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HomeMy WebLinkAboutChurch of the Harvest Jubilee TC Checklist for Parade/5K*/Bicyc1e*/Town Property/Road C I Closure Special Events Applications Name of Organization: 1( J Name of Event: V J 1 Date(s) of Event: 3 *No 5K and Bicycle events during the period of June 1 to Novem er 1* Event 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.: PD Hwy /J/ Land Pres. TA Records Mngmnt/TC T JApproval from Chief of Police Cost Analysis from Chief of Police Approval from Land Preservation / Approval from Highway Dept. TB-Resolution for approval (once approval and cost analysis comes from Chief of PD) Town Board Reso. #: 02�{' y Approval 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. #: �a► 3 T Voucher and copy of TB clean-up Reso. to Accounting Dept. Y Whole application file to Records Management(include copy of voucher&reso.) Southold Town Board - Letter Board Meeting of May 21, 2024 61;°5° "`° RESOLUTION 2024-442 Item 4 5.8 1 Qom° ADOPTED DOC ID: 20253 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-442 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MAY 21, 2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission and authorizes the Town Clerk to issue a Special Events Permit to the C1h ch'of the arvest 4 o hold a ubilee at Strawberry--Fields[ for various North Fork churches at Strawberry Fields on Fri-ay, fly 1-2t11 for se up l ougli Satur ao, July P3 22024bfrom 10:00 am to 4:00 pm,provided applicant meets all of the requirements as iste in the Town Policy on Special Events and Use of Recreation Areas and Town Roads. All fees shall be waived. Applicant is to go over event with Captain Grattan as soon as approval is done. �L ��t.•a Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Brian O. Mealy, Councilman SECONDER:Anne H. Smith, Councilwoman AYES: Doroski, Mealy, Smith, Krupski Jr, Evans ABSENT: Jill Doherty Generated May 22, 2024 Page 23 DENIS NONCARROW �� �� Town Hall,53095 Main Road TOWN CLERK ® P.O. Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS ® Fax(631)765-6145 MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER Telephone(631)765-1800 FREEDOM OF INFORMATION OFFICER www.southoldtownny.gov OFFICE OF TIIE TOWN CLERK TOWN OF SOUTHOLD May 23, 2024 Pastor James Whelan Church of the Harvest PO Box 1086 Riverhead,NY 11091 Dear Pastor Whelan: The Southold Town Board, at its regular meeting held on May 21, 2024, granted permission to Church of the Harvest to hold its Jubilee on July 12 & 13, 2024 at Strawberry Feilds. .A certified copy of this resolution is enclosed along with the Town of Southold Policy for Special Events on town Properties and Roads. Failure to heed the policy may result in the loss of Clean-up deposit. An insurance policy naming the Town of Southold as additionally insured has been filed with this office. Applicant must comply with all executive orders of the State of New York. Please contact Captain Grattan at the Police Department, as soon as possible, to coordinate traffic control. If you have any questions please contact me at the Town Clerk's office at 631-765-1800. Good Luck with your event. Sincerely, Lynda M Rudder Deputy Town Clerk enc 1 4guFF � DEIVIS'NONCARROW �� ► y Town Ball,53095 Main Road TOWN CLERK,. p P.O.Box 1179 y W. Southold,New York 11911. REGISTRAR OF VITAL STATISTICS .F Fax(631).765-6145 - MARRIAGE OFFICER - ;y �.' RECORDS MANAGEMENT OFFICER Qj. aQ Telephone(631)765=1800 FREEDOM:OF INFORMATION OFFICER -- ' www.soiitholdtownny.gov RECEIVED OFFICE OF:THE TOWN.CLERK TOWN.'OF SOUTHOLD MAY - 8 2024 APPLICATION-FOR A PERMIT TO HOLD A .SPECIAL E'Vj9NT Southold7OWn Clerk Please provide AtLof the information requested Below.Incomplete applications WILL NOT be reviewed. h Date of Submission M $ a Name of Event Name bf:Organization:. C V"{�c- ^ O Is this allot-For-Profit Event? es o )�C S Contact's Name: Q�S'CO(' averts Ls���\ GYM l_ Mailing Address: B a rX 0 w cx' Chv�e� Contact's Phone Number: s Co— O C% — Contact's Email Address: Event.Location and Site Diagram:. �!)e.S y 4 \.cA As (Use additional paper if necessary) Event Dates):: l�s�. 13 G v (Include set up a1nd s1hutdown times and dates) Nature of Event: 'Z'v q \ Cam— e,.'T S`T�A-W ��-f C �-� S - (Please attach a detailed description to this application) Time Period(Hours)of Event: - From 1 0 w.to W p rep Maximum Number of,Expected Attendees:- 1 is 0 Specify any special requirements(i.e. road closure,.police presence): 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: ��V Q.� 6 'l;�c A es V'eS i t� c� K 096 Y. \ \,S01 Y. Event Fees: i $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.ev nts ..CERTIFICATE,OF INSURANCEREOUIRED:_ 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. 