August 27 2013 Complete Agenda

MAYORANDCITYCOUNCIL
WORKSESSION
Tuesday,August27,20131:00P.M. AClosedSessionisscheduledfrom11:301:00P.M.todiscusslegalandpersonnelmatters.
AGENDA
1. 2. 3. COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda maybeheardduring Comments from the Public for a periodof three (3)minutes orsuch time asmay be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, addressandtheAgendaitemonwhichheorshewishestospeak.
CALLTOORDER REPORTONCLOSEDSESSIONAugust27,201311:30a.m.1:00p.m.
4. L. PublicWorksDirectorRequestforApprovaltoPurchaseStormDrainPiping K. PublicWorksDirectorRequestforApprovaltoPurchaseStormDrainGrates/Frames J. PublicWorksDirectorRequesttoContractwithSoleSourceVendorforSidewalkTripHazard Removals I. DeputyPublicWorksDirectorRequestforApprovaltoSolicitBidsforNewSignMachine H. DeputyPublicWorksDirectorRequestforApprovaltoSoleSourcePurchaseBroyhillTrash Containers G. FinanceAdministratorRequestforApprovaltoPurchaseVehiclesonStateContract F. PublicWorksDirectorandSolidWasteManagerBidAwardRecommendationforRefuseTrucks E. SolidWasteManagerBidAwardRecommendationforRolloffContainersandDumpsters D. TourismDirectorPresentationofNewTourismMetricsReport C. IntroductionofBondCounselCherylODonnellGuthofMcGuireWoodsLLPpresentedby FinanceAdministrator B. ReportfromBoardofElectionsregardingAdditionalPaidParkingPetition A. BidOpeningUniforms NEWBUSINESS
MayorandCityCouncilWorkSessionAgenda
R. Q. CityEngineerContinuedDiscussionoftheCapitalImprovementPlan P. CityEngineerDiscussionofVehiclesontheBeachduringtheOffSeason
August27,2013
M. PublicWorksDirectorDiscussionofModifyingPurchasingPolicyRelativetoUnitPriceSolicitations N. PublicWorksDirectorandBudgetManagerRequestforApprovaltoIncreaseStreetPavingFund withOneTimeSHAGrant O. CityEngineerRequestforApprovaltoPurchaseBoardwalkFiberOpticEquipmentandConnections onStateContract
RatificationofTrafficRegulation201302GrantsPermissionforMotorcycleParkingon1stStreet AdjacenttodeLazyLizardduringOCBikeFestfromThursday,September12throughSunday, September15,2013
5. ADJOURN
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 2. Report on Closed Session August 27, 2013 11:30 a.m. 1:00 p.m. Legal and Personnel Matters
NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY DATE AND TIME: PLACE: SUBJECT: VOTE: Tuesday, August 27, 2013 11:30 a.m. City Hall Legal and Personnel Matters UNANIMOUS OTHER: FOR: AGAINST: ABSTAIN: ABSENT:
AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland PURPOSES: 1. To discuss: (i) the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation or performance evaluation of X appointees, employees or officials over whom it has jurisdiction; or (ii) any other personnel matter that affects one or more specific individuals; 2. To protect the privacy or reputation of individuals with respect to a matter that is not related to public business 3. To consider the acquisition of real property for the public purpose and matters directly related thereto; 4. Consider a matter that concerns the proposal for a business or industrial organization to locate, expand or locate in the state; 5. Consider the investment of public funds; 6. Consider the marketing of public securities; X 7. Consult with counsel to obtain legal advice; 8. Consult with staff, consultants or other individuals about pending or potential litigations; 9. Conduct collective bargaining negotiations or consider matters that relate to the negotiations; 10. Discuss public security if the public body determines that public discussion would constitute a risk to the public or public security, including; a) the deployment of fire and police services and staff; and b) the development and implementation of emergency plans 11. Prepare, administer or grade a scholastic, licensing or qualifying examination; 12. Conduct or discuss an investigative proceeding on actual or possible criminal conduct; 13. Comply with a specific constitutional, statutory or judicially imposed requirement that prevents public disclosures about a particular proceeding or matter; or 14. Before a contract is awarded or bids are opened, discuss a matter directly related to a negotiation strategy or the contents of a bid or proposal, if public discussion or disclosure would adversely impact the ability of the public body to participate in the competitive bidding or proposal process
REPORT OF CLOSED SESSION OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY Prior to this open session of the Mayor and City Council being held on Tuesday, August 27, 2013, a closed session was held on Tuesday, August 27, 2013, at 11:30 a.m. The following is a report of the closed session. 1. A statement of the time, place, and purpose of the closed session is attached. 2. A record of the vote of each member as to closing the session is attached. 3. A citation of the authority under the law for closing the session is attached. 4. (a) Topics of Discussion: Legal and Personnel Matters (b) Persons present: Mayor Richard Meehan City Manager David Recor Council President Lloyd Martin Council Secretary Mary Knight Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dare and Joe Mitrecic City Solicitor Guy Ayres Internal Auditor Susan Childs Executive Office Associate Diana Chavis
Action(s) taken:
Motion to close meeting:
H:\Wpdoc\closedsess.wpd
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 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.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS A. Bid Opening Uniforms
VENDOR ADS 5507 Sagra road Baltimore, MD 21239-3311 Atlantic Tactical 772 Corporate Circle New Cumberland, Pennsylvania 17070 800-781-2677 Aramark 56 North Pine Street Seaford, DE 19973 Bicycle Patrol Outfitters LLC 2816 Lime Avenue Fullerton, CA 92835 Blauer Manufacturing Co., Inc. 10355 Crossbeam Circle Columbia, Maryland 21044 Attn: Joel Shaivitz 410-992-9529 Boundtree Medical 5000 Tuttle Crossing Dublin, OH 43016 Attn: Andrew Love Collinson Enterprises 2127 Espey Court Crofton, Maryland 21114 Attn: Budge Collinson 800-622-9619 F & F & A Jacobs and Sons, Inc. 1100 Wicomico Street Baltimore, Maryland 21230 Attn: Robert Friedlander, President 410-727-6397 G & K Services 415 Harrington Street Seaford, DE 19973 Graves Uniforms 102 Savannah Road Lewes, Delaware 19958 Attn: William J. Esham III 305-645-7771 Irvin H. Hahn Co. 1830R Worcester Street Baltimore, MD 21230 410-685-6337, fax 410-685-6338 Attn: Dave Dougherty Irvinhahn@verizon.net=
BID
VENDOR Howard Uniform Company 1915 Annapolis Road Baltimore, Maryland 21230 410-727-3086 Lawmens & Shooters Supply 7750 9th St, SW Vero Beach, FL 32968 Maryland Fire Equipment 12284 Wilkins Avenue Rockville, MD 20852 Attn: R. Scott Calvin Maryland Police Supply 7028 Golden Ring Road Baltimore, Maryland 21237-5500 410-391-3861 Municipal Emergency Services 10210 Governor Lane Blvd., Suite 2010 Williamsport, Maryland 21795 Attn: Scott Ward 410-968-3473 Outdoor Outfits 372 Richmond St. W, Suite 400 Toronto ON CN M5V 1X6 Red Sun Custom Apparel 1 Mason Drive Selbyville, DE 19975 Southeastern Emergency Equipment POB 1097 Youngsville, NC 27596-1097 Attn: Kaile A Rizzo The Fire Store 416 S. Conococheague Street Williamsport, MD 21795 Kevin Greenlee
BID
Office of the City Manager P. O. Box 158 Ocean City, MD 21842 PAGE ONE RE: UNIFORMS
If promised delivery is not met, the Mayor and City Council reserves the right not to honor the bid and contract. In order to be considered, no deviation or modification from the attached specifications will be allowed. In the event a different bid form is used, the bid will not be considered. It is not the intent of the Town of Ocean City to disqualify a bidder if they do not meet every bid line item specification. All bids will be reviewed for their own merit to determine the successful low bidder. Sealed bids must be in the City Managers Office, City Hall, 301 Baltimore Avenue, Ocean City, Maryland no later than 11:00 A.M.,Tuesday, August 27th, 2013. Mailed bids must be received by this time as postmarks will not be considered. Faxed bids are not allowed and will not be considered a valid proposal. Mailed bids should be addressed to the City Managers Office, 301 Baltimore Avenue, Ocean City, Maryland 21842 and marked prominently on the front of the envelope SEALED BID: UNIFORMS The bids will be opened and read aloud by the Mayor and City Council at their regular Work Session on Tuesday, August 27th, 2013 at 1:00 P.M. at City Hall, 301 Baltimore Avenue, Council Chambers, Ocean City, Maryland. Following staff review and Council approval all bidders will be notified of the final results. The undersigned understands that the Mayor and City Council of Ocean City, Maryland have the right to reject any and all bids for any reason. DATE: SIGNED: TITLE: COMPANY:____________________
Office of the City Manager P.O. Box 158 Ocean City, Maryland 21842
BID FORM PAGE TWO
RE:
UNIFORMS
Dealer Name: Address:
Phone: Officer Name: Title: Signature: Date:
Note: This bid form must be signed by an officer of your company or an authorized agent for this proposal to be considered valid by the Mayor and City Council of Ocean City, Maryland.
Office of the City Manager P. O. Box 158 Ocean City, MD 21842
BID FORM PAGE THREE
RE:
UNIFORM BID FOR POLICE AND FIRE DEPARTMENT
An Addendum may be received dictating changes or corrections pertaining to this Bid. If Addendums are received, please fill out the following information and return this form in your Bid/Proposal.
Addendum # Date
Received By __________________________________ Signature ____________________________________
Addendum # Date
Received By _________________________________ Signature __________________________________
Addendum # Date
Received By _________________________________ Signature ___________________________________
Addendum # Date
Received By ________________________________ Signature __________________________________
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS B. Report from Board of Elections regarding Additional Paid Parking Petition
TOWN OF
The White Marlin Capital of the World

