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HomeMy WebLinkAboutBoy Scout Troop 6 - Annual Car Show Southold Town ,!Board - Letter Board Meeting of March 6, 2024 RESOLUTION 2024-289 Item # 5.25 �y . `aoi yyo* ADOPTED OC ID: 20096 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-289 N v AS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 26, 2024: RESOLVED that the Town Board oft e Town of Southold hereby rants ermission to' o Spout Troo 6 to�hold its�Annuah ar,^Show_ settin u Friday, August 30 2024 at 5 The event will be held on Saturda Au ust 31 2ts 024)from 9 AM to 4 PM and will b taken down on Sunday, September t, 2024 by 5 PM The event will be held at the Pe nic Lane Community Center, Peconic Lane Peconic, provided they file with the Town Clerk Two Million Dollar Certificate of Insurance i iarning the Town of Southold as an additional inst i ed and comply with all the provisions of the Town's Special Permit Policy. All fees associat with this approval shall!I be waived, with the exception of the clean-up deposit. i enis Noncarrow So I thold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Aerie H. Smith, Councilwomanw SECONDER:Brian O. Mealy, Councilman AYES: Dorioski, Mealy, Smith, Krupski Jr, Doherty, Evans I I I I I Generated March 27, 2024 P e 48 i I 1�� TC Checklist for Parade/5KY/Bicyc1e*/Town Property/Road Closure Special Events Applications Name of Organization: �M=ArOQPGe Name of Event: AYU" OAf d11 Date(s) of Event: _�131 a., *No 5K and Bicycle events during the period of June 1 to November 1X Event fee check (or request to be waived) Road clean-up check(CANNOT BE WAIVED) Current Insurance certificate Appli ation sent for approvals=Pres. ing Depts.: 7. Records Mn mnt/TC PD Hwy TA g 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. #: 196a y �a 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. ✓ Voucher and copy of TB clean-up Reso. to Accounting Dept. ✓ Whole application file to Records Management (include copy of voucher& reso.) - DENIS NONCARROW ti� �Gy Town Hall,53095 Main Road TOWN CLERK p P.O.Box 1179 y = Southold,New York 11971 REGISTRAR,OF VITAL STATISTICS G yC Fax(631)765-6145 MARRIAGE OFFICER y RECORDS MANAGEMENT OFFICER ��l .�� Telephone oldt 76 n .gov FREEDOM OF INFORMATION OFFICER www.southoldtownny.gov OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD March, 27, 2024 Angelina Schwarting Southold Troop 6 Post Office 67 Southold,New York 11971 Dear Angelina, The Southold Town Board, at its regular meeting held March 26th, 2024, granted permission to the Boy Scout Troop 6 to hold its Annual Car Show on Saturday, August 31st with set up starting August 301h and take down on September 1"2024 as described. 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 you event. Sin rel , his oncarrow, Town Clerk Enc. 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 Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ®� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD MAR 19 2024 APPLICATION FOR A PERMIT TO HOLD ASOU$I10SCI Town Clerk EVLNT Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission Name of Event X/J eCb 4A QA Cam- Ac Name of Organization: -ie 9 1,7av Is this a Not-For-Profit Event? Yes/No�� Contact's Name: ��ij� ,-' � Mailing Address: /® r0yx C 7 , lecda4c— /V 71 11q p Contact's Phone Number: 62—,j ?,6 —23,,94 Contact's Email Address: Event Location and Site Diagram: ky a.( ®CoGt�G �ehdo/ (Use additional paper if nec sary) gp� Event Date(s): 0 , (Include set up and sh td wn times and dates) Nature of Event: 4�y .Seou S &e,a e A0 Gtd/ �eey .S1, , (Please attach a detailed description to this application) Time Period (Hours) of Event: From q 41-r to c/e ca, Maximum Number of Expected Attendees: Specify any special 'requirements (i.e. road closure, police presence): �"/j 0Cy �G/C� Q FGrc4 4� letf -fie- er he, `�o-- ko �a -P�" c'Ginx If a Tent or other temporary structure will be used please contact the Southold Town Building Department at 631-765-1802 0o Mailing Address to Send Event Permit to: L& 6:F /19:5-8- 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. Au-i11 W""o_ Print name of Authorized Person filling out Signature of A orized erson 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 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 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 Southold Park Facilities Use Request Form A PL CATION IFORTH USE OF THE S© THOLD TOWN PARK FAGbLtTtES Janet Douglass Recreation Supervisor, Southold Recreation Department 970 Peconic Lane, P.O. Box 267, Peconic NY 11958,janetd@southoldtownny.gov,631.765,5182 AFOLIGATIONS.DUE AT;LEAST.TVI&(2)'MONTHS BEFORE DATE OF"EVENT Payment is due when the application_is,approved.. . . Today's Date* 3/1/2024 Requesting Organization* Southold Boy Scouts Troop6 _ Applicant First Name* Applicant Last Name* Angelina Schwarting Mailing