june 4 2012 complete agenda

7/31/2019 June 4 2012 Complete Agenda

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AGENDA

MAYOR AND CITY COUNCIL – REGULAR SESSION

MONDAY, JUNE 4, 2012 – 6:00 P.M.

1. CALL TO ORDER

2. PRAYER AND PLEDGE

3. REPORT FROM CITY MANAGER ON UPCOMING WORK SESSION

4. APPROVAL OF MINUTES

A. Work Session dated May 15, 2012B. Regular Session #10 dated May 21, 2012

5. ITEMS PRESENTED BY THE MAYOR AND CITY COUNCIL

6. PRIVATE EVENT PERMIT REQUESTS

A. Landshark Fintastic Voyage – Saturday, June 16, 2012

Presented by: Lisa Mitchell, Private Events Coordinator and Matt Riskin, Mosaic Sales

Solutions

B. DPC Emergency Equipment Hospitality Event – Monday, June 18, 2012

Presented by: Lisa Mitchell, Private Events Coordinator and Mary Pardee, DPC

Emergency Equipment

C. 3-Year Approvals – Adding 2014 DatePresented by: Lisa Mitchell, Private Events Coordinator

1. 12th Annual Surfrider Longboard Team Challenge – Friday-Sunday, June 6-8, 2014

2. Maryland State Bar Association Young Lawyers Sun Run – Friday, June 13, 2014

7. PUBLIC HEARINGS

8. UNFINISHED BUSINESS

9. NEW BUSINESS

A. Request to Purchase Topcon GPS Mapping Device for Accident Reconstruction

Presented by: Lt. Scott Harner, OCPD

B. Request Sole Source Purchase of GovNow Software

Presented by: Terence McGean, City Engineer



10. REPORTS AND RECOMMENDATIONS FROM THE DEPARTMENT OF PLANNINGAND COMMUNITY DEVELOPMENT

11. APPOINTMENTS TO BOARDS, COMMISSIONS AND OTHER CITY ORGANIZATIONS

12. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY SOLICITOR

A. Second Reading – Ordinance 2012-19 Authorizing the Abandonment of an Existing 20

Foot Wide Alley and Quit Claiming Any Interest Therein in Exchange for a 20 Foot Fee

Simple Tract of Land Approximately 80 Feet to the West (pertains to north-south alley

between 67th

and 68th

Street)

B. Second Reading – Ordinance 2012-20 to Amend Chapter 30 Entitled Environment (to

revise critical area enforcement language per State regulations and to codify current criticalarea policies regarding redevelopment projects)

C. Second Reading – Ordinance 2012-21 to Amend Chapter 30 Entitled Environment (toallow noise permit control number decals to be displayed on a window adjacent to the front

door or maintained in a book fashion)

13. ITEMS REFERRED TO AND PRESENTATIONS FROM THE CITY MANAGER

A. Upcoming Bid Opening – Solid Waste Vehicles and Wastewater Tractor

B. Request to Refinance Airport Improvement Bond of 2005

C. Request to Place Five Picnic Tables on the Caroline Street Pad

14. COMMENTS FROM CITIZENS – 5 MINUTE TIME LIMIT

15. COMMENTS FROM THE MAYOR AND CITY COUNCIL



REGULAR SESSION -MAYOR AND CITY COUNCIL

MONDAY, JUNE 4, 2012

3 – REPORT FROM CITY MANAGER ON UPCOMING

WORK SESSION





4 – APPROVAL OF MINUTES

A. Work Session dated May 15, 2012

B. Regular Session #10 dated May 21, 2012



Sun Mon Tue Wed Thu Fri

1

PIS –PE -

Chal

3

PIS - KaraokePE - Marines Pull-up

ChallengePE - OC CruzersPE - Summer of Thanks

– Beach Lights

4 5

PIS – Karaoke & BeachVolleyball

PE - Summer of Thanks– Beach Fireworks

6

PIS - Basketball7

PIS – DodgeballPE – National Guard

Senior Week Display -

TENTATIVE

8

PIS –Mari

ChalPE –

Seni

TEN

10

Air Show

PE – Sand DuelsPIS – KaraokePE - Marines Pull-up

ChallengePE - OC CruzersPE - ESA Surf EventPE - Summer of Thanks– Beach LightsPE – National Guard


