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HomeMy WebLinkAboutAntique Car Show - American Legion Southold Town Board - Letter Board Meeting of July 5, 2023 RESOLUTION 2023-585 Item#4.5 � F ADOPTED DOC ID: 19280 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-585 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JULY 5, 2023: RESOLVED that the Town Board of the Town of Southold hereby grants permission to the American Legion Griswold-Terry-Glover Post 803 to hold an Antique Car Show on August 27, 2023 from 9:00 AM to 4:00 PM at the American Legion, Main Road, Southold and a partial closure of Tuckers Lane, provided the applicant: files with the Town Clerk a Two Million Dollar Certificate of Insurance naming the Town of Southold as an additional insured; complies with all the provisions of the,Town's Special Permit Policy. All fees associated with this approval shall be waived, with the exception of the clean-up deposit. ` �� Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER:Greg Doroski, Councilman AYES: Nappa, Doroski, Mealy, Doherty,Evans, Russell Generated July 6, 2023 Page 15 row '. 21 ZOO: ufhold-Town Clerk APPLICATION FOR A PERNHT TO HOLD A SPECIAL EVENT Please provide ALL of the information requested below.Incomplete applications WILL NOT be reviewed. Date of Submission Name of Event (ieQnh� frf5ttio d-Terr - /Uttery�f X03 Name of Organization: A1�1(�irl(�Y1 Ido (9'r rswa 4- ?err -adWr �d:5t glo3 Is this a Not-For-Profit Event? e /DCoff, ,,/� Contact's Name: 3C Oa k1 4 Mailing Address: Po -Box A4 Id N l 19-7 Contact's Phone Number: Contact's Email Address: I UQ neC CJa61t n _ h d- Event Location and Site Diagram: lV er-i '0Yf 1 dt �5f jo3 T (Use additional paper if necessary) EventDate(s): d u US-� J71 O (Include set up d shutdown times and dates) , / Nature ofEvent:&r Shdw-�S{�ow Cars parll OVI �fP�11%seS� QUO1l(. Mili-lc�(! fD (Please attach a detailed description to this application) // 0 e k). Time Period(Hours)of Event: From�Q i� �m to �� Se'1- r 57 ar-S �` �� Maximum Number of Expected Attendees: 30o - h0-f 0- I a4 O►�!C Specify any special requirements(i.e.road closure,police presence): Pp,i Gi° V'2'S}ri a CCe sS to Aired I'r -�c. , �� {��a�1 ��rp sc& uU -�ein.c., hi 4- +ra s h as n s If a Tent or other temporary structure will be used please contact the Southold Town Building Department at 631-765-1802 Mailing Address to Send Event Permit to: J OQ✓1 reld, Affil Event Fe/es: / /n�� 1 l\ v $250 for events with less than 1000 expected attendeesl_.hOf ]0 rd�'7 e-ye_ 7 ) $500 for events with 1000 or more expected attendees I Clean-up Fees(Can NOT be waived): $1,500.00 Clean-up for Bicycle and/or Running Special events(ONLY) $250 or more Clean-up deposit all other events CERTIFICATE OF INSURANCE REQUIRED: Not less than$2,000,000 naming the Town of Southold as an additional insured. ***NOTE: PLEASE SEE ATTACHED REVISED,ADOPTED TOWN POLICY*** Additional information and requirements may be required as deemed necessary by the Town Board. ':o4n F. Print name of Authorized Person filling out Signatur f Authorized Person filling out application application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. ❑TOWN OF SOUTHOLD Poliev for Special Events on Town Properties and Roads In addition to the criteria set forth in Chapter 205 of the Southold Town Code with respect to the review of events that are proposed to utilize or be held on any land owned,leased or controlled by the Town of Southold and,in particular,special events on Town roads,and with the exception of community organized parades,the issuance of a Special Event Permit by the Town Board will be subject to the following guidelines: 1. All events must be sponsored by a not-for-profit organization or recognized charity and the applicant must verify that all proceeds generated by the event are wholly for the benefit of said organization or recognized charity. 