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HomeMy WebLinkAboutMattituck Chamber of Commerce - Old Fashioned Street Fair Z, TC Checklist for Parade/5K*/Bicycle*/Town Property/Road Closure Special Events Applications Name of Organization: j,-}---� LPL u'u�1Mb-C,/ oT tOK&tA gg6c c Name of Event: �Y Date(s) of Event: *No 5K and Bicycle events durinj4 the period of June 1 to November 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 ✓Land Pres. ✓ TA Records Mngmnt/TC V Approval 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. #: �(0 0_0 ✓550� Approval letter to Organization's contact person w/copy of TB resolution After Event:/ Confirmation from Chief of PD to release clean-up fee 'V TB Resolution to refund clean-up fee TB Clean-up Reso. ,/ Voucher and copy of T$ clean-up Reso. to Accounting Dept. Whole application file to Records Management (include copy of voucher& reso.) DENIS NONCAIiROW �� ��� Town Hall,53095 Main Road TOWN CLERK ® x , 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 RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD JUN 12 2024 APPLICATION FOR A PERMIT TO HOLD A Southold Town Clerk SPECIAL EV-tNT Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission (Q/12'Z q Name of Event t)I cA Fas h i Wl,ed S-1ree-r F Ll r Name of Organization: M C-+- 1+JCk, Char" b er of Corn rr e -c e, Is this a Not-For-Profit Event?(ONO Contact's Name: Kyi I Li J . Foq a r r y —r Mailing Address: PD &o x 3 1 t (Yla.++ +LtC,/1,.) A� 1 1135 Z Contact's Phone Number: (0 3 1 - 2. 5 2 - 5(o t L Contact's Email Address: ke,l ty @ K -T r- c,PA . Corn Event Location and Site Diagram: ®�A &v nj- A -y e. I Lov e, Ln f UJ es r ,p ha,l t.A (Use additional paper if necessary) Event Date(s): -1 113 I Z q (D , 30 PM - 5 % 00 em (Include set up and shutdown times and dates) Nature of Event: crak-4- -P-w, r- (Please attach a detailed description to this application) Time Period (Hours) of Event: From g y}r,n to Li P m Maximum Number of Expected Attendees: 4400 Specify any special requirements (i.e. road closure, police presence): C'o a.ck 01 o 5care ` 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: PC) (50x. 3 6 i �++► 1•�Oki Event Fees: $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. ***NOTE: PLEASE SEE ATTACHED REVISED, ADOPTED TOWN POLICY*** Additional information and requirements may be required as deemed necessary by the Town Board. Print name of Authorize Person filling out Signature of huthbfizeM Person Mlingo application application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. 2 z Vendor ParkiqgAf r. a ~ • �59 YQ....,r o GyP ark 'nis lot C: Sink; 33 =r Public Toilets t� ' , .. - M ... S - - . ,41 Spaces 40paces G7 1..... .._____._,.,-___,...._ ..,,:.>.,__ .. _ o...,zY--..w. ................... ._._..-..',?" �.... -- - ,..--_._.. - ,........... is , Sou vle Spaces -..,.. Sp : ' 14® 68 Senior Center = ;. Town,of Southold Police Department Special Event Cost Analysis Event: Mattituck's Old Fashioned Street Fair Date(s): July 13, 2024 Location: Old Sound Avenue, Mattituck Patrol Allocation for Event Reg Hours OT Hrs Hrly Wage Total Comments Police Officers11 P.O.Sanders 3 $72.52 $217.56 Special Patrol RIMUM r ?Reg Hours OT Hrs Hrly Wage Total Comments CRU Bicycle Patrol` 'K-9 Unit M i Hig ay Patrol Marine<lJnits . Traffic Controlak Reg Hours OT Hrs Hrly Wage Total Comments TIC Officer#1 11 $19.11 $210.21 TIC Officer#2 11 $19.11 $210.21 TIC Officer#3 11 $19.11 $210.21 TC Officer TIC Officer Equipment Costs PD Vehicles #of vehicles $/hr Total 4 $10.00 $360.00 $360.00 Command Van Marine Patrol Boats Total Department Cost for Event= $1,208.19 Prepared by Chief M. Flatley 6/13/2024 Page 1 ACCOR& CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 06/07/2024 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 CANT CT NAME: Lauren Murphy Roy H Reeve Agency,Inc. PHONE Exe: (631)298-4700 FAX No: (631)298-3850 PO Box 54 E-MAIL Imurphy@royreeve.com ADDRESS, 