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Home My WebLink AboutMattituck Lions Club RESOLUTION 2025-219 ADOPTED DOC ID: 21150 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-219 WAS ADOPTED AT THE REGULAR,MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 18,2025: RESOLVED that the Town Board of the Town of Southold does hereby grant permission to the Mattituck Lions Club to use Strawberry Fields in Mattituck,NY from June 1 lth through June 15th, 2025 for the Annual Strawberry Festival and be it further RESOLVED that the Town Board of the Town of Southold authorizes the Town Clerk to issue a Special Events Permit to the Mattituck Lions to hold its Annual Strawberry Festival at Strawberry Fields Mattituck,NY from June 1 lth through June 15th, 2025 provided 1. They file with the Town Clerk a Two Million Dollar Certificate of Insurance naming the Town of Southold and the County of Suffolk as an additional insured; 2. Coordinate traffic control upon notification of the adoption of this resolution 3. No permanent markings be placed on town, county or state roads or property for the event; 4. Any road markings or signs for the event be removed within twenty-four(24) hours of the completion of the event; 5. No alcohol is to be served at the event as per Town Code. Alcohol is prohibited on all Town and County Parks. Some of the requirements for issuing.a Special Permit may be waived. Provided they adhere to all conditions on the application and permit and to the Town of Southold Policy for Special Events and subject to the Renewal of Contract with Suffolk County land Preservation.Subject to a renewal of the applicable lease for the parcel between the Town of' Southold and the County of Suffolk and any user fee imposed by the County of Suffolk. This permit is subject to revocation if the applicant,fails,to comply with any of the conditions of the approval or is unable to properly control traffic flow into and out of the event. Denis Noncarrow Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Jill Doherty, Councilperson SECONDER:Greg Doroski, Councilperson AYES: Mealy, Smith, Doherty, Evans, Doroski, Krupski Jr TC Checklist for Parade/5KY/Bicycle*/Town Property/Road Closure Special Events Applications Name of Organization: i�� bbn 5 0 Name of Event: &rwwb Tib+W� Date(s) of Event: �j of ja✓ *No 5K and Bicycle events durinIZ the period of June 1 to November lY Y Event fee check(or request to be Cwaive)d Road clean-up check (CANNOT BE WAIVED) Current Insurance certificate To J 3 5uTfo k CO . Application sent for approvals to the following Depts.: 1 PD L Hwy J Land Pres. TA Records Mngmnt/TC Approval from Chief of Police V Cost Analysis from Chief of Police Approval from Land Preservation Approval from Highway Dept. JTB Resolution for approval (once approval and cost analysis comes from Chief of PD) Town Board Reso. #: 9P5-a I q 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. J c of TB clean-up Reso. to Accounting Dept. Voucher and copy P L/ Whole application file to Records Management (include copy of voucher& reso.) DIENIS 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 �'A www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER RECEIVED OFFICE OF THE TOWN CLERK J�� 3 Q TOWN OF SOUTHOLD Southold Town Clerk APPLICATION FOR A PERMIT TO HOLD A SPECIAL EVENT Please provide ALL of the information requested below. Incomplete applications WILL NOT be reviewed. Date of Submission Name of Event Name of Organization: /'�hTr�i Tlr�/G .L%o�✓S c/J� Is this a Not-For-Profit Event?�s No yck S _ Contact's Name: -;50 � �00�✓ 1 Mailing Address: GGe- --7-4, L�•�-ei /"Jra:r� uo e-, Al ,l 9S:I- Contact's Phone Number: 6?