Address* PO Box 67 City* State* zip* Peconic _ NY� 11958 Home Phone* Business Phone Cell Phone 6317655220 E-mail Address* southoldtroop6@yahoo.com rFacffities Regtlestel<9 http://southoldtownny.gov/FormCenter/Print?form]D=51&Preview=YES&Save=True&savedProgresslD= 3/1/24, 10:15AM Page 1 of 4 Check all that apply EJ Cochran Park 4 Peconic Community Center Fr, Laurel Lake Baseball fields M Tasker Park Fields ❑r East Marion Schoolhouse El Strawberry Fields E Downs Farms(Fort Corchaug) Park Date(s) Requested* Day(s) of the week 0 813 0/2 02 4,0813112024,09/01/2024 Friday,Saturday,Sunday MM/DD/YYYY format. Separate dates using a comma, use Separate days using a comma. a(-)for a range. Requested Time: Starting - Ending* Requested Time for Lights: Starting - Ending 9:00 AM — 05:00 PM hhymm am/p — hhmm am/p Requested time for lights to be on(if applicable). Field/court lighting will not be available from January 1 — March 1. NOTE: LIGHTS MUST BE TURNED OFF BY 10:00 P.M. Individual responsible for picking up the key for lights Angelina Schwarting Reason'for use (Please be specific and elaborate)* Southold Boy Scouts,annual car show,annual fundraiser, including antique,steam,classic, collector,street rod, custom cars, and trucks s-admission-bein If yes, how much is being charged?* ( Yes $10 No Provide a detailed explanation of how the proceeds are to be used. Certificate of Insurance Ch'ooseF He'„ no file selected If required, please attach your Certificate of Insurance. ®rleti4inai�l [_nrr+eezanfc http:/Isoutholdtownny.gov/FormCenter/Print?formlD=51&Preview=YES&Save=True&savedProgresslD= 3/1/24,10:15AM Page 2 of 4 .-.tea.�..,..�. .,................. Additional comments HOLD HARMLESS AGREEMENT The applicant/group/organization agrees to indemnify and hold harmless the Town of Southold, its officials,employees, and/or agents from all claims, lawsuits, hospital and/or doctor bills, actions, proceedings,and liabilities for the loss or damage to property, or any injury,the death of a person,including any expenses incurred by the Town of Southold defending any claims, lawsuits, or action that may arise as a result of the conduct, actions, including the negligence of the applicant/group/organization to the fullest extent permitted by applicable law. arlfs--and�Facilities-Condi M If checked you agree to the terms specified in this paragraph. I have read the"SOUTHOLD TOWN FACILITY RULES AND REGULATIONS"(See below)and agree to abide by them.We are glad that we are able to provide your group/organization/league with a facility.Your group is required to make certain that the field is free of debris when you leave for the day. Our staff has maintenance schedules exclusive of outside groups who use our facilities and we need to make sure that the field is ready for future groups and activities.Thank you for your time and cooperation regarding this matter. FOR OFFICIAL USE ONLY Certificate of Insurance Required? (Yes)I Special Events App. Required? (Yes)I(No) (No) If yes,please download and fill out a special events application. http://southoldtownny.gov/392/Zoning-Board- of-Appeals-Department Facility Is: (Available) /(Not-Available) Recreation Department(Signature) Request Is : (Approved)/(Denied) Town Supervisor(Signature) SOUTHOLD TOWN FACILITY RULES AND REGULATIONS Click here to view the rules and regulations FOR FURTHER INFORMATION, PLEASE CONTACT THE SOUTHOLD RECREATION DEPARTMENT AT 631.765.6182. Full Name of Applicant* Angelina Schwarting w �� I have read and agree to Recreation Center Policies,Rules,and Guidelines for the use of the Southold Town http://southoldtownny.gov]FormCenter/Print?formlD=51&Preview=YES&Save=True&savedProgresslD= 3/1/24, 10:15 AM Page 3 of 4 A�® CERTIFICATE OF LIABILITY INSURANCE DATE 18/202YI 3/18l2024 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(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 IINSURER E CT Laura Craig Marsh&McLennan Agency LLC NE FAx 8144 Walnut Hill Lane, 16th Floor 972-770-1402 ac Ma:972-770-1699 Dallas TX 75231 E-MAILSS: laura.craig@marshmma.com INSURER(S)AFFORDING COVERAGE NAIC N A:Evanston Insurance Company 35378 INSURED BSNLFLCA INSURER B: Boy Scouts of America National Council and All of its affiliates and subsidiaries INSURER C Suffolk County Council##404 Boy Scouts of America' n+sullERo: 1 Independence Hill-Suite 202 INSURERE: Fanningville,NY 11738 INSURERF: COVERAGES CERTIFICATE NUMBER:1851896660 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. TR I TYPE OF IN ADDLSUBSURANCE, R POLICYNUMBER MMILDIDYEFF POMIDDIYYY LIMITS A X COMMERCIAL GENERAL LIABILITY V3P0009148 3/1/2024 3/1/2025 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED CLAIMS-MADE M OCCUR PREMISES Ea occurrence S1,000,000 MED EXP(Any one Person) S PERSONAL&ADV INJURY S1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERALAGGREGATE $7,000,000 X POLICY❑JECT LOC