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HomeMy WebLinkAboutNew Suffolk Civic Assoc. - 4th of July Parade TC Checklist for Parade/5K*/Bicycle'/Town Property/Road (J' l/C___ Closure Special Events Applications Name of Organization: �m SV�k by),C Name of Event: 4 � b JP Date(s) of Event: a *No 5K and Bicycle events durinjj the period of June 1 to November 1* JEvent fee check (or request to be waived) JRoad clean-up check (CANNOT BE WAIVED) Current Insurance certificate Appl' ation sent for approvals to the following Depts.: 1/ d Pres. V TA Records Mn PD � Hwy �Lan mnt/TC g Approval from Chief of Police Cost Analysis from Chief of Police Approval from Land Preservation Approval from Highway Dept. JTB Resolution for approval (once approval and cost analysis comes from Chief of PD) Town Board Reso. #: boa -3 Approval letter to Organization's contact person w/copy of TB resolution After Event: _ v 1 Confirmation from Chief of PD to release clean-up fee V TB Resolution to refund clean-up fee TB Clean-up Reso. JVoucher and copy of TB clean-up Reso. to Accounting Dept. JWhole application file to Records Management(include copy of voucher& reso.) RESOLUTION 2024-319 s' ADOPTED DOC ID: 20131 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-319 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON APRIL 9,2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to the Xew-Suffolk-Civic ssociari n to use the following route for itsh of JulxParade ffolk, in New Su on Thursday, JuLy 4, 202� at 11:00 AM;participants will march down New Suffolk Road,New Suffolk Avenue, Main Street, First Street, Jackson Street and onto the Town Beach grassy area,provided they follow all the conditions in the Town's Policy for Special Events on Town Properties. Failure to comply with the conditions of the policy will result in the forfeiture of the cleanup deposit. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER:Brian O. Mealy, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans DENIS NONCARROW �� �, Town Hall,53095 Main Road TOWN CLERK ® a P.O.Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER �° RECORDS MANAGEMENT OFFICER ®� ��® Telephone oldt nny.gov FREEDOM OF INFORMATION OFFICER www.southoldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD 'April 11, 2024 New Suffolk Civic Association PO Box 642 New Suffolk,NY 11956 Dear Ms. Pettit and Ms. Vitiello: The Southold Town Board, at its regular meeting held on April 9, 2024, granted permission to the New Suffolk Civic Association to hold its annual 4th of July Day parade on July 4, 2024. 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, 765-2600, as soon as possible, to coordinate traffic control. Very truly yours, Lynda M Rudder Southold Deputy Town Clerk Enc. y 'DENIS.NONCARROW '. Town Hall,53095 Main Road :_ . ' ;.�. TOWN CLERg P.O.Box 1179 Southold,New York 11911. REGISTRAR:OF VITAL STATISTICS Fax(631)765-6145 MARRIAGE OFFICER Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ''. .M, www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN.CLERK TOWN OF SOUTHOLD MAR 2 5 2024 APPLICATION FOR A PERMIT TO HOLD SPECIAL E'VI;NT Southold Town C'M0r . Ptett�e rtroviile ALL:of tlt::�infoi�iriatiriian.requested`liavlaw::IricoiiipTete.atini4e�titrris'Vt�LL I�i�T be, reviewed-. Date of Submission... . March 20, 2024 Name of Event New Suffolk Civic Association 32nd Annual Fourth of July Parade Name of Organization: New Suffolk Civic Association Is this allot-For-Profit Event?Yes/No YES Contact's Name: Patti Pettit&JoAnne Vitiello -Parade Committee Co-Chairs Mailing Address: PO Box 642,New Suffolk,NY 11956 Contact's Phone Number: Patti :(540)226-6932, JoAnne:+1 (631)901-2916 Patti: cedarbeachbum@gmall.com JoAnne: jojov910@icloud.com Contacts Email Address: Parade floats line up on Old Harbor Road and Tuthill Road. Parade route:Start at Corner of Tuthill Road and New Suffolk Road.Continues South on New Event Location and Site Diagram: Suffolk Road and turn left East onto New:Suffolk Ave.Continues East and makes a right (Use'additional.paper if necessary) ( out onto first Street,and then turns right(West)on Jackson street.Ends at Southold p p ) Town Beach Grassy area for presentation (reading of Declaration of Independence.) July 4,2024. Parade lineup at 10:30am,Parade starts at 11:00AM. Ends approximately 1 pm including cleanup Event Date(s): . July.1-3,2024.(TBD)delivery of'Stage on wheels.by Tom,Wickham'.July 3,2024 4-5pm Stage decorating.7/4 9am sound system setup (Include setup and shutdown times and dates) Nature of Event: New Suffolk Civic Association 32nd Annual Fourth of July Parade and Reading of the Declaration of Independence. (Please attach a detailed description to this application) Time Period(Hours)of Event: From_ 11:00 AM to 1:00 PM Maximum Number of Expected Attendees:.. 