february 25 2014 complete agenda

8/13/2019 February 25 2014 Complete Agenda

1/21

MAYORANDCITYCOUNCILWORKSESSION

Tuesday,February25,20141:00P.M.

AClosedSessionisscheduledfrom11:30A.M.1:00P.M.todiscusslegalandcontractualmatters.AGENDA

1. CALLTOORDER2. REPORTONCLOSEDSESSIONTuesday,February25,201411:30a.m.1:00p.m.3. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgendamaybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandtheAgendaitemonwhichheorshewishestospeak.

4. NEWBUSINESSA. TABFundingAllocationRecommendationfor2014EventpresentedbyGregShockley,ChairmanB. RequestPermissiontoExtendSB&CompanyAuditingContractpresentedbyFinance

AdministratorC. BidAwardRecommendationforBoardwalkArchRecoatingpresentedbyCityEngineerD. RequesttoApproveSoleSourcePurchaseofAmbulance Stretcher Loading System presented

by Assistant Fire ChiefE. RequesttoApproveModifiedCarolineStreetPadRotationpresentedbyCityClerk

5. ADJOURN


2/21

WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, FEBRUARY 25, 2014

2. Report on Closed Session February 25, 2014 11:30 a.m.

1:00 p.m. Legal and Contractual Matters


3/21

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland

PURPOSES:

1. To discuss:

(i) the appointment, employment, assignment, promotion, discipline, demotion,compensation, removal, resignation or performance evaluation of

appointees, employees or officials over whom it has jurisdiction; or(ii) any other personnel matter that affects one or more specific individuals;

2. To protect the privacy or reputation of individuals with respect to a matter that isnot related to public business

3. To consider the acquisition of real property for the public purpose and matters

directly related thereto;

4. Consider a matter that concerns the proposal for a business or industrial

organization to locate, expand or locate in the state;

5. Consider the investment of public funds;

6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;

8. Consult with staff, consultants or other individuals about pending or potentiallitigations;

9. Conduct collective bargaining negotiations or consider matters that relate to the

negotiations;

10. Discuss public security if the public body determines that public discussionwould constitute a risk to the public or public security, including;

a) the deployment of fire and police services and staff; and

b) the development and implementation of emergency plans

11. Prepare, administer or grade a scholastic, licensing or qualifying examination;

12. Conduct or discuss an investigative proceeding on actual or possible criminal

conduct;

13. Comply with a specific constitutional, statutory or judicially imposedrequirement that prevents public disclosures about a particular proceeding or

matter; or

X

14. Before a contract is awarded or bids are opened, discuss a matter directly related

to a negotiation strategy or the contents of a bid or proposal, if public discussionor disclosure would adversely impact the ability of the public body to participate

in the competitive bidding or proposal process

DATE AND TIME: Tuesday, February 25, 2014 11:30 a.m.

PLACE: City Hall

SUBJECT: Legal and Contractual Matters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:


4/21

REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

Prior to this open session of the Mayor and City Council being held on Tuesday,

February 25, 2014, a closed session was held on Tuesday, February 25, 2014 at 11:30

a.m. The following is a report of the closed session.

1. A statement of the time, place, and purpose of the closed session is attached.

2. A record of the vote of each member as to closing the session is attached.

3. A citation of the authority under the law for closing the session is attached.

4. (a) Topics of Discussion: Legal and Contractual Matters

(b) Persons present:

Mayor Richard Meehan

City Manager David RecorCouncil President Lloyd Martin

Council Secretary Mary Knight

Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare andJoe Mitrecic

City Solicitor Guy AyresExecutive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

Time adjourned:


5/21



3. COMMENTS FROM THE PUBLIC

Any person who may wish to speak on a matter scheduled for discussion on the Work

Session Agenda 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.


6/21



4. NEW BUSINESSA.TAB Funding Allocation Recommendation for 2014 Event

presented by Greg Shockley, Chairman


7/21

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: Donna Abbott, Tourism & Marketing DirectorRE: TAB recommendation for sports fundingDATE: February 14, 2014

ISSUE(S): TAB recommends funding the purchase of temporary fencing andmounds by North Atlantic Sports for use in youth baseballtournaments at Northside Park.

SUMMARY: At its December 2013 meeting, TAB unanimously approved arequest from North Atlantic Sports for the purchase of temporaryfencing and mounds to use at tournaments North Atlantic Sportsis bringing to Northside Park.

