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HomeMy WebLinkAboutPeconic Land Trust 2023-7 Southold Town Board -Letter Board Meeting of March 14, 2023 RESOLUTION 2023-272 Item# 5.8 ADOPTED DOC ID: 18974 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-272 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 14,2023: RESOLVED that the Town Board of the Town of Southold hereby grants permission to= Land pis , to hold Special Event 2023-7 at, Agricultural Center at Charnews Farm located at 3005 Youngs Ave , Southold,New York as applied for in Application PLTla for Picnic 2023 on 1,a ,Q2?from 12PM-4PM. All parking must be contained on site. Provided they adhere to all conditions on the application , permit and to the Town of Southold Policy for Special Events. This permit is subject to revocation if the applicant fails to comply with any of the conditions of the approval or is unable to properly control traffic flow into and out of the event ,L ;� I Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Sarah E.Nappa, Councilwoman SECONDER:Brian O. Mealy, Councilman AYES: Nappa, Doroski, Mealy, Doherty, Evans, Russell Generated March 15, 2023 Page 18 RECEIVE® ez CA 4PFEB 2 3 2023 Southold Town Clerk TOWN OF SOUTHOLD Town Code Chapter 205 "Public Entertainment and Special Events" SPECIAL EVENT PERMIT INSTRUCTIONS AND APPLICATION FORM Applications for a Special Event Permit are subject to an inter-departmental coordinated review by the Southold Town Board, Town Attorney,Town Assessors,Land Preservation,Building, Planning, Zoning Board of Appeals and Police Departments, and the Suffolk County Planning Commission. Application fee: $150.00 per application—up to six(6)multiple events of the same type may be permitted on one(1)application for a fee of$150.00. However, specific details of each event must be included with this application. All applications must be submitted at least 60 business days before the event.Applicants are encouraged to submit applications as early as possible. Any completed application that is not submitted 60 or more business days prior to the scheduled event may be rejected or subject to a late processing fee of$250.00 by the Office of the Town Clerk, unless a waiver is obtained. Requesting an expedited review must be submitted in writing to the Town Clerk. The Town Clerk will forward all applications to the Special Events Committee for processing. The Committee will obtain comments on all applications from relevant Town,County and/or State agencies and will forward completed applications to the Town Board with a recommendation as to whether to grant or deny the application. The Town reserves the right to request additional information from an applicant to address issues related to the health, safety,and welfare of the community. When is a Permit Required? All Special Events,per Southold Town Code Article I, Section 205-2 (Definitions)must obtain a permit. Occasional events on private residential properties hosted by the owner thereof that are by invitation such as family gatherings, weddings, graduations, parties or not-for-profit fundraisers do not require permits. Any use of residential prope11y for profit, such as a venue for weddings or other events is prohibited. This application is deemed complete once all the following requirements are submitted to the Town Clerk: Please indicate submission of the following by checking off the boxes and signing below. VA completed application form signed by the owner and the event manager. Applications without roperty owner's signature/approval will be rejected. 7IE E: Is the application being submitted at least 60 days before the event[ Yes [ ]No Yes,Fee of$ cJ a has been submitted 0 If No,Fee of$ has been submitted Updated 8/7/2018 The applicantlowner of the property where the special event is proposed to take place must provide a certificate of insurance not less than 2 million dollars naming the Town of Southold as an additional ' sured A Parking/Event Plan: consisting of a survey, site plan and/or aerial view of the subject property that includes the locations of on-site parking, sanitary facilities, and tents or other temporary structure(s). See application form for details) Events for three hundred(300)or more people require submission and approval of a traffic control plan acceptable to the Town of Southold AND a qualified traffic controller must be provided at the event. ee application form for details) Signature of Property Owner on the application authorizing Code Enforcement Personnel of the Town of Southold to enter the subject premises during the hours of the event to ensure compliance with any and all special event permit conditions. My signature below affirms that I have submitted all the information required above in connection with my application. oa a J Dated Signature Activities associated with outdoor public events are strictly prohibited from taking place on land preserved through the sale of development rights to the Town of Southold, and can only take place on land preserved through the sale of development rights to the County of Suffolk with a permit issued by the Suffolk County Farmland Committee. If food is to be served, it must be catered and prepared off-site by food vendors who (told a permit to operate issued by the Suffolk County Bureau of Public Health Food Protection Unit. Updated 8/7/2018 APPLICATION FOR A PERMIT TO HOLD A SPECIAL EVENT Please provide ALL of the information requested below.Incomplete applications WILL NOT be reviewed. Special Event Permit# Applicant(s)name: PECONIC LAND TRUST Date of Submission: 02/15/2023 Name of Event: PECONINIC 2023 SCTM#'s 1000-Section: 63 Block- 1 Lot(s): 25.3 &25.4 Dates of Each Event: SATURDAY, JUNE 3', 2023 (Rain or Shine) If Multiple Dates are requested, applicant must give all information for all dates. Nature of Event: SEE ATTACHED (Please attach a detailed description of EACH event to this application) Time Period(Hours)of Event: From: 12 PM(NOON) to 4:00 PM Town Services requested: ( )Yes (XNo If yes,Describe Police Dept._Highway Dept. Describe Services Maximum Number of Persons Attending At One Time: 375 Number of cars expected: 175 Is a Tent or other temporary structure being used? [A Yes [ ]No If yes provide size(s) 5 TENTS TOTAL ON SITE - (1)40'x60' 1 (1)20'x40' 1 (1)20'x20" 1 (2) 16'x16' Will food be served?[ ]Yes [ ]No If yes provide number and name(s)of food vendor(s): ALL FOOD WILL BE PREPARED OFF-SITE&DELIVERED.PRE-PACKAGED SNACKS WILL BE PURCHASED FROM BJ'S WHOLESALE CLUB, RIVERHEAD, 631.727.6700. Suffolk County permit#(s): SC 01116-12 Will other vendors be on the premises during the event? [,/Yes [ ]No If yes how many?55=6 Describe Type of vendor(s): FARMERS,GROWERS,EDUCATORS,LOCAL NON-PROFIT PARTNERS Property Owner(name/address): PECONIC LAND TRUST 1 296 HAMPTON ROAD I SOUTHAMPTON,NY 11968 Contact Person and Contact Tel.