2. Events that require the closing of a road shall not be held on a holiday or at the same time or location of previously approved community or special events absent authorization from the Chief or Captain of the Police Department. 1. All events must be sponsored by a not-for-profit organization or recognized charity and the applicant must verify that all proceeds generated by the event are wholly for the benefit of said organization or recognized charity. 2. Events that require the closing of a road shall not be held on a holiday or at the same time or location of previously approved community or special events absent authorization from the Chief or Captain of the Police Department. 3. All motorcycle events shall be limited to 600 participants. 4. Applicants may only receive approval for one event in each calendar year. 5. The prior issuance of an approval does not bind the Town Board to approve the same or a similar event in the future. 6. Failure to comply with any condition of approval may result in revocation of approval and/or denial of future applications. In addition to the above,all Bicycle and/or Running Special Events shall be subject to the following guidelines: 1. There shall be no bicycle and/or running special events conducted within the Town of Southold during the period of June 1 to November 1. 2. Organizers and participants of bicycle and/or running special events shall fully adhere to the"rules of the road"including every applicable provision of the New York State Vehicle and Traffic Law,including but not limited to VTL§§1231-1234. 3. Organizers of bicycle and/or running special events shall post a deposit of one thousand five hundred dollars($1,500.00)to ensure that the roads are returned to pre- event condition. 4. Where the expected number of persons or the duration of the bicycle and/or running special event may impact the health,safety and welfare of the public,as a condition to granting the permit,the Town Board,upon the recommendation of the Chief of Police, may require the applicant to reimburse the Town for the costs of increased police protection,public safety oversight,and public works facilitation,including any additional equipment as may be deemed necessary by the Chief of Police to adequately and safely control and protect the persons attending the event,the event area and traffic in and around the event area. Such costs shall include all necessary staffing and shall be provided to the applicant prior to the issuance of the permit. 5. All bicycle events and/or running special events shall be limited to 600 participants. All special event approvals shall be subject to compliance with the following conditions: 1. They file with the Town Clerk a Two Million Dollar Certificate of Insurance naming the Town of Southold as an additional insured;a$250 or$500 filing fee (depending on size of event);a remuneration fee determined by the Chief or Captain of the Police Department for traffic control;$250.00 or more deposit for clean-up(deposit to be returned after event upon recommendation of the Southold Town Police Chief; Southold Town Police Department); 2. Make every effort to control noise; 3. Comply with Chapter 205 of the Southold Town Code to notify neighbors in advance of event, 4. Coordinate traffic control upon notification of the adoption of a Town Board resolution with Police Captain; 5. No permanent markings be placed on Town,County or State roads or property for the event; 6. Any road markings or signs for the event be removed within twenty-four(24) hours of the completion of the event;and 7. Any parade participants shall not throw candy or other objects at or in the direction of spectators along the parade route but such items may be handed directly to spectators. The Town Board reserves the right to waive or modify any or all of the above guidelines and conditions as it may deem appropriate under the circumstances presented and to deny any application for a special event that is determined to not be in the best interest of the residents of the Town of Southold. 