MAYORANDCITYCOUNCIL

WORKSESSION
Tuesday,October28,20141:00P.M.

AClosedSessionisscheduledfrom12:001:00P.M.todiscusslegalmatters.

AGENDA

1. CALLTOORDER

2. REPORTONCLOSEDSESSIONTuesday,October28,201412:001:00p.m.

3. ACKNOWLEDGEMENTSANDRECOGNITIONS
A. RetirementRecognitionofEngineeringAssociateKennethJordan

4. COMMENTSFROMTHEPUBLIC
AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgenda
maybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmay
bedeemedappropriatebytheCouncilPresident.Anyonewishingtobeheardshallstatetheirname,
addressandtheAgendaitemonwhichheorshewishestospeak.

5. NEWBUSINESS

A. SHAFallMeetingpresentedbyDistrictEngineerDonnieDrewerandAssistantDistrictEngineer
DallasBaker

B. RequesttoApproveOCAirShowMOUpresentedbySpecialEventsDirector

C. DiscussionofBeachPatrolBuildingValueEngineeringItemspresentedbyCityEngineer

D. RequesttoApprove2015MayorandCouncilMeetingSchedulepresentedbyCityManager

6. ADJOURN

WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014



2. Report on Closed Session October 28, 2014 12:00
1:00 p.m. Legal Matters



NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY


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
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

DATE AND TIME: Tuesday, October 28, 2014 12:00 p.m.
PLACE: City Hall
SUBJ ECT: Legal Matters
VOTE: UNANIMOUS
OTHER: FOR:


AGAINST:
ABSTAIN:
ABSENT:
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,
October 28, 2014, a closed session was held on Tuesday, October 28, 2014 at
12:00 p.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 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 J oe Mitrecic
City Solicitor Guy Ayres
Risk Manager Eric Lagstrom
Police Captain Mike Colbert
Executive Office Associate Diana Chavis

Action(s) taken:
Motion to close meeting:




H:\Wpdoc\closedsess.wpd


















WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014


3. ACKNOWLEGEMENTS AND RECOGNITIONS

A. Retirement Recognition of Engineering Associate
Kenneth Jordan


IN APPRECIATION OF KENNETH D. JORDAN
38 YEARS OF SERVICE
Kenneth D. Jordan has contributed Thirty-eight (38)
years of dedicated service to the Town of Ocean City, where he began
his career in 1976; and

WHEREAS, Kenneth D. Jordan has played an integral role in the
Town of Ocean Citys Engineering Department for the past Thirty-
eight (38) years; and

WHEREAS, Kens duties in the Engineering Department included
making drawings and charts to update city maps; reviewing
subdivisions and approval of site plans and the installation of city
sidewalks and upgrading of city streets. In addition to that, Ken
became the go to expert on Ocean Citys history. Everyone at City
Hall would ask Ken if we wanted to know anything about Ocean
City.

NOW, THEREFORE, I, Richard W. Meehan, Mayor of the Town of
Ocean City, Maryland, along with the Ocean City Council, do hereby
commend Ken for his Thirty-eight (38) years of devoted service and
wish him a happy and healthy retirement.

IN WITNESS WHEREOF, I have hereunto set my hand and caused
the Great Seal of the Town of Ocean City, Maryland to be affixed this
28
th
day of October, in the year of Our Lord two thousand and
fourteen.




______________________________
RICHARD W. MEEHAN
Mayor


















WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014


4. 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, OCTOBER 28, 2014


5. NEW BUSINESS

A. SHA Fall Meeting presented by District Engineer Donnie
Drewer and Assistant District Engineer Dallas Baker



TOWN OF
The White Marlin Capital of the World




TO: The Honorable Mayor, Council President and Members of Council
FROM: David L. Recor, ICMA-CM, City Manager
RE: Maryland State Highway Administration (SHA) Fall Meeting
DATE: October 22, 2014


ISSUE(S): Bi-annual meeting with the MD State Highway Administration

SUMMARY: SHA District Engineer Donnie Drewer and Assistant District
Engineer Dallas Baker will discuss the Rt. 50 Bridge, Rt. 90
Dualization, and various areas along both Coastal and Baltimore
Avenue requiring maintenance. Status reports for several
projects will also be provided.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Review items for discussion.


