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HomeMy WebLinkAboutCub Scout Pack 39 - Cub Mobile Race r RESOLUTION 2024-833 Goa ADOPTED DOC ID: 20650 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-833 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON SEPTEMBER 24, 2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to Cub Scout Pack 39 to close East Side Ave between Baily Beach Rd and harbor View Ave in Mattituck for its Annual Cub mobile Race on Saturday, October,12t'2024 with a Rain Date of October 13th 2024. They have filed with the Town Clerk a One Million Dollar Certificate of Insurance naming the Town of Southold as an additional insured and will contact Chief Grattan upon receipt of the approval of this resolution to coordinate traffic control. Support is for this year only, as the Southold Town Board continues to evaluate the use of town roads. 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 TC Checklist for Parade/SKY is cleY/Town Property/Road n 1 Closure Special Events Applications U I Name of Organization: MA.�Vj f UC-�, LA.6 Sc°`',+ �aL' g 1 Name of Event: Ct,6 K�6O,1 - Dates) of Event: IQ 1 2 2-14 *No 5K and Bicycle events during 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. #: 2ORq—23 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. #: 2 6,�L( Voucher and copy of TB clean-up Reso. to Accounting Dept. v Whole application file to Records Management (include copy of voucher& reso.) DENIS NONCARROW ��; .�, Town Hall,53095 Main Road TOWN CLERK ® P.O.Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS y Fax(631)765-6145 MARRIAGE OFFICER Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER �� `�� www.southoldtownnygov FREEDOM OF INFORMATION OFFICER RECEIVED OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD SEP +� APPLICATION FOR A PERMIT TO HOLD A Southold Town Clerk SPECIAL EVtNT Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission Ci Name of Event C tkL, Name of Organization: MATTl iun( CU3 Sc,ouT PACK S9 Is this a Not-For-Profit `Event?Yes/No VIES Contact's Name: Mailing Address: 10-70 pitic -r(LILR- e u-re-0oCti,rrz. t& 1143S Contact's Phone Number: 34 7 �a b Contact's Email Address: cLs+a,s2XA `` eponI one.AP—+ Event Location and Site Diagram: CAST Sl�tz*V_ fe-rwQ&J RAwrz- g(IMM 6k A�� 4fAg at' Vl&j Avc (Use additional paper if necessary) MA-Trn.cK Event Date(s): 1011.2-1-W (re A„j �m 10JI.5��{, (Include set up and shutdown times and dates) Nature of Event: ' SQL- ,P HILL c..AfZ: (Please attach a detailed description to this application) Time Period (Hours) of Event: From S to Maximum Number of Expected Attendees: Specify any special requirements (i.e. road closure, police presence): 2vA1� LwSur (LuA�&� 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: ►b-?o Ply -1 Ok- JA CLrl—CNo(W Ny' J)1.3.5 Event Fees: pL(z�}Sls WA•„n � � $250 for events with less than 1000 expected attendees 11 $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. 21 CNa4l�/L Print name of Authorized Person filling out Signature of A thorized 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 {f 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 HOLD HARMLESS AGREEMENT The applicant rwq A4 A'JICZ of this Special Permit shall defend, indemnify and hold harmless the Town of Southold, its officers, employees, and representatives from and against any and all damages, liability,judgments, losses, and expenses, including but not limited to attorney's fees, including damages arising from injuries or death of persons and damage to property which arise from or are connected with the event or events authorized by resolution of the Town Board of the Town of Southold, or caused by the negligent misconduct, and/or omissions under this Agreement and that of applicant's agents, servants and/or employees. If this Agreement is being executed in a representative capacity, the individual executing this Agreement hereby represents that this action has been authorized. Dated: Signature: Name: ,Authorized Agent On behalf of: �,44 TlTvcle eur3 rcoLrr /*JL 3� (Name of Business Entity) Dates of event(s): )ob Zhp�[ Sworn to before me this 13 Day of s b.ci , 20�14. JENMFER M MWO NOTARY PUBLIC,STATE OF NEW YORK Registration No.OIMUS429053 Qualified in Suffolk County Al. `Ay Commission Expires February 07,20 A—V DATE(MMIDDNYYY) A�0 CERTIFICATE OF LIABILITY INSURANCE 212612024 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 endorsement(s). PRODUCER NAME: Laura Craig Marsh&McLennan Agency LLC PHONE FAX 8144 Walnut Hill Lane, 16th Floor _M •972-770-1402 A/c No:972-770-1699 Dallas TX 75231 ADDRESS: laura.craiq@marshmma.com INSURERS AFFORDING COVERAGE NAIC 6 INSURER A:Evanston Insurance Company 35378 INSURED BSALFLCA INSURERS: Suffolk County Council#404 Boy Scouts of America INSURER C: 1 Independence Hill, Suite 202 INSURERD: Farmingville NY 11738 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER:997230712 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. ILTR TYPE OF INSURANCE ADDL SUER POLICY NUMBER POLICY MMfDOMY'YY LIMITS A X COMMERCIAL GENERAL LIABILITY V3P0009148 3/1/2024 3/1/2025 EACH OCCURRENCE $1,000,000 CLAIMS-MADE FK OCCUR PREMISES (Ea occurrence) $1,000,000 MED EXP(Any one person) S PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $7,000,000 X POLICY El JEST LOC PRODUCTS-COMPIOP AGG $ OTHER: Is AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ Ee accldant ANY AUTO BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY e a $ UMBRELLALIAB OCCUR EACH OCCURRENCE $ EXCESS LIAR CLAIMS-MADE AGGREGATE $ , DED RETENTION$ $ WORKERS COMPENSATION PERT ERH AND EMPLOYERS'LIABILITY Y I N ANYPROPRIETORIPARTNERfEXECUTNE E.L,EACH ACCIDENT $ OFFICE RIME MBEREXCLUDEDI NIA (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yS,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,maybe