13400 Main Road INSURER(S)AFFORDING COVERAGE NAIC# MattituCk NY 11952 INSURERA: Hartford Fire Ins Cc 19682 INSURED INSURER B: Mattituck Chamber Of Commerce INSURER C: PO Box 1056 INSURER D: INSURER E Mattituck NY 11952 INSURER F: COVERAGES CERTIFICATE NUMBER: CL246721260 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 MAYBE 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 POLICYEFF POLICYE P LIMITS LTR INSD WVD POUCYNUMBER MMIDD/YYYY MMIDONYY X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $DAMAGE TO RENTED 2,000,000 CLAIMS-MADE OCCUR PREMISES Ea occurrence $ 300,000 MED EXP(Anv one person) $ 10,000 A Y 128BMBE3606 11/21/2023 11/21/2024 PERSONAL&ADV INJURY $ 2,006.000 GEN'LAGGREGATE LIMITAPPLIES PER: GENERAL AGGREGATE $ 4,000,000 POLICY 1:1 JECT 0 LOC PRODUCTS-COMPIOPAGG $ 4,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBIN accltlEDt SINGLE LIMIT $ Ea en ANYAUTO 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 RETENTION$ S WORKERS COMPENSATION PER I OTH• AND EMPLOYERS'LIABILITY YIN STATUTE ER ANY PROPRIETORIPARTNERIEXECUTIVE ❑ NIA E.L.EACHACCIDENT $ OFFICER/MEMBER EXCLUDED? (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/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) RE:Street Fair-July 13,2024 Town of Southold is included as Additional Insured with respect to General Liability per the terms and conditions of form#880008-Business Liability Coverage Form. 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 Southold NY 11971 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD Mudd, Jennifer From: Mudd,Jennifer Sent: Wednesday,June 12, 2024 10:57 AM To: Blasko, Regina; Flatley, Martin; Goodwin, Dan; Grattan, Steven; McCullough, Lillian; Mudd, Jennifer; Norklun, Stacey; Orientale, Michael; Stype,John; DeChance, Paul; Johnson, Benjamin; McGivney,Julie; Squicciarini,James Cc: Noncarrow, Denis; Born, Sabrina Subject: Emailing: Mattituck Chamber of Commerce - Old Fashiond Street Fair.pdf Attachments: Mattituck Chamber of Commerce - Old Fashiond Street Fair.pdf Good Morning, Please see attached Special Event Application from Mattituck Chamber of Commerce for an Old Fashioned Street Fair event on 7/13/2024. Thank you, Jen Jennifer M. Mudd Sub-Registrar and Deputy Town Clerk Account Clerk Southold Town Clerk's Office 53095 Route 25 P.O. Box 1179 Southold, NY 11971 Phone: 631-765-1800 ext. 1274 Fax: 631-765-6145 Your message is ready to be sent with the following file or link attachments: Mattituck Chamber of Commerce-Old Fashiond Street Fair.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 Jeri Jennifer M. Mudd Sub-Registrar and Deputy Town Clerk Account Clerk Southold Town Clerk's Office 53095 Route 25 P.O. Box 1179 Southold, NY 11971 Phone: 631-765-1800 ext. 1274 Fax: 631-765-6145 Your message is ready to be sent with the following file or link attachments: Mattituck Chamber of Commerce-Old Fashiond Street Fair.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. z - Noncarrow, Denis From: Flatley, Martin Sent: Wednesday,June 12, 2024 4:05 PM To: Mudd,Jennifer; Blasko, Regina; Goodwin, Dan; Grattan, Steven; McCullough, Lillian; Norklun, Stacey; Orientale, Michael; Stype,John; DeChance, Paul;Johnson, Benjamin; McGivney,Julie; Squicciarini,James Cc: Noncarrow, Denis, Born, Sabrina Subject: RE: Emailing: Mattituck Chamber of Commerce - Old Fashiond Street Fair.pdf Attachments: Matt Street FairCA2024.xls I have no objections to this event being approved, my cost analysis 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. -----Original Message---- From: Mudd,Jennifer<jennifer.mudd@town.southold.ny.us> Sent: Wednesday,June 12,2024 10:57 AM To: Blasko, Regina <rblasko@town.southold.ny.us>; Flatley, Martin <mflatley@town.southold.ny.us>; Goodwin, Dan <dang@southoldtownny.gov>; Grattan,Steven<sgrattan@southoldtownny.gov>; McCullough, Lillian <lillianm@southoldtownny.goV>; Mudd,Jennifer<jennifer.mudd@town.southold.ny.us>; Norklun,Stacey <Stacey.Norklun @town.southo Id.ny.us>; Orientale, Michael<michaelo@southoldtownny.gov>; Stype,John <johnst@southoldtownny.gov>; DeChance, Paul<pauld@southoldtownny.gov>;Johnson, Benjamin <benjaminj@southoldtownny.gov>; McGivney,Julie<juliem@southoldtownny.gov>; Squicciarini,James <jacks@southoldtownny.gov> Cc: Noncarrow, Denis<denisn@southoldtownny.gov>; Born,Sabrina <sabrina.born @town.southold.ny.us> Subject: Emailing: Mattituck Chamber of Commerce-Old Fashiond Street Fair.pdf Good Morning, Please see attached Special Event Application from Mattituck Chamber of Commerce for an Old Fashioned Street Fair event on 7/13/2024. Thank you, i Noncarrow, Denis From: Noncarrow, Denis To: kjfcpa.com Cc: Sabrina Born (sabrina.born@town.southold.ny.us); Mudd,Jennifer Subject: Mattituck Street Fair Attachments: Printout-20356-1034-M63643.doc Hi Kelly See attached Resolution. Talk soon. Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownnv.aov 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. i RESOLUTION 2024-552 ADOPTED DOC ID: 20356 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-552 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 the Mattituck Chamber of Commerce to hold its Annual Mattituck Street Fair and to close down Old Sound Avenue between Love Lane and Westphalia ,Mattituck on Saturday July 13th,2024 from 6:00 AM to 6:00 PM provided they file a Certificate of Liability Insurance naming the Town of Southold as an additional insured for two million dollars and comply with all the conditions of the Town's Policy for Special Events on Town Properties. All fees, with the exception of the clean-up deposit, shall be waived. Applicant to meet with Captain Grattan at Police Department as soon as possible. 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 ti TOWN OF SOUTHOLD Policy 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 that 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 future. 6. Failure to comply with any condition of approval may result in revocation of approval 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 of the 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 3 J 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: 1. 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 not throw 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 Town of Southold P.O Box 1179 Southold, NY 11971 1.. i * * * RECEIPT * * * Date: 06/12/24 Receipt#: 330165 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 7/13/2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#3773 $250.00 Mattituck, Chamber Of Commerce Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Mattituck, Chamber Of Commerce PO Box 1056 Mattituck, NY 11952 Clerk ID: JENNIFER Internal ID:7/13/2024 .....................::::....:::::.. Vendor No. ClieckI�7o; '.= ::::::::::::::::::.::::: ............. ..................................... ............... ................:................................. ........ . ........................................... . .............. Town of Southold, New York - Payment Voucher Vendor Name Vendor Address E3lteredb}! ; ;; ' !'. ;<':; ..................................................................... .....:.............................. ....... ............. ...... 2 ; u :a i i................i ,�� vOX 3 l 1 A.:d>t Rate: Vendor Telephone Number .. — `:"i`��..`.�;ii':ici�';ii':ii!i' C�319� 5(n l �1/l.cv�1"i N I I q 5a Vendor Contact ............... Invoice Unvoice J Invoice Net Purchase Order Number Date Total Discount Amount Claimed Number Description of Goods or Services GeuecalT edgei Eu.. ..... AccouiiCl fumlier. ' UE0. ` u v 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. Signat Tit �1 La SignatureZ /yJ� n e jJ Company Name Date O Title N-hate r l o [ 9 J5;fS4; �o '�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'l 1971 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 Nonearrow 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