Agenda Item # Council Meeting 4B August 27, 2013
TO: THRU: FROM: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Kelly L. Allmond, City Clerk Petition for Referendum of Ordinance 2013-10 Paid Parking August 22, 2013
ISSUE(S):
Board of Elections Chair, Mary Adeline Bradford, will present the results of the petition for referendum of Ordinance 2013-10. On Tuesday, July 30, 2013, the Clerks Office received a 1,770signature petition for referendum of Ordinance 2013-10. The Board of Elections convened on Wednesday, August 21, 2013 and Thursday, August 22, 2013 to review the petition signatures. Not applicable Not applicable Not applicable Kelly L. Allmond, City Clerk Board of Election Supervisors Chair Mary Adeline Bradford Town Charter, C-411 Referendum
SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
C411.REFERENDUM. FollowingapprovalofanyordinancebytheMayororpassageofanyordinanceovertheMayor'sveto, thepetitionersshallhavethree(3)businessdaystopreparethepetitionandpresentthesametothe CitySolicitorforapproval.TheCitySolicitorshallhavefive(5)businessdaystoapprovesaidpetition.If theCitySolicitorfailstoactuponthepetitionwithinsaidfive(5)days,itshallbeconsideredapproved. Providedthatthepetitionissubmittedwithinsaidthreedayperiodandisapprovedasaforesaid,the petitionersshallhaveforty(40)daysfromthedateofapprovaltoobtainthesignaturesoffortypercent (40%)ofthenumberofvotersatthemostrecentgeneralelectionuponthepetition.Ifthepetitioners takemorethanthree(3)daystosubmitapetition,whichisapprovedasaforesaid,then,inthatevent, thefortydayperiodtoobtainsignaturesshallbereducedbythenumberofdaysinexcessofthree(3) thatittooktosubmittheapprovedpetition.Ifanapprovedpetitionisfiledwithintheprescribedtime period,withtheClerkTreasurercontainingthesignaturesofnotlessthanfortypercentum(40%)ofthe numberofvotersatthemostrecentgeneralelectionandrequestingthattheordinance,oranypart thereof,besubmittedtoavoteoftheregisteredvotersofthetownfortheirapprovalordisapproval, theCouncilshallhavetheordinance,orthepartthereofrequestedforreferendum,submittedtoavote oftheregisteredvotersofthetownatthenextregulartownelectionor,intheCouncil'sdiscretion,ata specialelectionoccurringbeforethenextregularelection.Intheeventthatthe40thdayorlesserdate, asthecasemaybe,shallbeaSaturday,Sundayoramunicipallegalholiday,theperiodrunsuntil10:00 a.m.ofthenextdaywhichisnotaSaturday,Sundayoramunicipallegalholiday.Noordinance,orthe partthereofrequestedforreferendum,shallbecomeeffectivefollowingthereceiptofsuchpetition untilandunlessapprovedattheelectionbyamajorityoftheregisteredvotersvotingonthequestion. Anemergencyordinance,orthepartthereofrequestedforreferendum,shallcontinueineffectforsixty (60)daysfollowingreceiptofsuchpetition.Ifthequestionofapprovalordisapprovalofanyordinance, oranypartthereof,hasnotbeensubmittedtotheregisteredvoterswithinsixty(60)daysfollowing receiptofthepetition,thentheoperationoftheordinance,orthepartthereofrequestedfor referendum,shallbesuspendeduntilapprovedbythemajorityoftheregisteredvotersvotingonthe questionatanyelection.Anyordinance,orpartthereof,disapprovedbythevotersshallstandrepealed. Theprovisionsofthissectionshallnotapplytoanyordinance,orpartthereof,passedunderthe authorityofthemunicipalitylevyingpropertytaxesforthepaymentofindebtednessbuttheprovisions ofthissectionshallapplytoanyordinanceorpartthereoflevyingspecialassessmentchargesunderthis chapter.Theprovisionsofthissectionshallbeselfexecuting,buttheCouncilmayadoptordinancesin furtheranceoftheseprovisionsandnotinconflictwiththem. (Res.No.19871,611987;Res.No.19873,831987;Res.No.19892,6191989;Res.No.19941,9 191994)
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS C. Introduction of Bond Counsel Cheryl ODonnell Guth of McGuire Woods LLP presented by Finance Administrator
TOWN OF

Agenda Item# Council Meeting 4C August 27, 2013
TO: THRU: FROM: RE: DATE: ISSUE(S): SUMMARY:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha J. Bennett, Finance Administrator Introduction of Cheryl O'Donnell Guth August 20, 2013 Introduction of Cheryl O'Donnell Guth of McGuire Woods LLP who is the Town's new bond counsel. McGuire Woods LLP was approved by Mayor and City Counsel as the Town of Ocean City's bond counsel on April 1, 2013. Ms. O'Donnell Guth will be serving as counsel to the Town. None None None Martha J. Bennett, Finance Adminsitrator None Cheryl O'Donnell Guth resume
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
McGUIREWOODS
Cheryl has practiced in the areas of municipal finance commercial real estate financing
and employee benefits since 1985 She serves as counsel to governmental issuers conduit borrowers underwriters and banks in connection with all types of tax exempt and taxable bond financings including general obligation bonds revenue bonds for governmentally
owned facilities such as solid waste disposal facilities parking facilities and hotels and conference centers refunding bonds tax increment bonds special taxing district bonds
and equipment leases
ligAh
She also regularly represents trustees in public finance transactions as well as in

connection with bond defaults and workouts
Counsel
Cheryl
Donnell Guth O
Cheryl also practices in the area of employee benefits focusing exclusively on governmental pension plans and other employee benefits for governmental workers She
T 1 410 659 4420 F 1 410 659 4525
regularly advises clients regarding all aspects of administering pension plans deferred compensation plans cafeteria plans and OPEB trust funds including investment of plan
assets qualified domestic relations orders governmental pickup plans and tax code
cguth @mcguirewoods com

7 Saint Paul Street
compliance She also has experience in the unique issues facing governmental plan sponsors including fiduciary responsibilities of plan trustees collective bargaining issues
and constitutional limitations on decreases in benefits
EXPERIENCE
Suite 1000
Baltimore
MD 21202 1671
PRACTICES
Bond counsel to issuer of 40 million tax increment special tax bonds relating to mixed
use development project
Banking and Finance

Public Finance
Representation of municipal authority in connection with acquisition of golf courses

and refinancing of tax exempt golf system bonds
Employee Benefits Qualified Retirement Plans

Real Estate and Land Use
Real Estate Finance INDUSTRIES Financial Services
Advice to multijurisdictional governmental authority in connection with operation and

management of bond financed facilities
Representation of regional bnak in connection with purchase of tax exempt bonds

Representation of bond trustee in connection with adminstration of defaulted bond
Hospitality
Nonprofit
Hotel and Leisure
issue and solicitation of bondholder approval of early redemption refinancing Advice to bond trustee in connection with administration of single and multifamily
housing bond portfolio
and Tax
Exempt Organizations
Representation of master trustee in connection with complex multistate hospital

financings
General counsel to national nonprofit publishing company
Advice to national senior housing provider in connection with general corporate and
federal tax matters
Representation of county in connection with withdrawal from state pension system and
adoption of new pension plans
Representation of county retirement plans including review of plan operations preparation of required and optional plan amendments and submission of plan documents under IRS determination letter program
McGuireWoods LLP 1 mcguirewoods www 1 1 com
Cheryl O Donnell Guth

EDUCATION
Maryland Law Review 1985
University of Maryland Francis King Carey School of Law JD Executive Editor
Towson University BA with Honors 1982

ADMISSIONS
Maryland
HONORS
White Inc 2011 2013 Woodward
Selected for inclusion in The Best Lawyers in America Non profit Charities Law
Named to Maryland s Top 100 Women The Daily Record 2012

AV Rated Martindale Hubbell
AFFILIATIONS
Member National Association of Bond Lawyers

Member Maryland Government Finance Officers Association
Member Howard Community College Campaign Council FY2011 2012
Member Board of Directors 19962001 2009 present Secretary 19972001 Nominating Committee 2002 2008 Design Committee Clubhouse Expansion 2004 Golf Committee 2005present Cattail Creek Country Club
Member Board of Trustees CenterStage 2008 present
Member Howard County Golf Advisory Committee 2003 2008
McGuireWoods LLP
com mcguirewoods www
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS D. Tourism Director Presentation of New Tourism Metrics Report
TOWN OF

Agenda Item # Council Meeting 4D August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Donna Abbott, Tourism and Marketing Director Tourism metrics report August 22, 2013 Development of tourism metrics reports A subcommittee of the Tourism Commission was formed to discuss ways to measure tourism success. The subcommittee met and agreed to use a range of metrics that were currently available including room and food tax, Smith Travel Report data, bus ridership, Inlet Lot parking revenue, social media stats, visitor guide requests and other items. Tourism Director collected various data and compiled in a onepage format modeled after the report prepared by the Maryland Office of Tourism. Initial report for May was presented to the Tourism Commission in June and received favorable feedback. Tourism Commission requested reports be presented to the Mayor and Council in August.
ISSUE(S): SUMMARY:
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
Work prepared by staff in house. Collect data monthly during spring, summer and fall. Refer to Mayor and Council Donna Abbott, Tourism and Marketing Director Tourism Commission May and June tourism metrics reports
AmonthlyrecapofOceanCitystravelandtourismtrends,monitoredbytheDepartmentofTourism.
DatathroughMay2013exceptwherenoted.
WEATHER
May
2013 2012
SPECIAL EVENT ATTENDANCE

Avg.Low
54 55
Avg.High
69 72
Precipitation
3.07 2.24
Springfest2013washeldattheInletParkingLotfromThursday, May2throughSunday,May5.Attendancewas97,021,down8% from2012.
WeatherEvents/ConditionstoNote:OCMunicipalAirport
TRANSPORTATION
Category
Busridership Busrevenue Inletlotrevenue
May2013
237,543 $232,505 $102,916.81
May2012
251,044 $229,147 $128,832.68
Change
5.38% 1.47% 20.12%
TOURISM TAXES
Category
Roomtax Foodtax Salestax(Tourismcoded) Admission&amusementtax
May2013
1,082,992 112,695.98 3,394,355 81,520
May2012
1,112,844 111,257.93 3,308,304 84,430
Change
2.68% 1.29% 2.6% 3.4%
BUS PERMITS ISSUED