TENTATIVE

11

PE – National Guard


TENTATIVE

12

PIS – Karaoke & Beach

VolleyballPE - Summer of Thanks– Beach Fireworks

13

PIS - Basketball14

PIS - Dodgeball15

PIS –

17

ARTS ALIVEPIS – Karaoke

PE - ESA Surf EventRain Date

PE - Summer of Thanks

– Beach Lights

18 19

PIS – Karaoke & Beach

VolleyballPE - Summer of Thanks– Beach Fireworks

PE – OC Fools -

TENTATIVE

20

PE – Firemen’s Parade

PE – Ambridge HS SteelBand Performance

21 22

PE -

24

PE - Beach 5 Sand

SoccerPE - Plein-Aire


– Beach Lights

25 26


– Beach Fireworks

27 28 29

June



Ocean City Private Events

Name of Event: Landshark Fintastic Voyage New Event: YES

Date of Event: Saturday, June 16, 2012

Date Application Received: May 1, 2012 Application Fee Paid: Yes/$100 Plus Late Submission Fee of $100

Date Routed: May 1, 2012

Date Returned from All Departments: May 30, 2012 Total Cost to Town: $130.00

Things to Note:

• This event is part of an eight (8)-stop tour with Anheuser Busch and the Ocean Conservancy.

• The event itself would be an integration of sports, socializing and social responsibility. Partnered with the OceanConservancy, the event will facilitate a beach clean up and spread awareness on how to make the beach a cleaner andsafer place. There will be controlled LDA checks at the front entry point for the samplings of Landshark Lager andMargaritaville products. Paddleboarding lessons would be offered right outside the activation point. There will alsobe beach games, music and a lounge area.

• The event area requested is on the beach at 37th Street, in front of the Castle in the Sand Hotel. The size of the area

requested is 50’x70’. This area will be closed off with security at the entrance.• Also requested is the ability to block off the easternmost end of 37th Street to place a branded vehicle as well as limit

the amount of vehicle traffic without restricting access to the beach for guests.

• The event coordinators request the use of a sound system for announcements and music.

• While over the course of the day the expected number of participants is 500, there would never be more than 75people within the area at once.

• The event coordinators would provide security on-site.

• In regards to the alcohol sampling, each qualified consumer would be eligible for only one (1) 12-ounce Landshark lager and one (1) 12-ounce Margaritaville sample.

• The event coordinators will give away t-shirts, hats, sunglasses and board shorts.

Comments from Department Representatives:

• RISK MANAGEMENT – Insurance certificate must be submitted prior to the event and all participating cars musthave current insurance.

• FIRE MARSHAL – Needs flame spread certificates for the canopies. Also, fire lanes on 37th Street must remain openfor potential emergency use.

• OCBP – Is concerned that an event would feature both an alcohol product sampling and a water related event. Thegreatest number of drowning deaths and water related serious accidents are alcohol related. Another point to consideris the paddleboards lessons will require OCBP to close the beach to swimming (paddle boards are against the cityordinance) like we do for all surfing contests. June 16 does not interfere with the Surfing Beach Schedule (63rd and143rd Streets), however, there is already a surfing contest that same day and will require another beach area to beclosed to swimming (either 48th Street of the Inlet).If the event sets up behind the dune on the Castle in the Sands property, then OCBP would not be concerned aboutmaintaining beach access for our emergency and patrol vehicles. However, OCBP does not think they can set up the

area that they are showing in the diagrams in that restricted area. Therefore, if they do set up on the beach they mustmaintain a “lane” of travel for OCBP vehicles North to South.

• PUBLIC WORKS – Any footprint on the beach must allow for Public Works’ beach cleaning equipment to passthrough the area if needed. As far as trash cans, the usual beach cans in place for the season should suffice. Inreference to the closing of the easternmost end of 37th Street, PW will post the street for no parking. Total cost to thedepartment is estimated at $130.00.