1
st
Class Resort and Tourist Destination

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Hal Adkins, Public Works Director
Terence McGean, City Engineer

COORDINATED WITH: Donnie Drewer, SHA District Engineer
Dallas Baker, SHA Assistant District Engineer

ATTACHMENT(S): Agenda

Agenda Item # 5A
Council Meeting October 28, 2014
STATE HIGHWAY ADMINISTRATION
FALL MEETING WITH
MAYOR & COUNCIL OF OCEAN CITY
October 28, 2014

AGENDA

1. Route 90 Dualization status update.

2. Possibility of upgrading the median landscaping along Coastal Highway, in the future.

3. Ocean City Staff has developed a list of catch basins and brick pavers along Coastal
Highway and Baltimore Avenue that need work.

4. What intersection improvements are planned along MD 528 relative to signal
improvements, ADA issues, Ped. Signal poles, etc. for the time frame of this fall thru the
spring of 2015?

5. What is the status of the Bicycle Wrong Way signage project?

6. What is the status of the MD 378 Bump Out project?

7. What is the status of the 101
st
Ped. Signal project?

8. What is the status of the conceptual D/E for the Road Diet?

9. Are there plans to install additional median lighting in the area of 49
th
Street as discussed
in a previous Ped. Safety Meeting?

10. What, in general, have been issued in the way of utility upgrade permits for any work
along the MD 528 and MD 378 for this fall and next spring? Gas work? Etc.?

11. Historically there was a discussion about installing a directional sign in the vicinity of
41
st
Street, relative to the Senior Center. This issue may have actually been raised by
County Department of Public Works representatives. What became of that request and
on a similar note, is it feasible to get similar directional signage in the vicinity of MD 528
at 123
rd
and 127
th
Streets denoting the location of the Northside Park Recreation
Complex?

12. Rt. 50 Bridge Issues:

What is the status of sidewalk upgrades along the west side of the bridge
approach, where the sidewalks are crumbling?
What is the status of any painting efforts on the bridge railings, wall insets areas,
etc.?
Is the Snow Hill Shop currently stocking fence repair parts in case of damage?

13. Please provide an update on any Ped. improvements in the general area of West Ocean
City that would be of a benefit to those from the Rt. 50 Bridge west to the area of Golf
Course Road.

:lms


















WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014


5. NEW BUSINESS

B. Request to Approve OC Air Show MOU presented by
Special Events Director


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: Frank C. Miller, Special Events Director
RE: 2016-18 OC Air Show MOU
DATE: October 28, 2014


ISSUE(S): Renewal of and modification to the OC Air Show MOU, 2016-18

SUMMARY: Bryan Lilley, the producer for the OC Air Show, has requested
modifications to the MOU as part of its renewal for 2016 through
2018. The current MOU is in place through the June 13-14, 2015
event.

1. Wording for Show Center Beach making it more generic to allow
for modification to or movement of show center.
2. New wording that allows for an automatic rolling renewal without
needing to go in front of M&CC, UNLESS M&CC choose to make a
change, discuss modification or cancel the event.
3. Holding two weekends for the event (second and third weekends
of June) for the promoter to potentially adjust dates subject to jet
team schedules.
4. Timing of the automatic rolling renewal to take effect immediately
after the current air show allowing for the August DD2535 military
demonstration request submittal deadline.
5. Grandfathering in the placement of 36 boardwalk banners at 18
locations (sets of two) without payment for services by the Town
related thereto.

FISCAL IMPACT: Additional $950 cost absorbed by Town each year for placement of
boardwalk banners.

RECOMMENDATION: Approve renewal of OC Air Show MOU with modification 1, 2, 3 and 5
with the understanding that holding two dates for the Air Show does
not provide an exclusive to the event. The weekends may be booked
by other events as deemed appropriate and approved by M&CC.

In relation to Item 4, it is recommended that a buffer of 30 45 days
be written in, between conclusion of the current years event and the
execution of the 3
rd
year renewal, for Town departments and M&CC
to review fulfillment of Town expectations.

The $950 banner fee shall be considered part of the up to $100,000
in in-kind Town Services already provided as part of the MOU.


1
st
Class Resort and Tourist Destination

Agenda Item # 5B
Council Meeting October 28, 2014
ALTERNATIVES: As determined by Mayor and Council.

