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HomeMy WebLinkAboutSouthold Village Merchants - 4th of July Parade TC Checklist for Parade/5K1/Bicycle*/Town Property/Road Closure Special Events Applications Name of Organization: S6V+61d 4"f Name of Event: 0 I JjdtA Date(s) of Event: .1 N/�Y *No 5K and Bicycle events during the period of June 1 to November 1* JEvent fee check (or request to be waived) Road clean-up check(CANNOT BE WAIVED) JCurrent Insurance certificate Applliiation sent for approvals to the following Depts.: V 1 / C PD � H Land Pres. V TA Records Mngmnt/T Hwy V Approval from Chief of Police V 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. #: 6a-q—o?-D g Approval letter to Organization's contact person w/copy of TB resolution After Event: Confirmation from Chief of PD to release clean-up fee JTB Resolution to refund clean-up fee TB Clean-up Reso. #: 9Vaq`C�3 Voucher and copy of TB clean-up Reso. to Accounting Dept. Whole application file to Records Management (include copy of voucher& reso.) i i Southold Town Board - Letter Board Meeting of March 15,2024 so�soriotr'� / RES LUTION 2024-288 Item# 5.24 ADOPTED cE OC ID: 20094 I THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-288 AS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARE ON MARCH 26, 202i4: RESOLVED that the Town Board oft e Town of Southold hereby grants permission to It VillaaelMQr_chants or their Annual 4111-of Jul -Parfrde in So h It ou d�on Thu Iday. C�Tule 2Q24 be innin at M- 0 noon from Boisseau Avenue to Tuckers Lane along oute 25,provided they closely adhere to the own's policy regarding Special Events. All fees associated with this event have been waved with the exception of the clean-up deposit. osit. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMQUS] MOVER: Brian O. Mealy, Council an SECONDER:Anne H. Smith, CouncilToman AYES: Do loski, Mealy, Smith, upski Jr, Doherty, Evans i I I Generated March 27, 2024 � P e 47 I DENIS NONCAR ,OW �® E3"R ' Town Hall,53095 Main Road P.O.Box 1179 TOWN CLERK M Southold,New York 11971 s REGISTRAR OF VITAL STATISTICS k? Fax(631)765-6145 MARRIAGE OFFICER �o� ®�' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER � FREEDOM OF INFORMATION OFFICER www.southoldtownny.gov RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD VAR 13 2024 APPLICATION FOR A PERMIT TO HOLD A Southold Town Clerk SPECIAL EVLNT Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission / ' 1 01 C�N D r Name of Event Name of Organization: V Is this a Not-For-Profit Event?Yes/l�- Contact's Name: !; Mailing Address: Contact's Phone Number: . Cf,!��Yj d n Contact's Email Address: J f ) P C+L I C) Event Location and Site Diagram: kr� l S�eL l�P Z5� y 5, "-A, (Use additional paper if necessary) Event Date(s): (Include set up ands down times and dates) Nature of Event: P CAI 7 C)L -- (Please attach a detailed description to this application) Time Period (Hours) of Event: From to J Maximum Number of Expected Attendees: Specify any special requirements (i.e. road closure, police presence): c 1 0 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: / Q� 3� AgA Event Fees: P $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. e'19 ***NOTE: PLEASE SEE ATTACHED REVISED, ADOPTED TOWN POLICY*** Additional information and requirements may be required as deemed necessary by the Town Board. FK Print name of Authorize Person filling out Si ature of Authorized Pe son 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 DATE(MM/DD/YYYY) -r CERTIFICATE OF LIABILITY INSURANCE 03/13/2024 l 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 be endorsed. If SUBROGATIONIS 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 NAME: MCMANN PRICE AGENCY INC PHONE (631)477-1680 FAX 12120205 (A/C,No,Ext): (A/C,No): 828 FRONT STREET E-MAIL ADDRESS: GREENPORT NY 11944 INSURER(S)AFFORDING COVERAGE NAIC# INSURERA: Hartford Fire Insurance Company 19682 INSURED INSURER B: THE NORTH FORK CHAMBER OF COMMERCE INSURERC: PO BOX 1415 SOUTHOLD NY 11971-0938 INSURERD: 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 ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS D (MMIDDIYYYYi COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $2,000,000 CLAIMS-MADE OCCUR DAMAGE TO RENTED $300,000 1XI PREMISES(Ea occurrence) X