• OCPD – It does not appear as though the event coordinators are requesting any police assistance and therefore notasks are necessary to support this event. However, with the distribution of alcohol, it would be necessary to overseethe event, especially as it is a first time events. OCPD understands the organizers plan is to limit alcohol sampling.However, any sampling of alcoholic beverages is always a concern for the OCPD, especially coupled with an eventthat takes place in the water (the two (2) proposed paddle boarding sessions)



• REC & PARKS – If the drinking portion is going to be on private property, then sample size is not an issue. Thesample size is much larges than guidelines permit on city property (plus the samples are alcoholic).

• EMERGENCY SERVICES, TOURISM, TRANSPORTATION, and OCCC – No comments, concerns or costs.

Date on Council Agenda: June 4, 2012 Date Applicant Notified of Meeting:

Event Approved of Denied:

Date Fees Received: Amount:

Date Insurance Certificate Received: Beach Franchise Notified:

Date Permit Issued:

Other:



Page 1 of 9

PRIVATE EVENT APPLICATIONTown of Ocean City, Maryland

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

RETURN APPLICATION TO: Private Events Coordinator Town of Ocean CityRecreation and Parks200 125th StreetOcean City, MD [email protected]

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

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

Department at least 90 days prior to 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 of the permit. Applicant’s attention is directed to the accompanying information packet,entitled “Private Event Application Guidelines.”

All questions on the application must be fully answered . “Same as last year” or similar

comments are not acceptable responses. If a question does not apply, please write “N/A”in that space. The application will be returned if the information is incomplete. 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 ocean block, 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? ______________________________________________

3. DATE(S) OF EVENT ___6/16/2012_

4. STARTING & ENDING TIMES OF EVENT: _______________________________

Landshark Fintastic Vo a e

Yes- Part of a 8 sto Tour with Anheuser Busch

9 AM to 4 PM



Page 2 of 9

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 howmuch area will be used, etc.): _____________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

_____________________________________________________________________

8. APPLICANT’S NAME: ________________________________________________

9. ORGANIZATION REPRESENTING: _____________________________________ _____________________________________________________________________ _____________________________________________________________________

10. MAILING ADDRESS: _________________________________________________ _____________________________________________________________________

11. WORK PHONE #_____________________HOME PHONE #__________________ FAX:__312-526-3476 EMAIL: [email protected]

12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OFPROOF OF NON-PROFIT STATUS: _____________________________________ _____________________________________________________________________ _____________________________________________________________________

13. ON-SITE EVENT COORDINATOR: ______________________________________

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________ _____________________________________________________________________ _____________________________________________________________________

15. COORDINATOR’S CONTACT NUMBERS:HOME: ___________________________WORK: ________________________ FAX:_____________________________CELL: __________________________ E-MAIL ADDRESS: ________________________________________________ OTHER: __________________________________________________________

Set u of Perimeter wall 6/8 at ni ht, setu , beach cleanu , and activation between 7 and and 4

6/9 from 4 to 6:30

We are currently looking at having the event within the perimeters of the Castle in theSands property located at 3701 Atlantic Avenue. The footprint is about 50 feet by 70 feet

that will be enclosed off with security at the front.

Matt Riskin

Mosaic Sales Solutions

750 N. Orleans, Chica o, Il 60654

312-526-3126 847-877-7358

Lisa Mitchell

200 125th Street, Ocean City, MD 21842

410-250-0125

410-250-5409 443-235-7329

[email protected]



Page 3 of 9

16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________

____________________________________________________________________ ____________________________________________________________________

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOUREQUIRE 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 REQUIREDDIAGRAM AND DESCRIBE HERE: _____________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TOEMPLOY: ___________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

The Landshark Fintastic Tour will be an integration of sport, socializing, and socialresponsibility. Partnered with Ocean Conservancy, we will be doing a beach clean up andspreading awareness on how to make beach a cleaner and safer place. We will be hostingcontrolled LDA checks at the front of our entry point for our samplings of Landshark

Lager and Margaritaville products. Paddleboarding lessons will be offered right outside of the activation point.