Robert Moose Holland of North Atlantic Sports made therequest. The Recreation & Parks Commission supports thisrequest. Mr. Holland has been running softball tournaments inOcean City for over 30 years. He is also now a district vicepresident for United States Specialty Sports Association(USSSA). In order to attract youth baseball tournaments, fieldshave to be a certain size. Mr. Holland requested up to $21,000for temporary fencing and mounds. His goal is to bring 8-18-

year-old players during an April-May timeframe.

FISCAL IMPACT: Funds are available in FY 2014 TAB allocation in the TourismDepartment budget to cover up to $21,000 request.

RECOMMENDATION: Approve TAB funds for the event.

ALTERNATIVES: Do not approve.

RESPONSIBLE STAFF: Donna Abbott, Tourism & Marketing Director

COORDINATED WITH: Tourism Advisory Board

ATTACHMENTS: None

Agenda Item # 4A

Council Meeting February 25, 2014


8/21



4. NEW BUSINESSB. Request Permission to Extend SB & Company Auditing

Contract presented by Finance Administrator


9/21

TOWN OF

The White Marlin Capital of the World

Agenda Item# 4B


TO: The Honorable Mayor, Council President and Members of Council

THRU: David L. Recor, ICMA-CM, City Manager

FROM: Martha J. Bennett, CPA, Finance Administrator

RE: Request permission to extend contract with SB & Company

DATE: February 6, 2014

ISSUE(S): Offer by SB & Company, LLC to extend contract as the Town's auditor

for the next three years

SUMMARY: SB & Company, LLC has been the Town's auditor for the last fiveyears. The five-year contract expired at the end of 2013. SB &Company has offered to extend the contract for the next three years.By keeping the same auditing services, we keep continuity and thusensure stable auditing practices.

FISCAL IMPACT: SB & Company, LLC proposes the following fees:Fiscal year 2014 = $51,000Fiscal year 2015 = $53,000Fiscal year 2016 = $54,000

The fiscal year 2013 audit fee was $50,008.

RECOMMENDATION: Accept offer by SB & Company to serve as the Town's auditor basedon their performance and favorable fee proposal. Issue RFP forFY2017 - FY2021 audit services in January 2017.

ALTERNATIVES Issue RFP for audit services.

RESPONSIBLE STAFF: Martha J. Bennett, CPA, Finance Administrator.

COORDINATED WITH: Not applicable

ATTACHMENT(S): Proposal from SB & Company


10/21

200 International CircleSuite 5500Hunt ValleyMaryland 21030P 410.584.0060F 410.584.0061

February 4, 2014

Ms. Martha Bennett

Finance AdministratorTown of Ocean CityP.O. Box 158Ocean City, Maryland 21843

Re: Extension of contract for audit services

Dear Ms. Bennett:

SB & Company, LLC (SBC) is pleased to present our qualifications to continue providing professionalauditing services for the Town of Ocean City, Maryland (the Town). We appreciate the opportunity tocontinue serving the Town for the next three years and beyond.

SBC proposes to audit the basic financial statements of governmental activities, the business-typeactivities, each major fund, and the aggregate remaining fund information of the Town as of and for thefiscal years ending June 30, 2014, 2015 and 2016, and the related notes to the financial statements, whichcollectively comprise the Towns basic financial statements. In addition, we will audit the Townscompliance over major federal award programs for the periods ending June 30, 2014, 2015 and 2016.Our audits will be performed in accordance with auditing standards generally accepted in the UnitedStates of America.

Our Proposed Fees

Our proposed fixed fees for the professional services as described above for the fiscal years ending June30, 2014, 2015 and 2016, including year-round contact to answer questions, are detailed below along withour fees for the prior three years for a comparison:

Prior Years Fees

For the Fiscal Years Ending June 30,

2011 2012 2013

$ 47,060 $ 48,608 $ 50,008

Proposed Fees

For the Fiscal Years Ending June 30,

2014 2015 2016

$ 51,000 $ 53,000 $ 54,000


11/21

2

We value the opportunity to present our credentials to provide services for the Town of Ocean City,

Maryland. If you have any questions, feel free to contact me at any time.