500_:_____ Specify any special requirements(i.e. road closure,police presence): Police escort at the start,leading parade the entire round,and Police escort at the end of parade. Police along route to reroute traffic and manage Boat Ramp during parade. . .. .. . Road closure of New Suffolk Road between Tuthill Road'and New Suffolk Ave.Closure of New Suffolk Ave between New Suffolk Road and First Street. Closure of First Street between New Suffolk Ave and Jackson Street. Closure of Jackson Street between First Street and Second Street. If a Tent or other temporary structure will be used please contact the Southold Town Building Department at 631-765-1802 New Suffolk Civic Association: Mailing Address to Send Event Permit to: PO Box 642,New Suffolk, NY_11956. .., ; i. Event Fees; X $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)c k,500.00 Clean-up for Bicycle and/or Running Special events(ONLY) x $250 or more Clean-up deposit all other events CERTIFI_CtATE,0F. V17,;Alti]'a;I O1.MED: Not less than.$2,000,000 naming the Town of Southold as an additional 'insured. ***NOTE: PLEASE SEE ATTACHED.RE VISED,ADO PTED TOWN POLICY*** Additional information and requirements may be required as deemed necessary by the Town Board.. Yvonne Duffy Print name.of Authorized Person filling out Signature of A orized Person filling out application application *Upon the request by applicant,the Town Board may waive in whole or in part any of the.application requirements. 2 ' o ' . -- d PARADE START Aa3ocIWtiot� of Julyaraci� A ld Cove Yacht Club fnc:� Cfiartcrs ouToSS qd :,N via Suffo Corn�-non Schoc f ._ _ Ne hldw SuffolkAvc . New SuifOlkAue Nev Suffolk Boa Rapip. New Suffolk'66ach .;'Parade:end l�tag�e ioc�tfon A�Rom® CERTIFICATE OF LIABILITY INSURANCE DATE(MM1DD/YYYY) 03/19/2024 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 pol(cy(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 endorsements. PRODUCER NAME CT W R K, Kujawski Insurance PHONE (631)722-4991 FAX 189 Main Rd. E-MAIL Arc No Suite D ADDRESS: INSURERS AFFORDING COVERAGE NAIC# Riverhead NY 11901 INSURER A: U S Underwriters Insurance Company INSURED INSURER B: INSURER C: New Suffolk Civic Association INSURER D: PO Box 642 INSURER E: New Suffolk NY 11956- 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 A LTR TYPE OF INSURANCE DDL SUBR POLICY EFF POLICY EXP POLICY NUMBER M /DD MM/DDNYYY LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000.00 F CLAIMS-MADE OCCUR DAMAGE TO RENTED I i PREMISES Ea occurrence) S 100,000.00 MED EXP(Any one person) $ 5,000.00 A NBP3550271D 05/24/2024 05/24/2025 PERSONAL&ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000.00 PRO- LOC PRODUCTS-COMP/OP AGG S POLICY❑ OTHER. $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO Ea accident OWNED SCHEDULED BODILY INJURY(Per person) S AUTOS ONLY AUTOS BODILY INJURY(Per accident) $ i HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY Per accident $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LU1B CLAIMS-MADE AGGREGATE $ DIED RETENTION$ $ WORKERS COMPENSATION _ AND EMPLOYERS'LIABILITY Y r N STATUTE ERH ANY PROPRIETOR/PARTNER/EXECUTIVE I E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED? N r A (Mandatory In and E.L.DISEASE-EA EMPLOYE S If yes,describe under f I DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT S i I ! I i DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space Is required) Town of Southold is listed as additional insured if required by written contract for the Parade July 4th 2024. 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 Main Road AUTHORIZED REPRE PO Box 1971 Southold NY 11971 '✓ © 988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Born, Sabrina From: Born, Sabrina Sent: Monday, March 25, 2024 2:29 PM To: Blasko, Regina; Brock, Margie; DeChance, Paul; Flatley, Martin; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McGivney,Julie; Noncarrow, Denis; Norklun, Stacey; Orientale, Michael; Squicciarini, James; Stype,John Subject: NSCA 4th of July Parade Attachments: New Suffolk Civil Assoc._20240325142137.pdf Please provide approval/disapproval and cost analysis, 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: New Suffolk Civil Assoc._20240325142137.