General Liability MED EXP(Any one person) $10,000 A I X 12 SBA BH8373 11/25/2023 11/25/2024 PERSONAL&ADV INJURY $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $4,000,000 POLICY❑PRO- FX�LOC PRODUCTS-COMP/OP AGG $4,000,000 JECT OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT accident) ANY AUTO _ BODILY INJURY(Per person) ALL OWNED SCHEDULED AUTOS AUTOS BODILY INJURY(Per accident) HIRED NON-OWNED PROPERTY DAMAGE AUTOS AUTOS (Per accident) UMBRELLA LIAB OCCUR EACH OCCURRENCE EXCESS LIAB CLAIMS- AGGREGATE MADE DED RETENTION$ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY STATUTE I ER ANY YIN E.L.EACH ACCIDENT PROPRI ETOR/PARTNERIEXECUTIVE OFFICERIMEMBER EXCLUDED? NIA E.L.DISEASE-EA EMPLOYEE (Mandatory In NH) If yes,describe under E.L.DISEASE-POLICY LIMIT DESCRIPTION OF OPERATIONS below I I F_ DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Those usual to the Insured's Operations.Certificate holder is an additional insured per the Business Liability Coverage Form SS0008,attached to this policy.RE:ln regards to July 4,2024 parade in the hamlet of Southold. CERTIFICATE HOLDER CANCELLATION Town Of Southold SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED PO BOX 1179 BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED SOUTHOLD NY 11971-0959 IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Town of Southold Police Department Special Event Cost Analysis Event: Southold Village Merchants July 4th Parade Date(s): July 4, 2024 Location: Southold Village Patrol Allocation for Event Reg Hours OT Hrs Hrly Wage Total Comments 'Police officers Sgt. Garcia 2.5 $228.60 PO Bogden 2.5 $185.70 PO DiVello 2.5 $132.25 S ecial Patrol Reg Hours OT Firs Comments CRU PO Chenche 2.5 $1,81.30 PO Sanders 2.5 $181.30 ;Bicycle Patrol 'K�9 Unit Highway Patrol PO Onufrak 2.5 $193.00 PO Flatley 2.5 $194.77 Marine Units Traffic Control EWA Reg Hours OT Hrs Hrly Wage Total Comments TC Officer#1 2.5 $19.11 $47.77 TC Officer#2 2.5 $19.11 $47.77 TC Officer#3 2.5 $19.11 $47.77 TC Officer TC Officer (Equipment Costs PD Vehicles #of vehicles $/hr Total 10 $20.00 $250.00 $500.00 Command Van Marine Patrol Boats Total Department Cost for Event = $1,940.13 Prepared by Chief M. Flatley 3/13/2024 Pagel o�Og0FF0��-co DENIS NONCARROW ti� G.f, Town Hall,53095 Main Road TOWN CLERK p - P.O.Box 1179 ti Z Southold,New York 11971 REGISTRAR OF VITAL STATISTICS O Fax(631)765-6145 MARRIAGE OFFICER O aQt' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER 1 '�► www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD March, 27, 2024 Joan Tyrer Southold Village Merchants. Post Office 766 Southold,New York 11971 Dear Joan, The Southold Town Board, at its regular meeting held March 26th, 2024, granted permission to the Southold Village Merchants to hold the 41h of July Parade on Thursday, July 41h 2024 . 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 contact Captain Grattan at the Southold Town Police Department as soon as possible, to coordinate traffic control. If you have any further questions,please do not hesitate to contact the Town Clerk's office at (631) 765-1800. Best of luck with yo event. S' cerel Denis Noncarrow, Town Clerk Enc. Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 03/13/24 Receipt#: 324099 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 1 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#158 $250.00 Southold Village Merchants Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Southold Village Merchants Pob1356 Southold, NY 11971 Clerk ID: DENISN Internal ID: 1 Vendor No. Town of Southold, New York - Payment Voucher Vendor Name Vendor Address :;. Vendpr Telephone Number - i- �-t�5 g5oa out 61 N I q� T4wl:C::::�: .:::::::...:..:.:..... Vendor Contact jac .�I' rvr Invoice -'invoice Invoice Net Purchase Order Amount Claimed Number Descri tion of Goods or Services .' GerieraY l ed"'erEuridaridAccourif`1�Eunilier:: Number Date Total Discount p E:.....................g............................................ . ...................... r I off' 7$at50- ... .. 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. Signaur-'L eCY / Signatur ✓e- �y Company Name Date716 Title Oi ate 4 '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 Clerk 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