July 29 2014 Complete Agenda

MAYORANDCITYCOUNCIL
WORKSESSION
Tuesday,July29,20141:00P.M.
AGENDA
1. CALLTOORDER
2. ACKNOWLEDGEMENTSANDRECOGNITIONS
3. COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda
maybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmay
bedeemedappropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,
addressandtheAgendaitemonwhichheorshewishestospeak.
4. NEWBUSINESS
A. BidOpeningMaintenanceofStandbyGeneratorSystems
B. RequesttoApproveTABFundingAllocationRecommendationpresentedbyChairmanGregShockley
C. BidAwardRecommendationforVehiclespresentedbyProcurementManager
D. RequesttoApproveGeneralOrder100P1,ReservePoliceOfficerProgrampresentedbyPolice
Chief
E. PresentationofFireHeadquartersRenovationDesignpresentedbyCityEngineer
F. DiscussionofPrivateEventFeeStructureProposalpresentedbySpecialEventsSuperintendent
G. DiscussionofPPM60011,BannerPolicypresentedbySpecialEventsSuperintendent
H. FY2014BudgetAmendment#2presentedbyBudgetManager
5. ADJOURN

WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, JULY 29, 2014

3. COMMENTS FROM THE PUBLIC

Any person who may wish to speak on a matter scheduled for discussion on the Work
Session Agenda 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.


4. NEW BUSINESS

A. Bid Opening Maintenance of Standby Generator Systems

MAINTENANCEOFSTANDBYGENERATORSYSTEMS
BIDTABULATIONTABLE
TOTAL LUMP SUM BID FOR
3 YEAR TERM (ITEM I ON PAGE B3)
(NAME) ($)
Fidelity Engineering/ Power Systems
Kelly Generator & Equipment, Inc.
BIDDER
Page1of1
A-1
INFORMATION FOR BIDDERS
BIDS will be received by THE MAYOR AND CITY COUNCIL OF OCEAN CITY,
MARYLAND (hereinafter called the 'TOWN'), at the office of the City Manager, City Hall, 3rd
Street & Baltimore Avenue, Ocean City, Maryland during normal business hours until 11:00
a.m., Tuesday, J uly 29, 2014then opened and read aloud at the Council meeting that day.
Each BID must be submitted in a sealed envelope, addressed to the Mayor & City
Council of the Town of Ocean City, Maryland. Each sealed envelope containing a BID must be
plainly marked on the outside as BID FOR: MAINTENANCE OF STANDBY
GENERATOR SYSTEMS and the envelope should bear on the outside the name of the
BIDDER, his address, and the name of the project for which the BID is submitted. If forwarded
by mail, the sealed envelope containing the BID must be enclosed in another envelope addressed
to the Town of Ocean City, City Manager's Office, 301 Baltimore Avenue, P.O. Box 158, Ocean
City, Maryland 21843. BIDDERS SHALL USE THE ENCLOSED YELLOW BID SHEET
PROVIDED WITH THE CONTRACT DOCUMENTS.
All BIDS must be made on the required BID form. All blank spaces for BID prices must
be filled in, in ink or typewritten, and the BID form must be fully completed and executed when
submitted. Only one copy of the BID form is required.
The TOWN may waive any informalities or minor defects or reject any and all BIDS.
Any BID may be withdrawn prior to the above scheduled time for the opening of BIDS or
authorized postponement thereof. Any BID received after the time and date specified shall not
be considered. No BIDDER may withdraw a BID within 60 days after the actual date of the
opening thereof. Should there be reasons why the contract cannot be awarded within the
specified period, the time may be extended by the TOWN.
After BIDS have been submitted, the BIDDER shall not assert that there was a
misunderstanding concerning the quantities or the nature of the SCOPE OF WORK to be
performed.
The TOWN shall provide to BIDDERS prior to BIDDING, all information that is
pertinent to, and delineates and describes the scope of the BID.
The CONTRACT DOCUMENTS contain the provisions required for the performance of
the WORK. Information obtained from an officer, agent, or employee of the TOWN or any
other person shall not affect the risks or obligations assumed by the CONTRACTOR or relieve
him from fulfilling any of the conditions of the contract.
Each BID must be accompanied by a BID BOND payable to the TOWN for five (5)
percent of the total amount of the BID or a CERTIFIED CHECK payable to the TOWN for five
(5) percent of the total amount of the BID. As soon as the BID prices have been compared, the
TOWN will return the BONDS of all except the three (3) lowest responsible BIDDERS. When
the agreement is executed, the bonds of the two remaining unsuccessful BIDDERS will be
returned.
Contract Documents for Maintenance of Standby Generator Systems (2014-2017)
A-2
The party to whom the contract is awarded will be required to execute the Agreement
within ten (10) calendar days from the date when NOTICE OF AWARD is mailed to the
BIDDER. The NOTICE OF AWARD shall be accompanied by the necessary Agreement. In
case of failure of the BIDDER to execute the Agreement, the Town may at its Option consider
the BIDDER in default. A draft version of the aforementioned Agreement (pages F-1 through F-
20) has been included in this bid package for review by the BIDDER.
The TOWN, within ten (10) days of receipt of acceptable Agreement signed by the party
to whom the Agreement was awarded, shall sign the Agreement and return to such party an
executed duplicate of the Agreement. Should there be reasons why the Agreement cannot be
issued within the aforementioned timeframe, the time may be extended by mutual agreement
between the TOWN and BIDDER. If the Agreement has not been issued within the ten (10) day
period or within the period mutually agreed upon, the BIDDER may terminate the Agreement by
WRITTEN NOTICE without further liability on the part of either party. Such notice of
termination shall be effective upon receipt of the notice by the TOWN.
The TOWN may make such investigations as it deems necessary to determine the ability
of the BIDDER to perform the WORK, and the BIDDER shall furnish to the TOWN all such
information and data for this purpose as the TOWN may request. The TOWN reserves the right
to reject any BID if the evidence submitted by, or investigation of, such BIDDER fails to satisfy
the TOWN that such BIDDER is properly qualified to carry out the obligations of the Agreement
and complete the WORK proposedtherein.
A conditional or qualified BID will not be accepted.
Award will be made to the lowest responsible BIDDER.
All applicable laws, ordinances, and the rules and regulations of all authorities having
jurisdiction over performance of the WORK shall apply to the contract throughout.
The successful BIDDER is required to purchase and/or produce the following documents
prior to the performance of any work:
1. A Town of Ocean City business license.
2. A Certificate of Insurance (see page E-1 for minimum insurance requirements).
The successful BIDDER shall maintain the aforementioned business license and
insurance coverage throughout the term of the Agreement. Copies of the business license and
insurance certificate shall be provided to the Public Works Facilities Manager on an annual
basis.
Any questions regarding this bid package shall be directed to Kevin Koval, Facilities
Manager, Ocean City Public Works Department at (410) 520-5138, or kkoval@oceancitymd.gov.
B-1
BID
Proposal of __________________________________________________________________________
(hereinafter called BIDDER), organized and existing under the laws of the State of
________________________________doing business as a/an _________________________________*
to the MAYOR AND CITY COUNCIL OF OCEAN CITY, MARYLAND (hereinafter called the
TOWN).
In compliance with your Advertisement for Bids, BIDDER hereby proposes to perform all WORK for the
Maintenance of Standby Generator Systems in strict accordance with the CONTRACT
DOCUMENTS, within the time set forth therein, and at the prices stated below.
By submission of this BID, each BIDDER certifies, and in the case of a joint BID each party thereto
certifies as to his own organization, that this BID has been arrived at independently, without consultation,
communication, or agreement as to any matter relating to this BID with any other BIDDER or with any
competitor.
BIDDER hereby agrees to commence WORK under this contract on or before the commencement date as
specified in the STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR
and to complete the work per the required schedule of intervals.
BIDDER acknowledges receipt of the following ADDENDUM:
____________________________________________________________
____________________________________________________________
*Insert corporation, partnership or individual as applicable.
B-2
BIDDER agrees to supply all labor, equipment and materials described in the contract documents for the
following:
BID SCHEDULE
Base Bid for Inspection, Testing, and Maintenance Service on all equipment
described in these Contract Documents for three (3) years. Refer to Exhibit A for equipment details.
Item I: Maintenance of Standby Generator Systems based on the Scope of Work for one (1) Minor
Service, one (1) Major Service and one (1) Load Test per year with an agreement term of three years.
The Bid award for these services will be based on the Total Lump Sum Bid on Services at the
bottom of Item I. Unit prices are required for interdepartmental accounting only.
(Item I continued on next page)
GENSET MINOR MAJOR LOAD ANNUAL 3 YEAR
ITEM SITE REF. SERVICE SERVICE TEST COST COST
(#) (NAME) (#) ($) ($) ($) ($/yr) ($/3yr)
1 Airport 1181 __________ __________ __________ __________ ____________
2 Airport Localizer 1168 __________ __________ __________ __________ ____________
3 Convention Center 1039 __________ __________ __________ __________ ____________
4 Fire Station #1 1099D __________ __________ __________ __________ ____________
5 Fire Station #2 1155 __________ __________ __________ __________ ____________
6 Fire Station #3 1099F __________ __________ __________ __________ ____________
7 Fire Station #3 (Alt. Genset) 3024 __________ __________ __________ __________ ____________
8 Fire Station #4 TBD-A __________ __________ __________ __________ ____________
9 Radio Tower- 65th Street 1027 __________ __________ __________ __________ ____________
10 Radio Tower- Ocean Pines 1000 __________ __________ __________ __________ ____________
11
Radio/Network Bldg-
101 Worcester Street 957 __________ __________ __________ __________ ____________
12
Radio/Network Bldg-
Gorman Avenue 956 __________ __________ __________ __________ ____________
13 OC-1 Genset 1 TBD-B __________ __________ __________ __________ ____________
14 OC-1 Genset 2 TBD-C __________ __________ __________ __________ ____________
15 Northside Park 147 __________ __________ __________ __________ ____________
16 Public Safety Building 1087 __________ __________ __________ __________ ____________
17 City Hall 1157 __________ __________ __________ __________ ____________
18 PW Admin & Shops 1086 __________ __________ __________ __________ ____________
19 Service Ctr. & Fuel Depot 1098 __________ __________ __________ __________ ____________
20 Pump Station- 100
th
St. 1143 __________ __________ __________ __________ ____________
21 Water Plant- 15th Street 1097 __________ __________ __________ __________ ____________
22 Water Plant- 44th Street 1036 __________ __________ __________ __________ ____________
23 Water Plant- Gorman Ave 1099H __________ __________ __________ __________ ____________
24 Well Field- South 1099E __________ __________ __________ __________ ____________
25 Well House- 38
th
Street TBD-D __________ __________ __________ __________ ____________
26 Well House- 51
st
Street 410 __________ __________ __________ __________ ____________
B-3
(Item I continued from previous page)
ITEM I: TOTAL LUMP SUM BID FOR 3 YEAR TERM........$____________
_____________________________________________________________________dollars (written form)
ITEM II: Hourly Rates for work not covered under ITEM I, Scope of Work noted above, with respect to
Regular Working Hours, After Hours and Emergency Weekend & Holiday Hours. Refer to Bid
Specifications for explanation of hourly rates.
Item Description Per Hour Rate
A. Regular Hourly Rate. $____________
B. Overtime Hourly Rate... $____________
C. Emergency Hourly Rate... $____________
ITEM III: Emergency Standby Generator Rentals as described in Bid Specifications. Pricing is
based on a one-week (7 day) duration and triple shift operation.
Item Description Weekly Rental Rate
A. 25kW Generator Rental Cost. $____________
25kW Delivery Cost (One Way) $____________
B. 45kW Generator Rental Cost. $____________
45kW Delivery Cost (One Way).... $____________
C. 60kW Generator Rental Cost. $____________
60kW Delivery Cost (One Way)... $____________
(Item III continued on next page)
GENSET MINOR MAJOR LOAD ANNUAL 3 YEAR
ITEM SITE REF. SERVICE SERVICE TEST COST COST
(#) (NAME) (#) ($) ($) ($) ($/yr) ($/3yr)
27 Pump Station #1 1100 __________ __________ __________ __________ ____________
28 Pump Station #4 1112 __________ __________ __________ __________ ____________
29 Pump Station #5 1051 __________ __________ __________ __________ ____________
30 Pump Station #6 3100 __________ __________ __________ __________ ____________
31 Pump Station #7 1040 __________ __________ __________ __________ ____________
32 Pump Station #8 939 __________ __________ __________ __________ ____________
33 Pump Station #9 404 __________ __________ __________ __________ ____________
34 Pump Station #12 417 __________ __________ __________ __________ ____________
ITEM I: TOTAL LUMP SUM BID FOR 3 YEAR TERM........$____________ __
B-4
(Item III continued from previous page)
D. 100kW Generator Rental Cost $____________
100kW Delivery Cost (One Way).. $____________
E. 200kW Generator Rental Cost $____________
200kW Delivery Cost (One Way)... $____________
F. 300kW Generator Rental Cost $____________
G. 500kW Generator Rental Cost $____________
H. 600kW Generator Rental Cost $____________
I. 750kW Generator Rental Cost $____________
J . 1500kW Generator Rental Cost $____________
K. 4/0 CablePrice per foot per week $____________
L. Male & Female Pigtails.Price each per week $____________
NOTE: This Bid will be awarded to the vendor submitting the lowest Total Lump Sum Bid. No
other price combinations will be considered.
Respectfully submitted:
______________________________
Signature
_____________________________________
Date
______________________________
Title
_______________________________________
License Number (seal if bid is by a corporation)
__________________________________________________________________________
Address
______________________________
Attest


