february 2 2015 complete agenda

8/9/2019 February 2 2015 Complete Agenda

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MAYORANDCITYCOUNCIL

REGULARSESSION

Monday,

February

2,

2015

6:00

P.M.

AGENDA

1. CALLTOORDER

2. PRAYERANDPLEDGE

3. APPROVALOFMINUTES

A. RegularSession#2datedJanuary20,2015

B. WorkSessiondatedJanuary27,2015

4. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCIL

A. StandingCommitteeDraftAgendas

5. CONSENTAGENDA

A. PrivateEventApprovalRequestforOCAirShowJune1314,2015

B. RequesttoApproveTaxiMedallionTransfer

6. MISCELLANEOUSREPORTSANDPRESENTATIONS

A. PrivateEventApprovalRequestforWicomicoStreetWinterFestivalNovember7,2015

B. 3YearPrivateEventApprovalRequestforWhiteMarlinFestival/CrabSoupCookoffMay13,2017

7. PUBLICHEARINGS

8. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF

9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR

A. FirstReadingOrdinancetoAmendChapter102EntitledVehiclesforHire(changescharter

buspermitperiodfromseasonaltoyearroundandchangesthe permitting authorityfrom

TransportationtoTourism)

10. COMMENTSFROMTHEPUBLIC

Anypersonwhomaywish to speak on anymatter at the Regular Sessionmay be heard during

CommentsfromthePublicforaperiodoffive(5)minutesorsuchtimeasmaybedeemedappropriate

bytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandthesubject

onwhichheorshewishestospeak.

11.

COMMENTS

FROM

THE

CITY

MANAGER

A. ReviewoftentativeWorkSessionagendaforFebruary10,2015

12. COMMENTSFROMTHEMAYORANDCITYCOUNCIL

13. ADJOURN


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REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, FEBRUARY 2, 2015

3 APPROVAL OF MINUTES

A. Regular Session #2 dated January 20, 2015

B. Work Session dated January 27, 2015


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REGULAR SESSION -MAYOR AND CITY COUNCILMONDAY, FEBRUARY 2, 2015

4 ITEMS PRESENTED BY THE MAYOR AND CITY

COUNCIL

A. Standing Committee Draft Agendas

Note: The Recreation and Parks Committee meeting is scheduled

for February 24. A draft agenda will be included in the February17 agenda packet.


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Ocean City, Maryland

Police Commission

Open Session Agenda

Monday, February 9, 2015 9:00 a.m.

PSB Building, 6501 Coastal Highway

1.Call to Order2.Chiefs Update on January Crime Statistics

3.CEW/Taser Update

4.Request by Michael Pawlowski of Nite Club Taxi regarding thereplacement of a lost or stolen taxi medallion.

5.Discussion of Boardwalk Cameras Summer 2014 Review and

possible future system expansion.

6.Discussion of suggested taxi ordinance changes and theincorporation of Uber into the ordinance.

7.Adjourn


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Tourism

Commission

Meeting

Draft

Agenda

Monday,

February

9,

3

p.m.

Room214,ConventionCenter

1) Approvalofminutes:January12,20152) TourismStrategicPlanfinaldraft3) Organizationalreports

ChamberofCommerce

EconomicDevelopmentCommittee

HMRA

OCDCMDTourismDevelopmentBoard

Dept.ofTourism

ConventionCenter

SpecialEvents


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OCEANCITY,MARYLAND

TRANSPORTATIONCOMMITTEE

PublicWorksConferenceRoom 9:00a.m.

Tuesday,February10,2015

DRAFTAGENDA

(1)DiscussionpertainingtoBuspurchases

Purchaseof40footbussesvs.60footarticulatingbusses

Loanofbusses,onaseasonalbasisfromtheMTA

Dieselvsahybridfuelsourcevehicle

MTAsupportonanyproposedplanofaction

(2)DiscussionconcerningthedesigndevelopmentoftheTransportationCampusPlan

infrastructure:

NeedsassessmentbyKFHGroup

CampusPlanStudybyWhitman,RequardtandAssociates

D/EGrant#OC275311C2013Percentageallocationdiscussion

Localmatchrequirements

MTAopencontractwithWhitman,RequardtandAssociatesandtheircurrentactionspertainingtoaScopingeffort,NTPandTigerGrantapplication.

(3)DiscussionofInletParkinglotexit/paylanes

Currentconfiguration

Customersuseofcreditcardlaneversusticketboothlane Reconfigurationtoallow4thticketbooth

Futureplans

(4) Adjourn


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5.

CONSENT AGENDA

A. Private Event Approval Request for OC Air Show

June 13-14, 2015


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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 A. Mitchell, Private Event CoordinatorRE: 2015 Air ShowDATE: January 28, 2015

ISSUE(S): 2015 Ocean City Air Show

SUMMARY: Per the 3-year Memorandum of Understanding (MOU), the OceanCity Air Show applicant is required to submit a new application each

year for staff review.

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

As budgeted in FY16 and as outlined in the attached MOU, the Townprovides an annual allocation of $35,000. The Town also affords upto $100,000 of in-kind services which is managed by the SpecialEvents Department.

RECOMMENDATION: Confirm approval of 2015 event.

1st

Class Resort & Tourist Desination

ALTERNATIVES: Not applicable.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: All appropriate departmental staff has reviewed and the event hasbeen coordinated.

ATTACHMENT(S): 1) Calendar2) Staff Comments3) MOU4)

Application5) Layout

Agenda Item # 5A

Council Meeting February 2, 2015


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Sun Mon Tue Wed Thu Fri Sat

1 2 3 4 5

PELongboard

Challenge

6

PELongboard

Challenge

7PELongboard

Challenge

8 9 10 11 12 13PESand Duels

TENTATIVE

PEAir Show-

TENTATIVE

14

PESand Duels

TENTATIVE

PEAir Show-

TENTATIVE

15 16 17 18 19 20

PEBeach 5 -

TENTATIVE

21

PEBeach 5 -

TENTATIVE

22 23

PEFiremens Pipe

and Drums

24

PEFiremens

Parade

25 26 27

28 29 30

2015

June


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OC Air Show 2015 Departmental Comments

Emergency ServicesNo comments or concerns

Public WorksWill provide the following: Post street for closure, place sand fence to create event

footprint, provide cones as needed, provide special event fencing as needed, provide extra trashcans,

provide extra trash removal during event, tow generators to event site, hang Air Show banners, section

off Inlet Parking Lot, provide forklift and operator during event, provide two (2) Broyhill boxes to be

dumped every evening, install temporary bus stop at 17thStreet, close beach gates at event area and

remove all equipment used for event and return to storage. Total estimated cost is $13,277.77. No

issues with granting approval of this on-going event.

PoliceA special order will be completed detailing officers to various traffic posts and static Boardwalk

posts to support the event. Most officers assigned to this detail will be assigned as part of their regular

duty assignment after having their duty days switched to align with this event. There will be some

costs to this event, but are difficult to estimate at this point until summer schedules are known and a

better assessment of shift manpower can be done. Total estimated cost is $6,777.80 - $5, 136.38

regular and $1,641.42 in overtime.

Beach PatrolIn the past, have assisted with maintaining a safety zone on the beach and in the water.

OCBP is deployed for the practice day as well as the actual air show. The event organizers need to

maintain a north-south vehiclular access through the event area for emergency access. This access

needs to be extended north and south of the event area due to the extremely high concentration of

spectators crowding as close to show center as possible. This can be accomplished in both directions.