#: BRIDGET Q.MICIELI-MARTINEZ,EVENT MANAGER,631.283.3195 EXT. 13 E-mail address : BMartinez@PeconicLandTrust.org Event Location: Street-Hamlet Address:AGRICULTURAL CENTER at C14ARNEWS FARM 13005 YOUNGS AVENUE I SOUTHOLD I NEW YORK 1 11971 SCTM# 1000-63-1-25.3-25.4 Will any services be requested [ ]Yes [ ] No. If Yes describe Police Highway Other: NOT APPLICABLE Mailing Address to Send Event Permit to: PECONIC LAND TRUST I RE: PECONINIC 2023 1 296 HAMPTON ROAD I SOUTHAMPTON I NEW YORK 11968 Have any of the development rights been sold to the Town of Southold [ ] Yes [ ]No and/or Suffolk County Agricultural Program? [ ]Yes [ ]No If yes to either or both,also indicate on the attached plan the boundaries of the reserved area upon which the event will take place. Updated 8/7/2018 YOU MUST ATTACH A PARKING/EVENT PLAN TO THIS APPLICATION IF THE EXPECTED ATTENDANCE IS 300 OR MORE PEOPLE,YOU MUST ALSO ATTACH A TRAFFIC CONTROL PLAN(see next page) A Parking/Event Plan may be a survey, site plan and/or aerial view (for example Google Earth) of the subiect property.INDICATE ON THE PLAN ALL of the following information: A parking/event plan showing: (1) The size of the property and its location in relation to abutting streets or highways. (2) The size and location of any existing building(s) or structure(s)that will be in operation during the course of the event and any proposed building, structure, or signs to be erected temporarily for the event. (3) The location of the stage or tents, if any. (4) The designated areas of use for spectators, exhibitors,vendors, employees and organizers. (5) Location of all entries and exits. (6) The location of all fire extinguishers and other fire safety equipment. (7) The location of all temporary utilities to be installed for the event, if any. (8) The layout of any parking area for automobiles and other vehicles and the means of ingress and egress for such parking areas. The parking spaces must allow for 300 sq. ft. per car. (9) A traffic control plan for vehicles entering and leaving the site for the proposed event. (10) Plan for the use of live outdoor music, loudspeakers and other sounds which will be used, if any, and the type and location of speakers and other audio equipment. (11) A description of emergency access and facilities related to the event. (12) Provisions to dispose of any garbage,trash,rubbish or other refuse. (13) Location and description of any additional lighting to be utilized in conjunction with the event. (14) Location of sanitary facilities on site. Traffic Control Plan Events for three hundred(300) or more people also require submission and approval of a traffic control plan, acceptable to the Town of Southold,AND a qualified traffic controller must be provided. Please attached a written description and/or notate on the parking event plan the following: 1)Who will be conducting traffic, 2)Where they will be stationed on site,3)How they will direct the entrance, circulation,parking,and exiting of cars on site, and 4)Contact information for use by Southold Town Police. OWNER'S SIGNATURE: I am the Owner of the Property where this event is to be held and I agree to comply with the laws, rules, regulations, conditions, and requirements of the Code of the Town of Southold, including but not limited to the conditions listed below, as well as all other applicable agency rules and regulations pertaining to the activities under this event. Furthermore,I hereby swear or affirm that the information contained herein and attachments hereto are true and correct to the best of my knowledge, and agree to provide notice to the Town immediately should there be any material changes regarding to this application. . Furthermore,I hereby authorize Code Enforcement Personnel of the Town of Southold to enter the property during the hours of the permitted special event to make any and all inspections necessary in connection with this Special Event. PECONIC LAND TRUST Print name of Owner Signature of Owner YVETTE DEBOW-SALSEDO Print name of Authorized Person/Representative of Authorized Person/Representative Updated 8/7/2018 PECONIC LAND TRUST, INC. 50638 REFERENCE NO. DESCRIPTION INVOICE DATE INVOICE AMOUNT DISCOUNT TAKEN AMOUNT PAID 20 923 2/9/23 150.00 150.00 CHECK DATE CHECK NO. PAYEE DISCOUNTS TAKEN CHECK AMOUNT 2/9/23 50638 Town of Southold $150.00 Franke, Diana From: Franke, Diana Sent: Thursday, February 23, 2023 2:52 PM To: Mirabelli, Melissa Cc: Noncarrow, Denis; Sabrina Born (sabrina.born@town.southold.ny.us) Subject: Especial Event: Peconic Land Trust " Attachments: Special Event Peconic Land Trust.pdf Good Afternoon, Please see attached Special Events Application for permit from Peconic Land Trust. INC received on 02/22/2023. Thank you, Aalilm�1'ANI Account Clerk Southold Town Clerk's Office (631)765-1800 Ext 1228 1 Franke, Diana From: Franke, Diana Sent: Thursday, February 23, 2023 2:52 PM To: Mirabelli, Melissa Cc: Noncarrow, Denis; Sabrina Born (sabrina.born @town.southold.ny.us) Subject: Especial Event: Peconic Land Trust Attachments: Special Event Peconic Land Trust.pdf Good Afternoon, Please see attached,Special Events Application for permit from Peconic Land Trust. INC received on 02/22/2023. Thank you, liana Cq r"'k% Account Clerk Southold Town Clerk's Office (631)765-1800 Ext 1228 1 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 02/23/23 Receipt#: 308383 Quantity Transactions Reference Subtotal 1 Event Fee 06-03-23 - $150.00 Total Paid: $150.00 Notes: Payment Type Amount Paid By CK#50638 $150.00 Peconic, Land Trust Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Peconic, Land Trust P. O. Box 1776 Southampton, NY 11969 Clerk ID: DIANAF Internal ID:06-03-23 PERNIISSION IS HEREBY GRANTED,SUBJECT TO THE FOLLOWING CONDITIONS: 1. By acceptance of this permit,applicant agrees to adequately supervise and direct all parking to be on the premises or at another site, and to provide parking assistants and any additional traffic controls necessary for this event.Parking is strictly prohibited on ANY Town, County or State Roads or Rights of Way. 2. Traffic control at events for three hundred(300) or more people shall be provided by a qualified traffic controller in accordance with the attached, approved traffic control plan. 3. One"on-premises"sign not larger than six(6)square feet in size may be displayed not longer than thirty (30) days before this event, and removed immediately after the event. Directional parking signs shall be adequately displayed. 4. Applicant indemnifies and holds harmless the Town of Southold from all claims, damages, expenses, suits and losses including but not limited to attorney's fees arising from activities under this permit. 5. Tent proposals must receive permit approval from the Southold Town Building Inspector before placement on the property and must meet all fire and safety codes. 6. This permit is valid only for the time, date,place and use specified above, and for the designated event. Each additional day will require a separate permit application, fee, and related documents for review, etc. at least 60 business days prior to the scheduled event. 7. Adequate temporary sanitary facilities must be provided by applicant for this event and applicant agrees to remove the temporary facilities from the premises within 48 hours after the day of the event. 8. On-site food preparation is NOT permitted, although food may be catered subject to all Suffolk County Department of Health regulations. 9. NO activities associated with this event including: but not limited to parking, ingress/egress/access, tent(s)or temporary structure(s), or temporary sanitary facilities shall be conducted on Town of Southold Purchase of Development Rights land. 10. NO activities associated with this event including but not limited to parking, ingress/egress/access, tent(s) or temporary structures or temporary sanitary facilities shall be conducted on Suffolk County Purchase of Development Rights land without a permit issued by the Suffolk County Farmland Committee. 