4. NEW BUSINESS

B. Request to Approve TAB Funding Allocation
Recommendation presented by Chairman Greg Shockley

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: Donna Abbott, Tourism & Marketing Director
RE: TAB recommendation for sports funding
DATE: July 24, 2014

ISSUE(S): TAB recommends funding Ocean Citys share of the bid fee for
USSSA Girls World Series.

SUMMARY: In a poll of the Tourism Advisory Board on Tuesday, July 22, the
majority of members responded, all with a favorable vote to fund
Ocean Citys estimated share of the bid fee for the USSSA Girls
World Series, a three-week series of girls softball tournaments
held in Wicomico and Ocean City.

Per the MOU between the town and Wicomico County, funding
required to obtain events such as this shall be shared by both
parties in proportion to the hotel rooms booked within each
jurisdiction. Funding ratio is 65% Wicomico County and 35%
Ocean City. Last years series resulted in 3,800 room nights in
Ocean City. TAB funds were used last year to support the event.

FISCAL IMPACT: Ocean Citys portion of the bid fee is estimated at $34,650.
Approximately $83,000 remains in the TAB allocation for FY15.

RECOMMENDATION: Approve TAB funds for the event.

Goal: 1
st
Class Resort and Tourist Destination

ALTERNATIVES: Defer to Mayor and Council

RESPONSIBLE STAFF:

Donna Abbott, Tourism & Marketing Director
COORDINATED WITH: Tourism Advisory Board

ATTACHMENT(S): Agreement between the Town and Wicomico County

Agenda Item # 4B
Council Meeting July 29, 2014


4. NEW BUSINESS

C. Bid Award Recommendation for Vehicles presented by
Procurement Manager

TOWN OF


FROM: David L. Recor, ICMA-CM, City Manager
THRU: Catrice Parsons, Procurement Manager
RE: Vehicle Trust Purchase Requests
DATE: July 22, 2014

ISSUE(S): Request permission to purchase equipment and vehicles as
approved in the FY15 Budget and as detailed in the attached
FY15 Vehicle Trust Purchase Schedule.

SUMMARY: Two (2) Refuse Trucks were formally solicited and bids were read
into the records on the July 15, 2014 Council Work Session.
Thirteen (13) vehicles/equipment is requesting to be purchased
from the State Contract, NIPA or the NJPA contracts. One (1)
piece of equipment and Two (2) vehicles are requesting to be
sole sourced.

The State of Maryland and Houston, Texas allows government
agencies to piggy back off of their contracts. The Town of Ocean
City is a member of the National Intergovernmental Purchasing
Alliance and the National Joint Powers Alliance as such we are
permitted to use their contracts for procurements.

FISCAL IMPACT: $1,073,633; $53,467 below budget estimates.

RECOMMENDATION: Purchase the vehicles as outlined in the FY15 Vehicle Trust
Purchase Schedule.

Goal: Excellent Service through a High Performing Town Organization

ALTERNATIVES: Delay the purchase of approved vehicles and bid them out
through the Town or do not replace the vehicles.

RESPONSIBLE STAFF: Catrice Parsons, Procurement Manager

COORDINATED WITH: Various Department and Division Heads per attached memos

ATTACHMENT(S): 1) FY15 Vehicle Trust Purchase Schedule
2) Memorandums

Agenda Item #
Ref # Equip # Year Department Make Replacement Vehicle
Transferring
Vehicle
Actual
Cost
Budgeted
Cost Variance Procurement Method
320 1659 1998 Solid Waste Volvo Trash Truck Auction 211,210 230,000 18,790 Formal Solicitation-Received by Mayor & Council on July 15th
332 2177 2003 Solid Waste Autocar Trash Truck Auction 211,957 230,000 18,043 Formal Solicitation-Received by Mayor & Council on July 15th
A707 2221 2004 Fire Department International Ambulance Auction 274,000 278,000 4,000 HGAC Contract
749 2251 2004 Emerg. Management Ford Ford Utility Police Inceptor Purchasing 31,312 32,000 688 Maryland State Contract
746 2121 2003 Emerg. Management Ford Truck Auction 25,043 25,000 (43) Maryland State Contract
783 2362 2005 Fire Marshall Ford Truck Beach Patrol 28,896 30,000 1,104 Maryland State Contract
556 1848 2000 Parks Ford Truck Auction 47,080 42,000 (5,080) Sole Source
508 2007 2002 PW-Construction Chevy Truck Beach Patrol 29,851 30,000 149 Maryland State Contract
530 2008 2002 PW-Maintenance Chevy Truck Auction 21,626 22,000 374 Maryland State Contract
431 2348 2005 PW-Wastewater Chevy Truck Auction 18,128 18,500 372 Maryland State Contract
12030 2088 2002 Rec & Parks-Golf John Deere Reel Mower Auction 28,040 31,000 2,960 Maryland State Contract
12018 1793 1999 Rec & Parks-Golf Toro Sand Rake Auction 22,434 21,000 (1,434) National Intergovernmental Purchasing Alliance
12040 2542 2006 Rec & Parks-Golf Toro Greens Mower Auction 28,729 29,000 271 National Intergovernmental Purchasing Alliance
12041 2543 2006 Rec & Parks-Golf Toro Greens Mower Auction 28,729 29,000 271 National Intergovernmental Purchasing Alliance
172 368 1989 PW-Construction State Roller Auction 26,370 30,000 3,630 National Joint Powers Alliance
196 933 1992 Rec & Parks-Golf John Deere Tractor Auction 22,228 31,100 8,872 National Joint Powers Alliance
12008 2437 2005 Rec & Parks-Golf Lastec Rotary Mower Auction 18,000 18,500 500 Sole Source
1,073,633 1,127,100 53,467
FY15 Vehicle Trust Purchase Schedule

MEMORANDUM

TO: Catrice Parsons, Procurement Manager
FROM: Joseph J. Theobald, Emergency Services Director
SUBJECT: Vehicle Purchases
DATE: July 21, 2014

The Department of Emergency Services is requesting the purchase of two new
replacement vehicles in the FY2015 budget by means of the State of Maryland
Vehicle Purchase Contract. Vehicle number one would replace the current 2004
Chevrolet Impala (#749), with a 2014 Ford Utility Explorer All wheel drive
(AWD), 3.7L V6 engine, Police Interceptor Package at a cost of $31,312.00.
Vehicle number two would replace the current 2003 Ford Explorer (#746), with a
2014 ton 4-door crew cab, 4 wheel drive, short bed pickup with a tow package as
a cost of $25,043.00. Thank you in advance, and should you have any additional
questions, please do not hesitate to contact me.

Cc: Bob Rhode
Carol Boyles

Ocean City Fire Department
Memorandum

To: Catrice Parsons
From: Assistant Chief Chris Shaffer
Date: July 22, 2014
Re: Replacement Paramedic Unit
Dist.: C

The Career Fire Division is requesting purchase of a replacement
paramedic unit consistent with the specifications of the previous unit in
service today.

The vendor is FESCO Emergency Sales, for $ 282,641.00. The price is on
the HGAC Cooperative Purchasing Agreement AM04-12 authorizing
FECSO Emergency Sales as the authorized Horton Distributor for the State
of Maryland.

CC: Chief, Chris Larmore
1
Ocean City Fire Department
Office of the Fire Marshal
Memorandum

To: Catrice Parsons, Procurement Manager

CC: David Hartley, Deputy Chief

From: Josh Bunting, Captain

Date: July 22, 2014

Re: Approved Vehicle Purchase Specifications

*********************************************************

Catrice:

Per our discussion with Tom Leasure of Apple Ford Lincoln (Approved MD State Contract POC), the
listed specifications meet the requirements of the Fire Marshals Office for replacement of our 2005
Ton Chevrolet Suburban, which is being transferred to Beach Patrol. The price noted below includes the
base vehicle and required options, per Mr. Leasures 6/21/2014 email:

2014 Ford F150 4x4 Supercrew 5.5Box, 145 WB XL (W1E) $28,896

For reference, we intend to assign this vehicle to me (Captain Josh Bunting), for fire investigations,
explosive device, and chemical/biological (hazmat) response, both as a primary unit and to tow our
emergency response trailers (hazmat, spill, bomb equipment and containment). Per Mr. Leasures
specifications, it meets the requirements of both our on-board equipment and towing our trailers.

The purchase of a required cap for the protection of the bed is still pending bid process, and will be
forwarded upon completion as a purchase order. Additional required outfitting to transfer current
equipment (radio, MCT, emergency lighting) will be charged to the vehicle, as required.

MEMORANDUM

FROM: Joe Perry

TO: Catrice Parsons

DATE: July 15, 2014

SUBJECT: Vehicle Trust Equipment Purchases FY 2014-15

I am submitting to you my Vehicle Trust equipment purchase recommendation for FY 2014-
15. I have demonstrated and compared all models in each equipment class and I am making these
recommendations based on cost, dealer service, trade in value, continuity with existing fleet and
overall satisfaction. All equipment items, except one, are below budget estimates. All equipment
items have applicable government award contract pricing. The following is my recommendations
and rational for each equipment item to be purchased.

Two (2) Toro GM3150 Triplex Mowers. Purchase based on having six mowers in our
current fleet, familiarity and ease of operation and repair and an extensive parts
inventory. We have demonstrated most of the triplex mowers in the industry and found
Toro to have the best quality of cut. Turf Equipment and Supply is the sole source as the
manufacturers (Toro) distribution territories are protected.
Toro Sand Pro 5040 Sand Bunker Rake. Purchase based on having two units and several
attachments in our current fleet, ease of operation, parts and repair continuity and it is by
far the best bunker rake in the industry. Turf Equipment and Supply is the sole source as
the manufacturers (Toro) distribution territories are protected.
John Deere 4520 Compact Utility Tractor. This tractor is recommended based on having
three similar units in our current fleet, multiple attachments and operator continuity and
comfort. We have many parts in stock and John Deere parts and service are available
locally if needed. This is the best in class tractor and the one I am proposing we purchase
is a prior year model saving us over $5000 over current year model. I am recommending
Finch Services to be the delivering dealer as they are the only dealer I am aware of that
has the 4520 still in inventory.
John Deere 2653B Precision Cut Trim Mower. We demonstrated all three of the main
mowers in this category and found this unit to have the best cut by far. We have had these
units since 2000 and currently have one with over 4000 hours. They have always
performed very well for our application. Finch Services is the sole source as the
manufacturers (John Deere Golf Specialty Equipment) distribution territories are
protected.
Lastec 721XR Pull Type Articulator mower. This mower is the most unique mower in its
class as it combines seven 21 mower decks in a pull behind tractor arrangement. This
unit is the only one that can cut the mounds at Eagles Landing without scalping. We have
been using them for 20 years and have an extensive parts inventory and repair expertise.
Finch Services is the sole source as the manufacturers (Lastec) distribution territories are
protected.