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 Town of Southold Police Department Special Event Cost Analysis Event: New Suffolk Civic Assoc July 4th Parade Date(s): July 4, 2024 Location: New Suffolk Area Patrol Allocation for Event Reg Hours OT Hrs Hrly Wage Total Comments °Police Officers P.O. Fedun 1.5 $63.30 Sgt. Garcia 1.5 $137.10 S ecial Pafirol Reg Hours OT Hrs Total Comments CRU P.O. Chenche 1.5 $108.78 ',Bicycle Patrol �K-9 Unit Highway Patrol P.O. Onufrak 1.5 $116.86 P.O. Flatley 1.5 $116.86 Marine Units if,"Fa fficControL �' =� Reg Hours OT Hrs Hrly Wage Total Comments TC Officer#1 1.5 $19.11 $28.66 TC Officer#2 1.5 $19.11 $28.66 TC Officer TC Officer TC Officer Equi merit Costs PD Vehicles #of vehicles $/hr Total 6 $10.00 $150.00 $90.00 Command Van Marine Patrol Boats Total Department Cost for Event = $690.22 Prepared by Chief M. Flatley 3/25/2024 Page 1 Noncarrow, Denis From: Flatley, Martin Sent: Monday, March 25, 2024 3:22 PM To: Born, Sabrina; Blasko, Regina; Brock, Margie; DeChance, Paul;Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McGivney,Julie; Noncarrow, Denis; Norklun, Stacey; Orientale, Michael; Squicciarini,James; Stype,John Subject: RE: NSCA 4th of July Parade Attachments: SE New Suffolk July 4 Parade2024nosalary.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 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(1)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(lii)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: Monday, March 25, 2024 2:29 PM To: Blasko, Regina<rblasko@town.southoId.ny.us>; Brock, Margie<margaretb@southoldtownny.gov>; 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>; Noncarrow, Denis <denisn@southoldtownny.gov>; Norklun, Stacey<Stacey.Norklun@town.southold.ny.us>; Orientale, Michael <michaelo@southoldtownny.gov>; Squicciarini,James<jacks@southoldtownny.gov>;Stype,John <johnst@southoldtownny.gov> Subject: NSCA 4th of July Parade Please provide approval/disapproval and cost analysis, if any. Thank you, SaA"4waw Sabrina M. Born Sub-Registrar& Deputy Town Clerk Senior Account Clerk Southold Town Clerk's Office 53095 Route 25 i 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: New Suffolk Civil Assoc._20240325142137.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. I 2 Town of Southold P.0 Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 03/25/24 Receipt#: 324612 Quantity Transactions Reference Subtotal 1 Event Fee 7/4/2024 NSCA $250.00 1 Clean-Up Deposit 7/4/2024 c/u $250.00 Total Paid: $500.00 Notes: Payment Type Amount Paid By CK#128 & 129 $500.00 New, Suffolk Civic Assoc. Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: New, Suffolk Civic Assoc. P 0 Box 642 New Suffolk, NY 11956 Clerk ID: SABRINA Internal ID:7/4/2024 NSCA Vendor No. Check:.Q": Town of Southold, New York - Payment Voucher Vendor Name Vendor Address . :.... . :............................ ........ .. .. ......................... ..... � n f � G(_— d 5 ............................................... . .......... Vendor Telephone Number Vendor Contact Invoice Invoice Invoice Net Purchase Order Discount Amount Claimed Number Description of Goods or Services 'Gene a aed"cifFund'aii&AccounY,....-tier :,:. Number Date TotalP g.................................................... ...................... OF944 Par U r ux�Y� .. ... ::::::::::::.::::::::::.:::::::::::::.::.::..........: .:.:....... ::::.:... 50 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. Sign tle bt011A Tlo Signatur 14 &ate �j ]�Company Name Date Title W r � d-r �sdticit�:. r r2,outhold Town Board- Letter Board Meeting of July 16, 2024 RESOLUTION 2024-637 Item # 5.22 ADOPTED DOC ID: 20434 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-637 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JULY 16, 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, Steve Grattan, 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 Lions Club 2/15/2024 $250.00 Attn: Joseph Doorhy 1125 Ole Jule Lane Mattituck,NY 11952 Oysterponds Historical Society 4/23/2024 $250.00 Attn: Melissa Groeneveld PO Box 70 Orient, NY 11957 New Suffolk Civic Assoc. 3/25/2024 $250.00 PO Box 642 New Suffolk,NY 11956 Southold Village Merchants 3/13/2024 $250.00 c/o Joan Tyrer PO Box 1356 Southold,NY 11971 Cutchogue-NS Free Library 2/21/2024 $250.00 c/o Rosemary Winters PO Box 935 Cutchogue, NY 11935 Church of the Harvest 5/8/2024 $250.00 Generated July 18, 2024 Page 38 Southold Town Board - Letter Board Meeting of July 16, 2024 c/o Pastor James Whelen PO Box 1086 Riverhead, NY 11901 Mattituck Chamber of Commerce 6/12/2024 $250.00 c/o Kelly Fogarty PO Box 311 Mattituck,NY 11952 Denis Noncarrow Southold Town Cleric RESULT: ADOPTED [UNANIMOUS] MOVER: Louisa P. Evans, Justice SECONDER:Jill Doherty, Councilwoman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans Generated July 18, 2024 Page 39