May 6 2013 Complete Agenda

MAYORANDCITYCOUNCIL
REGULARSESSION
Monday,May6,20136:00P.M.
AGENDA
1. CALLTOORDER
2. PRAYERANDPLEDGE
3. APPROVALOFMINUTES
A. WorkSessiondatedApril9,2013
B. RegularSession#7datedApril15,2013
4. COMMENTSFROMTHEPUBLIC
Any person who may wish to speak on any matter at the Regular Session may be heard during
Comments from the Public for a period of three (3) minutes or such time as may be deemed
appropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,addressand
thesubjectonwhichheorshewishestospeak.
5. ITEMSPRESENTEDBYTHEMAYORANDCITYCOUNCIL
A. ProclamationDesignatingMaytobeLymeDiseaseAwarenessMonth
B. ProclamationDesignatingMay1218tobeNational PoliceWeek
C. ProclamationRecognizingMay1824tobeNationalSafeBoatingWeek
D. CouncilStandingCommitteeDraftAgendasfortheweekofMay13,2013
E. StandingCommitteeReportforSurfingBeachSubcommitteeMeetingofApril15andApril30
6. CONSENTAGENDA
A. PrivateEventApprovalRequestforDelmarvaESASurfSeriesVariousDates
B. PrivateEventApprovalRequestforSeasideChristianAcademyBikeathonMay15,2013
C. PrivateEventApprovalRequestfor18
th
AnnualSandDuelsBeachSoccerChallengeJune89,2013
D. PrivateEventApprovalRequestforDelawareVolleyballBeachFestJuly6,2013
E. PrivateEventApprovalRequestforSwimOCJuly20,2013
F. PrivateEventApprovalRequestforSoccerResortBeachTournamentAugust24,2013
G. CityClerkRequesttoApprovePicnicTableAgreements
7. MISCELLEANEOUSREPORTSANDPRESENTATIONS
A. OCReefFoundationAnnualUpdatepresentedbyCaptainMontyHawkins,President
8. PUBLICHEARINGS
9. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYMANAGERANDSTAFF
10. ITEMSREFERREDTOANDPRESENTATIONSFROMTHECITYSOLICITOR
A. SecondReadingOrdinance201308toAmendBenefitsPaidtoCertainMunicipalEmployees
(topermitparticipationofnewpoliceemployeesinthePublicSafetydefinedbenefitpension
planandchangethebenefitforemployeeshiredafterJuly2,2011)
B. ResolutiontoEstablishingAmbulanceServiceChargesandTransportFees(tomatchstandard
feeschargesbyMarylandambulancecompaniesandcreateasingleratestructure)
MayorandTownCouncilRegularSessionAgenda May6,2013
11. COMMENTSFROMTHECITYMANAGER
A. ReviewoftentativeworksessionagendaforMay14,2013
12. COMMENTSFROMTHEMAYORANDCITYCOUNCIL
13. ADJOURN

REGULAR SESSION -MAYOR AND CITY COUNCIL
MONDAY, MAY 6, 2013

3 APPROVAL OF MINUTES

A. Work Session dated April 9, 2013
B. Regular Session #7 dated April 15, 2013

MONDAY, MAY 6, 2013

4 COMMENTS FROM THE PUBLIC

Any person who may wish to speak on any matter at the Regular Session may
be heard during Comments from the Public for a period of three (3) minutes or
such time as may be deemed appropriate by the Council President. Anyone
wishing to be heard shall state their name, address and the subject on which he
or she wishes to speak.

MONDAY, MAY 6, 2013

5 ITEMS PRESENTED BY THE MAYOR AND CITY
COUNCIL

A. Proclamation Designating May to be Lyme Disease
Awareness Month

LYME DISEASE AWARENESS MONTH

Deer ticks carrying the bacteria Borrealia burgdorferi which
causes Lyme Borreliosis, commonly known as Lyme disease, continues to spread across
the State of Maryland and in our area;

WHEREAS, Lyme disease is an infectious disease caused by spirochetal (spy-roh-keet-
al) bacteria called Borrelia carried by ticks;

WHEREAS, The ticks are so small and hard to detect that most people who get Lyme
disease do not recall being bitten and do no develop the characteristic bulls eye rash;

WHEREAS, A large percentage of the residents of our community and with many
people, or citizens, have not been diagnosed with definite or probably Lyme disease;

WHEREAS, Lyme disease affects the brain, heart, joints, and other body organs and
mimics many other diseases. Patients are often misdiagnosed with more familiar
conditions including depression, rheumatoid arthritis, chronic fatigue, fibro-myalgia,
multiple schlerosis, or psychiatric illness;

WHEREAS, Citizens of the Lower Shore and all of Maryland plus other states describe
their difficulties in obtaining diagnosis and treatment locally. Many area residents
travel long distances to see specialists. Some are disabled, others are unable to work
and have no health insurance;

WHEREAS, It is in May that a new generation of nymphal ticks emerge; therefore, it is
fitting that MAY be declared LYME DISEASE AWARENESS MONTH.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City,
Maryland, do hereby proclaim May 2013 to be LYME DISEASE AWARENESS MONTH
In Ocean City to support the efforts to educate area citizens, taxpayers, and visitors on
the issues of Lyme Disease and other tick-borne illnesses.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the
Town of Ocean City, Maryland to be affixed this 6
th
day of May in the year of Our Lord
two thousand and thirteen.

__________________________________________
RICHARD W. MEEHAN
0D\RU

MONDAY, MAY 6, 2013

COUNCIL

B. Proclamation Designating May 12-18 to be National
Police Week

NATIONAL POLICE WEEK

National Police Week 2013 will honor the service and sacrifice of those
law enforcement officers killed in the line of duty while protecting our communities and
safeguarding our democracy;

WHEREAS, There are approximately 900,000 law enforcement officers serving in communities
across the United States, including the dedicated members of the Ocean City Police Department;

WHEREAS, Nearly 600,000 assaults against law enforcement officers are reported each year,
resulting in approximately 16,000 injuries;

WHEREAS, Since the first recorded death in 1791, almost 20,000 law enforcement officers in the
United States have made the ultimate sacrifice and been killed in the line of duty;

WHEREAS, The names of these dedicated public servants are engraved on the walls of the
National Law Enforcement Officers Memorial in Washington, D.C.;

WHEREAS, New names of fallen heroes are being added to the National Law Enforcement
Officers Memorial this spring, including 119 officers killed in 2012 and 201 officers killed in
previous years;

WHEREAS, The service and sacrifice of all officers killed in the line of duty will be honored
during the National Law Enforcement Officers Memorial Funds 25
th
Annual Candlelight Vigil,
on the evening of May 13, 2013;

WHEREAS, The Candlelight Vigil is part of National Police Week, which takes place this year
on May 12 18;

WHEREAS, May 15 is designated as Peace Officers Memorial Day, in honor of all fallen officers
and their families and U.S. flags should be flown at half-staff;

NOW, THEREFORE, BE IT RESOLVED that I, Richard W. Meehan, Mayor of the Town of
Ocean City, Maryland, along with the City Council, formally designates May 12 18, 2013 as
POLICE WEEK in Ocean City, Maryland, and publicly salutes the service of law enforcement
officers in our community and in communities across the nation.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town
of Ocean City, Maryland to be affixed this 6
th
day of May in the year of Our Lord two thousand
and thirteen.

___________________________________________
RICHARD W. MEEHAN
Mayor

MONDAY, MAY 6, 2013

COUNCIL

C. Proclamation Designating May 18-24 to be National
Safe Boating Week

NATIONAL SAFE BOATING WEEK MAY 18 24, 2013

Recreational boating is fun and enjoyable, and we are fortunate that we
have sufficient resources to accommodate the wide variety of pleasure boating demands.
However, our waterways can become crowded at times and be a place of chaos and confusion.
While being a marvelous source of recreation, boating, to the unprepared, can be a risky sport.
Not knowing or obeying the Navigation Rules or the nautical Rules of the Road, drinking
alcohol or taking drugs while operating a boat, or choosing not to wear your life jacket when
doing so is clearly NOT the smart thing to do, are all examples of human error or a lack of
proper judgment. One particular behavior that can reduce the number of boaters who lose their
lives by drowning each year by approximately 84% is the wearing of a life jacket. It is a simple
task that has the potential to reduce terrible loss of lives; and

WHEREAS, Knowledge and skills are important in reducing human error and improving
judgment. If people are aware of the risk, they are likely to take the precautionary measures to
protect themselves and their friends and family. That is why we must continue to spread the
messages of boating safety not only during National Safe Boating Week but also throughout the
entire year; and

WHEREAS, On average, 700 people die each year in boating-related accidents in the U.S.; nearly
70% of these are fatalities caused by drowning; and

WHEREAS, The vast majority of these accidents are caused by human error or poor judgment
and not by the boat, equipment, or environmental factors.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of Ocean City, Maryland, do
hereby support the goals of the North American Safe Boating Campaign and proclaim May 18
24, 2013 as NATIONAL SAFE BOATING WEEK in Ocean City and the start of the year-round
effort to promote safe boating. I urge all those who boat to take boating safety courses, get a
free vessel safety check, always wear a life jacket and practice safe boating habits.

IN WITNESS WHEREOF, I have hereunto set my hand and caused the Great Seal of the Town
of Ocean City, Maryland to be affixed this 6
th
day of May in the year of Our Lord two thousand
and thirteen.

_____________________________________________
RICHARD W. MEEHAN
Mayor

MONDAY, MAY 6, 2013

COUNCIL

D. Council Standing Committee Draft Agendas for the
week of May 13, 2013

OceanCity,Maryland
PoliceCommission
Agenda
May13,20139:00AMOpenSession
PSBBuilding,6501CoastalHighway
1. CalltoOrder
2. ApprovaloftheMinutesofApril8,2013meeting
3. DiscussionregardingtheacquisitionofaHumvee
4. ComparisonofpolicingcostsduringthemonthsofJune,July,
August(RequestedbyCouncilSecretaryMaryKnight)
5. DiscussionofstatisticalreportsandwhentheMayorandCouncil
wouldliketoreceivethem
6. Additionalpaidparkingdiscussionoflocation,coverage,etc.
7. ECD(Taser)useinApril
8. GeneralOrderUpdateG.O.200H2
9. OtherBusiness
10. Adjourn
ClosedSessiontofollow
TourismCommissionMeeting
Agenda
1p.m.
Monday,May13,2013
1) MargotAmelia,DirectoroftheMarylandOfficeofTourismDevelopment
updateonstatestourismmarketingplans
2) UpdatefromTourismCommissionmetricssubcommittee
3) BookItDirectcampaigndiscussion
OCEAN CITY, MARYLAND

RECREATION & PARKS COMMITTEE
Tuesday, May 14, 2013
4:00 P.M.
Northside Park Community Room

AGENDA

1. Call to Order and Attendance

2. Approval of Minutes of April 9, 2013

3. Ocean City License Plate Boardwalk Parade (Nancy Howard)

4. Surfing Beach Update

5. Beach Toys Update

6. St. Patricks Soccer Tournament 2013 Report

7. Introduction to Frank Miller

8. Caroline Street Boardwalk Stage Use Policy

9. Kayak/Canoe Concession RFP

10. Other Business

11. Adjournment

P:Tom/Rec & Parks Committee Meeting Agenda 5-14-2013

MONDAY, MAY 6, 2013

COUNCIL

E. Standing Committee Report for Surfing Beach
Subcommittee Meeting of April 15 and April 30

Recreation & Parks Committee
Surfing Beach Sub-Committee
Minutes of April 15, 2013

1. Call to Order: The meeting was called to order at 4:00 p.m. at the
Community Room at City Hall. Present were J oe Mitrecic, Dennis Dare,
Lloyd Martin, Ward Kovacs, Chris Shanahan, J oe Groves, Shelly Dawson,
Lee Gerachis, Tom Shuster, Butch Arbin and J on Tremellen. Guests
included J oanne Shriner and Zach Hoopes.

2. Surfing Beach Options for 2013: Butch Arbin handed out four alternate
versions for a 2013 surfing beach schedule and explained their differences.
Versions 2, 3 & 4 contain the proposal for a 3
rd
surfing beach on the
weekend. Butch noted that versions 3 and 4 use the Inlet beach as a
designated third beach on the weekend.

Butch provided photos of the Inlet Beach area from 2012, 2011 and 2010.
The group discussed the current use patterns at the Inlet during the course of
the summer. The group had concerns about the fairness of adding the 3
rd

beach on weekends on the area from 35
th
Street to 102
nd
Street.

The group reviewed the flexible methods of managing the size of the surfing
beaches that were proposed by the Beach Patrol at the last meeting. The
group agreed that this flexibility will make the existing beach rotation more
appealing to the surfing community.

The group reached a consensus on a modified version of schedule 1 with the
Inlet beach open by direction of the Captain depending on conditions for
surfing in May and J une and in late August and September.

The group also discussed how to publish the schedule so that the surfers and
swimmers will understand the range of the beach and what to expect of the
rotation schedule.

Motion made by Shelly Dawson, seconded by Lee Gerachis, to approve for
recommendation to the Council, a version 1 schedule as modified. The
motion was approved unanimously.

The Sub-Committee agreed to meet again in the Fall.

The meeting was adjourned at 4:55 p.m.

P:Tom/Surfing Beach/Surfing Beach Sub-Committee Minutes 4-15-2013
RECREATION & PARKS COMMITTEE
Surfing Beach Sub-Committee
Minutes of April 30, 2013

1. Call to Order: The meeting was called to order at 4:00 p.m. at City Hall. Present were
J oe Mitrecic, Lloyd Martin, Dennis Dare, J oe Groves, Shelly Dawson, Ward Kovacs,
Tom Shuster, Mike Foelber and Rick Pairo. Guests were J oanne Shriner, Zach Hoopes
and Will Edmunds.

2. Approval of Minutes: The minutes of April 15, 2013 were approved as submitted.

3. Discussion of Inlet Surfing Beach: J oe introduced Will Edmunds, Beach Franchise
Holder at the inlet beach. Will explained the scope of the franchise at the inlet. Will
raised a concern he had for the possible negative impact on his franchise due to the
conditional surfing use on weekends in J une, August and September as noted on the 2013
Surfing Beach Schedule. Ward Kovacs reported that he has written a surfing beach
directive contained in the surfing beach employee manual that addresses Wills concern.
The written direction was acceptable to Will Edmunds.

The group also discussed how to handle the expansion of the size of the designated
surfing beach south of 27
th
Street. Ward proposed that these surfing beach areas be
governed by the same direction to surfing beach staff provided for the conditional use of
the inlet surfing beach. The Committee moved to accept the recommendations by Ward
Kovacs to define the enforcement of conditional use on designated surf areas below 27
th

Street. The motion carried unanimously.