As has been the practice for the past few years I am again recommending we purchase off the
government contracts already awarded for these items. This is by far the best pricing option available for
obtaining the maximum government discount. Government discount rates remain unchanged for this
fiscal year. The suggested government contract for Toro products is the National Intergovernmental
Purchasing Alliance (NIPA) which provides us with a discount of 21.8% off MSRP. The suggested
government contract for John Deere products is the National Joint Powers Alliance (NJPA) and our
membership number is 070313-DAC. The NJPA discount is 17% off MSRP.
Please review this recommendation and present to council on our behalf. Once purchase orders
for these vehicles have been issued, I will process the orders. If you have any questions please be sure to
contact me.

Budget Summary

Equipment Item Cost Trade in Net Budgeted (over)/under Supplier
Toro GM3150 Triplex Mower/w 59,258 $ 1,800 $ 57,458 $ 58,000 $ 542 $ Turf Equipment
Grooming Attachment
Toro 5040 Sand Rake/w Blower 23,184 $ 750 $ 22,434 $ 21,000 $ (1,434) $ Turf Equipment
John Deere 4520 27,228 $ 5,000 $ 22,228 $ 31,100 $ 8,872 $ Finch Services
John Deere 2653B 28,540 $ 500 $ 28,040 $ 31,000 $ 2,960 $ Finch Services
Lastec XR721 19,500 $ 1,500 $ 18,000 $ 18,500 $ 500 $ Finch Services
Under budget 11,440 $
Total Purchase
Turf Equipment and Supply 79,892 $
Finch Services 68,268 $

Suggested Equipment Suppliers

Turf Equipment and Supply Company, Jessup MD
Finch Services Company, Westminster, MD

Cc: Susan Petito

TOWN OF OCEAN CITY - PUBLIC WORKS
CONSTRUCTION DIVISION
208 - 65
th
STREET
OCEAN CITY, MARYLAND 21842

ROGER A. STEGER, SR. - EQUIPMENT SHOP MANAGER
SHOP 410-723-6825 - OFFICE 410-524-4733
FAX 410-524-7740

TRUCK PURCHASE REQUEST

July 23, 2014

Catrice,

We would like to purchase a Ford truck model F-250 (3/4 ton) with Knapheide Utility body
model # 696FJ1.

We will purchase from Apple Ford for a cost of $ 29,851.00, which includes the utility body.

This truck includes:
Regular cab
Four wheel drive
Heavy suspension package
Electric 4 x 4 shift control
Towing package
Manual telescoping electric adjusting mirrors

This utility body includes:
Standard compartments
Flip top storage bins
Telescoping sliding bed enclosure

This will be replacing truck # 508 with a utility cap, which is a 2002 4 x 4 truck..

Please contact me with any questions or concerns.

Thanks,
Roger A. Steger, Sr.
Roger A. Steger, Sr.,
Equipment Shop Manager
PW Construction Division

Cc:
Woody Vickers, Manager PW Construction
Hal Adkins, Director of Public Works

TOWN OF OCEAN CITY - PUBLIC WORKS
CONSTRUCTION DIVISION
208 - 65
th
STREET
OCEAN CITY, MARYLAND 21842

ROGER A. STEGER, SR. - EQUIPMENT SHOP MANAGER
SHOP 410-723-6825 - OFFICE 410-524-4733
FAX 410-524-7740

ROLLER PURCHASE REQUEST

July 23, 2014

Catrice,

We would like to purchase Caterpillar model # CB-14-B Utility Compactor Roller with the
DCA-1 configuration.

We will purchase from Alban Cat from the NJPA contract # 060311 for a cost of $ 26, 370.00.

This unit includes:
Kolher diesel engine
39.3 smooth drum rollers
Vibratory system
Back-up alarm
Locking fuel cap
Working lights
Warning safety beacon
Suspension seat with safety switch
Instruction and service/parts manuals

This will be replacing roller # 172, which is a 1989.

Please contact me with any questions or concerns.

Thanks,
Roger A. Steger, Sr.
Roger A. Steger, Sr.,
Equipment Shop Manager
PW Construction Division

Cc:
Woody Vickers, Manager PW Construction
Hal Adkins, Director of Public Works
INTERDEPARTMENTAL MEMO

TO: Catrice Parsons, CPSM Procurement Manager

FROM: Steven Brown, Manager of Solid Waste

DATE: July 21, 2014

SUBJECT: Bid Award Front Loading Refuse Collection Cab /Chassis and Body

I have reviewed the bids for the front-loading refuse collection truck cab/chassis and body that
were opened at the July, 15th work session. The bids are as follows:

Front Loading Refuse Collection Body

Maryland Industrial Trucks $74,732.00
McNeilus $80,081.00
Waste Equipment $86,310.00
Toms Truck Sales LLC $87,838.00
Ingolds Hico inc $88,444.00

Front Loading Refuse Collection Cab/Chassis

Harvey Mack Sales $137,225.00
The Pete Store $143,680.00

Front Loading Refuse Collection Truck Combined Unit Cab/Chassis and Body

Toms Truck Sales LLC $225,063.00

Maryland Industrial Truck at $74,732.00 was the low bid on the body and Harvey Mack Sales
was the low bid on the cab chassis at $137,225.00. These two bids were found to meet the intent
of the bid specifications and represent a total expenditure of $211,957.00. The front-loading
refuse collection truck was budgeted at $230,000.00; this purchase will represent a savings of
$18,043.00


TO: Catrice Parsons, CPSM Procurement Manager

FROM: Steve Brown, Manager of Solid Waste

DATE: July 21, 2014

SUBJECT: Bid Award Automated Side Load Refuse Truck Cab/ Chassis and Body

I have reviewed the bids for the automated side load refuses truck Cab/ Chassis and body that
were opened and read at the July 15
th
Council Work Session. The bids are as follows:

Automated Side Loading Refuse Collection Body

Waste Equipment $ 86,871.00
Maryland Industrial Trucks $ 87,447.00
Toms Truck Sales LLC No bid

Automated Side Loading Refuse Collection Cab/Chassis

Harvey Mack $124,239.00
The Pete Store $134,910.00

Automated Side Loading Refuse Truck Combined Unit Cab/Chassis and Body

None

Waste Equipment at $86,871.00 was the low bid on the body and Harvey Mack was the low bid
on the cab chassis at $124,239.00 These two bids were found to meet the intent of the bid
specifications and represent a total expenditure of $211,110.00. The Automated Side Load
Refuse Truck were budgeted at $230,000.00; this purchase will represent a savings of
$18,790.00


4. NEW BUSINESS

D. Request to Approve General Order 100 P-1, Reserve Police
Officer Program presented by Police Chief

TOWN OF

FROM: Chief Ross Buzzuro
RE: Police Department General Order Revision
DATE: 16 July 2014

ISSUE(S): Revision to General Order 100 P-1: Reserve Police Officer Program

SUMMARY: General Order 100 P-1 currently outlines the Reserve Police Officer
Program. The program was adopted to utilize recently retired
Ocean City Police Officers in a part-time capacity. The program has
been successful, allowing full-time police officers to address day to
day law enforcement activities while the reserve police officers are
used as a support staff in Training & Recruiting, Criminal
Investigation, Arrest and Detention, and Taxi Cab regulation
enforcement.

The Department is proposing that the program now include
Maryland certified retired police officers in good standing from other
Maryland law enforcement agencies. This will allow for the
expansion of the program in the future, capitalizing on the vast
experience a retired officer would bring to supplement service
needs of the Department seasonally.

FISCAL IMPACT: There would be no fiscal impact in FY 2015. Should the
Department elect to expand the number of reserve police officers in
the program, future proposals will be presented via the budget
process in FY 2016.

RECOMMENDATION: Approve revisions.


ALTERNATIVES: Do not adopt revisions as presented.

RESPONSIBLE STAFF: Captain Greg Guiton

COORDINATED WITH: City Solicitor Guy Ayres
Chief Ross Buzzuro

ATTACHMENT(S): General Order 100 P-1

Agenda Item #

DATE : 14 July 2014

TO : Guy Ayres, Attorney at Law
City Solicitor

FROM : Gregory Guiton, Captain
Police Department

SUBJECT : General Order Revision

Attached you will find revisions proposed for General Order 100 P-1, entitled Duties and
Responsibilities - Reserve Police Officer Program. The deletions and additions to the
policy are outlined through new language bold bracketed in red and deletions struck-out
with double lines.

The purpose for the revisions is to allow the Department to open the Reserve Police
Officer Program to retired police officers from other law enforcement agencies who are
certified by the Maryland Police and Correctional Training Commissions. The revisions
were discussed during the closed session of the Police Commission meeting on
Monday, 14 July 2014 and a motion was made and approved to move the proposed
changes for adoption by the Mayor and Council.

Should you have a question or concern with the language in the attached policy, please
feel free to contact me at 410-723-6622 or gguiton@oceancitymd.gov.

Thank you for your assistance in this matter.

Gregory Guiton

Attachment
Ocean City Police Department
General Order

Table of Contents

I. Purpose

II. Definitions

A. Reserve Police Officer

B. Full-time Employee

C. Part-time Employee

III. Policy

IV. Limitations

V. Requirements

VI. Duties and Responsibilities

VII. Coordination and Direction
Subject:
Duties and Responsibilities; Reserve Police Officer Program
No.
G.O. 100 P-1
Rescinds:

Amends:
G.O. 100 P-1 Dated 11/01/2011
Related Directive:
G.O. 300 A-1, G.O. 200 S-1, & G.O. 500 R-1
Approval Date:

Effective Date:

Distribution Date:

Distribution Type:
A
References: Town of Ocean City, Maryland Employee Handbook
M.P.C.T.C. Regulation pertaining to police officer qualification standards
Subject: Duties and Responsibilities, Reserve Police Officer Program G.O. 100 P-1

I. Purpose:

The purpose of this policy is to establish guidelines for the employment of part-time
certified police officers who are employed to supplement the duties and responsibilities
carried out by full-time sworn personnel.

II. Definitions:

A. Reserve Police Officer: an individual classified as a part-time employee who [is
certified by the Maryland Police and Correctional Training Commissions
(M.P.C.T.C.) as a police officer, and]

1. Is certified by the Maryland Police and Correctional Training
Commissions (M.P.C.T.C.) as a police officer,

2.[1.] Has been [Is] employed as a sworn full-time member of this Department
a minimum of fifteen (15) years [and elects to change employment
status with the Town from full-time to part-time without a break
in service, or]

[2. Is a retired police officer of a Maryland law enforcement agency who
meets the minimum standards for employment as a police officer for
the Town of Ocean City and the M.P.C.T.C.]

3. Elects to change employment status with the Town from full-time to
part-time without a break in service

B. Full-time Employee: an individual who is regularly scheduled to work a
minimum of forty (40) hours per week and has successfully completed their
probationary period. He/she is eligible for the benefits provided for by the Town.

C. Part-time Employee: an individual employed to supplement full-time staff
members, intended to work a continuing, year-round and indefinite schedule. A
part-time employee is permitted to work a regularly scheduled workweek, or less,
to meet seasonal needs. A part-time employee is not eligible for employee
benefits.

III. Policy:

A. The Department recognizes the need to provide effective and efficient police
service to a resort community with expanding needs. The Department also
recognizes the value of its sworn employees who have elected to retire or leave
full-time service in good standing after a minimum of fifteen (15) years. It is the
policy of the Department to maintain a number of trained and certified sworn
employees who are employed as reserve police officers to provide professional
police service.

