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HomeMy WebLinkAboutCubmobile Soapbox Derby Race Southold Town Board - Letter Board Meeting of October 24, 2023 �suiroc,'`�v� RESOLUTION 2023-891 Item # 5.10 +•0iF yea ADOPTED DOC ID: 19579 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-891 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 24,2023: WHEREAS the following groups have supplied the Town of Southold with a refundable Clean- up Deposit fee, for their events and WHEREAS the Southold Town Police Chief, Martin Flatley, has informed the Town Clerk's office that this fee may be refunded, now therefore be it RESOLVED that Town Board of the Town of Southold hereby authorizes a refund be issued in the amount of the deposit made to the following Name Date Received Amount of Deposit Mattituck Chamber of Commerce 8/10/2023 $250.00 PO Box 1056 Mattituck,NY 11952 Mattituck Cutchogue Pack 39 9/21/2023 $250.00 PO Box 503 Mattituck, NY 11952 iL 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 October 25, 2023 Page 23 Vendor No. Check No. Town of Southold, New York - Payment Voucher Vendor Name p Q Vendor Address Entered by Audit Date Vendor Telephone N/u�mrbber/ U3 1 — a(T o —05 lely 95-2 Town Clerk Vendor Contact Invoice Invoice Invoice Net Purchase Order Number Date Total I Discount (Amount Claimed Number Description of Goods or Services General Ledger Fund and Account Number Tbt� � �a5o V Payee Certification Department Certification The undersigned(Claimant)(Acting on behalf of the above named claimant) I hereby certify that the materials above specified have been received by me does hereby certify that the foregoing claim is true and correct,that no part has in good condition without substitution,the services properly been paid,except as therein stated,that the balance therein stated is actually performed and that the quantities thereof have been verified with the exceptions due and owing,and that takes from which the Town is exempt are excluded. or discrepancies noted,and payment is approved. SignaturIA. .0 Title �-3 7 Signator �j' (1 1 Company Name Date/ � ac� Title Southold Town Board - Letter Board Meeting of September 26, 2023 11 RESOLUTION 2023-841 Item # 5.28 ADOPTED DOC ID: 19532 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2023-841 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON SEPTEMBER 26,2023: RESOLVED that the Town Board of the Town of Southold hereby granted permission to Pack 39 Cub Scouts to hold its annual Cubmobile Soapbox Derby Race on October 14th, 2023 from 6:30 AM to 1:30 PM, with a Raindate of October 15th, 2023, on the Northside of Eastside Avenue, Mattituck,provided they adhere to the Town of Southold Policy for Special Events on Town Properties and Roads. All Town fees for this event are waived with the exception of the clean-up deposit. �L ;�� Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Brian O. Mealy, Councilman SECONDER:Louisa P. Evans, Justice AYES: Nappa, Doroski, Mealy, Doherty, Evans, Russell Generated September 27, 2023 Page 41 DENIS NONCARROW Town Hall,53095 Main Road TOWN CLERK ® P.O.Box 1179 X Southold,New York 11971 REGISTRAR,OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER �°�® ®�' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD September 28, 2023 Walter Sledge 540 Harvest Lane Mattituck,NY 11952 To Whom It May Concern: The Southold Town Board, at its regular meeting held on Tuesday, September 26th, 2023 granted permission to Pack 39 Cub Scouts to hold its annual Cubmobile Soapbox Derby Race on October 14th, 2023 from 6:30 AM to 1:30 PM, with a Raindate of October 15th, 2023, on the North side of Eastside Avenue, Mattituck. A certified copy of the resolution is enclosed. An insurance policy naming the Town as additionally insured has been filed with this office. Please be sure to contact Captain Grattan at the Police Department, 631-765-2600, as soon as possible,to coordinate traffic control. Very truly yours, Denis Noncarrow Southold Town Clerk Enc. f DENIS NONCARROW �� �.