Rick Pairo asked if in the upcoming guarding season the Beach Patrol staff could make
an assessment of modifications of surfing at 4:00 p.m. each day. Ward Kovacs noted that
this could be considered however; Beach Patrol would prefer to declare modified surfing
for the entire beach if this practice is adopted. The staff will consider working with this
request.

4. Adjournment: The meeting was adjourned at 4:40 p.m.

P:Tom/Rec & Parks Committee/Rec & Parks Surfing Beach Sub-Committee Meeting 4-30-2013

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

A. Private Event Approval Request for Delmarva ESA Surf
Series Various Dates

TOWN OF
The White Marlin Capital of the World

TO: The Honorable Mayor, Council President and Members of Council
THRU: David L. Recor, ICMA-CM, City Manager
FROM: Lisa Mitchell, Private Event Coordinator
RE: Delmarva ESA Surf Series
DATE: April 26, 2013

ISSUE(S): Request approval of the 2013 ESA Summer Surf Series

SUMMARY: This longstanding, community event is an amateur surf series
competition scheduled on multiple dates during the season: May
18-19; June 15-16 (was originally June 8-9, but changed due to
a conflict with the Longboard Challenge); June 29-30; July 20-
21; July 27-28; August 10; and October 5-6.

While City Staff has no objections to approving this surf series,
they do request changes to the event that were requested in the
application:

Any cancellation notice must be given to Public Works-
Maintenance no later than 12:00 noon on the Thursday
prior to that weekends scheduled event, or no Wave
Date reschedule will be permitted on the next weekend;
The events scheduled for June 15-16 and June 29-30 take
place at 48
th
St., not the Inlet;
The event scheduled for July 20-21 cannot have a Wave
Date the following weekend, because it will interfere with
another event;
Must comply with all Beach Patrols provisions that are
listed in the cover sheet included in this packet.

FISCAL IMPACT: Potential positive economic impact from lodging, food and
beverage, recreation and other incidental expenditures.

RECOMMENDATION: Approve the event with staff caveats.

ALTERNATIVES: Do not approve the event.

RESPONSIBLE STAFF: Lisa Mitchell, Private Event Coordinator

COORDINATED WITH: All appropriate departmental staff and specifically coordinated
with Public Works and Beach Patrol.

ATTACHMENT(S): 1) May October 2013 Calendar
2) Application
3) Site Layout
4) Cover Sheet
Agenda Item # 6A
Council Meeting May 6, 2013

Sun Mon Tue Wed Thu Fri Sat
1 2
SE Springfest

3
SE Springfest

4
SE Springfest
PE Knights of
Columbus Procession
5
SE Springfest

6 7 8 9
PE ESA Mid-
Atlanitc Regl Surfing
Champ.
10
PE ESA Mid-
Champ.
PE Showell
Boardwalk Walk
11
PE Crab Soup
Cook-off
PE Ride for the
Feast
PE ESA Mid-
Champ.
12
PE ESA Mid-
Champ.
13 14
PE Showell
Boardwalk Walk Rain
Date
15
PE - Bike-a-thon -
TENTATIVE
16
PE Cruisin OC
PE - Bike-a-thon Rain
Date - TENTATIVE
17
PE Cruisin OC
18
PE Cruisin OC
PE ESA -
TENTATIVE
19
PE Cruisin OC
PE ESA Rain Date -
TENTATIVE
20 21 22 23 24 25
PE OC Beachlights
Patriotic Show
26
PE OC Beachlights
27 28
PE Beach Fireworks
29 30
PE PIS Dodge Ball
31
PE PIS Tennis

2013
May


1
Ravens Parade
PE Ravens Beach
Bash
2
PE - PIS Karaoke
PE OC Beachlights
3

4
PE - PIS Karaoke &
Volleyball
PE Beach Fireworks
5
OC Air Show Set-up
PE - PIS Basketball

6
OC Air Show Set-up
PE PIS Dodge Ball
Dew Tour Set-up

7
Longboard Challenge
OC Air Show Set-up
Sand Duels Set-up
PE PIS Tennis
Dew Tour Set-up
8
Longboard Challenge
OC Air Show
PE - Sand Duels -
TENTATIVE
Dew Tour Set-up

9
Longboard Challenge
OC Air Show
PE - Sand Duels -
TENTATIVE
PE - PIS Karaoke
Dew Tour Set-up
PE OC Cruzers
PE OC Beachlights
10
OC AIR SHOW
Breakdown
Dew Tour Set-up
11
PE - PIS Karaoke &
Volleyball
Dew Tour Set-up
OC AIR SHOW
Breakdown
PE Beach Fireworks

12
Dew Tour Set-up
OC AIR SHOW
Breakdown
PE - PIS Basketball

13
Dew Tour Set-up
PE PIS Dodge Ball
14
Sun Run
Dew Tour Set-up
PE PIS Tennis

15
Dew Tour Set-up
PE ESA -
TENTATIVE
16
Dew Tour Set-up
PE OC Beachlights
PE ESA Rain Date -
TENTATIVE
17
Dew Tour Set-up
18
Firemens Pipe &
Drums
Dew Tour Set-up
PE Beach Fireworks
19
Firemens Parade
Dew Tour Set-up
20
Dew Tour
21
Dew Tour
PE - Beach 5 Set-up
22
Dew Tour
PE - Beach 5 Sand
Soccer
23
Dew Tour
Beach 5 Sand Soccer
PE OC Cruzers
PE OC Beachlights
24
Dew Tour Breakdown
25
Dew Tour Breakdown
PE Beach Fireworks
26
Dew Tour Breakdown
27
Dew Tour Breakdown
28
Dew Tour Breakdown
29
Dew Tour Breakdown
PE ESA -
TENTATIVE
30
PE OC Beachlights
PE ESA Rain Date -
TENTATIVE

2013
June

1 2 3 4 5 6
PE - DVA Volleyball -
TENTATIVE
7
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE - DVA Volleyball
Rain Date -
TENTATIVE
8
PE Beach Fireworks
9
PE Beach Fireworks
10 11 12 13
14
PE OC Beachlights
PE Northside Park
Fireworks
15
PE Beach Fireworks
16
PE Beach Fireworks
17 18 19 20
PE Swim OC
TENTATIVE
PE ESA -
TENTATIVE
21
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
22
PE Beach Fireworks
23
PE Beach Fireworks
24 25 26 27
PE ESA -
TENTATIVE
28
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
29
PE Beach Fireworks
30
PE Beach Fireworks
31

2013
July

1 2 3

4
SE Sundaes in the Park
PE - OC Cruzers
PE OC Beachlights
PE Northside Park Fireworks

5
PE Beach
Fireworks
6
PE Beach Fireworks
7
SE Concerts on
the Beach
8 9 10
PE ESA -
TENTATIVE
11
PE OC Beachlights
12
PE Beach
Fireworks
13
PE Beach Fireworks
14
SE Concerts on
the Beach
15 16 17
18
PE - OC Cruzers
PE OC Beachlights
19
PE Beach
Fireworks
20
PE Beach Fireworks
21
SE Concerts on
the Beach
22 23 24
PE Soccer Resort
Beach Tourn. -
TENTATIVE
25
PE OC Beachlights
PE Soccer Resort Beach Tourn.
TENTATIVE

26
PE Beach
Fireworks
27
PE Beach Fireworks
28
SE Concerts on
the Beach
29 30 31

2013
August

1 2 3
PE Surf Fishing
4
PE Surf Fishing
5
PE Surf Fishing
PE Corvettes
PE ESA -
TENTATIVE
6
PE ESA -
TENTATIVE
7 8 9 10
PE Cruisin
11
PE Cruisin
12
PE Cruisin
13
PE Cruisin
14 15 16 17 18
PE Boardwalk
Wedding - Tentative
19
PE ACS Making
Strides 5K
20 21 22 23 24 25 26
PE Seaside 10
27 28 29 30 31

2013
October
Ocean City Special Events Private Events

Name of Event: Delmarva ESA Surf Series 2012 New Event: No
Date of Event: Multiple Dates See below
Date Application Received: February 14, 2013 Application Fee Paid:
Date Routed: February 14, 2013
Date Returned from All Departments: April 21, 2013 Total Cost to Town: $4,682.86 for total series, or
$668.98 for each event.

Things to Note:
This event is an annual amateur surf series competition for competitors, ages 8 to 68 years old.
Dates for this event series as follows:
o May 18-19 48
th
St., or the Inlet: MD States
o J une 15-16 48
th
St., or the Inlet: Was originally scheduled for J une 8-9, but changed because thats the
same weekend as the Longboard Challenge
o J une 29-30 48
th
St., or the Inlet
o J uly 20-21 8
th
St.: Malibus
o J uly 27-28 30
th
St.: Chaunceys
o August 10 36
th
St.: K-Coast
o October 5-6 48
th
St. or the Inlet: Fall Classic
All no wave dates will go to the following weekend for make-up competitions.
Set-up for each event will begin at 6 am on the morning of the event.
Each event will take place from 7 am until dusk.
Clean-up will immediately follow each event.
Each event will utilize one block of the beach.
The event coordinators would like to use a generator and PA System on the beach.
The event coordinator requests vehicular access to the beach.
The event coordinators request the following supplies from the Town of Ocean City: Reviewing Stand placed on
the beach at the high tide mark and centered in the contest area for each event, extra trashcans, chairs and tables.
Sponsors of this surf series are Malibus Surf Shop, K-Coast Surf Shops, and Chaunceys Surf Shops.

Comments from Department Representatives:
PUBLIC WORKS No objections to approving these surfing events. However, please remember that for us to
provide the labor, tractors needed to deliver and retrieve the bandstand, and accessory items requested cost the
department $500 per event. I mention this because, with possible No Wave Dates, these costs could be $7,000 for
14 possible dates. With that said, as part of the approval, it should be required that Any cancellation notice must
be given to Public Works Maintenance no later than 12:00 noon on the Thursday prior to that weekends
scheduled event or No Wave Date reschedule will be permitted the following weekend. Adding this
provision would prevent our division from wasting efforts and monies for events cancelled after items have already
been delivered and set-up. Cost to the department estimated at $3,500.00
OCBP Have checked the surfing beach schedule for the dates indicated. The May and October dates pose no issue
because BP is not on duty. For most weeks there is no conflict and the surfing beach is far enough away that it will
not impact that same location for several weeks. The June 15-16 dates place the surf beach on the same beach in
just 3 days. For any of the summer events that request either 48
th
St. or the Inlet We do not recommended to use
the Inlet on these weekends due to crowds and interference with the first beach franchise. The July 20-21 event does
not interfere with the surfing beach, but they will not be able to postpone the event due to a scheduled event the
following weekend. In the past, event coordinators have cancelled competition, and then allowed free surfing in
the area, which actually creates an additional surfing beach rather than a special event. BP is not staffed or
prepared to administer an additional area in this fashion, and it should not be allowed. In addition:
o Surfing ordinances to be followed during all competitions.
o Will try to schedule at least one Surf Beach Facilitator for the event to help with informing the public of
safety concerns. However, it is the event coordinators responsibility to maintain the 50-yard separation
between swimmers and surfers. Request the area be clearly marked in the water with buoys and that a
buffer zone with no swimmers or surfers be maintained as well as clearly visible beach boundaries. If
available, and needed, the total cost for two (2) Surf Beach Facilitators to monitor each event would be
$168.98 per day, or $1,182.86 for the seven (7) event dates.
o Skim boarding is not allowed.
o The event coordinators must notify the beach stand franchise within a week of each event.
o There must be an easily accessible on-sit contact. This person should be located at a specific area and not
be involved in the competition.
o If a contest is being rescheduled, it is the event coordinators responsibility to notify the OCBP officer in
charge 7 days before the rescheduled event or immediately if it is rescheduled to the next day. If an event
is rescheduled, BP may not be able to provide any on-site personnel.
o In the event of lightening, or if beach patrol needs to clear the beach, all participants, officials and supports
must clear the beach until the SRT gives the all clear. Under NO circumstance should people take shelter
on the bandstand on the beach.
RISK MANAGEMENT Insurance Certificate need to be obtained prior to the event.
FIRE MARSHAL If tents will be used, the event coordinator must get tent permits from the Office of the Fire
Marshal.
OCPD, TOURISM, EMERGENCY SERVICES, OCCC, TRANSPORTATION, and REC & PARKS No
comments, concerns or costs

Date on Council Agenda: May 6, 2013
Date Applicant Notified of Meeting:
Event Approved or Denied:
Date Fees Received: Amount:
Date Permit Issued:
Other:

PRIVATE EVENT APPLICATION
Town of Ocean City, Maryland
NON-REFUNDABLE APPLICATION FEE:
$35.00 For Profit Applicants, $15.00 Non-Profit Applicants

RETURN APPLICATION TO: Private Events Coordinator
Town of Ocean City
Recreation and Parks
200 125
th
Street
Ocean City, MD 21842

This is an application for use and is not a permit of use. No guarantee of availability or
use is made or implied by the acceptance of the application and fee.

This application should be completed and forwarded to the Ocean City Special Events
Department at least 90 days prior to the requested event for City Council consideration.
Any misrepresentation in this application or deviation from the final agreed upon route
and/or method of operation described herein may result in the immediate revocation of
the permit. Applicants attention is directed to the accompanying information packet,
entitled Special Event Application Guidelines.

All questions on the application must be fully answered. Same as last year or similar
comments are not acceptable responses. If a question does not apply, please write N/A
in that space. The application will be returned if the information is incomplete. Please
type or print the information clearly. You may attach additional sheets as necessary.

A non-refundable application fee must accompany this document.
$35.00 For-Profit Applicants and $15 Non-Profit Applicants
(If a Date Hold was approved for this event last year, please submit the remainder of balance.)

The minimum fee for City property usage is $150 per day for For-Profit Applicants and
$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject to
this fee assessment.

1. TITLE OF EVENT: ____________________________________________________
Delmarva ESA Surfing Season 2013

2. IS THIS A NEW EVENT? ______________________________________________
No

3. DATE(S) OF EVENT: __________________________________________________
Please see attachment

4. STARTING & ENDING TIMES OF EVENT: _______________________________
6 AM 7 PM

5. PROJ ECTED SET-UP DATE (S) & TIMES: ________________________________

_____________________________________________________________________
Mornings of contests.

Page 1 of 9

6. PROJ ECTED CLEAN-UP DATE (S) & TIMES: ______________________________
______________________________________________________________________ Morning and afternoon during event.

7. LOCATION (Describe area in which event shall be contained; be specific as to how
much area will be used, etc.): _____________________________________________
_____________________________________________________________________
_____________________________________________________________________
A 1 block area of the beach. dunes to the shoreline
_____________________________________________________________________

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________
Christopher Makibbin
.