Graylin Smith, Engagement PartnerDirect phone: 410.584.1401Cell phone: [email protected]

Sincerely,

SB & Company, LLC

By:Graylin E. SmithManaging Member


12/21



4. NEW BUSINESSC. Bid Award Recommendation for Boardwalk Arch Recoating

presented by City Engineer


13/21

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Bid Award Recommendation Boardwalk Arch CoatingDATE: February 18, 2014

ISSUE(S): Recoating the Boardwalk Arch

SUMMARY: The Mayor and City Council appropriated $40,000 from FY13fund balance towards recoating the boardwalk arch. Bids for the

work were opened at the February 3, 2014 Council WorkSession. Six bids were received. Per the attached bid tabulation,the low bid was substantially under both the estimate and thenext low bid.

Staff has met with the low bidder, All States Construction, andreviewed the scope of work with him and his sub-contractor. Thelow bidder has included all items in the contract specificationsand is not requesting any substitutions. Therefore staffrecommends award to All States Construction.

FISCAL IMPACT: $22,000 vs $40,000 budgeted

RECOMMENDATION: Award to the apparent low bidder, All States Construction, in theamount of $22,000.

ALTERNATIVES: None

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Department of Public Works

ATTACHMENT(S): 1) Bid Tabulation

Agenda Item # 4C

Council Meeting Feb. 25, 2014


14/21

BoardwalkArchCoating BidTabulation

Dumpster

Bidder Arch Frame Total Bond

AllStates 20,000.00 2,000.00 22,000.00 yesTitanIndustrial 27,000.00 8,000.00 35,000.00 yesR&R 38,000.00

700.00

38,700.00 yes*

MasterApplications 46,700.00 800.00 47,500.00 yesProCoat 45,100.00 3,050.00 48,150.00 yesMaccari 65,100.00 9,200.00 74,300.00 yesStaff 40,000.00 5,000.00 45,000.00 na*althoughnobondwasnotedatthebidopening,therewasacashierscheckinlcudedwiththebid,itwasfoldedinhalf.


15/21



4. NEW BUSINESSD. Request for Approve Sole Source Purchase of Ambulance

Stretcher Loading System presented by Assistant Fire Chief


16/21

0 TOWN OF

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

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Chris Larmore, Fire ChiefRE: Power-Load Cot Fastening SystemDATE: February 14, 2014

ISSUE(S): Consideration to sole source purchase a Stryker Power-Loadambulance stretcher loading system

SUMMARY: The Fire/EMS Division would like to purchase a Stretcher loading

system for the new paramedic unit currently on order. This pieceof equipment would greatly reduce the chance of back injury toour personnel.

FISCAL IMPACT: Estimated $18,750 for the system installed. Per Jennie Knapp,this piece of equipment will be paid for through recognition ofcounty grant funds in excess of the budget.

RECOMMENDATION: Approve sole source purchase of the Stryker Power-Load system.

ALTERNATIVES: Do not purchase at this time, which will increase the cost afterthe unit is built and delivered.

RESPONSIBLE STAFF: Chris Shaffer, Assistant Fire Chief

COORDINATED WITH: David L. Recor, City ManagerJennie Knapp, Budget Manager

ATTACHMENTS: 1) Stryker Power Load proposal2) Sole source letter (Stryker)3) Stryker Power Load Quote

Agenda Item # 4D



17/21

EMS Equipment

3800 E. Centre Aveue

Portage, MI 49002

Office: 422 Mockingbird Way, Hockessin DE 19707

t: 302.234.6672 f: [email protected] www.strykerems.com

Bruce Awtry

Mid-Atlantic Territory Manager

Feb 13, 2014

Ocean City Fire Department6501 Coastal Hwy

Ocean City, MD 21843

Stryker is the sole manufacturer of Stryker EMS ambulance cots, stair chairs, cot fasteners andreplacement parts for the mentioned products. As a direct sales representative for Stryker, I am the only

factory direct provider in the Mid-Atlantic Territory to include Ocean City, Maryland for EMS products,accessories and parts.

If you have any questions or comments feel free to contact me directly.

Thank you for the opportunity to assist Ocean City Fire Department with their needs.