The area between the water and the east event area fence also needs to remain clear of any permanent

obstructions.

Fire MarshalPermits for the use of the tents must be obtained from the Office of the Fire Marshal.

Inspections of the street vendors must be coordinated with the Office of the Fire Marshal.

Risk ManagementTask is to pre-inspect the area. Insurance policy to be purchased and insurance

certificate submitted naming TOC as additional insured.

TransportationTransportation will provide a special event express shuttle service from the WOC Park

n Ride to/from 17thStreet and Baltimore Avenue from 10 am until 5 pm on Saturday, June 13 and

Sunday, June 14. Frequency of service will be approximately every 20 minutes. Fare is $3 ride all day.

Additional Boardwalk Tram Supervisors will be needed to walk/escort Trams through heavy pedestrian

congestion at 17thStreet event center.

R&PNo issues or tasks

Convention CenterNo comments

TourismNo concerns


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PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

NON-REFUNDABLEAPPLICATION FEE:$100.00 For Profit Applicants, $25.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events CoordinatorTown of Ocean CityRecreation and Parks200 125thStreetOcean City, MD [email protected]

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 is to be completed and forwarded to the Ocean City Special Events

Department at least 90 days prior to the requested event. If an application is submittedless than 90-days prior to the proposed start date, a late submission fee of $100.00 will beassessed for both Non-Profit organizations and For-Profit promoters. A new applicationmust be submitted annually for recurring events.

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 similar

comments 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.$100.00 For-Profit Promoters and $25 Non-Profit Organizations

The minimum fee for City property usage is $150 per day for For-Profit promoters and$25.00 per day for Non-Profit organizations. For beach use this fee is applied per oceanblock, per day. Races/runs/walks on the beach do not require a per block charge. Set-upand breakdown days are also subject to this fee assessment.

1. TITLE OF EVENT: ________________________________________________

2. IS THIS A NEW EVENT? ___________________________________________

Page 1 of 8

Oc Air Show

No


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3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR

3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES

FOR THE NEXT 3-YEARS: ____________________________________________

4. STARTING & ENDING TIMES OF EVENT: _______________________________

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

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

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

much area will be used, etc.): _____________________________________________

_____________________________________________________________________

_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________

9. ORGANIZATION REPRESENTING: _____________________________________

_____________________________________________________________________

10. MAILING ADDRESS: _________________________________________________

_____________________________________________________________________

11. WORK PHONE: ____________________ HOME PHONE: ____________________

FAX: _________________________ EMAIL: _______________________________

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF

PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH

DOCUMENTATION? ____________________________________ IF NOT, WHY?

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT:

_____________________________________________________________________

14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10:

_____________________________________________________________________

_____________________________________________________________________

15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN

QUESTION 11: HOME: ____________________WORK: ____________________

FAX: _____________________________ CELL: __________________________

E-MAIL ADDRESS: __________________________________________________

OTHER: _____________________________________________________________

Page 2 of 8

June 13-14, 2015

10am-4pm

June 9 -12, 2015

June 15-17, 2015

Event are extends from 14th St. on the beach north

to 17th St. Set-up historically also includes exhibits on the stub-end streets

and reserved parking from 12th-20th streets as well as shallow spaces on the boardwalk

Bryan S. Lilley

Ocean City Air Show, LLC

PO Box 321330, Cocoa Beach, FL 32932

321-319-2660 717-602-4500

717-583-0860 [email protected]

N/A

Steven T. Webster

7216 Etonian Ct., Pittsville MD, 21850

443-235-9888

717-583-0860 443-235-9888

[email protected]


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

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________

_____________________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE

SUCH ACCESS? __________________ IF SO, WHERE? ____________________

_____________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,etc.): ________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED

DIAGRAM AND DESCRIBE HERE: _____________________________________

_____________________________________________________________________

_____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO

EMPLOY: ___________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR

CONSIDERATIONS (Be aware that additional charges may be assessed.): ____

_____________________________________________________________________

_____________________________________________________________________

Page 3 of 8

Air Show event on Sat. and Sun. with ticketed venues, Vip areas

concert-level sound system,parachute landing zone(s), exhibits and kid's

zone featuring inflatables. Secondary events take place throughout the city.

Event mgmt. will

work out of the Courtyard Marriott and Quality Inn Boardwalk prior to and during the event.

Yes 30th St. to access

beach with generators and a tracked skid loader

Most equipment is unloaded at 16th St. and 15th St. at the boardwalk.

Load out is similar. Load in takes a minimum of 3 days (wed-fri and prior)

and load out is 2 days(mon-tues morning) post event. Both activities include town assistance.

Multiple tents are setup on the beach and sand

fencing is used to create a perimeter and secondary sections within event area. A concert level sound system is

used with speaker towers placed on the boardwalk from 14th to 17th Streets and controlled from a sand-based stage.

The ticketed crowd is maintained within the confines of the event area. General public

may watch the air show free of charge north and south of the event area. Parking includes

Vip designated parking lots and first-come, first serve general street parking and private lots.

Stub-end streets need to be closed on a specific time line to be provided separately. Police escorts will be

requested for military jet teams. Event will draw high volume of vehicular traffic to general areas.


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23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?

__________ IF SO, WHAT TYPE? __________________________________

_____________________________________________________________________

_____________________________________________________________________

24. WHAT IS YOUR RAIN POLICY? ____________________________________

_____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING

OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT

(TOILETS, HAND WASHING, ETC.)? ________________________________

_____________________________________________________________________

_____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &

QUANTITIES): _______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ______________

IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________

_____________________________________________________________________

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Page 4 of 8

No

No refunds on purchased tickets.

Event will cancel if rain is constant and sustained. No rain dates.

Request town to retrieve refuse from beach as contained in trash receptables placed by the town in known

crowd areas. Event volunteer staff to clean venues and move trash to receptables

locations on the beach. Request more than one pickup per day.

Existing facilities will be supplemented

with addition of 16 standards portables units and 4 handicap units. These units

will be dispersed in 5 groupings within the event area as defined.

We will once again

have a food concessionaire within the event area with a primary location setup

at 15th St. on the beach. This vendor is responsible for all F&B related to the ticketed

event area and understands the Coca-Cola town exclusive agreement.

N/A

Yes

Funds go toward event

costs and potentially to a net profit for Ocean City Air Show, LLC

N/A


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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.

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?

_________________ 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.

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________

Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit to the Private

Events Coordinator.

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

AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include

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

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

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

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________

38. EXPECTED NUMBER OF SPECTATORS: ________________________________

39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE

APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?

_____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM

THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is

required for each major end-item borrowed from the Town of Ocean City):

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Page 5 of 8

N/A

Yes

Possible inclusion

No

No

Yes

Beer and wine on the beach.

Beer and wine will be on sale within the event area. Provided as part of package to

clubhouse ticket holders who are of age. Standard size cans are sold. Beer is on tap

in the clubhouse venue and served with plastic cups.

20

200,000 - 2,000 in the event area

No

Will contact Will Edmunds and 85 and sunny vendor

Supply and place sand fence per diagram. Close streets per schedule, forklift on in and out,

assist in placement of generators on the beach with tractor, assist with retrieval of palm

trees from Seacrets for the use in event area, trash removal, beach cleanup and use of light cart if needed.


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41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY

STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY

OBTAINED TIS PERMIT? ___________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.

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: __________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and

comply with the Town of Ocean Citys sponsorship policy. The application will not

be approved without sponsors. If no sponsors, please state No Sponsors in area

provided below.): ______________________________________________________

____________________________________________________________________

____________________________________________________________________

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

APPLICATION: ______________________________________________________

_____________________________________________________________________

_____________________________________________________________________

.