RESPONSIBLE STAFF: Frank C. Miller, Director - Special Events Department

COORDINATED WITH: Recreation and Parks Commission
Bryan Lilley (Event Producer)

ATTACHMENT(S): Draft MOU



Page 1 of 6
TOWN OF OCEAN CITY
301 BALTIMORE AVENUE
OCEAN CITY, MARYLAND 21842


MEMORANDUM of UNDERSTANDING
BETWEEN
THE MAYOR AND CITY COUNCIL TOWN OF OCEAN CITY, MARYLAND
AND
OCEAN CITY AIR SHOW, LLC.

SUBJECT: OCEAN CITY AIR SHOW 20163, 20174 and 20185 (OCAS)


1. Purpose. This Memorandum of Understanding (MOU) defines the terms by which the
Ocean City Air Show (EventOCAS) shall be presented in 20163, 20174 and 20185, provides
an automatic approval for a future year and identifies what each party shall accomplish
and the suspense dates for each. The annual Private Event Application for the Air Show
and all signed disclosures shall be incorporated into this MOU by reference.

2. Request for Permission to Conduct Event: Ocean City Air Show, LLC (OCLLCOCAS)
has approached the Town of Ocean City (TOC) for the continued conduct of an air
showEvent. A successful Air ShowEvent has been accomplished annually since for five
years from 2008 to 2012. This MOU follows and incorporates an annual review of a
Private Event Application by the City Staff and approval by the Mayor and City Council.

3. Event Summary: Ocean City Air Show, LLC, shall produce the 20163 OC Air
ShowEvent CAS with assistance from with the TOC, which scheduled towill take place on
Saturday and Sunday, June 8 and 9the second or third weekend (Saturday and Sunday) of
June each year with a preview/rehearsal day on Friday, June 7, 2013the day prior and on a
mutually agreed upon weekend in future years. The 2013 2016 Air ShowEvent and future
productions of the same shall include the United States Navys Blue Angels demonstration
teama major military jet demonstration team serving as the anchor for the show including
with participation by other recognized and marketable military aerial demonstrations and
fly bys, civilian aerial demonstrations and ground exhibits.

4. Scope. This Memorandum of Understanding includes the planning, coordination and
execution of OCAS Event and identifies tasks/responsibilities for each party. This
memorandum shall remain in force until terminated by either party.

5. Financial Agreement: The Town of Ocean City shall provide an annual allocation of
$35,000.00 to the OCAS Event to be spent by the Town in support of the air show with a
forecasted budget as follows and will be and managed by the Towns designated
representative.:

a. Air Boss..$3,000.00
b. Announcer..$3,000.00


Page 2 of 6
c. Public Address Contractor..$10,000.00
d. Military Demonstration Team Fees ($6,000.00 per day for 2 days)....$12,000.00
e. Aviation Fuel (price per gallon determined at fuel truck price)....$7,000.00

These funds will be dispersed using the Towns Financial Management System.
In the event there are unapplied funds remaining after the payment of the above budget
items, they will be applied to OC Municipal Airport flight operations related expenses such
as performer fees, smoke oil, aircraft fuel/oil, etc. The expenses that these the annual
allocation funds are spent on will be by mutual agreement of OCLLC OCAS and TOC in
writing.

6. The attached Eevent site diagrams provided annually and approved by the Mayor and
City Council shall be a part of this MOU.

7. The following identifies the responsibilities of Ocean City Air Show, LLC (OCAS):

a. Soliciting and securing all sponsorships while complying with the
Towns beverage and sun careother product sponsorships. Event
sSponsorships shall not include drugs, sex or tobacco. Alcohol or gambling
sponsorship is permissible provided that no messages encourage the act of
gambling or promote the consumption of alcohol. Alcohol-related messages
must be used as a positive teaching public service announcement, i.e. beer
name - Drink Responsibly.
b. Coordinating all air operations.
c. Complying with the OC Air ShowEvent Timeline (attached annually).
d. Paying for any Town of Ocean CityTOC supplied in-kind services beyond the
$100,000.00 in-kind services approved each year. In-kind services are tracked
by the Towns budgeting process.
e. Creating, printing and paying all invoices related to each show by August 31st
of each year.
f. Coordinating all advertising and promotion supplementary to the Towns.
f.g. Paying for any non-grandfathered fees related to banner placements or other
fee - structured TOC assets.within the scope of the Town and its areas of
responsibility.
g.h. Keeping the Mayor and City Council fully informed of actions related to the
Air Show including updates as necessary at scheduled meetings of the Mayor
and City Council.. This will require an update once every 90 days until the
show.
h.i. Complying with all Federal, State, County and City statutes, ordinances and
codes.
i.j. Coordinating the Public Address system or an acceptable means of
broadcasting the narration and audio for the OCAS Event to the spectators on
the beach from 14
th
Street to 17
th
Street.
j.k. Providing the tents, food and beverage vendors for the area defined each year
as Show Center and approved by the Mayor and City Council, which will
extend from the Boardwalk to the high water mark between 14
th
and 17
th

Streets, allowing Ocean City Beach Patrol (OCBP) vehicle passage directly
from the west to the east perimeters.


