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HomeMy WebLinkAboutSouthold PTA Halloween Parade �CV�J* rJeef __ outhold Town Board_-Letter Board..Meeting of October 22, 2024_. RESOLUTION 2024-923 Item# 5.24 ADOPTED DOC ID: 20735 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO: 2024-923 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON OCTOBER 22, 2024: RESOLVED that the Town Board of the Town of Southold hereby grants permission to the Southold PTA to use the following roads for its Annual Halloween Parade in Southold, on Friday, October 25, 2024 at 5:00 PM: beginning at the Firehouse, west on Route 25, South on Oaklawn Avenue ending at the Southold Elementary School,provided they adhere to the Town of Southold Policy for Special Events on Town Properties and Roads, and coordinate traffic control upon notification of the adoption of this resolution with Chief Steven Grattan to the Southold Town Police Department. All Town fees for this event, with the exception of the Clean-up Deposit, are waived. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Brian O. Mealy, Councilman SECONDER:Anne H. Smith, Councilwoman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans Generated October 23, 2024 Page 40 ��b"`` � RESOLUTION 2024-940 k ADOPTED DOC ID: 20762 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2024-940 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON NOVEMBER 6, 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 Southold PTA October 17, 2024 $250.00 c/o Kimberly Kraehling 1530 Boisseau Ave. Southold,NY 11971 Oysterponds PTA October 10, 2024 $250.00 c/o Miriam Foster PO Box 115 Orient,NY 11957 Southold School Athletic Assoc. Sept. 20, 2024 $1500.00 c/o Nicole Helf PO Box 470 Southold,NY 11971 Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Greg Doroski, Councilman SECONDER:Brian O. Mealy, Councilman AYES: Doroski, Mealy, Smith, Krupski Jr, Doherty, Evans Vendor No. Town of Southold, New York - Payment Voucher ..................... ..:. : ::.... Vendor Name _...-._..... _....... ...... Vendor Address Southold PTA 1530 Boisseau Ave :::: Vendor Telephone Number ..:.::....... . . .::.:::.• Southold, NY 11971 :. •.......... ........:.::::.:.::::::. .....................:::.::. 631-905-1777 Tvwriclerk::::: Vendor Contact ......,..:::•::::�::::::::::::::::�..::�.::::.:.:::::::::. Kimberly Kraehling :: ::::::: .................: Invoice Invoice Invoice Net Purchase Order .......::::::::::::::: : : :::::. ............. ............. ....................... ::: :....nd:-::... :�:::::::•...:::::<:::::: Number ate Total Discount Amount ClaimedNumber Description of Goads or Services _:::::Genera'!I;edger:Fund and Accburit:Numbet::::: - .. ... .... .._... . 2024940 11/li/2024 $250.00 :::::::::::::::::::.:.:::.:. :..::::::::::::::::::::..:.::.. ::::: $250.00 Annual Halloween Parade (10/25/2024) :..-:.:: •.:.::::•:.........................::.•:•::.:..::::: ................. 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 #, wa Title_ Deputy Town Clerk Signatur R.CompanyName_SoMthold rk Town GI Date 11/7/2024 Titie e U own Clerk Date 11/7/2024 TC Checklist for Parade/5KY/Bicycle*/Town Property/Road Closure Special Events Applications Name of Organization: Name of Event: An nLkcL1 14catow Tj�aS-Wate(s) of Event: 10 s 24 *No 5K and Bicycle events during the period of June I to November 1x 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 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. #: ,oar. d,3 Approval letter to Organization's contact person w/copy of TB resolution After Event: y Confirmation from Chief of PD to release clean-up fee JTB Resolution to refund clean-up fee TB Clean-up Reso. #: �2 , d oucher and copy of TB clean-up Reso. to Accounting Dept. Whole application file to Records Management (include copy of voucher& reso.) DENIS NONCARROW � Gy 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 FREEDOM OF INFORMATION OFFICER www.southoldtownnygov RECEIVE® OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Southold Town Clerk APPLICATION FOR A PERMIT TO HOLD A SPECIAL E'V#,NT Please pr6vide ALL of the information requested below.Incomplete applications WILL NOT be reviewed. , Date of Submission Name of EventDAL2�d PEA AnaUA1 Name of Organization: tD A,0/1 PTA Is this a Not-For-Profit Event?Yes/No Contact's Name: Lj Mailing Address: J M Contact's Phone Number: I "l[ . n— n Contact's Email Address: OA :J 19 C Event Location and Site Diagram: (�f (Use additional paper if necessary) DYl D�k1QWn Goo/V17GI Gf%t�I�!'1/fP,�'ILJ S�GlODO Event Date(s): oS I14 J (Include set up an dYbu�tdo/wn times and dates) larA, �-t; Nature of Event: ,�n�,/,/!