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HomeMy WebLinkAboutCutchogue-NS Free Library - Summer Kick Off Concert TC Checklist for Parade/5KY/Bic cle*/Town Property/Road Closure Special Events Applications Name of Organization: CM#*nV-A,-- r,S r"4/ LI braly- Name of Event: SAA4jAAyk.,W1" C,��1�.Q.� l Date(s) of Event: 1151a� *No 5K and Bicycle events during the period of June 1 to November P JEvent fee check(or request to be waived) ./ Road clean-up check (CANNOT BE WAIVED) Current Insurance certificate Application sent for approvals to the following Depts.: J J PD _Hwy Land Pres. TA Records Mngmnt/TC y Approval from Chief of Police y Cost Analysis from Chief of Police JApproval from Land Preservation I Approval from Highway Dept. U TB Resolution for approval (once approval and cost analysis comes from Chief of PD) Town Board Reso. #: 01-0 d`� 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. #: 90 day-(P3q- n Voucher and copy of TB clean-up Reso. to Accounting Dept. Whole application file to Records Management (include copy of voucher& reso.) RESOLUTION 2024-191 ADOPTED DOC ID: 20006 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-191 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON FEBRUARY 27,2024: RESOLVED that the Town Board of the Town of Southo d hereby grants permission to the Cutcho ue=New Suffolk ' ee:Libra _":to hold its�Summer_Kick Off Coneert on the�Villa' e kGreeit Cutcho ue on Frida`,l Jul 5th '2024�from 05:00 PM to 7:00 PM rovided they file a Certificate of Liability Insurance naming the Town of Southold as addition insured for two million dollars and comply with all the conditions of the Town's Policy for Special Events on Town Properties. Library to contact Chief Flatley to plan event. Permission is for this year only as all events are reviewed every year. 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 -VC4-)t •j. 5P ELIZABETH A.NEVILLE,MMO Town Hall,53095 Main Road TOWN CLERK ex �a 1179 i � �; r �;... --`� P.O.Box Southold,New York 11971 REGISTRAR OF VITAL STATISTICS n t .. Fax(631)765-6145 MARRIAGE OFFICER ^ f � Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER �, � www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD F EB 21 2024 APPLICATION FOR A PERMIT TO BOLD A Southold Tcwn Clerk SPECIAL EV19NT Please provide ALIT,of the)information requested below.Incomtilete applications WILL NOT be revjewed. Date of Submission RL;21'4A 10 Name of Eventtll't)1)1�r'` XiCk(} lt'fJ()l +T Name of Organization: t'i Ci t��U() ,4;Pf 1}.Si► (11�.Ree Llhztq Is this a Not-For-Profit Event?Yes/No t 5 Contact's Name: RaVYi{ILU, Njlnkr� Mailing Address: Plr1. 1-�UX ' q?5 , C'W1141(jL0 kN Contact's PhoneNtimber: _U251- ' i`'- tt}L Contact's,EmailAddress; Event Location and Site Diagram. V I igge Cjgpen t1 j 0i' k0ad -J CC VS tjW4 (ell1 s .i tiYY! fnG(L1C(1���� (Use additional paper if necessa� ry)' EventDate(s): 1t04 S' t a,Qz�q (� e'1 1 SEpg1 C�V2l�}�"5-�-arf ' iom eyenl.ety,,6 (Include set p and shutdown times and dates) NatureofEvent:_CUnUYF '}(1 j?QL]In 5L.IY>7VYer t'2C((:�it�C� (Please attach a detailed description to this application) Y Time ,Period (MOW-S)of Event: From Lr_ to ripen Maximum Number of Expected Attendees: W X1 YY3(,4 M O�- 3Q 0 ° Specify any special requirements(i.e. road closure, police presence)-, Road CL16V o • , If a Tent or other temporary structure will be used please contact the Southold Town Building Department at 631-765-1802 N I R Mailing Address to Send Event Permit to: 61-4-01li W WW E W-V K Ftet' L1 bk-&N, pry. _13S _vffln R0S6MGtq ttij)rt+e rS t Event.Fees: _x S250.for events with less than 1000 expected attendees VQegg.2QS4-rj(,o v8nf -ree-10 YJZ'vV6(1 Ved- $500;for events with.1000 or more expected attendees Clean-up Fees (Can NOT be waived): L]bv?Alj . iviq' W