11. Issuance of this permit does not authorize in any manner the occupancy of any building exceeding the legal limitations under the fire code or other codes which would prohibit such increased occupancy. 12. Access shall be provided for emergency vehicles,to all public assembly areas, all buildings, all work areas and any additional area where emergencies may occur. Two emergency-fire exits and exit paths from the building(s)on the property,to a public way or remote safe area, shall remain open and unobstructed at all times. 13. Owner assures full compliance with all fire, safety,building, and other Town laws. 14. Music,when outdoors, is required to stop at the time specified in the permit.Placement of the speakers must be in a location that affords the greatest protection from noise intrusion upon adjacent properties. Updated 8/7/2018 15. Owner will allow access to Code Enforcement Personnel of the Town of Southold during the hours of the special event to make any and all inspections necessary in connection with this Special Event. 16. ADDITIONAL CONDITIONS: ANY VIOLATIONS IN CONNECTION WITH THE CONDITIONS LISTED HEREIN WILL TERMINATE THIS PERMIT. APPROVED Town of Southold Resolution Number: Date Issued: Updated 8/7/2018 AC R® CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD/YYYY) klb_ / 02/09/2023 THIS CERTIFICATE IS ISSUED ASA MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Carol Losquadro NAME: Roy H Reeve Agency,Inc. PHONE (631)298-4700 FAX (631)298-3850 AIC No Extl: AIC,No PO Box 54 E-MAIL closquadro@royreeve.com ADDRESS: 13400 Main Road INSURER(S)AFFORDING COVERAGE NAIC# Mattituck NY 11952 INSURERA: Pacific Ind Co 20346 INSURED INSURER B: Federal Ins Co 20281 Peconic Land Trust Inc INSURER C: Po Box 1776 INSURER D: INSURER E: Southampton NY 11969 INSURER F: COVERAGES CERTIFICATE NUMBER: CL2271117362 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSRAUULbUbK POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER MMIDD/YYYY MMIDDIYYYY LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2.000,000 DAMA ET N ED 1,000,000 CLAIMS-MADE OCCUR PREMISES Ea occurrence $ MED EXP(Any one person) $ 10.000 A Y 35816018 02/27/2021 02/27/2022 PERSONAL&ADV INJURY $ 2,000,000 GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY PRO- JECT LOC PRODUCTS-COMP/OPAGG $ 2,000,000 OTHER: Employee Benefits $ 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ea accident ANYAUTO BODILY INJURY(Per person) $ OWNED - SCHEDULED AUTOS ONLY AUTOS BODILY INJURY(Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY Per accident $ X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 5,000,000' B EXCESS LIAR CLAIMS-MADE 93647953 02/27/2021 02/27/2022 AGGREGATE $ 5,000,000 DED I X RETENTION$ 10,000 - $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY YIN STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ OFFICER/MEMBER EXCLUDED? NIA E.L.EACH ACCIDENT $ (Mandatory in NH) _ E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Event:Peconinic June 3,2023 Certificate holder is included as additional insured with respect to General Liability per the terms and conditions of form#80-02-2367 as required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Town of Southold Town Clerks Office ACCORDANCE WITH THE POLICY PROVISIONS. 53095 Route 25 PO Box 1179 AUTHORIZED REPRESENTATIVE Southold NY 11971 -11 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD PECONIC LAND TRUST Town of Southold Special Event Permit Description of Event: Peconinic is a celebratory picnic to honor Trust supporters. Attendees are invited to experience the land that has been protected through our collective conservation work, and are also invited to participate in educational programming. Supporters from both the north and south forks are invited every year, including our partners at the Town of Southold, to enjoy delicious lunch selections, good music, and informative programming designed to educate and connect guests to our conservation work and rich agricultural and maritime history. PECONIC LAND TRUST Peconinic 2023 Peconic Land Trust: The Agricultural Center at Charnews Farm (SCTM#'s- 1000.63.1. 25.3 &25.4) 3005 Youngs Avenue, Southold, NY 11971 Traffic Control Plan The entrance to event site parking is located on Hortons's Avenue through the farm gates, (please see attached parking map), where a parking attendant from a hired parking service company will be stationed. Guests will be directed to the eastern farm road by another parking attendant which will then direct vehicles into the designated farm field,where an additional parking attendant will direct cars into an organized parking formation. There will be an additional two parking attendants to assist with logistics and efficient direction of incoming traffic at the beginning of the event. At the duration of the event, these same parking attendants will direct exiting traffic west on the south perimeter farm field to exit gate. A total of 6 contracted parking attendants from First Class Valet Services (directional/self parking services) will be on the event site from 11:00-4:30 PM, on June 3rd, 2023 The attendance for the event is a maximum of 375 people, inclusive of Peconic Land Trust staff. Currently, the number of expected cars on the property at one time is expected not to exceed 185 cars. '*^.�.:""'a.--..y � E'�,? �_c:yam:. � +� .� �" �' � .�• o"',1i FK IV 4, Y' ll I .q Parking FieldTj - 4� 1 I Acre - Parking Field Overflow � m:-� (LI N I } Y I Acre At VMS� .7 � ;!q`w '� st: '°4�;¢�",�''��<t,y � q ,,'CJs, •� Ln 14-4 _ a+ 'it 'ii 4. a N fl .' «_7101 W,v .w aPll R i�lP 4 t 14 i! PARKIN ATTENDANT 66 1R} ° RK NO ATTENDANT ° �, •• r'�„ - PARKING ATTENDAN ! .�wJ PARKING A ENDANT y °''r• PARKING A END NT PARKING ATTEND . ". 1 't.�l: t �i t - .:fir- n ` 1v �• I ,4N � -# L yy y{CrrP... '� ye- � ^'^`art � i •. �sf.�,�'.`�^�e t• •� Feconic'L id Trust :2-115 Hail-(:full Fa=4.!I PIP-Eat 9TYr• �+ �y i -�7�� Eco�irix5lr iii: k983iit. •yy.P Fit:4 i I�Ti�.'�., o -�,� .�l: oLd,. 1'J R� raj as T , June 4 2022 �.�x+?E>c�.7":i�ttc::�r�.C`.rcP�+y�srihxtar�:e�nq:td;~�,.M.',_�:3t3�.�irl��.fJ�f�.::�E.1�2'�..tl.rvvC;�t�•,RC;.'sl�.�:�r FSis I.:E3,UFur C,-Fr�rKh�.zs�,Y:.:�ayeaijr t:n�7 I'c-fi"'�F`°�*''Y'''�``'�6'�=P PECONIC LAND TRUST Emergency Plan.2023 Southold,New York: Title of Event:Peconinic Date(s) of Event:June 3, 2023 Event Description:=an educational and informative thank you picnic for the supporters and volunteers of Peconic Land Trust Location: The Agricultural Center at Charnews Farm,3005 Youngs Avenue, Southold, NY On scene person in charge of event: Name:Bridget Micieli-Martinez Phone numbers: cell: 631.312.6224 work: 631.283.3195 Email Address:BMartinez@PeconicLandTrust.org Medical.Emergencies Procedure All medical emergencies will be reported to Police, EMS or event personnel as soon as possible either in person or via phone. Event personnel,when notified,will call directly to 911 and report the incident/problem. Responding emergency vehicles will enter the event from Deep Lane or depending on the location of the emergency a location determined by Police or EMS. The onsite person in charge or event coordinator will make sure an area is open to allow emergency personnel,vehicles and equipment to access the event grounds whenever emergency assistance is needed and this access shall be maintained throughout the event. The nearest hospital for receiving patients is Eastern Long Island Hospital which is located at 201 Manor Place, Greenport. Police Emergencies For all police emergencies 911 will be called immediately. Police enforcement will be provided by the