4 GRISTER-01 MEICHLER ACORN" CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYYY) 6/20/2023 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 WANED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer fights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT East End Insurance Agency PHONE P.O.Box 1406 WC,No,Ext):(631)765-3811 Fax AIC,No):(631)765-3846 Southold,NY 11971 E-MAIL INSURERS AFFORDING COVERAGE NAIC# INSURER A:U.S.Underwriters Insurance Company INSURED INSURER B: Griswold Terry Glover Post 803 INSURER C: P.O.Box 591 INSURER D: Southold,NY 11971 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 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 CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE 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 TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXPLTR LIMBS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE 1'000'000 CLAIMS-MADE ❑X OCCURX NPP355205OG 12/31/2022 12/31/2023 DAMAGETORENTED 100,000 MED EXP(Any oneperson) 51000 PERSONAL S ADV INJURY 1'000,000 GEN-L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 2'000,000 X POLICY❑PRO- ❑LOC 'PRODUCTS-COMP/OP AGG 2,000,000 JECT OTHER: ILIQUOR $ 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT ANY AUTO BODILY INJURY Perperson) OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident A�� D PROPERTY AMAGE UTOS ONLY AUTOS ONLY Per accident UMBRELLA LIAR HOCCUR I EACH OCCURRENCE EXCESS LWB CLAIMS-MADE AGGREGATE DED I I RETENTION$ WORKERS COMPENSATION PTEARTUTE OTH- AND EMPLOYERS'LIABILITY Y I N ER ANY PROPRIIETONIA A R/PARTNERIEXECUTIVE E.L.EACH ACCIDENT (Mandatory In NEH)EXCLUDED' E.L.DISEASE-EA EMPLOYEE If es,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Certificate holder is additional insured in respect to general liability. Event-Car show August 27,2023 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Townof Southold THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Town Route h ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 1179 Southold,NY 11971 AUTHORIZED REPRESENTATIVE ACORD 25(2016103) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD '' _ ���nc,. ; stir. "• ..J., i '� ,W r y� ., I �i sky+•?`� i ��' `��r..- `�`' :' �' � .1.�11�� ` ;I Unlvc.il s � :`:•�";.i 1}r;•�!W?•'l / i�.. '/R yam` i�t� • } }yyj• +v ;, ,bp'�,� t i {+ TiMy�,�p'{> ''' meAcan LeGlon' -•'• .1 I i 77,{ AL i � �. "�Yr, 4Ml�, � r ',�.�v+���. �•yt�'fe..i � l i�f'os-r�af.�1.� �` J.,+ 'i' s �4 �:'� �. y.' ,A�' , T'it K• r: /" t. r., � re," A>�� ,� t ..,i,i.. ��' :rf:� '�'r.i° :"!f2S �:1� t'�-t _.. _. r' •. }�Z.,,, �s ., ,�1 'f, - - '7L ..�•��r+.�•. • ' ,.F. (r +Itr y.' { 1�,�e 'n' 7. � .v r 4 f ;r� • �` -•.. �ut y t 9` �^ �'Y'%^ ..hy"v'T y , � "5!�t ��'{{�� '4t�zi�e♦ Sj ��; r �.xr 1 ;� �T��J���, � N, T r "-uta �,(,}. 4 �� •� 1 � r•{° �.8a:r +'^ r- .t�� r )y'(���){7 tt. �ti��� a:� :'� r 4u;'1r a. .�i�.Q,•� t. +�+/ r .ii 1' •� 3 f�.j�i' Y � { 1alM y� +��v i' .y r� .yr ,}• �'y.jr� �l pl ...._•.....n..-.�. ewww+•.r.ansa...�wr..+wn•w.+m.w...�.m.w.....w�.vyrw.nr.w....v.•..w�.....rnwo-•un.wn..w.ns..-n..�..iwMnrvn...r....,..•n•....•n..w..u....w.�.w..._.r�..