Sincerely,

Bruce Awtry
mailto:[email protected]:[email protected]


18/21

Product Total $18,748

Freight $0

Tax $0

Total Incl Tax & Freight $18,748

Comprehensive Quotat

Sales Account Manager Rem

bruce awtry

[email protected]

1-800-327-0770

Fax: 215-790-2923

P.O. Box 9

Chicago, IL 60673-

End User Shipping Address Shipping Address Billing Add

1154097

OCEAN CITY FIRE DEPT

1409 PHILADELPHIA AVEOCEAN CITY, MD 21842

1154097

OCEAN CITY FIRE DEPT

1409 PHILADELPHIA AVEOCEAN CITY, MD 21842

106

TOWN OF OCEAN

PO BOXOCEAN CITY, MD 21843-

Customer Contact Ref Number Date PO Number Reference Field Quote Type

Chris Shaffer 3262176 11/15/2013 QUOTE OCFD Power-LOAD

Line

#Quantity Item Description Part # Unit Price Extended Price Item Comments

1.00 1 PowerLOAD 6390000000 $18,748.44 $18,748.44

Options

1 PowerLOAD 6390000000 $18,748.44 $18,748.44

1 Standard Comp 6390 Power Load 6390026000

1 English Manual 6390600000

1 1 year parts, labor & travel 7777881660

Note:

Signature: _____________________________________________ Title/Position: _____________________________________________ Date: ___________________

Deal Consummation:This is a quote and not a commitment. This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed befoyour equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule.

Confidentiality Notice:Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryo Recipient in connection with this quote, without Strykers prior written approval, except as may be requested by law or by lawful order of any applicable government agency.

Terms:Net 30 Days. FOB origin.A cop y of Stryker Medicals standard terms and conditions can be obtained by ca lling Stryker Medicals Customer Service at 1-800-STRYK ER.

Cancellation and Return Policy:In the event of damaged or defective shipments, please notify Stryker within 30 days and we will remedy the situation. Cancellation of orders mu

eceived 30 days prior to the agreed upon delivery date. If the order is cancelled within the 30 day window, a fee of 25% of the total purchase order price and return shipping chargwill apply.


19/21



4. NEW BUSINESSE. Request to Approve Modified Caroline Street Pad Rotation

presented by City Clerk


20/21

TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Kelly L. Allmond, CMCRE: Caroline Street PadDATE: February 19, 2014

ISSUE(S): Modified Caroline Street Pad Rotation List

SUMMARY: In April 2013, the Ladies Ancient Order of HiberniansOrganization surrendered their 2013 position on the Caroline

Street Pad because they did not have the Staff. As a result, Ioffered the position to the Lions Club (scheduled for 2014), but

they declined. Ultimately, the Ladies Auxiliary of the Elks #2645(also scheduled for 2014) accepted and combined forces with the

Ocean City Elks Lodge, which was why we only had two boothslast year.

City Auditor Childs and I carefully reviewed the rotation historyto make sure the modification kept the list in good order.

FISCAL IMPACT: None

RECOMMENDATION: Approve the modifications to the Caroline Street Rotation as

presented.

ALTERNATIVES: Deny the modification and remand back to staff for furtherreview.

RESPONSIBLE STAFF: City Clerk Kelly Allmond

COORDINATED WITH: Internal Auditor Susan Childs

ATTACHMENT(S): Caroline Street Pad Rotation List

Agenda Item # 4E

Council Meeting 2/25/2014


21/21

ROTATIONLISTFORTHECAROLINESTREETPADUPDATEDFEBRUARY2014

2010 Ladies Auxiliary of the Elks #2645

Veterans of Foreign Wars Post #8296

Knights of Columbus 4th Degree

2011 Ocean City Lions Charities

American Legion Auxiliary #166

Kiwanis Club of Greater Ocean Pines

2012 VFW Wars Post #8296 Ladies Auxiliary

Ocean City Elks Lodge

Temple Bat Yam

2013 Knights of Columbus #9053

Ladies Auxiliary of the Elks #2645


2014 Ocean City Lions Club

American Legion Post #166

St Mary's Star of the Sea Catholic Church

2015 Knights of Columbus 4th Degree



2016 Kiwanis Club, Ocean Pines/Ocean City

Ocean City Lions Charities

VFW Post #8296 Ladies Auxiliary


Temple Bat Yam


2018 Ladies Ancient Order of Hibernians


Ocean City Lions Club

2019 American Legion Post #166



2020 American Legion Auxiliary #166

Kiwanis Club Ocean PinesOcean City


2021 Ocean City Lions Charities

VFW Post #8296 Ladies Auxiliary

Temple Bat Yam


Ocean City Lions Club


2023 Ladies Ancient Order of Hibernians



2024 American Legion Post #166



2025 Kiwanis Club Ocean PinesOcean City

Ocean City Lions Charities


february 25 2014 complete agenda

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