Page 3 of 6
k.l. Providing $5,000,000.00 in liability insurance as follows:
1. Insurance shall provide for $1,000,000.00 per occurrence coverage
and $5,000,000.00 aggregate coverage.
2. Insurance shall list Ocean City Air Show, LLC as named insured and
Town of Ocean City Mayor and City Council, and Town employees,
contractors and vendors as additional insured. This document must be on
file with the Towns Risk Manager prior to the arrival of any air show
related aircraft.
l.m. Coordinating all military and civilian performer participation.
m.n. Coordinating ground exhibits.
n.o. Providing contract security for Show Center and the military recruiting
displays in the Inlet Lot.
o.p. Preparing and submitting all applications/permits with the Town of Ocean
City, Department of Defense, USCG, Federal Aviation Administration (FAA),
Worcester County for alcoholic beverages, and Health Department for food
and with the Towns Fire Marshal for tents.
q. Contracting and coordinating for event managementrequired services and
performances for the OCASEvent.
p.r.Contracting the items identified for payment through TOCs annual Event
fund allocation.
q.s. Providing hotel rooms for all performers.
r.t. Insuring the local Banner Plane Businesses may operate before, during (two
fly-by windows in sequence) and after Air Show Operations.
s.u. Concluding a mutually agreeable contract with the Beach Franshise Vendors
located within the footprint of the Show Center for the period of load in to
load out.
v. Providing the proper quantity of portable toilets on the beach within Show
Center, which are to be serviced daily.
t.w. Providing trashcan liners and consolidating all solid waste to trash
recepticles within Event footprint
u.x. If OCAS is not able to secure one of the following headline acts before March
1st of any year during the term of the agreement, then TOC shall have the
right to cancel the event for that respective year. Headline acts shall be
defined as:
1. U.S. Air Force Thunderbirds
2. U.S. Navy Blue Angels
3. Canadian Air Force Snowbirds
4. OneTwo (12) or more U.S. mMilitary single ship jJet
demonstrations Capabilities Demonstrations
OCAS LLC will inform the Towns representative that this requirement has
been met by March 1
st
of each year.
v. Comply with the Towns food and beverage franchise agreement.

8. The Town of Ocean City is responsible for providing:
a. Advertising annually to include:
1. One (1) each 24 x 40 billboard from May 1
st
through the final
day of the show each year.
2. Displaying 1 each banner (3 x 20) at Route 90 from April 1 though


Page 4 of 6
the final day of the show each year if space is available.
3. Including the OC Air Show in local advertising where possible.
4. Six (6) ea 6 x 3 bus boards from April 1 though the final day of the
show each year.
5.4. Placement of 20 18 pairs of banners provided by OCAS on all
Boardwalk
lamp posts from April 1 through the final day of the show one (1)
month prior to the secondfirst public event day each year. The fee for
this banner placement shall be grandfathered at no charge consistent
with past years beginning in 2008.
5. Placement of 14 pole banners on the Route 50 bridge from May 1
st
each
Year until to the second public event day at the banner fee placement
cost charged for installation of such
at the aforementioned fee.
b. Contracting the items identified in the TownsPayment of designated Event
costs through TOCs Air Show annual Event fund allocation.
c. Up to $100,000.00 of in-kind services as determined by the Town.
d. The Ocean City Airport as the support site for aviation operations at no
additional cost to the Town.
e. Use of all ground support equipment currently available at the airport at no
additional cost to the event unless the TOC incurs a cost in sourcing it from a
third party.
f. Conducting a Media Day at the Ocean City Airport during the rehearsal day
of each year.
g. Access to the beach in the area of Show Center and a 300 x 150 space in the
northwest corner of the Iinlet Pparking Llot for military recruiting displays
and mobile marketing tours that do not compete with boardwalk businesses.
h. Complying with the annual Air Show Timeline (attached). The Timeline will
be composed by and agreed to by the primary agents for the Air Show and
the TOC.
i. Public Safety support, maintaining the beach, public transportation as stated
and trash removal. Promoter must put all solid waste in containers.
j. Submitting permits with the United States Coast Guard (USCG).
k.j. Sand fencing around and within at Show Center.
l.k. Emergency oOperations and response.
m.l. Notice To All Airmen (NOTAM) providing times and locations of closed air
space.
n.m. Letter to Boat Operators providing dates and times of closed surface
(ocean) and air space.
o.n. 15th, 16th, 17th and 18th Streets from Baltimore Avenue to the
BoardwalkStreet-based exhibit/VIP parking locations for ground displays
and air show related vendors as approved by Town representative, Fire
Marshal and the Mayor and City Council from time to time as changes are
requested. The exhibit locations will remain consistent with past events
unless there is a change in the location of Show Center. Previous locations
included street ends of varying lengths between Baltimore Avenue and the
Boardwalk from 12
th
Street to 20
th
Street.All but the east most 50 feet of 18th
Street will be used for Air Show related parking. When provided written