46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE

SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,

STAGE, CONCESSIONS, COURTS, BANDS, ETC.

IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______

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

Page 6 of 8

N/A

N/A

Centered at 16th St. for the last 7yrs utilizing same space from 14th St

to 17th St. on the beach with 12th to 20th St.stub-ends closed to a specific degree

to meet event needs. Stub-ends streets are used for exhibits, vital product storage

and reserved VIP, performer, EMT, city mgmt and key staff parking.

Still in progress. Current potential are as follows -

Coca-cola, Barcardi, Careys Dist., Brown Forman, Harrison Group and

Taylor Bank

Event also works closely with and utilizes the OC Airport and on-site

fixed base operator. Bus assistance requested for transporting volunteers, use of 150 x 300 area

of the inlet lot for large exhibits, placement of boardwalk banners and convention center lot for public parking.

xx


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INSURANCE REQUIREMENT:

For the protection of the public and the Mayor and City Council, the applicant shallobtain, at the applicants own expense, general liability insurance coverage, which shallinclude coverage for personal injury in the amount of one million dollars ($1,000,000)single limit. Said insurance coverage shall name the Mayor and City Council as

additional insured, with the address on the certificate listed as 301 Baltimore Avenue,Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing theaddition of the Mayor and City Council as additional insured, is also to be provided. Thecertificate of insurance and the addendum shall be furnished to the Private EventsCoordinator, no later than 30-days before the private event.

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY

(30) DAYS PRIOR TO THE EVENT

COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:The applicant must comply with all provisions of the Towns agreement with Coca-ColaRefreshments as it pertains to the distribution or sales of beverages by the applicant onTown property. The applicant agrees to sell, dispense or serve only Coca-Cola beverageson 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, specified energy drinks and bottled

waters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, MelloYello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,Dasani and other products that Coca-Cola may provide in accordance with its agreementwith the Town of Ocean City.

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

APPLICANTS SIGNATURE____________________________DATE______________

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.

APPLICANTS SIGNATURE___________________________DATE_______________

Page 7 of 8

xx

10/23/14

10/23/14


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LOCAL ORDINANCE DISCLOSURE AND COMPLIANCEThe applicant agrees to comply with the provisions of all applicable 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 with allprovisions of the local ordinancesincluding Chapter 62 of the Town Code.


HOLD HARMLESS CLAUSE:Permitee (organization/applicant) shall assume all risks incident to or in connection withthe permitee activity and shall be solely responsible for damage or injury, of whatever

kind or nature, to person or property, directly or indirectly arising out of or in connectionwith the permitee activity or the conduct of Permitees operation. Permitee 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 thepermitee activity or conduct of its operation or resulting from the negligence orintentional acts or omissions of Permitee or its officers, agent and employees.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENTThe applicant for the private event described in this application agrees to followguidelines provided and submit a complete application including all required submissionof 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 feesmay be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the private event permit granted by theTown and agrees to pay all fees and costs assigned to the permit. The applicant furtheragrees to comply with all conditions of the use permit, which may be required by theMayor and City Council of the Town.

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


Page 8 of 8

10/23/14

10/23/14

10/23/14


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Please fill out this form to have your event listed on our Calendar of Events listing onwww.ococean.com. The OC Dept. of Tourism reserves the right to edit and approvepublication of each event. Your event should be open to and of interest to OC visitors.Not all events will be appropriate for this website. Fundraisers, community interestprojects, etc., may be placed on OC Community Bulletin channels.

Name of Event: ___________________________________________________________

Date: ______________________________________________ Year: _______________

Address/Venue: ___________________________________________________________

Times of Event for Public Attendance: ______________________________________

Admission Fees: __________________________________________________________

Contact Name: ___________________________________________________________

Contact Phone: ___________________________________________________________

Email: ___________________________________________________________________

Website: _________________________________________________________________

Facebook: ________________________________________________________________

Description of Event: ______________________________________________________

___________________________________________________________________________

(The information below will not be published on public website, but may be made available to ourConvention & Visitors Bureau, hotel / restaurant members & partners.)

Person providing this information: _________________________________________________________

Mailing Address: _________________________________________________________________________

Phone: __________________________________ Email: ________________________________________

Projected Attendance of Event: ____________________________________________________________

C LEND R OF EVENTS LISTING

Please return to:Lisa Osman - Dept of Tourism4001 Coastal Hwy.Ocean City, MD [email protected] / 410-289-0058 fax

OC Air Show

June 13-14 201516th Street and Boardwalk - Show-center

9a - 5p

Free to the public with optional VIP viewing areas

Steven Webster

[email protected]

www.ocairshow.com

www.facebook.com/ocairshow

Air Show with military and civilian acts over the water.

VIP viewing areas with a exhibit display village.

Steven Webster

Po Box 321330, Cocoa Beach, FL 32932

443-235-9888 [email protected]

250,000


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5.

CONSENT AGENDA

B. Request to Approve Taxi Medallion Transfer


27/79

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: Kelly L. Allmond, CMCRE: Taxi Medallion TransferDATE: January 23, 2015

ISSUE(S): Transfer of Taxi Medallion #163

SUMMARY: Taha Hachim Bourgo of Academy Taxi, sold Taxi Medallion #163 toBaghir Hassan of Cash Cab for the amount of $7,100.00. The 25%transfer fee was paid. Academy Taxi is now an IndependentOperator and Cash Cab is an Independent Holder. The Fleet toIndependent ratio holds at just above 17%.

The medallion remains in the City Clerks possession until thetransfer is authorized by the Mayor and Council.

FISCAL IMPACT: $1,775 in revenue

RECOMMENDATION: Approve transfer of medallion #163

1stClass Resort & Tourist Destination

ALTERNATIVES: The Council may exercise their right of first refusal pursuant toChapter 102-32 of the Town Code.

RESPONSIBLE STAFF: Kelly L. Allmond, CMC

COORDINATED WITH: Michelle Monico, OCPD Records Manager

ATTACHMENT(S): 1) Bill of Sale2) Chapter 102-32 of the Town Code

Agenda Item # 5B



28/79

Taxi Medallion Bill of Sale

BE

IT KNOWN,

that for

the

sum of $ '

the full receipt ofwhich is

acknowledged, the undersigned AC.

rny %im i 5 / (

Seller)

hereby

sel ls and

t

transfers

all rights

and obligations of said medallion

to

62 // e.49

Buyer);

prov ided however , that

a f leet ho lder

m ay transfer

to e ithe r a

fleet

holder or independent holder and an independent holder

may

only

transfer to

another

independent

holder to

maintain at least a 15

percent

holder ratio to

independent

holders.

Any

transfer

of

a taxicab medal lion

is subject

to the

approval

of the Mayor an d City

Counci l

an d

is

subject to th e following

provisions:

a.

B oth th e

transferor

and the

transferee shall

provide

the

Mayor

and

Ci ty Counci l with

a

sworn

affidavit

and bil l

of

sale attesting to the transfer price

or consideration.

b.

P ay o nt o th e M a yo r a nd City Counci l

a

t ransfer fee equal to the greater

of

500 .

00

or

25 percent of

the transfer

price or consideration.

c.

A right of first refusal by th e M ayo r a nd C ity Council of O ce an C i ty to reacquire the

usage rights of

the

medallion

from the

transferor for

the proposed purchase

price

less

the transfer fee.

we hereby

affirm

or a ttes t

under

the penalty of

perjury,

that

the

statements made

below

are

true

and

correct to thebest of my /our knowledge, information

and

belief.