9. ORGANIZATION REPRESENTING: _____________________________________
Delmarva ESA
_____________________________________________________________________
_____________________________________________________________________

10. MAILING ADDRESS: _________________________________________________
_____________________________________________________________________
PO Box 207, Ocean City, MD 21843

11. WORK PHONE #_____________________HOME PHONE #__________________
C: 443-603-9706
FAX: _________________________ E:MAIL: _____________________________
410-603-9706
cmakibbin@gmail.com

12. IF ORGANIZATION IS NONPROFIT, LIST NONPROFIT CLASSIFICATION
AND IDENTIFICATION NUMBER: ____________________________________
_____________________________________________________________________
501 3C 05-0392315

_____________________________________________________________________

13. ON-SITE EVENT COORDINATOR: ______________________________________
Chris Makibbin

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________
_____________________________________________________________________
_____________________________________________________________________
11731 Winding Creek Dr., Berlin, MD 21811

15. COORDINATORS CONTACT NUMBERS:
HOME: ___________________________WORK: ________________________
Same as above
FAX:_____________________________CELL:
E-MAIL ADDRESS: ________________________________________________
OTHER: __________________________________________________________
cmakibbin@gmail.com

Page 2 of 9
16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
All day family fun youth to adult surfing competition
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
*if more space is needed, please attach additional pages to the back of this application

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________
____________________________________________________________________
____________________________________________________________________
On beach day of the event

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU
REQUIRE SUCH ACCESS? ______IF SO, WHERE? ________________________
____________________________________________________________________
Yes
____________________________________________________________________
To area in which contest is at
____________________________________________________________________

19. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES,
EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,
etc.): _______________________________________________________________
____________________________________________________________________
Unloading out of truck, PA, bouys, generator, etc. after event load back on truck.
____________________________________________________________________
____________________________________________________________________

20. WILL YOU SET UP A J UDGING AREA, P.A. SYSTEM, TENTS,
SCAFFOLDING, ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED
DIAGRAM AND DESCRIBE HERE: _____________________________________
____________________________________________________________________
____________________________________________________________________

yes

____________________________________________________________________
____________________________________________________________________

21. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO
EMPLOY: ___________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

Page 3 of 9
22. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR
CONSIDERATIONS (Be aware that additional charges may be assessed.):
____________________________________________________________________
____________________________________________________________________
No
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____
IF SO, WHAT TYPE? _________________________________________________
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
OCPD and other surfers

24. WHAT IS YOUR RAIN POLICY? _______________________________________
Rain or shine, just need surf.
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________

25. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING
OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Cans provided by city

26. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT
(TOILETS, HAND WASHING, ETC.)? ___________________________________
___________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: ___________________
____________________________________________________________________
____________________________________________________________________
None
____________________________________________________________________
____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING REQUESTED (SPECIFIC SIZES &
QUANTITIES): ______________________________________________________
____________________________________________________________________
None

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
Page 4 of 9

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES,
CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________
IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________
____________________________________________________________________
Yes
Organization.
Fees to the Delmarva District of the Eastern Surfing Assoc. an IRS tax-exempt, non profit
30. DESCRIBE EVENT PRIZES/AWARDS: __________________________________
Trophies and surf shop goods
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________
Please forward a copy of the approved One Day Alcohol Permit, to the Private Events
No
Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? _________________
Please forward a copy of the approved Tent Permit, to the Private Events Coordinator.
no

33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES AT
YOUR EVENT? _______No__________
Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to the
Private Events Coordinator.

34. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? _________________
Please forward a copy of the approved Bonfire Permit, to the Private Events Coordinator.
No

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? _________________
Please forward a copy of the approved Fireworks Permit, to the Private Events Coordinator.
No

36. DO YOU EXPECT TO SERVE/SELL/DISTRIBUTE ALCOHOLIC BEVERAGES
AT YOUR EVENT? ___________IF SO, PLEASE DESCRIBE INTENT (include
beverage type, quantities, drink sizes, location, etc.):__________________________
No
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
Please forward a copy of the approved One Day Alcohol Permit, if required, to the Private
Events Coordinator.

37. EXPECTED NUMBER OF PARTICIPANTS: ______________________________
50-100

38. EXPECTED NUMBER OF SPECTATORS: ________________________________
100-200

Page 5 of 9
39. IF YOUR EVENT TAKES PLACE ON THE BEACH, YOU MUST NOTIFY THE
APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.

HAVE YOU DONE SO? _____WHO DID YOU CONTACT? _________
____________________________________________________________________

40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM
TOWN PERSONNEL (Be aware that additional charges may be assessed and
applicants must take full responsibility for the protection and security of borrowed/
rented city property): __________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Band stand at each event and trash cans
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY
STATE PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY
OBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY
N/A
TO THE BACK OF THIS APPLICATION.
If you have not yet obtained this permit, please forward a copy of the approved Highway
Permit, to the Private Events Coordinator once you receive it.

42. For parade organizers only: EXPECTED NUMBER OF OVERSIZED VEHICLES
(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG)
TRAVELING THE PARADE ROUTE: _______________DESCRIBE: __________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

43. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE
(5) YEARS: __________________________________________________________
____________________________________________________________________
Ocean City beaches
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Local surf shops

Page 6 of 9
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN
THIS APPLICATION: _________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKE
SURE YOU INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM,
STAGE, CONCESSIONS, COURTS, BANDS, ETC.
IS DIAGRAM INCLUDED WITH APPLICATION? YES________NO_______
XX
An event layout MUST be included for an event to be considered.

INSURANCE REQUIREMENT:
For the protection of the public and the Mayor and City Council, the applicant must
obtain, at the applicants own expense, occurrence form comprehensive general liability
insurance coverage, which insurance coverage shall include coverage for personal injury
which said insurance coverall shall be at least in the amount of one million dollars
($1,000,000) single limit. Said insurance coverage shall name the Mayor and City
Council as additional insureds, with the address on the certificate listed as 301 Baltimore
Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum,
showing the addition of the Mayor and City Council as additional insured, is also to be
provided. The certificate of insurance evidencing such coverage and the addendum shall
be furnished to the Special Events Coordinator, Private Events on behalf of the Mayor
and City Council by the applicant and be approved by the Towns Risk Manager before
applicant engages in the activity.

INSURANCE CERTIFICATE AND ADDENDUM:

____________INCLUDED WITH APPLICATION

_____XX_____TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY
(30) DAYS PRIOR TO THE EVENT
Page 7 of 9
PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:
The applicant must comply with all provisions of the Towns agreement with the Pepsi
Cola Company of Salisbury as it pertains to the distribution or sales of beverages by the
applicant on Town property. The applicant agrees to sell, dispense or serve only Pepsi
Cola beverages on Town premises for the duration of the permitted use.

The applicant is expressly prohibited from using the beverages of other suppliers, said
beverages to include soft drinks, juices, sport drinks and bottled waters. The permitted
beverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, Lipton
Brisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and other
products which Pepsi Cola may provide.

I have read this disclosure and agree that I will comply with its provisions.

APPLICANTS SIGNATURE____________________________DATE______________
Signature on File 2/13/13

LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE
The applicant agrees to comply with the provisions of all applicable ordinances of the
Town of Ocean City. Specifically all permitted uses on or within 75 feet of the
Boardwalk are required to comply with the provisions of chapter 62 of the Code which
expressly prohibits the public sale, rental or exchange for a donation of any goods, wares,
merchandise, foodstuffs, refreshments or other commodities or services.

I have read this disclosure and will comply with all provisions of the local ordinances
including Chapter 62 of the Town Code.

APPLICANTS SIGNATURE___________________________DATE_______________ Signature on File 2/13/13

HOLD HARMLESS CLAUSE:
Permitted (organization/applicant) shall assume all risks incident to or in connection with
the permitted activity and shall be solely responsible for damage or injury, of whatever
kind or nature, to person or property, directly or indirectly arising out of or in connection
with the permitted activity or the conduct of Permitteds operation. Permitted hereby
expressly agrees to defend and save the Town of Ocean City, its officers, agents,
employees and representatives harmless from any penalties for violation of any law,
ordinance, or regulation affecting its activity and from any and all claims, suits, losses,
damages, or injuries directly or indirectly arising out of or in connection with the
permitted activity or conduct of its operation or resulting from the negligence or
intentional acts or omissions of Permitted or its officers, agent and employees.

APPLICANTS SIGNATURE___________________________DATE_______________

Page 8 of 9
MANDATED CHANGES/CANCELLATION
Applicant understands that any event or event date can be changed or canceled at the
direction of the Mayor and City Council if the approved event interferes with Public
Works project(s) or any other necessary governmental function. Such action may be
directed at any time.


PRIVATE EVENT APPLICATION COMPLIANCE REQUIREMENT
The applicant for a private event permit agrees to follow guidelines provided and submit
a complete application including all required submission of materials.

The applicant agrees to take full responsibility for all city-owned property, whether
borrowed, leased or rented, and understands that necessary replacement and/or repair fees
may be assessed should such property be in an unacceptable condition.

The applicant agrees to abide by all provisions of the permit granted by the Town and
agrees to pay all fees and costs assigned to the permit. The applicant further agrees to
comply with all conditions of the use permit which may be required by the Mayor and
City Council of the Town.

I have read and will copy with all special event application requirements.


Page 9 of 9

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

B. Private Event Approval Request for Seaside Christian
Academy Bike-a-thon May 15, 2013

TOWN OF

FROM: Lisa Mitchell, Private Events Coordinator
RE: Seaside Christian Academy Bike-a-thon

ISSUE(S): Request approval of the 2013 Seaside Christian Academy Bike-a-
thon

SUMMARY: This is an annual fundraising event for Seaside Christian
Academy. Participating students ride their bikes from 27
th
Street
to 19
th
Street and back as many times as they can within a given
amount of time.

Staff has no concerns with this event. The only department
affected is Public Works, who posts the south side of 27
th
Street
between Baltimore Avenue and the Boardwalk so busses may
discharge and drop off the students at that location.

FISCAL IMPACT: No fiscal impact to the Town.

RECOMMENDATION: Approve the event.


RESPONSIBLE STAFF: Lisa Mitchell, Private Events Coordinator

COORDINATED WITH: All appropriate departmental staff, specifically Public Works.

ATTACHMENT(S): 1) May 2013 Calendar
2) Application
3) Cover Sheet

Agenda Item # 6B

1 2
SE Springfest

3
SE Springfest

4
SE Springfest
PE Knights of
Columbus Procession
5
SE Springfest

6 7 8 9
PE ESA Mid-
Champ.
10
PE ESA Mid-
Champ.
PE Showell
Boardwalk Walk
11
PE Crab Soup
Cook-off
PE Ride for the
Feast
PE ESA Mid-
Champ.
12
PE ESA Mid-
Champ.
13 14
PE Showell
Boardwalk Walk Rain
Date
15
PE - Bike-a-thon -
TENTATIVE
16
PE Cruisin OC
PE - Bike-a-thon Rain
Date - TENTATIVE
17
PE Cruisin OC
18
PE Cruisin OC
19
PE Cruisin OC
20 21 22 23 24 25
PE OC Beachlights
Patriotic Show
26
PE OC Beachlights
27 28
PE Beach Fireworks
29 30
PE PIS Dodge Ball
31
PE PIS Tennis

2013
May

Name of Event: Seaside Christian Academy Bike-A-Thon New Event: No
Date of Event: Wednesday, May 15, with a Rain Date of Thursday May 16, 2013
Date Application Received: April 15, 2013 Application Fee Paid: Not yet
Date Routed: April 15, 2013
Date Returned from All Departments: April 24, 2013 Total Cost to Town: $196.91

Things to Note:
This annual event is a student bike ride fundraiser on the Boardwalk from 27
th
to 19
th
Streets. Participants
ride back and forth, as many times as they can, in a given amount of time.
The busses would unload and load at the 27
th
Street parking lot next to the Boardwalk.
The event coordinators would set-up from 12 noon-1 pm.
The event would take place from 1-2 pm.
Cleanup would take place directly after the event is finished, and would be completed by 3 pm.
Water and sunscreen would be provided.
Prizes would be awarded for most laps and most donations.
Number of participants would be 25, with 15 adults supervising.

RISK MANAGEMENT Insurance Certificate needs to be obtained prior to the event. Participants should
sign a waiver with the sponsor of the event.
PUBLIC WORKS Will post the south side of 27
th
Street, Oceanside for discharge and pickup of students.
Total cost to support this event last year was $196.91, and expect this years cost to be about the same.
REC. & PARKS, OCPD, OCBP, TOURISM, EMERGENCY SERVICES, FIRE MARSHAL, OCCC,
AND TRANSPORTATION No comments, concerns or costs.

Date Insurance Certificate Received:
Beach Franchisee Notified: N/A
Date Permit Issued:
Other:


Town of Ocean City
200 125
th
Street


This application should be completed and forwarded to the Ocean City Special Events
Department at least 90 days prior to the requested event for City Council consideration.
entitled Private Event Application Guidelines.


$35.00 For-Profit Applicants and $15 Non-Profit Applicants
(If a Date Hold was approved for this event last year, please submit the remainder of balance.)

The minimum fee for City property usage is $150 per day for For-Profit Applicants and
$15.00 per day for Non-Profit applicants. Set-up and breakdown days are also subject to
this fee assessment.

1. TITLE OF EVENT: ____________________________________________________
Seaside Christian Academy Bike-A-Thon

2. IS THIS A NEW EVENT? ______________________________________________
No

3. DATE(S) OF EVENT: __________________________________________________
Wednesday, May 15, 2013

12:00 noon 3:00 pm

5. PROJ ECTED SET-UP DATE (S) & TIMES: ________________________________

_____________________________________________________________________
12 noon 1 pm

Page 1 of 9

6. PROJ ECTED CLEAN-UP DATE (S) & TIMES: ______________________________
______________________________________________________________________ 2:30 pm 3 pm

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Boardwalk from 27
th
to 19
th
Streets
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

8. APPLICANTS NAME: ________________________________________________
Gwen Cordner

_____________________________________________________________________
_____________________________________________________________________
Seaside Christian Academy

10. MAILING ADDRESS: _________________________________________________
_____________________________________________________________________
12637-A Ocean Gateway, OC MD 21842

11. WORK PHONE: _____________________ HOME PHONE: __________________
410-312-7741
FAX: _________________________ E:MAIL: _____________________________
410-430-3449
aquestTitle@comcast.net

410-213-7742
12. IS ORGANIZATION NONPROFIT? Yes - ID #20-8907579
IF SO, PLEASE SUBMIT PROOF OF NONPROFIT STATUS.

