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HomeMy WebLinkAboutOysterponds Historical Society 2024-22 RESOLUTION 2024-549 ADOPTED O D DOC ID: 20354 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-549 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JUNE 18,2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to Oysterponds Historical Society, to hold Special Event 2024-22 at the Poquatuck Park, 1555. Village Lane, Orient, New York as applied for in Application OHS 1 a for Annual Summer Benefit on August 3, 2024 from 5:30PM to 8:30 PM, provided they adhere to all conditions on the application,permit and the Town of Southold Policy for Special Events. All parking must be contained on site. This permit is subject to revocation if the applicant fails to comply with any of the conditions of the approval or is unable to properly control traffic flow into and out of the event. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Greg Doroski, Councilman SECONDER:Anne H. Smith, Councilwoman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans �zrxr.�y� O r 1 S tF � RECEIVED JUN Southold Town Clerk TOWN OF SOUTHOLD Town Code Chapter 205 "Public Entertainment and Special Events" SPECIAL EVENT PERMIT INSTRUCTIONS AND APPLICATION FORM 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. Al)plication 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 Inu be rejected or subject to a late processing fee of$250 00 by the Office of the Town Clerk. unless a waiver is obtained. Requesting an expedited review must be submitted in writing to the Town Clerk.The Town Clerk will forward all applications to the Special Events Committee for processing. The Commnittee will obtain comments on all applications from relevant Town, County and/or State agencies and will forward completed applications to the Town Board with a recommendation as to whether to grant or deny the application. The Town reserves the right to request additional information from an applicant to address issues related to the health,safety,and welfare of the community. When is a Permit Required? All Special Events,per Southold Town Code Article I, Section 205-2(Definitions)must obtain a permit. Occasional events on private residential properties hosted by the owner thereof that are by invitation such as family gatherings, weddings, graduations, parties or not-for-profit fundraisers do not require permits. Any use of residential property for rp ofitsuch as a venue for weddings or other events is prohibited. This application is deemed complete once all the following requirements are submitted to the Town Clerk: Please indicate submission of the following by cliecking off the boxes and signing below. Cl Iv 1 A completed application form signed by the owner and the event manager. Applications without roperty owner's signature/approval will be rejected. MIE Is the application being submitted at least 60 days before the event dyes [ ]No 1=— PP g Y If Yes,Fee of$ I 0.O O has been submitted ❑ If No,.Fee of$ has been submitted Updated 8/7/2018 Isd The applicant/owner of the property where the special event is proposed to take place must provide a certificate of insurance not less than 2 million dollars naming the Town of Southold as an additional •ns� •ured LY 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 temporary struct ue(s). (See application form for details) [91EVents 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. .f- -D 5131 IN 44Ie//7'4 A Dated Signature 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 laud 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 mold a permit to operate issued by the Suffolk County Bureau of Public Health Food Protection Unit. i i Updated 8/7/2018 RECEIVED APPLICATION FOR A PERMIT TO HOLD A JUN - 4 VA SPECIAL EVENT Southold Town Clerk Please provide ALL of the inforriiation requested below,Incomplete applications WILL NOT be reviewed. ` - Special Event Permit#/ Applicant(s) name: � 1 J Date of Submission tj 3 2+ Name of Event b S SkM r 1�enQ-��`� SCTM#'s 1000-Section D� Block- yo� Lot(s) �3• Dates of Each Event: 3 If Multiple Dates are requested,applicant must give all information for all dates. Nature of Event: )PW'N Auko,1 SkAr n n-&C' 1�)e ne �4 (Please attach a detailed description of EACH event to this application) Time Period(Hours)of Event: From J . 