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HomeMy WebLinkAboutMattituck-Cutchogue Teacher's Assoc - Turkey Trot Southold Town Board - Letter Board Meeting of September 26, 2023 `u RESOLUTION 2023-834 Item 4 5.21 h�°fes Y�a� ADOPTED DOC ID: 19525 THIS IS TO CERTIFY THAT,THE FOLLOWING RESOLUTION NO. 2023-834 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 grants permission to Mattituck-Cutchogue Teacher's Association to use the following route for its 2023 Turkey Trot in Mattituck, on Thursday,November 23, 2023: Begin at Mattituck High School; head South on Maple Ave; Cross Route 25 to Reeve Ave-even with the north side of the Church, head South; left onto New Suffolk Avenue - proceed East; right onto Marratooka Road - proceed South; Loop left on Center and Bungalow back to right on Marratooka; Cross New Suffolk onto Marratooka Lane; left on Route 25- heading west; Right on Wickham Avenue, proceed North, right onto Pike Street, finish at the school. Provided they follow all the conditions in the Town's Policy for Special Events on Town Properties. The fees have been waived for this event with the exception of the clean-up deposit. �L ;��L"i I Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Louisa P. Evans, Justice SECONDER:Greg Doroski, Councilman AYES: Nappa, Doroski, Mealy, Doherty, Evans, Russell Generated September 27, 2023 Page 34 Fat Ir DENIS NONCARROW �� ®.y Town Hall,53095 Main Road TOWN CLERK ® P.O.Box 1179 cop Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER 'P° Telephone RECORDS MANAGEMENT OFFICER ®� ��® FREEDOM OF INFORMATION OFFICER www•southoldtownny.gov 765-1800 www.southoldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD September 28, 2023 Dawn Rowe 2100 Aldrich Lane Laurel,NY 11948 To Whom It May Concern: The Southold Town Board, at its regular meeting held on Tuesday, September 26th, 2023 granted permission to Mattituck-Cutchogue Teacher's Association to use the route as stated in the enclosed resolution for its 2023 Turkey Trot in Mattituck, on Thursday,November 23, 2023. 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. 3 ELIZABETH A. NEVILLE, MMC Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 co Southold,New York 11971 REGISTRAR OF VITAL STATISTICS r Fax(631)765-6145 MARRIAGE OFFICER afr ®�. Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER �Q` �`� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER KECIVD OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD S E P 1 9 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. r Date of Submission Ca 0%j0jVb&r d 2, 3 Name of Event L� Name of Organization: M OLI 3r, - Is this a Not-For-Profit Event?Yes/No k es Contact's Name: a Lut, Mailing Address: C) n d ne Contact's Phone Number: to 3 I" 77b!5 0901 Contact's Email Address: DR 0 W G 0 lbu f s dcoN7 Event Location and Site Diagram: Q 44a C he A (Use additional paper if necessary) Event Date(s): N we M r -Z9 rC DA 3 (Include set up and shutdown times an dates) Nature of Event: (Please attach a detailed description to this application) h� Time Period (Hours) of Event: From to 1 /V Maximum Number-of Expected Attendees: DD Specify any special requirements (i.e. road closure, police presence): 0 (+ J � 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:z uw 1ROWF, . .100 A ld6z h ime Ev�Fees: $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. Print name of Authorized Person filling out Si o uthorized Pe son rng out applica application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. Sn c e c � �o�- �r V-0�' ��- ,�h'M 1 0 l.lrC..d S & C L O 10f_7k l 9 V e MUM UM [ l✓ � t%ut,5 4 em w u he VJ a 'vera 4a'tA � �u �� 2 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: I. 