13. ON-SITE EVENT COORDINATOR: ______________________________________
Rene Davidson

14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: ____________________
_____________________________________________________________________
_____________________________________________________________________

15. COORDINATORS CONTACT INFORMATION:
HOME: ___________________________WORK: ________________________
410-213-7595
FAX:_____________________________CELL: __________________________
E-MAIL ADDRESS: ________________________________________________
OTHER: __________________________________________________________
410-251-0695
rdavidson@seasidechristianacademy.com

Page 2 of 9
16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: ________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Students ride bicycles on Boardwalk
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? _________________
____________________________________________________________________
____________________________________________________________________
27
th
St. and Boardwalk

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU
REQUIRE SUCH ACCESS? ______ IF SO, WHERE? _______________________
____________________________________________________________________
No
____________________________________________________________________
____________________________________________________________________

EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT. (Include location, process,
etc.): _______________________________________________________________
____________________________________________________________________
____________________________________________________________________
Unload and load bikes at 27
th
Street parking lot
____________________________________________________________________

20. WILL YOU SET UP A J UDGING AREA, P.A. SYSTEM, TENTS,
____________________________________________________________________
____________________________________________________________________

No
____________________________________________________________________
____________________________________________________________________

EMPLOY: ___________________________________________________________
____________________________________________________________________
____________________________________________________________________
Teachers, parents, school administrators
____________________________________________________________________

Page 3 of 9
CONSIDERATIONS (Be aware that additional charges may be assessed.):
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________

23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____
IF SO, WHAT TYPE? _________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
First aid kits and sunscreen water coolers

24. WHAT IS YOUR RAIN POLICY? _______________________________________
____________________________________________________________________
____________________________________________________________________
Request 5/16 for rain date
____________________________________________________________________

OF SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES?
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

Particiants will clean up after themselves.

(TOILETS, HAND WASHING, ETC.)? ___________________________________
___________________________________________________________________
____________________________________________________________________
Lavatory at 27
th
St.
____________________________________________________________________
____________________________________________________________________

27. DESCRIBE CONCESSIONS/SALE ITEMS: _______________________________
____________________________________________________________________
____________________________________________________________________
N/A
____________________________________________________________________
____________________________________________________________________

28. DESCRIBE ALL PRODUCT SAMPLING (SPECIFIC SIZES &
QUANTITIES): ______________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
N/A
____________________________________________________________________
Page 4 of 9

CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? _____________
IF SO, WHO WILL THE PROCEEDS BENEFIT? __________________________
____________________________________________________________________
Yes

Seaside Christian Academy
____________________________________________________________________
____________________________________________________________________

Prizes for most laps, most donations
____________________________________________________________________
____________________________________________________________________

31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? _________________
Please forward a copy of the approved Gaming/Raffle Permit, to the Private Events
N/A
Coordinator.

Please forward a copy of the approved Tent Permit, to the Private Events Coordinator.
N/A

33. WILL YOU BE HAVING AIR SUPPORT/AIR-INFLATED STRUCTURES AT
YOUR EVENT? _________________
Please forward a copy of the approved Air Support/Air-Inflated Structures Permit, to the
N/A

N/A

Please forward a copy of the approved Fireworks Permit, to the Private Events Coordinator.
N/A

AT YOUR EVENT? ___________IF SO, PLEASE DESCRIBE INTENT (include
N/A
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
Please forward a copy of the approved One Day Alcohol Permit, if required, to the Private
Events Coordinator.

25

15

Page 5 of 9
APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.
HAVE YOU DONE SO? _____________WHO DID YOU CONTACT? _________
____________________________________________________________________
N/A

TOWN PERSONNEL (Be aware that additional charges may be assessed and
applicants must take full responsibility for the protection and security of borrowed/
rented city property): __________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________
N/A

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

OBTAINED THIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY
N/A
TO THE BACK OF THIS APPLICATION.
If you have not yet obtained this permit, please forward a copy of the approved Highway
Permit, to the Private Events Coordinator once you receive it.

(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG)
TRAVELING THE PARADE ROUTE: _______________ PLEASE DESCRIBE:
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
N/A

(5) YEARS: __________________________________________________________
____________________________________________________________________
Been held in the same place each year
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT: ________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
N/A
Page 6 of 9
45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NOT COVERED IN
THIS APPLICATION: _________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKE
XX
An event layout MUST be included for an event to be considered.

27
th
St. Boardwalk 19
th
St.

For the protection of the public and the Mayor and City Council, the applicant must
obtain, at the applicants own expense, occurrence form comprehensive general liability
insurance coverage, which insurance coverage shall include coverage for personal injury
which said insurance coverall shall be at least in the amount of one million dollars
($1,000,000) single limit. Said insurance coverage shall name the Mayor and City
Council as additional insureds, with the address on the certificate listed as 301 Baltimore
Avenue, Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum,
showing the addition of the Mayor and City Council as additional insured, is also to be
provided. The certificate of insurance evidencing such coverage and the addendum shall
be furnished to the Special Events Coordinator, Private Events on behalf of the Mayor
and City Council by the applicant and be approved by the Towns Risk Manager before
applicant engages in the activity.



____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY
XX
Page 7 of 9
PEPSI COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:
The applicant must comply with all provisions of the Towns agreement with the Pepsi
Cola Company of Salisbury as it pertains to the distribution or sales of beverages by the
applicant on Town property. The applicant agrees to sell, dispense or serve only Pepsi
Cola beverages on Town premises for the duration of the permitted use.

beverages to include soft drinks, juices, sport drinks and bottled waters. The permitted
beverages include Pepsi, Diet Pepsi, Sierra Mist, Dr. Pepper, Mountain Dew, Lipton
Brisk, Mug Root Beer, Slice, Hawaiian Punch, Gatorade, Dole, Sobe, Aquafina and other
products which Pepsi Cola may provide.





APPLICANTS SIGNATURE___________________________DATE_______________ Signatureon File 4/9/13

Permitted (organization/applicant) shall assume all risks incident to or in connection with
the permitted activity and shall be solely responsible for damage or injury, of whatever
with the permitted activity or the conduct of Permitteds operation. Permitted hereby
permitted activity or conduct of its operation or resulting from the negligence or
intentional acts or omissions of Permitted or its officers, agent and employees.


Page 8 of 9


The applicant for a private event permit agrees to follow guidelines provided and submit
a complete application including all required submission of materials.


The applicant agrees to abide by all provisions of the permit granted by the Town and
agrees to pay all fees and costs assigned to the permit. The applicant further agrees to
comply with all conditions of the use permit which may be required by the Mayor and
City Council of the Town.


Page 9 of 9

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

C. Private Event Approval Request for 18
th
Annual Sand
Duels Beach Soccer Challenge June 8-9, 2013

TOWN OF
The White Marlin Capital of the

FROM: Lisa Mitchell, Private Events Coordinator
RE: Sand Duels Beach Soccer Challenge

ISSUE(S): Request approval of the 18
th
Annual Sand Duels Beach Soccer
Challenge

SUMMARY: This event is a small-sided soccer tournament that will take place
on a maximum of twenty (20) beach courts, 25-yard x 35-yard
in size. Each court will host round-robin play and each team will
play a minimum of three (3) games. Teams consist of no more
than five (5) players and two (2) substitutes. The applicant is
responsible for obtaining all proper permits and adhering to city
guidelines.

City staff has no concerns with the request for parking at the
West Ocean City Park n Ride.

The applicant requests a footprint on the beach from north of
Somerset Street to North Division Street. City staff requests
that the footprint move north of Dorchester Street to 1
st
Street.
In the past, the applicant has not returned the beach in the same
condition in which it was given. Because of this, the Town
requires a damage/repair bond in the amount of $1,000.00. Any
Town service costs directly resulting from the event will be taken
from this bond.

beverage, recreation and other incidental expenditures.

RECOMMENDATION: Approve the event with staff caveats.

ALTERNATIVES: Approve the event as the applicant requested or do not approve
the event.


COORDINATED WITH: All appropriate departmental staff, specifically coordinated with
DPW, OCBP and Transportation.

ATTACHMENT(S): 1) June 2013 Calendar
2) Application
3) Cover Sheet

Agenda Item # 6C


1
Ravens Parade
PE Ravens Beach
Bash
2
PE - PIS Karaoke
PE OC Beachlights
3

4
PE - PIS Karaoke &
Volleyball
PE Beach Fireworks
5
OC Air Show Set-up
PE - PIS Basketball

6
OC Air Show Set-up
PE PIS Dodge Ball
Dew Tour Set-up

7
Longboard Challenge
OC Air Show Set-up
Sand Duels Set-up
PE PIS Tennis
Dew Tour Set-up
8
Longboard Challenge
OC Air Show
PE - Sand Duels -
TENTATIVE
Dew Tour Set-up

9
Longboard Challenge
OC Air Show
PE - Sand Duels -
TENTATIVE
PE - PIS Karaoke
Dew Tour Set-up
PE OC Cruzers
PE OC Beachlights
10
OC AIR SHOW
Breakdown
Dew Tour Set-up
11
PE - PIS Karaoke &
Volleyball
Dew Tour Set-up
OC AIR SHOW
Breakdown
PE Beach Fireworks

12
Dew Tour Set-up
OC AIR SHOW
Breakdown
PE - PIS Basketball

13
Dew Tour Set-up
PE PIS Dodge Ball
14
Sun Run
Dew Tour Set-up
PE PIS Tennis

15
Dew Tour Set-up
PE ESA -
TENTATIVE
16
Dew Tour Set-up
PE OC Beachlights
PE ESA Rain Date -
TENTATIVE
17
Dew Tour Set-up
18
Firemens Pipe &
Drums
Dew Tour Set-up
PE Beach Fireworks
19
Firemens Parade
Dew Tour Set-up
20
Dew Tour
21
Dew Tour
PE - Beach 5 Set-up
22
Dew Tour
PE - Beach 5 Sand
Soccer
23
Dew Tour
Beach 5 Sand Soccer
PE OC Cruzers
PE OC Beachlights
24
Dew Tour Breakdown
25
Dew Tour Breakdown
PE Beach Fireworks
26
Dew Tour Breakdown
27
Dew Tour Breakdown
28
Dew Tour Breakdown
29
Dew Tour Breakdown
PE ESA -
TENTATIVE
30
PE OC Beachlights
PE ESA Rain Date -
TENTATIVE

2013
June

Name of Event: 18
th
Annual Sand Duels Beach Soccer Challenge New Event: No
Date of Event: Saturday and Sunday, J une 8 AND 9, 2013
Date Application Received: February 25, 2013 Application Fee Paid: Yes/$100.00
Date Routed: February 25, 2013
Date Returned from All Departments: April 11, 2013 Total Cost to Town:

Things to Note:
This event is a small-sided soccer tournament that will take place on a maximum of 20 25-yard x 35-yard
beach courts. Each court will host round-robin play in which each team will play a minimum of three
games. Teams will consist of no more than five players and two substitutes.
Set-up of the event will take place on Thursday evening beginning at 5 pm and Friday at 9:00 am.
Clean up will take place on Sunday beginning at 4:00 p.m.
The event would like to take place on the beach north of Somerset Street to North Division Street. Will set-
up at least 75-feet off the easternmost edge of the concrete pad.
The event will take place from 8:00 a.m. until 6:00 p.m. daily.
The event organizer requests parking for a 24-foot Box Truck at the West OC Park n Ride as in previous
years. If park n ride is not available, request parking at Rec. & Parks office building, 125
th
Street and bay.
Event personnel will be responsible for monitoring and cleaning the event area. If necessary, the event
organizers will contract for an eight-yard dumpster to be placed near the site. ASG is also willing to
employ a staff of City Workers to assist with this process.
To control the congestion of participants and spectators, participants will play their games within a
designated block of time, which will be broken into a.m. and p.m. shifts. If additional crowd security is
needed, a private security or off-duty police will be hired to patrol the area.
The event organizers request permission to sell event related items.
During the event, self-standing tents and a small, self-contained P.A. System will be utilized.
The event will have product sampling. All sampling will comply with Town guidelines.
Sponsors are as follows: Baltimore Blast, Sports Authority, Dominoes Pizza, TLI Digital, Maryland State,
Youth Soccer, Atlantic Hotel, Enviroevents, and HUB/CVille Bikes.
The expected number of participants is between 750 and 1,500.
The expected number of spectators is between 1,500 and 4,500.

OCPD The event application does not request any ON-DUTY resources from our department. The
application mentions OFF-DUTY officers, which the event organizer will have to request through our
department.
REC. & PARKS Space to park the box truck is not available at Northside Park due to a huge lacrosse
tournament being held there that weekend. Must coordinate with Play It Safe event. Sponsorships and
sample sizes will need to be confirmed prior to event.
RISK MANAGEMENT Insurance Certificate must be submitted prior to the event.
TRANSPORTATION Will provide requested overnight parking permit for one (1) 24-foot box truck at
the West OC Park n Ride for J une 7-9, 2013. Also, the Boardwalk trams will be in operation from 10:00
a.m. until 12:00 midnight each day of the event. The event staff must help keep the tram area clear of
spectators.
PUBLIC WORKS Can provide free parking for staff cars at the Park n Ride, or can reserve two (2) spots
in the 4
th
St. lot. If they choose the 4
th
St. lot, they must pay for the spots at $1.50 per hour. Reserved spots
are for 24-hour periods. Will not provide temporary workers to remove waste. Organizer must contract on
their own, including purchasing and providing their own trash bags. Last year the organizer did not clean
the site well enough and our crews had to pick up their trash bags that were not properly disposed of. Cost
for last years support was $717.00. Organizer must be in town and on-site during event hours. When
problems arise, we need point of contact with authority to make sure the Towns concerns and requests are
handled properly and in a timely manner.
BEACH PATROL The organizers need to take a more active role in making sure the event does not
interfere with the access or patrolling of the beach. Although it has gotten better in recent years, the event
staff needs to work with OCBP, and understand that BP is concerned about our ability to provide safety to
all OC visitors, not just their event. One possible solution is to move the event north so that the south
boundary of their layout is north of Dorchester Street. There is also the final pre-employment physical
skills test for the OCBP scheduled for the J une 8, 2013, and this takes place at Dorchester Street and the
Boardwalk with registration and briefing of candidates from 10am-12:30pm. The event is not to use or
relocate any of our items tables, chairs, and bleachers. Event cannot interfere with the normal patrolling
of the beach. During set-up and breakdown the Dorchester St. ramp and the concrete pad on the east side
of the Boardwalk cannot be blocked. The event must be set-up at least 30-yards off the easternmost edge
of the train lane on the Boardwalk to allow OCBP vehicles on and off the beach. They may not extend
their playing areas any further than the wooden walkways that are placed perpendicular to the Boardwalk
and extend toward the waters edge. If theres an emergency, BP will assist if possible. If at any time the
OCBP determines the beach is unsafe due to weather, OCBP will notify event officials. Upon notification,
all event-related activities must stop; the participants must clear the beach and seek shelter immediately
until OCBP determines it is advisable to return to activity. The event organizer must be held accountable
for their past poor events and need very strict guidelines for both their spectators and participants.
FIRE MARSHAL The applicant must obtain tent permit(s) from the Office of the Fire Marshal. The Fire
Department does not require a paramedic on-site for this event. If the organizer decides he wants an EMS
provider at the event, he would need to hire a licensed, commercial ambulance service, or make
arrangements through the city to obtain an EMS unit from the Fire Department.
TOURISM, EMERGENCY SERVICES, CONVENTION CENTER No comments, concerns or costs.