Page 5 of 6
approval by all businesses/property owners located on either side of 12th
Street to 14th Street, block off the east most 100 feet for displays and air
show related vendors. On 19th Street and 20th Street, block the east most 50
feet for displays and air show related vendors.
p. Permitting OCAS to access control a three block area on the beach beginning
at the mean high tide line and sell tickets to said area. OCLLCOCAS shall
be permitted to serve beer, wine and malt beverages (not to exceed 22%
alcohol per volume) on the beach from 11:00 a.m. until 4:00 p.m. in the area
defined as Show Center on one rehearsal day and Saturday and 12:30 p.m. to
4:00 p.m. on Sunday and oninside this area on Friday, Saturday and Sunday
of the event mutually agreed upon dates in future shows, subject to approval
by the Worcester County Board of License Commissioners.
q. One (1) City-owned bus and driver for transportation of performers and
aircraft ground crews to and from the NASA Wallops Flight Facility on upon
the arrival of the military jet team support staff. and as agreed immediately
following the event.
r. Shuttle bus service directly to the Air Show (16th Street)Center area from the
south Convention Center Parking Lot (if lot is available). Air Show patrons
will not pay to park but will pay any existing fees for the bus service. Priority
for this lot is to events contracted by the Towns Convention Center.
s. The TOC will permit the sale of food, and beverage and air show relaalted
merchandise on the beach within Air Show Center. For this purpose, a
Beach Franchise shall be approved by the Mayor and Council.

9. The terms of this MOU shall be three (3) years with a termination date of December 31,
2015with an automatic one year extension added annually at the conclusion of the show
each year to allow consistent future scheduling of military jet demostration teams, unless
sooner terminated as provided herein.

10. Operational Security Provision: In the event of exigent circumstances arising during
the course of the Air Show, the Town may, at its sole discretion, deploy or divert such
public safety personnel and resources as deemed necessary. In the event of an emergency,
the Town of Ocean City may cancel the event in the course of its emergency procedures. In
the event of inclement weather the parties, after consultation with the OCAS Management
and Event Air Show performers, may cancel or postpone the event.

11. The Town of Ocean City shall receive no portion of the OCAS Event profits.

12. The Special Events Director of the Town of Ocean City or his appointee shall serve as
the Towns Agent for the planning, coordination and execution of the Ocean City Air
Show. The primary Agent for Manager of the Ocean City Air Show, LLC shall serve as
the representative of OCASEvent.

13. Termination. This Agreement shall be effective when signed below and may be
terminated by either party in the event of a material breach or as designated herein.
Before such a material breach termination, the party citing the material breach shall give
the breaching party thirty (30) days written notice and an opportunity to cure the breach
within such period.


Page 6 of 6

14. In the event a dispute arises regarding this MOU, which cannot be resolved by the
parties, the matter shall be submitted to mediation before commencement of litigation or as
agreed by the parties.