0 R CNN -Print name of Authorized Person filling out Signature of Authorized a on 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 C�R� a ez, � � � � � S DATE(MM/DD/YYYY) ACORN® CERTIFICATE OF LIABILITY INSURANCE 1164� 1 04/22/2024 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 endorsement(s). PRODUCER NAME:CT Church Mutual Insurance Company,S.I.. Church Mutual Insurance Company,S.I. PHCNNE : 1-800-554-2642 ac No: •855-264-2329 3000 Schuster Lane ADDRESS: customerservice@churchmutual.com P.O.Box 357 INSURERS AFFORDING COVERAGE NAIC IF Merrill WI 54452 INSURERA: Church Mutual Insurance Company,S.I. 18767 INSURED INSURER B: CHURCH OF THE HARVEST INSURERC: 572 RAYNOR AVE INSURER D: INSURER E: RIVERHEAD NY 11901-2965 INSURERF: 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 ADDLTYPE OF INSURANCE ium SUBR POLICPOLICY NUMBER MM DDY EFF POLMMIDD EXP LTR LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DA AGE To CLAIMS-MADE �OCCUR PREM SES Ea occurrence $ 1,000,000 MED EXP(Any one person) $ 10,000 A Y N 0230516 02-636572 11/30/2023 11/30/2024 PERSONAL&ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000 X JECT POLICY PRO LOC PRODUCTS-COMP/OPAGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ea accident ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY Per accident $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED I I RETENTION$ $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY YIN STATUTE I ER ANYPROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $ ElOFFICERIMEMBEREXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached If more space is required) In compliance with written contract,agreement or permit requirements,certificate holder is an additional insured under the policy.A267.1 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. PO Box 1179 AUTHORIZED REPRESENTATIVE 53095 Rt.25 -f ,, , p o- ��IAM Southold NY 11971 IN►`� ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Noncarrow, Denis To: Special Events PD Cc: Douglass,Janet Subject: Harvest Church Special Event Attachments: Harvest_20240508110902.pdf Please see attached.And Comment as needed. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn@southoldtownny.aov 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. Noncarrow, Denis From: Flatley, Martin Sent: Wednesday, May 8, 2024 11:52 AM To: Noncarrow, Denis; Blasko, Regina; DeChance, Paul; Goodwin, Dan; Grattan, Steven; Mudd, Jennifer; Norklun, Stacey; Orientale, Michael; Born, Sabrina Cc: Douglass,Janet Subject: RE: Harvest Church Special Event have no objections to this event being approved. If the sponsors are referring to the "East Entrance" as the paved access to the fields in the middle of the property,we will be barricading off the median cutout on Rt.48 directly across from the entrance to prevent eastbound vehicles on Rt.48 from making left turns at this location into the entrance. We do this for the Strawberry Festival as well as is creates a dangerous condition for eastbound Rt.48 traffic. 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:Wednesday, May 8, 2024 11:05 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>; Noncarrow, Denis <denisn@southoldtownny.gov>; Norklun, Stacey<Stacey.Norklun@town.southold.ny.us>; Orientale, Michael <michaelo@southoldtownny.gov>; Born, Sabrina <sabrina.born@town.southold.ny.us> Cc: Douglass,Janet<janetd@town.southold.ny.us> Subject: Harvest Church Special Event Please see attached.And Comment as needed. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn@southoldtownny.aov 631-765-1800 1 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. 2 Noncarrow, Denis From: McCullough, Lillian Sent: Thursday, May 16, 2024 9:15 AM To: Born, Sabrina Cc: Noncarrow, Denis; Rudder, Lynda Subject: RE: Harvest Church Special Event Hi Sabrina, No comment from me, as this is not taking place on preserved land.Thanks! Cheers, Lilly From: Born,Sabrina <sabrina.born @town.southo Id.ny.us> Sent:Tuesday, May 14, 2024 9:55 AM To: McCullough, Lillian<lillianm@southoldtownny.gov> Cc: Noncarrow, Denis<denisn@southoldtownny.gov>; Rudder, Lynda <lynda.rudder@town.southold.ny.us> Subject: FW: Harvest Church Special Event Please see event to be held at Strawberry Fields. From: Noncarrow, Denis<denisn@southoldtownny.gov> Sent:Wednesday, May 8, 2024 11:05 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.goy>; Grattan, Steven <sgrattan@southoldtownny.gov>; Mudd,Jennifer<iennifer.mudd@town.southold.ny.us>; Noncarrow, Denis <denisn@southoldtownny.gov>; Norklun, Stacey<Stacey.Norklun@town.southold.nv.us>; Orientale, Michael <michaelo@southoldtownny.gov>; Born,Sabrina <sabrina.born @town.southold.ny.us> Cc: Douglass,Janet<ianetd@town.southold.nv.us> Subject: Harvest Church Special Event Please see attached.And Comment as needed. 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 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 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 05/08/24 Receipt#: 327059 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 7.13.2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#80194 $250.00 Harvest, Church Southold Town Clerk's Office 53095 Main Road,, PO Box 1179 Southold, NY 11971 Name: Harvest, Church P O Box 1086 Riverhead, NY 11901 Clerk ID: DENISN Internal ID:7.13.2024 Vendor No. ................:.... .............:...... . Town of Southold New York Payment ment Voucher Vendor Name Vendor Address Vendor Telephone Number q N 1141 o � Vendor Contact ... .......................:..:.. ............... Invoice Invoice Invoice Net Purchase Order Number Date Total Discount Amount Claimed Number Description of Goods or Services ::General L.ddger Fund and'Account:Nuniber:: � Q r y �:�.ai:�;:i�i:�,�.:�iii��::,��. �oay 3 � 50-- a 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 77 //�� Signatur/"4,�L-W�)—� n !� Company Name Date { Of Ulfi I -NWA7 Date T ®C 3p5,6en.t�o`' `fjouthold Town Board- Letter Board Meeting of July 16, 2024 A fp .OZ' 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