The action will be at Fin-Central, a hub of activity and engagement throughout the tour including beach games (bags, etc), Landshark and Margaritaville sample stations, OceanConservancy information, paddleboarding sign-ups, music and lounge spaces for relaxing.

The Castle in the Sands Pro ert at 3701 Atlantic Avenue, Ocean Cit , MD 21842

We will need an access point to load the activation and equipment onto the beach

Yes

We will be delivering the set to the Castle in the Sands property. Our vehicles will be

within their parking lot and property.

We will have 2 15 inch speakers with a mixer board for announcements and music.

Please see attached for Diagram and renderings of activation.

While over the course of the day we expect about 500 people, at no point will we exceed

75 people within the area. We will have staff and security on site at all times.



Page 4 of 9

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

____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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 DISPOSINGOF SOLID WASTES, INCLUDING TRASH, 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): ______________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

None a licable

N/A

This date is concrete and the event will go on rain or shine

We will have our own trash receptacles on site but we will be in contact with cityservices as far as what we can do to proceed under city regulations.

We will have all access to the Castle in the Sands facilities.

None applicable

Each LDA qualified consumer will be eligible for one 12 ounce Landshark lager sample

and one 12 ounce Margaritaville sample.



Page 5 of 9

____________________________________________________________________

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________ IF SO, WHO WILL THE PROCEEDS BENEFIT?

Any donations will (100%) be going to Ocean Conservancy through our text todonate information that will be displayed; No exchange of currency on site- alldigital.

30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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? NoPlease 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 BEVERAGESAT 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,” if required, to the Private

Events Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________

T-shirts, Frisbees, hats, sunglasses, board shorts

Small sample portions of Landshark Lager and Margaritaville products will be givenout. Intent is small area of 2 bars inside the activation that gives brand experience to

consumer and a small sample of the drink. All consumers will be LDA approved andeligible for one 12 ounce sample of Landshark Lager and one 12 ounce sample of

Margaritaville.

500 over duration of da

No

No- O en area cano

No

No



Page 6 of 9

38. EXPECTED NUMBER OF SPECTATORS: ________________________________

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

APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.HAVE YOU DONE SO? ____Yes____WHO DID YOU CONTACT? _________ ____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROMTHE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 isrequired for each major end-item borrowed from the Town of Ocean City): ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANYSTATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADYOBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPYTO THE BACK OF THIS APPLICATION.Please forward a copy of the approved“MDOT Highway Permit” to the Private Events

Coordinator once you receive it.

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

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

Beach traffic- 500 over duration of day

If available, we would like to explore all the necessary trash services provided by the

City of Myrtle Beach.

N/A

N/A

First year of tour- First event of 8 will be hosted in New Jersey. Mosaic has a 25 year history within the Event Marketing Industry. We have produced and executed thousands

of events all over the country.

Patricia Smith- Castle in the Sands



Page 7 of 9

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read andcomply with the Town of Ocean City’s sponsorship policy. The application willnot be approved without sponsors. If no sponsors, please state “No Sponsors” in area

provided below.): _____________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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

____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________

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

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

INSURANCE REQUIREMENT:For the protection of the public and the Mayor and City Council, the applicant mustobtain, at the applicant’s 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 asadditional insureds, 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

In artnershi with Ocean Conservancy and Landshark Lager ( Anheuser Busch)

.

We are looking forward to a fun and educational special event with the city of Ocean Cityand Castle in the Sands resort. We feel that our strong partnership with OceanConservancy and responsible actions regarding the alcohol sampling will resort to a very

successful event with all parties involved.