I

hereby a ffir m o r attest that on this

da y

of , 20L5

d id s ell Medallion No.

163

for

the sum of

1

P J

from theseller named above.

Seller's Signature:

S e l l e r s P r in te d N a m e : 1/ 1 4 4 H

C ,

Af ReWR6f

C o m p a n y N a m e :

AC' c x (

Independent I

Fleet)

Phone . -

7

Z 2- -

2 f I r

hereby affirm

or

attest that on this

day

of

2015' did purchase Medallion

N o . 1 4 6 3

for

t h e

sum

o

Z:ya0

from

theseller

named

above.

Buyer's Signature:

Buyer's

Printed

Name:

G i h

ii

1

t

A5,-:

n

Company

Name:

1 (

independent / Fleet)

Phone

d

Z l

rS `

50 _V

I

r----------------------------------------

i

NOTARY

i

KELLY LORRAINE

ND

Notary Public- Maryland

i

Wcomco County

I

My Commission

Expres

i

July

09,

2017

L - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

0-,

4-.

Administrative Use Only

Buyer:

Seller:

O

O

As a result

of

this sale, the F

to independent Ratio wll be

RECEIPT

Town of

Ocean

City

M D

REPRINT

C U S T O M E R RECEIPT

Oper: PU S

Type: O C Drawer

Date:

1 / 21 / 15 61

Receipt

no:

71

Description

Quantity

Amo

TM

T A X

MEDALLION

RESALE

1.

68

1 77 5

ACADEMYTAXI T O

C A S H

CAB

MEDALLION

N U M B E R

16 3

Tender

detal

03 OVER COUNTER

1775

Total

tendered

1775

Tota payment

1775

Trans date:

1121115

Time: 11: 45 :

THANK

Y O U

A N D

HAVE A NICE DAY '.

T O W N

O F

OCEAN

CITY 416 - 289-

8833


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(a)

(1)

(2)

(b)

(1)

(2)

(3)

(4)

(5)

(6)

(7)

a.

b.

Sec. 102-32. - Requirements.

Operation of taxicabs.

No taxicab shall be operated within the limits of Ocean City, Maryland unless it is

licensed pursuant to this article or is licensed by some other governmental agencythat is merely delivering people from the jurisdiction of such other governmental

agency to Ocean City.

No taxicab shall be operated without a medallion, in accordance with the provisions of

this ordinance, when transporting passengers between points in Ocean City, a point in

Ocean City to a point outside Ocean City, a point outside Ocean City to a point in

Ocean City, or a point at an Ocean City owned facility to a point in or outside Ocean

City.

Licensing procedure.

The Police Commission is authorized to issue up to 175 taxicab medallions up to

85 percent to be issued to fleet holders and up to 15 percent to be issued to

independent holders.Taxicab medallions shall be awarded by a process the manner of which is to be

determined by the mayor and city council. Payment of the medallion price under the

initial process shall be ten percent at time of award, ten percent on April 15, 20

percent on May 15, June 15, July 15 and August 15. If a payment is not made on a

due date, the medallion is automatically revoked. Taxicab medallions awarded after

the initial process shall be payable on or at time of award.

Successful bidders shall provide the names and addresses used for the past five

years of each member or stockholder of a corporate holder and the same information

for the individual holders. Each member or individual must sign an authorization for

the Police Department to perform a criminal background search and pay to the Police

Department the requisite fee for such service.

A holder of a taxicab medallion must have the taxicab fully operational under this

article within 30 days of the successful bid or the medallion must be returned to the

Police Commission without a refund. The Police Commission may extend the fine for

up to ten additional days, per good cause shown by the holder

If an operational taxicab license becomes inoperable and is not repaired and

reinspected, replaced or transferred, as herein provided, within one year, the

medallion must be returned to the Police Commission without a refund.

A holder of a taxicab medallion may transfer the medallion to another vehicle owned

by the holder, upon notification to the Police Department, provided that such vehicle

meets all requirements of this article.

If a taxicab medallion is paid in full, the holder of a taxicab medallion may transfer the

taxicab medallion to another holder; provided however, that a fleet holder may transfer

to either a fleet holder or independent holder and an independent holder may only

transfer to another independent holder to maintain at least a 15 percent holder ratio to

independent holders. Any transfer of a taxicab medallion is subject to the approval of

the Mayor and City Council and is subject to the following provisions:

The proposed transferee must comply with subsection (3) of this section.

Page 1 of 3Municode

11/15/2012http://library.municode.com/print.aspx?h=&clientID=12833&HTMRequest=http%3a%2f...


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c.

d.

(8)

(c)

(1)

(2)

(3)

(4)

(5)

(6)

(7)

(8)

(9)

(10)

(11)

(12)

a.

b.

i.

ii.

iii.

iv.

v.

vi.

(13)

Both the transferor and the transferee shall provide the Mayor and City Council

with a sworn affidavit and bill of sale attesting to the transfer price or

consideration.

Pay onto the Mayor and City Council a transfer fee equal to the greater of

$500.00 or 25 percent of the transfer price or consideration.

A right of first refusal by the Mayor and City Council of Ocean City to reacquire

the usage rights of the medallion from the transferor for the proposed purchaseprice less the transfer fee.

The annual renewal medallion fee shall be $500.00.

No taxicab, licensed under this article, shall be operated without a taximeter operated in

accordance with the provisions of this ordinance when transporting passengers between

points in Ocean City, a point in Ocean City to a point outside Ocean City, a point outside

Ocean City to a point in Ocean City, or a point at an Ocean City owned facility to a point in or

outside Ocean City.

The Police Department will inspect, test, approve, and then seal the taximeter.

The taximeter must be accurate, within an error in calibration of not greater than five

percent, and in operating condition. The type of meter must be approved by the Police

Department.The taximeter shall be mounted on the dashboard and connected to the transmission,

speedometer cable or speed sensor in a manner approved by the Police Department

and must not obscure the vision of the operator or present a hazard to the

passengers.

The lights in the taximeter must be on to indicate the meter is operating.

The taximeter reading (fare) must be visible to the passengers at all times.

A taxicab driver may not charge a fare in excess of the taximeter reading.

A taxicab driver may not charge a fare if the taximeter is not operating during a ride.

If the taximeter breaks down, is stolen, or becomes inoperable for any reason, the

Police Department will do an inspection on the new or repaired taximeter within 48hours of the request for inspection.

It is unlawful for any person to tamper with or break the taximeter seal.

It shall be unlawful for any person to operate any taxicab with a broken taximeter seal.

The Police Department shall inspect the taxicab taximeter annually and may conduct

random inspections as needed.

It shall be unlawful for any taxicab to display, internally or externally, any advertising

materials, except:

The name of the taxicab owner.

Advertisement on exterior roof light, which does not exceed 39"L, 14"W and

15"H in size, and which is not:

False, misleading or deceptive;

Sexually explicit or obscene;

Violent in nature or illegal;

Promoting tobacco products;

Promoting gambling, except for Ocean Downs or the State lottery and

keno

Promoting alcohol products.

Page 2 of 3Municode



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(d)

(e)

(f)

(g)

(h)

(i)

(j)

(k)

As of March 1, 2007 all taxicabs shall be equipped with a "driver needs help" or

"panic" light pursuant to standards established by the Police Department.

A taxicab must have a minimum of four doors or be a minivan.