-2-
Subject: Duties and Responsibilities; Reserve Police Officer Program G.O. 100 P-1

B. The Department is not required to provide part time police work to any particular
officer (or at all) but, to the extent that it does so, it will attempt to work with the
reserve officer to facilitate mutually agreeable work hours. A reserve police
officer who is regularly unavailable to work as requested by the Department will
be considered to have resigned from reserve police officer employment and will
be removed from service.

C. The Department reserves the right to establish a maximum number of reserve
police officers maintained for use as outlined within this policy and as directed by
the Chief of Police.

IV. Limitations:

A. A reserve police officer is limited in the number of work hours performed for the
Department within a calendar year to assure compliance with the definition of
part-time employee status consistent with employment regulations.

B. A reserve police officer shall comply with all secondary employment regulations
as outlined in G.O. 200 S-1, specifically the prohibitions on other employment.
However, an employee serving as a reserve police officer may exceed the
number of secondary employment hours associated with non-police related work.
This may occur as long as the non-police related work hours, in combination with
their Department work hours, do not exceed the limitations of G.O. 200 S-1.

C. A reserve police officer shall not take law enforcement action while off-duty
unless engaged in approved police-related secondary employment.

D. A reserve police officer may only wear/carry a personally owned firearm while not
engaged in law enforcement activity for the Town of Ocean City as permitted by
the [Law Enforcement Officers Safety Act] L.E.O.S.A. of 2004.

V. Requirements:

An employee who changes employment status from full-time police officer to [serving
as a] reserve police officer must maintain the following requirements:

A. Attend and successfully complete annual in-service training authorized by the
Department that meets M.P.C.T.C. requirements.

B. Attend and successfully complete any Department required training that is
relative to the job task of a police officer.

C. Maintain all police related certifications held while employed as a full-time sworn
employee at the discretion of the Department.

D. Abide by all Department regulations, policies, and practices.

E. Maintain acceptable work performance levels as prescribed by the Department
and the Town.
-3-
Subject: Duties and Responsibilities; Reserve Police Officer Program G.O. 100 P-1

VI. Duties and Responsibilities:

A. The duties and responsibilities of a reserve police officer shall include those
areas outlined in General Order 300 A-1 entitled: Duties and Responsibilities;
Police Officer

B. Additional duties and responsibilities of a reserve police officer may include but
are not limited to:

1. Providing training in areas of specialization or expertise to sworn and/or
non-sworn employees of the Department.

2. Providing advanced law enforcement services consistent with individual
expertise or responsibilities while the employee was a full-time employee
of the Department.

3. Other duties and responsibilities as designated by the Chief of Police.

VII. Coordination and Direction:

A. The Reserve Police Officer Program shall be coordinated by the Support
Services Division under the direction of the Human Resource Commander.

B. Operational aspects of the Department requiring the assistance of Reserve
Police Officers shall coordinate specific needs to the Human Resource
Commander in advance of the need to assure schedule availability of individual
Reserve Police Officers

C. Reserve Police Officers assigned/detailed to a specific job function shall be
supervised by the commander/supervisor of the assignment/detail/event.

-4-


4. NEW BUSINESS

E. Presentation of Fire Headquarters Renovation Design
presented by City Engineer

TOWN OF

FROM: Terence J. McGean, PE, City Engineer
RE: Fire Station Headquarters Schematic Design
DATE: July 23, 2014

ISSUE(S): Presentation of schematic design for proposed renovations and
additions to Fire Headquarters building

SUMMARY: Renovations and additions to the Fire Headquarters building were
funded in the 2012 bond issue. Becker Morgan was selected as the
architect and there have been numerous collaborative meetings
with the Fire Department design team to refine the needs and
space requirements of the building. Staff is now ready to present
the proposed design to the Mayor and Council for their comments
and approval.

FISCAL IMPACT: $2 million; $1.5 million originally allocated in the bond and
$500,000 from savings from the Boardwalk and Fire Station 4
projects.

RECOMMENDATION: Approve proposed design with council comments to allow staff to
move forward with construction documents and selection of a
Construction Manager.


ALTERNATIVES: Request design be revised and resubmitted to Council.

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Chris Larmore, Fire Chief
Cliff Christello, Fire Company President

ATTACHMENT(S): Design drawings

Agenda Item # 4E
UP
UP
DN
UP
DN DN
DN
1
A201
4
A201
3
A201
2
A201
323SF
COMPUTER
WORKROOM
517SF
DAYROOM
KITCHENETTE STO. STO.
RECEPTION
VESTIBULE
HALL
ELEV.
SOUTH
STAIR
J C
SOUTH
ENGINE BAY
304SF
BOARD
ROOM
122SF
OFFICE
FILE
STORAGE
CONTROL
ROOM
TLT
STO. /
MECH.
STAIR
ADA TLT
70SF
GEN
NORTH
ENGINE BAY
NEWWORK EXISTING
NEWWORK EXISTING
NEWWORK EXISTING
N
E
W
W
O
R
K
E
X
IS
T
IN
G
STORAGE
IT
CLOSET
122SF
OFFICE
TSHIRT DISPLAY CABINET
102SF
TOOL
ROOM
690SF
NORTH
ENGINE BAY
EXPANSION
38' - 5"
2
5
' - 8
"
4
5
' - 4
"
22' - 0"
1
A201
4
A201
3
A201
2
A201
OFFICE
O.I.C.
STORAGE SOUTH STAIR STAIR
EXG. TLT EXG. TLT
TRAINING
ROOM
MEETING
ROOM
KITCHEN
TLT
CLO.
TLT
PANTRY
TLT
LIVE-IN
BUNK
LIVE-IN
BUNK
LIVE-IN
BUNK
LAUNDRY
NORTH STAIR
LOBBY
HVAC
BUNK
BUNK
BUNK
BUNK
VOL.
BUNK
HALL
CAREER
BUNK
HALL
POLE
ROOM
MECH.
OFFICE
430SF
CONFERENCE
ROOM
ELEV.
117SF
STORAGE 116SF
BUNK
NEWWORK EXISTING
NEWWORK EXISTING
NEWWORK EXISTING
N
E
W
W
O
R
K
E
X
IS
T
IN
G
223SF
OFFICE
140SF
OFFICE
126SF
OFFICE
TLT TLT
TLT
588SF
GYM
HALL
S
H
E
L
V
E
S
ROOF
ACCESS
HANDICAP LIFT
DN
38' - 5"
4
5
' - 4
"
22' - 0"
2
5
' - 8
"
STO.
ISSUED:
SCALE:
DATE:
DRAWN BY: PROJ MGR:
PROJ ECT NO:
MACINTOSH ENGINEERING, INC
Dover, DE
309SGovernorsAve
Dover, DE 19904
302.734.7950
Salisbury, MD
312West MainSt, Suite300
Salisbury, MD21801
410.546.9100
Wilmington, NC
3205Randall Parkway, Suite211
Wilmington, NC28403
910.341.7600
www.beckermorgan.com
PROJ ECT TITLE
SHEET TITLE
ISSUE BLOCK
COPYRIGHT 2012
STRUCTURAL ENGINEERS
21133STERLING AVENUE, UNIT #11
GEORGETOWN, DELAWARE 19947
(302) 448-2000 fax: (302) 448-2001
RMF ENGINEERING, INC
MEP ENGINEERS
4N MAIN STREET
PO BOX 201
SELBYVILLE, DE 19975
(302) 436-2733fax: (302) 436-5211
PRELIMINARY
DESIGN CONCEPT ONLY, SUBJ ECT
TO FURTHER REVISIONS, NOT FOR
CONSTRUCTION NOT FOR PERMITS
02.03.2014
?
1/8" =1'-0"
5
/1
9
/2
0
1
4
4
:4
5
:2
8
P
M
A101
PROPOSED FLOOR
PLANS
J EM3 DNH
05.19.14
2013052.00
1409Philadelphia Avenue
OceanCity, Maryland21842
Ocean City
Volunteer Fire
Company
Headquarters
SCALE: 1/8" =1'-0" 1
FIRST FLOOR - NEW WORK PLAN
SCALE: 1/8" =1'-0" 2
INTERMEDIATE &SECOND
FLOOR - NEW WORK PLAN
Revision Schedule
Mark Date Description
1 09.13.13 100%Schematic Design
2 10.08.13 PLAN REVISIONS 2
FIRST FLOOR
0"
FIRST FLOOR
0"
SECONDFLOOR
16' - 5"
INTERMEDIATE FLOOR
11' - 1"
NORTH ROOF
28' - 4"
SOUTH ROOF
23' - 4"
HIGH ROOF-
LOWBEARING
32' - 0"
HIGH ROOF-
HIGH BEARING
32' - 3"
NEWSOUTH ROOF
26' - 4"
FIRST FLOOR
0"
SECONDFLOOR
16' - 5"
INTERMEDIATE FLOOR
11' - 1"
NORTH ROOF
28' - 4"
MEZZANINE LEVEL
8' - 6"
SOUTH ROOF
23' - 4"
HIGH ROOF-
HIGH BEARING
32' - 3"
FIRST FLOOR
0"
SECONDFLOOR
16' - 5"
INTERMEDIATE FLOOR
11' - 1"
NORTH ROOF
28' - 4"
MEZZANINE LEVEL
8' - 6"
SOUTH ROOF
23' - 4"
HIGH ROOF-
HIGH BEARING
32' - 3"
NEWSOUTH ROOF
26' - 4"
FIRST FLOOR
0"
SECONDFLOOR
16' - 5"
INTERMEDIATE FLOOR
11' - 1"
NORTH ROOF
28' - 4"
MEZZANINE LEVEL
8' - 6"
SOUTH ROOF
23' - 4"
HIGH ROOF-
HIGH BEARING
32' - 3"
NEWSOUTH ROOF
26' - 4"
ISSUED:
SCALE:
DATE:
DRAWN BY: PROJ MGR:
PROJ ECT NO:
MACINTOSH ENGINEERING, INC
Dover, DE
309SGovernorsAve
Dover, DE 19904
302.734.7950
Salisbury, MD
312West MainSt, Suite300
Salisbury, MD21801
410.546.9100
Wilmington, NC
3205Randall Parkway, Suite211
Wilmington, NC28403
910.341.7600
www.beckermorgan.com
PROJ ECT TITLE
SHEET TITLE
ISSUE BLOCK
COPYRIGHT 2012
STRUCTURAL ENGINEERS
21133STERLING AVENUE, UNIT #11
GEORGETOWN, DELAWARE 19947
(302) 448-2000 fax: (302) 448-2001
RMF ENGINEERING, INC
MEP ENGINEERS
4N MAIN STREET
PO BOX 201
SELBYVILLE, DE 19975
(302) 436-2733fax: (302) 436-5211
PRELIMINARY
DESIGN CONCEPT ONLY, SUBJ ECT
TO FURTHER REVISIONS, NOT FOR
CONSTRUCTION NOT FOR PERMITS
02.03.2014
?
1/8" =1'-0"
5
/2
3
/2
0
1
4
2
:0
0
:0
5
P
M
A201
PROPOSED
ELEVATIONS
J EM3 DNH
05.19.14
2013052.00
1409Philadelphia Avenue
OceanCity, Maryland21842
Ocean City
Volunteer Fire
Company
Headquarters
SCALE: 1/8" =1'-0" 1
NEW WORK EAST ELEVATION
SCALE: 1/8" =1'-0" 2
NEW WORK NORTH ELEVATION
SCALE: 1/8" =1'-0" 3
NEW WORK WEST ELEVATION
SCALE: 1/8" =1'-0" 4
NEW WORK SOUTH ELEVATION
Revision Schedule
Mark Date Description
1 09.13.13 100%Schematic Design


4. NEW BUSINESS

F. Discussion of Private Event Fee Structure Proposal presented
by Special Events Superintendent

TOWN OF

FROM: Frank C. Miller, Special Events Director
RE: Private Event Fee Modifications
DATE: July 14, 2014

ISSUE(S): Private Event Fee modifications to match other Town costs, removal
of separate blanket non-profit pricing, addition of discount for local
non-profit organization events

SUMMARY: There has been much discussion about private event fees being too
low, especially since the number of private events has increased
exponentially. Primary concern resided around the cost of space
usage being very low in comparison to field book fees set by
Recreation and Parks Department. In reviewing costs, it was also
noted that many annual private event applications are for non-
profit entities, and the basic fees for said events simply do not have
enough value. The desire to support local non-profit organizations
is viable and a new approach to achieve that objective needs to be
formulated.