FY13YTD
52
FY12YTD
96
Change
45.8%
LODGING - SMITH TRAVEL RESEARCH

Category
Occ% ADR RevPAR
May2013
54.7 123.89 67.71
May2012
54.8 122.52 67.16
Change
0.3% 1.1% 0.8%
TOP ZIP CODES MAY GUIDE REQUESTS

ZipCode
10314 10312 10306 17601 08724
City,State
StatenIsland,NY StatenIsland,NY StatenIsland,NY Lancaster,PA Brick,NJ
ZipCode
08753 06516 21122 19020 08755
City,State
TomsRiver,NJ WestHaven,CT Pasadena,MD Bensalem,PA TomsRiver,NJ
WEB MARKETING RESULTS

Data
UniqueVisitors ococean.com MobileappusersiOSand Android Webadvertisingclicks (May)
FY13YTD
1,818,851 151,258 108,021
FY12YTD
1,809,351 85,591 90,921
Change
.53% 76.7% 18.8%
VISITOR CENTER STATS

May2013
4,107
May2012
3,314
Change
23.93%
GOLF ROUNDS (HOTEL & COURSE)

May2013 May2012
49,067
Change
0%
E-NEWSLETTER SUBSCRIPTION
Approximately72,570prospectivevisitorsreceivedOceanCitys DepartmentofTourismenewslettersinMay.Thenumberof subscribersgrew14percentcomparedtoMayoflastyear.
49,124
PUBLIC WORKS
Category
SolidWasteCollection(tons) WaterPumpage
May2013
3,262.04 148,600
May2012
3,244.27 178,490
Change
.05% 16.75%
REQUESTS FOR TRAVEL INFORMATION

RequestType
Printadvertisingrequests VisitorGuideRequests ococean.com(FYTD) Phonecalls1800OCOCEAN
May2013
3,966 12,156 2,418
May2012
N/A 9,904 3,386
Change
N/A 22.7% 28.6%
DEMOFLUSH
May
2013 2012 %Change
WeekendAvg.
166,852 191,561 12.8%
WeekdayAvg.
115,821 125,155 7.5%
DailyAvg.
128,991 149,630 13.7%
SOCIAL MEDIA
Property
Facebookfans Twitterfollowers
FY13YTD
507,681 15,428
FY12YTD
399,420 11,374
Change
27.1% 35.6%
Calls for Service

May
2012 2013
Police
8,335 8,856 6.3%
Fire
591 558 5.6
%change
AmonthlyrecapofOceanCitystravelandtourismtrends,monitoredbytheDepartmentofTourism.
DatathroughJune2013exceptwherenoted.
WEATHER
June
2013 2012
DEW TOUR ATTENDANCE

Avg.High
84 74
Avg.Low
55 58
Precipitation
6.21 2.76
DewTourwasheldfromThursday,June19throughSunday,June 23.Attendancewasestimatedat103,000,up10.7%from2012.
WeatherEvents/ConditionstoNote:OCMunicipalAirport
TRANSPORTATION
Category
Busridership Busrevenue Inletlotrevenue
June2013
736,708 $634,648 $445,655.19
June2012
784,781 $639,818 $445,412.87
Change
6.13% 0.81% 0.54%
TOURISM TAXES
Category
Roomtax Foodtax Salestax(Tourismcoded) Admission&amusementtax
June2013
2,606,936 174,993.91 6,033,134 148,547
June2012
2,585,582 186,441.72 6,125,692 156,018
Change
0.83% 6.14% 1.5% 4.8%
BUS PERMITS ISSUED

FY13YTD
160
FY12YTD
164
Change
2.4%
LODGING - SMITH TRAVEL RESEARCH

Category
Occ% ADR RevPAR
June2013
68.6 177.81 121.93
June2012
70.7 175.68 124.1467.16
Change
3% 1.2% 1.8%
TOP ZIP CODES June GUIDE REQUESTS

ZipCode
15102 21502 21222 21740 15642
City,State
BethelPark,PA Cumberland,MD Dundalk,MD Hagerstown,MD NorthHuntington,PA Hillsborough,NJ
ZipCode
08016 15120 19124 21234 08755 10306
City,State
Burlington,NJ Munhall,PA Philadelphia Parkville,MD Jackson,NJ StatenIsland,NY
WEB MARKETING RESULTS

Data
UniqueVisitors ococean.com MobileappusersiOSand Android Webadvertisingclicks (June)
FY13YTD
2,120,681 155,235 194,699
FY12YTD
2,130,457 94,406 175,075
Change
0.46% 64.4% 11.2%
08844
VISITOR CENTER STATS

June2013
4,167
June2012
4,431
Change
6%
E-NEWSLETTER SUBSCRIPTION
Approximately72,424prospectivevisitorsreceivedtheDepartment ofTourismenewslettersinJune,up13.5percentvs.June12.
GOLF ROUNDS (HOTEL & COURSE)

June2013
42,467
June2012
41,813
Change
2%
REQUESTS FOR TRAVEL INFORMATION

RequestType
Printadvertisingrequests VisitorGuideRequests ococean.com(FYTD) Phonecalls1800OCOCEAN
PUBLIC WORKS
Category
SolidWasteCollection(tons) WaterPumpage
June2013
2,044 14,777 2,562*
June2012
N/A 11,412 4,097
Change
N/A 29.5% 37.5%
June2013
4,288.93 214,890,000
June2012
4,556.54 248,630,000
Change
6% 13.57%
DEMOFLUSH
June
2013 2012 Change
*TollfreecounterinactiveJune2730
WeekendAvg.
225,784 250,146 8.9%
WeekdayAvg.
197,704 222,614 11%
DailyAvg.
207,065 230,359 10%
SOCIAL MEDIA
Property
Facebookfans Twitterfollowers InstagramGallerypagevisits Tumblrfollowers Pinterestfollowers
FY13YTD
532,632 16,036 1,543 1,369 849
FY12YTD
414,459 11,612 N/A N/A N/A
Change
28.5% 38.1% N/A N/A N/A
CALLS FOR SERVICE

Department
Police Fire
June2013
16,300 909
June2012
17,391 1,016
Change
6.3% 10.5%
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS E. Solid Waste Manager Bid Award Recommendation for Roll-off Containers and Dumpsters
02
TOWN OF

Agenda Item # Council Meeting 4E 8-27-13
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Steve Brown, Solid Waste Manager Bid Award Recommendation for Roll-Off Containers & Dumpsters August 19, 2013 Purchase of two (2) forty-yard roll off containers and two (2) eight-yard dumpsters. Bids were solicited and received at the department level as approved by the Mayor and Council at the July 30, 2013, work session. Two bids were received: Waste Equipment Sales and Service - $12,320 Mid Atlantic Waste Systems - $12,572.
ISSUE(S):
SUMMARY:
FISCAL IMPACT:
Containers are budgeted for $12,800. This award will be in the amount of $12,320 resulting in a savings of $480. Award to lowest bidder: Waste Equipment Sales and Service in the amount of $12,320. Do not replace containers. Steve Brown, Solid Waste Manager Hal Adkins, Public Works Director None
RECOMMENDATION:
ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS F. Public Works Director and Solid Waste Manager Bid Award Recommendation for Refuse Trucks
TOWN OF

