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HomeMy WebLinkAboutHotel Moraine 2024-14 Southold Town Board - Letter Board Meeting of May 7, 2024 RESOLUTION 2024-403 Item# 5.8 ADOPTED DOC ID: 20215 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-403 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 7, 2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to Hotel Moraine to hold Special Event 2024 -14 at 62005 County Road 48, Greenport New York as applied for in Application HM 1 a-b for a Bar Mitzvah and a Rehearsal Dinner on June 1 st 2024 and September 13th 2024, from 3:00 pm to 10:00 pm provided they adhere to all conditions on the application, and to the Town of Southold Policy for Special Events. A renewed Insurance Contract needed. ( 5/24/2024 ) . All Events are to be reviewed there after and are not an ongoing approval. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Anne H. Smith, Councilwoman SECONDER:Brian O. Mealy, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans J Generated May 8, 2024 Page 23 • ` ny II Permit#: am TC Checklist for Special Events (Farms/Wineries/Private Events) Applicant Name: P d W MD r a-+ n �- Date Received: �3 f 2-9 /2--0 2— Number of Events on Application: (max of 6 per application) Application(all 6 pages completed) R I)3 J a l Fees to be/collected: ✓° Application fee($150.00) Late Application fee($250.00-if application is received less than 60 days) Current Certificate of Ins. tY—�. S 1Z14 csv- ,) ✓ Application sent for approvals to the following people: ✓Gwynn Schroeder -Denis Noncarrow -Stacey Norkhm After emailing application and all applicable paperwork to the people above, put application in `pink' pending folder. Mudd, Jennifer From: Mudd,Jennifer Sent: j Friday, March 29, 2024 12:26 PM To: Born, Sabrina; Noncarrow, Denis; Norklun, Stacey; Schroeder, Gwynn; Stype,John Subject: Special Events - EV&EM and Hotel Moraine Attachments: EEV la-b.pdf; HM la-b.pdf Good Afternoon, Please see attached two (2) special event applications. Thank you, Jew Jennifer M. Mudd Sub-Registrar and Deputy Town Clerk Account Clerk Southold Town Clerk's Office 53095 Route 25 P.O.Box 1179 Southold,NY 11971 Phone: 631-765-1800 ext. 1274 Fax: 631-765-6145 , r` RECEIVEDco MAR 2 9 2024 "`" '. Southold Town Clerk TOWN OF SOUTHOLD f:' Town Code Chapter 205 "Public Entertainment and Special Events" 1 SPECIAL EVENT PERMIT INSTRUCTIONS AND APPLICATION FORM V 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$250.00 by the Office of the Town Clerk, unless a waiver is obtained. Requesting an expedited review must be submitted in writing to the Town Clerk. The Town Clerk will forward all applications to the Special Events Committee for processing.,: The Committee will obtain comments on all applications from relevant Town, County and/or State agencies and will forward completed applications to the Town Board with a recommendation as to whether to'grant or deny the application. The Town reserves the right to request additional information from an applicant to address issues related - to the health, safety,and welfare of the community. When is a Permit Required? All Special Events,per Southold Town Code Article I, Section 205-2(Definitions)must obtain a permit. Occasional events on private residential properties hosted by the owner thereof that are by invitation such as family gatherings, weddings, graduations, parties or not-for-profit fundraisers do not require permits. AU use of residential grope , for profit, such as a venue for weddings or other events is prohibited. This application is deemed complete once all the following requirements are submitted to the Town Clerk: Please indicate submission of the following by checking off the boxes and signingbelow. elow• A completed application form signed by the owner and the event manager. Applications without property owner's signature/approval will be rejected. NJ FEE: Is the application being submitted at least 60 days before the event M Yes [ ]No rIf Yes,Fee of$ `� "� has been submitted ❑ If No,Fee of$ has been submitted Updated 8n/2018 ❑ The applicant/owner of the property where the special event is proposed to take plat-&-mi --pro'vidi�a certificate of insurance not less than 2 million dollars naming the Town of Southold as an additional insured -,: ,, , a'a��? �-• � a1 A Alps 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 tgmppfaryFdstruq_Uire($). (See application form for.details) d.