FISCAL IMPACT: Based on number of private event applications.

RECOMMENDATION: Approval Private Event Application Fee Structure. Prepare resolution
for implementation January 1, 2015.

Goal: 1
st

ALTERNATIVES: Modify proposed structure.

RESPONSIBLE STAFF: Frank Miller, Special Events Director
Lisa Mitchell, Private Events Coordinator

COORDINATED WITH: Susan Petito, Director of Recreation and Parks Department,
Members of the Recreation and Parks Commission

ATTACHMENT(S): Summary outlining fee changes and modifications to discounting for
local non-profit organizations

Agenda Item #
7/14/14 Private Event Fee Increase January 1, 2015 Page 1
Town of Ocean City
Special Events Division Private Events

RE: FY15 Private Event Fee Modifications
Respectfully submitted on July 21, 2015
By Frank C. Miller, Special Events Director

Summary:
In an effort to better align the costs charged for application fees and public event
space usage fees, the following changes and modifications are proposed to take
effect January 1, 2015.

1. Removal of segregation wording between ForProfit derived Private Events
and NonProfit derived Private Events. Introduction of wording for local non
profit organized events.
2. Increase of space usage fees associated with use of the public beach to bring
pricing in line with field booking rates for Townowned fields.
3. Introduction of Seasonbased rate scheduling for space usage.

Proposed Rates:
The following table shows current fees charge, comparable charges and
recommended fees:
Item Current $ Comp Comp $ Adjusted $
as of 2015
Application Fee
(ForProfit)
100 100
All Applications
Application Fee
(NonProfit)
25 Removed
Late Submission
Fee
100 100
Change Fee
(ForProfit)
50 50
Change Fee
(NonProfit)
25 50
Damage/Repair
Bond
100 250
Concession Fee 75 75
Public Property
Usage Fee* Per
Day (ForProfit)
150 Ballfield Full
Day Use
255 250
All Applicants
Public Property
Usage Fee* per
Day (NonProfit)
25 Removed
3Year Approval
(ForProfit)
300 300
All Applicants
3Year Approval
(NonProfit)
75 Removed
*Public Property Usage Fee for beach is applied PER Block PER Day; Additional Fees may apply.
Local nonprofit organizations may be eligible for discounts as described herein.

Discount for Local NonProfit Organizations
The Mayor and City Council shall look favorably upon Private Event Applications
submitted for events organized and managed by nonprofit organizations with
established offices within Worcester County. Aforementioned nonprofit
applications shall receive a 75% discount on application and space use fees upon the
approval of Mayor and City Council.

Additional Fees:
Fees may be incurred for use of Town parks and fields through the Recreation and
Parks Department Field Booking process. Other fees that may apply including but
not limited to Tent Permit Applications, Fireworks Applications and use of Town
Assets and Labor.

Seasonal Rate Shift:
January 1 March 15, Basic Fees
March 16 October 31, Premium Fees
November 1 December 31, Basic Fees

Premium Fees are as noted in the Adjusted $ column of the above table. Basic Fees
would reflect the same pricing except for a lowered rate as related to the Public
Property Usage Fee which is proposed to decrease back to $150. Additional cost
decreases may be seen in use of Parking lots or individual spaces as well as costs for
Town Assets and Labor passed on to the applicant provided at Mayor and City
Councils discretion.


Draft Resolution

It is respectfully requested that a Resolution be passed amending the fee structure as
identified above.

WHEREAS, Mayor and City Council of Ocean City is authorized and empowered to
impose, by resolution, permit fees and other fees, generally associated with reviews,
approvals and permits.

NOW, THEREFORE, BE IT RESOLVED by Mayor and City Council that the following
fee schedules be, and the same are hereby, adopted.

Private Event Permit Fees (apply to all applicants ForProfit and NonProfit)

1) General Private Event Application Fee ($100)

2) Late Submission Fee if Application is received within 90 days of event ($100)

3) Change Fee ($50)

4) Damage/Repair Bond ($250)

5) Concession Fee ($75)

6) Public Property Usage Fee ($250) applies per venue/per block/per day (Premium Fee)
March 16
th
through October 31
st
annually

7) Public Property Usage Fee ($150) applies per venue/per block/per day (Basic Fee)
November 1
st
through March 15
th
annually

8) ThreeYear Approval Fee ($300)

Local NonProfit Organizations whom maintain primary offices within Worcester County
shall be eligible for a 75% discount in application and space usage fees upon approval of
Mayor and City Council.

Additional fees may apply. Fees subject to change.


4. NEW BUSINESS

G. Discussion of PPM 600-11, Banner Policy presented by Special
Events Superintendent

TOWN OF

FROM: Frank C. Miller, Special Events Director
RE: Banner Policy Revision and Fee Structure Resolution
DATE: July 14, 2014

ISSUE(S): Revising banner policy and fee structure

SUMMARY: The existing banner policy was written for Baltimore Avenue and the
Rt. 90 Bridge. The Baltimore Avenue banner opportunity was
removed from the policy leaving the Rt. 90 location as the sole
option. Two new locations, the Rt. 50 Bridge and Boardwalk poles,
have been identified and used for varying lengths of time. These two
locations, along with a proposed fee structure, are included in the
revised policy and draft resolution.

Boardwalk pole banner locations were originally used by the air show
in 2008 and are now requested by several entities. Historically, there
was no charge for placement or removal but controls need to be
considered. Originally identified by Hal Adkins as a usable pole
banner location for the White Marlin Open, Rt. 50 Bridge poles were
quickly utilized for the 2013 tall ship visit and the 2014 air show. An
initial cost for placement of $500 was established, but currently does
not cover Town costs. The goal is to cover costs incurred by the Town
and allow Public Works to recoup expenses related to the effort.

FISCAL IMPACT: Collected fees will offset labor and miscellaneous related expenses for
placement and removal of banners at three identified locations.

RECOMMENDATION: Approval revised policy and fee structure. Prepare resolution to adopt
fee structure as of January 1, 2015.

Goal: 1
st

ALTERNATIVES: Modify proposed policy.

RESPONSIBLE STAFF: Frank Miller, Special Events Director

COORDINATED WITH: John Vanfossen, Public Works Deputy Director
Thomas Dy, Maintenance Manager

ATTACHMENT(S): 1) Summary
2) Proposed policy
3) Revised banner application
4) Current policy

Agenda Item #
Town of Ocean City Banner Policy Revision
Page 1

Town of Ocean City
Special Events Division - Private Events

Proposed Policy 600-11 Revision Banner Policy & Fees Resolution
Respectfully submitted on J uly 21, 2015
By Frank C. Miller, Special Events Director

Summary

The Town of Ocean City has approved placement of Boardwalk Banners as part of the OC Air Show
MOU since 2008. Recently the Dew Tour acquired similar approval as did the 2013 Tall Ship Visit.
Knowledge of the Boardwalk banner locations as a viable and desirable marketing and advertising option
for events held in our Town is spreading simply due to visible use. We need to develop a structured
application and approval process to handle and track the requests and reservations for these 18 double
banner pole locations.

On a similar note, The Rt. 50 Bridge has fourteen single vertical banner pole locations available for
possible use. This bridge location was tested twice last summer with the White Marlin Open and the first
Tall Ship Visit.

These two banner sites (boardwalk and Rt. 50) are both packaged banner opportunities single use, fixed
duration, grouping of banner pole bracket locations (quantity of banner poles per site described above and
herein).

Existing Guidelines

A program currently exists for placement of traditional banners on Rt. 90. This program used to apply to
traditional banners on Baltimore Avenue as well prior to regulations discontinuing placement at that
location. Current cost for banner placement on Rt. 90 is $50 for for-profit events and $25 for non-
profit events. The existing program policy and guidelines will be used as the template for this new
process in the hope that all banner locations can fall under one single well-defined policy. The current
policy, Section PPM 600-11, in the Town of Ocean Citys Policy and Procedure Manual, identifies
guidelines related to the Rt. 90 location at the Ocean City Tennis Center. This policy should be modified
to recognize the Rt. 50 bridge placements and Boardwalk locations as well.

Cost-Level Justification

Cost to the Town of Ocean City includes several variables such as the task of placement and the task of
removal, number of staff required and hours incurred per task and vehicle(s) and equipment used. Costs
are established in the table below and sourced from the Department of Public Works. Activation time-of-
day to complete tasks associated with banner placements is generally set at a start time of 5:00am. It is
important to recognize that the goal here is to offset an increasing demand for placement and related costs
incurred by the Town for a task that has no direct benefit to the Town or its populous.

Page 2

The chart below represents current Town costs for placement of banners as of J uly 14, 2014.

In/Out Tasking
Location Labor/Equip Time Incurred Cost/Hour Single Task Total
Rt. 90 Banner 2 staff/truck 45 minutes $82++ $75
Rt. 50 Banners (14) 3 staff/Bucket
Truck, Arrow
Board Truck
4.5 hours $123++ $575
Boardwalk Banners (36
in 18 sets of two)
3 staff/Bucket
Truck, P/U Truck
3.5 hours $123++ $475

NOTE: These costs are incurred once on the installation and once on the removal.
++denotes materials and extended benefit costs

Proposed Fee Structure

There is no application fee for the banner program application as its approval process resides under the
fee-associated Private Events Application Process.

The proposed fee structure to cover primary costs related to banners following receipt of approvals from
the Private Event Coordinator and the Mayor and City Council are as follows:

Rt. 90 at Ocean City Tennis Center Applicant shall pay a fee of $150 per banner per
placement (maximum duration of two weeks)
Rt. 50 Bridge Applicant shall pay a fee of $1,150 for placement of 14 banners (maximum
duration of two weeks)
Boardwalk Applicant shall pay a fee of $950 for placement of 36 banners at 18 pole locations
(one or two banners per pole, maximum duration of one month)

Fees are subject to revision by resolution from time to time.

Fees shall be paid by Applicant prior to pre-determined installation date. Failure to make payment in full
to the Private Event Coordinator prior to the installation date may delay install and shorten the duration of
exposure. Fees are associated with the reservation regardless of actual duration of banner exposure.
Placement and removal of banners are weather dependent.

It is recommended to revise Town of Ocean City Policy 600-11 as described herein.
Page 3

TOWN OF OCEAN CITY
OCEAN CITY, MARYLAND

POLICY AND PROCEDURE MANUAL

SECTION: Operations
REVISED PPM 600-11 SUBJECT: Banner Policy

This policy identifies locations for display of banners advertising events within the Town or in
conjunction with the Town, which event promoters may apply to have banners placed, how long banners
may be displayed, and sets standards for banner production and content.

BANNER LOCATIONS:

Rt. 90 at Ocean City Tennis Center - Site can accommodate two (2) banner reservations at a given time.
Rt. 50 Bridge Fourteen (14) pole banners packaged as a single reserved use for 14 banners.
Boardwalk Thirty seven (37) pole locations hosting two banners each. Nineteen will remain solely for
TOC use allowing for eighteen to be packaged as a single reserved use. Poles controlled by TOC and
those used for reservations will alternate lineally along the boardwalk (i.e. every other pole with a total of
18 will be available for reservation). For the eighteen (18) poles, 36 banners will need to be provided as
part of the reservation. Quantity of banner pole locations is subject to change.