Agenda Item# Council Meeting 4F August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal Adkins, Director of Public Works and Steve Brown, Solid Waste Manager Award of Solid Waste Trucks August 20, 2013 Bid award of Solid Waste Trucks All bid awards have been reviewed and recommending the award of Solid Waste Trucks to the following: Front Loading Refuse Collection Truck: Collection Body: Maryland Industrial Truck @ $74,318.44 Cab/Chassis: Harvey Mack Sales @ $134,096.00 The total expenditure is $208,414.44 vs. the budget allocation of $230,000, which represents a savings of $21,585.56 Automated Side Loading Refuse Truck: Collection Body: Waste Equipment $85,932.00 Cab/Chassis: Harvey Mack Sales $119,180.42 The total expediture is $205,112.42 vs. the budget allocation of $230,000, which represents a savings of $24,887.58 Roll Off Hoist Collection Vehicle: Hoist Body: Waste Equipment: $41,000.00 Cab/Chassis: Harvey Mack Sales $125,762.78 The total expenditure is $166,762.78 vs. the budget allocation of $185,000, which represents a savings of $18,237.22
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
Cost to purchase trucks: $580,289.64, amount budgeted; $645,000.00 with the Town saving: $64,710.36. Accept the bid awards and proceed with purchase. Deny bid awards and rebid the vehicles Hal Adkins, Director of Public Works and Steve Brown, Solid Waste Manager Guy Ayres, City Solicitor Supporting documentation describing the bids received for each truck.
INTERDEPARTMENTAL MEMO
TO: Martha Bennett, Finance Director FROM: Steven Brown, Manager of Solid Waste DATE: August 7, 2013 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, 30th work session. The bids are as follows: Front Loading Refuse Collection Body Maryland Industrial Trucks McNeilus Waste Equipment Ingolds Inc. Toms Truck Sales LLC GranTurk Equipment Co., Inc Mid Atlantic Waste Front Loading Refuse Collection Cab/Chassis Harvey Mack Sales Elliott Wilson Trucks Tidewater Mack, Inc Cambria Truck Center Barr International $134,096.00 $137,362.00 $139,450.00 $144,475.06 No Bid $74,318.44 $77,522.00 $79,120.00 $83,275.00 $86,125.00 No Bid No Bid
Front Loading Refuse Collection Truck Combined Unit Cab/Chassis and Body Toms Truck Sales LLC $220,221.00
Maryland Industrial Truck at $74,318.44 was the low bid on the body and Harvey Mack Sales was the low bid on the cab chassis at $134,096.00. These two bids were found to meet the intent of the bid specifications and represent a total expenditure of $208,414.44. The front-loading refuse collection truck was budgeted at $230,000.00; this purchase will represent a savings of $21,585.56
TO: Martha Bennett, Finance Director FROM: Steve Brown, Manager of Solid Waste DATE: August 8, 2013 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 30th Council Work Session. The bids are as follows: Automated Side Loading Refuse Collection Body Waste Equipment $ 85,932.00 Maryland Industrial Trucks $ 86,640.00 GranTurk Equipment $ 99,434.00 Ingolds Inc No bid Mid-Atlantic Waste No bid Automated Side Loading Refuse Collection Cab/Chassis Harvey Mack Elliott Wilson Trucks Tidewater Mack, Inc Cambria Truck Center Barr International, Inc $119,180.42 $124,950.00 $125,800.00 $141,000.00 No Bid
Automated Side Loading Refuse Truck Combined Unit Cab/Chassis and Body None Waste Equipment at $85,932.00 was the low bid on the body and Harvey Mack was the low bid on the cab chassis at $119,180.42.. These two bids were found to meet the intent of the bid specifications and represent a total expenditure of $205,112.42. The Automated Side Load Refuse Truck were budgeted at $230,000.00; this purchase will represent a savings of $24,887.58
Interdepartmental Memo
TO: Martha Bennett, Finance Director FROM: Steven Brown, Manager of Solid Waste DATE: August 7, 2013 SUBJECT: Bid Award Roll Off Hoist Collection Vehicle I have reviewed the bids for the roll off hoist collection cab/Chassis and body that were opened at the July 30th work session. The bids are as follows: Roll-Off Hoist Body Waste Equipment Waste Equipment Mid-Atlantic Waste Systems Ingolds Inc Gran Turk Equipment Toms Truck Sales Roll-Off Hoist Cab/Chassis Harvey Mack Sales Elliott/Wilson Trucks Tidewater Mack, Inc. Cambria Truck Center Barr International Inc $125,762.78 Without Lift Axle $137,990.00 $139,450.00 $143,825.00 No Bid $ 35,000.00 without Lift Axle $41,000.00 With Lift Axle $35,800.00 $39,195.00 $40,175.00 $49,445.00
Roll-Off Hoist Combined Unit Cab/Chassis and Body Toms Truck Sales $175,207.78
Waste Equipment Sales & Service LLC at 35,000.00 without lift axle was the low bid. Waste Equipment also bid $41,000.00 with lift axle. When you combined Waste Equipments bid with lift axle and Harvey Macks bid without lift axle this will creates more of a savings for the Town of Ocean City. Harvey Mack Sales was the low bid on the Cab/Chassis at $125,762.78 without the lift axle. These two bids were found to meet the intent of the bid specifications and represent a total expenditure of $166,762.78. The roll-off hoist collection vehicle was budgeted at $185,000.00; this purchase will represent a savings of. $18,237.22
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS G. Finance Administrator Request for Approval to Purchase Vehicles on State Contract
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Agenda Item# Council Meeting 4G August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Martha J. Bennett, CPA, Finance Administrator Purchase Vehicles on State Contract August 21, 2013 Request to purchase 1 Chevy Tahoe, 2 Chevrolet Pick-ups, 1 Ford pick-up and a Ford Explorer on Maryland State Contract pricing. Vehicles were approved for purchase in the FY2014 budget at an estimated cost of $139,000. The State of Maryland permits local Maryland governments to purchase under their contracts. Due to plant retooling for the 2015 Tahoe model in the spring, an order must be placed in August for the 2014 model Tahoe. $139,000; $7,632 below budget estimates Approve order to purchase budgeted vehicles by August 30 and include additional replacement vehicles in this order (1. below). 1. Include purchase of two additional vehicles in purchase off state contract to replace marked police Tahoe 830 and PW Maintenance pick-up 532 in amount of $55,805 per requests in attached memos from the savings of $64,710 below budget for the trash trucks. 2. Use bid savings to replace vehicles 783 and 746 which were requested, but not funded in the 2014 budget, for an estimated $62,400 to be ordered when the state contracts are awarded in December 2013. 3. Delay purchase of all 1/2 ton pick-ups until the state contracts are awarded in December 2013. 3. Do not replace vehicles.
FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES
RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
Martha Bennett, Finance Administrator Lt. Elton Harmon; Hal Adkins; David Hartley, and Joseph Theobald Bid price per unit compared to budget estimate. Memo from Chief Buzzuro. Memo from Hal Adkins.
Town of Ocean City Vehicle Prices on State Bid Contracts FY-2014 Department City Manager PW Maintenance Recreation & Parks Recreation & Parks Wastewater Type of Vehicle Chevrolet Tahoe 4WD Police Package 1/2 ton Chevrolet Silverado 4WD Extended Cab 1/2 ton Chevrolet Silverado 4WD Extended Cab Ford Explorer 4WD 3/4 ton Ford F250 4WD Extended Cab Note: Original budget for 1 Ton 4WD
Revised 08/23/2013
Dealer Criswell Chevrolet, Gaithersburg, MD Sport Chevrolet, Silver Spring, MD Sport Chevrolet, Silver Spring, MD Apple Ford, Columbia, MD Apple Ford, Columbia, MD
Amount Budget Variance 1 $ 30,976 $ 33,000 $ (2,024) 1 1 1 1 23,441 23,441 24,990 28,520 22,300 22,300 27,700 33,700 1,141 1,141 (2,710) (5,180)
Total for budgeted vehicles
$ 131,368 $ 139,000 $ (7,632)
Police (replace 830) PW Maintenance (replace 532)
Request to replace damaged vehicles by OCPD and PW (see attached memos) Chevrolet Tahoe 4WD Police and tow package Criswell Chevrolet, Gaithersburg, MD 1/2 ton Chevrolet Silverado 4WD Extended Cab Sport Chevrolet, Silver Spring, MD Total for replacement of unbudgeted vehicles
1 1
32,364 23,441 $ 55,805
Note: Fire Marshal
Other vehicles scheduled for needed replacement 1/2 ton Pickup 4WD with crew cab & tow package to replace 783, 2005 Chevrolet Suburban 130,000 miles 1/2 ton Pickup 4WD with crew cab & tow package to replace 746, 2003 Ford Explorer 95,000 miles Total for replacement of unbudgeted vehicles
1 $ 31,200
Emergency Mgt
1 $ 31,200
$ 62,400
DATE TO FROM SUBJECT
: : : :
August 20, 2013 Martha Bennett, Finance Director & Acting Purchasing Director Ross Buzzuro, Chief of Police Replacement of Vehicle (Shop 830), Four-wheel Drive Tahoe
On July 17, 2013 the Ocean City Police Department sustained the loss of one of the Departments four-wheel drive vehicles as a result of a traffic collision. Vehicle number (Shop) 830, a 2005 four-wheel drive Chevrolet Tahoe, was declared a total loss as a result of the damage from the collision. The Department utilizes four-wheel drive vehicles for routine patrol as well as responds to needs that occur on the beach throughout the year. The specific capabilities of a fourwheel drive vehicle become more evident and critical to the operation as the Town moves to allow civilian four-wheel drive vehicles on the beach in the winter months. In addition, the Department utilizes four-wheel drive vehicles during weather events such as snow, tropical storms and high tides that create standing water in low level areas of the Town. I would also like to point out that Shop 830 was equipped with a tow package. The vehicle was utilized to routinely tow a cargo trailer for special events and applicant testing processes that occur throughout the year. The Police Department requests the ability to replace the damaged 2005 Chevrolet Tahoe (Shop 830) with a 2014 Chevy Tahoe four-wheel drive equipped with a tow package. Thank you for your consideration to this request.
Ross Buzzuro Chief of Police
To: MarthaBennett,FinanceDirectorandActingPurchasingDirector From: HalO.Adkins,PublicWorksDirector Re: FY14EquipmentTrustFundRequest ReplacementofMaintenanceDepartmentTruck#532 Ton,StandardBed,4x4Pickup Date: August17,2013 IthasrecentlybeenbroughttomyattentionbyRonEckman,FleetManager,thattruck#532has reacheditslifeexpectancy.Insummary,letmeofferthefollowing: (1) Itisa1999Ford4x4TonPickup. (2) Theodometerreadingasoftodayis140,214. (3) Therightsideoftheframehasrustedcompletelythru. (4) Thecrossmemberssupportingthebedofthetruckhaverustedcompletelythru. (5) LifeToDatewehaveexpendedslightlyover$23,500inlaborandpartsonthisvehicle. (6) Basedontheprojectedcostofrepairs,incomparisontothebookvalueandpotentiallife expectancyofthevehicle,itistimetoreplaceit. (7) ThisvehiclewasnotfundedinFY14forreplacementbut,IamaskingfortheMCCs considerationtouseaportionofthesavingsfromtheRefuseTruckpurchase(s)toreplacethis truck. (8) WehavereviewedtheothervehiclesthatwereapprovedintheFY14Budgetandallothersare inequallybadshapeso,substitutiononthereplacementwasnotanoption. Lookingforwardtoyourassistance,andtheirapproval,attheWorkSessiononAugust27,2013. cc: JimParsons JohnVanFossen RonEckman TomDy
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS H. Deputy Public Works Director Request for Approval to Sole Source Purchase Broyhill Trash Containers
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Agenda Item# Council Meeting 4H August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager John VanFossen, Deputy Director Sole Source Purchase of Trash Containers August 14, 2013 Scheduled replacement purchase of four (4) Broyhill front dump trash containers. Broyhill trash containers are an internal component of our beach machine fleet and necessary for emptying trash cans on the Town's ten miles of public beach. The existing containers have reached their useful life and are no longer operational or repairable. The containers are built directly by Broyhill manufacturing specifically for their equipment and not available from any other source. Each container has a unit price of $5,990.00 and were approved for purchase in current 2013 - 2014 budget with a total allocation of $22,760.00. Total purchse cost will be $23,960.00. The difference in budget and actual cost based on increase in container cost which will be covered by existing budget account including freight charges. Recommend approval of sole source purchase. No alternate source. John VanFossen, Deputy Director of Public Works Hal Adkins, Director of Public Works Martha Bennett, Finance Administrator 1) Price Quote - Broyhill, Inc. 2) Broyhill Brochure Cover Sheet
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WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS I. Deputy Public Works Director Request for Approval to Solicit Bids for New Sign Machine