3 cS to , 3O Town Services requested: ( )Yes (�{)No If yes,Describe Police Dept. Highway Dept. Describe Services C�yc Se e. Maximum Number of Persons Attending At One Time:9 5 300 Number of cars expected 3"����� og l 5 � n Is a en or other temporary structure being used? [�]Yes [ ]No If yes provide size(s) Will food be served?[xJ Yes [ ]No If yes provide number and naine(s)of food vendor(s) C[�►\�S L-OVt~ qe TNZS(I�- Suffolk County permit#(s) Will other vendors be on the premises during the event? [)(]Yes [ ]No If yes how many? Describe Type ofvendor(s)rNnj0 SN0,te- QMPV -C13C14-YZA1S • i i Property Owner(name/address):QgAtCr gol1t^�S �lS-Nprt c.0 st sZ` ' " 1S55 V 11lao- LQ rjp- Ceiitact Person and Contact Tel.# e-nail address Gt-_� GVNS4\VA Event Location:Street-Hamlet Address:-ctu(xi-t-kC)C-POLC-k-- IS61S y i l late. L c� , Or t-r1-� N 1 r CT &LA 02k - I Will any services be requested [ ]Yes No. If Yes describe Police Highway Other: Marling Address to Send Event Permit to: OLA 4�s k-c'r l"'t SC� Updated 8/7/2018 a ��1 lct5- i Have any of the development rights been sold to the Town of Southold[ ]Yes No and/or Suffolk County Agricultural Program? [ ]Yes [ ]No 1f yes to either or both;also -Xdiicate 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 pagQ A Parlcing/Event Plan may be a Survey, site plan and/or aerial view (for example Google Earth) of the subject property.INDICATI+ 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. (b) The location of all fire extinguishers and other Are 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 mist allow for 300 sq.ft. 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 l 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. i OWNER'S SIGNATURE: I am the Owner of the Proyerth 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 reguladons pertaining to the activities under this event. Furthermore,I hereby sivear 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. . i Updated 8/7/2018 i i Furthermore,I hereby authorize Code Enforcement Personnel of the Town of Southold to enter the property(Irving the hours of the permitted special event to make any and all inspections necessmy in connection with this Special Event. Print name of Owner Signature of Owner Print name of Authorized Person/Representative Signature of Authorized Person/Representative PERMISSION IS HEREBY GRANTED,SUBJECT TO THE FOLLOWING CONDITIONS: i 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.. 1 i 2. Traffic control at events for three hundred(300)or more people shall be provided by a qualified traffic i 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, ing er ss/egress/access, tent(s) or temporary structure(s) 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 tent(s) or temporary struchu•e(s), or temporary 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 matmer 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. i i i 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. I 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 ill connection with this Special Event. 