/V �� kawj f d &M& (Please attach a detailed description to this application) Time Period(Hours)of Event: From to Maximum Number of Expected Attendees: Specify any special requirements(i.e. road closure, police presence): �i I 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: . 5DUhA 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 Plea S& wo►m vv*feu as so t)lI N iS a nil/1- 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 Autho ized Person filling out Signa o Authorize Pe son out application application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. 2 INSUR.ANCE: 0: : ... MANAGEMENtINC: .: MEMBER CERTIFICATE OF INSURANCE Southnhl T „nrn P' 7 2024. ._� � '. . Thank•youfor purchasing your insurance from AIM.This is,your.Member Certificate and should be kept with,your permanent records: Named Insured Meimber.tmailies addressl: .'• :: Named'insured&Mailing-Address Producer.Name. 05-319 Southold PTA Education Suppoit Purchasing Group .. ' AIM Associati on.Insurance' 'Janice Andersen or Current..Offcer, . c/o AIM. Mahagement;Inc: 420:Oaklawn Avenue P:O..Boz 742946. P.O:Box.742946 :. Souithold-NY 11971 Dallas;.TX75314'-2946 Dallas,TX 75374=2946 Named Insured.Member(physical address): 420 OaklaWn Avenue Insured#::'.NY2175082 t Southold,NY 11971 , • : '.: . . . . Coverage Policy#: Effective.Dates Deductible Limits:of Insurance. :- :General Liability: - GL2024AIM09572', 07/ _ 5.: .$0 Per Occurrence : -$2-000,000 0.1/24 07/01/2 Concert Specialty Insurance Company 07/01/24 :07/01/25 Da to Rented_ $500,000-.= Premises 4.-07/01/2 07/01/25 .� '. • , .. •. .Extended Medical �$5,000 07/01/24-07/01/25` Hired&Non-owned . . $1,000,000 • Auto(HNOi4) . . 07/01/24-07/01/25: Personal& $2;000;000 . . : . Advertising Injury: 07%01/24 07/01/25 : Abu§e .. . $1,000;000 Molestation General Aggregate. _ $2;000,000;. Products_ $2,000,000 . .Comp%Ops: .. Fidelity Bond(Crime) CR2024AIM07505 07/01/24=07/01/25 $250 Per Occurrence% :$50;000• Concert Specialty Insurance Company Aggregate Directors and:Officers D02024AIM08408-. 0.7/01/24-07/01/25 $0 Per Occurrence_/'- $1,000,000 Concert Specialty Ingurance Company Aggregate, Retroactive' ate:07/26/2022 Print Date:7/2/2024 certifica> Halde : . . member certificate,together with the common policy This mem ' WSW~ 2 conditions,coverage part(s); coverage form(s), and endorsements,; Proof,of insurance. if.any complete the above numbered policy.Copies of thd-Master;;, ., Policies are:available upoh-mouest..' AUTHORIZED REPRESENTATIVE Print Date:7&2024 HOLD HARMLESS AGREEMENT The applicant 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 in question,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: Sworn t before me this Day of _LJ _ s ?, JACQt1Et.INE ROSE SMITH Notary Public,State of 1ewYork No.015146063497 �, • QuakitiedinSuttoikCouty RECEIVED t� Commission Expires August ,20 OCT 1.7 Southold Town Clerk Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 10/18/24 Receipt#: 335581 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 10/25/2024 $250.00 Total Paid: $250.00 Notes: C/O Kimberly Kraehling 1530 Boisseau Ave Southold, NY 11971 Payment Type Amount Paid By CK#2173 $250.00 Southold, PTA Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 1 Name: Southold, PTA 420 Oaklawn Avenue PO Box 470 Southold, NY 11971 Clerk ID: JENNIFER Internal ID: 10/25/2024 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CERTIFICATE CHANGES Certificate Change Number