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Agenda Item# Council Meeting 4I August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager John VanFossen, Deputy Director Request to Solicit Bids for Sign Equipment August 15, 2013 Request approval to advertise and accept bids for sign equipment bundle. Public Works currently produces traffic and information signs throughout Town used on our streets, beach, boardwalk, special events, equipment, and all City facilities for various City departments. Existing sign equipment has limited capacity and technology and is not efficient or cost effective to meet current and future demands for production and service requests. Upgrading the equipment and system will allow us to meet current needs and future requests for services and products.
FISCAL IMPACT:
Sign system equipment was approved during 2013-2014 budget hearings with the understanding funding was to come from within existing budget allocations. After reviewing our Beach Equipment Maintenance account and comparing FY13 "actuals" vs. FY14 "budgeted", it has been determined that sufficient funding is available for the desired purchase. Estimated cost: $ 28,000 - 35,000
RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
Approve bid solicitation request. Do not approve bid solicitation. John VanFossen, Deputy Director of Public Works Hal Adkins, Public Works Director None
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS J. Public Works Director Request to Contract with Sole Source Vendor for Sidewalk Trip Hazard Removals
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Agenda Item # Council Meeting 4J August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Sole Source Contracting Sidewalk Trip Hazard Removal Precision Concrete Cutting August 21, 2013 Permission to contract with Precision Concrete Cutting In lieu of sidewalk demolition and replacement to eliminate trip and fall hazards, Precision Concrete Cutting has a patented process that shaves off the imperfection. We have employed their services in the past with excellent results. $19,354.20 for those sites identified as of this date. To proceed at this time. To remove and replace the entire ten foot sections of sidewalk at a far greater cost. Hal O. Adkins, Public Works Director Bill Bratten, Public Works Construction Manager 1) Patent information to support sole sourcing. 2) Photos of a sample area recently completed in front of Son Spot Ministries on Worcester Street. 3) Sample proposal from Precision Concrete Cutting.
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WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS K. Public Works Director Request for Approval to Purchase Storm Drain Grates/Frames
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Agenda Item # Council Meeting 4K August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Purchase of Storm Drain Grates/Frames Unit Price Solicitation FY14 Street Improvement Program August 21, 2013 Purchase of materials for the FY14 Street Improvement Program. Based on the scope of this years Street Improvement Program, we need to purchase (66) sixty-six storm drain grates and frames at a cost of $600.47 per assembly. $39,631.02 funded through our annual street improvement allocations. Award to East Jordan Iron Works, Inc. as low unit price bidder. None (or cancel street improvements, which I would not recommend). Hal O. Adkins, Public Works Director Bill Bratten, Public Works Construction Manager Sandy McGee, Office Associate 1) East Jordan Iron Works (EJCO) Quote 2) Delmarva Castings and Supply (DCS) Quote
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RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS L. Public Works Director Request for Approval to Purchase Storm Drain Piping
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Agenda Item # Council Meeting 4L August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Purchase of Storm Drainage Pipe Unit Price Solicitation FY14 Street Improvement Program August 21, 2013 Purchase of storm drainage Improvement Program. pipe for the FY14 Street
ISSUE(S):
SUMMARY:
Based on the scope of this years Street Improvement Program, we need to purchase a variety of storm drainage pipe in 12, 15 18 and 24 diameters. We have solicited unit price quotations (price per foot) for the estimated quantities needed. $23,228.00 - all necessary funding is currently allocated in the FY14 street improvement account. Award to Bel Air Road Supply $11,912.00 Award to Ferguson Enterprises $11,316.00 None (or cancel street recommend). improvement, which I would not
FISCAL IMPACT:
RECOMMENDATION:
ALTERNATIVES:
Hal O. Adkins, Public Works Director Bill Bratten, Public Works Construction Manager Sandy McGee, Office Associate 1) Bel Air Road Supply Quote 2) Ferguson Enterprises Quote
ATTACHMENT(S):
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS M. Public Works Director Discussion of Modifying Purchasing Policy Relative to Unit Price Solicitations
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Agenda Item # Council Meeting 4M August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Purchasing Policies and Procedures Manual August 21, 2013 Forthcoming update/revisions to the Town Purchasing Policies and Procedure Manual Due to the nature of many of our purchases, such as our discussions today on storm drain grates/frames/pipes, simple unit price solicitations cause us to exceed the preset purchasing dollar values that are denoted in Section 2.3 of the current Manual, thus triggering the need for formal presentation to the Mayor and City Council. I would like the support of the Mayor and City Council, the Finance Director, and the future Procurement Manager to change this stance.
ISSUE(S):
SUMMARY:
FISCAL IMPACT:
There is no monetary impact, but the potential exists to streamline the entire administrative process of unit price purchasing without sacrificing competitiveness or efficiency in the expenditure of the funds we are entrusted to manage. Provide staff with your support on creating a unit price purchasing policy as part of the forthcoming comprehensive update to the Purchasing Policies and Procedure Manual. Do not consider changing current policy. Martha Bennett, Finance Director and Acting Procurement Manager Hal O. Adkins, Public Works Director Terry McGean, City Engineer Dean Dashiell, Senior Capital Projects Manager Section 2.3 in an effort to denote current purchase value thresholds.
RECOMMENDATION:
ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH:
ATTACHMENT(S):
2.3
REQUEST FOR QUOTATION Purchases up to $500.00 may be made with Department Head Approval no quote necessary. Telephone Quotations - Telephone quotations may be obtained either by the department head, his designated representative or the Purchasing Agent. Telephone quotations will be noted on the requisition to include the vendor, unit price, date and the name of person giving the quotation. The Purchasing Department is responsible for obtaining as many additional quotations as are believed appropriate. Three telephone quotes are required for any purchase of $500.01 to $2499.99. Written Quotations - Obtaining written quotations from vendors is to be accomplished in the same manner as a telephone quotation. Written quotations (informal bids) will be solicited as a matter of practice for any purchase from $2,500.00 to $9,999.99 and at the Purchasing Agents discretion for transactions under $2,500.00. Written quotations must be on the suppliers letterhead and kept on file in the requisitions office or forwarded to Purchasing. Written requests shall be kept for a minimum of three years. Purchase requests anticipated of $10,000.00 to $24,999.99 will be solicited at the departmental level through a competitive sealed bid process. You must notify the Mayor and City Council to seek their approval of intent to bid, and final award will be made by the Mayor and City Council. Purchase request anticipated of $25,000.00 and above will be made using the competitive sealed bid process utilizing the current purchasing guidelines. Mayor and City Council must be notified to seek their approval of the intent to bid and final award will be made by the Mayor and City Council. This process will be handled by the Purchasing Department or on the Department Level when appropriate, or as otherwise directed by the Mayor and City Council.
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS N. Public Works Director and Budget Manager Request for Approval to Increase Street Paving Fund with One-Time SHA Grant
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Agenda Item # Council Meeting 4N August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Hal O. Adkins, Public Works Director Highway User Revenues One-Time Supplemental Grant August 21, 2013 The Town is the recipient of a one-time increase in our annual highway user revenue grant funds. The State of Maryland House Bill 100 allocated a Special Fund appropriation relative to highway user revenues. The Town, like many other municipalities, has been provided supplemental funding for FY14. I would like these funds applied directly to our FY14 Street Improvement Budget. Anticipated/Budgeted Amount: $320,000.00 $433,353.60 Amount Received: Difference/Supplemental Amount to be applied: $113,353.60 Approve as requested and assign the supplemental funds to Capital Account STRPAV for use in street paving. Do not use additional grant funds for street paving. Hal O. Adkins, Public Works Director Jennie Knapp, Budget Manager Wayne Pryor, Grants Coordinator 1) SHA One Time Grant Application Form 2) Pages 323 and 324, Section 8-408, of the State Code which discusses use of Highway User Revenue
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WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS O. City Engineer Request for Approval to Purchase Boardwalk Fiber Optic Equipment and Connections on State Contract
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Agenda Item # Council Meeting 4O August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Request to use State Contract for Boardwalk Fiber Optic Network August 20, 2013 Request to use State Contract for Boardwalk Fiber Optic Network Conduit and fiber optic cable were installed under the new boardwalk by the general contractors. Specialized services are now required to make the network operational. Labor and Materials not to exceed $100,000 to be paid from the Boardwalk Project budget Hire Royal Plus Electric using existing State Unit Price Contract #060B1400067 Cable and Wiring Services for Outside Plant to design and install the fiber network and camera system Hire a consultant to perform design and create drawings and specifications, then separately bid installation services. Terence McGean, City Engineer Robert Morand, Network Administrator Not applicable 1) Memo 2) Copy of State Contract
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INTEROFFICE MEMORANDUM
TO: FROM: SUBJECT: DATE: CC:
DAVID RECOR, CITY MANAGER TERENCE MCGEAN, CITY ENGINEER REQUEST TO PURCHASE BOARDWALK FIBER OPTIC EQUIPMENT AND CONNECTIONS USING STATE CONTRACT 8/20/2013 COUNCIL AGENDA, NANCY BLOXOM, ROBERT MORAND
The Boardwalk reconstruction project includes installation of a fiber optic network system for the length of the boardwalk from Caroline Street to 27th Street. The conduit and cable were installed as part of the boardwalk general construction contract. Additional network storage and servers have also been purchased. The final step is to light the fiber system and install cameras. In order to accomplish this, a fiber demark (ie the location where the fiber line connects to our broadband wireless network) must be established, the fiber optic lines need to be cut, polished and spliced at each cameral location, then a distribution panel, media conversion box, and connection cable must be run from the main fiber trunk to the camera location and finally the cameras must be mounted and connected. The staff does not have the technical expertise to draft a detailed bid document for this work, therefore we can either 1) hire a consultant to design and specify the required equipment and installation procedures then bid the actual labor and equipment or 2) We can utilize an existing State of Maryland contract currently in place for Cable and Wiring Services for Outside Plant (RFP #060B1400067). This contract was specifically created by the state to handle complex exterior fiber optic cable work. The contract has hourly and unit prices for fiber network design and installation services. Royal Plus Electric holds the State Contract for this work. We have had some preliminary meetings with Royal Plus to discuss the necessary work for the boardwalk. I would like permission to contract with Royal Plus using the Maryland State Contract provisions and Unit Prices for an amount not to exceed $100,000 to be paid for from the Boardwalk Project
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS P. City Engineer Discussion of Vehicles on the Beach during the Off-Season