attached if more apace Is required) Certificate holder is named as an additional insured by virtue of a written or oral contract or by the issuancelexistence 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 penod,terms,limits and conditions of the policy. For All Official Scouting Activities CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Town of Southold 53095 Route 25 Southold NY 11971 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 P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 09/13/24 Receipt#: 334908 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 10/12/2024 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#138 $250.00 Mattituck Cutchogue Pack #39 Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Mattituck, Cutchogue Cub Scout Pack 39 C/O Rich Jernick 1070 Pine Tree Rd Cutchogue, NY 11935 Clerk ID: JENNIFER Internal ID: 10/12/2024 Mudd, Jennifer From: Mudd,Jennifer Sent: Friday, September 13, 2024 2:16 PM To: Blasko, Regina; Born, Sabrina; Goodwin, Dan;Grattan, Steven; McCullough, Lillian; Mudd,Jennifer; Noncarrow, Denis; Norklun, Stacey; Orientale, Michael; Stype,John; DeChance, Paul;Johnson, Benjamin; McGivney,Julie; Schlachter,Amy; Squicciarini, James Subject: Emailing: Mattituck Cutchogue Pack#39 Cub Mobile Race.pdf Attachments: Mattituck Cutchogue Pack#39 Cub Mobile Race.pdf Good Afternoon, Please see attached special event application. 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 Cutchogue Pack#39 Cub Mobile Race.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 Mudd, Jennifer From: Grattan, Steven Sent: Thursday, September 19, 2024 2:22 PM To: Mudd,Jennifer Cc: Noncarrow, Denis; Rudder, Lynda; Born, Sabrina Subject: Re: Emailing: Mattituck Cutchogue Pack#39 Cub Mobile Race.pdf Hi Jenn, I have no objections to this event. Steve From: Mudd,Jennifer Sent:Thursday,September 19, 2024 10:25:37 AM To: Grattan,Steven Cc: Noncarrow, Denis; Rudder, Lynda; Born, Sabrina Subject: FW: Emailing: Mattituck Cutchogue Pack#39 Cub Mobile Race.pdf Good Morning, Please let us know if you have had a chance to review. 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 -----Original Message----- From: Mudd,Jennifer<jennifer.mudd@town.southold.ny.us> Sent:Friday,September 13, 2024 2:16 PM To: Blasko, Regina<rblasko@town.southold.ny.us>; Born,Sabrina<sabrina.born @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>; Noncarrow, Denis <denisn@southoldtownny.gov>; Norklun,Stacey<Stacey.Norklun@town.southold.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>;Schlachter,Amy <amys@southoldtownny.gov>;Squicciarini,James<jacks@southoldtownny.gov> Subject: Emailing: Mattituck Cutchogue Pack#39 Cub Mobile Race.pdf Good Afternoon, Please see attached special event application. Thank you, 1 Ly 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 Cutchogue Pack#39 Cub Mobile Race.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. 2 SFFOI/r DENIS NONCARROW �� G.f, Town Hall,53095 Main Road TOWN CLERK p P.O.Box 1179 y Z Southold,New York 11971 REGISTRAR OF VITAL STATISTICS O Fax(631)765-6145 MARRIAGE OFFICER Ol �aQ� Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Rich Jernick, Mattituck Cub Scout Pack 39 September 25,2024 1070 Pine Tree Rd Cutchogue,NY 11935 Dear Rich, The Southold Town Board at its regular meeting held September 24th, 2024 granted permission to The Mattituck Cub Scout Pack 39 to hold their Annual Cub Mobile Race on October 12th, 2024(Rain Date 10/13/2024)as applied for.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 set up traffic control. If you have any further questions, please do not hesitate to contact the Town Clerk's office at(631) 765- 1800. Best o k with your event. S' c ly eni ca ow Town Clerk Enc. RESOLUTION 2024-912 ADOPTED DOC ID: 20724 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-912 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 22,2024: 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 Old Town Arts & Crafts Guild April 17, 2024 $250.00 PO Box 392 Cutchogue,NY 11935 Mattituck-Laurel Historical Society August 23, 2024 $250.00 PO Box 766 Mattituck,NY 11952 Mattituck Cub Scout Pack 39 Sept. 13, 2024 $250.00 c/o Rich Jernick 1070 Pine Tree Rd Cutchogue,NY 11935 Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Anne H. Smith, Councilwoman SECONDER:Greg Doroski, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans Vendor No. Check:No . .. .............................. .............. ................................ ... ........................... ................................................................ Town of Southold New York - Pa ment Voucher Y Vendor Name Vendor Address .... .. ........... ............................ ............ ................... .............. .................................................. Mattituck Cub Scout Pack 39 1070 Pine Tree Rd AuditDate ...... ........ ..... ............ Vendor Telephone Number Cutchogue, NY 11935 `........... .. ..... ........... 63�1-834-8700 Town:Clerk. .: ' . ..:: . ... ................ :.. ........... Vendor Contact :::::: :::;: `:::::.:.•::::.:::.::::::::::: Rich Jernick Invoice Invoice Invoice Net Purchase Order Number Date Total Discount Amount ClaimedNumber Description of Goods or Services :.:::General tedger:Eund an&Abcoun.. .... c ....... ..... ... ..... 2024-912 10/22/2024' $250.00 $250.00 Cub Mobile Race ::::::.:.:::::.::........... (10112/2024) .................r o ,D f > ; :: .... ............................................................................ ..................................................... 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 quantifies 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 Title_ Deputy Town Clerk Signatur Comp y Name Date 10/24/2024 Title r Date 10/24/2024