Correct. We are requesting to only block off the eastern end of the block. The purpose of

this would be so we have adequate area to park our branded vehicle and we wanted to

limit the amount of vehicle traffic without restricting access to the beach for guests. Mat t R isk in | Account Coordinator | Mosaic O: 312.526.3126 x 3238 | M: 847.877.7358 __________________________________________________

From: Lisa Mitchell [mailto:[email protected]]Sent: Thursday, May 17, 2012 10:09 AMTo: Riskin, MatthewSubject: RE: 37th street diagram

Matt -

You are requesting only to block off what is on the diagram, correct? Not the whole

street? Also, for what purpose are you making this request. Thank you, Lisa

Lisa A. Mitchell, Private Events Coordinator

200 125th Street

Ocean City, MD 21842

410-250-0125 (work)

443-235-7329 (cell)

410-250-5409 (fax)

From: Riskin, Matthew [mailto:[email protected]]Sent: Monday, May 14, 2012 12:55 PMTo: Lisa MitchellSubject: 37th street diagram

Lisa, Per our conversation, here is the diagram of the area we would like to block off on 37

th

street. Looking forward to hearing from you. Thanks, Matt

____________________________________ _____________ _

Mat t R isk in | Account Coordinator | Mosaic O: 312.526.3126 x 3238 | M: 847.877.7358



THE FIN-TASTIC

VOYAGE



PROGRAM OVERVIEW

The Landshark Fintastic Tour will be an integration of sport, socializing a

Beginning in

early

June,

the

tour

will

take

to

the

East

Coast,

traveling

to

promote not only Landshark Lager and provide cold samples for guests,

up efforts as well as Stand‐Up Paddleboarding for a cause. The action w

of activity and engagement throughout the tour including beach games

Landshark and Margaritaville sample stations, Ocean Conservancy infor

sign‐ups, music and lounge spaces for relaxing.

Daily Schedule*: 9am‐10:30am: Beach Clean‐up

10:30‐11:00am: Wrap up clean‐up

11:30am‐1:30pm: Paddleboarding Session 1

12:30pm: Sampling bars open

1:30pm‐3:30pm: Paddleboarding Session

2



PROGRAM STRUCTURE

•Strong tie‐in with Ocean Conservancy – On

‐site

beach

cleanup

– Ocean Conservancy awareness space within Fi

• Online programming to include fund

off of paddleboard miles paddled acro

markets activation

– Chance for people to pledge money for their f

paddleboard and contribute to the fundraising g

– AB to donate $1 for every dollar earned thru f

each event



CONSUMER EXPERIENCE

• Paddleboarding lessons and check‐out – Local paddleboarding instructors on‐site to run clinics and lesson

opportunity to get out on the water for 30‐45 minute time blocks

• Sampling

– ID check at entrance and wristbands provided with drink tickets

Margaritaville sampling

• T‐shirt station

–

Ability to

get

a Landshark printed

shirt

displaying

their

mileage

c

paddleboarding

• Beach games

– Sand bocce courts, bags, horseshoes and more

• Lounges

– Comfortable areas for consumers to relax, catch some sun, enjo

with friends



UPDATED RENDERINGS





6 – PRIVATE EVENT PERMIT REQUESTS

B. DPC Emergency Equipment Hospitality Event –

Monday, June 18, 2012

Presented by: Lisa Mitchell, Private EventsCoordinator and Mary Pardee, DPC Emergency

Equipment



Ocean City Private Events

Name of Event: DPC Emergency Equipment Hospitality Event New Event: YES

Date of Event: Monday, June 18, 2012

Date Application Received: May 17, 2012 Application Fee Paid: Yes

Date Routed: May 17, 2012

Date Returned from All Departments: Total Cost to Town: $130.00

Things to Note:

• This event is a display of fire apparatus in conjunction with a private event at the Castle in the Sand Hotel.

• The event is by invitation only.

• Set-up for the event would be at 3 pm on Monday, June 18. The event would take place from about 4:30 pm until7:00 pm. Breakdown would follow the event and be completed by 8:00 pm.

• The event coordinators request to block off the 40-60’ of the easternmost part of 37th Street to stage display fireequipment.


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

• PUBLIC WORKS – Will post street and set-up six (6) each barricades. Total cost to the department is estimated at$130.00.

