Loading...
HomeMy WebLinkAboutAntique Power Assoc/Tractor Ride e ' • � V V Southold Town Board-Letter Board Meeting of April 23, 2024 V` RESOLUTION 2024-366 Item# 5.20 ADOPTED DOC ID: 20176 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-366 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON APRIL 23, 2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to WI� Antique Power Association to hold their annual Tractor Ride for a a s�onlivlay r9th-2�24� provided they adhere to all conditions on the application and 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. All Town fees for this event, with the exception of the Clean-up Deposit, are waived. 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 Generated April 24, 2024 Page 39 TC Checklist for Parade/5K*Bicyc1e*/Town Property/Road Closure Special Events Applications Name of Organization: I51CM4 wi t Power Av,-SoG. Name of Event-Trvv,* I lJU -rw a OLSt Date(s) of Event: *No 5K and Bicycle events during the period of June 1 to November 1* x Event fee check (or request to be waived) J Road clean-up check(CANNOT BE WAIVED) Y Current Insurance:certificate Application sent for approvals to the following Depts.: / f PD J Hwy Land Pres. V TA y Records Mngmnt/TC JApproval from Chief of Police JCost Analysis from Chief of Police Approval from Land Preservation J Approval from Highway Dept. TB Resolution for approval (once approval and cost analysis comes from Chief of PD) Town Board Reso. #: aaa - 1,311 (fir JApproval letter to Organization's contact person w/copy of TB resolution After Event: / Confirmation from Chief of PD to release clean-up fee ✓TB Resolution to refund clean-up fee TB Clean-up Reso. #: 0. — 45 O Voucher and copy of TB clean-up Reso. to Accounting Dept. ✓ Whole application file to Records Management(include copy of voucher&reso.) o��SUFFo[,��o DENIS NONCARROW c� G.f� Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 y Z Southold,New York 11971 REGISTRAR,OF VITAL STATISTICS p Fax(631)765-6145 MARRIAGE OFFICER 'j' RECORDS MANAGEMENT OFFICER ��,� •#� Telephone oldt nny.gov FREEDOM OF INFORMATION OFFICER www.southoldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD April 24, 2024 Attn: Ed Yeager L I Antique Power Assoc. PO Box 1134 Riverhead,NY 11901 Dear Mr. Yeager, The Southold Town Board, at its regular meeting held on April 23ra, 2024 has granted permission to Long Island Antique Power Association to hold its Tractor Ride for a Cause on Sunday, May 191h, 2024 from 8 AM to 11 AM. 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 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 Encl. 5-11 DENIS NONCARROW �� �� Town Hall,53095 Main Road TOWN CLERK ® P.O.Box 1179 W Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER ®� ��® Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER south 'ECEN • FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK APR 1 2 2024 TOWN OF SOUTHOLD IS Ou.th®ldd Town C�er� APPLICATION FORA PERMIT TO HOLD A SPECIAL EVtNT Please provide ALL of the information requested below. Incoinplete applicatidifs WA] L NOT be reviewed. Date of Submission L�� r c�.,''t' Name of Event 1 rckG -r a CCXu.S,0, Name of Organization: LIQ ?04--Z Ue Ca t es� Is this a Not-For-Profit Event. Yes/No Contact's Name: Mailing Address: Wsy�� , lV 1. Contact's Phone Number: j P9 01 Contact's Email Address: V a ® Qrl W. Event Location and Site Diagram: (Use additional paper if necessary) 61►� Event Date(s): , 9 h A (Include setup Ad shutdown times and dates) Nature of Event: it CA m;N T '✓lAed ��,ss'k�nqVAS (Please attach a detailed description to this application) Time Period (Hours) of Event: From to Maximum Number of Expected Attendees: j 00 Specify any special requirements (i.e. road closure, police presence): aLOQ 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: PO i L__"K Event Fees: c/ $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. I SAID YOL1JJC, Print name of Authorized Person filling out Signature of Authori V, Person ling out application application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. 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: 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 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. I 4 ALCM�® CERTIFICATE OF LIABILITY INSURANCE r ATE(MMIDDIYYYY) 04/01/2024 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 endorselnent(s). PRODUCER CONTACT NAME: Eric Kirk Farm Family Casualty Insurance Company -PHONE--- - 631-727-7767 1 FAx — 631-727-7941 .WtC,_N9..EX3)1--------------------j-(A/C,No)_------.----.----- 18 First Street E-MAIL karla.ayala@american-national.com yala@american-national.com Riverhead, NY 11901 - -- - INSURERjq FFORDINGCOVERAGE ---- - NAICf! A: Farm Famil.._Y Y eY -Casualt Insurance Com an_ 13803 — _—. - ------ - -INSURER- -- _-------- _------ ----------- - --- '-- - ---INSURED '-INSURER B Long Island Antique Power Assoc. INsuRER c; POBox 1134 ---- --'-' -------- -"-- ----------------- .---- INSURER D INSURER E Riverhead NY 11901 ---- _------_ _-- ...--' --'-- ---'— '— 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. ._..—..---_'.-------.----— ------ _ —__...-- --_--------_—-- ----—------ IL7R TYPE OF INSURANCE ADbLISl16R POLICY EFF POLICY EXP r�- —"-"-----"-'---"'"-----'--"-'-- INSQ POLICY NUMBER MM/DD/YYYY MM/ODlYYYY LIMITS A 1 X I COMMERCIAL GENERAL LIABILITY X I X 13101 X1843 I12/22/2022I12/22/20231 EACH OCCURRENCE S DnM�C 701�F)JY'�D -------_.