Southold.Town Police Department. Fire Emergencies For all fire emergencies, 911 will be called. Onsite personnel will assist with evacuation to the parking field directly across from the event site (across Youngs Avenue) or if this area is unsuitable to an area designated by the fire personnel or police. Vehicles should not be moved during an emergency response. It is recognized that exiting traffic would inhibit and/or place arriving emergency responders and exiting individuals in peril. Portable fire extinguishers are located in each tent. Additional Firefighting equipment in the nature of water hookup is located on.event site next to the dining tent. Lost Child Procedure: Police and onsite event personnel will be notified. In the event a lost child is found he/she should remain at the location he/she is found at unless the location is unsafe or impractical or until it is determined that it is impractical to remain at the location. The child,if able,will be asked to provide parent/guardian information. Audio equipment is available onsite and an announcement of the situation may be made at the decision of on scene police personnel. The child will remain under the supervision of police personnel or their designee (Peconic Land Trust Staff) who will ensure the child is comfortable and safe until his/her parent/guardian arrives. Parental identification shall be verified prior to release of the child. Weather Emergency: In the event of any weather emergency the police, event coordinator or onsite event personnel may decide to halt the event for the safety of participants and the public. At no time will the decision to halt an event due to a weather related event by the police be overridden by others. Coordination for the safety of participants and spectators will be accomplished by Bridget (event coordinator) utilizing PA system, all volunteers and Peconic Land Trust Staff to inform attendees of situations and of next steps. During the entire evacuation/relocation process the local Southold Town Police will be apprised of its progress and status. If and when the weather emergency has passed, a decision will be made by police personnel and the event coordinator as when to allow the event to resume. Communication Plan: All onsite event personnel, event coordinator, EMS,fire and police personnel must have a means of communication during the event. This will be accomplished by cell phone communication and face to face conversations. Personnel: Event Manager:Bridget Micieli-Martinez c. 631.312.6224 Vice President:Yvette Debow c. 646.284.8028 Emergency Numbers: . Police Emergency: 911 Town of Southold Police: 631.765.2600 Southold Fire and Ambulance: 631.765.3385 Poison Control: 800.222.1222 OSHA: 516.334.3344 New York State Police/Troop L: 631.756.3000 Eastern Long Island Hospital: 631.477.1000 a c� - GO Office of the Town Attorney Town of Southold Town Hall Annex, 54375 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Telephone : 631-765-1939 Facsimile: 631-765-6639 MEMORANDUM To: Mr. Denis Noncarrow, Town Clerk From: Melissa Mirabelli Secretary to the Town Attorney Date: March 20, 2023 Subject: Special Events —Peconic Land Trust— PLT1a With respect to the above-referenced matter, I am enclosing the original application with committee comments and resolution of Town Board approval of event. If you have any questions regarding the enclosed, please do not hesitate to call me. Thank you. /mm Enclosures Special Events Committee Application Summary and Recommendation Application name: P:Con 1 c LSM l Address: IC 1CJl s 35 0 oun S Ave .IjcS 0 Application number: �L it, � �/ Il�j�-� Date of Event: Time: -Ia V ` ' ro Date Received by Town Clerk:— o9 I aba-3 Date Received by Committee: a ) a3� aoa3 Nature of Event (S): e local n0 - pvrra fid-p Committee Comments Received by: Melissa Spiro Leslie Weisman Missy Mirabelli Chief Flatley I- County Ar rUJ �, Heather Lanza x JY,ie +„n �R� Mike Verity Claire Glew Kevin Webster Committee Recommendation's: Approve as applied Approve with Additional conditions: Hold Public Hearing Deny Special Event No: 3 ` Resolution No: Date: 3I iL'I aoc)3 �> I , t ' � RECEIVED RECEIVED FEB 2 3 2023 ' � _.: :°'k FEB 2 3 2023 Town Attorney's Office • *•�`���""��``` Southold Town Clerk TOWN OF SOUTHOLD -Town Code h;i pter 205 "Public Entertainment and Speeial E- eats" SPECIAL EVENT PERMIT INSTRUCTIONS AND APPLICATION FORM Applications for a Special Event Permit are subject to an inter-departmental coordinated review by the Southold Town Board,Town Attorney, Town Assessors,Land Preservation,Building,Planning,Zoning Board of Appeals and Police Departments,and the Suffolk County Planning Commission. .A 2A1ichtloa-&b: $150.00 per application—up to six(6)multiple events of the same type may be permitted on one(1)application for a fee of$150.00. However,specific details of each event must be included with this application. All apOlieatians rust be submitted at least 60 business` d6Ts hefw'e.the&gnt.Aoplicants are: encourajed-to sijbinit applications as early as-iimssible. Any,carirplei'erl aiipiication i-h*a'is not-su'bmitted-60 or more business lows 2fior to-the:sche'duled event -may`be reiected oi•"subiect.'to.a late-Orocessin'fee of 5250.00:by the Office ofthe Town Clerk;unless a waiver, is obtained. Requesting an expedited review must be submitted in writing to the Town Clerk. The Town Clerk will forward all applications to the Special Events Committee for processing. The Committee will obtain comments on all applications from relevant Town,County and/or State agencies and will forward completed applications to the Town Board with a recommendation as to whether to grant or deny the application. The Town reserves the right to request additional information from an applicant to address issues related to the health, safety,and welfare of the community. When is a PermitAeauired'I, All Special Events,per Southold Town Code Article I, Section 205-2(Definitions)must obtain a permit. Occasional events on private residential properties hosted by the owner thereof that are by invitation such as family gatherings, weddings, graduations, parties or not-for-profit fundraisers do not require permits. Any,use of residential'property for profit:such as-avenue for_weddiri� or other events is prohibited., Th2s-aiitilic4tian is deemed coariplete once,fill the following rouiremeigts are submitted to the Town Cler u: .P'lease,indicate subriiission of the follo'Whi liv.'cheeldn` off the`bores:and signihi.belaw. VA completed application l6rm signed by the owner and the event manager. Applications without ropetrty owner's signature/approval will be rejected: E: Is the application being submitted at least 60 days before the event[ Yes [ ]No If Yes,Fee of$ 5 has been submitted ❑ If No, Fee of$ has been submitted Updated 8/7/2018 I: The applicant/owner of the property where the special event is proposed to take place must provide a ceitiffcatetof insurance not less than 2 million dollars naming the Town of Southold as an additional `isured [?CA Parkin Eyent;Plan: consisting of a survey, site plan and/or aerial view of the subject property that includes the locations of on-site parking, sanitary facilities, and tents or other temporary structure(s). ee application form for details) Events for three hundred(300)or more people require submission and approval of a firafnc control=plan acceptable to the Town of Southold AND a qualified traffic controller must be provided at the event. ;See application form for