A taxicab must have an operational heating system, and, if equipped with air conditioning the

air conditioner must be operational. After March 31, 2010, no taxicab medallion will be issued

for a taxicab which does not have an air conditioning system.

All holders shall accept credit cards for payment of fares, provided that holders have untilMarch 31, 2013 to be compliant.

All taxicabs, licensed under this article, must be registered with the Motor Vehicle

Administration of the State of Maryland. Vehicles must be registered in either the company

name or the name of the business license holder.

All taxicabs, licensed under this article, must file with the Town of Ocean City a certificate

proving insurance coverage currently exists for the vehicle to be used as a taxicab at the

time of the initial annual inspection. The coverage shall be for injury to or death of persons in

accidents resulting from any cause of which the owner of the vehicle would be liable by law,

regardless of whether the taxicab was being driven by the owner, employee, agent or lessee,

and against damage to the property of another, including personal property, in the minimum

amounts as required by the State of Maryland. The taxicab medallion holder shall have theirinsurance carrier name the Town of Ocean City as a "Certificate Holder" further requiring that

the Town of Ocean City be notified of any cancellation or termination of insurance coverage.

The cancellation or termination of any coverage or policy shall automatically terminate and

revoke the taxicab medallion issued to the taxicab covered by such policy, unless another

policy complying with the provisions of this section is provided and is in effect at the time of

the cancellation or termination.

All taxicab medallion holders, licensed under this article, shall establish policies and take

action to discourage, prevent or correct violations of this chapter by taxicab drivers employed

or contracting with the taxicab medallion holder. No taxicab medallion holder will allow a

taxicab driver who is employed by them or whom is contracting with them to drive a taxicab,

if the medallion holder knows or has reasonable cause to know that the driver has failed tocomply with this chapter, any applicable local, state or federal law including any rules or

regulations established by either the Mayor and City Council or the Police Commission.

Every taxicab operating under this chapter shall be kept clean and sanitary according to

rules and regulations which may from time to time be determined and adopted by the Police

Commission. The Police Department shall ensure all taxicabs are inspected at least twice

annually for compliance with this section.

A taxicab medallion may be deactivated by its holder and stored at city hall for a maximum

period of six months in a one year cycle. A taxicab medallion may be deactivated and

reactivated one time with no fee charged, however any additional deactivation and

reactivation will be subject to an administrative fee of $100.00 per vehicle per additional

reactivation.(Ord. No. 2000-11, 5-1-2000; Ord. No. 2004-4, 4-5-2004; Ord. No. 2006-6, 4-3-2006; Ord. No. 2006-25, 9-26-2006;

Ord. No. 2010-1, 2-16-2010; Ord. No. 2010-5, 4-5-2010; Ord. No. 2010-21, 7-6-2010; Ord. No. 2010-31, 10-18-

2010; Ord. No. 2011-20, 6-20-2011; Ord. No. 2012-12, 3-19-2012)

Page 3 of 3Municode



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6. MISCELLEANEOUS REPORTS AND PRESENTATIONS

A. Private Event Approval Request for Wicomico Street

Winter Festival November 7, 2015


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa A. Mitchell, Private Event CoordinatorRE: Wicomico Street Winter FestivalDATE: January 29, 2015

ISSUE(S): Lisa Aydelotte for the Downtown Association requests the WicomicoStreet Winter Festival be approved to take place on November 7,2015 from 3:00-7:00 pm.

SUMMARY: This event, which takes place on Wicomico Street betweenBaltimore Avenue and the Boardwalk, consists of a visit from Santa,vendors selling crafts, food and non-alcoholic beverage sales,games for children and live music.

The applicant requests the Town provide street barriers, trash cans,trash bags and use of city electric. Department of Public Works canprovide these items.

FISCAL IMPACT: Revenue to the Town includes $275 for Private Event Fees and$490.32 for Town Asset and Support Fees, totaling $577.82.

The Downtown Association is requesting two (2) waivers:

The Associations main office is located within Worcester County,making it eligible to receive up to a 75% discount in Applicationand Space Usage Fees upon approval of the Mayor and Councilas outlined in Resolution 2014-11.

The Downtown Association also requests that Council waive theTown Asset and Support Fees. PPM 600-4 authorizes the Mayorand Council to consider all costs and determine if any shall bewaived or lessened based on type of promoting entity or eventbeneficiary.

RECOMMENDATION: Approve event as presented. Associated fees may be waived as

authorized by the Mayor and Council.


ALTERNATIVES: No staff alternatives suggested.


Agenda Item # 6A



34/79

COORDINATED WITH: All appropriate departmental staff has reviewed, and the event has

been coordinated with Public Works, the Office of the Fire Marshal

and OCPD.

ATTACHMENT(S): 1) November 2015 Calendar2) Cover Sheet3) Application4) Layout5) Town Asset and Support Fees6) Letter from Downtown Association7) Resolution 2014-118) PPM 600-4


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Sun Mon Tue Wed Thu Fr i Sat

1 2 3 4 5 6 7

PEWicomico

Winter Festival

TENTATIVE

8 9 10 11 12 13 14

15 16 17 18 19

Winterfest

Opening

20 21

22 23 24 25 26 27 28

29 302015

Novembe

r


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Ocean City Private Events

Name of Event: Wicomico Street Winter Festival New Event:No

Date of Event:November 7, 2015

Date Application Received: November 24, 2014 Application Fee Paid: Yes

Date Returned from All Departments: January 2, 2015 Private Event Fees: $275.00Less Requested 75% Discount: $187.50Total Private Event Fees Paid the Town: $87.50Town Asset & Support Fees: $490.32Total Fees Paid to Town: $577.82

Things to Note:

This event would consist of a visit from Santa, vendors selling crafts as well as food and non-alcoholic drinks, gamesfor children and live music.

The event would take place on Wicomico Street between Baltimore Avenue and the Boardwalk.

The event would set up on the day of the event, beginning at 9:00 am.

The event would take place from 3:00 pm until 7:00 pm. The event would clean up immediately following the event and be completed by 9:00 pm.

The event organizers would collect and dispose of all solid waste.

The event organizers request the following from the Town: street barriers, trash cans, trash bags and use of cityelectric.

All proceeds would go to the Downtown Association.

The event organizers would set up tents.

Expected number of people is between 100 and 200.

Comments from Department Representatives:

Public WorksWill post Wicomico Street and Boardwalk No Parking for event. Will also provide fencing, gates,trashcans, and trash bags. Estimated cost is $490.32.

Fire MarshalFire hydrants must remain clear and free of all obstructions; minimum 15-feet clear on all sides of thefire hydrant and access to the hydrant must remain clear and free of all obstructions. A permit for the use of the tentsmust be obtained from the Office of the Fire Marshal.

RiskInsurance certificate must be submitted prior to the event.

OCPDThere were no police resources requested for this event, however, shift patrol officers will be requested tomonitor the area for traffic/crowd needs as well as ensure alcohol does not leave the event area.

Tourism, Beach Patrol,Rec & Parks, Emergency Services, Transportation, OCCCNo comments or concerns.