`'`s 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. (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. S 2,01 U C D ted Ana ure 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- Please provide ALL of the information requested below,Incomplete applications WILL NOT be reviewed. Special Event Permit# Applicant(s)name: oy ex ' Date of Submission ?.a Name of Event � � � �/ + yv�l '��� SCTM#'s 1000-Section —Block-, Lot(s) Dates of Each Event: (a Z 13 Z If Multiple Dates are requested,,applicant must give all information for all dates. Nature of Event: " (Please attach a detailed description of EACH event to this application) Time Period(Hours)of Event: From 7j to Town Services requested: ( )Yes, No If yes, Describe Police Dept._Highway Dept. Describe Services Maximum Number of Persons Attending At One Time: _Number of cars expected Is a Tent or other temporary structure being used?.[�OJ Yes [ ]No If yes provide size(s) 40 x (Q 0 Will food be served? [*Yes [ ]No If yes provide number and name(s)of food vendor(s) Suffolk County permit#(s) Will other vendors be on the premises during the event? Yes [ ]No If yes how many? Describe Type ofvendor(s) V►�a�('1\\�1�r Property Owner(name/address): Contact Person and Contact Tel.# e-mail address ,o�� � � 'tY��{Event Location:Location: Street-Hamlet Address: cV Z06� cj j hr tvl U AA U%, C.sre e �,r} �`� ,J l�LOI . SCTM# Will any services be requested [ ]Yes ) No. If Yes describe Police Highway Other: Mailing Address to Send Event Permit to: T WV-(�'y'Q_ (0�Z 6s— G✓u k, Updated 8/7/2018 `� �� u_A \\V`AA Have any of the development rights been solKNo the-Town of Southold [ ]Yes ] No and/or Suffolk County Agricultural Program? [ ]Yes If to either or both,also indicate on the attached plan the boundaries of the reserved area upon which the event will take place" 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 exam In a Google Earth) of the subject 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. fft, 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. . Updated 8/7/2018 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. D A a., Print name of Owner Signature of VAner Print name of Authorized Pers n/Representative ig ture of Au rzed Pe epresentative PERMISSION 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 tents or temporary structures), 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, tents or tem-porary structure(s), or tem-porary 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 Updated 8/7/2018 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. 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 SURVEY OF PROPERTY SITUATE GREENPORT TOWN OF SOUTHOLD SU17FOLK COUNTY,NEW YORK S.C.TAX N. 1000-40-01-01 SCALE 1'v30' AUCUM�20,2021 11 1�P2 �1ENYCT�NN�Pi+aPOSFD JRE ,20 Gc,OR[]i a.201?iWNWpn}M tIXJ'IIP1 MN I00 G°OVO4D tdt °EER]I]IRN IUYnr;A3]�IWLI WmcY fpt PoOL 9 ,�• 0°rzuq 3.251 va O� GdRTTNOF.D DR MRK,A HOWL I.LC SVCCUWN6 G SSIG 0R ANS STEWANT LC INSURANCE fgVAN�ANY t9 °j• AC M.T.TRIE AGENCY.INC. SCJA)Q' e0 Amiu ux°e>Qo D ! m4°$11snxN0�catwe L�Au sxoni m.�s:n_____a 6ry _ Y I _ DUI4RtRG LO°dRA68 OESR➢DRJLDL6[OS _ � e. AREA dS DR,M.D]'.M 0£SA&M Y ' i%'w -�'--- -'ekr -- '• lip ­2 Ile � 1 ', IN s f 119 6° x v �y { x 8 Nathan Taft Corwln 01 Land Surveyor REMm �OM. 'o1OLi' r Hotel M6rain@ 20'x30' Sperry a � • h. 4 oogle Earth • `• .r : r 100 ft Hotel Moraine Special Events Permit Application dated 3/20/24 Description of Event#1: Itenberg Bar Mitvah June 11t, 2024 Anticipated attendance: 75 people Anticipated event time: 3p-10p Names:Ashley +Isaac Itenberg Event Planner: Lacy Karl , Event:A tented event on the lawn with—75 guests. Catering+DJ vendors TBD. —40 of the guests will be staying on property in the Hotel rooms. The event will be a laid back bar mitzvah with kid-friendly food+games. Description of Event#2: Merrell Rehearsal Dinner September 13th, 2024 Anticipated attendance: 75 people Anticipated event time: 4p-10p Names: Maggie Marrell Event Planner: TBD Event:A tented event on the lawn with—75 guests. Catering+DJ vendors TBD. —40 of the guests will be staying on property in the Hotel rooms. The event will be a relaxed rehearsal dinner with passed appetizers+ cocktails. NORTROA-01 LD IUBELABEGLEY ,a►coRv� CERTIFICATE OF LIABILITY INSURANCE DATE 3/26/2024 � 2024 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 IMA,Inc.