APPLICATION CONSIDERATION:

Applicants who plan to host an event within the Town of Ocean City, have submitted a Private Event
Application and have paid the associated Application Fees shall be eligible for Banner Application
consideration as related to placement of a banner at an aforementioned banner location. Previous non-
Town events who participated in the Banner program prior to J uly 1, 2014 may be grandfathered in for
future consideration. Banner Applications must be 100% complete to be considered. Consideration does
not constitute approved placement.

PLACEMENT DURATION:

Banners for events other than Town of Ocean City Special Events may be displayed for no more than
fourteen (14) days or two (2) weeks prior to the event at the Rt. 90 location utilizing one week use
periods, and will be removed following conclusion of event. The one week time slots are formatted as
Monday through Sunday. Set up will typically be scheduled for Monday at 5:00am and removal
scheduled for the Monday following completion of the assigned duration.

Banners for the Boardwalk banner locations and Rt. 50 locations are limited to one (1) month or less
placement durations for events other than Town of Ocean City Special Events utilizing one week use
periods, and will be removed following conclusion of event. The one week time slots run Monday
through Sunday. Set up will typically be scheduled for Monday at 5:00am and removal scheduled for the
Monday following completion of the assigned duration.

Town of Ocean City MOU definitions may supersede placement duration definitions as outlined herein
with Mayor and City Council approval.
Page 4

Banners are only to be considered for the following purposes and under the following priorities:

1. Town of Ocean City Special Events (e.g. Springfest, Sunfest, Sundaes in the Park, etc.)
2. Town-sanctioned private events as vetted through the Private Event Application process and
approved by Mayor & City Council
3. Other banners as approved through the banner application process and/or by Mayor & City
Council

Banners must meet certain criteria in relation to size, specifications and content as described in the
Banner Application Guidelines and subject to Town of Ocean City approval.

APPROVAL PROCESS:

Any applicant interested in utilizing a pole banner location shall submit a Banner Application to the
Private Events Coordinator for consideration. Only banner applications for events hosted within the Town
of Ocean City shall be considered, with all information complete and received along with a design proof
for review and approval. An application does not constitute approval or space availability for use. Banner
content is subject to approval by the Town of Ocean City. After review of dates requested, space
availability and upon approval by the Private Events Coordinator, a reservation for banner space will be
made. Said reservation is an agreement to use the space from a set install date to a set removal date.
Following approval, the Event Promoter MUST deliver banners to Public Works, 65th Street and the Bay,
two (2) weeks prior to posting. Installation shall be scheduled for date assigned by the Private Event
Coordinator and may be subject to change due to weather or other Town of Ocean City priorities. A
shortened term may result with the same fees applied.

BANNER CONTENT AND FABRICATION:

It is the event applicants responsibility to provide the Town of Ocean City with final design and content.
Ocean City has the right of final review and approval of banner design and content. Applicant is
responsible for the creation of and all costs related to said banner including shipping and handling to the
Department of Public Works.

Ocean City will not allow advertising that is:
Violent in any form
False, misleading or deceiving statements
Sexually explicit or obscene materials
Tobacco or tobacco products
Tattoos
Casino gambling including games of chance and skill
Alcohol (unless formatted and intended solely as a Public Service Announcement)
Other potentially objectionable marketing/advertising which may be established from time to time
by the Town of Ocean City, Mayor and City Council

An applicant MUST complete a banner application form, attach a drawing/illustration of the proposed
banner, and submit them to the Private Events Coordinator. The drawing will have the exact wording to
be printed on the banner. Any logos to be used must accompany this diagram. The Town will not display
any banner that does not meet the above stated requirements. The Town has an exclusive beverage
franchisee; therefore, the Town will not display other competing beverage companies or brands on Town
property.

Page 5

ASSOCIATED FEES AND COSTS:

There is no application fee for the banner program application as its approval process resides under the
fee-associated Private Events Application Process.

Primary costs related to banners are set by the Mayor and City Council by resolution and are subject to
change from time to time.

Fees shall be paid by Applicant prior to pre-determined installation date. Failure to make payment in full
to the Private Event Coordinator prior to the installation date may delay install and shorten the duration of
exposure. Fees are associated with the reservation regardless of actual duration of banner exposure.
Placement and removal of banners are weather dependent.

[end of policy recommendation]

Page 6

TOWN OF OCEAN CITY
OCEAN CITY, MARYLAND

POLICY AND PROCEDURE MANUAL

SECTION: Operations
CURRENT PPM 600-11 SUBJECT: Banner Policy
________________________________________________________________

This policy identifies organizations that may display banners advertising events
within the Town, how long banners may be displayed, and sets standards for banner
production and content.

BANNER LOCATION:

Rt. 90 at Ocean City Tennis Center - Site Can Accommodate Two (2) Banners

Banners for events other than Town of Ocean City Special Events may be displayed for
no more than fourteen (14) days/two (2) weeks before the event, and will be removed
upon its conclusion.

BANNER POLICY:

Banners are only to be used for the following purposes and in the following
priorities:

1. Town of Ocean City Special Events (e.g. Springfest, Sunfest, etc.)
2. Town sponsored events (e.g. Car Cruise, etc.)
3. Other banners as approved through the Special Event process by the Mayor
and City Council

Page 7

BANNER APPLICATION

Town of Ocean City, Maryland

RETURN THIS APPLICATION TO:
Private Events Coordinator
Special Events Division
200-125
th
Street
Ocean City, MD 21842
410-250-5409 fax
lmitchell@oceancitymd.gov

Rev. 071414

GUIDELINES

BANNER SCHEDULE:

The Town of Ocean Citys Private Events Coordinator manages the scheduling of banner
placements and compliance with the policy herein.

BANNER SPECIFICATIONS:

Each banner must be constructed using superior quality materials.

Rt. 90: Each banner must be a maximum of 3' in width and 20' in length with grommets at each
corner for hanging purposes and every 18 inches on the top and bottom to attach to the Towns
cables. A professional sign company MUST construct all banners. Banners MUST be
constructed of 14 or 16 oz. vinyl with double-stitched seams. Banners will be stronger if rope is
sewn into the top and bottom seams. Banners MUST have air vents cut into the vinyl to reduce
drag.

Rt. 50 Bridge: Banners must be constructed of 14 or 16 oz. vinyl. Banner dimensions are
rectangular at 30" wide x 60 tall. There must be 3 pockets double stitched at the top and
bottom. There must also be three each 5-1/2 half-mooned air slits centered vertical top to
bottom. Lastly, there must be inside grommets on the top and bottom. Banners may be double-
sided.

Boardwalk: Banners must be constructed of 14 or 16 oz. vinyl. Each banner must be 60 tall.
The top width must be 29-1/2 and the bottom width 10. There must be 3 pockets double
stitched at the top and bottom. There must also be three each 5-1/2 half-mooned air slits
centered vertical top to bottom. Lastly, there must be inside grommets on the top and bottom.
Banners may be double-sided. Two banners are applied to each of the 18 pole locations. The
pair of banners per pole may be complimentary graphics instead of simply identical.

Page 8

FEES:

There is no application fee for the banner program application as its approval process resides
under the fee-associated Private Events Application Process. Fees for placement of Banners
following receipt of approvals from the Private Event Coordinator and/or the Mayor and City
Council are as follows:

Rt. 90 at Ocean City Tennis Center Applicants shall pay a fee of $150 per banner per
placement (maximum duration of two weeks)
Rt. 50 Bridge Applicants shall pay a fee of $1,150 for placement of up to 14 banners
(maximum duration of one month)
Boardwalk Applicant shall pay a fee of $950 for placement of up to 36 banners at 18 pole
locations (two banners per pole, maximum duration of one month)

Fees shall be paid by Applicant prior to pre-determined installation date. Failure to make
payment in full to the Private Event Coordinator prior to the installation date may delay install
and shorten the duration of exposure. Fees are associated with the reservation regardless of
actual duration of banner exposure. Placement and removal of banner are weather dependent.

Banner content is subject to approval by the Town of Ocean City. Once approved, banners
MUST be delivered to Public Works, 65
th
Street and the Bay, two (2) weeks prior to posting.

It is the applicants responsibility to provide final copy, design, material and labor to construct
the banner. Once copy of advertisement is received, review by Ocean City will follow. Ocean
City will not allow advertising that is false, misleading, deceptive, sexually explicit or obscene,
violent in nature, or illegal. Tobacco, gambling, or alcohol, which is not presented as a Public
Service message, may not appear on any banner. Ocean City has the right to review all
advertising content prior to approval.

An applicant MUST complete an application form, attach a proposed design of the banner, and
submit them to the Private Events Coordinator. The diagram will have the exact wording. Any
logos to be used must accompany this diagram. The Town will not display any banner that
does not meet the above stated requirements. The Town has selected an exclusive beverage
franchisee; therefore the Town will not display other competing beverage companies on Town
property.

The Banner Applicant is required to apply for and receive all licenses and permits to use logos,
photos and/or graphics.

In the event the advertising banner is damaged, including acts of God, such damage shall be
repaired immediately by the Applicant and at the Applicants expense. This includes any
damage caused by Ocean City during installation.

Ocean City does not store banners. Banners displayed MUST be picked up at Public Works
within five (5) working days from the last day of display. The Town is not responsible for
banners left after the pick-up date.

The Town of Ocean City reserves the right to make location changes without prior notification.
The Town may void the agreement for any reason, at any time.
Applicant Initials_________
Page 9

BANNER APPLICATION
Town of Ocean City, Maryland

Banner Location Requested: ____ Rt. 90 Placement
Install Date: ________________
____ Rt. 50 Grouping Placement
Install Date: ________________
____ Boardwalk Grouping Placement
Install Date: ________________

Event Name: _________________________________________________________________

Location of Event: _____________________________________________________________

Date(s) of Event: ______________________________________________________________

Event is: ____ For Profit
____ Nonprofit
If organization is nonprofit, please list nonprofit classification and identification number:
______________________________________________________________________________

Organization Name: ___________________________________________________________

Contact Name: ________________________________________________________________

Contact Address: ______________________________________________________________

Work Phone: ______________________ Home Phone: ____________________________

Fax: _____________________________ E-Mail: _________________________________

Page 10

Special Notes by Applicant: _____________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Applicant Signature: ___________________________________________________________

Applicant Title: _____________________________________________ Date: ___________

______________________________________________________________________________
_________________________OFFICE USE ONLY__________________________________

Special Events Office Information:

________ Banner Approved ________ Banner Not Approved

Rt. 90 Date(s): _____________________Top/Bottom Reason Not Approved: _________
Rt. 50 Date(s): ______________________ _____________________________
Boardwalk Date(s): ______________________ _____________________________

Date Banner Is to Be Delivered to Public Works (65
th
St. & Bay): ________________

Scheduled Date of Banner Removal: _______________

Scheduled Date of Banner Pick-up: ________________

Date Applicant Notified: _____________

Date Payment Received: _____________

Special Events Authorization: _________________________________ Date: _________


4. NEW BUSINESS

H. FY2014 Budget Amendment #2 presented by Budget Manager

TOWN OF

FROM: Jennie Knapp, Budget Manager
RE: FY 14 Budget Amendment # 2
DATE: July 23, 2014

ISSUE(S): Introduction of FY 14 Budget Amendment # 2

SUMMARY: Although not all FY 14 revenue and expenditures have been
recorded, enough information is available to present Budget
Amendment # 2. This amendment recognizes bond funds from the
2013 bond issue funding the Beach Patrol headquarters, roof
replacements at the City Garage and Public Safety Building and the
Performing Arts Center at the Convention Center. In addition,
grant funds and donations received since Budget Amendment # 1
are included. Items funded by the Mayor and Council since Budget
Amendment # 1, such as replacement of the jail security system at
the Public Safety building are included as well.

FISCAL IMPACT: The amount taken from prior year reserves (fund balance)
decreases $24,760 from $2,385,417 in Budget Amendment # 1 to
$2,360,657. Fund balance remains at or above the 15% of annual
expenditures policy target. It is anticipated that less than
$2,360,657 will be taken from prior year reserves at the fiscal year-
end.