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 A`C ® DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 09/19/2023 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 terns 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 Liz Painter NAME: Insurance Management Group PAH/cNE0 Ext: (260)240-4792 a No: (260)240-4792 12730 Coldwater Road,Suite 103 E-MAIL Ipainter@insmgt.com ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC# Fort Wayne IN 46845 INSURER A: National Casualty Company 11991 INSURED INSURER B: Nationwide Life Insurance Company 66869 Road Runners Club of America/2023 and Its Member Clubs INSURER C: 1501 Langston Boulevard INSURER 0: Suite 140 INSURER E: Arlington VA 22209 INSURER F: COVERAGES CERTIFICATE NUMBER: 2023$2M Events 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. INSR TYPE OF INSURANCEADDLSUOR POLICY EFF POLICY EXP LIMBS LTR INSD WVD POLICY NUMBER MM/DD MM/DD X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 CLAIMS-MADE FX OCCUR PREMISES Ea occurrence $ 500,000 MA X Legal Liability to MED EXP(Any one person) $ 5,000 A Participant$2,000,000 KR00000009333000 12/31/2022 12/31/2023 PERSONAL&ADV INJURY $ 2,000,000 HLAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 5,000,000 POLICY ECT F-1LOC PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: Per Event Basis Abuse and Molestation $ 500,000 AUTOMOBILE LIABILITY (CEO, SINGLE LIMIT Ea accident g 2,000,000 ANYAUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED KR00000009333000 12/31/2022 12/31/2023 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X HIRED %./ NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY /� AUTOS ONLY Per,accident UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED I I RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ N/A E.L.EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Excess Medical $10,000 Excess Medical&Accident B ($250 Deducitible/Claim) BAX0000031991400 12/31/2022 12/31/2023 AD&Speck Loss $2,500 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,maybe attached If more space Is required) 2023 RRCA Event Member Date of Events:11/23/2023 Processed by RMV CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN Mattituck Cutchogue Teachers Association ACCORDANCE WITH THE POLICY PROVISIONS. 54 Maidstone Ln AUTHORIZED REPRESENTATIVE Wading River NY 11792 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD TEACHERS* 50CATION - -- - 2 2o 3 TL�y Kt� rot Thursda a 4a <� o• 25 �,. cA"o i .J �".`i:i �� 6 �, 6�1LGi 1� ..may-+"'"�••�� ��. �•. � t, .t° .:�i- V• � �• Cir 1. Jvlt4araiccke;: SU1 a,. an, •Aonci t' 2J �l, }:;.',It�hw7�v+��thhk�.�"„c?4 rf�S.ytia, �, S• yh .0 at�'-A' .' �• .:•:`;'r1. ,•'," t•'.' � to YiYj,�r'�`"E`.`'' t7• C '� „lsililiUt}S `� Mattituck {c.� .,..,i.,•. •'ylf• C Q IlU k ���•• ry a $ j{t]L: Ftlf�?8S8 gyp. i1,r">::::'i tci I � ':�i;►attlnjcic- Nei' a . . . `�, Cr, :z� �`�! Praisdyi66an .� ,{:.; a f•.S'•..+�:�;S & t_ m ��. ic•t.7,.n'"+=.�.w ,�'•.nil i «,^t.. rw ROUTE: Begin at Mattituck High School; Head South on Maple Avenue Cross Route 25 to Reeve- Heading South; Left on New 5uffolk Avenue- Proceed East; Right onto Maratooka road - Proceed South; Loop Left of Center and Bungalow back to Right on to Maratooka; Cross New Suffolk onto Maratooka LANE, Left on Route 25- Heading West; Right onto Wickham- Proceed North; Right onto Pike Street; Finish at school i Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 09/19/23 Receipt#: 315319 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 11/23/23 $1,500.00 Total Paid: $1,500.00 Notes: Payment Type Amount Paid By CK#3880 $1,500.00 Mattituck-cutchogue, Teachers Associatio Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Mattituck-cutchogue, Teachers Association 34900 Main Road Att: Lydia Burns Cutchogue, NY 11935 Clerk ID: SABRINA Internal ID: 11/23/23 Born, Sabrina From: Born, Sabrina Sent: Wednesday, September 20, 2023 8:16 AM To: Blasko, Regina; DeChance, Paul; Flatley, Martin; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McGivney,Julie; Mirabelli, Melissa; Norklun, Stacey; Orientale, Michael; Spiro, Melissa; Squicciarini,James Subject: MCTA Turkey Trot Attachments: Turkey Trot_20230919155354.pdf Applicant: Mattituck-Cutchogue Teachers Association Event: Turkey Trot. 