/- V41S-- Contact's Email Address: do dC-,e�y 0 P-,a --e Event Location and Site Diagram: ..S�2�e`v (Use additional paper if necessary) Event Date(s): & -//- Z-r — to (Include set up and shutdown times and dates) Nature of Event: D /-e-1-/+✓a-� (Please attach a detailed description to this application) 1 Time Period (Hours) of Event: From /4 d. /R, - to Maximum Number of Expected Attendees: 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: /ZS� D�c.� T�/e- �sj�.-c , f t/!n•rr,•ftrc,C, Event Fees: $250 for events with less than 1000 expected attendees ig.6 $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 s/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 Authorized Person filling out Signa Authorized Pe 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 1 r 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: I. 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 a HOLD HARMLESS AGREEMENT The applicant U d of this Special Permit shall defend, ---� indemnify dt and hold harmless the Town 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 in-, On behalf of: s47-a(-- . (Name of Business Entity) _ Dates of event(s): Sworn to before M his Day of 30 20 Richard D.Noncarrow Notary Public,State of New York No.01 N06224108 Qualified in Suffolk Courd My commission Expires June 21r.20. Noncarrow, Denis To: P D Cc: Schroeder, Gwynn; Sabrina Born (sabring.born @town.southold.ny.us); Mudd,Jennifer; Franke, Diana;Goodwin, Dan; Rudder, Lynda Subject: Strawberry fest 6/11 to 6/15 Attachments: Lions_20250130140635.pdf Please review and get us your feedback. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownn v.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 Noncarrow, Denis From: Grattan, Steven Sent: Friday,January 31, 2025 12:41 PM To: Noncarrow, Denis Subject: RE: Strawberry fest 6/11 to 6/15 Hi Dennis, No objections. Cost analysis to follow. From: Noncarrow, Denis<denisn@southoldtownny.gov> Sent:Thursday,January 30, 2025 1:05 PM To: Blasko, Regina<rblasko@town.southold.ny.us>; Born,Sabrina <sabrina.born@town.southold.ny.us>; DeChance, Paul<pauld@southoldtownny.gov>; Franke, Diana <dianaf@town.southold.ny.us>;Johnson, Benjamin <benjaminj@southoldtownny.gov>; Lessard, Diane<diane.lessard@town.southold.ny.us>; Mudd,Jennifer <jennifer.mudd@town.southold.ny.us>;Stallbaumer, Nicole<nstallbaumer@southoldtownny.gov>; Grattan, Steven <sgratta n @southoldtownny.gov> Cc:Schroeder, Gwynn<gwynns@southoldtownny.gov>; Born,Sabrina <sabrina.born @town.southo Id.ny.us>; Mudd, Jennifer<jennifer.mudd@town.southold.ny.us>; Franke, Diana <dianaf@town.southold.ny.us>; Goodwin, Dan <dang@southoldtownny.gov>; Rudder, Lynda<lynda.rudder@town.southold.ny.us> Subject:Strawberry fest 6/11 to 6/15 Please review and get us your feedback. Thank you Denis Noncarrow Southold Town Clerk. Town of Southold, New York www.southoldtownny.gov denisn0)southo1dtownnv.pov 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 Police Department Special Event Cost Analysis Event: Mattituck Lions Strawberry Festival Date(s): June 11-16,2025 Location: Strawberry Fields Reg Hours OT'Mrs Hrly Wage Total Comments Lt. Latham 8 $101.61 $812.88 Lt. Brewer 16 $101.61 $1,626.76 Sgt Crosser 16 $89.74 $1,435.84 Sgt Salmon 16 $91.40 $1,462.40 PPO Kraus 24 $27.64 $663.36 PPO Cardi 24 $27.64 $663.36 So..,e.FcialPatrol` ,. .........w!'t - Reg Hours OT Hrs Hrly Wage Total Comments PO Chenche 24 $72.52 $1,740.48 PO Sanders 24 $72.52 $1,740.48 'Bicycle Patro� � [,, ' PO Springer 16 79.48 $1,271.68 $0.00 _ $0.00 K=9 Unit $0.00 Highway Patr,,.o_ ' PO Onufrak 24 $77.20 $1,852.80 