� Town Hall,53095 Main Road TOWN CLERK ® '_ P.O. Box 1179 Goa r , Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER �� `� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD S E P 2 1 2023 APPLICATION FOR A PERMIT TO HOLD A Southold Town Clerk SPECIAL EVENT ._ Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. D'1 Date of Submission Name of Event 29CA, -1CU13 Name of Organization: "14 w 4r � 39 Is this allot-For-Profit Even . Yes 0 Contact's Name: I 4-e r- `r zf Mailing Address: /TY-I`V.,Z� love— M�-ry - Contact's Phone Number:' Contact's Email Address: A4, Event Location and Site Diagram: S 1'e.�l % Q D@ " (Use additional paper if r ec ssay Event Date(s): ©Ci+ 0g_-s Aan do— e— 0_ IS/ r7)93 (Include set up and shutdown times and dates) J Nature of Event-. ' (2vb S ao� 0,0/0 Md b t (Please attach a detailed description to this application) Time Period (Hours) of Event: From 00'7 to I -//J� Maximum Number of Expected Attendees: �� p�>Q l Specify any special requirements (i.e road closure police presence): ro� c 0S(,)W— 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: 5-4//b �f(—*,f �- Hoi d—" 0 Y ll (31 c5t_ Event Fees: A <7,irl 1�) J' -e, fiae • / dd ^✓ J ���j/� $250 for events with less than 1000 expected attendees $500 for events with 1000 or more expected attendees 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. 16 Print name of AuthorizedVerson filling out Signature of Authorized Perso -illing out applica 'on application *Upon the request by applicant, the Town Board may waive in whole or in part any of the application requirements. 2 / , ® DATE(MMiDDIYYYY) ACORO CERTIFICATE OF LIABILITY INSURANCE ....9118/2023....... 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(les)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). ....... CONTACT PRODUCER NAME: Laura Crai . Marsh&McLennan Agency LLC PHONE FAX 8144 Walnut Hill Lane,16th Floor :972 770-1402 c No:972-770-1699 Dallas TX 75231 oogi : laura.cral marshmrna.com INSURER 3 AFFORDING COVERAGE NAIC# INSURERA:Evanston Insurance Com n 35378 BSALFLCA INSURED INSURER B _ . .outs - al -.. -... . INSURERC: Suffolk County Council 6404 Boy Scouts of America INSURER D: 1 Independence Hili-Suite 202 INSURERE: Farmingville,NY 11738 INSURER F: COVERAGES . CERTIFICATE NUMBER:1969670768 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. LTRR TYPE OF INSURANCE .'..... DD S POLICY EFF.. .POLICY EXP. POLICYNUMBER _ --.... (MM/Dprf= IMMIDWYYYYLIMITS A X COMMERCIAL GENERALLIABILITY V3P0009142 3)112023 3/112024 EACH OCCURRENCE... ......... .E 1.00,00D.... : CLAIMS-MADE I OCCUR PREMISES Ea ocumen $1,000,000... MED EXP one n $ PERSONAL 8 ADV INJURY $1,000,000 GEWL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $7,000,000 X POLICY❑JECT LOC PRODUCTS-COMPIOP AGG. S OTHER: ... ... E AUrOMosILEuABam 60MBINEDN1NGLELIMIT E Ea aceldern ANY AUTO BODILY INJURY(Per person) OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE, $ AUTOS ONLY AUTOS ONLY Per accident $ A X UMBRELLAUAB OCCUR V3XEC0009143 31112023 311/2024 EACH OCCURRENCE $6,500.000 EXCESS LIAB CLAIMS MADE AGGREGATE $13,000,000 DED, ..... RETENTION$ $ WORKERS COMPENSATION AND EMPLOYERS'LIABILITY Y 1 N STATUTE ER ANYPROPRIETOR/PARTNERIEXECUTIVEEJ NIA E.L.EACH ACCIDENT OFFICERIMEMBER EXCLUDED? (Mandatory in NH) E.I. DISEASE-EA EMPLOYE ..$................... ll ea.describe under D SCRIPTION OF OPERATIONS below ILL.DISEASE-POLICY LIMIT. S...... DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached It more space Is required) Certificate holder is named as an additional insured by virtue of a written or oral contract or by the issuancelexistence of a permit or cedificate of insurance but only with respect to operations by or on behalf of the Insured,or to facilities of,or facilities used by the Insured and then only of the limits of liability specified in such contract for the event specified.Primary and Non-Contributory applies as required by written contract or agreement.Waiver of Subrogation applies when required by written contract or agreement.Sexual Molestation coverage is incorporated in the policy and addressed by endorsement and is subject to the policy period,terms,limits and conditions of the policy. For.All Official Scouting Activities CERTIFICATE HOLDER CANCELLATION Town of Southold 53095 Route 25 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE P.Q.Box 1179 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Southold,NY 11971 ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ;...::...