Date Permit Issued:
Other:

Town of Ocean City
200 125
th
Street
LMitchell@oceancitymd.gov
This application is to be completed and forwarded to the Ocean City Special Events
Department at least 90 days prior to the requested event. If an application is submitted
less than 90-days prior to the proposed start date, a late submission fee of $100.00 will be
assessed for both Non-Profit organizations and For-Profit promoters. A new application
must be submitted annually for recurring events.
entitled Private Event Application Guidelines.
$100.00 For-Profit Promoters and $25 Non-Profit Organizations
The minimum fee for City property usage is $150 per day for For-Profit promoters and
$25.00 per day for Non-Profit organizations. For beach use this fee is applied per ocean
block, per day. Races/runs/walks on the beach do not require a per block charge. Set-up
and breakdown days are also subject to this fee assessment.
1. TITLE OF EVENT: ________________________________________________
2. IS THIS A NEW EVENT? ___________________________________________
Page 1 of 8
2013 18th Annual Sand Duels Beach Soccer Challenge
No
3. DATE(S) OF EVENT. IF THIS IS A REQUEST FOR A 3-YEAR APPROVAL OR
3-YEAR APPROVAL CONTINUANCE PLEASE PROVIDE THE EVENT DATES
FOR THE NEXT 3-YEARS: ____________________________________________
5. PROJECTED SET-UP DATE (S) & TIMES: ________________________________
6. PROJECTED CLEAN-UP DATE (S) & TIMES: _____________________________
_____________________________________________________________________
_____________________________________________________________________
8. APPLICANTS NAME: ________________________________________________
_____________________________________________________________________
10. MAILING ADDRESS: _________________________________________________
_____________________________________________________________________
11. WORK PHONE: ____________________ HOME PHONE: ____________________
FAX: _________________________ EMAIL: _______________________________
12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF
PROOF OF NON-PROFIT STATUS. HAVE YOU SUBMITTED SUCH
DOCUMENTATION? ____________________________________ IF NOT, WHY?
_____________________________________________________________________
13. ON-SITE EVENT COORDINATOR, IF DIFFERENT THAN APPLICANT:
_____________________________________________________________________
14. LOCAL ADDRESS OF COORDINATOR, IF DIFFERENT THAN QUESTION 10:
_____________________________________________________________________
_____________________________________________________________________
15. COORDINATORS CONTACT INFORMATION IF DIFFERENT THAN
QUESTION 11: HOME: ____________________WORK: ____________________
FAX: _____________________________ CELL: __________________________
E-MAIL ADDRESS: __________________________________________________
OTHER: _____________________________________________________________
Page 2 of 8
June 8-9, 2013
8:00am-6:00pm each day
6/6/13 5:00pm-8:00pm, 6/7/13 9:00am-8:00pm
6/9/13 4:00pm-8:00pm
The space of beach starting north of Somerset Street on continuing
to N. Division Street. This area shall be 75ft. off the boardwalk and includes the area normally
used for volleyball tournaments. Beach Patrol access will be clearly marked and not interfered with.
Scott A. Westcoat, President
ASG Events, LLC
1101 East 25th Street, Baltimore, MD 21218
410.962.7070 443.277.2600
866.724.9133 scott@asgsports.com
N/A
N/A
Derek Wilson
443.277.7931 410.962.7070
866.724.9133 443.277.7931
derek@asgevents.com
N/A
16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES: _____
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
*If more space is needed, please attach additional pages to the back of this application
17. WHERE WILL THE EVENT HEADQUARTERS BE LOCATED? ______________
_____________________________________________________________________
18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE
SUCH ACCESS? __________________ IF SO, WHERE? ____________________
_____________________________________________________________________
EQUIPMENT, ETC. IN SUPPORT OF YOUR EVENT (Include location, process,
etc.): ________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
20. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS,
_____________________________________________________________________
_____________________________________________________________________
EMPLOY: ___________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
CONSIDERATIONS (Be aware that additional charges may be assessed.): ____
_____________________________________________________________________
_____________________________________________________________________
Page 3 of 8
The event
will consist of a small-sided soccer tournament that will take place on a maximum of twenty-five (25) 25x35 yard beach "courts".
Each court will host round robin play in which each team will play a minimum of three (3) games. Teams will consist of no more
than five (5) players and three (3) substitutes. Winners of each round robin will play for a championship game.
Pre-tournament: Offices
of ASG Events in Baltimore, MD. During the tournament: Local hotel (T.B.D.) and at "Scoreboard/Admin" tent on-site.
Yes Dorchester Street
loading dock.
All equipment will be transported to the site via a 24ft. truck. The truck will be backed into the Dorchester Street loading dock. Set-up will begin 5pm Thursday to set "court"
lines, numbered signs, and corner flags. The remainder of the set-up will resume at 9am Friday which includes soccer goals, tents, soccer balls, vinyl signs, and registration materials.
Break-down will begin 4pm Sunday. Equipment will be dismantled and stored in a secure area within the event area until the event has commenced, and will then be loaded into the truck for transit.
During the event, self-standing tents
(ie. E-Z up tents) and a small, self contained public address system
will be utilized. There will be no need for staging or scaffolding equipment.
To control the congestion of participants and spectators, participants will play their games
within a designated block of time (usually 4-5.5 hours), which will be broken out into AM and PM shifts.
If additional crowd control is needed, private security or off-duty police will be hired to patrol the area.
We would
like to secure parking for a 24ft. box truck at the West Ocean City Park and ride as in previous years. If unavailable, then at the 125th Street Rec and Park offices.
Once again, their scheduled playing times will be broken into morning and afternoon shifts, which public parking will be adequate for participants and spectators.
23. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE?
__________ IF SO, WHAT TYPE? __________________________________
_____________________________________________________________________
_____________________________________________________________________
24. WHAT IS YOUR RAIN POLICY? ____________________________________
_____________________________________________________________________
OF SOLID WASTES, INCLUDING GARBAGE AND RECYCLABLES?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
(TOILETS, HAND WASHING, ETC.)? ________________________________
_____________________________________________________________________
_____________________________________________________________________
27. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED: _______________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
QUANTITIES): _______________________________________________________
_____________________________________________________________________
_____________________________________________________________________
CONCESSIONS, SPONSORSHIPS OR ANY OTHER SOURCE? ______________
IF SO, WHO WILL THE PROCEEDS BENEFIT? ___________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Page 4 of 8
Yes
We will employ a Certified Athletic Trainer for the weekend.
First, we will alert the local fire department. Second we will see if they would like an off-duty paramedic
to be on-site. If not, we will rely on the Trainer on-site and notify the in-place EMT service.
The tournament will proceed rain or shine, however, play will be
postponed or suspended if there is thunder or lightning. Tournament directors reserve the right to modify teams' schedule of games.
Solid wastes, garbage, and recyclables will be deposited into trash cans with plastic liners. All team representatives
will be issued a 40 gallon liner. Event personnel will be responsible for monitoring the area. If necessary we will
contract for an 8 yard dumpster to be placed near the site. ASG hires individuals to handle all waste throughout the event.
As for sanitary provisions, if the
public facilities are not adequate, we will contract for several
spot-a-pots to be placed adjacent to the event site.
The concession
and sale of items will be limited to soccer related apparel (ie. shirts,
shorts, hats, visors, shoes, sand socks, and soccer related items).
The sampling of items are still to be determined by our
sponsors. Items will most likely be an isotonic drink, water, a nutrition
supplement. Sizes and quantities are still to be determined.
Yes
ASG receives all proceeds, however a portion will
benefit soccer programs throughout MD. ASG also hires referees through Capitol Area Soccer Referees Association (CASRA).
Each participant will receive a tournament
T-Shirt and a goodie bag for playing. Merchandise prizes (ie. soccer shoes, hats, shirts,
travel bags) and/or gift certificates will be awarded to winners of the tournament. These
items will be determined by our sponsors. Finalist teams will also receive a medal/plaque.
31. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? __________________
Please forward a copy of the approved One Day Raffle Permit to the Private Events Coordinator.
Please forward a copy of the approved Tent Permit from the Office of the Fire Marshal to the Private
Events Coordinator.
33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT?
_________________ Please forward a copy of the approved Air Support/Air-Inflated Structures
Permit to the Private Events Coordinator.
Please forward a copy of the approved Bonfire Permit to the Private Events Coordinator.
Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit to the Private
Events Coordinator.
AT YOUR EVENT? ________ IF SO, PLEASE DESCRIBE INTENT (include
beverage type, quantities, drink sizes, location, etc.): __________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Please forward a copy of the approved One Day Alcohol Permit to the Private Events Coordinator.
APROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT.
HAVE YOU DONE SO? _____________WHO DID YOU CONTACT?
_____________________________________________________________________
THE TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is
required for each major end-item borrowed from the Town of Ocean City):
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Page 5 of 8
No
No
Yes
No
No
No
N/A
750-1500 (maximum of 2500 is possible)
1500-4500 (maximum of 7500 is possible)
No
N/A
1) Medical Assistance: a certified paramedic to be on-site during the event, and if necessary, an ambulance; 2) Security:
an off-duty police officer for overnight security (Friday & Saturday only) and if necessary, an off-duty unit (two persons)
for crowd control; 3) Parking Provisions: Two (2) staff cars. 4) Temporary workers to remove waste.
OBTAINED TIS PERMIT? ___________IF SO, PLEASE ATTACHED A COPY
TO THE BACK OF THIS APPLICATION. Please forward a copy of the approved MDOT
Highway Permit to the Private Events Coordinator.
(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING
THE PARADE ROUTE: _______________ DESCRIBE: ______________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
(5) YEARS: __________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
44. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and
comply with the Town of Ocean Citys sponsorship policy. The application will not
be approved without sponsors. If no sponsors, please state No Sponsors in area
provided below.): ______________________________________________________
____________________________________________________________________
____________________________________________________________________

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN THIS
APPLICATION: ______________________________________________________
_____________________________________________________________________
_____________________________________________________________________
.
46. PLEASE ATTACH A DETAILED DIAGRAM OF THE EVENT LAYOUT. MAKE
An event diagram MUST be included for an event to be considered.
Page 6 of 8
N/A
N/A N/A
2008-2012 Sand Duels Beach Soccer; 2008-2012 University of Maryland Fan Zone; 2011 The Baltimore Flag Football Festival; 2011 Baltimore Blast Holiday Soccer Tournament Series;
2011 Sampling event for Dr. Pepper Company; 2008-2012 Sampling events for Pepsi Beverages Company; 2009-2010 Shogun Fights Sponsorship Sales; 2010 Freedom Fives Soccer
Tournament Series; 2008-2010 Baltimore Ravens Fan Zone; 2008-2010 Washington Freedom Fan Zone; 2009 Volkswagen Junior Masters Soccer Tournament;
2008-2010 DC United Corporate Cup; 2008-2010 Get Wiff It Wiffle Ball Tournament; 2009-2010 Baltimore City Movie Series; 2009 Washington Nationals FanFest; 2008 DC United Soccer Celebration;
2008-2011 Active Survivors Network Vendor Village; 2008 Chick-fil-A Youth Soccer Tournament; 2008-2010 Baltimore Beach Blast Soccer Tournament; 2008 Futbolito Soccer 4v4 Tournament; 2008-2010 MASN Outreach
Baltimore Blast, Sports Authority, Dominoes Pizza,
TLI Digital, Maryland State, Youth Soccer, Atlantic Hotel,
Enviroevents, HUB/C'Ville Bikes
N/A at this time. This may need to be modified as
we get closer to the event date.
X
For the protection of the public and the Mayor and City Council, the applicant shall
obtain, at the applicants own expense, general liability insurance coverage, which shall
include coverage for personal injury in the amount of one million dollars ($1,000,000)
single limit. Said insurance coverage shall name the Mayor and City Council as
additional insured, with the address on the certificate listed as 301 Baltimore Avenue,
Ocean City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the
addition of the Mayor and City Council as additional insured, is also to be provided. The
certificate of insurance and the addendum shall be furnished to the Private Events
Coordinator, no later than 30-days before the private event.
____________TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY
COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:
The applicant must comply with all provisions of the Towns agreement with Coca-Cola
Refreshments as it pertains to the distribution or sales of beverages by the applicant on
Town property. The applicant agrees to sell, dispense or serve only Coca-Cola beverages
on Town premises for the duration of the permitted use.
beverages to include soft drinks, juices, sport drinks, specified energy drinks and bottled
waters. The permitted beverages include Coca-Cola, Diet Coke, Sprite, Pibb Xtra, Mello
Yello, Fresca, Nestea, Arizona Tea, Honest Tea, Barqs Root Beer, Fanta, Minute Maid,
Seagrams Ginger Ale, PowerAde, V-8 Juice, Fuze Juice, Monster, Tum E Yummies,
Dasani and other products that Coca-Cola may provide in accordance with its agreement
with the Town of Ocean City.
Page 7 of 8
X
Scott Westcoat 2/22/2013
Permitee (organization/applicant) shall assume all risks incident to or in connection with
the permitee activity and shall be solely responsible for damage or injury, of whatever
with the permitee activity or the conduct of Permitees operation. Permitee hereby
permitee activity or conduct of its operation or resulting from the negligence or
intentional acts or omissions of Permitee or its officers, agent and employees.
The applicant for the private event described in this application agrees to follow
guidelines provided and submit a complete application including all required submission
of materials.
The applicant agrees to abide by all provisions of the private event permit granted by the
Town and agrees to pay all fees and costs assigned to the permit. The applicant further
agrees to comply with all conditions of the use permit, which may be required by the
Mayor and City Council of the Town.
Page 8 of 8

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

D. Private Event Approval Request for Delaware Volleyball
Beach Fest July 6, 2013

TOWN OF

FROM: Lisa Mitchel, Private Event Coordinator
RE: Delaware Volleyball Beach Bash

ISSUE(S): Request approval of the 2013 Delaware Volleyball Beach Bash

SUMMARY: This event is a one (1) day beach volleyball tournament that will
take place at the new Volleyball Park location, between 3
rd
and
4
th
Streets on the beach. The event will use the four (4) existing
volleyball courts, and erect five (5) additional courts, for a total
of 9 courts.

While the application and addendum request permission to sell
items on the beach within the event footprint, the applicant has
since decided not to include any type of vending at the event.

City staff has no concerns with this event, as long as the event
remains self-sufficient, maintains beach cleanliness, and follows
Beach Patrols guidance.

beverage, recreation and other incidental expenditures related to
this event.

RECOMMENDATION: Approve the event.