• EMERGENCY SERVICES, OCBP, RISK MANAGEMENT, OCPD, TOURISM, TRANSPORTATION, OCCC, andREC & PARKS – No comments, concerns or costs.

Date on Council Agenda: June 4, 2012 Date Applicant Notified of Meeting:

Event Approved of Denied:

Date Fees Received: Amount:

Date Insurance Certificate Received: Beach Franchise Notified:

Date Permit Issued:

Other:





6 – PRIVATE EVENT PERMIT REQUESTS

C. 3-Year Approvals – Adding 2014 Date

Presented by: Lisa Mitchell, Private Events Coordinator

1. 12th

Annual Surfrider Longboard Team Challenge –

Friday through Sunday, June 6-8, 2014

2. Maryland State Bar Association Young Lawyers

Sun Run – Friday, June 13, 2014



Sun Mon Tue Wed Thu Fri

1 2 3 4 5 6

PE -

Chal

TENT

8

PE - Longboard

Challenge -

TENTATIVE

9 10 11 12 13

PE –

TENT

15 16 17 18

PE - Firemen’s

Parade

19 20

22 23 24 25 26 27

29 30

June



Ocean City Private Events 3-Year Approval

Name of Event: 12th Annual Surfrider Longboard Team Challenge

Date of Event: Requesting event approval for June 6-8, 2014

Cost to the Town of Ocean City to support this event: $1,393.72

Things to Note:

• Shelly Dawson for the OC Chapter of the Surfrider Foundation was granted a 3-year event approval for the LongboardTeam Challenge event. The dates approved were for June 10-12, 2011, June 8-10, 2012 and June 7-9, 2013.

• Shelly Dawson for the OC Chapter of the Surfrider Foundation would like to continue this provision, and requestsCouncil approves this event for the date of June 6-8, 2014.

• This event is a longboard surf contest between 36th and 38th Streets. There are no changes to the application fromprevious years.

• All appropriate documents have been supplied and fees have been invoiced.


• OCPD – Officers from shift will monitor the event.

• PUBLIC WORKS – This event has been ongoing without incident. Will post street end for parking spaces, asrequested. Will also deliver judges’ stands, tables, chairs and trash containers to the site. Costs to the department forthis event last year totaled $886.78.

• BEACH PATROL – Will provide surf beach facilitators for crowd control and safety. Estimated cost to department is$506.94.

• RISK MANAGEMENT – Need Insurance Certificate prior to the event.

• FIRE MARSHAL – A permit must be obtained from the Office of the Fire Marshal for the use of a tent.

• OCCC, TOURISM, EMERGENCY SERVICES, TRANSPORTATION and REC & PARKS – No comments orconcerns.

Date on Council Agenda: June 4, 2012

Council Ruling: ________________________________________________

Applicant Notified of Meeting Results: _____________________________



Ocean City Private Events 3-Year Approval

Name of Event: Maryland State Bar Association Sun Run

Date of Event: Requesting event approval for June 13, 2014

Cost to the Town of Ocean City to support this event: Minimal

Things to Note:

• Nicole Earl for the Maryland State Bar Association, Inc. was granted a 3-year event approval for the Sun Run event.

The dates approved were for June 10, 2011, June 15, 2012, and June 14, 2013.

• Nicole Earl for the Maryland State Bar Association, Inc. would like to continue this provision, and requests Council

approves this event for the date of June 13, 2014.

• This event is both a 5K and 10K running race within the Montego Bay neighborhood.

• All appropriate documents have been supplied and fees have been invoiced.

Comments from Department Representatives:• OCPD – Will notify the shift and request they assign appropriate police personnel to staff the event. Officers will

work regular duty hours, no overtime. Costs will be minimal; seasonal employees will monitor this event for one (1)

to two (2) hours at the most.

• RISK MANAGEMENT –Insurance Certificate to be submitted prior to the event.

• BEACH PATROL, PUBLIC WORKS, FIRE MARSHAL, OCCC, TOURISM, EMERGENCY SERVICES,

TRANSPORTATION and REC & PARKS – No comments or concerns.