15. Non Assignment. The parties hereto recognize that the current Manager of Ocean City
Air Show, LLC C Air Show, LLCis an integral part of the success of the Air Show and is
the key Event facilitatorman, and without his active participation in the organization and
promotion of the Air Show the Town of Ocean City would not enter into this MOU. This
MOU is not assignable by Ocean City Air Show, LLC without the express written consent
of the Mayor and City Council of Ocean City, which consent may be withheld for any
reason at the sole discretion of the Mayor and City Council of Ocean City. Furthermore,
should the current Mmanager cease to be associated with Ocean City Air Show, LLC or be
unable to actively participate due to death, incapacity or for any other reason, the Mayor
and City may terminate this MOU.

16. No Partnership. This MOU does not create a partnership or any other business entity
or affiliation between the parties, other than to define the respective rights and obligations
of the parties as to the presentation of the Ocean City Air Show.








17. Final Agreement. This MOU represents the final agreement between the parties hereto,
and shall only be amended or modified by written agreement between the parties.



Ocean City Air Show, LLC
Bryan S. Lilley, Manager,
on behalf of Ocean City Air Show, LLC


David L. Recor
City Manager
For the Mayor and City Council



Date___________________

Date___________________


















WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014


5. NEW BUSINESS

C. Discussion of Beach Patrol Building Value Engineering Items
presented by City Engineer






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: Terence J. McGean, PE, City Engineer
RE: Beach Patrol Headquarters Value Engineering Items
DATE: October 8, 2014


ISSUE(S): The Mayor and Council requested further evaluation of two Value
Engineering alternates taken during the Beach Patrol Headquarters
bidding process.

SUMMARY: The total life cycle cost to use a standing seam metal roof versus an
asphalt shingle roof and to use LED light fixtures versus high
efficiency fluorescent (HEF) light fixtures were analyzed.

The combined energy savings and expected longer life of the metal
roof still do not justify the additional cost for the metal roof versus
shingles.

The LED fixtures in question were in the stairwells only. Many of the
other standard fixtures in the building remain LED. The energy
savings from these particular LED fixtures will not cover the
additional expense of the lights.

FISCAL IMPACT: Additional cost for metal roof is $53,590. Additional cost for LED
lights is $7,600.

RECOMMENDATION: Accept the savings from both Value Engineering alternates, shingles
in place of a metal roof and high efficiency fluorescent fixtures in
place of LED fixtures.


Financially Sound Town Government

ALTERNATIVES: 1) Increase project budget and use LED lighting in the stairwells
2) Increase project budget and install a metal roof

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Gillis Gilkerson, Construction Manager
CQI Associates, Energy Consultant
ESG, Energy Performance Contractor

ATTACHMENT(S): Value Engineering Analysis

Agenda Item # 5C
Council Meeting October 28, 2014
BeachPatrolHeadquartersValueEngineeringAnalysis
RoofAlternativeAnalysis
MetalRoof AsphaltShingles
ConstructionCost 72,800.00 19,210.00
Estimatedlife(years) 50 30
Annualconstcosts 1,456.00 640.33
PotentialAnnualEnergysavings
Totalann.estbuildingenergycost 15,000.00 15,000.00
annHVACenergycost40%/total 6,000.00 6,000.00
annHVACenergyduetoenvelope30% 1,800.00 1,800.00
Estenergysavingsformetalroof20% 360.00 0
Netannualcostswithenergysavings 1,096.00 640.33
Recommendation:Asphaltshingles
LEDvshighefficiencyfluorescentLightingAnalysis
NetadditionalcostforLEDLights $7,600.00
PotentialEnergySavings
Wattagereductionperfixture 32
Numberoffixtures 10
Hoursuseperday 24
Daysusedperyear(AprilSept) 365
TotalannualKwhreduction 2,803
Est.costperkwh $0.13
Annualsavings $364.42
Paybackinyears 20.9
Lifetimeinyears(25,000hours) 2.85
Recommendation:Higheffeciancyflourescent

















WORK SESSION -MAYOR AND CITY COUNCIL
TUESDAY, OCTOBER 28, 2014


5. NEW BUSINESS

D. Request to Approve 2015 Mayor and Council Meeting
Schedule presented by City Manager





TOWN OF
The White Marlin Capital of the World




TO: The Honorable Mayor, Council President and Members of Council
FROM: David L. Recor, ICMA-CM, City Manager
RE: 2015 Mayor and Council Meeting Schedule
DATE: October 20, 2014


ISSUE(S): Mayor and City Council 2015 meeting dates

SUMMARY: According to the Charter of the Town of Ocean City, Section
C-404, it is required that the Mayor and Council meet at regular
times, but no less than once a month. This calendar proposes 47
meeting dates.