PRODUCTS-COMPIOPAGO S OTHER: S AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S Ea accident ANY AUTO BODILY INJURY(Per Person) S OWNED SCHEDULED BODILY INJURY(Per accident) S AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE S AUTOS ONLY AUTOS ONLY Per accident S UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAR CLAIMS-MADE AGGREGATE 5 DED I I RETENTION$ $ WORKERS COMPENSATION ff AND EMPLOYERS'LIABILITY YIN STAME f ERA ANYPROPRIETORIPARTNERIEXECUTIVE ❑ NIA E.L.EACH ACCIDENT S OFFICERIMEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $ II 6 describe under DESCRIPTION OF OPERATIONS below I I E.L.DISEASE-POLICY LIMIT $ 1 I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space Is inquired) Certificate holder is named as an additional insured by virtue of a written or oral Contract or by the Issuance/existence of a permit or certificate of insurance but only With respect to operations by or on behalf of the Insured,Or to facilities of,or facilities used by the Insured and then only of the limits of liability specified in such contract for the event specified.Primary and Non-Contributory applies as required by written contract or agreement.Waiver of Subrogation applies when required by written contract or agreement. Sexual Molestation coverage is incorporated in the policy and addressed by endorsement and is subject to the policy period,terms,limits and conditions of the policy. For All Official Scouting Activities CERTIFICATE HOLDER CANCELLATION Town of Southold SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 53095 Main Rd. THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P.O.Box 1179 ACCORDANCE WITH THE POLICY PROVISIONS. Southold,NY 11971 AUTHORIZED REPRESENTATIVE ©1986 2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD Noncarrow, Denis To: Special Events PD Subject: Boy Scout car show Attachments: BS Carshow_20240319102154.pdf Please see attached and reply 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. • r 1 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 03/19/24 Receipt#: 324340 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 9.1.2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#1421 $250.00 Boy Scout Troop 6 Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Boy Scout Troop 6 Pob 67 Peconic, NY 11958 Clerk ID: DENISN Internal ID:9.1.2024 Town of Southold Police Department Special Event Cost Analysis Event:- Boy Scout Troop 6 Car Show Date(s): August 31, 2024 Location: Peconic Community Center Patrol Allocation for Eventclam Reg Hours OT Hrs Hrly Wage Total Comments Police Officers S ecial Patrol Reg Hours OT Hrs Hrly Wage Total Comments CRU Bicycle Patrol ' �K-9 Unit 'I,�iighway Patrol Marine Units Traffic Control Reg Hours OT Hrs Hrly Wage Total Comments TC Officer#1 8 $19.11 $152.88 TC Officer#2 TC Officer TC Officer TC Officer ,Equip„ment Costs_ PD Vehicles 1#of vehicles $/hr Total 1 $10.00 $80.00 $80.00 Command Van Marine Patrol Boats Total Department Cost for Event = $232.88 Prepared by Chief M. Flatley 3/19/2024 Page 1 RESOLUTION 2024-797 ADOPTED DOC ID: 20606 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-797 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON SEPTEMBER 10,2024: 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-Laurel Historical Society March 18,2024 $250.00 PO Box 766 Mattituck,NY 11952 Southold Boy Scout Troop 6 March 19, 2024 $250.00 PO Box 67 Peconic,NY 11958 American Legion Post 803 June 21, 2024 $250.00 PO Box 534 Southold,NY 11971 Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilwoman SECONDER:Louisa P. Evans, Justice AYES: Doroski,Mealy, Smith, Krupski Jr,Doherty,Evans Vendor No. ,Checko< Town of Southold, New York - Payment Voucher y :..:....:....:............ Vendor Name Vendor Address Entered;li; '. ;; ;`. : : :':.;-;.::.: ...:.: Southold Boy Scout Troop 6 PO Box 67 " ':: Audit�Dafe: >r`i ::: .........:............. ..... ......:.::.:.. Vendor Telephone Number 631-276-2324 Peconic, NY 11958 Tow'i;...... Vendor Contact ....... .............. ....... ... ... Angelina Schwarting Invoice Invoice Invoice Net Purchase Order Number Date Total Discount Amount ClaimedNumber Description of Goods or Services GeneiaTZedgerFund':and;Accaun[Nuintier''." 2024-797 9/10/2024 $250.00 $250.00 C/U Annual Car Show(8130-9/1,2024) T1 030. TOTAL: $250.00 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. Signature A�Title Deputy Town Clerk Signature , Company Nam Southold Town Clerk Date 9/11/2024 Title e ut To Clerk Date 9/11/2024 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 03/19/24 Receipt#: 324340 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 9.1.2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#1421 $250.00 Boy Scout Troop 6 Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Boy Scout Troop 6 Pob 67 Peconic, NY 11958 Clerk ID: DENISN Internal ID:9.1.2024