PO Flatley 24 $77.91 $1,869.84 Traffic Control Reg Hours OT Hrs Hrly Wage Total Comments Traffic Control Officers 152 58 $19.49 $4,657.63 Equipment'Costs -- #of vehicles Hours $/hr Total PD Vehicles 3 168 $20.00 $3,360.00 Command Van 1 56 $25.00 $1,400.00 Marine Patrol Boats ATVs/UTVs 3 56 $5.00 $280.00 Total Department Cost for Event= $24,023.63 Prepared by Chief S. Grattan 1/31/2025 Pagel - DENIS NONCARROW o~� Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 y Z Southold,New York 11971 REGISTRAR.OF VITAL STATISTICS O Fax(631)765-6145 MARRIAGE OFFICER 'j' Q`' Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ��•� �►a www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Mattituck Lions Club March 19,2025 Joseph Doorhy 1125 Ole Jule Lane Mattituck,New York 11952 Dear Joe, The Southold Town Board at its regular meeting held March 18th, 2025 granted permission to the Mattituck Lions Club to hold its Strawberry Festival From Wednesday June 11th to Sunday,June 151h, 2025 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 of luck with your event. Ancere , Denis Noncarrow Town Clerk Enc. DENIS NONCARROW Town Hall,53095 Main Road P.O. TOWN CLERK pF Soly Box 1179 Southold,New York 11971 Fax REGISTRAR OF VITAL (631) 765-6145 Telephone(631) STATISTICS MARRIAGE OFFICER 765-1800 RECORDS MANAGEMENT wwwsoutholdtownny.gov OFFICER FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-536 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JULY 8, 2025: 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, Steven Grattan, has informed the Town Clerk's office that this fee may be refunded.Now therefore be it, RESOLVED that the Town Board of the Town of Southold hereby authorizes a refund to be issued in the amount of the deposit made to the following: Name Date Received Amount of Deposit Mattituck Lions Club 1/30/2025 $500.00 PO Box 595 Mattituck,NY 11952 Cutchogue-New Suffolk Library 1/17/2025 $250.00 PO Box 935 Cutchogue,NY 11935 New Suffolk Civil Association 5/12/2025 $250.00 PO Box 642 New Suffolk,NY 11956 Southold Village Merchants 3/25/2025 $250.00 c/o Joan Tyrer PO Box 1356 Southold,NY 11971 N North Fork Country Club 4/16/2025 $250.00 PO Box 725 Cutchogue,NY 11935 Oysterponds Historical Society 4/2/2025 $250.00 PO Box 70 Orient,NY 11957 Denis Noncarrow Southold Town Clerk RESULT: Adopted MOVER: Councilwoman Doherty SECONDER: Councilman Doroski AYES: Supervisor Krupski, Jr., Councilwoman Doherty, Councilwoman Smith, Councilman Doroski, Councilman Mealy NAYES: None Vendor No. Check No. Town of Southold, New York - Payment Voucher Vendor Name Vendor Address Entered by Mattituck Lions Club PO Box 595 Mattituck, NY 11952 Audit Date Vendor Telephone Number Town Clerk 631-445-5526 Invoice Invoice Invoice Net Purchase Order Number Date Total Discount Amount Claimed Number Description of Goods or Services General Ledger Fund and Account Number 2025-536 7/8/25 500.00 500.00 Out deposit return A.1410.4.600.100 Total 500.00 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 owin and that taxes from which the Town is exempt are excluded. or discrepancies noted,and payment is approved. Signat a "Fit(e:Deputy Town Clerk Signature Company Name _ Date 7/10/2025 1itle:Deputy Town Clerk Date 7/10/2025 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 01/30/25 Receipt#: 337354 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 6.11 to 6.15 $500.00 Total Paid: $500.00 Notes: Payment Type Amount Paid By CK#10869 $500.00 Mattituck, Lions Club Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Mattituck, Lions Club P.o.box 595 Mattituck, NY 11952 Clerk ID: DENISN Internal ID:6.11 to 6.15