Date on Council Agenda: June 4, 2012

Council Ruling: ________________________________________________Applicant Notified of Meeting Results: _____________________________





9 – NEW BUSINESS

A. Request to Purchase Topcon GPS Mapping Device for

Accident Reconstruction

Presented by: Lt. Scott Harner, OCPD



The Ocean City Police Department seeks to purchase a TOPCON Dual frequency RTK GNSS

Receiver and Field Controller. In short, a device that enables a collision reconstructionist the

ability to accurately capture the necessary evidence needed for successful prosecutions and case

documentation in both criminal and civil procedures.

Unfortunately, there are approximately 45,000 motor vehicle related deaths annually in the

United States and the Town of Ocean City is not immune from this fact as was evident over

Memorial Day weekend with the loss of life on Coastal Highway as a result of a motor vehicle

collision.

Currently the Ocean City Police Department utilizes Nikon D310 Total Station to collect the

evidentiary points of the collision. Unfortunately, our current equipment was purchased in the

fall of 1998 and is now nearly 14 years old. While this piece of technology has served the

agency well for the past 14 years, the limitations and longevity of the equipment has long beentelling us that it needs to be replaced. Due to its age, the equipment is not able to be upgraded.

Dramatic technological advancements have been made in the past 14 years and the Ocean City

Police Department seeks the purchase of a TOPCON GPS mapping device. Using GPS

technology, a collision reconstructionist can capture the necessary data points and generate a

graphical representation of a crash scene that is accurate to less than 2 centimeters.

The proposed equipment will make more effective use of our agency manpower resources since

only one individual is required for operation versus the traditional two investigators required to

operate the current equipment thus over time will be more cost effective for the agency.

This piece of technology utilizes a GPS locator on top of the Ocean City Convention Center as

its global reference point and the Town of Ocean City currently utilizes this technology in the

city engineering department. City engineer, Mr. Terry McGean is versed in the capabilities of

this equipment and its benefits.

The request to purchase this equipment is also a request to expend asset forfeiture funds to make

the purchase.





9 – NEW BUSINESS

B. Request Sole Source Purchase of GovNow Software

Presented by: Terence McGean, City Engineer



INTEROFFICE MEMORANDUM

TO: MAYOR MEEHAN

FROM: TERENCE MCGEAN

SUBJECT: REQUEST FOR SOLE SOURCE PURCHASE OF SOFTWARE

DATE: 5/31/2012

CC: NANCY BLOXOM, JENNIE KNAPP, COUNCIL AGENDA

The staff has been working with our accounting and permitting software vendor, SunGardH.T.E to secure software for online building permit applications and payment and online businesslicense applications and payment. Staff attended two product demonstration sessions and requestedsoftware customizations to tailor the system to meet our operational needs.

The software will allow us to accept building permits online. One of the required customizations was for different online response depending on the type of permit application. For example, if anapplication is for a sign face replacement, the permit can actually be issued immediately on line, for aroofing or siding project, the program will ask for an email of product data before the permit can beissued. For more complex projects, the application will be entered and the program will respond thatthe applicant will need to call for an appointment.

The software can handle business license renewals automatically online. New applications willstill need to be reviewed by the license inspector. However, another customization will link new applicants to an online form that can be filled out and emailed in.

Because we already use H.T.E systems for business license and building permits processing and

reporting we must use the same software systems for online processing. Therefore, staff is requesting approval for a sole source purchase of the GOVnow software base module along with the onlinepermitting and online licensing modules from SunGard H.T.E in the amount of $31,580.00 including installation and training.

This was not a budgeted expense and funding will come from surplus monies in the IT budget asdiscussed during the FY13 IT budget presentation.

If approved, the goal will be to go live with the system by the end of the year.