I I f_e,r-1'0rm CUit(n $1,500.00 Clean-up.for Bicycle and/or Running Special events(.ONLY) 7l 'S250 or more,Clean-up deposit all other events C11:]�T IFZCA` E,-Or.I'"�T�SURANCE RE )UH M: Not less than V,000,0:00 naming theTown,of To of Sopthold,as an additional insured. nfiifRC I G . ***l 0M.. PLEASE SEE.ATTACHED REVISED ADOPTED TOWN POLICI. "x - Additional information and requirements may be required as deemed necessary by the Town Board. L pl Print name ogAuthorized Person filling but Srtu"aohrizA4ioilling 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 Policv 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,than 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 fitture. 6. Failure to comply with any condition of approval may result in revocation ofapproval .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 ofthe 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 t 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: l. 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'notthrow 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. 4 >tis'r Client#:83219 CUTCNEW ' DATE(MM/DD/YYYY) AC®R®T. CERTIFICATE OF LIABILITY INSURANCE 2/21/2024 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 any rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Commercial Support Edgewood Partners Ins.Center PHONE 631-390-9700 FAX AIC,No,Ext: A/C,No): 40 Marcus Drive E-MAIL NEcertificates a icbrokers.com 3rd Floor ADDRESS: pINSURER(S)AFFORDING COVERAGE NAIC# Melville, NY 11747-2647 INSURER A:Utica National Insurance Co of Ohio 13998 INSURED INSURER B:Utica National Assurance Company 10687 Cutchogue New Suffolk INSURER C P.O. Box 935 INSURER D: Cutchogue,NY 11935 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 CONTRACTOR 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 ADDL SUER POLICY EFF POLICY EXP INS TYPE OF INSURANCE INSR WVD POLICY NUMBER MM/DDIYYYY MM/DD/YYYY LIMITS A X COMMERCIAL GENERAL LIABIL ITY Y CPP3674358 09/01/2023 09/01/2024 EACH OCCURRENCE $1,000,000 CLAIMS-MADE 7 OCCUR PREMISESOEa occur°nce $500,000 MED EXP(Any one person) $15,000 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: i GENERAL AGGREGATE $2,000,000 X POLICY JECT LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: $ A AUTOMOBILE LIABILITY 5054391 09/01/2023 09/01/202 (CEO,acc.,d.nISINGLE LIMIT $1,000,000 ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE X AUTOS ONLY X AUTOS ONLY Per accident $ $ A X UMBRELLA LIAB IV OCCUR CULP3674359 9/01/2023 09/01/2024 EACH OCCURRENCE $5 000 000 EXCESS LIAB CLAIMS-MADE AGGREGATE $5 000 000 DED I X RETENTION$10000 $ B WORKERS COMPENSATION 4540960 09/01/2023 09/01/202 X PER oTH- AND EMPLOYERS'LIABILITY STA ER Y/N ANY PROPRIETOR/PARTNERIEXECUTIVE E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? � N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) RE: Event Time:July 5,from 5:00-7:00pm. Project Location:27320 Route 25,Cutchogue NY 11935 The following are included as additional insureds for general liability coverage as required by written contract. Certificate holder and Village Green/Cutchogue-New Suffolk Historical Council, Route 25 at Cases Lane, PO Box 714,Cutchogue,NY 11935. CERTIFICATE HOLDER CANCELLATION The Town of Southold SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 53095 Route 25 ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 1179 Southold, NY 11971 AUTHORIZED REPRESENTATIVE I � - ©1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) 1 of 1 The ACORD name and logo are registered marks of ACORD #S6350204/M5779228 NVE02 Suffol'.Free Libfary F" Overflow Am Old H(,ljSe a " Nmaftl Evens Axc-a S . . . G I Noncarrow, Denis From: Flatley, Martin Sent: Friday, February 23, 2024 12:07 PM To: Noncarrow, Denis; Blasko, Regina; DeChance, Paul; Goodwin, Dan; Grattan, Steven; Mudd,Jennifer, Mirabelli, Melissa; Norklun, Stacey; Orientale, Michael; Born, Sabrina; Spiro, Melissa Subject: RE: Cutchogue Library event.7/5/2024 Attachments: Summer ConcertCA2024.xls I have no objections 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(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, February 23, 2024 11:57 AM 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>; Mirabelli, Melissa <melissa.mirabelli@town.southold.ny.us>; Noncarrow, Denis<denisn@southoldtownny.gov>; Norklun,Stacey <Stacey.Norklun@town.southo Id.ny.us>; Orientale, Michael<michaelo@southoldtownny.gov>; Born,Sabrina <sabrina.born@town.southold.ny.us>; Spiro, Melissa<Melissa.Spiro@town.southold.ny.us> Subject:Cutchogue Library event. 7/5/2024 Please check and let us know. Thank you 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 1 J �$ w 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. 2 Town of Southold Police Department Special Event Cost Analysis Event: Cutchogue New Suffolk Library Summer Kick-off Concert Date(s): July 5, 2024 Location: Village Green, Cutchogue Pafrol.Allocation for Event. . �E • , ", x Reg Hours OT Hrs Firly Wage-7 Total Comments Pol ce"Officers` S.pecialPatcol; Reg Hours OT Hrs Total Comments B ci ycle Pa rot 1" T� kK-9 Unit Higliway'Pat'rol ,MaGIn �UnitS�;tr"'�" LT Left c Control ; " .y,.-�� ..• - Reg Hours OT Hrs Hrly Wage Total Comments TC Officer#1 3 $19.11 $57.33 TC Officer#2 3 $19.11 $57.33 TC Officer TC Officer TC Officer ;Equipment Costs `_ ;> PD Vehicles #of vehicles $/hr Total 2 $10.00 $60.00 $60.00 Command Van Marine Patrol Boats Total Department Cost for Event = $174.66 Prepared by Chief M. Flatley 2/23/2024 Page 1 DENIS NONCARROW ti� G.j, Town Hall,53095 Main Road TOWN CLERK p - P.O.Box 1179 y = Southold,New York 11971 REGISTRAR.OF VITAL STATISTICS O • ` Fax(631)765-6145 MARRIAGE OFFICER 'yifJOl �a0� Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD February 27, 2024 Rosemary Winters Cutchogue New Suffolk Library P.O. Box 935 Cutchogue New York, 11935 Dear Rosemary The Southold Town Board, at its regular meeting held February 28th, 2024, granted permission to The Cutchogue-New Suffolk Library to told its Summer Kick off Concert on Friday, July 5tn, 2024 from 5:00 pm to 7:00pm. 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 your event. S' cer y, Denis Noncarrow, Town Clerk Enc. Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 02/23/24 Receipt#: 323254 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 7.5.2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#411 $250.00 Cutchogue, - New Suffolk Free Library Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Cutchogue, - New Suffolk Free Library Po Box 935 Cutchogue, NY 11935 Clerk ID: DENISN Internal ID:7.5.2024 :.. .......................::::::::::..:::: .::: Vendor No. Elieck'.IVa :::::::::::::::':'::: .............................................................. Town of Southold, Y New York - Payment Voucher Vendor Name Vendor Address Erife ed by ; ... ; ; ,'.;':, :• ............... I�U 3 tudar Date Vendor Telephonetuber f - ,�t I( ';'::.:'::.':;?i:::i;'(`•.ii::iF`i."":. ` '.,..:'': `: J lX f tl l ! Town ...................... ..... . ...... Vendor Contact ::::::..:.:::::::.::.:..:................. :::....:::.....:... �OGj 1 Invoice ldvoice. Invoice Net Purchase Order Number Date Total Discount Amount Claime Number Description of Goods or Services GerieiaE l edger Fund ap..Acebiiiit t Fiimber::;:`. RIX14-U37 `$2,50— 5wmntitr u►c,k of 'Z.::0. :::3 :. er u C� � �'� . ' ` ` ` `I _ a '�' � `'° ........ .... T� a�o-- 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. Signa r C tt e V Signatur Company Name Date B� Title_ „wry Vr Date r "SyFcp•F",, i G%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