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Agenda Item # Council Meeting 4P August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Off-Road Vehicles on Beach in the Off Season August 20, 2013 Allowing public vehicle access on the beach during the off season. Council has requested that the staff report on the feasibility of allowing vehicles on the beach during the off season, primarily for surf fishing. Revenue neutral, permit fees expected to cover expenses. Do not allow vehicles on the beach. Create a 1 year only pilot program to allow vehicles on the beach with the restrictions discussed in the attached memo. Terence McGean, City Engineer Ross Buzzuro, Police Chief Kevin Kirstein, Police Captain Butch Arbin, Beach Patrol Captain Hal Adkins, Public Works Director Tom Shuster, Director of Parks and Recreation Matt Margotta, Planning Director Eric Lagstrom, Risk Manager 1) Memo 2) Assateague Island OSV Regulations
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ATTACHMENT(S):
DAVID RECOR, CITY MANAGER TERENCE MCGEAN, CITY ENGINEER VEHICLES ON BEACH IN OFF-SEASON 8/21/2013 CHIEF BUZZURO, CAPTAIN ARBIN, MATT MARGOTTA, TOM SHUSTER, HAL ADKINS, THOMAS DY, ERIC LAGSTROM, RON HUMPHRESS
As requested by the Mayor and City Council, the staff has discussed the possibility of allowing vehicles on the beach in the off season, primarily for the purpose of surf fishing. The following personnel were involved in this discussion: Police Chief Buzzuro, Police Captain Kirstein, Beach Patrol Captain Arbin, Planning Director Margotta, Recreation and Parks Director Shuster, Public Works Director Adkins, Public Works Supervisor Dy, Risk Manager Lagstrom, City Surveyor Humphrees, and myself. Although the group agreed that allowing some type of program for over sand vehicles (OSV) on the beach is feasible in concept, Beach Patrol and Police are opposed to it. The primary concern is that unlike Assateague Island or the Delaware State Parks that allow public vehicles on their beach, Ocean City is fully developed on the ocean front. On the Assateague/DE beaches that allow OSV use, the primary beach users in the OSV area are the OSVs themselves. There is little to no conflict with other beach users, in particular there is little to no east/west pedestrian traffic crossing the OSV travel area. In Ocean City, vehicles traveling up and down the beach would be in conflict with pedestrians walking along the beach and more critically, with pedestrians crossing to and from the beach. Other concerns with an OSV Program are: Difficulty in controlling access, we have 13 potential vehicle access points to the beach. Enforcement concerns: the Police do not regularly patrol the beach in the off season and there is a lack of 4x4 vehicles at the Police Dept. Environmental concerns (fuel spills, dune damage etc) Complaints from ocean front properties. Sand is much looser than Assateague and we tend to have steeper drop offs especially during the winter, we should expect problems with inexperienced drivers getting stuck or worse.
The annual Surf Anglers tournament is a once a year, highly organized, members only event that consists of experienced OSV operators.
If the Mayor and Council still wish to pursue an OSV program, the staff would recommend a one year only pilot program as follows: Dates: November 1 Through March 30 (same as horseback riding), excluding Holidays Days: Monday thru Friday only, to minimize conflicts with other beach users Times: 7:00 AM to 6:00 PM, minimize vehicles on the beach after dark Locations: Between 27th Street and 94th Street only. There are no access points along the boardwalk and no access points in the condo row area. How Many Permits Issued: Unlimited Who issues permits: Recreation Dept. Cost of Permit: $75/yr (Assateague is $90, DE is $70 in State, $125 out of State), permit will require license and registration. Will have to acknowledge receipt and reading of rules and regulations, waive City liability, and be responsible for any damage to the beach including fuel spills. Failure to obey rules/regulations results in loss of permit with no refund plus applicable fines. Must be actively engaged in fishing? Staff does not believe this should be required, it will be difficult to enforce and staff sees no difference between a vehicle on the beach for fishing, versus one parked for surfing or simply spending some time in the sun. Stuck or disabled vehicle: Owner will have two hours to have a tow truck remove the vehicle, after that City will remove and take to impound lot Other Requirements: Staff suggests that the City follow similar guidelines and regulations as enforced on Assateague Island including: o o Vehicles must be registered and licensed, no trailers and no ATVs allowed Each vehicle must contain minimum equipment. If a vehicle gets stuck on the beach and does not possess the required equipment, fine is $75 per piece of missing equipment. Tow rope Shovel Jack Jack support Tire gauge 15 mph speed limit Joy riding prohibited
o o
Assateague Island National Seashore Over-Sand Vehicle Use Regulations
National Park Service National Park Service U.S. Department of the Interior U.S. Department of the Interior
Motor vehicles are permitted only within established roads, parking areas and designated Over-Sand Vehicle (OSV) routes. Use of motor vehicles in designated Over-Sand Vehicle Zones is at the operators own risk. The following OSV Use Regulations are established to provide enjoyment of the park while protecting fragile resources of the barrier island. Upon signing an OSV Permit, permitee accepts responsibility to know and follow all OSV regulations. Failure to comply with the terms of the Permit, including these regulations, may result in revocation of ones OSV permit and/or federal prosecution. Please help us maintain the privilege of OSV use by strictly complying with regulations. All applicable State and Federal laws will be enforced. Violations should be reported to Law Enforcement by phoning 911. If you have any questions, please contact appropriate Seashore or Refuge personnel. PERMITS: OSV Special Use Permits and stickers are valid for one year from the month of issue.
PERMIT VA ONLY DAY USE OVERNIGHT BULLPEN VALID HOURS VARY - CALL REFUGE 5 AM MIDNIGHT 24 HOURS 24 HOURS VA X X X X X X X MD COST $70 $90 $110 $150
VEHICLE REQUIREMENTS: To obtain an OSV permit, vehicles must meet the following specifications: Maximum number of wheels per axle Maximum number of axles Maximum vehicle length Maximum vehicle width Minimum vehicle ground clearance Gross vehicle weight rating may not exceed Minimum tire tread width in contact with ground for 2 wheel drive vehicles 4 2 26 feet 8 feet 7 inches 10,000 pounds 8 inches
Upgrade of permits after initial issue may be accomplished by paying the difference in fee. Expiration of new permit will remain 1 year from the month of original permit. All vehicles using the OSV zone must display a permanently affixed OSV Permit Sticker, valid for the area and time of use. The permit sticker must be permanently affixed to the windshield on the drivers side, within seven inches (7) of the lower edge of the windshield. The expiration month sticker must be affixed before adhering to windshield. Cleaning and drying the area before applying the permit sticker is recommended for best adhesion. Lost permit stickers are not refundable or replaceable! OSV permits and stickers are issued to an individual permit holder for the specific vehicle designated on the permit. Neither permit or sticker are transferable from one person to another, or from one vehicle to another. Sale or transfer of the permitted vehicle voids the permit and sticker. A replacement permit and sticker may be issued for the new vehicle only if enough of the original sticker, to include permit type, serial number and month sticker, is returned for exchange. Permit stickers destroyed in a vehicle accident may be replaced only if an official police accident report is brought in for documentation. A purchase receipt is not sufficient documentation for permit sticker replacement in any case. OSV Permits may be obtained at VA visitor centers in the Seashore and Refuge and the North Beach Ranger Station. To obtain a permit by mail, call the Seashore for an application and return it with a check made payable to: Department of the Interior-NPS. Please allow up to three weeks for receipt of the permit and sticker. HOURS OF OPERATION: VA - Chincoteague National Wildlife Refuge hours vary each season. Call 757-336-6122 for current information. Only those with a valid Overnight Fishing Permit may remain in the Refuge after hours. Call 757-336-6577 for information. MD - Assateague Island National Seashore does not close; but overnight parking in the MD OSV Zone is prohibited except for those with an Overnight or Bull Pen OSV Permit who are awake and actively engaged in fishing. Camping and/or sleeping are strictly prohibited outside designated campsites. Tents or other temporary shelters are prohibited on the beach outside of designated campsites between sunset and sunrise. BOUNDARIES: All sand dunes and vegetated areas are considered closed even if located within the designated OSV zones. Vehicles must stay east of the black and white posts. Designated bay access points in MD are marked with orange and white striped numbered posts. See OSV zone maps on the reverse. BULLPEN: Self-contained vehicles with a valid Bullpen OSV Permit may park overnight in the Bullpen camping area only if they are equipped with an approved toilet and permanently installed waste storage tank capable of holding 2 days volume of waste for all occupants. Only approved self-contained vehicles are permitted in the Bull Pen overnight. All waste (including gray-water) from self-contained vehicles must be retained in vehicles holding tank while in the OSV zone and emptied in an approved location outside the park or at trailer dump stations located in Seashore campgrounds. Travel trailers and tents are prohibited in the Bullpen. Non self-contained vehicles are prohibited from parking in or adjacent to the Bull Pen from 9 p.m. to 6 a.m.
REQUIRED EQUIPMENT: OSV operators in designated zone must carry and be able to display upon request: Shovel Jack Jack Support Tire Gauge Tow Rope, Strap, Chain or Cable Min. 6 inch square blade & 18 inch handle Sufficient to lift one wheel clear of the sand Min. 12 x 12 non bending steel; 5/8 plywood; or 1.5 thick board Must record pressure of 15 lbs. or less Min. pulling strength of 6,000 lb. & 10 ft. length Nylon or Dacron rope: min. diameter All other rope: min. diameter Carbon steel cable: min. diameter Chain links: 5/16 min. diameter
LICENSES REQUIRED: All vehicles in OSV zones must bear valid state license plates, be properly equipped, insured & registered to operate on public highways. Drivers must possess a valid state drivers license. INSPECTION OF VEHICLE: Authorized personnel may inspect vehicles at any time to insure compliance with regulations. OSV ZONE VEHICLE LIMITS: In Maryland = 145 vehicles; In Virginia = 48 vehicles (18 when Toms Cove hook area is closed). Purchase of an OSV permit does not guarantee access to OSV zones at any particular time. Access may be reduced or curtailed due to vehicle density limits, over-wash, emergency conditions or management constraints. Vehicle density limits are reached frequently during summer, especially on weekends and holidays, with several hour waits for access which is managed on a one off/one on basis. One Off, One On - In MD, the automated gate arms will close when 145 vehicles have entered, then one vehicle is allowed to enter only when one vehicle exits. Call 757-336-3155 if gate is malfunctioning. VEHICLE OPERATION: Vehicle speed in OSV zones may not exceed 25 mph and must be reduced to 15 mph whenever coming within 100 feet of vehicles, wildlife, pedestrians or people on horseback. When two vehicles approach in the same track, both operators must slow and the operator with the ocean on his right must yield the right-of-way by pulling out of the track. Cutting circles; needlessly defacing the beach; and driving on sand dunes or vegetated areas except at posted crossings; is prohibited at all times. PASSENGER SAFETY: Passengers shall not ride on the fenders, hood, roof, sides, tail gate or in any other place on the outside of a moving vehicle. No vehicle shall be used to tow a person or any recreational device over land or water, or in the air. Use of safety belts and child restraints is required by law. FIRES ON THE BEACH: In Maryland - Campfires are allowed below the high-tide line on the beach. Fires may not be left unattended and must be extinguished with water, not sand. If unable to allow enough time for all wood to burn to ash before extinguishing fire, charred wood remnants must be removed from Seashore or disposed of in waste receptacles. In Virginia - Open fires are prohibited in the OSV zone. SANITATION: Litter or waste may not be burned, buried or discarded in OSV Zones but must be removed from Seashore or disposed of in designated receptacles located outside OSV Zones.
Assateague Island National Seashore 7206 National Seashore Lane Berlin, Maryland 21811 410-641-3030/1441; 757-336-6577 Chincoteague National Wildlife Refuge P. O. Box 62 Chincoteague, Virginia 23336 757-336-6122
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS Q. City Engineer Continued Discussion of the Capital Improvement Plan
TOWN OF