�......r....ws�.0�r A Q 7U C.), A4' IT � r•. Noncarrow, Denis To: Special Events PD _Subject: American Legion car show Attachments: Legion car show_20230621135450.pdf Please see attached and Comment as needed. Thankyou Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn@southoldtownny.goy 631-765-1800 CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is prohibited and may violate applicable laws including the Electronic Communications Privacy Act. If you are not the intended recipient, please contact the sender and destroy all copies of the communication. i 4 � 1 1 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 06/21/23 Receipt#: 312015 Quantity Transactions Reference Subtotal 1 Event Fee 8.27.2023 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#2350 $250.00 Post, American Legion Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Post, American Legion Pob 591 Souhtold, NY 11971 Clerk ID: DENISN Internal ID:8.27.2023 Town of Southold Police Department Special Event Cost Analysis Event: American Legion Post 803 Car Show Date(s): August 27,2023 Location: Southold American Legion Pato q[location k 2 Reg Hours OHrs 111HrlyWage Total Comments Poltce.Officers Special,l?atroh.. { Reg Hours OT Hrs Hrly Wage Total Comments C :. _� �B ci ycle¢Patrol H g way Patrol'�: ,� Ma`a Lill Traffic Control [R'4e-g&I .. Hours OT Hrs Hrly Wage Total Comments TC Officer 1 8 $18.64 1 $149.12 TC Officer#2 2 $18.64 $37.28 TC Officer TC Officer E uipment Costs;W tf:PD Vehicles f vehicles G $/hr Total 1 for 8hrs $10.00 $80.00 $80.00 1 for 2 hrs $10/hr $20.00 $20.00 Command van Marine Patrol Boats Total Department Cost for Event = $286.40 Prepared by Chief M. Flatley 6/23/2023 Page 1 Noncarrow, Denis From: Flatley, Martin Sent: Friday, June 23, 2023 9:35 AM To: Noncarrow, Denis; Blasko, Regina; DeChance, Paul; Ginas,James; Goodwin, Dan; Mudd, Jennifer; Mirabelli, Melissa; Norklun, Stacey; Orientale, Michael; Born, Sabrina; Spiro, Melissa Subject: RE:American Legion car show Attachments: Amerl-eg CarShowCA23.xls I have no objections to this event being approved. My Cost Analysis Report is attached. Martin Flatley, Chief of Police - Town of Southold Police Department 41405 State Route 25 Peconic, N.Y. 11958 Tel: 631-765-3115 �.W 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 631.765.2600, (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: Noncarrow, Denis<denisn@southoldtownny.gov> Sent:Wednesday,June 21, 2023 1:54 PM To: Blasko, Regina <rblasko@town.southold.ny.us>; DeChance, Paul <pauld@southoldtownny.gov>; Flatley, Martin <mflatley@town.southold.ny.us>; Ginas,James<jginas@town.southold.ny.us>; Goodwin, Dan <dang@southoldtownny.gov>; Mudd,Jennifer<jennifer.mudd@town.southold.ny.us>; Mirabelli, Melissa <melissa.mirabelli@town.southold.ny.us>; Norklun, Stacey<Stacey.Norklun @town.southold.ny.us>; Orientale, Michael <michaelo@southoldtownny.gov>; Born, Sabrina<sabrina.born @town.southold.ny.us>; Spiro, Melissa <Melissa.Spiro@town.southold.ny.us> Subject:American Legion car show Please see attached and Comment as needed. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn@southoldtownny.gov 631-765-1800 CONFIDENTIALITY NOTICE: This communication with its contents may contain confidential and/or legally privileged information. It is solely for the use of the intended recipient(s). Unauthorized interception, review, use or disclosure is 1 o�14g%3FF0j/( DENIS NONCARROW =� �G.j� Town Hall,53095 Main Road TOWN CLERK p - P.O.Box 1179 COD Z Southold,New York 11971 REGISTRAR.OF VITAL STATISTICS Q � � Fax(631)765-6145 MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER ��,( �a� Telephone 765-1800 FREEDOM OF INFORMATION OFFICER www.southoldtldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD July, 7"2023 Joan Cochran P.O.B. 534 Southold,NY 11971 The Southold Town Board, at its regular meeting held July,5th, 2023, granted permission to The Griswold-Terry-Glover Post 803 to hold its Antique Car Show on August 27th, 2023. A certified copy of the resolution is enclosed. An insurance policy naming the Town of Southold as additionally insured has been filed with this office. Please contact Captain Ginas at the Southold Town Police Department as soon as possible,to coordinate traffic control. If you have any further questions, please do not hesitate to contact the Town Clerk's office at (631) 765-1800. ;Djeniscarrow tyoevent. Town Clerk Enc.