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Home My WebLink AboutOysterponds PTA Halloween Parade Q��gUFfO(��0 DENIS NONCARROW �� G.y Town Hall,53095 Main Road TOWN CLERK p P.O.Box 1179 W Z Southold,New York 11971 REGISTRAR OF VITAL STATISTICS p Fax(631)765-6145 MARRIAGE OFFICER Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER �O! �a www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD Oysterponds P.T.A. October, 8th, 2025 Miriam Foster P.O.Box 115 Orient,New York 11957 Dear Miriam, The Southold Town Board at its regular meeting held October 8th,2025 granted permission to The Oysterponds P.T.A. to hold its Halloween trick or Treating on Friday, October 31"2025 as per resolution. 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 ith your event. Sinc enis Noncarrow Town Clerk Enc. COPY FOR YOUR INFORMATION Vendor No. Check Na { Town of Southold, New York - Payment Voucher Vendor Name Vendor Address Eriteied uy Oysterponds PTA PO Box 115 r Audit Date Vendor Telephone Number Oreint, NY 11957 631-905-1979 Town Cterk Vendor,Contact Miraim. Foster Invoice Invoice Invoice Net Purchase Order is Number Date Total Discount Amount Claimed Number Description of Goods or Services Geheral L"edger Fund;:and Account Number . 2025-845 11/5/2025 $250.00 $250.00 C/U Halloween Trick or Treating y T1 030 ti 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. Signatur Title Deputy Town Clerk Signatur com yName Town Clerk Date 11/7/2025 Title e u own Clerk Date 11/7/2025 DENIS NONCARROW 'Town Hall,53095 Main Road P.O, TOWN CLERK Box 1179 � + Southold,New York 11971 Fax (631)765-6145 Telephone'(631) REGISTRAR OF VITAL 76 STATISTICS MARRIAGE,OFFICER oldto www.souttioldtowrm ov RECORDS MANAGEMENT " - Y'g OFFICER FREEDOM OF ��+ INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF:SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO.'2025-845 WAS ADOPTED AT THE.REGULAR MEETING OFTHE SOUTHOLD TOWN BOARD ON NOVEMBER 5;2025: WHEREAS,,-the following groups have supplied the Town of Southold with a refundable clean- up deposit fee for their event and WHEREAS,.the'Sou#hold Town Police Chief;:Steven Grattan,'has informed the Town Clerk's Office'that this.fee may be refunded.New 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, Southold PTA 10/2/2025 $250.00 c/o Kimberly Kraehling 1.530 Boisseau Avenue Southold,NY 11971 Oysterponds:PTA 9%30/2025 $250.00 _ c/o Miriam Foster PO Box 115 Orient,.NY 11957 Cub Scout Pack 39 9/30/2025 $250.00 c/o Richard Jernick 1070 Pine Tree Rd Cutchogue;NY 11935. Denis'Noncarrow Southold Town'Clerk RESULT: Adopted MOVER: Councilwoman Doherty SECONDER: Councilman Doroski AYES: Councilman Mealy,Councilwoman Smith, Councilwoman Doherty, Justice EVans,.Councilman Doroski, Supervisor Krupski,ft. NAYES None TC Checklist for Parade/5K1/Bicycle*/Town Property/Road Closure Special Events Applications �c s . Name of Organization: ?T. A ,,,,11Op,,pp�� Name of Event:4.0. (3, ®W�-11 ►� ► _ ID ba s) of Event: 1 Z0ZS *No SK and Bicycle events during the period of June 1 to November 1* Event fee check(or request to be waived) A/ Road clean-up check (CANNOT BE WAIVED) Current Insurance certificate Application sent for approvals to the following Depts.: / PD Hwy ✓ Land Pres. V 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. #: 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. #: -26 A cJ Voucher and copy of TB clean-up Reso. to Accounting Dept. —7—Whole application file to Records Management (include copy of voucher& reso.) SATF01 � DENTS NONCAR ,OW �� "` �� 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 d www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER RECEIVE® OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD 6 E P 3 0 2025 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 / o Name of Event V 1 l mg, 0�— �Q4 Name of Organization: S Is this a Not-For-Profit Even . es No Contact's Name: U,eA FOSI.Z5_v� , __II n" Mailing Address: c� �l �06- ��r ��T �j Contact's Phone Number: Contact's Email