods. Will not provide temporary workers to remove waste. Organizer must contract ontheir own, including purchasing and providing their own trash bags. Last year the organizer did not cleanthe site well enough and our crews had to pick up their trash bags that were not properly disposed of. Costfor last years support was $717.00. Organizer must be in town and on-site during event hours. Whenproblems arise, we need point of contact with authority to make sure the Towns concerns and requests arehandled properly and in a timely manner.


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BEACH PATROL The organizers need to take a more active role in making sure the event does notinterfere with the access or patrolling of the beach. Although it has gotten better in recent years, the eventstaff needs to work with OCBP, and understand that BP is concerned about our ability to provide safety toall OC visitors, not just their event. One possible solution is to move the event north so that the southboundary of their layout is north of Dorchester Street. There is also the final pre-employment physicalskills test for the OCBP scheduled for the June 8, 2013, and this takes place at Dorchester Street and theBoardwalk with registration and briefing of candidates from 10am-12:30pm. The event is not to use orrelocate any of our items tables, chairs, and bleachers. Event cannot interfere with the normal patrolling

of the beach. During set-up and breakdown the Dorchester St. ramp and the concrete pad on the east sideof the Boardwalk cannot be blocked. The event must be set-up at least 30-

Documents

May 6 2013 Complete Agenda