Date on Council Agenda: February 2, 2015

Event Approved of Denied:

Other:


37/79


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DRAFT

Town of Ocean City Event: Wicomico Winter Festival Attachment AAsset Rate Schedule - Events Start Date: 6-Nov-15 End Date: 10-Nov-15 Update:8/12/14

PER DAY/TASK

Asset Description Prev Cost TOC Cost Cost/Hour O/T Rate # of Hours # OT Hours # of Days Qty Used Line Cost M&CC % Change Extended Cost Expaination/Description

STATIC HARDWARE/EQUIP. -$

Department of Public Works

Barricade (Type 4) Traffic, Plastic (/da 4.00$ 4.00$ 2.00 12.00 96.00$ $96.00 -$

55 Gln Trash Container (/day) 2.00$ 5.00$ 2.00 8.00 80.00$ $80.00 -$

55 Gln Trash Liners (per box) 25.00$ 25.00$ 1.00 1.00 25.00$ $25.00 -$

ACTIVE HARDWARE/EQUIP.


Pick-up Truck/Operator 42.21$ 63.32$ 6.00 253.26$ $253.26 -$

LABOR POSITIONS


Supervisor 36.06$ 54.09$ 1.00 36.06$ $36.06 -$

TOTAL RAW COST 490.32$

M&CC MANDATED CHANGE $490.32

TOTAL CONVEYED COST -$

OCPD and OCVFD assets shall be provided separately and on a case by case basis.

Availability of Assets is not garaunteed and subject to change without notice.

Town of Ocean City needs shall take priority as related to use of Town assets.

Town of Ocean City Confidential 1/29/2015


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RESOLUTION 2014- I L

WHEREAS, Mayor

and

City

Council

of Ocean City is authorized

and

e m powe re d to

impose,

by resolut ion, permit fees

and

other fees, general ly associated

with

reviews, approvals

andpermts.

NOW, THEREFORE, BE

IT

RESOLVED by

the

Mayor

and

City Council of

Ocean

City

that

the following fee schedu les be, and the same

are hereby,

adopted.

Private

Even t

Permit Fees

apply to

all

applicants-

For-Profit

and

Non-Profit)

1

General

Private

Event Application Fee (

100)

2)

Late

Submission Fee if

Application is

receved

wthn

90 days

oevent 100)

3) Change Fee ( 50)

4)

Damage/

Repair

Bond (

250)

5)

Concession

Fee ( 75)

6)

Public

Property

Usage

Fee (

250)

a p plie s p e r

venue/

per

block/per d ay Premium

Fee) March

16h

through

October

31S

annually.

7)

Public

Property

Usage

Fee (

150)

a p plie s p e r

venue /pe r block/per

day Basic Fee)

November

1st

through

March

5h

annually.

8)

Three-

YearApproval Fee (

300)

Local Non-Profit Organizations whom maintain primary offices within Worcester

County may

be

eigbe

for

up

to

a 75% discount in application and space

usage fees

upon

approval of

th e

Mayor a n d City

Council.

Additional

fees

m a y apply.

RESOLVED

this

h

day

o

August

2014

and

o =.

s

of

January 1

2015.

LA W

OFFICES

ATTEST:

JENKINS,

ALMANMAND P . .

SUITE

200

A /

Ls

1J&

dI

use4--

CITY,

MD

21842

KEL Y

LMO

D Clerk

RICHARDW EEHAN

Mayor


49/79

Approved

as

to

form:

0

LLOYD

r

RTIN

President

GUY

R.

AY

City

oictor

MAR P. KNIGHT

Secr6tary


50/79

PPM 6004Revised by Special Events Director Frank MillerApproved by the Mayor and Council on August 12, 2014

Page 1

TOWNOFOCEANCITY

OCEANCITY,MARYLAND

POLICYANDPROCEDUREMANUAL

SECTION: Operations

PPM

600

4

SUBJECT:

Events

Permit

Requests

and

Guidelines

for

TownOwnedEquipment&LaborUsagebyOutside

Entities

PARTI: PRIVATEEVENTPERMITREQUESTPROCEDURES

An Event is any gathering, parade or event held on any public street, roadway, beach, parking lot, Boardwalk orsidewalk within the corporate limits or on any other municipal property of the Town of Ocean City, Maryland.Events shall further be defined as follows:

SpecialEvent(TYPEA) any Town event produced under budgeted Town funds with the intent to increasetourism and executed and managed by the Towns Special Events Division.

PrivateEvent(TYPEB) Any event in the Town of Ocean City produced by an independent entity/promoter(forprofit or nonprofit) utilizing public/townowned and/or managed property in whole or in part as a venuefor said event. This includes events held at the Ocean City Convention Center (OCCC) and events bookedthrough the Recreation and Parks Department (R&P) field and facility booking process.

ValueAddedEvent(TYPEC) Any Townowned event produced using budgeted or appropriated Townfunds with the intent to provide entertainment to the existing residents or crowdbase and managed by theSpecial Events Division solely or in conjunction with outside entities/promoters.

MarketingActivation(TYPED) Any temporary standalone promotional effort in the Town of Ocean City onpublic property produced by an independent entity with the intent to promote a brand of products or servicesto Residents or Ocean Citys crowdbase through professional interaction and product sampling with noexchange of money or bartering.

PrivateEvent,NonTownVenue(TYPEE) Any event held solely on nonpublic/nonTownowned propertyutilizing Town equipment or services.

NonPromoterEvent,PrivateEquipmentUse(TYPEF) Any use of Townowned equipment or Townservices for events or needs not related to the public or crowdbase and not intended to produce income.

PublicRelationsEvent(TYPEG) An activity within the Town of Ocean City that promotes the Town, assetsunique to the Town and/or its familyfriendly environment and culture; whereas said activity is more robust

than a Marketing Activation and/or originated from a Towninduced solicitation or need.

LocalizedResidentialEvent(TYPEH) A residential event hosted by residents within close proximity to theresidents property or residents properties whereas no official booking process exists and whereby a formalwritten request has been received by requestor to modify public traffic patterns within the immediate area.Requestor does not utilize said event to produce revenue. Example of this type includes but is not limited toblock parties and holiday tours where street(s) may be shut down for pedestrian traffic.


51/79


Page 2

Event Types BD shall require a Private Event Permit to execute any and all efforts requested. The opportunity tobe granted a Private Event Permit is a privilege the Town of Ocean City may confer on an applicant for use ofproperty and/or assets for an event. Private Events are permitted when they serve the community at large, notjust the applicant. Please refer to PPM 6006 for use of municipal parks.

Event Types EH shall have a Town of Ocean City Asset Request form completed internally by the Private EventsCoordinator for request dissemination to proper departments for review and comment. Requests for these eventtypes to modify traffic or parking require review and approval by the Ocean City Police Commission.

All Private Event applicants are required to file a "Private Events Application" with the Private Events Coordinatorat least 90 days prior to the requested event but no sooner than one year prior to the requested start date.Applicants who are requesting the use of City Park property should contact the Recreation and Parks Departmentfor reservation approval prior to submitting a private event application. The reservation shall become part of theprivate event application submission and be subject to City approval. Similarly, applicants who are requesting theuse of Ocean City Convention Center property should contact the Convention Center Sales Department forreservation approval prior to submitting a private event application. The reservation shall become part of theprivate event application submission and be subject to City approval. Events solely held at OCCC or solely using aR&P facility/field do not need to be vetted through the Private Event Application Process unless they include use ofTOC labor and assets outside of OCCC or R&P property respectively.

The Mayor and City Council shall consider applications for Private Events at their regularly scheduled CouncilMeetings, and a decision will be made at that time to permit or not permit said event, establish conditions and acton Town equipment and Town labor requests and other requirements. Date Only approval may be applied for twoyears prior for events previously approved by the Mayor and City Council. However, approved dates must complywith the normal application process or the date will be forfeited. Cityproduced Special Events (Type A) and Townprojects take precedence over all other scheduled events and may supersede any scheduled event at any time.