COORDINATED WITH: All appropriate departmental staff, specifically coordinated with
Public Works and Beach Patrol

ATTACHMENT(S): 1) July 2013 Calendar
2) Application
3) Addendum
4) Cover Sheet

Agenda Item # 6D

1 2 3 4 5 6
TENTATIVE
7
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE - DVA Volleyball
Rain Date -
TENTATIVE
8
PE Beach Fireworks
9
PE Beach Fireworks
10 11 12 13
14
PE OC Beachlights
PE Northside Park
Fireworks
15
PE Beach Fireworks
16
PE Beach Fireworks
17 18 19 20
PE Swim OC
TENTATIVE
PE ESA -
TENTATIVE
21
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
22
PE Beach Fireworks
23
PE Beach Fireworks
24 25 26 27
PE ESA -
TENTATIVE
28
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
29
PE Beach Fireworks
30
PE Beach Fireworks
31

2013
July
Ocean City Private Events

Name of Event: Delaware Volleyball Beach Fest New Event: No
Date of Event: J uly 6, 2013 with a rain date of J uly 7, 2013
Date Application Received: December 3, 2012 Application Fee Paid: Yes/$25 application and $25 change
order
Date Routed: December 3, 2012
Date Returned from All Departments: March 15, 2013 Total Cost to Town: No foreseeable costs

Things to Note:
This event would be a one (1) day beach volleyball tournament.
The event would take place at the Volleyball Park on the beach from 3
rd
to 4
th
Streets.
The applicant would like to use the four (4) courts at the Volleyball Park, and add an additional five (5) courts in the
same vicinity, for a total of nine (9) courts.
Set-up would take place on Friday, J uly 5, beginning at 5 pm.
Breakdown would take place after the event ends, beginning at 6 pm.
While the application and the addendum state the applicant would sell items, they have changed their mind and will
offer no vendors at their event this year.
Awards will be given to the winners of the tournament. Types of awards are t-shirts, volleyballs and volleyball
accessories.
Monies collected from the tournament will benefit the Delaware Volleyball Academy.
Expected number of participants is 100. Expected number of spectators is 150.

RISK MANAGEMENT Insurance certificate must be submitted prior to the event.
OCBP It is imperative the event not interfere with the normal patrolling of the beach for safety. The event must set-
up at least 30 feet off the easternmost edge of the Boardwalk to allow BP vehicles to traverse the beach. The event
must also establish east to west lanes so BP may move from the back of the beach to the waters edge. The easternmost
courts must allow for a buffer zone between the game play and the beach patrons. The event must take responsibility
to keep the buffer zone and BP vehicle areas open and that spectators do not set-up in those areas.
PUBLIC WORKS If applicant begins set-up on Friday evening, applicant will have to clean their footprint
themselves because Public Works nightly beach cleaners will not be able to enter their area once all the nets are set-
up. If the event is postponed to Sunday, they must maintain the cleanliness of their footprint the entire weekend.
Electric is available in the area and will make available, if approved. Applicant must be self-contained and able to
provide all his or her own support.
OCPD, REC & PARKS, FIRE MARSHAL, EMERGENCY SERVICES, TOURISM, TRANSPORTATION, and
OCCC No comments, concerns or costs.

Date on Council Agenda: May 6, 2013 Date Applicant Notified of Meeting:
Event Approved of Denied:
Date Insurance Certificate Received: Beach Franchise Notified:
Date Permit Issued:
Other:
REQUEST FOR AN ADDENDUM
TO A PRIVATE EVENT
Town Of Ocean City, Maryland

NON-REFUNDABLE FEE: For-Profit Promoters - $50.00
Non-Profit Organizations - $25.00
RETURN ADDENDUM TO: Private Events Coordinator
Town of Ocean City, Recreation & Parks
200 125
th
Street, Ocean City, Maryland 21842
LMitchell@OceanCityMD.gov
This is a request for a change to either a Private Event Application that has already been submitted to the
Private Events Coordinator, or for an already approved private event. No guarantee is made or implied by
the acceptance of the request and fee. Also, changes will not be considered within 30-days prior to the
event.

This request must be completed and forwarded to the Private Events Coordinator for City Council
consideration.

1. TITLE OF EVENT:_______________________________________________________
2. APPROVED BY COUNCIL?_____ IF SO, DATE APPROVED: __________________
3. SUMARY OF EVENT:____________________________________________________
_______________________________________________________________________
4. REQUESTED CHANGES TO EVENT: _______________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
5. APPLICANTS NAME AND ORGANIZATION REPRESENTING: _______________
_______________________________________________________________________
6. MAILING ADDRESS: ____________________________________________________
7. WORK PHONE: ____________________ CELL PHONE: _______________________
8. E-MAIL: _______________________________________________________________

APPLICANTS SIGNATURE: _____________________________________ DATE________

Created October 15, 2012

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dmadans0dvavbc.com
215-20-4709

NON-REFUNDABLE APPLICATION FEE: $100.00 For Profit Applicants,
$25.00 Non-Profit Applicants
RETURN APPLICATION TO:
Private Events Coordinator Town of Ocean City Recreation and Parks 200 125th Street
Ocean City, MD 21842 LMitchell@oceancitymd.gov
This is an application for use and is not a permit of use. No guarantee of availability or use is
made or implied by the acceptance of the application and fee.
This application is to be completed and forwarded to the Ocean City Special Events Department
at least 90 days prior to the requested event. If an application is submitted less than 90-days prior
to the proposed start date, a late submission fee of $100.00 will be assessed for both Non-Profit
organizations and For-Profit promoters. A new application must be submitted annually for
recurring events.
Any misrepresentation in this application or deviation from the final agreed upon route and/or
method of operation described herein may result in the immediate revocation of the permit.
Applicants attention is directed to the accompanying information packet, entitled Private Event
Application Guidelines.
comments are not acceptable responses. If a question does not apply, please write N/A in that
space. The application will be returned if the information is incomplete. Please type or print the
information clearly. You may attach additional sheets as necessary.
A non-refundable application fee must accompany this document. $100.00 For-
Profit Promoters and $25 Non-Profit Organizations
The minimum fee for City property usage is $150 per day for For-Profit promoters and $25.00
per day for Non-Profit organizations. For beach use this fee is applied per ocean block, per day.
Races/runs/walks on the beach do not require a per block charge. Set-up and breakdown days are
also subject to this fee assessment.
1. TITLE OF EVENT: Delaware Volleyball Beach Bash 2013
2. IS THIS A NEW EVENT? Yes
3. DATE(S) OF EVENT: July 6th with a Rain date of July 7th
4. STARTING & ENDING TIMES OF EVENT: 8:30-7:00
5. PROJECTED SET-UP DATE (S) & TIMES: Friday July 5th, 5:00 pm onward
6. PROJECTED CLEAN-UP DATE (S) & TIMES: Saturday July 6th after 6:00 pm
7. LOCATION (Describe area in which event shall be contained; be specific as to how much
area will be used, etc.):

Dorchester Street/Dorchester Park

8. APPLICANTS NAME: David Madans
9. ORGANIZATION REPRESENTING: Delaware Volleyball Academy

10. MAILING ADDRESS: 711 West Bridge Street, Apt A-38, Phoenixville, PA 19460
11. WORK PHONE #: 215-208-4709 HOME PHONE #____NA______________
FAX:_____________NA_______________EMAIL: dmadans@dvavbc.com
12. IF ORGANIZATION IS NONPROFIT, YOU MUST SUBMIT A LETTER OF PROOF OF
NON-PROFIT STATUS: ____Non-Proft (See Attached)
13. ON-SITE EVENT COORDINATOR: Dave Madans
14. OCEAN CITY/LOCAL ADDRESS OF COORDINATOR: 1803 Philadelphia, Ocean City,
MD
15. COORDINATORS CONTACT NUMBERS: HOME:
___________________NA________WORK: ___________NA_____________
FAX:______________________NA_______CELL: 215-208-4709
E-MAIL ADDRESS: dmadans@dvavbc.com OTHER:
16. FULLY DESCRIBE THE EVENT AND ALL PROPOSED ACTIVITIES:

1 Day Beach Volleyball Tournament. All activities will be on the beach in a centralized
location.

17. WHERE WILL EVENT HEADQUARTERS BE LOCATED? Dorchester Street/Dorchester
Park

18. VEHICULAR ACCESS TO THE BEACH IS CONTROLLED. DO YOU REQUIRE SUCH
ACCESS? ___NO___IF SO, WHERE? ______NA__________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
18. FULLY DESCRIBE THE UNLOADING AND LOADING OF SUPPLIES, EQUIPMENT,
ETC. IN SUPPORT OF YOUR EVENT. (Include location, process, etc.): _

Unloading and Setting up of Nets, a couple chairs and canopies. Supplies will be delivered
and set up on the Friday before the tournament and taken down late Saturday afternoon.

19. WILL YOU SET UP A JUDGING AREA, P.A. SYSTEM, TENTS, SCAFFOLDING,
ETC.? IF SO, PLEASE ILLUSTRATE ON REQUIRED DIAGRAM AND DESCRIBE
HERE:

NO

20. DESCRIBE THE CROWD CONTROL PROCEDURES YOU INTEND TO EMPLOY:
None

21. DESCRIBE ANY SPECIAL PARKING/TRAFFIC NEEDS OR CONSIDERATIONS (Be
aware that additional charges may be assessed.): None

22. HAVE ARRANGEMENTS BEEN MADE FOR MEDICAL ASSISTANCE? _____ IF SO,
WHAT TYPE? Onsite Athletic Trainer

23. WHAT IS YOUR RAIN POLICY? Play unless there is thunder and lighting. Sunday the
following day will be our make up day.

24. WHAT PROVISIONS WILL BE MADE FOR COLLECTION AND DISPOSING OF
SOLID WASTES, INCLUDING TRASH, GARBAGE AND RECYCLABLES? Trash bags
at each net. We will also have various trash bins at a various locations of the venue.

25. WHAT PROVISIONS WILL BE MADE FOR PARTICIPANT COMFORT (TOILETS,
HAND WASHING, ETC.)? Rely on O.C. Beach Facilities and provide local map of
restrooms etc.

26. DESCRIBE CONCESSIONS/SALE ITEMS REQUESTED:
T-shirt sales and volleyball accessories, possible food. May need a generator for electric.

QUANTITIES): None

29. WILL REVENUE BE GENERATED FROM PARTICIPANT FEES, CONCESSIONS,
SPONSORSHIPS OR ANY OTHER SOURCE? _____Yes________ IF SO, WHO WILL THE
PROCEEDS BENEFIT? Delaware Volleyball Academy
28. DESCRIBE EVENT PRIZES/AWARDS: T-shirts, volleyballs, volleyball accessories

29. WILL YOU BE OFFERING A RAFFLE AT YOUR EVENT? No

Please forward a copy of the approved One Day Raffle Permit, to the Private Events Coordinator.

32. WILL YOU BE ERECTING A TENT AT YOUR EVENT? No
Please forward a copy of the approved Tent Permit, from the Office of the Fire Marshal to the Private
Events Coordinator.

33. WILL YOU BE HAVING AIR-INFLATED STRUCTURES AT YOUR EVENT?
_________NO________ Please forward a copy of the approved Air Support/Air-Inflated Structures
Permit, to the
30. WILL YOU BE HAVING A BONFIRE AT YOUR EVENT? No

35. WILL YOU BE HAVING FIREWORKS AT YOUR EVENT? ___NO______________
Please forward a copy of the approved State of Maryland Fire Marshal Fireworks Permit, to the Private
Events Coordinator.
AT YOUR EVENT? ____ NO____ IF SO, PLEASE DESCRIBE INTENT (include

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Please forward a copy of the approved One Day Alcohol Permit, if required, to the Private Events
Coordinator.
31. EXPECTED NUMBER OF PARTICIPANTS: 100
32. EXPECTED NUMBER OF SPECTATORS: 150

APPROPRIATE BEACH FRANCHISE OWNER OF THE INTENDED EVENT. HAVE
YOU DONE SO? _____________WHO DID YOU CONTACT? _________
40. WHAT ASSISTANCE AND SUPPLIES WILL YOU BE REQUESTING FROM THE
TOWN OF OCEAN CITY (A refundable damage/repair bond of $100.00 is
required for each major end-item borrowed from the Town of Ocean City):

NA

41. A STATE HIGHWAY PERMIT MUST BE OBTAINED FOR USE OF ANY STATE
PROPERTY (ROADS, HIGHWAYS, ETC.) HAVE YOU ALREADY OBTAINED THIS
PERMIT? ____NA_______IF SO, PLEASE ATTACHED A COPY TO THE BACK OF THIS
APPLICATION.
Please forward a copy of the approved MDOT Highway Permit to the Private Events Coordinator once you
receive it.
(LARGER THAN 12 FT TALL, 8 FT WIDE AND/OR 20 FT. LONG) TRAVELING THE
PARADE ROUTE: _____NA__________DESCRIBE: __________
____________________________________________________________________
____________________________________________________________________
________________________NA____________________________________________
____________________________________________________________________
____________________________________________________________________

34. LIST LOCATIONS AND DATES FOR PRIOR EVENTS HELD THE PAST FIVE (5)
YEARS:

-North Side Park, Second Weekend of May for last 3 years
-Grand Hotel: Outdoor Volleyball Event 2012

35. LIST ALL SPONSORS ASSOCIATED WITH YOUR EVENT (Please read and comply
with the Town of Ocean Citys sponsorship policy. The application will not be approved
without sponsors. If no sponsors, please state No Sponsors in area provided below.):
None

45. LIST ADDITIONAL COMMENTS AND/OR REQUESTS NO COVERED IN
THIS APPLICATION: _______________None__________________________________
____________________________________________________________________
____________________________________________________________________