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: Turkey Trot_20230919155354.0df 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: Wednesday, September 2p, 2023 8:43 AM 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: MCTA Turkey Trot Attachments: Turkey Trot2023nosalary.xls I have no objection to this event being approved as in the past. My cost analysis is attached. 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:Wednesday, September 20, 2023 8:16 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: MCTA Turkey Trot Applicant: Mattituck-Cutchogue Teachers Association Event: Turkey Trot. 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 1 Town of Southold Police Department Special Event Cost Analysis Event: MCTA Annual Thanksgiving 5K Turkey Trot Date(s): November 23, 2023 Location: Mattituck area Reg Hours OT Hrs _ Hrly Wage Total Comments Policeu.Officers Sgt. Garcia 2 1 $268.05 ** Holiday Pay PO Conlan 2 1 $228.45 PO Ryan Flatley 2 1 $121.95 PO Lake 2 1 $97.95 Speecial patrol "., _._. IM_. �. -�. . ......w. __ _. w. ft Reg Hours OT Hrs Hrly Wage Total Comments PO Chen che 2 1 $213.42 PO Sanders 2 1 $192.87 Bicycle Patrol :.-;, _� ilt .. ,Y : HighwayryPatrol :� 3���r PO Onufrak 2 1 $226.38 PO Flatley 2 1 $226.38 Marine�,Units. Traffic Control !IT-1 Reg Hours OT Hrs j Hrly W' age—][F— ge Total Comments TC Officer#1 5 $18.64 $93.20 TC Officer#2 5 $18.64 $93.20 TC Officer#3 5 $18.64 $93.20 TC Officer TC Officer Equipment C� st � _ "_. WIN _ _ ..__ _ PD Vehicles #of vehicles $/hr _ Total 10 $10.00 $290.00 1 $290.00 Command Van Marine Patrol Boats Total Department Cost for Event = $2,145.05 Prepared by Chief M. Flatley 9/20/2023 Page 1 Southold Town Board - Letter Board Meeting of December 5, 2023 5u °3 RESOLUTION 2023-1005 Item# 5.16 ADOPTED DOC ID: 19774 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 20234005 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON DECEMBER 5,2023: 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-Cutchogue Teacher's Assoc. 9/19/2023 $1500.00 Attn: Dawn Rowe 2100 Aldrich Lane Laurel,NY 11948 Southold Historical Society 9/20/2023 $250.00 PO Box l Southold,NY 11971 ,L �� Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Sarah E.Nappa, Councilwoman SECONDER:Greg Doroski, Councilman AYES: Nappa, Doroski, Mealy, Evans, Russell ABSENT: Jill Doherty Generated December 6, 2023 Page 36 Vendor No. Check No' Town of Southold, New York - Payment Voucher Vendor Name / Vendor Address Entered by V V/ � C L Audit Date: Vendor Telephone Number I� C/l� ��� AL ; ! T V �(i✓�/ �a',!/(� /"/`/ Town Glerk;;:.....;: . l�q Invoice Invoice Invoice Net Purchase Order Number Date Total Discount Amount Claimed Number Description of Goods or Services General Ledger Fund and Account Number j l j-Z /S-60.00 00 . T1 030: Total Payee Certification Department Certification 'file 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 qtine thereof have been verified with the exceptions due and owing,and that taxes from which the Town is exempt are excluded, or discre ancies oted,and merit is approved. Signature Title:Deputy Town Clerk Signature /,�� Company Name Date Title:l Town Clerk Date