Agenda Item # Council Meeting 4Q August 27, 2013
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Draft Capital Improvement Plan August 21, 2013 Discussion of DRAFT Capital Improvement Plan update continued The staff previously presented a draft update to the Capital Improvement Plan for discussion. This is a continuation of that effort. As presented to the Mayor and Council by Martha Bennett, Finance Director, during the July 15, 2013 discussion of debt obligation, fiscal parameters to consider are as follows: 1. Total Debt as a percentage of assessed value, City policy is 3% maximum current actual is 1.03% 2. Net Debt Service (i.e. General Fund debt) as a percentage of general fund expenditures, City policy is 8% maximum, current actual for FY14 budget is 6.90% 3. Debt Ten-Year Payout ratio, City policy is 65% minimum current actual is 72.09% 4. Effect of general fund debt service on annual budget, goal is to keep debt service at or below the current level. 5. Effect of enterprise debt service on utility rates, goal is to remain within the boundaries of previously approved rate structures.
ISSUE(S): SUMMARY:
FISCAL IMPACT:
RECOMMENDATION:
Review the submitted draft plan, add or delete projects, change project priorities or timing as desired by Mayor and Council. Select projects for inclusion in the upcoming bond sale for the Convention Center Auditorium previously approved for joint funding with the Maryland Stadium Authority. None Terence McGean, City Engineer Martha Bennett, CPA, Finance Director Hal Adkins, Public Works Director Matt Margotta, Planning Director Tom Shuster, Recreation and Parks Director 1) Discussion memo 2) Copy of previous presentation slides.
ATTACHMENT(S):
DAVID RECOR, CITY MANAGER TERENCE MCGEAN, CITY ENGINEER CONTINUED CIP DISCUSSION AND UPCOMING BOND ISSUE 8/21/2013 MARTHA BENNETT, HAL ADKINS, TOM SHUSTER, MATT MARGOTTA
During the August 13, 2013 presentation of the draft Capital Improvement Plan (CIP), the Council raised a couple of concerns and requested some additional information as follows: 1. Status of the 3rd and 4th Street Park lease agreement with the County. On December 3, 2009 Worcester County presented a revised lease proposal to the Mayor and Council. The revised proposal deleted some clauses the Town had found objectionable in the Countys original proposed lease and extended the lease term from 15 years to 25 years. Because the project had been delayed indefinitely by the time this revised lease was received, and because the lease term was for only 25 years, the Mayor and Council voted not to accept the lease and to readdress the lease issue when and if the park improvement project moved forward. A copy of the lease signed by the County, but not the City, was in the official files which accounts for the confusion on the status of the lease at the August 13 work session. 2. Timing of the next bond issue vs. design of Beach Patrol Headquarters. On September 17, 2012 the Mayor and Council unanimously voted to expend funds for the Convention Center and reimburse the expenditure through a future bond issue. To date we have spent $626,181 on the project. Construction is expected to begin in late September and the City can expect to have spent a total of approximately $1,000,000 by the end of the end of the calendar year. Finance Director Martha Bennett advises that $1,000,000 in expenditures is the level at which point she would like reimbursement with bond proceeds. Therefore, the previously stated target date for a bond sale remains the end of the year. Councilman Dare noted his concern regarding borrowing funds for the Beach Patrol Headquarters Building prior to design. I share these concerns, which is why I requested to begin the process of selecting an architect and beginning design of this facility in April. Although the Council approved proceeding with the design of the facility on April 30 and I subsequently prepared the Request for Proposals for design services and was prepared to receive these proposals in June, due to concerns from the Mayor and Council regarding the proposed building location I have indefinitely delayed receiving the design proposals. If the Mayor and Council wish to include a Beach Patrol Headquarters building at the proposed OCDC Parking Lot location in the upcoming bond issue, then I would suggest the following: Immediately authorize staff to receive design proposals and hire an architect
Include the Beach Patrol Building in the Bond at $2 million with the understanding that this is a maximum amount and could be reduced or even eliminated between the initial ordinance and the actual bond sale. Between now and November 8 I believe I can have an architect on board and a preliminary design completed to the point where there would be a high level of confidence in the cost estimate. The final bond amount could then be adjusted downward if warranted based on the actual design and cost estimate or, the project removed from the bond sale. The cost to proceed with the design to that level would be under $40,000
If the location of the proposed Beach Patrol Building is still undecided or if there is a desire to include other functions or departments in the facility that could materially affect the size of the building, then the project should not be included in the bond sale as there are too many unknowns to establish any sort of reasonable cost estimate in the time allowed. The project would then be delayed until the City decides to go back to the bond market, probably at least 2 years. The next step for the Mayor and Council is to amend and approve the CIP and select which, if any, additional projects beyond the three previously approved (Convention Center Auditorium, Public Safety Building Roof and Service Center Roof) they would like to include in the upcoming bond issue. In an effort to facilitate this discussion, I have prepared a table showing a summary of projects and debt service impacts to consider. I look forward to continuing this discussion on the 27th.
PotentialFY14BondProjects
Project PreviouslyApproved ConventionCenterAuditorium PublicSafetyBuildingRoof ServicecenterRoof Subtotal,previouslyapproved PotentialAdditions CanaldredgingGeneralFund BeachPatrol SkateParkRenovation&Expansion DowntownRecreationComplex EffluentDisinfection Totalforallprojects ProjectCost GeneralFund 0.00 631.00 240.00 871.00 Debtservice GeneralFund 0.00 (44.40) (16.89) (61.28) ProjectCost OtherFunds 8,300.00 0.00 0.00 8,300.00 Debt Service OtherFund (584.00) 0.00 0.00 (584.00)
1,000.00 2,000.00 548.00 2,524.00 0.00 6,943.00
(70.36) (140.72) (38.56) (177.59) 0.00 (488.52)
0.00 0.00 0.00 0.00 1,300.00 9,600.00
0.00 0.00 0.00 0.00 (91.47) (675.47)
Costinthousands,debtservice3.5%for20years
` ` ` `
Boardwalk Reconstruction: Completed (except for lighting the fiber network) Caroline Street Station: Under construction St. Louis Ave: Under construction 4th Street Parking Lot: Complete Fire Station 4: Contract awarded, begin construction September Fire Headquarters: In design
` `
Old Landing Rd Pump Lift Station: Complete Dukes Ave Lift Station: Begin construction in October Waste Water Plant Clarigester Reconstruction: Under Construction Winter pump upgrades and replacements: Completed
Includes projects identified by staff to start within the next 5 years. For inclusion in the CIP, projects should:
Have a relatively high monetary value Have a long life Result in the creation of an asset or the revitalization of an asset.
In general Capital Improvement Projects include the following:

Construction of new Town facilities Remodeling or expansion of existing Town facilities Purchase and development of land Operating equipment and machinery for new or expanded facilities Street construction, reconstruction & resurfacing Planning and design costs related to specific Capital Projects.
Department Categories

Public Safety General Public Works Municipal Complex Highways and Streets Recreation & Parks Environmental Technology & Communication (new) Convention Center Airport Water Wastewater
Debt funding

Bond Finance: General Fund supported Bond Finance: OCCC Food Tax supported Bond Finance: User Fee supported Bond Finance: Wastewater Fees supported Bond Finance: Water Fees supported Capital Equipment Lease State Loans
Pay As You Go and other funding sources

Federal Grants State Grants General Fund Prior project balance (for projects shown in the CIP that are already funded) User Fees (stormwater) Vehicle & Equipment Trust Fund Wastewater Fund Water Fund
` `
` ` `
Canal dredging: shown as bond financed with user fees but included in GF Bond calculation. Skate Park and Downtown Recreation Complex: Coordination with St. Louis Ave work Beach Patrol HQ: Previously approved for design, proceed? Convention Center Auditorium: Funding committed, bond sale required. Street Improvements/Stormwater: Coordination of funding
$13.5 $15.6
Facilties Highways and Streets $25.0 Recreation and Parks Environment/Canals Communication Convention Center Airport
$24.0 $10.0 $6.5 $3.4
FY14-18
$13.2 $9.0 $18.3 $14.6 GF Bond GF PAYGO Other Bond Lease Federal & State Grants Prior Balance
$25.1
$9.0
$33.4
Fy 14-18
$14.6 $15.9 General Fund Food Tax User Fee Wastewater Fee $4.2 $13.3
Total debt as a percentage of assessed Value Net debt service (general fund debt) as a percentage of general fund expenditures Debt 10 year payout ratio
Policy = 65% minimum Current actual = 72.09% Policy = 8% Maximum Current actual = 6.90% Policy= 3% Maximum Current actual = 1.03%
As previously presented by Martha Bennett, Finance Director
General Fund Supported Bond ($7 Million)

Downtown Recreation Complex & Skate Park Beach Patrol Building Public Safety Building Roof Replacement Service Center Roof Replacement Canal dredging (2 years)
` ` `
Convention Center Food Tax Supported Bond User Fee Supported Bond
Hanger K ($850,000) Auditorium Project ($8.3 Million)
Wastewater Fee Supported Bond
Effluent Disinfection System Upgrade ($500,000)
Prepared by M. Bennett, Finance Director
WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, AUGUST 27, 2013 4. NEW BUSINESS R. Ratification of Traffic Commission Regulation 2013-02 Grants Permission for Motorcycle Parking on 1st Street Adjacent to de Lazy Lizard during OC BikeFest from Thursday, September 12 through Sunday, September 15, 2013
TOWN OF

Agenda Item # Council Meeting 4R August 27, 2013
TO: FROM: RE: DATE:
The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Traffic Regulation August 20, 2013 Ratification of Traffic Commission Regulation 2013-002 Annual request from Wayne Odachowski of de Lazy Lizard asking for permission to close the westernmost portion of North First Street along the south side of de Lazy Lizard property, between the Bay and Bayview Lane, for motorcycle parking during OC BikeFest from Thursday, September 12, 2013 through Sunday, September 15, 2013. Their gravel parking lots are not conducive to parking motorcycles leaning on a kick-stand. The will rope off the entire area west of the Cropper plant driveway to the head-end at the bay. Signage will be placed indicating bike parking only. Time does not allow this request to be presented to the Traffic Commission prior to Mayor and Council review. The Commission does not meet again until September 9.
ISSUE(S): SUMMARY:
FISCAL IMPACT:
de Lazy Lizard Bar & Grill will pay for metered parking during the requested dates - $ 1,453.50 Ratify traffic regulation. Do not ratify. John Van Fossen, Deputy Public Works Director Not applicable 1) Traffic Commission Regulation 2013-002 2) Site Plan 3) Town Code 90-51 to 53
RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):
TRAFFIC COMMISSION REGULATION 2013 - 002

Pursuant to the power and authority vested in the Commission by Section 90-52 and 90-53 of Chapter 90 of the Code of the Town of Ocean City, the following regulation is hereby promulgated this 27 day of August, 2013. Permission has been granted for a street closure for the De Lazy Lizard on First Street, between the Bay and Bayview Lane, from Thursday, September 12, 2013 through Sunday, September 15, 2013 for motorcycle parking in designated parking spaces. Road closure for motorcycle traffic will be monitored by private security personnel. Proper clearance from the corner shall be maintained and all traffic safety regulations shall be observed. The streets shall be maintained in a clean and orderly condition at all time. The permittee shall assume all risks related to or in connection with the permitted activity and shall be solely responsible for damage or injury, or whatever kind or nature to person or property, directly or indirectly arising out of or in connection with the permitted activity or the conduct of permittee's operation. For the protection of the public and the Mayor and City Council, the permittee must provide insurance coverage in the amount of one million dollars ($1,000,000) single limit. Said insurance shall name the Mayor and City Council as additional insureds.
Mayor Richard W. Meehan Council President Lloyd Martin Police Commission President Doug Cymek Councilman Dennis Dare Ratified at the Work Session of the Mayor and City Council on August 27, 2013. Mayor Richard W. Meehan
Council President Lloyd Martin Council Secretary Mary Knight
Municode
Page 1 of 1
Sec. 90-51. Creation.

There is hereby established a traffic commission which shall be the same body as is the Ocean City police commission, pursuant to section C-413 of the Charter of the Town of Ocean City.
(Code 1972, 99-84)
Sec. 90-52. Powers.

The traffic commission shall have the power to: (1) (2) Establish speed limit regulations and changes thereof as necessary from time to time. Prescribe by regulation the use of specific streets by specific vehicles, or prohibit the use of specific streets by specific vehicles or prohibit certain pedestrian activities on said streets. Establish by resolution the direction and flow of traffic. Establish by regulation one-way streets. Establish by regulation no parking zones, time limitations on parking in other zones, parking meter zones, times and prices, and loading and unloading zones. Establish and authorize by regulation as necessary any temporary deviation from the commission's regulations.
(3) (4) (5) (6)
(Code 1972, 99-85)
Sec. 90-53. Procedure for establishment of traffic regulations.

The traffic commission shall exercise its powers only as specified in this section. Whenever any member of the commission deems it necessary to regulate traffic in any manner prescribed in section 90-52 hereof, he shall immediately notify and call a meeting of the other members of the commission. The commission shall meet and by majority vote determine the necessary regulation. Said regulation shall be made in writing in the regulation form prescribed in section 90-54 hereof. The commission shall then cause an appropriate sign or signs to be erected and prominently posted in the area affected by said regulation, which said sign or signs shall properly notify the public of the regulation. The commission shall then cause a copy of said regulation to be furnished the Police Department and the Mayor. The said regulation shall become effective upon the signs being posted and the aforesaid copies being delivered. Each member of the City Council and the City Solicitor shall be mailed a copy of said regulation. Regulations so established shall remain in effect until the next regular meeting of the Mayor and City Council and thereafter if ratified by a majority of the Council and agreed upon by the Mayor. In the event, however, that the Mayor and City Council fails to so ratify any such regulation, said regulation becomes immediately null and void and of no force and effect whatever. In the event that the Mayor and Council ratifies said regulation, the Chief of Police shall cause a copy of said regulation to be signed by the Mayor and president of the Council and attested by the Council's secretary, with the date of ratification affixed thereto. Temporary regulations created by the commission shall include a termination date. Said temporary regulations shall automatically become null and void after said termination date.
(Code 1972, 99-86)
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MAYORANDCITYCOUNCIL

M. PublicWorksDirectorDiscussionofModifyingPurchasingPolicyRelativetoUnitPriceSolicitations N. PublicWorksDirectorandBudgetManagerRequestforApprovaltoIncreaseStreetPavingFund withOneTimeSHAGrant O. CityEngineerRequestforApprovaltoPurchaseBoardwalkFiberOpticEquipmentandConnections onStateContract

RatificationofTrafficRegulation201302GrantsPermissionforMotorcycleParkingon1stStreet AdjacenttodeLazyLizardduringOCBikeFestfromThursday,September12throughSunday, September15,2013

Motion to close meeting:

BID FORM PAGE TWO

Dealer Name: Address:

Phone: Officer Name: Title: Signature: Date:

Office of the City Manager P. O. Box 158 Ocean City, MD 21842

BID FORM PAGE THREE

UNIFORM BID FOR POLICE AND FIRE DEPARTMENT

Received By __________________________________ Signature ____________________________________

Received By _________________________________ Signature __________________________________

Received By _________________________________ Signature ___________________________________

Received By ________________________________ Signature __________________________________

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE: ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

She also regularly represents trustees in public finance transactions as well as in

T 1 410 659 4420 F 1 410 659 4525

cguth @mcguirewoods com

Banking and Finance

Representation of municipal authority in connection with acquisition of golf courses

Employee Benefits Qualified Retirement Plans

Advice to multijurisdictional governmental authority in connection with operation and

Representation of regional bnak in connection with purchase of tax exempt bonds

Hotel and Leisure

Representation of master trustee in connection with complex multistate hospital

General counsel to national nonprofit publishing company

McGuireWoods LLP 1 mcguirewoods www 1 1 com

Cheryl O Donnell Guth

Maryland Law Review 1985

University of Maryland Francis King Carey School of Law JD Executive Editor

Towson University BA with Honors 1982

White Inc 2011 2013 Woodward

Named to Maryland s Top 100 Women The Daily Record 2012

Member National Association of Bond Lawyers

Member Howard Community College Campaign Council FY2011 2012

Member Howard County Golf Advisory Committee 2003 2008

com mcguirewoods www

The White Marlin Capital of the World

TO: THRU: FROM: RE: DATE:

FISCAL IMPACT: RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

SPECIAL EVENT ATTENDANCE

Springfest2013washeldattheInletParkingLotfromThursday, May2throughSunday,May5.Attendancewas97,021,down8% from2012.

BUS PERMITS ISSUED

LODGING - SMITH TRAVEL RESEARCH

TOP ZIP CODES MAY GUIDE REQUESTS

WEB MARKETING RESULTS

VISITOR CENTER STATS

GOLF ROUNDS (HOTEL & COURSE)

REQUESTS FOR TRAVEL INFORMATION

Calls for Service

DEW TOUR ATTENDANCE

BUS PERMITS ISSUED

LODGING - SMITH TRAVEL RESEARCH

TOP ZIP CODES June GUIDE REQUESTS

WEB MARKETING RESULTS

VISITOR CENTER STATS

GOLF ROUNDS (HOTEL & COURSE)

REQUESTS FOR TRAVEL INFORMATION

CALLS FOR SERVICE

Received By Signature __

Received By _ Signature __

Received By _ Signature ___

Received By Signature __