details) Signature of Property Owner on the application authorizing Code Enforcement Personnel of the Town of Southold to enter the subject premises during the hours of the event to ensure compliance with any and all special event permit conditions. My signature below affirms that I have submitted all the information required above in connection with my application. Dated Signature " Activities associated with outdoor public events are strictly prohibited from taking place on land preserved through the sale of development rights to the Town of Southold, and can only take place on land preserved through the sale of development rights to the County of Suffolk with a permit issued by the Suffolk County Farmland Committee. If food is to be served, it must be catered and prepared off-site by food vendors who hold a permit to operate issued by the Suffolk County Bureau of Public Health Food Protection Unit. Updated 8/7/2018 APPLICATION FOR A PERMIT TO HOLD A SPECIAL EVENT `P 16ase proVid6.ALL of the hiform'- atioh-requested.below.lifcoin]2leteapiplieatiggs WILL NOT be reviewed. Special Event Permit# Applicant(s)name: P' CONIC LA-Nb TRUST Date of Submission: .'02/1-5/20-13 Name of Event: PE00NINIC 2023 SCTM#'s 1000-Section: 63 Block- I Lot(s): 253 &,25A Dates of Each Event: SATURDAY, UNE-3P.2623 (Rain-ors'lli If Multiple Dates are requested,applicant must give all information for all dates., Nature of Event: SEE ATTACHED (Please attach a detailed description of EACH event to this application) Time Period(Hours)of Event: From: 1'2..PM*6W to 4:00 PM Town Services requested: Yes (XNo If yes,Describe Police Dept. Highway Dept. Describe Services, Maximum Number of Persons Attending At One Time: 375 Number of cars expected: 175 Is a Tent or other temporary structure being used? [A Yes [ ]No If yes provide size(s) 5 TENTS TOTAL ON SITE (1)40'x60' 1 (1)20'x40' 1 (1)20'x20" 1 (2) 16'x16' Will food be served?[ ]Yes ]No If yes provide number and name(s)of food vendor(s): ALLT0.01)WILL 6E PRtPA0_tD bPv-SITE&_'btL 1 VERE.D. PR8�'.OA C,kA 68D 9N AC K-8 i WTLL43E-VU'R0HA S ED FPOMBJ W, Suffolk County permit#(s):,._90-41-116-42 Will other vendors be on the premises during the event?[VYes [ ]No If yes how many?5-66 Describe Type of vendor(s): PARMtR-S.Gk6W-8R8'. 9DOcAT'aRs.,EOC-AL,N-0AT-1'.Ro'r-iT---PARTI\TgkS Property Owner(name/address): TECONIC LAND TRUSTJ 290 1JAMPTON ROAD 50L1'I'1IA>UIPTON.'NY.11 68 Contact Person and Contact Tel.#: BRTDGET.Q.MICIE1,1-MART Ek.EV-6N EXT..'Ij E-mail address : BMartinez@PeconicLandTrust.org �8 '0 Event Location: Street-Hamlet Address:AGRICULTURAL CENTER at tHAR.Nt-W, -TARM.j 3. 05'Y61INGS' AVENUE I SQLJ T14OLD I-NEW.YORK 1 11971 .S�TNW: 1000-63-1-25.3-25.4 Will any services be requested Yes No. If Yes describe Police Highway Other: NOT APPLICABLE Mailing Address to Send Event Permit to:TECONIC LAND TRUST I RE.-."PECONINIC"20231296. '11AMPTONAbAll!SOL MMAMPTON I NEW YORK 0 96 8 Have any of the development rights been sold to the Town of Southold Yes ]No and/or Suffolk County Agricultural Program? Yes ]No If Yes to either or both,also indicate on the attached plan'the boundaries of the reserved area-upon which the event will take.place. Updated 8/7/2018 YOU MUST ATTACH A PARKING/EVENT PLAN TO THIS APPLICATION IF THE EXPECTED ATTENDANCE IS 300.OR-MORE PEOPLE,YOU MUST ALSO ATTACH A TRAFFIC CONTROL PLAN(see:ne- page' A Parking/Event Plan may be.a site plain and/or aerial view (for emimple Google Earth) of the subject progerl .INDICATE ON THE PLAN ALL of the follovijni?i iforitaation: A parking/event plan showing: (1) The size of the property and its location in relation to abutting streets or highways. (2) The size and location of any existing building(s)or structure(s)that will be in operation during the course of the event and any proposed building, structure,or signs to be erected temporarily for the event. (3) The location of the stage or tents, if any. (4) The designated areas of use for spectators, exhibitors,vendors, employees and organizers. (5) Location of all entries and exits. (6) The location of all fire extinguishers and other fire safety equipment. (7) The location of all temporary utilities to be installed for the event,if any. (8) The layout of any parking area for automobiles and other vehicles and the means of ingress and egress for such parking areas. The parking spaces must allow for 300 sq.ft. per car. (9) A traffic control plan for vehicles entering and leaving the site for the proposed event. (10) Plan for the use of live outdoor music,loudspeakers and other sounds which will be used, if any,and the type and location of speakers and other audio equipment. (11) A description of emergency access and facilities related to the event. (12) Provisions to dispose of any garbage,trash,rubbish or other refuse. (13) Location and description of any additional lighting to be utilized in conjunction with the event. (14) Location of sanitary facilities on site. Traffic-Control Plan Events for three hundred(300)or more people also require submission and approval of a traffic control plan,acceptable to the Town of Southold,AND a ddi lifted traffic controller must be-provided.Please attached a written description and/or notate on the parking event plan the following: 1)Who will be conducting traffic,2)Where they will be stationed on site,3)How they will direct the entrance, circulation,parking,and exiting of cars on site,and 4)Contact information for use by Southold Town Police. .OWNER'S SIGNATURE. I am the Owner of the Property where this event is to be field and I agree to comply with the laws, rules, regulations, conditions, and requirements of the Code of the Town of Southold, including but not limited to the conditions listed below, as well as all other applicable agency rules and regulations pertaining to the activities under this event. Furthermore,I hereby swear or affirm that the information contained herein and attachments hereto are true and correct to the best of my knowledge, and agree to provide notice to the Town immediately should there be any material changes regarding to this application. . Furthermore,I hereby authorize Code Enforcement Personnel of lite Town of Southold to enter file property during the hours of the permitted special event to make any and all inspections necessary in connection with this Special Event. PECONIC LAND TRUST Print name of Owner Signature of Owner VVETTE DEBOW-SALSEDO Print name of Authorized Person/Representative a of Authorized Person/Representative Updated 8/7/2018 PERMISSION IS HEREBY GRANTS, D,SUBJECT-TO THE FOLLOWING CONDITIONS: 1. By acceptance of this permit,applicant agrees to adequately supervise and direct all parking to be on the premises or at another site, and to provide parking assistants and any additional traffic controls necessary for this event.Parking is strictly prohibited'on ANY Town.County or'State Roads or Ri"S1l1tS of Wg 2. Traffic control at events for three hundred(300)or more people shall be provided by a qualified traffic controller in accordance with the attached,approved traffic control plan. 3. One"on-premises"sign not larger than six(6)square feet in size may be displayed not longer than thirty (30) days before this event, and removed immediately after the event. Directional parking signs shall be adequately displayed. 4. Applicant indemnifies and holds harmless the Town of Southold from all claims, damages, expenses, suits and losses including but not limited to attorney's fees arising from activities under this permit. 