CERTIFICATE NUMBER CERTIFICATE CHANGES COMPANY GL2024AIM09572 EFFECTIVE Concert Specialty Insurance Company 10/17/2024 1701 Golf Road,Suite 1-1110, Rolling Meadows IL 60008 NAMED INSURED AUTHORIZED REPRESENTATIVE 05-319 Southold PTA Elgin B.Allen Jr. 420 Oaklawn Avenue Southold,NY 11971 COVERAGE PARTS AFFECTED Commercial General Liability CHANGES The attached Additional Insured-Designated Person or Organization,form CG 20 26 12 19 reflecting the below person or organization is attached to,and made part of the above certificate effective as of the date indicated above at 12:01 A.M.,Standard Time. Town of Southhold New York 53095 Route 25-PO Box 1179 Southhold,NY 11971 RECEIVED Authorized Representative Signature 001 Southold Town Clerk CS IL 31 19 06 20 Includes copyrighted material of Insurance Services Office,Inc.,with its Page 1 of 1 permission Print Date:10/17/2024 POLICY NUMBER:Member Certificate#GL2024AIM09572 COMMERCIAL GENERAL LIABILITY CG20261219 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s)Or Organization(s): Town of Southhold New York 53095 Route 25-PO Box 1179 Southhold, IVY 11971 Information required to complete this Schedule,if not shown above,will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following is added to organization(s) shown in the Schedule, but only Section III—Limits Of Insurance: with respect to liability for"bodily injury", "property If coverage provided to the additional insured is damage" or "personal and advertising injury" required by a contract or agreement, the most we caused, in whole or in part, by your acts or will pay on behalf of the additional insured is the omissions or the acts or omissions of those acting amount of insurance: on your behalf: 1. Required by the contract or agreement;or 1. In the performance of your ongoing operations; 2. Available under the applicable limits of or insurance; 2. In connection with your premises owned by or rented to you. whichever is less. However: This endorsement shall not increase the applicable limits of insurance. 1. The insurance afforded to such additional insured only applies to the extent permitted by law;and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. CG 20 26 12 19 0 Insurance Services Office, Inc.,2018 Page 1 of 1 ASSOCIATION INSURANCE MANAGEMENT INC MEMBER CERTIFICATE OF INSURANCE 10/17/2024 Thank you for purchasing your Insurance from AIM.This is your Member Certificate and should be kept with your permanent records. Named Insured Member(mailing address): Named Insured&Mailing Address Producer Name 05-319 Southold PTA Education Support Purchasing Group AIM Association Insurance Janice Andersen or Current Officer c/o AIM Management, Inc. 420 Oaklawn Avenue P.O.Box 742946 P.O.Box 742946 Southold,NY 11971 Dallas,TX 75374-2946 Dallas,TX 75374-2946 Named Insured Member(physical address): 420 Oaklawn Avenue Insured#: NY2175082 Southold,NY 11971 Coverage Policy# Effective Dates Deductible Limits of Insurance General Liability GL2024AIM09572 07/01/24-07/01/25 $0 Per Occurrence $2,000,000 Concert Specialty Insurance Company 07/01/24-07/01/25 Damage to Rented $500,000 Premises 07/01/24-07/01/25 Extended Medical $5,000 07/01/24-07/01/25 Hired&Non-owned $1,000,000 Auto(HNOA) 07/01/24-07/01/25 Personal& $2,000,000 Advertising Injury 07/01/24-07/01/25 Abuse& $1,000,000 Molestation General Aggregate $2,000,000 Products- $2,000,000 Comp/Ops Fidelity Bond(Crime) CR2024AIM07505 07/01/24-07/01/25 $250 Per Occurrence/ $50,000 Concert Specialty Insurance Company Aggregate Directors and Officers D02024AIM08408 07/01/24-07/01/25 $0 Per Occurrence/ $1,000,000 Concert Specialty Insurance Company Aggregate Retroactive Date:07/26/2022 Town of Southhold New York is added as an additional insured under the General Liability policy only. Event: Parade in Town Date/Time: 10/25/24 5PM Print Date:10/17/2024 Certificate Holder: This member certificate,together with the common policy conditions, coverage part(s), coverage form(s), and endorsements, Town of Southhold New York if any complete the above numbered policy. Copies