12 – ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY SOLICITOR

A. Second Reading – Ordinance 2012-19 Authorizing the

Abandonment of an Existing 20 Foot Wide Alley andQuit Claiming Any Interest Therein in Exchange for a

20 Foot Fee Simple Tract of Land Approximately 80

Feet to the West (pertains to north-south alley between

67th

and 68th

Street)





12 – ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY SOLICITOR

B. Second Reading – Ordinance 2012-20 to Amend

Chapter 30 Entitled Environment (to revise criticalarea enforcement language per State regulations and

to codify current critical area policies regarding

redevelopment projects)





12 – ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY SOLICITOR

C. Second Reading – Ordinance 2012-21 to Amend

Chapter 30 Entitled Environment (to allow noisepermit control number decals to be displayed on a

window adjacent to the front door or maintained in

book fashion)





13. ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY MANAGER

A. Upcoming Bid Openings – Solid Waste Vehicles and

Wastewater Tractor



MEMORANDUM

DATE: MAY 24, 2012

TO: RICHARD MEEHAN, MAYOR AND INTERIM CITY MANAGER

FROM: JOE SOBCZAK, GENERAL SERVICES DIRECTOR

RE: BID SOLICITATION REQUESTS

Please advise the City Council that we will be soliciting bids for the following items asapproved in the Fiscal Year 2013 budget for the Public Works Solid Waste Division.

2 – Automated Trash Trucks – budget allocation $240,000 each, total $480,0001 – Front End Trash Truck – budget allocation $220,0001 – Roll Off Trash Truck – budget allocation $196,000

We will also be soliciting bids for the Wastewater Department for a newtractor as approved in the Fiscal Year 2013 budget.

1 – Tractor – budget allocation $90,600

Thank you.





13. ITEMS REFERRED TO AND PRESENTATIONS

FROM THE CITY MANAGER

B. Request to Refinance the Airport Improvement Bond

of 2005



MEMORANDUM

TO: Mayor and City Council

FROM: Martha Bennett, Finance Administrator

DATE: May 31, 2012

RE: $1,025,000 Airport Improvement Bond of 2005

When we accepted proposals for the 20-year taxable financing of an airport T-hangar in 2005, the lowest rate was offered by Bank of America at 5.43%.However, it was a fixed rate for only a10-year term, with a 20-year amortization of

payments. This meant that the loan had a balloon at 10 years. At the time, therisk of accepting this offer was that rates could be higher than 5.43% in 2015.

However, rates are now lower than 5.43% and the bond can be pre-paid without penalty after 7 years. The outstanding principal is currently $811,233.

I request permission to ask our financial advisor, Sam Ketterman of Davenport,and our bond counsel DLA Piper to initiate the process of refinancing this bank loan to reduce the interest rate through 2025.





13 – ITEMS REFERRED TO AND PRESENTATIONS FROM

THE CITY MANAGER

C. Request to Place Five Picnic Tables on the Caroline StreetPad



1

Diana Chavis

From: Diana ChavisSent: Thursday, May 31, 2012 10:56 AMTo: Diana ChavisSubject: FW: Dumsers requert for picnic tables.Attachments: Boardwalk- Caroline Street.pdf

From: Kelly AllmondSent: Wednesday, May 23, 2012 2:27 PMTo: Richard MeehanSubject: FW: Dumsers requert for picnic tables.

The Dumsers picnic table layout is attached.

From: Kelly AllmondSent: Monday, May 21, 2012 11:49 AMTo: Richard Meehan

Subject: Dumsers requert for picnic tables.

Nick Morris (speaking for Ron Tiimmons) of Dumsers requests the Mayor & Council's permission to place 5 picnic tables

on the Caroline Street Pad behind the three rows of benches. (Dick Malone said 4 tables are feasible, but he wants them

bolted down). Mr. Morris is aware that his request is subject to a contract, fees and the Mayor and Council's approval.)

A scanned copy of his diagram is forthcoming.

Nick Morris: 443‐944‐1274

Kelly L. Allmond, City Clerk

Town of Ocean City * 410‐289‐8842





14 – COMMENTS FROM CITIZENS - 5 MINUTE TIME

LIMIT





15 – COMMENTS FROM THE MAYOR AND CITY

COUNCIL

june 4 2012 complete agenda

Documents