5. Tent proposals must receive permit approval from the Southold Town Building Inspector before placement on the property and must meet all fire and safety codes. 6. This permit is valid only for the time,date,place and use specified above, and for the designated event. Each additional day will require a separate permit application, fee, and related documents for review, etc. at least:60 business days prior t6th'e scheduled event. 7. Adequate temporary sanitary facilities must be provided by applicant for this event and applicant agrees to remove the temporary facilities from the premises within 48 hours after the day of the event. 8. On-site food preparation is NOT permitted, although food may be catered subject to all Suffolk County Department of Health regulations. 9. NO activities associated with this eusnt:,,includirig.but riot.limited to parking, iii ress/egress/access:= tent(s)'or temporat structurgs),or temporary sanita�v diliti6§, shall be.conducted on Town of Southold Purehase,ofDeyelopiiient.Riglits land. 10. NO activities associated tiviih'thifi•eveii"t.'iticluditrg-but iiot liihited to parking, iiiaress/eirress/access; tents) or'teYriporaty strut-turefs}. or temporar sanitary facil.ities,..shall bc.conducted on.Suffolk CoiintY, Piirclias&ofDeyelapingntRights land.Wi#liout'apermit issued bythe:Suffolk-County FarmlandfCommittee. 11. Issuance of this permit does not authorize in any manner the occupancy of any building exceeding the legal limitations under the fire code or other codes which would prohibit such increased occupancy. 12. Access shall be provided for emergency vehicles,to all public assembly areas, all buildings,all work areas and any additional area where emergencies may occur. Two emergency-fire exits and exit paths from the building(s)on the property,to a public way or remote safe area,shall remain open and unobstructed at all times. 13. Owner assures full compliance with all fire, safety,building,and other Town laws.; 14. Music,when outdoors, is required to stop at the time specified in the permit. Placement of the speakers must be in a location that affords the greatest protection from noise intrusion upon adjacent properties. Updated 8/7/2018 15. Owner will allow access to Code Enforcement Personnel of the Town of Southold during the hours of the special event to make.any and all inspections necessary in connection with this Special Event. 16. ADDITIONAL CONDITIONS: ANY VIOLATIONS IN CONNECTION WITH THE CONDITIONS LISTED HEREIN WILL TERYHNATE THIS PERMIT. APPROVED Town of Southold Resolution Number: Date Issued:, Updated 8/7/2018 DATE(MMI DDIYYYY) CERTIFICATE OF LIABILITY INSURANCE 02/0912023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT. If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Carol Losquadro NAME: Roy H Reeve Agency,Inc, PHONE x A (631)298-4700 FAX Nal (631)298-3850 PO Box 54 a DD RESS: closquadro@royreeve,com 13400 Main Road INSURERS)AFFORDING COVERAGE NAIC# Mattituck NY 11952INSURER A: Pacific Ind Co 20346 INSURED INSURER B: Federal Ins Co 20281 Peconic Land Trust Inc INSURER C Po Box 1776 .INSURER D: INSURER E i Southampton NY 1.1969 tNSURERF: COVERAGES CERTIFICATE NUMBER: -CL2271117362 REVISION NUMBER: THIS IS TO CERTIFYTHAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMEDABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, .EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,LIMITS SHOWN_MAY HAVE BEEN REDUCED,BY PAID CLAIMS. INSR- '"' POLICY'EFF- -•POLIO LTR TYPE OF INSURANCE 1NSD WVD POLICY NUMBER MMIDDIYYYY MM1DD - LIMITS COMMERCIAL GENERAL LIABILITY 2,000,000 EACH OCCURRENCE S DAMAG'c_i'0`994119 1,000,000 CLAIMS-MADE a OCCUR PREMISES:03-0.10enea_ S MED UP(Any one person) S 10,000 " A Y 35816018 02/27/2021 02/27/2022 PERSONAL&ADV INJURY $ 2,000,000 GEN'LAGGRE .TEUMITAPPL IES PER: GENERAL AGGREGATE S 2,000,000 'FOLICYjE�T 7 LOC PRODUCTS-COMP/OPAGG S 2,000,000" Empidyee Benefits $ 1,000,000' AUTOMOBILE LIABILITY COM6fhtEI7SlfJGLEUtAIT S {E a c dent ANYAUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) S AUTOS ONLY AUTOS HIRED NON-OWNED 'PROPERTY DAMAGE.' S AUTOS ONLY AUTOS ONLY rPer acdaant"" s X UMBRELLA LIAR OCCUR EACH OCCURRENCE S 5,000,000 B EXCESStLIIAB CLAIMS-MADE 93647953 02127/2021 02/27/2022 AGGREGATE 5 5,000,000 DED 1-r\ RETENTION 5:10,000 5. WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN ST TUTE ERH ANY PROPRIETORIPARTNERIEXECUTIVE r--J NIA E.L.EACHACCIDENT $. OFFICER/MEMBER EXCLUDED? (�I (Mandatory in NH) E,L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS.below E.L.DISEASE-POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space is required) Event.Peconinic June 3,2023 Certificate holder is included as additional insured with respect to General Liability per the terms and conditions of form#80-02-2367 as required by written contract. CERTIFICAT'E14OL13Ei7 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Town of Southold Town Clerks Office ACCORDANCE WITH THE POLICY PROVISIONS. 53095 Route 25 _ AUTHORIZED REPRESENTATIVE PO Box 1179 Southold NY 11971 ------------ " O 1988-2015ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD PECONIC LA14D Town of Southold Special Event Permit Description of Event: Peconinic is a celebratory picnic to honor Trust supporters. Attendees are invited to experience the land that has been protected through our collective conservation work, and are also invited to participate in educational programming. Supporters from both the north and south forks are invited every year, including our partners at the Town of Southold, to enjoy delicious lunch selections, good music, and informative programming designed to educate and connect guests to our conservation work and rich agricultural and maritime history. PECONIC LAND TRUST Peconinic 2023 Peconic Land Trust: The Agricultural Center at Charnews Fann (SCTM#`s-1000.63.1. 25.3 &25.4) 3005 Youngs Avenue, Southold,NY 11971 Traffic Control Plan The entrance to event site parking is located on Hortons's Avenue through the farm gates, (please see attached parking map),where a parking attendant from a hired parking service company will be stationed. Guests will be directed to the eastern farm road by another parking attendant which will then direct vehicles into the designated farm field,where an additional parking attendant will direct cars into an organized parking formation. There will be an additional two parking attendants to assist with logistics and efficient direction of incoming traffic at the beginning of the event. At the duration of the event, these same parking attendants will direct exiting traffic west on the south perimeter farm field to exit gate. A total of 6 contracted parking attendants from First Class Valet Services (directional /self parking services) will be on the event site from 11:00-4:30 PM, on June 3rd, 2023 The attendance for the event is a maximum of 375 people, inclusive of Pecortic Land Trust staff. Currently, the number of expected cars on the property at one time is expected not to exceed 185 cars. Igo . ..... fit 00 07 ANT too lit rvlT Or, 0- W, 11, I' ill I � ; T�, . " P- -;2 non 41" 0. 119 .......... r. A It twill A&M no t 4, 464 Tom A > AN 4** H aW 1, 10- povi. ly Clow TWA a, "PA P-a s JeV IRS Owl ss- vwhy W� 100 �nmy:� W "I A,- - - J1, *44:" Alf.R4 510"WAT. , a Fecmdc Land?rust Tile Agricultutral,lCenter -Chm i-LeWS Event F'O Z'!In 1,77" Tovvrt of Southold,.NY June 4, 2022 V�­ "I w ,.l Yr'.., I .