RECOMMENDATION: Approval of Budget Amendment # 2

Goal: Financially Sound Town Government

ALTERNATIVES: Make additional changes to the FY 14 Budget

RESPONSIBLE STAFF: Jennie Knapp, Budget Manager

COORDINATED WITH: Not applicable

ATTACHMENT(S): 1) Budget amendment ordinance
2) Detail of changes
3) PowerPoint summary of changes

Agenda Item #
Changes from Budget Amendment #1:
General Fund Revenue:
Other Taxes 70,252 40,000 Admissions Tax; 30,252 Room Tax
Licenses and Permits 119,667 173,052 Building Permits; 5,900 Vehicle Franchise;
(50,000) Room Licenses; (9,285) Noise Permits
Revenue From Other Agencies 230,582 90,748 County grants over estimate; 41,250 FM radio
grant; 68,584 Police grants; 30,000 Skateboard Park
shade structure grant;
Charges for Services 115,774 75,347 Parking revenue; 30,000 Fire Marshal review fees;
27,000 Sunfest revenue; 35,000 Recreation revenue;
14,315 Beach Stand franchise fees; 5,000 Special Events
revenue; 2,095 Kayak franchise; (50,000) Private event
fees; (17,309) Winterfest revenue; (5,674) Recycling Sales
Fines and Forfeitures (27,022) (35,031) Parking fines; (22,140) Municipal infractions; (4,916)
Forfeited vehicles; 35,065 Forfeited funds and assets
Other Revenue 129,985 103,686 Boardwalk bench donations; 37,738 Paramedic
Foundation donations; 4,400 misc. donations; 23,111
reimbursement for Police task force; 4,062 LGIT
hurricane conference grant; 2,188 Tree of Life donations;
(30,200) interest; (15,000) capital asset sales (Gov deals)
Bond Issuance 979,579 City Garage and Public Safety Building roof replacement
Appropriated Fund Balance (24,760) 17,440 Prior year bench donations; (42,200) Transfer to
Convention Center
1,594,057
General Fund Expenses:
General Government 11,000 Transfer from Construction Inspection to Planning &
Zoning
Public Safety 1,109,167 718,251 Public Safety building roof; 116,700 Jail security
system replacement; 62,000 SCBA spare bottles approved
by M&CC 6/16/14; 68,584 Police grants; 41,250 FM radio
grant; 37,738 Paramedic foundation donations; 35,065
purchases made with forfeited funds; 12,600 Police security
camera replacement; 23,111 Police task force expenses;
4,062 LGIT grant for hurricane conference; (11,000) transfer
from Construction Inspection to Planning & Zoning
Miscellaneous increases 806.
Public Works/Beach Maintenance 9,523 157,471 Bond issuance for garage roof replacement;
121,126 Boardwalk benches; 31,000 Boardwalk planters,
trashcans and power washer approved by M&CC 4/29/14;
26,347 Cale modem upgrade approved by M&CC 5/19/14;
25,000 City Hall carpet and painting MCC approval 4/29/14;
13,500 Inlet Park boardwalk redecking-MCC approval 5/19;
1,000 Granados donation for dune project; (318,500)
transfer to Public Works Streets division; (29,147)
Springfest labor costs; (12,034) Winterfest labor costs;
(6,240) transfer between Stormwater projects
Highways & Streets 416,275 318,500 Transfer from General Public Works and Beach
Maintenance; 106,167 Transfer from Recreation to cover
labor deduction exceeding budget; 6,240 transfer between
Stormwater projects; (14,632) Springfest labor expenses.
Economic Development - Tourism 217,762 166,115 Winterfest labor; 51,956 Springfest labor; 22,000
Baltimore Avenue Christmas trees approved by M&CC
4/29/14; 7,000 Sunfest entertainment; (17,309) Winterfest
expense savings to reduce Winterfest revenue estimate;
(12,000) transfer Winterfest savings to purchase Caroline
Street stage lighting
Culture and Recreation (198,742) 30,000 Skatepark shade structure grant; 12,000 Caroline
Street stage lighting; 20,000 Northside Park soccer field
building maintenance and bominite patio resurfacing
approved by M&CC 4/29/14; 3,400 Beach wheelchair
donations; 2,095 Energy costs; 2,188 Tree of Life donations;
(106,167) transfer to Public Works Streets division;
(154,081) Winterfest labor; (8,177) Springfest labor
Debt Service 25,024 17,585 roof replacement bond issue interest; 7,439 roof
replacement bond issue cost of issuance
Transfer to Airport 21,000 HVAC replacement approved by MCC 4/29/14
Transfer to Convention Center (42,200) Reduction in Convention Center funding for FY 14
Transfer to Vehicle Trust 25,248 18,748 ambulance load system; 6,500 forfeiture funds
1,594,057
Water Fund Changes:
Personal Services 10,950 Cover overtime costs
Non-Personal Services (10,950) Operational Supplies
0
Transportation Fund Changes:
Personal Services (9,684) Reduction in Part-Time salaries, overtime and
unemployment
Non-Personal Services 9,684 Energy costs
0
Wastewater Fund Revenue:
Service Charges 48,101 48,000 Service to West Ocean City; 101 Interest
Contributions - Private 35,146 Sunset Island funding of grinder pump
Bond Issuance 1,470,127 2013 Bond Issue: Effluent Disinfection project
Prior Year Reserves 402,756 Clarifier project approved by M&CC 1/14/14
1,956,130
Wastewater Fund Expenses:
Non-Personal Services 41,000 145,000 sewer repairs such as 32nd street at $81,288; 87,000
equipment repair; 86,000 generator rental; (245,522) tipping
fees; (31,478 vehicle supplies and repairs
Debt Service 37,719 26,506 Interest on Effluent Disinfection project;
11,213 Bond issuance costs
Capital Outlay 1,877,411 1,432,509 Effluent disinfection project (2013 bond);
402,756 Clarifier project approved by M&CC 1/14/14;
35,146 Sunset Island grinder pump; 7,000 2nd St
Dimminutor replacement over budgeted amount approved
by M&CC 5/27/14
1,956,130
Airport Fund Revenue:
Transfer - In From General Fund 21,000 HVAC replacement approved by M&CC 4/29/14
Airport Fund Expenses:
Personal Services (4,000) (2,000) health insurance; (2,000) unemployment
Non-Personal Services 25,000 21,000 HVAC replacement; vehicle repairs, 4,000
21,000
Golf Course Fund Changes:
Personal Services (320) Reduction in part-time salaries
Non-Personal Services 320 Cleaning service at the maintenance shop
0
Convention Center Fund Revenue:
Service Charges 100,887 107,645 water damage insuarance reimbursement; 85,000
Hall Rental revenue; 32,623 Hurricane Sandy insurance
reimbursement; 619 Fire insurance proceeds; (75,000)
Cultural Arts entertainment; (50,000) Service charges
State and County Grants (58,625) (42,200) Stadium Authority funding; (16,425) adjustment of
FEMA reimbursement from Hurricane Sandy
Transfer-In From General Fund (42,200) Operating loss less than budgeted
Bond Proceeds 9,408,770 Performing Arts/Expansion bond funded project
9,408,832
Convention Center Fund Expenses:
Personal Services (35,595) (10,000) Part-time salaries; (9,500) interdepartmental labor;
(6,100) Group insurance; (7,924) Unemployment; (4,500)
FICA; 1,600 overtime; 586 Employer Deferred comp;
131 Retirement; 112 Full-Time salaries
Non-Personal Services 35,657 124,462 building & equipment maintenance from property
damage (insurance reimbursement); 35,000 Energy;
(75,000) expenses offsetting Cultural arts revenue;
(13,000) Building & equipment maintenance; (6,100)
Communications expense; (29,705) operational supplies
and Contracted Services expenses to offset revenue
reductions.
Capital Outlay 9,408,770 Performing Arts/Expansion bond funded project
9,408,832
Information Technology Fund Changes:
Personal Services (2,508) (5,628) Group Insurance; (2,561) Full-Time salaries; 5,316
overtime; 365 interdepartmental labor
Non-Personal Services 2,508 9,075 Risk medicare reporting module over budgeted
amount; 8,050 PC purchase; 5,875 supplies; 620 safety
shoes; 400 vehicle expenses; (9,600) dedicated data line;
(8,420) equipment maintenance; (3,492) professional
services
0
Service Center Fund Revenue:
Service Charges to Other Funds (193,949) (131,571) Fuel Sales; (15,238) Parts sales; (47,140) mechanic
labor charges
Service Center Fund Expenses:
Personal Services (88,542) (82,310) Full-Time salaries resulting from retirements and
(16,524) Group insurance; (6,051) FICA; (6,000)
Unemployment; (2,815) overtime; (1,260) Employer
Deferred compensation; (500) interdepartmental labor;
17,333 Part-time salaries; 9,334 retirement; 251
miscellaneous changes
Non-Personal Services (105,407) (111,075) purchases for resale - fuel; (17,801) purchases for
resale - parts; (11,400) overhead door repairs; (630)
vehicle costs; (226) miscellaneous adjustments; 15,485 fuel
controller upgrade; 12,490 fuel depot repairs; 4,300 Energy;
2,500 GMBA training; 950 clothing purchases
(193,949)
Vehicle & Equipment Trust Fund Revenue:
General Fund Contribution 25,248 18,748 ambulance load system; 6,500 vehicle forfeiture
funds
Sale of Assets (6,500) vehicle sale proceeds
18,748
Vehicle & Equipment Trust Fund Expenses:
Capital Outlay 18,748 ambulance load system
General Capital Projects Fund Revenue:
Bond Proceeds 1,373,223 2,244,223 2013 Bond issue for Beach Patrol headquarters;
(871,000) roof replacement funded by bond issue in
General Fund
General Capital Projects Fund Expenses:
Beach Patrol Headquarters 2,244,223 2013 Bond issue
Roof Replacement (871,000) Roof replacement bond issue in General Fund
1,373,223
ORDINANCE 2014-
TOWN OF OCEAN CITY
OPERATING BUDGET
FISCAL YEAR 2014
AMENDMENT # 1 AMENDMENT # 2
SOURCE SECOND READING FIRST READING CHANGES
Section I, General Fund:
A. Anticipated Revenue:
Property Taxes $ 42,112,140 $ 42,112,140 $ 0
Other Taxes 15,893,153 15,963,405 70,252
Licenses and Permits 3,986,656 4,106,323 119,667
Revenue From Other Agencies 5,761,876 5,992,458 230,582
Charges For Services 9,217,805 9,333,579 115,774
Fines and Forfeitures 752,238 725,216 (27,022)
Other Revenue 431,285 561,270 129,985
Bond Issuance 0 979,579 979,579
Prior Year Reserves 2,385,417 2,360,657 (24,760)
Total Revenue $ 80,540,570 $ 82,134,627 $ 1,594,057
B. Anticipated Expenditures:
General Government $ 3,879,285 $ 3,890,285 $ 11,000
Public Safety 34,089,043 35,198,210 1,109,167
Public Works/Beach Maintenance 5,137,758 5,147,281 9,523
Sanitation and Waste Removal 5,645,750 5,645,750 0
Highways and Streets 5,175,780 5,592,055 416,275
Economic Development -Tourism 7,735,561 7,953,323 217,762
Culture and Recreation 7,534,069 7,335,327 (198,742)
Debt Service 5,314,444 5,339,468 25,024
Sub Total $ 74,511,690 $ 76,101,699 $ 1,590,009
To Transportation Fund 1,722,688 1,722,688 0
To Airport Fund 235,932 256,932 21,000
To Convention Center Fund 1,355,260 1,313,060 (42,200)
To Vehicle Trust Fund 315,000 340,248 25,248
To Capital Projects 2,400,000 2,400,000 0
Total Expenditures $ 80,540,570 $ 82,134,627 $ 1,594,057
Section II, Water Fund:
Water Sales $ 3,551,295 $ 3,551,295 $ 0
Water Fixture Charge 3,494,483 3,494,483 0
Service Charges 188,558 188,558 0
Capacity/Impact Fees 75,600 75,600 0
Prior Year Reserves 139,546 139,546 0
Total Revenue $ 7,449,482 $ 7,449,482 $ 0
Personal Services $ 2,006,663 $ 2,017,613 $ 10,950
Non-Personal Services 3,010,603 2,999,653 (10,950)
Debt Service 1,067,216 1,067,216 0
Capital Outlay 1,365,000 1,365,000 0
Total Expenditures $ 7,449,482 $ 7,449,482 $ 0
Section III, Transportation Fund:
Bus Revenue $ 2,843,661 $ 2,843,661 $ 0
Train Revenue 1,060,300 1,060,300 0
Federal and State Grants 4,015,315 4,015,315 0
Transfer-In From General Fund 1,722,688 1,722,688 0
Total Revenue $ 9,810,779 $ 9,810,779 $ 0
Personal Services $ 3,630,632 $ 3,620,948 $ (9,684)
Non-Personal Services 3,405,823 3,415,507 9,684
Capital Outlay 2,774,324 2,774,324 0
Section IV, Wastewater Fund:
Wastewater Treatment Charges $ 11,404,390 $ 11,404,390 $ 0
Service Charges 981,933 1,030,034 48,101
Capacity/Impact Fees 132,000 132,000 0
Build America Bond Subsidy 119,966 119,966 0
Contributions - Private 0 35,146 35,146
Bond Issuance 0 1,470,127 1,470,127
Prior Year Reserves 104,106 506,862 402,756
Total Revenue $ 12,742,395 $ 14,698,525 $ 1,956,130
Personal Services $ 4,098,768 $ 4,098,768 $ 0
Debt Service 3,487,527 3,525,246 37,719
Capital Outlay 1,293,036 3,170,447 1,877,411
Total Expenditures $ 12,742,395 $ 14,698,525 $ 78,719
Section V, Airport Fund:
Fuel Sales $ 790,282 $ 790,282 $ 0
Rents and Other Revenue 329,667 329,667 0
Service Charges 117,992 117,992 0
Transfer-In From General Fund 235,932 256,932 21,000
Total Revenue $ 1,497,647 $ 1,518,647 $ 21,000
Personal Services $ 300,897 $ 296,897 $ (4,000)
Debt Service 142,974 142,974 0
Capital Outlay 0 0 0
Section VI, Municipal Golf Course Fund:
Service Charges $ 1,660,008 $ 1,660,008 $ 0
Sales and Concessions 422,240 422,240 0
Other Revenue 63,600 63,600 0
Total Revenue $ 2,157,123 $ 2,157,123 $ 0
Personal Services $ 1,060,269 $ 1,059,949 $ (320)
Non-Personal Services 1,086,065 1,086,385 320
Transfer to General Fund 9,474 9,474 0
Capital Outlay 1,315 1,315 0
Section VII, Convention Center Fund:
Service Charges $ 1,925,900 $ 2,026,787 $ 100,887
State and County Grants 1,424,280 1,365,655 (58,625)
Food & Beverage Tax 1,130,000 1,130,000 0
Transfer-In From General Fund 1,355,260 1,313,060 (42,200)
Bond Proceeds 0 9,408,770 9,408,770
Prior Year Reserves 1,071,314 1,071,314 0
Total Revenue $ 6,906,754 $ 16,315,586 $ 9,408,832
Debt Service 2,319,327 2,319,327 0
Transfer to Capital Reserves 100,000 100,000 0
Capital Outlay 0 9,408,770 9,408,770
Section VIII, Information Technology Fund:
Service Charges To Other Funds $ 1,857,726 $ 1,857,726 $ 0
Total Revenue $ 1,869,735 $ 1,869,735 $ 0
Personal Services $ 958,627 $ 956,119 $ (2,508)
Non-Personal Services 911,108 913,616 2,508
Section IX, Service Center Fund:
Service Charges To Other Funds $ 5,266,033 $ 5,072,084 $ (193,949)
Total Revenue $ 5,276,489 $ 5,082,540 $ (193,949)
Non-Personal Services 3,416,060 3,310,653 (105,407)
Debt Service 0 0 0
Total Expenditures $ 5,276,489 $ 5,082,540 $ (193,949)
Section X, Vehicle & Equipment Trust Fund:
Federal and State Grants 3,401,239 3,401,239 0
General Fund Contribution 315,000 340,248 25,248
Sale of Assets 130,000 123,500 (6,500)
Total Revenue $ 6,353,179 $ 6,371,927 $ 18,748
Non-Personal Services $ 762,471 $ 762,471 $ 0
Debt Service 0 0 0
Transfers Out 0 0 0
Capital Outlay 5,590,708 5,609,456 18,748
Section XI, Risk Management Fund:
Interest Earned 52,422 52,422 0
Prior Year Reserves 0 0 0
Total Revenue $ 2,284,941 $ 2,284,941 $ 0
Personal Services $ 248,506 $ 248,506 $ 0
Non-Personal Services/Claims 2,036,435 2,036,435 0
Section XII, Pension Trust Funds:
Employer Contributions $ 5,697,130 $ 5,697,130 $ 0
Employee Contributions 1,580,000 1,580,000 0
Investment Earnings 4,680,000 4,680,000 0
Total Revenue $ 11,957,130 $ 11,957,130 $ 0
Benefit Payments $ 4,650,000 $ 4,650,000 $ 0
Non-Personal Services 160,000 160,000 0
Reserve for Employee's Retirement 7,147,130 7,147,130 0
Section XIII, OPEB Trust Funds:
Employer Contributions $ 3,617,002 $ 3,617,002 $ 0
Employee Contributions 200,000 200,000 0
Investment Earnings 315,000 315,000 0
Total Revenue $ 4,132,002 $ 4,132,002 $ 0
Benefit Payments $ 950,000 $ 950,000 $ 0
Non-Personal Services 90,000 90,000 0
Reserve for Retiree Health 3,092,002 3,092,002 0
Section XIV, General Capital Projects Fund:
General Fund Contribution 2,400,000 2,400,000 0
Bond Proceeds 871,000 2,244,223 1,373,223
Inlet Lot Parking Revenue 270,000 270,000 0
Total Revenue $ 3,541,000 $ 4,914,223 $ 1,373,223
Street Paving 1,900,000 1,900,000 0
Beach Patrol Headquarters 0 2,244,223 2,244,223
Canal Dredging 500,000 500,000 0
Roof Replacement 871,000 0 (871,000)
Reserve for Future Capital Projects 270,000 270,000 0
Section XIV, All Funds Expenditure Summary:
General Fund $ 80,540,570 $ 82,134,627 $ 1,594,057
Water Fund 7,449,482 7,449,482 0
Transportation Fund 9,810,779 9,810,779 0
Wastewater Fund 12,742,395 14,698,525 1,956,130
Airport Fund 1,497,647 1,518,647 21,000
Municipal Golf Course Fund 2,157,123 2,157,123 0
Convention Center Fund 6,906,754 16,315,586 9,408,832
Information Technology Fund 1,869,735 1,869,735 0
Service Center Fund 5,276,489 5,082,540 (193,949)
Vehicle & Equipment Trust Fund 6,353,179 6,371,927 18,748
Risk Management Fund 2,284,941 2,284,941 0
Pension Trust Funds 11,957,130 11,957,130 0
OPEB Trust Fund 4,132,002 4,132,002 0
Sub Total $ 152,978,226 $ 165,783,044 $ 12,804,818
LESS: Interfund Transfers (21,005,689) (20,963,489) 42,200
Capital Projects Fund - General 3,541,000 4,914,223 1,373,223
Grand Total $ 135,513,537 $ 149,733,778 $ 14,220,241
Section XV, Special Authorization - Budget Manager:
The Budget Manager shall be authorized to reallocate departmental appropriations among the various
objects of expenditures as she deems necessary. Such changes shall be approved by the Finance
Administrator & City Manager.
Section XVI, Restrictions - City Manager:
A. The utilization of any contingency appropriation shall be accomplished only with prior
authorization from the Mayor and Council.
B. Utilization of appropriations established in the Capital Improvement Fund may be
accomplished only with the express approval of the Mayor and Council.
Section XVII, Tax Rate:
An Ad Valorem Tax Rate of $0.472 per $100 of assessed valuation of real property and a rate of $1.29
per $100 of assessed valuation of corporate and personal property tax is required to fund this budget.
INTRODUCED at a meeting of the City Council of Ocean City, Maryland held on August 4, 2014.
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 August 18, 2014.
DAVID L. RECOR, CITY MANAGER RICHARD W. MEEHAN, MAYOR
KELLY L. ALLMOND, CITY CLERK LLOYD MARTIN, PRESIDENT
MARY P. KNIGHT, SECRETARY
ADOPTED:
Date
MOTION TO ADOPT BY:
MOTION SECONDED BY:
VOTE: FOR: AGAINST:
Budget Amendment # 2
General Fund
Revenue Changes
Other Taxes $ 70,252
Licenses and Permits $ 119,667
From Other Agencies $ 230,582
Service Charges $ 115,774
Fines & Forfeitures $ (27,022)
Other Revenue $ 129,985
Bond Issuance $ 979,579
Appropriated Fund Balance $ (24,760)
Total Increases $ 1,594,057
Expenditure Changes
Roof Replacement $ 875,722
Items funded by grants $ 234,644
Items funded by donations $ 188,563
Items funded by the M &CC $ 171,447
Jail Security replacement $ 116,700
Other increases $ 6,981
Expense Increases $ 1,594,057