—New York PHONE FAX 600 Mamaroneck Ave arc,No,Ext: (914)376-2200 A/c,No:(914)376-2891 Suite 220 E-MAIL ,info@yorkinti.com Harrison,NY 10628 INSURERS AFFORDING COVERAGE NAIC# INSURER A:*Starr Indemnity&Liability Company 38318 INSURED INSURER B: North Road Hotel,LLC dba Hotel Moraine INSURER C: 62006 County Road 48 INSURER D: Greenport,NY 119" 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 ADSDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTRMMIDDIY A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE F_X]OCCUR 1000306792231 6/1/2023 5/1/2024 DAMASETO NTED re $ 1,000,000 RE MED IXP(Any oneperson) $ 0 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY❑ %.of LOC -PRODUCTS-COMP/OP AGG $ 2,000,000 OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT ANY AUTO BODILY INJURY Perperson) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY BODILY INJURY Per accident $ AUTOS ONLY AUOTOS ONLY PROPERTY AMAGE Per accident $ A X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 10,000,000 EXCESS LIAB CLAIMS-MADE 1000306792231 6/1/2023 6/1/2024 AGGREGATE $ 10,000,000 DED I I RETENTION$ S WORKERS COMPENSATION I PER OTH- AND EMPLOYERS'LIABILITY Y/N ANYPROPRIETOR/PARTNER/EXECUTIVE ROPRIIEORXCN ER/E ECUTIVE ❑ N/A EL.EACH ACCIDENT $ (Mandary MB N /E n EL.DISEASE-EA EMPLOYE $ lie describe under DESCRIPTION OF OPERATIONS below EL.DISEASE-POLICY LIMIT DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) Certificate holder is included as additional insured for Commercial General Liability,if required by written contract,as respects issuance of permits to the named insured. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE of Southold THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Town Town Route ACCORDANCE WITH THE POLICY PROVISIONS. Southold,NY 11971 AUTHORIZED/REPRESENTATIVE i/VT—r U ACORD 25(2016103) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 03/29/24 Receipt#: 324846 Quantity Transactions Reference Subtotal 1 Event Fee HM la-b $150.00 Total Paid: $150.00 Notes: Payment Type Amount Paid By CK#2681 $150.00 Swallowtail Management LLC Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Hotel, Moraine 62005 County Road 48 Greenport, NY 11944 Clerk ID: JENNIFER Internal ID:HIVI la-b i"^'?jj„.hA. qi�:.-S ',t»•`'Fi'- ="'e:va�:"5... • e • ■ • •- •• '�<'so`."';,,:x:�; 2:,0¢;�-a:;,a. - +',1.,},'v @"%.? �,;kw Y". ;�„�" :,w- �°,� '>k .;,w;„":r_-•NN:#^" +.i: :£': i."i'k4""' -a'=:" °y ir;. .., a,., ..,`"-' ..;:c'-.• _ IKl.s; :Y;.''.++aaA- �•a _ �-}, u.�°rY«• ._P ..w?a�:'.. ":'t:'1'"Tr =:�-:"- :'r°:' .�ri��.i,. �,�,}. �.�md. -:3.;,✓.. "s. ,w.'T'd>;;.nti 'hi f � `:°m�:L '•� �.Y,`', '+} 4..:5. 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'ram,£^«!, ICY^' - � .n.-.,l� /.£[°!. _<e!/i Y •�..-V-1.•s.. ��N; ':.•'1.:r`-�,-� ' a i t ^`ihv. '.✓-'•. .'.�y fCn;tit• > r` _ f 3`f^ram;e.u< t.',•. 1 Y^.•" .}1':".•..4 ";«'' .r:'C'�. .r.: �r•.."'.a ate` ,a"'' �.r+J�. r.' w 5' � Y ej,,,Q:✓' 2 °a � ,k i'• !!,l tt 66"6°-7 . <..08.O�OQ�26>48,6.. - �:3 3�;s"{;• '-,e�; q�:'- .. - __.'° x.• ..:t,,. '=%6,t:r'4.•=,ra- aR'ra-�3,..: - - - - 1 :5< 4',.Jy� .'t:>:`.•.ty:�;_.`'l"+"`4T:{;�.>,aa•t?,>a,.�r.}J(S.':'ti:�,'.-j�f`•~')r�j� _ '.I ��_-`'1'. - _ .^tom ti`_. .��..�,-a;f�-'•i�''1' _ Noncarrow, Denis From: Noncarrow, Denis To: rachel@hotelmoraine.com Cc: Sabrina Born (sabrina.born@town.southold.ny.us); Mudd, Jennifer Subject: Printout-20215-1034-M63409 Attachments: Printout-20215-1034-M63409.doc Hi Rachel, Please see attached resolution on special events for Hotel Moraine. Any questions please give us a call. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn @southoldtownny.qov 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. 1