• low', r WH rya I A,KINJ ATTE DANT lVA KING3 j ATTENDANT M PAR PAR ING ATr J, ENDANT,' T61 It `A j, KING ATTENDANT SSE, A 3. 7k Iv 00< *71 2 q7"'t, f v WSd, z 411 Feconicland TxuRt F The Agfictdhtral Center - Charnews E-,7e -SCM10: uthold, N*Y June 4, 2022 To of So PECONIC LAND TRUST Emergency Plan 2023 Southold,New York: Title of Event:Peconinic Date(s) of Event:June 3,2023 Event Description:-an educational and informative thank you picnic for the supporters and volunteers of Peconic Land Trust _ Location:The Agricultural Center at Charnews Farm,3005 Youngs Avenue, Southold,NY On scene person in charge of event: Name:Bridget Micieli-Martinez Phone numbers:cell:631.312.6224 work: 631.283.3195 Email Address:BMardnez@PeconicLandTrust.org Medical Emergencies Procedure All medical emergencies will be reported to Police,EMS or event personnel as soon as possible either in-person or via phone. Event personnel,when notified,will call directly to 911 and report the incident/problem.Responding emergency vehicles will enter the event from Deep Lane or depending on the location of the emergency a location determined by Police or EMS. The onsite person in charge or event coordinator will make sure an area is open to allow emergency personnel,vehicles and equipment to access the event grounds whenever emergency assistance is needed and this access shall be maintained throughout the event. The nearest hospital for receiving patients is Eastern Long Island Hospital which is located at 201 Manor Place,Greenport. Police Emergencies For all police emergencies 911 will be called immediately. Police enforcement will be provided by the Southold Town Police Department. Fire Emergencies For all fire emergencies,911 will be called. Onsite personnel will assist with evacuation to the parking field directly across from the event site (across Youngs Avenue) or if this area is unsuitable to an area designated by the fire personnel or police.Vehicles should not be moved during an emergency response. It is recognized that exiting traffic would inhibit and/or place arriving emergency responders and exiting individuals in peril.Portable fire extinguishers are located in each tent. Additional Firefighting equipment in the nature of water hookup is located on event site next to the dining tent. Lost Child Procedure: Police and onsite event personnel will be notified. In the event a lost child is found he/she should remain at the location he/she is found at unless the location is unsafe or impractical or until it is determined that it is impractical to remain at the location.The child,if able, will be asked to provide parent/guardian information. Audio equipment is available onsite and an announcement of the situation may be made at the decision of on scene police personnel. The child will remain under the supervision of police personnel or their designee (Peconic Land Trust Staff)who will ensure the child is comfortable and safe until his/her parent/guardian arrives. Parental identification shall be verified prior to release of the child. Weather Emergency: In the event of any weather emergency the police,event coordinator or onsite event personnel may decide to halt the event for the safety of participants and the public. At no time will the decision to halt an event due to a weather related event by the police be overridden by others. Coordination for the safety of participants and spectators will be accomplished by Bridget(event coordinator) utilizing PA system, all volunteers and Peconic Land Trust Staff to inform attendees of situations and of next steps. During the entire evacuation/relocation process the local Southold Town Police will be apprised of its progress and status. If and when the weather emergency has passed, a decision will be made by police personnel and the event coordinator as when to allow the event to resume. Communication Plan: All onsite event personnel, event coordinator, EMS,fire and police personnel must have a means of communication during the event.This will be accomplished by cell phone communication and face to face conversations. Personnel: Event Manager:Bridget Micieli-Martinez c.631.312.6224 Nice President:Yvette Debow c.646.284.8028 Emergency Numbers: Police Emergency: 911 Town of Southold Police: 631.765.2600 Southold Fire and Ambulance: 631.765.3385 Poison Control: 800.222.1222 OSHA: 516.334.3344 New York State Police/Troop L: 631.756.3000 Eastern Long Island Hospital: 631.477.1000 Melissa From: Flatley, Martin Sent: Friday, February 24, 2023 8:23 AM To: Mirabelli, Melissa;Verity, Mike; Lanza, Heather,Weisman, Leslie; DeChance, Paul Subject: RE: Special Event Peconic Land Trust Picnic I have no objections to this event being approved. In their past events, parking has been well organized and there has been no impact to traffic in this area and no need for our department's traffic control. Martin Flatley, Chief of Police Town of Southold Police Department 41405 State Route 25 Peconic, N.Y. 11958 Tel: 631-765-3115 The information contained in this electronic message and any attachments to this message are intended for the exclusive use of the addressee(s)and may contain information that is privileged, confidential and exempt from disclosure under applicable law. If the reader of this message is not the intended recipient,you are hereby notified that any review,retransmission,conversion to hard copy,copying,reproduction,circulation,publication, dissemination or other use of,or taking of any action, or omission to take action,in reliance upon this communication by persons or entities other than the intended recipient is strictly prohibited, if you have received this communication in error,please(i)notify us immediately by telephone at 639.765.2600. (ii)return the original message and all copies to us at the address above via the U.S.Postal Service,and(iii)delete the message and any material attached thereto from any computer, disk drive,diskette, or other storage device or media. From: Mirabelli, Melissa<melissa.mirabelli@town.southold.ny.us> Sent:Thursday, February 23, 2023 3:39 PM To:Verity, Mike<Mike.Verity@town.southold.ny.us>; Flatley, Martin<mflatley@town.southold.ny.us>; Lanza, Heather <heather.lanza@town.southold.ny.us>;Weisman, Leslie<lesliew@town.southold.ny.us>; DeChance, Paul <pauld@southoldtownny.gov> Subject:Special Event Peconic Land Trust Picnic Hello all, As always send me comments and or questions Melissa M Mirabelli Secretary to the Town Attorney Town of Southold Southold Town Hall Annex 54375 Route 25 ( Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax(631)765-6639 1 Ths�ieFtr�ni!,.