46. PLEASE ATTACH A DETAILED DIAGRAM OF EVENT LAYOUT. MAKE SURE YOU
INCLUDE LOCATION OF HEADQUARTERS, PA SYSTEM, STAGE, CONCESSIONS,
COURTS, BANDS, ETC. IS DIAGRAM INCLUDED WITH APPLICATION?
YES_____x___NO_______
An event diagram MUST be included for an event to be considered.
INSURANCE REQUIREMENT: For the protection of the public and the Mayor and City
Council, the applicant must obtain, at the applicants own expense, general liability insurance
coverage, which shall include coverage for personal injury in the amount of one million dollars
($1,000,000) single limit. Said insurance coverage shall name the Mayor and City Council as
additional insureds, with the address on the certificate listed as 301 Baltimore Avenue, Ocean
City, Maryland 21842. A copy of the Insurance Policy Addendum, showing the addition of the
Mayor and City Council as additional insured, is also to be provided. The certificate of insurance
and the addendum shall be furnished to the Private Events Coordinator, no later than 30-days
before the private event.
__________INCLUDED WITH APPLICATION
________x____TO BE OBTAINED AND FORWARDED NO LATER THAN THIRTY (30)
DAYS PRIOR TO THE EVENT
Page 7 of 9
COCA-COLA EXCLUSIVE PRODUCT AGREEMENT DISCLOSURE:
The applicant must comply with all provisions of the Towns agreement with Coca-Cola
Refreshments as it pertains to the distribution or sales of beverages by the applicant on Town
property. The applicant agrees to sell, dispense or serve only Coca-Cola beverages on Town
premises for the duration of the permitted use.
The applicant is expressly prohibited from using the beverages of other suppliers, said beverages
to include soft drinks, juices, sport drinks, specified energy drinks and bottled waters. The
permitted beverages include Coca-Cola, Diet Coca-Cola, Sprite, Pibb Xtra, Mello Yello, Nestea,
Arizona Tea, Barqs Root Beer, Fanta, Minute Maid, PowerAde, Fuze Juice, Monster, Tum E
Yummies, Dasani and other products that Coca-Cola may provide in accordance with its
agreement with the Town of Ocean City.
I have read this disclosure and agree that I will comply with its provisions. APPLICANTS
SIGNATURE____________________________DATE______________
LOCAL ORDINANCE DISCLOSURE AND COMPLIANCE The applicant agrees to comply
with the provisions of all applicable ordinances of the Town of Ocean City. Specifically all
permitted uses on or within 75 feet of the Boardwalk are required to comply with the provisions
of chapter 62 of the Code which expressly prohibits the public sale, rental or exchange for a
donation of any goods, wares, merchandise, foodstuffs, refreshments or other commodities or
services.
I have read this disclosure and will comply with all provisions of the local ordinances including
Chapter 62 of the Town Code.
Dav1d Madans
11/2/2012
11/2/2012

Permitted (organization/applicant) shall assume all risks incident to or in connection with the
permitted activity and shall be solely responsible for damage or injury, of whatever kind or
nature, to person or property, directly or indirectly arising out of or in connection with the
permitted activity or the conduct of Permitteds operation. Permitted hereby expressly agrees to
defend and save the Town of Ocean City, its officers, agents, employees and representatives
harmless from any penalties for violation of any law, ordinance, or regulation affecting its
activity and from any and all claims, suits, losses, damages, or injuries directly or indirectly
arising out of or in connection with the permitted activity or conduct of its operation or resulting
from the negligence or intentional acts or omissions of Permitted or its officers, agent and
employees.
Page 8 of 9
Applicant understands that any event or event date can be changed or canceled at the direction of
the Mayor and City Council if the approved event interferes with Public Works project(s) or any
other necessary governmental function. Such action may be directed at any time.
The applicant for the private event described in this application agrees to follow guidelines
provided and submit a complete application including all required submission of materials.
The applicant agrees to take full responsibility for all city-owned property, whether borrowed,
leased or rented, and understands that necessary replacement and/or repair fees may be assessed
should such property be in an unacceptable condition.
The applicant agrees to abide by all provisions of the private event permit granted by the Town
and agrees to pay all fees and costs assigned to the permit. The applicant further agrees to
comply with all conditions of the use permit, which may be required by the Mayor and City
Council of the Town.
I have read and will copy with all special event application requirements. APPLICANTS
SIGNATURE___________________________DATE_______________
11/2/2012
11/2/2012
11/2/2012

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

E. Private Event Approval Request for Swim OC
July 20, 2013

TOWN OF

RE: Swim OC

ISSUE(S): Request approval of Swim OC

SUMMARY: This event consists of three (3) different swim competitions: a
1-mile, 3-mile and 9-mile race. Participants will be required to
qualify in order to compete. There are also time limits for each
race: 1 hour/1-mile, 2.5 hours/3-mile and 6 hours/9-mile.

At the regular meeting of April 1, 2013, the Mayor and Council
remanded this application to the Recreation & Parks Committee
for further discussion. It was determined that an additional
$1,800 cost originally quoted by OCBP would not apply as guards
will be on duty regardless of whether Swim OC took place or not.

After the meeting, the applicant submitted an addendum to their
application that includes the following changes:
No port-o-lets on the beach;
No vehicular access to the beach;
The event will take place while life guards were on duty
(10:00 am-5:30 pm).

City departments agreed with the port-o-let and vehicular
changes but modified the end time to 5:00 pm. They also added
that if the water temperature is 70 degrees or higher, a wetsuit
will not be required. If, however, the water temperature is less
than 70 degrees, a wetsuit may be required for the 3-mile and 9-
mile swims.

this event.

RECOMMENDATION: Approve the event as presented.


RESPONSIBLE STAFF: Lisa Mitchell, Private event Coordinator

COORDINATED WITH: Appropriate departmental staff, specifically OCBP.

ATTACHMENT(S): Application Addendum and original department review cover
Agenda Item # 6E

1 2 3 4 5 6
TENTATIVE
7
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE - DVA Volleyball
Rain Date -
TENTATIVE
8
PE Beach Fireworks
9
PE Beach Fireworks
10 11 12 13
14
PE OC Beachlights
PE Northside Park
Fireworks
15
PE Beach Fireworks
16
PE Beach Fireworks
17 18 19 20
PE Swim OC
TENTATIVE
PE ESA -
TENTATIVE
21
PE OC Cruzers
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
22
PE Beach Fireworks
23
PE Beach Fireworks
24 25 26 27
PE ESA -
TENTATIVE
28
PE OC Beachlights
PE Northside Park
Fireworks
PE ESA Rain Date -
TENTATIVE
29
PE Beach Fireworks
30
PE Beach Fireworks
31

2013
July
TO A PRIVATE EVENT

200 125
th
event.

consideration.

1) TITLE OF EVENT:____Swim OC__________
2) APPROVED BY COUNCIL?_No_ IF SO, DATE APPROVED: ___________________
3) SUMARY OF EVENT:_1-mile, 3-mile and 9-mile ocean swim
4) REQUESTED CHANGES TO EVENT: _Per the Rec & Parks Committee meeting, the
following changes to the application are being requested:
a) Port-o-lets not needed
b) No vehicular access to the beach needed
c) Event will not begin until life guards are on-duty and will be complete before they leave
for the evening: 10 am-5:30 pm
5) APPLICANTS NAME AND ORGANIZATION REPRESENTING: Corey Davis, Swim
OC__________________________
6) MAILING ADDRESS: _1 Grice St., Berlin, MD 21811_______
7) WORK PHONE: ____________________ CELL PHONE: _410-200-0761__________
8) E-MAIL: _coreydavis36@yahoo.com___________________________________________

APPLICANTS SIGNATURE: __Signature on file_________________ DATE_4/9/13



Name of Event: Swim OC New Event: YES
Date of Event: J uly 20, 2013 with a rain date of J uly 21, 2013
Date Application Received: J anuary 17, 2013 Application Fee Paid: Yes
Date Routed: J anuary 21, 2013
Date Returned from All Departments: March 26, 2013 Total Cost to Town: $1,800.00

Things to Note:
This event would consist of three (3) different ocean swim contests a 1-mile, a 3-mile and a 9-mile. To be eligible to
compete the participants must qualify. There would be time limits 1 hour for the 1-mile, 2-1/2 hours for the 3-mile
and 6 hours for the 9-mile.
The event would take place between 9 am and 4 pm.
The event organizer requests a 25x25 area in each start location areas (3 start locations see attached map).
The event organizer requests a 25x50 area of beach at the finish line area.
The event organizer requests permission to have a truck on the beach for buoy access during set-up and breakdown.
The event organizer requests to use a finish shoot (inflatable) at the finish line.
The event organizer requests to have a trailer with participants belongings that would be loaded at the start areas and
unloaded at the finish area.
The event organizer requests the assistance of the OCBP and OC EMS to support the safety of this event.
Event organizers request the OCBP, in conjunction with the race officials and medical personnel, have the ultimate
authority to remove a contestant from the race if the contestant is judged to be physically incapable of continuing the
race without risk of serious injury or death.
The swim start would be staggered in 15-minute intervals based on qualifying times.
Event organizer would place buoys at 1,000-yard intervals.
Event organizer would provide feeding stations for the swimmers at the 3-mile, 5-mile and 7.5 mile markers in the
water.
Event coordinator would provide patrol of the course.

RISK MANAGEMENT Insurance certificate must be submitted prior to the event. Concerns with OCBPs ability to
protect the beach/waters for regular beach patrons. Can they also watch the race swimmers at the same time? Defer to
Beach Patrol for answers.
PUBLIC WORKS Event organizer has asked for vehicle access on the beach during their event. This request is not
possible due to the popularity of the beach at that time of day. If approved, will need more information on the event
coordinators trailer and parking requirements. The Inlet Lot will not be available because it is open as paid
operations and will be full and congested on this date and time. Public Works is not in favor of port-o-lets on the
beach itself. Need clarification on where the prizes/awards will be handed out. Public Works does not agree with this
taking place in the Inlet Lot area because of the possibility it will affect paid parking lot operations and displace the
general public during a very busy time.
OCPD Notify the affected shifts of the event.
OCBP Will assist with safety. Will have the normal coverage provided by the Surf Rescue Technicians (SRTs) on
duty. Will also schedule additional staff to operate rescue watercraft (PWCs) and have SRTs on paddleboards along
the racecourse. Will also use our area supervisors on ATVs to keep track of all the competitors. Estimated cost to the
division is $1,800.00. Concern with water temperature for those planning on the long swim and hypothermia.
Concern with the organizers ability to provide, place and secure the number of buoys that is planned. Also, concern
with the ability to determine and verify the criteria used to determine eligibility to enter the longer races. Met with the
event organizer in December 2012 and had a second meeting with the three (3) event principals and the Beach Patrol
command staff on March 2, 2013. The Captain was also sent the safety plan to review, and with slight alterations,
appears to be complete.
REC & PARKS - Defer to Beach Patrol.
EMERGENCY SERVICES, TOURISM, TRANSPORTATION, OCCC, and FIRE MARSHAL No comments or
concerns.
Original department review cover.

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

F. Private Event Approval Request for Soccer Resort Beach
Tournament August 24, 2013

TOWN OF

RE: Soccer Resort Beach Tournament

ISSUE(S): Request approval of the Soccer Resort Beach Tournament

SUMMARY: This event is a one-day adult and youth beach soccer
tournament on the beach from north of Dorchester Street to 2
nd

Street originally scheduled for August 3, 2013.

At the regular session of March 18, 2013, the Mayor and Council
remanded this application to the Recreation & Parks Committee
for further discussion due to potential conflicts with other
activities and events scheduled in early August.

After the meeting, the applicant submitted an addendum to their
application that included the following changes:
Event date moved to August 24, 2013;
No beverage or food sales on the beach

City departments support the changes made to the application.

this event.

RECOMMENDATION: Approve the event as presented.


RESPONSIBLE STAFF: Lisa Mitchell, Private event Coordinator

COORDINATED WITH: Appropriate departmental staff, particularly OCBP and Public
Works

ATTACHMENT(S): Application Addendum and original department review cover

Agenda Item # 6F

1 2 3

4
PE - OC Cruzers
PE OC Beachlights

5
PE Beach
Fireworks
6
PE Beach Fireworks
7
SE Concerts on
the Beach
8 9 10
PE ESA -
TENTATIVE
11
PE OC Beachlights
12
PE Beach
Fireworks
13
PE Beach Fireworks
14
SE Concerts on
the Beach
15 16 17
18
PE - OC Cruzers
PE OC Beachlights
19
PE Beach
Fireworks
20
PE Beach Fireworks
21
SE Concerts on
the Beach
22 23 24
PE Soccer Resort
Beach Tourn. -
TENTATIVE
25
PE OC Beachlights
PE Soccer Resort Beach Tourn.
TENTATIVE

26
PE Beach
Fireworks
27
PE Beach Fireworks
28
SE Concerts on
the Beach
29 30 31

2013
August
TO A PRIVATE EVENT

200 125
th
event.

consideration.

1) TITLE OF EVENT:____Soccer Resort Beach Soccer__________
2) APPROVED BY COUNCIL?_No_ IF SO, DATE APPROVED: ___________________
3) SUMARY OF EVENT:_Adult and youth soccer event
4) REQUESTED CHANGES TO EVENT: _Per the Rec & Parks Committee meeting, the
following changes to the application are being requested:
a) Event date changed to Saturday, August 24, 2013
b) No food or drink sales
5) APPLICANTS NAME AND ORGANIZATION REPRESENTING: Niall Swan
__________________________
6) MAILING ADDRESS: _84 Washington St., Fl. 2, Hoboken, NJ _______
7) WORK PHONE: ____________________ CELL PHONE: _917-721-7860__________
718-433-2452
8) E-MAIL: _niall@soccerresort.com___________________________________________

APPLICANTS SIGNATURE: __Signature on file_________________ DATE_4/11/13



Name of Event: Soccer Resort Beach Tournament New Event: YES
Date of Event: Saturday or Sunday, August 3 or 4, 2013
Date Application Received: J anuary 8, 2013 Application Fee Paid: Yes
Date Routed: J anuary 8, 2013
Date Returned from All Departments: February 14, 2014 Total Cost to Town: No foreseeable costs

Things to Note:
This event would consist of a 1-day adult and youth beach soccer tournament.
Event would take place from 8 am until 8 pm.
Event set-up would take place on the Friday before the event.
Breakdown would take place directly after the events completion.
Location of the event would be on the beach north of Dorchester St. to 2
nd
St.
Event organizer would like to utilize two (2) small tournament tents with a PA System for announcements.
Event organizer would like space for about 400 attendees to park their vehicles.
Event organizer would provide port-o-lets for their participants.
Expected number of participants is between 200-400.
As of right now, there are no sponsors for this event.

RISK MANAGEMENT Insurance certificate must be submitted prior to the event. Ensure the courts are far enough
away from the Boardwalk so no soccer balls are kicked into pedestrians on the Boardwalk.
FIRE MARSHAL Tent permit must be obtained form the Office of the Fire Marshal.
REC & PARKS Will need to know if the removal of the volleyball nets is required based upon final location
selection. If so, additional costs will be incurred. No food or drink sales are permitted. Event-specific items may be
sold. Walk-through areas for beach access are recommended. Beach stand franchises must be notified.
OCPD Notify the affected shifts of the event.
OCBP It is imperative that as beach events set-up they do not interfere with the normal patrolling of the beach for
safety. Must set-up at least 30-feet off the eastern most edge of the Boardwalk to allow OCBP vehicles to enter, exit
and traverse the beach. Must also establish east to west lanes so OCBP may move from the back of the beach to the
waters edge. The eastern most field should allow for a buffer zone between game play and the beach patrons who are
using the beach so that an out of bounds ball does not strike an unsuspecting patron. Event organizer must take
responsibility to keep these areas open and keep the event spectators from setting up in these areas. The southern most
field should set-up north of the Dorchester Street beach access so the event does not interfere with emergency beach
access.
PUBLIC WORKS Soccer events take a large area of beach for their use that eliminates Public Works ability to
maintain or clean the beach properly. Trash generated by participants is a big issue with these events and must be
addressed if approved. The organizers must be responsible to collect trash and maintain the cleanliness of the beach
area they are given no excuses, no exceptions. Event organizer must be onsite during entire event. Vehicles on the
beach should be limited, monitored and closely controlled as far as times. Port-o-lets should not be needed. Some
soccer fields are directly in front of the new stage/bandstand being built at Caroline Street. The fields cannot interfere
with any Town events that may be going on at this location. Lastly, a substantial performance bond should be
required as part of the event approval. So if the event organizer fails to meet their obligations, the funds would be
available to pay for any needed services.
OCCC, EMERGENCY SERVICES, TOURISM, TRANSPORTATION No concerns or comments.