of the Master 53095 Route 25-PO Box 1179 Policies are available upon request. Southhold , NY 11971 AUTHORIZED REPRESENTATIVE Print Date:10/17/2024 COMMERCIAL GENERAL LIABILITY CG 20 01 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance (2) You have agreed in writing in a contract or Condition and supersedes any provision to the, agreement that this insurance would be contrary: primary and would not seek contribution Primary And Noncontributory Insurance from any other insurance available to the additional insured. This insurance is primary to and will not seek contribution from any other insurance available to an additional insured under your policy provided that: (1) The additional insured is a Named Insured under such other insurance; and CG 20 01 12 19 © Insurance Services Office, Inc., 2018 Page 1 of 1 Print Date:1 0/1 712 024 Mudd, Jennifer From: Mudd,Jennifer Sent: Friday, October 18, 2024 8:48 AM 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: Southold PTA Annual Halloween Parade.pdf Attachments: Southold PTA Annual Halloween Parade.pdf Good Morning, 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: Southold PTA Annual Halloween Parade.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: Friday, October 18, 2024 2:59 PM To: Mudd,Jennifer Subject: RE: Emailing: Southold PTA Annual Halloween Parade.pdf Attachments: Southold Halloween Parade 24.xls I have no objections. Attached is my cost analysis. Chief Steven Grattan Southold Town Police Department 41405 Route 25 Peconic, NY 11958 (631)765=2600 Main (631)765-2715 Fax (631) 765-2784 Desk CONFIDENTIALITY NOTICE:This electronic mail transmission is intended only for the use of the individual or entity to which it is addressed and may contain confidential information belonging to the sender which is protected by privilege. If you are not the intended recipient,you are hereby notified that any disclosure, copying, distribution, or the taking of any action in reliance on the contents of this information is strictly prohibited. If you have received this transmission in error, please notify the sender immediately by e-mail and delete the original message. -----Original Message----- From: Mudd,Jennifer<jennifer.mudd@town.southold.ny.us> Sent: Friday, October 18, 2024 8:48 AM 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 <1i Ilia nm@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 <pauId@southoldtownny.gov>;Johnson, Benjamin <benjaminj@southoldtownny.gov>; McGivney,Julie <juliem@southoldtownny.gov>; Schlachter,Amy<amys@southoldtownny.gov>;Squicciarini,James <jacks@southoldtownny.gov> Subject: Emailing: Southold PTA Annual Halloween Parade.pdf Good Morning, Please see attached Special Event Application. Thank you, Jen Jennifer M. Mudd 1 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: Southold PTA Annual Halloween Parade.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 Town of Southold Police Department Special Event Cost Analysis Event: Southold PTA Halloween Parade Date(s): October 25, 2024 Location: Southold Village Area Patrol:Allocat�on'"for°Event 3 1..__,_..m _ . Reg Hours OT Hrs Hrly Wage Total- Comments Police Officers, , Sgt Salmon 1 $89.35 $89.38 PO Barsczcewski 1 $45.79 $45.79 - 77-- . .• Reg Hours OT Hrs IlHrlyWage-71 Total Comments CRU. PO Sanders 1 $64.19 $64.19 PO Chenche 1 $71.14 $71.14 BicyclePatrol , Highway°Patrol Marine:U,nits .m.�.,--e-.='°.'•, Traffic'Coat`rol - ' ,. _ Reg Hours - OT Hrs Hrly Wage Total Comments TC Officer#1 TC Officer TC Officer TC Officer TC Officer Equipment Costs-,kM . PD Vehicles 1#of vehicles I $/hr I Total 11 5 $20.00 $100.00 $100.00 Command Van Marine Patrol Boats Total Department Cost for Event = $370.50 Prepared by Chief S. Grattan 10/18/2024 Pagel Noncarrow, Denis From: Noncarrow, Denis To: Kimberly Kraehling Subject: Special Event Attachments: 20735.txt Good Morning Please see attached special event resolution. Any questions please give us a call. Please give Chief Grattan a call as soon as you can. 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