16. ADDITIONAL CONDITIONS: i i i ANY VIOLATIONS IN CONNECTION WITH THE CONDITIONS LISTED HEREIN WILL TERMINATE THIS PERMIT. i i s APPROVED Town of Southold i Resolution Number: Date Issued: I I i I I i i Updated 8/7/2018 I 1 OYSTHIS-01 SSCHMIT(MMIDDT CERTIFICATE OF LIABILITY INSURANCE DATE 5/3112024�) 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. i 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 endorsements. PRODUCER CO FACT Neefus Stype Agency 711 Union Ave. A/C,No.Exl; 631)722-3500 FAA/C,No):(631)722-3591 Aquebogue,NY 11931 rINSURERC: �ss info@nsainsure.com INSURERS AFFORDING COVERAGE NAIC N URER A:Markel Insurance Co INSURED URERB:Hartford Accident&Indemnity22357 Oysterponds Historical Society Village Lane,PO Box 70 INSURERD: Orient,NY 11957 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 INSD SUER POLICY NUMBER POLICY EFF POLICY EXP wVn LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE ❑X OCCUR X MKP0000501350000 3111/2024 3/11/2025 DAMAGE TO(Ea RENTED occurrence) $ 300,000 MED EXP(Anyoneperson) PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE 5,000,000 X POLICYO jpcT LOG PRODUCTS-COMPIOP AGG $ 5,000,000 OTHER: S AUTOMOBILE LIABILITY EO acc dan ll SINGLE LIMIT ANY AUTO BODILY INJURY Perperson) OWNED SCHEDULED AUTOS ONLY AUTOS BODILY Ep BODILY INJURY Per accident AUTOS ONLY AUTOS ONNLY P r acE�Rdo t AMAGE A X UMBRELLA LIAB M OCCUR EACH OCCURRENCE 1,000,000 EXCESS LIAB CLAIMS-MADE MKX0000501350100 3/11/2024 3/1112025 AGGREGATE DED X RETENTIONS 0 1,000,000 1,000,000 B WORKERS COMPENSATION X PERT OTH- AND EMPLOYERS'LIABILITY 12WECADSVBP 8/20/2023 6/20/2024 100,000 ANY PROPRIIETORIPARTNERIEXECUTIVE Y❑ NIA E.L.EACH ACCIDENT S (Mandatoryt In NE EXCLUDED? E.L.DISEASE-EA EMPLOYE 100,000 lips.descdbeunder 500,000 DCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT 1$ TI I - DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached it more space Is required) Certificate holder is Included as additional Insured wtih respect to general liability as required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE.ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Town of Southold ACCORDANCE WITH THE POLICY PROVISIONS. 53095 Route 25 PO Box 1179 Southold,NY 11971 AUTHORIZED REPRESENTATIVE ACORD 25(2016/03) ©1988.2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 5/31/23,2:22 PM image 5-25-23 at 6.03 AM.Jpeg I T wv if 7 M" 7-1255, 0 i M"11,1100's L 0,nO"n"L NY 95 000-24-02-13. 1 https:/Imall.google.com/!-nall/u/0/4!nboxANhct)<KXwxsdwMJLI[BgZXpFwMhwtDlvQXcgLrQNrWILvqgtJSgtOvDJDwmXFIbNZCmsmkhVL?projector—l&m Oysterponds Historical Society j Parking&Traffic Control Plan August 3, 2024 Art Auction, Fundraising Event THE EVENT: The annual fundraiser is celebrated in Poquatuck Park adjacent to the Webb House on Village Lane, Orient, NY. The event will be open from 5:30-8:30 pm on August 3, 2024. About 275-300 guests are expected to attend. PARKING: Most of the guests live within Orient Village and opt to walk to the event at the Webb House. Typically,fewer than 30 guests will need parking.They can easily park, where permitted, along adjacent village streets. Additional off-street parking is provided for vendors and staff at the offices of the Historical Society, 1155 Village Lane, see notation on attached map. OHS also has permission to use Orient Methodist Church parking field, 1325 Village Lane located one block from the event field. See map. TRAFFIC CONTROL: Since so few people drive to the OHS event, no additional traffic control is . needed. Signage clearly marks walking entrance to the Webb House at Village Lane. A staffer or volunteer will be available at the entrance to the site to direct people and answer questions about where to park. Most guests are village neighbors who are very familiar with the village or returning guests who need no instruction. ON SITE CONTACT: OHS office: 631-323-2480. Maria McBride,.event planner, mobile: 212-689-8798. Melissa Groeneveld, OHS Office Manager, mobile: 917-270-8946 EMERGENCY PLAN: Should there be an emergency need,Southold Police will be contacted. Emergency access to the event field is available from multiple points: 1440 Village Lane, Skippers Lane and Harbor River Road. I air.,., OHS Summer