Water and Transportation Funds
Water Fund:
$10,950 reduction in operational supplies to cover overtime
costs

Transportation Fund:
$9,684 reduction in part-time salaries, overtime and
unemployment to cover energy costs
Wastewater Fund
Wastewater:
Increases:
Effluent disinfection project (2013 Bond): $ 1,470,228
Clarifier project $ 402,756
Unbudgeted sewer repairs: $ 145,000
Equipment maintenance: $ 87,000
Generator rental: $ 86,000
Sunset Island grinder pump: $ 35,146
2
nd
Street dimminutor: $ 7,000
Total Increases: $2,233,130
Reductions:
Tipping Fees ($245,522)
Vehicle Expenses ($ 31,478)
Total Reductions: ($277,000)
Total Changes: $1,956,130

Airport and Golf Course Funds
Airport:
$21,000 from General Fund for HVAC replacement
approved by Council 4/29/14
$2,000 in health insurance savings and $2,000 in
unemployment used to fund additional vehicle
repairs
Golf Course:
$320 reduction in part-time salaries used to fund
cleaning service at the maintenance shop

Convention Center Fund
Increases:
Performing Arts Center 2013 Bond $9,408,770
Repairs due to Fire and water damage $ 124,462
Energy $ 35,000
Total Increases $9,568,232
Reductions:
Expenses supporting cultural arts ($75,000)
Building & Equipment maintenance ($13,000)
Operating supplies ($29,705)
Payroll expenses ($35,595)
Communication expenses ($ 6,000)
Total Reductions ($159,400)
Total Change: $9,408,832

IT, And Service Center Funds
IT:
$2,508 in personnel cost savings and $14,617 in additional
expense savings funded the Risk medicare reporting module
cost over the budgeted amount and the purchase of
unbudgeted PCs
Service Center:
Revenue estimates were $193,949 under budget
Expense reductions:
Purchases for Resale: ($128,876)
Personnel cost savings: ($ 88,542)
Expense savings: ($ 4,506)
Fuel controller update: 15,485
Fuel depot repairs: 12,490
Total Changes: (193,949)

Vehicle Trust and Capital Projects Funds
Vehicle Trust Fund:
$18,748 Ambulance load system (funded by County EMS
grant)
General Capital Projects:
$2,244,223 Bond issue for Beach Patrol headquarters
building
$(871,000) City Garage and Public Safety building roof
replacement originally budgeted in General Capital projects,
but funded in General Fund operations as a maintenance
item through 2013 bond issue.

July 29 2014 Complete Agenda

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