Regular meetings are set for the first and third Monday of each
month at 6:00 p.m. If the Monday meeting falls on a scheduled
municipal holiday, the meeting is moved to the following day.
Work sessions are scheduled on the Tuesday prior to a regular
meeting and generally include a closed session beginning at noon
followed by the open session at 1:00 p.m.

FISCAL IMPACT: Not applicable

RECOMMENDATION: Approve schedule as presented.


Excellent Service through a High Performing Town Organization

ALTERNATIVES: Refer to Mayor and Council.

RESPONSIBLE STAFF: David Recor, City Manager

COORDINATED WITH: Council President Lloyd Martin
Diana Chavis, Executive Office Associate

ATTACHMENT(S): 1) 2015 proposed schedule
2) 2015 calendar
3) Charter C-404

Agenda Item # 5D
Council Meeting October 28, 2014


January February March
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7
4 5 6 7 8 9 10 8 9 10 11 12 13 14 8 9 10 11 12 13 14
11 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 21
18 19 20 21 22 23 24 22 23 24 25 26 27 28 22 23 24 25 26 27 28
25 26 27 28 29 30 31 29 30 31


April May June
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
1 2 3 4 1 2 1 2 3 4 5 6
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20
19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27
26 27 28 29 30 24 25 26 27 28 29 30 28 29 30
31

July August September
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
1 2 3 4 1 1 2 3 4 5
5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12
12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19
19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26
26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30
30 31

October November December
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5
4 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12
11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19
18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26
25 26 27 28 29 30 31 29 30 27 28 29 30 31

2015 Calendar
HOLIDAYS REGULAR SESSIONS WORK SESSIONS
MML Conference J une 28 J uly 1
H:\Word\AGENDA\2015 Mayor and City Council Meeting Schedule.doc
MAYOR AND CITY COUNCIL
2015 REGULAR MEETINGS

The Mayor and City Council meet for their Regular Session on the 1
st
and 3
rd
Monday
of every month. If Monday is a holiday, the meeting is held the following day. All
meetings begin at 6:00 p.m.

January 5 July 6
Tuesday, January 20 July 20
February 2 August 3
Tuesday, February 17 August 17
March 2 Tuesday, September 8
March 16 September 21
April 6 October 5
April 20 October 19
May 4 November 2
May 18 November 16
June 1 December 7
June 15 December 21



MAYOR AND CITY COUNCIL
2015 WORK SESSIONS

Work Sessions are held at 1:00 p.m. the Tuesday prior to a Regular Monday night
meeting. A closed session precedes each open session, traditionally beginning at
12:00 p.m. but subject to change if needed.


January 13 July 14
January 27 July 28
February 10 August 11
February 24 September 1
March 10 September 15
March 31 September 29
April 14 October 13
April 28 October 27
May 12 November 10
May 26 December 1
June 9 December 15
June 23

C-404. Meetings of Mayor and Council. (176A)
The newly elected Mayor, together with the newly elected Councilmen and the incumbent
Councilmen shall meet at 7:30 p.m. on the Thursday in November immediately following the
election, for the purpose of organization. At said organizational meeting, the Councilmen shall elect
one (1) of their members as President, who shall serve at the pleasure of the Council and shall
preside at meetings of the Mayor and City Council. The Mayor and Council shall appoint one (1)
member of the Council to serve as Secretary. After such organizational meeting, the Council shall
meet regularly at such times as may be prescribed by its rules, but not less frequently than once
each month. Special meetings shall be called by the Clerk-Treasurer upon the request of the
Mayor, Council President or a majority of the members of the Council. Except for those meetings
permitted to be closed under state law, all meetings of the Mayor and Council shall be open to the
public, and the rules of the Council shall provide that residents of the town shall have a reasonable
opportunity to be heard at any meeting in regard to any municipal question. All appointments to city
boards, commissions and committees, and the confirmation vote thereon, shall be made at open
public meetings.
(Res. of 2-21-1972; Res. No. 1976-11, 1-5-1976; Res. No. 1981-10, 12-21-1981; Res. No. 1982-6, 4-5-1982; Res.
No. 1987-2, 6-15-1987; Res. No. 1990-2, 9-3-1990; Ord. No. 2012-2, 7-10-2012)
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