+.ems.. ©1988 2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD TOWN OF SOUTHOLD Policy 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. 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 3 d• 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 Town of Southold P.0 Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 09/21/23 Receipt#: 315335 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 10/14/23 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#123 $250.00 Mattituck, Cutchogue Cub Scout Pack 39 Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Mattituck, Cutchogue Cub Scout Pack 39 Po Box 503 Mattituck, NY 11952 Clerk ID: SABRINA ' Internal ID: 10/14/23 i "50-736512214 MATTITUCK .CUTCH000E PACK #39 P.O. BOX#503 MATTITUCK, NY,. 11952 s .. ,'PAY to DOLI ARS_ 8, BETHPAGE'fEDERAL CREDIT UNI N%"' BETHPAGE,NEW YORK11714 o: 2 2 147365 21: 99959303.?801 0 L '2 O Debb6 M—M - l • t l Born, Sabrina From: Born, Sabrina Sent: Thursday, September 21, 2023 11:55 AM To: Blasko, Regina; DeChance, Paul; Flatley, Martin; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McGivney,Julie; Mirabelli, Melissa; Norklun, Stacey; Orientate, Michael; Spiro, Melissa; Squicciarini,James Subject: Matt-Cutch. Cub Scout Pack#39 Attachments: Matt-Cutch. Cub Scout Pack#39_20230921115411.pdf Importance: High Applicant: ' Mattituck Cutchogue Cub Scout Pack#39 Event: Annual Cub Mobile Race 10/14/23 r/d 10/15/23 Please provide approval/disapproval and a cost analyst, if any. Thank you, Sabrina M. Born Sub-Registrar& Deputy Town Clerk Senior Account Clerk Southold Town Clerk's Office 53095 Route 25 P.O.Box 1179 Southold,NY 11971 Ph: 631-765-1800 ext. 1226 Fax: 631-765-6145 Your message is ready to be sent with the following file or link attachments: Matt-Cutch. Cub Scout Pack#39_20230921115411.pdf Note:To protect against computer viruses, e-mail programs may prevent sending or receiving certain types of file attachments. Check your e-mail security settings to determine how attachments are handled. 1 Born, Sabrina From: Flatley, Martin Sent: Thursday, September 21, 2023 12:22 PM To: Born, Sabrina; Blasko, Regina; DeChance, Paul; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McGivney,Julie; Mirabelli, Melissa; Norklun, Stacey; Orientale, Michael; Spiro, Melissa; Squicciarini,James Subject: RE: Matt-Cutch. Cub Scout Pack#39 I have no objections to this event being approved.There is no cost analysis reports as our only involvement is having an officer drop off(4) barricades to the location for the Scouts to close the roadway for their use. 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 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: Born,Sabrina <sabrina.born@town.southold.ny.us> Sent:Thursday,September 21, 2023 11:55 AM To: Blasko, Regina <rblasko@town.southold.ny.us>; DeChance, Paul <pauld@southoldtownny.gov>; Flatley, Martin <mflatley@town.southold.ny.us>; Goodwin, Dan<dang@southoldtownny.gov>; Grattan,Steven <sgrattan@southoldtownny.gov>;Johnson, Benjamin <benjaminj@southoldtownny.gov>; McGivney,Julie <juliem@southoldtownny.gov>; Mirabelli, Melissa <melissa.mirabelli@town.southold.ny.us>; Norklun, Stacey <Stacey.Norklun@town.southold.ny.us>; Orientale, Michael<michaelo@southoldtownny.gov>; Spiro, Melissa <Melissa.Spiro@town.southold.ny.us>; Squicciarini,James<jacks@southoldtownny.gov> Subject: Matt-Cutch. Cub Scout Pack#39 Importance: High Applicant: Mattituck Cutchogue Cub Scout Pack#39 Event: Annual Cub Mobile Race 10/14/23 r/d 10/15/23 Please provide approval/disapproval and a cost analyst, if any. Thank you, Sabrina M. Born Sub-Registrar& Deputy Town Clerk 1