The applicant must complete a separate application for each event scheduled on a separate date/weekend (e.g.event A executed as a series on separated weekends/dates may not be identified on one application). A newapplication must be submitted annually for recurring events. Applicants must complete and sign the HoldHarmless Clause and all other disclaimers attached to the application. Insurance coverage shall be occurrenceform comprehensive general liability of at least one million dollars ($1,000,000), combined single limit coverage

with the Mayor and City Council named as additional insured. A copy of the insurance certificate will be kept onfile in the Risk Management office and with the Special Events Application.

Once the application is received by the Private Events Coordinator, it will be routed to appropriate citydepartments for review, comment and pricing. A coordination meeting may be required including the applicantand members of the City Staff prior to submission to the Mayor and City Council for action. The Private EventsCoordinator will receive all staff reviews costs and recommended charges and will adjudicate any issues arisingfrom the reviews with the applicant. Local NonProfit Organizations whom maintain primary offices withinWorcester County shall be eligible for up to a 75% discount on labor and equipment charges. The discount(s) shallbe applied upon approval by Mayor and City Council. The Private Events Coordinator shall review prediscountcosts and recommended charges with Applicant if Applicant meets the above criteria. Once all issues are resolved,the Private Events Coordinator will contact the applicant to schedule a mutually agreeable date for the City Council

agenda. The Private Events Coordinator will request the City Manager's office place the item on the appropriateagenda for consideration. A copy of the completed Private Events Application, pending charges and staff review,costs, and comments will be forwarded to the City Manager's office for inclusion in the agenda packet. Final costsand recommended charges shall be reviewed and are subject to modification by Mayor and City Council prior toapproval. Mayor and City Council approved charges shall be reimbursed to the Town of Ocean City by Applicant.

The applicant or a representative shall appear at the Council Meeting to make the formal request. City Councilshall look favorably at applications produced and managed by local County charity organizations. Upon approval ordenial, the Private Events Coordinator shall convey the results to Town staff, along with any changes, conditions, or


52/79


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fees/charges placed upon the permitted use. Approved applications will receive a Private Event Permit from theTown of Ocean City. Said permit shall be prominently displayed at the event site.

The Town of Ocean City shall have the right to review and enforce all requirements, conditions, policies,ordinances and laws during execution of said event. Additional fees may be assessed if execution of said event fallsoutside the event description, requirements, conditions and limitations as approved by Mayor and City Counciland/or if additional costs are incurred by Town to return the event venue or Town hardware and assets to theircondition prior to use by event.

PARTII: GUIDELINESFORTOWNOWNEDEQUIPMENT&LABORUSAGEBYOUTSIDEENTITIES

These guidelines are designed to create an established system of tracking and approval processes, costing, datasharing and inventory management methods. The system is to be utilized by all participating departments anddivisions within the Town of Ocean City (TOC) as related to Town resources hard equipment assets and laborwhere resources are allocated to a defined event. This documentation will address how outside entities such as forprofit and nonprofit businesses, associations, individuals and other Town divisions may apply for utilization ofTown resources, the definitions by which each TOC asset request shall be categorized, the documentation andupdating of TOC available asset inventory, the adaptations to the Private Event Application process and relatedTown of Ocean City Policy 6004 wherein these procedures shall reside and the disclosure of responsibilities and

liabilities on both sides of the process.

DEFINITIONOFEVENTTYPES(seepage1ofthisPolicy)

DEFINITIONOFPROCEDURES

Any entity or person(s) interested in utilizing Townowned equipment or services (hereinafter referred to as TOCAssets) must apply for TOC Asset use through the appropriate process managed by the Private EventsCoordinator. Type A events fall under the formal budgeting approval processes set forth by the Town. Types B, Cand D shall follow the Private Event Application Process. Types E and F event types as well as divisiontodivisionrequests shall complete a TOC Asset Request form (TAR) outside of the Private Event Process. E, F, G and Hevent type TAR forms are processed through the Private Events Coordinator outside of the Private EventApplication Process. DivisiontoDivision TAR forms are completed by the requesting entity with other procedures

as described herein. A sample of the TAR form can be found at the end of this document.

Processed TAR forms, once approved through the Private Event Application process or simply through divisionapprovals are recorded electronically in the appropriate shared drive. TAR forms are filed electronically using themonth and date of start of usage on the shared drive. TAR forms attached to events through the Private EventApplication process are also recorded within the appropriate private event folder managed by the Private EventCoordinator. Forms may be reviewed electronically from the shared drive by TOC employees for reference,inventorying, or to confirm overall allocation of TOC Assets.

Emergency and Disaster Relief needs supersede these guidelines to avert processing time; although, usage shouldbe tracked, once time allows, to keep accurate inventory and usage information.

REASONABLENEED

VS.

COMPETITIVE

USE

The condition under which the TOC asset is used and origin of the request play a major role in determining howpolicies and guidelines are applied. Complete information will generally lead to applying the following definitionsto the TOC Asset request justifying the path of support to be considered. The definitions are as follows:

Reasonable Need The TOC Asset request originates from within the Town of Ocean City as a requirementto meet local municipal expectations or needs or the request is deemed as a justified responsibility (legal or


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otherwise) of the Town, a unique asset belonging to or in possession of the Town or the Town forcespreference that said TOC asset is to be used over other external asset sources.

Competitive Use Intent to use the TOC Asset in an effort to replace similar assets available externally at atrackable cost to requestor or the TOC asset is not a TOC necessity or requirement and is an enhancementthat can be duplicated in general through an external provider.

TOCASSETCOSTING

Resolution 201413, approved by the Mayor and Council on August 18, 2014, established the charges for TownEquipment and Labor related to Type BF Events. A cost must be associated with the TOC Asset use regardless ofhow the use has been defined. Costs shall be used to track Investment by Town, Internal Job Cost and /ortoward Fees incurred by Requestor. These costs shall be estimated by the originating department, approved bythe Mayor and City Council and uniformly applied for event needs Townwide. Costs may differ from those appliedto other needs such as disaster relief and Government to Government invoicing. Costs shall be simple in structurewhen in the form of public information and may be further broken down internally for budgeting.

HOWCOSTSAREAPPLIED

The information below is related to the application of costs, not whether or not the costs are billable back to theevent.

TOC Hardware Assets inherently have a cost associated with them. The Town realizes expenses for hardware fromequipment purchase or asset creation and from raw materials, maintenance, storage, depreciation andtransportation. A cost needs to be associated with each Asset to cover the value of use and duration of the itemsuse.

In terms of TOC Labor Assets or Services, there are two schools of thought. First is if staff is placed on a job relatedto an event, that labor cost should be reflected as an event cost. Use of staff for tasking outside of the positionsnormal duties results in a delay in completing those normal duties therefore the cost is specific to the event. Thesecond perspective is if the staff is assigned during regularly scheduled hours completing work within their scopeof expertise for which they were hired and the job does not incur overtime, there is no need to push the relatedcost to the event. If the labor is assigned during hours not regularly scheduled, then the hours are justified forbilling.

Use of Town vehicles and equipment requiring an operator inherently has a combine cost for equipment use andlabor costs to operate said equipment. For the purpose of showing a cost for these operated Town assets, the assetshave one a single hourly rate to cover the package of hardware and labor.