---1---,0-_-0.0.—,.-00-0 -MADE OCCUR 112/22/2023112/22/2024 100,000CLAIMS PREMISE La occure-Contractual Liability S_ — _ --..._ - --._- .. i MED EXP(Any one person) $ 5,000 ( (PERSONAL&ADV INJURY S 1,000,O00 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE S 2,000,000 PRO- r I I '-•---•-'--'---------------�------ ---._._...__ X I POLICY��JE-CT EJ LOC 1 1 PRODUCTS-COMP/OPAGG S 2,000,000 ! I OTHER: I I S ----___-_-._- i AUTOMOBILE LIABILITY I i COMBINED SINGLE LIMIT S Ea accidcnl i ANY AUTO I 1 BODILY INJURY(Per parson) S OWNED SCHEDULED (AUTOS ONLY AUTOS BODILY INJURY(Per accident) S _ `i HIRED NON-OWNED 4 I PROPERTYDAMAGE ^•--- AUTOS ONLY "-- AUTOS ONLY I '2pr accidontj---,_,_- 5S --- 'UMBRELLA LIAR I I OCCUR i I I EACH OCCURRENCE S EXCESS LIAB 1 i CLAIMS-MADE i --_----------- ------ I AGGREGATE DED RETENTIONS I i I I S WORKERS COMPENSATIONPER AND EMPLOYERS'LIABILITY YIN I I !_--,_!.ST TUTE]__J ERH___ ANYPROPRIETOR/PARTNERIEXECUTIVE I ; E.L.EACH ACCIDENT S 10FFICERIMEMBEREXCLUDED? N/A -------- +(Mandatory In NH) I I E.L.DISEASE-EA EMPLOYEE -_- 11 yes,describe under I ---------------- -- _ _____ DESCRIPTION OF OPERATIONS below s E.L.DISEASE-POLICY LIMIT S I J I � III I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space Is required) Town of Southold is listed as additional insured on a primary and noncontributory basis. waiver of subrogation in favor of the additional insured. May19th CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Town Of Southold THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 53095 Rout 25 ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 1179 AUTHORIZED REPRESENTATIVE Southold, NY 11971 Kirk Associates LTD ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Born, Sabrina From: Flatley, Martin Sent: Monday,April 15, 2024 8:42 AM To: Noncarrow, Denis; Blasko, Regina; DeChance, Paul; Goodwin, Dan;Grattan, Steven; Mudd,Jennifer, Norklun, Stacey; Orientale, Michael; Born, Sabrina Subject: RE: Special Event Attachments: Tractor RideCA2024nosal.xls I have no objection 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 3 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: Friday, April 12, 2024 2:32 PM 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>; Mudd,Jennifer<jennifer.mudd@town.southold.ny.us>; Noncarrow, Denis <denisn@southoldtownny.gov>; Norklun, Stacey<Stacey.Norklun@town.southold.ny.us>; Orientale, Michael <michaelo@southoldtownny.gov>; Born,Sabrina<sabrina.born @town.southo Id.ny.us> Subject:Special Event Please see special event for May, 191h tractor ride. Chief, seems like they added something of a escort. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn southoldtownny.aoy 631-765-1800 1 Town of Southold Police Department Special Event Cost Analysis Event: Tractor Ride For A Cause Date(s): May 19, 2024 Location: Mattituck-Cutchogue Patrol Allocation for Event Reg Hours OT Hrs Hrly Wage Total Comments iPolice Officers Special Patrol Reg Hours OT Hrs jHrIyWage Total Comments ,CRU Bicycle Patrol K-9 Unit ;Highway Patrol PO Onufrak 3 $231.60 Marine Units ' Traffic Control Reg Hours OT Hrs Hrly Wage Total Comments TC Officer TC Officer TC Officer TC Officer TC Officer .Equipment Costs PD Vehicles 1#of vehicles $/hr Total 1 $10.00 $30.00 $30.00 Command Van Marine Patrol Boats Total Department Cost for Event = $261.60 Prepared by Chief M. Flatley 4/15/2024 Page 1 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 04/12/24 Receipt#: 325565 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 5.19.2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#2351 $250.00 L I, Antique Power Assoc. Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: L I, Antique Power Assoc. PO Box 1134 Riverhead, NY 11901 Clerk ID: DENISN Internal ID:5.19.2024 Y , �f RESOLUTION 2024-450 ADOPTED DOC ID: 20277 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-450 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 21,2024: 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 Bicycle Shows U.S. 2/13/2024 $1500.00 Attn: Glen Goldstein 230 Smith Hughes Road Narrowsburg,NY 12764 Distinguished Gentlemen's Ride 4/30/2024 $250.00 Attn: Megan Jones 23 Peacock Ct. Riverhead,NY 11901 L I Antique Power Association 4/12/2024 $250.00 Attn: Ed Yeager PO Box 1134 Riverhead,NY 11901 Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Brian O. Mealy, Councilman SECONDER:Greg Doroski, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Evans ABSENT: Jill Doherty .............. :.::.::............... Vendor No. lieck:.Ng;:'':>>>;• Town of Southold New York - Payment Voucher Vendor Name Vendor Address II ETCd',;by..:: ... L I Antique Power Association uat:rat : <;; "'; Vendor Telephone Number PO BOX 1134ov; }Clerk::' 631-831-0907 Vendor Contact Ed Yea er Riverhead, NY 11901 Invoice Invoice Invoice Net Purchase Order Total Discount Amount Claimed Number Description of Goods or Services ^"Geneta#I ed`er igE3.an�Accoiu tNtmib6t Number Date P g Clean-up Deposit- 2024-450 5/21/2024 250.00 250.00 Tractor Ride for a Cause :' T:.:... ..0..:: 250.00 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 taxes from which the Town is exempt are excluded. or discrepancies noted,and payment is approved. Signature Title Deputy Signature Company Name own Clerk Date 5/23/2024 Title epUty own Clerk Date 5/23/2024