Date on Council Agenda: March 18, 2013 Date Applicant Notified of Meeting:
Original department review cover.

MONDAY, MAY 6, 2013

6. CONSENT AGENDA

G. City Clerk Request to Approve Picnic Table Agreements

TOWN OF

FROM: Kelly Allmond, City Clerk
RE: Picnic Table Agreements

ISSUE(S): Annual Renewal of Picnic Table Agreements

SUMMARY: The following four boardwalk businesses requested renewal of
their picnic table agreement (see attached).

Doughroller, 2 South Division Street - 13 tables ($525)
Alaska Stand, 821 N. Atlantic Avenue - 3 tables ($275)
Atlantic Stand, 424 S. Atlantic Avenue - 6 tables ($350)
Dumsers Dairyland, Caroline St. & Boardwalk - 5 tables ($325)

All vendors paid the annual base charge of $200 plus $25 per
table and submitted their insurance certificate.

FISCAL IMPACT: $1,475.00

RECOMMENDATION: Approve the picnic table agreements as presented.

ALTERNATIVES: Do not approve.

RESPONSIBLE STAFF: Kelly Allmond, City Clerk

COORDINATED WITH: John Van Fossen, Deputy Director of Public Works

ATTACHMENT(S): Picnic table agreements

Agenda Item # 6G

MONDAY, MAY 6, 2013

7. MISCELLEANEOUS REPORTS AND PRESENTATIONS

A. OC Reef Foundation Annual Update presented by Captain
Monty Hawkins, President

FROM: Gail Blazer, Environmental Engineer
RE: Ocean City Reef Foundation Annual Update

ISSUE(S): Ocean City Reef Program

SUMMARY: Ocean City Reef Foundation annual update and invitation to the
Italian Dinner on May 16, 2013.

FISCAL IMPACT: Not applicable.

RECOMMENDATION: Not applicable.

ALTERNATIVES: Not applicable.

RESPONSIBLE STAFF:

Gail P. Blazer, Environmental Engineer and Board Member of the
Ocean City Reef Foundation

COORDINATED WITH:

Captain Greg Hall, Ocean City Reef Foundation

ATTACHMENT(S): 1) Ocean City Reef Foundation Italian Dinner Flyer
2) Photos of under water reefs

Agenda Item # 7A
TOWN OF


Ocean City, MD
2001
MORE
CORAL
MORE FISH
OCEAN CITY REEF FOUNDATION S
ALL YOU CAN EAT
ITALIAN BUFFET AUCTION
Wednesday May
15 57PM
Hall sRestaurant 59St bayside OC
AYCE ITALIAN BUFFET BEEF HAMCARVING STATIONS
50 50RAFFLELIVECHINESEAUCTIONS
CASH BARAVAILABLE
Tickets Available at the Door
15
Adults
10
Children
10under
Proceeds will help tofund our artificial reef
projects More Coral More Fish
Bring your family friends for a fun filled evening
FOR MORE INFORMATION PLEASE CALL 4102080064

MONDAY, MAY 6, 2013

10 ITEMS REFERRED TO AND PRESENTATIONS FROM
THE CITY SOLICITOR

A. Second Reading Ordinance 2013-08 to Amend Benefits
Paid to Certain Municipal Employees (to permit
participation of new police employees in the Public Safety
defined benefit pension plan and change the benefit for
employees hired after July 2, 2011)

TOWN OF

FROM: David L. Recor, ICMA-CM, City Manager
RE: Second reading of ordinance to amend Public Safety pension plan

ISSUE(S): Second reading of Ordinance to amend Public Safety pension plan

SUMMARY: In accordance with terms negotiated in the FY14 FY15
collective bargaining agreement with the Fraternal Order of
Police, this ordinance will permit participation of new police
employees in the Public Safety Employees Defined Benefit
Pension Plan and change the retirement benefit for employees
hired after July 1, 2011.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Pass ordinance.

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Not applicable

COORDINATED WITH: Guy Ayres, City Solicitor

ATTACHMENT(S): Ordinance 2013-08

Agenda Item # 10A
First Reading: _____________
Second Reading: ___________

ORDINANCE 2013

AN ORDINANCE AMENDING THE OCEAN CITY, MARYLAND PUBLIC SAFETY
EMPLOYEES PENSION PLAN AND TRUST

Whereas, from negotiations with of the Fraternal Order of Police, it has been
determined that the best interest of the public is served by allowing sworn police officers to
participate in a defined benefit pension plan; and

Whereas, the Mayor and City Council have devised a defined benefit plan, which
has a financial impact relatively similar to the cost of a defined contribution plan;

NOW, THEREFORE, BE IT ENACTED AND ORDAINED BY THE MAYOR
AND CITY COUNCIL OF OCEAN CITY THAT THE OCEAN CITY, MARYLAND
PUBLIC SAFETY EMPLOYEE PENSION PLAN AND TRUST BE AND THE SAME
IS HEREBY AMENDED BY REPEALING AND REINACTING PARAGRAPH 1.6,
1.13, BY ADDING SUBSECTION (C)TO PARAGRAPH 3.1, BY REPEALING AND
REINACTING PARAGRAPH 3.4 AND 3.13 (a), (b) AND (d), AS FOLLOWS:

1.6 AVERAGE COMPENSATION means the average monthly rate of
Compensation of a Participant for the three (3) consecutive Qualifying Dates during the
last one hundred twenty (120) months of employment preceding the date of calculation
which yield the highest average monthly Compensation; except for those Sworn Police
Officers, hired since J une 30, 2011, means the average monthly rate of Compensation of a
Participant for the five (5) consecutive Qualifying Dates during the last one Hundred
twenty (120) months of employment preceding the date of calculation which yield the
highest average months of Compensation.

* * *

1.13 EARLY RETIREMENT DATE means the first day of any month that
precedes Participants Normal Retirement Date and that coincides with or follows the
Participants: (a) attainment of age fifty-five (55), and completion of ten (10) years of
continuous Periods of Credited Service; or (b) completion of twenty-five (25) years of
continuous Periods of Credited Service; except for those Sworn Police Officers hired since
J une 30, 2011, attainment of age 55 and completion of 10 years of continuous Periods of
Credited service.

* * *

3.1 NORMAL RETIREMENT BENEFITS

* * *

(c) For Participants who are Covered employees by virtue of being
Sworn Police Officers hired after J une 30, 2011, whom shall be enrolled in the Plan as of
J uly 1, 2013, or if later, their respective dates of hire with service credited for benefit and
vesting purposes from their respective dates of hire whether before or after J uly 1, 2013,
the amount of the monthly pension will be the sum of (i) plus (ii) where:

(i): (A) sixty percent (60%) of the Participants Average
Compensation reduced by (B) one-three hundredth (1/300) of the amount computed in (A)
for each month less than three hundred (300) in his or her Periods of Credited Service
(excluding Periods of Credited Service attributable to Sick Leave Credits) as of his or her
termination of employment; and

(ii): One twelfth of two percent (2%) of the Participants Average
Compensation multiplied by months in his or her Periods of Creditable Service
attributable to Sick Leave Credits.

* * *

3.4 EARLY RETIREMENT BENEFITS If a Participant shall, for any reason
except death, retire on or after his or her Early Retirement Date and before his or her
Normal Retirement Date, the Participant's retirement shall be considered as Early
Retirement. Such Participant may elect to receive an Early Retirement benefit (payable in
accordance with the provisions of Section 3.5) which shall commence on the Participant's
Normal Retirement Date or, at the election of the Participant, may commence on the first
day of any month following his or her Early Retirement Date and on or before his or her
Normal Retirement Date (such commencement date to be determined by the Participant by
notice to the Committee in accordance with the rules adopted by the Committee). If a
Participant's Early Retirement benefit commences prior to the Participant's Normal
Retirement Date, such benefit shall be the pension benefit as computed under Section 3.1,
but subject to appropriate Actuarial Reduction, if any; provided, however, that no Actuarial
Reduction shall be applied to any benefit payable to a Participant who retires after
completing Periods of Credited Service totaling at least twenty-five (25) years.; except for
those Sworn Police Officers hired since J une 30, 2011, no Actuarial Reduction shall be
applied to any benefit payable to a Participant who retires after completing Periods of
Credited Service totaling at least twenty-five (25) years and attainment of age 55.

Notwithstanding the preceding, a Participant eligible to retire before his or her
Normal Retirement Date may elect to increase his or her retirement benefit by twenty
percent (20%), until age sixty-five (65), at which time the benefit will be decreased to an
amount which results in an overall benefit which is the Actuarial Equivalent of the normal
retirement benefit

* * *

3.13 ON GOING DROP PROGRAM.

(a) Only Participants who are "Eligible DROP Participants" shall be
eligible to participate in the ongoing DROP program. Notwithstanding any provision of the
Plan to the contrary, the Ongoing DROP Program described in this Section is not available
to any Participant who did not properly elect to participate in the Program, in accordance
with the requirements of this Section, before J uly 1, 2005. An "Eligible DROP Participant"
is a Participant with Periods of Credited Service (excluding Periods of Credited Service
attributable to Sick Leave Credits), which, within a reasonable period of time, are expected
to total twenty-five (25) years; except for those Sworn Police Officers hired since J une 30,
2011 are expected to total twenty-five (25) years and attainment of age fifty-five (55).

(b) Within a reasonable period of time prior to the date on which the
Periods of Credited Service (excluding Periods of Credited Service attributable to Sick
Leave Credits) of an Eligible DROP Participant are expected to total twenty-five (25)
years; except for those Sworn Police Officers hired since J une 30, 2011 a total of twenty-
five years (25) and attainment of age fifty-five (55), the City shall notify such a Participant
of his or her eligibility for the ongoing DROP program and shall provide a written
explanation of the ongoing DROP program. The Participant shall be given forty-five (45)
days to elect to participate in the ongoing DROP program, and such election shall be made
by the Participant in writing on a form supplied by the City and shall include a release of
all claims the Participant may have against the City and its officers and employees, the
Plan and the fiduciaries of the Plan, in a form approved by the City Solicitor. A participant
who elects to participate in the ongoing DROP program also shall make a binding election
to retire from employment with the City on or before a particular date (the "Expected
Retirement Date"), and he or she shall indicate such Expected Retirement Date on the form
supplied by the City on which the election to participate in the ongoing DROP program is
made. In no event shall the Expected Retirement Date of an ongoing DROP Participant be
later than the three-year anniversary of the Participant's DROP Participation Date.

* * *

(d) With regard to an Eligible DROP Participant who makes an election
to participate in the ongoing DROP program (a"DROP Participant"), effective on the first
day of the month coincident with or next following the date his or her Periods of Credited
Service (excluding Periods of Credited Service attributable to Sick Leave Credits) total
twenty-five (25) years; except for those Sworn Police Officers hired since J une 30, 2011 a
total of twenty-five years (25) and attainment of age fifty-five (55), (the DROP
Participation Date), the following provisions shall apply:

* * *

INTRODUCED at a meeting of the City Council of Ocean City, Maryland held on
April 15, 2013.

ADOPTED AND PASSED, as amended by the required vote of the elected
membership of the City Council and approved by the Mayor at its meeting held on May 6,
2013.

ATTEST:

______________________________ _____________________________________
KELLY ALLMOND, Clerk RICHARD W. MEEHAN, Mayor

Approved as to form: _____________________________________
LLOYD MARTIN, President

______________________________ _____________________________________
GUY R. AYRES III, City Solicitor MARY P. KNIGHT, Secretary

MONDAY, MAY 6, 2013

10 ITEMS REFERRED TO AND PRESENTATIONS FROM
THE CITY SOLICITOR

B. Resolution to Establish Ambulance Service Charges and
Transport Fees (to match standard fees charged by
Maryland ambulance companies and create a single rate
structure)

TOWN OF

FROM: David L. Recor, ICMA-CM, City Manager
RE: Resolution pertaining to Ambulance Service Fees
DATE: May 1, 2013

ISSUE(S): Consideration of increasing ambulance service fees

SUMMARY: Ambulance service fees have not increased since 2009. This
resolution authorizes an increase that will match standard fees
charged by various Maryland ambulance services. It also creates
a single-rate schedule for both in-town and out-of-town
ambulance transports as Medicare and insurance regulations will
not pay the additional out-of-town cost.

FISCAL IMPACT: Estimated increase in revenue of $300,000

RECOMMENDATION: Approve resolution.

ALTERNATIVES: Do not approve resolution.

RESPONSIBLE STAFF:

Martha Bennett, Finance Administrator
Chuck Barton, Fire/EMS Deputy Chief

COORDINATED WITH: Guy Ayers, City Solicitor

ATTACHMENT(S): Resolution

Agenda Item # 10B
RESOLUTION 2013-
A RESOLUTION ESTABLISHING AMBULANCE
SERVICE CHARGES AND TRANSPORT FEES

NOW, THEREFORE, BE IT ENACTED AND RESOLVED BY THE MAYOR
AND CITY COUNCIL OF OCEAN CITY THAT AMBULANCE SERVICE CHARGES
AND TRANSPORT FEES SHALL BE AS FOLLOWS:

A. ALS Level I $600.00
B. ALS Level II $650.00
C. BLS $425.00
D. Medicaid $100.00
E. Mileage $15.00 per mile
F. Bad Check Charge $35.00

RESOLVE THIS 6
th
day of May 2013 and effective as of J uly 1, 2013.

ATTEST:

_________________________________ _______________________________________
KELLY ALLMOND, Clerk RICHARD W. MEEHAN, Mayor

Approved as to Form:
_______________________________________
LLOYD MARTIN, President

_________________________________
GUY R. AYRES III, City Solicitor _______________________________________
MARY P. KNIGHT, Secretary

MONDAY, MAY 6, 2013

11 COMMENTS FROM THE CITY MANAGER

A. Review of Tentative May 14, 2013, Work Session
Agenda

MONDAY, MAY 6, 2013

12 COMMENTS FROM MAYOR AND CITY COUNCIL

May 6 2013 Complete Agenda

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OCEAN CITY, MARYLAND

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