Use of TOC Equipment and Labor for needs related to Event Types A and C also have conditions when it comes tomethod of application. Since these event types are produced by the Town using Town funds as the primaryfinancing source and under the Towns budget, short duration needs and lowvolume needs by the Town fromexisting Town assets shall not be billed out by the supplying department. Long duration needs and highvolumeneeds may be billed out to the event through and at the discretion of the Towns Budget Manager upon the requestof the source Department or Division. At all times, labor and equipment usage shall be tracked by the sourcedepartment and communicated to the department or division producing the event upon completion of needs.

Assets for Town events should not be billed as the assets already belong to the Town for use by the Town.

For Event Types B and E, all planned or anticipated usage of Town Equipment and Labor should be scheduled withan attached cost. These costs will be communicated through the Private Event Application process to the Mayorand City Council for review and consideration. Mayor and City Council (M&CC) have the right to, with alldepartment comments considered, choose what costs if any shall be removed as an expense to an event. Theapplication of whether assets are in place for a reasonable need or competitive use should be considered at thistime. Thestandardpracticewillbe: toinvoicetheeventbillingcontactforapprovedchargesunlessotherwisedirected.


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Event Types B, C and D shall not be approved by the Mayor and City Council without all Department commentsreceived and the formal submission thereof to the Mayor and City Council by the Towns Private EventCoordinator. These comments and job costing figures along with other event details are vital in all Eventconsiderations.

FORPROFITVS.NONPROFIT

ForProfit and NonProfit entities shall receive the same consideration and cost structure as costs incurred by theTown do not change for type of promoter. The Mayor and City Council shall look favorably upon Private EventApplications submitted for events organized and managed by nonprofit organizations with established officeswithin Worcester County. Aforementioned nonprofit applications shall receive a 75% discount on application andspace use fees upon the approval of Mayor and City Council.

INSEASONVS.SHOULDERSEASON

A more vital condition to be considered by M&CC when determining viable billable expenses is time of year eventis to be executed, TOC staffing demands for the dates of the event in question and availability of TOC Assetsrequested. For management of the processes and assets as described herein, FIVESEASONSshall be defined:

WINTERSEASON January 2nd March 15th

(Low demand, low staffing)

SPRINGSEASON March 16th Start of Memorial Day Weekend

(Medium demand, medium staffing)

SUMMERSEASON Start of Memorial Day Weekend Labor Day(High demand, max staffing)

FALLSEASON Labor Day October 31st(Medium demand, medium staffing)

HOLIDAYSEASON November 1st January 1st(Medium demand, low staffing)

Seasons correlate to not only saturation of private events but also to availability of Town staff and equipment for

vital and fundamental annual job duties, activities and expectations required by Town Departments during thatsame time frame. These other responsibilities play a key role in the Towns ability to complete nonstandard addon tasks requested to support Private Events.

IMPACTVS.INVESTMENT

An important argument when reviewing requested use of Town assets (labor and equipment) is impact on theTown versus the required investment by the Town. Impact includes variables such as lodging room nights gainedsolely by the event taking place (positive), media exposure generated (positive), anticipated consumption of goodsand entertainment within the Town by event attendees (positive), general parking depletion (negative),displacement of normal usage amenities such as square footage of public beach consumed by an event normallyused by general tourists (negative), and correlation to Towns values and reputation (variable) among others.Investment is defined by the amount of resources (financial and physical) required by the event from the Town to

successfully execute said event. Financial investments can take on two iterations: (1) To cover the cost of assetsnecessary for the safety of Town patrons, elements deemed executable by the Town only or as a proprietaryexecutable need; or (2) as a monetary request such as seed funding, marketing support, or donation of labor andequipment. The latter relates back to the subject of Reasonable Need vs. Competitive Use.

PAYMENTSTOTOWNFORASSETSUSED

Upon cost approval by Mayor and City Council for an event; costs shall be conveyed to event promoter for reviewand acceptance. Approval of costs shall be due no later than 30 days prior to event or within three business days of


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M&CC approval. Upon final acceptance of costs to be incurred by event. A payment structure shall be enacted withthe following:

50% of all equipment derived costs due at time of approval 75% of all labor derived costs due at time of approval Balance due 5 business days prior to start of event Rented equipment insurance policy in place for all TOC provided equipment with Mayor and City Council,

Town of Ocean City, MD as additional insured.

EVENTS WITH MOU Payment schedule to be established within MOU Rented equipment insurance policy in place for all TOC provided equipment with Mayor and City Council,

Town of Ocean City, MD as additional insured.

Failure to pay as per the appropriate payment structure places the event at risk of losing services and/or Townassets.

EQUIPMENTTRACKING

The Private Event Coordinator under the Special Events Division shall track all equipment scheduled for use andapproved by M&CC and the event promoter. Each department/division allocating equipment and/or labor shall

also track assets sourced by their department to a given event using the same data sheet. Last minute additionsneed to be added on both sides of allocation for auditing as necessary.


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TownofOceanCity,Maryland Sample Rev.071514

EventSupportDocument

TOWNASSETREQUESTFORM

All Townowned equipment requested for use by an Event or third party shall be requested herein. Equipment andlabor needs not listed on this form will not be considered for availability or use by event or party.

ITEM QTYUSE

DESCDATE

INTIME

INDATEOUT

TIMEOUT

TOCCOST

Event Name: _________________________________ Load In: Date(s): ____________________

Contact Name: _______________________________ Event Date(s): _______________________

Contact Phone: ______________________________ Load Out Date(s): ___________________

Email: ________________________________________ Location: _____________________________


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6. MISCELLEANEOUS REPORTS AND PRESENTATIONS

B. 3-Year Private Event Approval Request for White Marlin

Festival/Crab Soup Cook-off May 13, 2017


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Lisa A. Mitchell, Private Event CoordinatorRE: White Marlin Festival and Crab Soup Cook-offDATE: January 28, 2015

ISSUE(S): Lisa Aydelotte for the Downtown Association requests the WhiteMarlin Festival and Crab Soup Cook-off 3-year event approval becontinued for the date of May 13, 2017.

SUMMARY: The White Marlin Festival and Crab Soup Cook-off is an annualfundraiser sponsored by the Ocean City Downtown Association.Taking place on Somerset Street Plaza, certified chefs provide 2-ounce crab soup samples from tented locations for the public totaste and then vote for their favorite. Trophies are awarded. Soda,water and draft beer is available for sale.

The applicant requests the Town provide 10 parking spaces at theSomerset Street Lot for volunteer parking, special event fencing,trash bags, barricades and cones. The Department of Public Workscan provide these items. The applicant no longer requests picnictables.

FISCAL IMPACT: Revenue to the Town includes $275 for Private Event Fees and$607.70 for Town Asset and Support Fees, totaling $882.70.

The Downtown Association is requesting two (2) waivers:

The Associations main office is located within Worcester County,making it eligible to receive up to a 75% discount, or $187.50, inApplication and Space Usage Fees upon approval of the Mayorand Council as outlined in Resolution 2014-11.

The Downtown Association also requests that Council waive theTown Asset and Support Fees. PPM 600-4 authorizes the Mayorand Council to consider all costs and determine if any shall bewaived or lessened based on type of promoting entity or eventbeneficiary.

RECOMMENDATION: Approve event as presented. Associated fees may be waived asauthorized by the Mayor and Council.


ALTERNATIVES: No staff alternatives suggested.

Agenda Item # 6B



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COORDINATED WITH: All appropriate departmental staff has reviewed, and the event has

been coordinated with Public Works, the Office of the Fire Marshaland OCPD.

ATTACHMENT(S): 1) May 2015 Calendar2) Cover Sheet3) Application4

february 2 2015 complete agenda

Documents