^^1i1 tr^,�crpl$slon may contain confidential or privileged irformntJon.dl ,,you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. ******************************************************************************************* 2 Mirabelli, Melissa From: Glew, Claire Sent: Friday, February 24, 2023 3:11 PM To: Mirabelli, Melissa Cc: Webster, Kevin Subject: RE: Special Event Peconic Land Trust Picnic The Assessors have no objection to these events. From: Mirabelli, Melissa<melissa.mirabelli@town.southold.ny.us> Sent:Thursday, February 23, 2023 3:41 PM To:Spiro, Melissa <Melissa.Spiro@town.southold.ny.us>;Visser III, Fredric<fredv@southoldtownny.gov>;Glew, Claire <Claire.Glew@town.southold.ny.us>;Webster, Kevin<kevin.webster@town.southold.ny.us>; jade.killean@suffolkcountyny.gov Subject:Special Event Peconic Land Trust Picnic Please send me any questions and or comments Thank you ✓�vJ/f: Melissa M llklirahelli Secretary to the Town Attorney. Town of Southold Southold Town Hall Annex 54375 Route 25 (Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax(631)765-6639 ******************************************************************************************* This electronic mail transmission may contain confidential or privileged information. If you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. ******************************************************************************************* 1 From: Leslie Weisman Forward Sent: Friday, February 24, 2023 12:00 PM To: Mirabelli, Melissa Cc: Lanza, Heather,Verity, Mike; Flatley, Martin;Weisman, Leslie; DeChance, Paul Subject: Re: Special Event Peconic Land Trust Picnic This event has been previous approved and has taken place with no adverse impacts. No objections Leslie Sent from my iPhone On Feb 24,2023, at 8:44 AM, Mirabelli, Melissa<melissa.mirabelli@town.southold.ny.us>wrote: You do remember correctly they,have held this even before. I am attaching Melissa Spiro Comments from last year that came from Land Preservation Committee. !Melissa Al Mirabelli Secretary to the Town Attorney Town of Southold Southold Town Hall Annex 54375 Route 25 (Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax (631)765-6639 ***************************************************************************************** This electronic mail transmission may contain confidential or privileged information. If you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. ***************************************************************************************** From: Lanza, Heather<heather.lanza@town.southold.ny.us> Sent:Thursday, February 23, 2023 4:47 PM To: Mirabelli, Melissa<melissa.mirabelli@town.southold.ny.us>;Verity, Mike <Mike.Verity@town.southold.ny.us>; Flatley, Martin<mflatley@town.southold.ny.us>;Weisman, Leslie <lesliew@town.southold.ny.us>; DeChance, Paul<pauld@southoldtownny.gov> Subject: RE:Special Event Peconic Land Trust Picnic 1 That entire parcel is Town development rights sold. If•this was a wedding, the parking and event eulc'•. �, +.h, :alto:��c'.o-nth-s arc,cl, but arc - on-pr,ft events,.-�r,�zmn ��ra�t�p�.aal.Event review?...maybe I'm remembering old code. I feel like they have used this parcel before for this event and it was approved. Any insight into past decisions on this event?I know it has happened here before,but not sure under what circumstances. From: Mirabelli, Melissa<melissa.mirabelli@town.southold.nv.us> Sent:Thursday, February 23, 2023 3:39 PM To:Verity, Mike<Mike.Verity@town.southold.nv.us>; Flatley, Martin <mflatlev@town.southold.ny.us>; Lanza, Heather<heather.lanza@town.southold.ny.us>;Weisman, Leslie <lesliew@town.southold.ny.us>; DeChance, Paul <pauld@southoldtownny.gov> Subject:Special Event Peconic Land Trust Picnic Hello all, As always send me comments and or questions ,911XY-11 . Melissa Ill A irabelli Secretary to the Town Attorney Town of Southold Southold Town Hall Annex 54375 Route 25 (Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax (631)765-6639 ***************************************************************************************** This electronic mail transmission may contain confidential or privileged information. If you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. ***************************************************************************************** <20230224074411.pdf> 2 From: Lanza, Heather Sent: Friday, February 24, 2023 4:21 PM To: Mirabelli, Melissa;Verity, Mike; Flatley, Martin;Weisman, Leslie; DeChance, Paul Subject: RE: Special Event Peconic Land Trust Picnic Thank you. Then it looks like the same event as last time so no issues from Planning. From: Mirabelli, Melissa<melissa.mirabelli@town.southold.ny.us> Sent: Friday, February 24, 2023 8:44 AM To: Lanza, Heather<heather.lanza@town.southold.ny.us>;Verity, Mike<Mike.Verity@town.southold.ny.us>; Flatley, Martin <mflatley@town.southold.ny.us>;Weisman, Leslie<lesliew@town.southold.ny.us>; DeChance, Paul <pauld @southoldtownny.gov> Subject: RE:Special Event Peconic Land Trust Picnic You do remember correctly they have held this even before. I am attaching Melissa Spiro Comments from last year that came from Land Preservation Committee. iflelissa�M Alirabelli Secretary to the Town Attorney Town of Southold Southold Town Hall Annex 54375 Route 25 (Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax (631)765-6639 ******************************************************************************************* This electronic mail transmission may contain confidential or privileged information. If you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. From: Lanza, Heather<heather.lanza@town.southold.ny.us> Sent:Thursday, February 23, 2023 4:47 PM To: Mirabelli, Melissa <melissa.mirabelli@town.southold.ny.us>;Verity, Mike<Mike.Verity@town.southold.ny.us>; Flatley, Martin <mflatley@town.southold.ny.us>;Weisman, Leslie<lesliew@town.southold.ny.us>; DeChance, Paul <pauld@southoldtownny.gov> Subject: RE:Special Event Peconic Land Trust Picnic That entire parcel is Town development rights sold. If this was a wedding, the parking and event would not be allowed on this parcel, but are non-profit events exempt from Special Event review?...maybe I'm remembering old code. i I feel like they have used this parcel before for this event and it was approved. IN, re Any insight into past decisions on this event?I know it has happened here before,but not sure under what circumstances. From: Mirabelli, Melissa<melissa.mirabelli@town.southold.nv.us> Sent:Thursday, February 23, 2023 3:39 PM To:Verity, Mike<Mike.Verity@town.southold.nv.us>; Flatley, Martin <mflatley@town.southold.ny.us>; Lanza, Heather <heather.lanza@town.southold.ny.us>;Weisman, Leslie<lesliew@town.southold.ny.us>; DeChance, Paul <pauld @southoldtownny.gov> Subject:Special Event Peconic Land Trust Picnic Hello all, As always send me comments and or questions Ifelissa M. 41irabelli Secretary to the Town Attorney Town of Southold Southold Town Hall Annex 54375 Route 25 (Main RD) P.O. Box 1179 Southold,NY 11971 Office (631) 765-1939 Fax(631)765-6639 ******************************************************************************************* This electronic mail transmission may contain confidential or privileged information. If you believe that you have received the message in error, please notify the sender by reply transmission and delete the message without copying or disclosing it. ******************************************************************************************* 2 RESOLUTION 2023-272 :opr EIS' DOC ID: 18974 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-272 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 14,2023- RESOLVED 4,2023:RESOLVED that the Town Board of the Town of Southold hereby grants permission to Peconic Land Trust,to hold Special Event 2023-7 at,Agricultural Center at Charnews Farm located at 3005 Youngs Ave , Southold,New York as applied for in Application PLT1 a for Picnic 2023 on June 3, 2023 from 12PM-4PM. All parking must be.contained on site. Provided they adhere to all conditions on the application, permit and to the Town of Southold Policy for Special Events. This permit is subject to revocation if the applicant fails to comply with any of the conditions of the approval or is unable to properly control traffic flow into and out of the event Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Sarah E.Nappa, Councilwoman SECONDER:Brian O. Mealy, Councilman AYES: Nappa, Doroski, Mealy, Doherty,Evans, Russell