Address: Event Location and Site Diagram: I �d Sow (Use additional paper if necessary) Event Date(s): (Include set up and shutdown times nd dates) Nature of Event: e- G::�- O Ua (Please attach a detailed description to this applicati)aA) Time Period (Hours) of Event: From 4 to Maximum Number of Expected Attendees: Specify any special requirements (i.e. road closure, police presence): �-o C1 CV) 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: �0 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. P int name of Authorized Person filling out Signature of Aut o e erson ing t app lication application *Upon the request by applicant,the Town Board may waive in whole or in part any of the application requirements. 2 HOLD HARMLESS AGREEMENT The applicant onS k-e ep CAS T - 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: ey\A,-;� (Name of Business Entity) Dates of event(s): Sworn to before me this✓" Day of , 20 �S. JENNIFER M MUDD NOTARY PUBLIC,STATE OF NEW YORK Registration No.01 MU6429053 Oualiified in Suffolk County My Commission Expires February 07,20 r ASSOCIATION INSURANCE MANAGEMENT INC MEMBER CERTIFICATE OF INSURANCE 09/30/2025 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 05-532 Oysterponds PTA Education Support Purchasing Group AIM Association Insurance Sarah Anglum or Current Officer c/o AIM Management, Inc. 23405 Main Rd P.O. Box 742946 P.O. Box 742946- Orient,NY 11957 Dallas,TX 75374-2946 Dallas,TX 75374-2946 `Named Insured Member(physical address): 23405 Main Rd Insured#: NY1177118 Orient,NY 11957 Coverage Policy# Effective Dates Deductible Limits of Insurance General Liability GL2025AIM30916 07/01/25-07/01/26 $0 Per Occurrence $2,000,000 Concert Specially Insurance Company 07/01/25-07/01/26 Damage to Rented $500,000 Premises 07/01/25-07/01/26 Extended Medical $5,000 07/01/25-07/01/26 Hired&Non-owned $1,000,000 Auto(HNOA) 07/01/25-07/01/26 Personal& $2,000,000 Advertising Injury 07/01/25-07/01/26 Abuse& $1,000,000 Molestation General Aggregate $2,000,000 Products- $2,000,000 Comp/Ops Fidelity Bond(Crime) CR2025AIM23017 07/01/25-07/01/26 $250 Per Occurrence/ $50,000 Concert Specialty Insurance Company Aggregate Directors and Officers D02025AIM26061 07/01/25-07/01/26 $0 Per Occurrence/ $1,000,000 Concert Specially Insurance Company Aggregate Retroactive Date:07/07/2024 Print Date;9/30/2025 Certificate Holder: This member certificate, together with the common policy conditions, coverage part(s), coverage form(s), and endorsements, Town of Southold if any complete the above numbered policy. Copies of the Master 53095 Main Road Policies are available upon request. Southold, NY 11971 AUTHORIZED REPRESENTATIVE Print Date:9/30/2025 Town of Southold P.O Box 1179 Southold, NY 11971 * * * RECEIPT * * * Date: 09/30/25 Receipt#: 345066 Quantity Transactions Reference Subtotal 1 Clean-Up Deposit 10.31.2025 $250.00 Total Paid: $250.00 Notes: Payment Type Amount Paid By CK#8523 $250.00 Oysterponds, PTA Southold Town Clerk's Office 53095 Main Road, PO Box 1179 Southold, NY 11971 Name: Oysterponds, PTA C/O Miriam Foster PO Box 115 Orient, NY 11957 Clerk ID: DIANAF Internal ID: 10.31.2025 r Franke, Diana From: Franke, Diana Sent: Tuesday, September 30, 2025 2:25 PM To: Blasko, Regina; DeChance, Paul; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McCullough, Lillian; McGivney,Julie; Noncarrow, Denis; Norklun, Stacey; Orientale, Michael; Squicciarini,James; Stype,John Cc: Born, Sabrina; Mudd,Jennifer Subject: Oysterponds PTA: Halloween Trick or Treating (09/30/2025) Attachments: 09.30.2025.pdf Importance: High Good Afternoon, Please see attached the Application for a Special Event Permit from Oysterponds P.T.A. Halloween Trick or Treating received on 09/30/2025. Provide approval or disapproval and cost analysis. Thank you so much, davu Cg ramir Account Clerk Southold Town Clerk's Office (631)765-1800 Ext 1228 i Franke, Diana From: Franke, Diana Sent: Wednesday, October 1, 2025 1:58 PM To: Blasko, Regina; DeChance, Paul; Goodwin, Dan; Grattan, Steven;Johnson, Benjamin; McCullough, Lillian; McGivney, Julie; Noncarrow, Denis; Norklun, Stacey; Orientale, Michael; Squicciarini,James; Stype,John, Cc: Born, Sabrina; Mudd,Jennifer Subject: RE: "Oysterponds P.T.A." - Revised Attachments: 10.31.2025.pdf Importance: High Good Afternoon, Please see attached the Application for a Special Event Permit from Oysterponds P.T. A. Halloween Trick or Treating received on 09/30/2025. Provide approval or disapproval and cost analysis. dCYlmC>Aak Account Clerk Southold Town Clerk's Office (631)765-1800 Ext 1228 _ 1 Franke, Diana From: Grattan, Steven Sent: Thursday, October 2, 2025 2:40 PM To: Franke, Diana Subject: RE: "Oysterponds P.T.A." - Revised Attachments: Oysterponds PTA Trick or Treat.xls Hi Diana, I spoke with the event applicant and they are going to enlist support from the OFD fire police. I am going to assign one officer to assist with the event. Cost analysis is attached. From: Franke, Diana<dianaf@town.southold.ny.us> Sent:Thursday,October 2, 2025 8:22.AM To: Grattan,Steven<sgrattan@southoldtownny.gov> Subject: RE: "Oysterponds P.T.A." - Revised Importance: High Good Morning, Last year you approved (No Objections).this event on October 11, 2024 From: Grattan,Steven<sRrattan southoldtownny.gov> Sent:Wednesday,October 1, 2025 3:47 PM To: Franke, Diana <dianaf@town.southold.nv.us> Subject: RE: "Oysterponds P.T.A." - Revised Hi Diana, Do you know if this event has been held in the past? This is going to require a lot of resources from PD to properly implement this closure.There are 5 intersections that will need to be staffed at a time of year when we no longer employee traffic control officers.Additionally, I anticipate Halloween will be busy this year as it falls on a Friday.We must provide adequate staffing throughout the rest of town. Has the Oysterponds PTA requested support from OFD for fire police?Without their assistance, I don't think we will have the manpower to staff the closure. Thanks, Steve 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. 1 Town of,Southold Police Department Special Event Cost Analysis Event: Oysterponds PTA Safe Trick or Treat Date(s): 10/31/2025 Location: Village Ln Pat,c i1 01 ocation for Event. ,, Reg Hours OT Hrs Hrly Wage Total Comments 1Po ice Officers Sergeant $0.00 Police Officer $0.00 SpeciIPa�troi Reg Hours OT Hrs My Wage Total Comments CRU PO Ficner 3 $76.50 $229.50 $0.00 'Bicycle Patrol $0.00 $0.00 $0.00 K-9 Unit $0.00 Highway Patrol PO Onufrak $0.00 PO Flatley $0.00 la, ine Units ' Traffic Control ` `s Reg Hours OT Hrs My Wage Total Comments Equipment Costs PD Vehicles #of vehicles Hours $/hr Total 1 3 $20.00 $60.00 Command Van Marine Patrol Boats Total Department Cost for Event= $289.50 Prepared by Chief S. Grattan 10/2/2025 Page 1 DENIS NONCARROW Town Hall,53095 Main Road P.O. TOWN CLERK 4 ;. Box 1179 Southold,New York 11971,Fax REGISTRAR OF VITAL (631) 765-6145'Telephone(631) STATISTICS MARRIAGE OFFICER 765-1800 RECORDS MANAGEMENT i wwwsoutlioldtownny.gov OFFICER FREEDOM OF ��. INFORMATION.OFFICER �QlINt f,' OFFICE OF THE TOWN CLERK, TOWN OF SOUTHOLD THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2025-772 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD,TOWN BOARD ON OCTOBER 7,2025: RESOLVED that the Town Board of the Town of Southold hereby grants a.police escort and permission to'Oysterponds,U.P.S.D to use the following route: Oysterponds Elementary-School to Village Lane to-Kings St:and back to Oysterponds School, for its Annual Halloween Parade in Orient on Friday, October 31, 2025, beginning at 4:00,PM,provided,they closely adhere to the all the conditions of the Town's Policy for Special Events on Town Properties. All fees shall be waived with the exception of the Clean-Up Deposit. Denis Noncarrow Southold Town.Clerk RESULT: Adopted MOVER: Councilman Doroski SECONDER: . Councilman Mealy AYES: Councihnan Mealy, Councilwoman Smith,Councilwoman Doherty, Justice Evans,Councilman Doroski;Supervisor,Krupski, Jr. NAYES: None