Benefit Event Map Poquatuck Park 1555 Village Lane Orient,NY � event time:5:30-8:30pm ?, Poq�atu all Guests will walk into park from Village Lane and stop at registration table (6) —� vehicle access to check in. Most guests live within walking distance. No parking on site. see parking plan for more details. ' Tents: (1 ) 11 9'x 59'primary tent with 8 x 8 stage for jazz ensemble with minimal amplification under large tent only (2) art tent 30'x 45' (3) 10'x 10' food service. All tents will have fire extinguishers. . --tea- (4) toilet trailer (5) Dumpster Parking on Village Lane Die & Orient Methodist Church field and at OHS office Or Poquatuck Park Cb } r vehicle accessible lane ,W. y= walk in entrance'""' Webb Rouse 'f � 1440 Village Lane i _. C}NS Bldgs&Office 1155 Village Lane i� _7 Layers \•' ` ' GOOgle Oysterponds Historical Society properties Oysterponds 4e0rlent Fire District Webb House 1440 Village Lane (red pin) Dock Building&... � 1325 Village Line OHS 1555 Village Lane (museum & offices) ----...,_ additional pa `ing field permitted by hard St 4�5tttet �d�ist Cburch r y - Orchard St { , If Webb. ouse Parking options: ,,,. .1. Village streets 2. OHS office �� u 3. Chu h Field @1325 Villa a ' ,e 1 r - . ` IS1, a 4 r _ !! Oysterpon s Historical ocietyt OHS - office X vendor parkin c ii 74 top-_ i - Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 06/04/24 Receipt#: 329520 Quantity Transactions Reference Subtotal 1 Event Fee OHS1a $150.00 Total Paid: $150.00 Notes: Payment Type Amount Paid By CK#1529 $150.00 Oysterponds, Historical Society Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Oysterponds, Historical Society P O Box 70 1555 Village La Orient, NY 11957 Clerk ID: SABRINA Internal ID:0HS1a lOG� CHASE 3 OYSTERPONDS HISTORICAL SOCIETY JPMorgan Chase Bank,N.n. PO BOX 70 www.Chase.com Orient,NY 11957 1-2/210 631.323-2480 064041=24 a r c Y 'a PAY TO THE ORDER OF Town of Southold $**150.00 One hundred fifty and 00/100**********************************************,***** ***************** —DOLLARS z Town of PO Box Southold Did er 90 Days 1179 Southold, NY 11971 3 MEMO AUTHORIZED SIGNATURE 1160OL52911' 1:021,00002D: 7L062L313L11' OYSTERPONDS HISTORICAL SOCIETY 1529 06/04/2024 Town of Southold Summer Benefit Permit 150.00 Chase- New Operating Acct 150.00 Born, Sabrina From: Born, Sabrina Sent: Wednesday,June 5, 2024 8:11 AM To: Noncarrow, Denis; Norklun, Stacey; Schroeder, Gwynn Subject: Special Event-OHS1a Attachments: Sp. Evnt.-OHS1 a_20240605081551.pdf Importance: High Please see the attached special event application from Oysterponds Historical Society for their Summer Benefit on 8/3/24. 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: Sp. Evnt.-OHS1a_20240605081551.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 i Noncarrow, Denis From: Schroeder, Gwynn Sent: Wednesday,June 12, 2024 2:27 PM To: Noncarrow, Denis Su Rudder, Lynda; Krupski, Al Subject: Special Event resolutions Denis, I Please prepare the resolutions for the ap roval of the following special events: EV& EM Viney rds,App. # EEV1a-b Pellegrini Vineyards,App.# PV1a-e Oysterponds Hi torical Society, App. #0HS1a Senor Taco,(ev ant 7/27/2024)-No app. # provided—please include the prohibition' f parking on adjacent preserved property to the north. f Thank you. 1 Best, IIII Gwynn Schroed r Government Lia son Officer Office of the Sul ervisor Town of Southc d aw nns south ldtownn ov 631-765-5806 I .. I i 1 I i Noncarrow, Denis From: Noncarrow, Denis To: office@ohsny.org Cc: Sabrina Born (sabrina.born@town.southold.ny.us); Mudd, Jennifer Subject: Special Event Permit Attachments: Printout-20354-1034-M63640.doc Please see attached resolution in regards to your special event applicant. Any questions please give us a call. Have a great day. 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 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