MAYORANDCITYCOUNCIL

WORKSESSION
Tuesday,February25,20141:00P.M. AClosedSessionisscheduledfrom11:30A.M.1:00P.M.todiscusslegalandcontractualmatters.

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 REPORTONCLOSEDSESSIONTuesday,February25,201411:30a.m.1:00p.m.

4. 5. ADJOURN E. RequesttoApproveModifiedCarolineStreetPadRotationpresentedbyCityClerk D. RequesttoApproveSoleSourcePurchaseofAmbulance Stretcher Loading System presented by Assistant Fire Chief C. BidAwardRecommendationforBoardwalkArchRecoatingpresentedbyCityEngineer B. RequestPermissiontoExtendSB&CompanyAuditingContractpresentedbyFinance Administrator A. TABFundingAllocationRecommendationfor2014EventpresentedbyGregShockley,Chairman NEWBUSINESS

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 2. Report on Closed Session February 25, 2014 11:30 a.m. 1:00 p.m. Legal and Contractual Matters

NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY DATE AND TIME: PLACE: SUBJECT: VOTE: Tuesday, February 25, 2014 11:30 a.m. City Hall Legal and Contractual 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 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 X 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, February 25, 2014, a closed session was held on Tuesday, February 25, 2014 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 Contractual 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 Executive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

Time adjourned:

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 3. COMMENTS FROM THE PUBLIC
Any person who may wish to speak on a matter scheduled for discussion on the Work Session Agenda may be heard during Comments from the Public for a period of three (3) minutes or such time as may be deemed appropriate by the Council President. Anyone wishing to be heard shall state their name, address and the subject on which he or she wishes to speak.

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 4. NEW BUSINESS A. TAB Funding Allocation Recommendation for 2014 Event presented by Greg Shockley, Chairman

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 4A February 25, 2014

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Donna Abbott, Tourism & Marketing Director TAB recommendation for sports funding February 14, 2014 TAB recommends funding the purchase of temporary fencing and mounds by North Atlantic Sports for use in youth baseball tournaments at Northside Park. At its December 2013 meeting, TAB unanimously approved a request from North Atlantic Sports for the purchase of temporary fencing and mounds to use at tournaments North Atlantic Sports is bringing to Northside Park. Robert Moose Holland of North Atlantic Sports made the request. The Recreation & Parks Commission supports this request. Mr. Holland has been running softball tournaments in Ocean City for over 30 years. He is also now a district vice president for United States Specialty Sports Association (USSSA). In order to attract youth baseball tournaments, fields have to be a certain size. Mr. Holland requested up to $21,000 for temporary fencing and mounds. His goal is to bring 8-18year-old players during an April-May timeframe.

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

Funds are available in FY 2014 TAB allocation in the Tourism Department budget to cover up to $21,000 request. Approve TAB funds for the event. Do not approve. Donna Abbott, Tourism & Marketing Director Tourism Advisory Board None

RECOMMENDATION: ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENTS:

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 4. NEW BUSINESS B. Request Permission to Extend SB & Company Auditing Contract presented by Finance Administrator

TOWN OF

The White Marlin Capital of the World

Agenda Item# Council Meeting 4B February 25, 2014

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, CPA, Finance Administrator Request permission to extend contract with SB & Company February 6, 2014 Offer by SB & Company, LLC to extend contract as the Town's auditor for the next three years SB & Company, LLC has been the Town's auditor for the last five years. The five-year contract expired at the end of 2013. SB & Company has offered to extend the contract for the next three years. By keeping the same auditing services, we keep continuity and thus ensure stable auditing practices. SB & Company, LLC proposes the following fees: Fiscal year 2014 = $51,000 Fiscal year 2015 = $53,000 Fiscal year 2016 = $54,000 The fiscal year 2013 audit fee was $50,008.

FISCAL IMPACT:

RECOMMENDATION:

Accept offer by SB & Company to serve as the Town's auditor based on their performance and favorable fee proposal. Issue RFP for FY2017 - FY2021 audit services in January 2017. Issue RFP for audit services. Martha J. Bennett, CPA, Finance Administrator. Not applicable Proposal from SB & Company

ALTERNATIVES RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

February 4, 2014
Ms. Martha Bennett

Finance Administrator Town of Ocean City P.O. Box 158 Ocean City, Maryland 21843
Re: Extension of contract for audit services

Dear Ms. Bennett:

SB & Company, LLC (SBC) is pleased to present our qualifications to continue providing professional auditing services for the Town of Ocean City, Maryland (the Town). We appreciate the opportunity to continue serving the Town for the next three years and beyond. SBC proposes to audit the basic financial statements of governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the Town as of and for the fiscal years ending June 30, 2014, 2015 and 2016, and the related notes to the financial statements, which collectively comprise the Towns basic financial statements. In addition, we will audit the Towns compliance over major federal award programs for the periods ending June 30, 2014, 2015 and 2016. Our audits will be performed in accordance with auditing standards generally accepted in the United States of America. Our Proposed Fees Our proposed fixed fees for the professional services as described above for the fiscal years ending June 30, 2014, 2015 and 2016, including year-round contact to answer questions, are detailed below along with our fees for the prior three years for a comparison: Prior Years Fees For the Fiscal Years Ending June 30, 2011 2012 2013 $ 47,060 $ 48,608 $ 50,008

Proposed Fees For the Fiscal Years Ending June 30, 2014 2015 2016 $ 51,000 $ 53,000 $ 54,000

200 International Circle Suite 5500 Hunt Valley Maryland 21030 P 410.584.0060 F 410.584.0061

We value the opportunity to present our credentials to provide services for the Town of Ocean City, Maryland. If you have any questions, feel free to contact me at any time. Graylin Smith, Engagement Partner Direct phone: 410.584.1401 Cell phone: 410.340.4515 gsmith@sbandcompany.com Sincerely, SB & Company, LLC

By: Graylin E. Smith Managing Member

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 4. NEW BUSINESS C. Bid Award Recommendation for Boardwalk Arch Recoating presented by City Engineer

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 4C Feb. 25, 2014

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Terence J. McGean, PE, City Engineer Bid Award Recommendation Boardwalk Arch Coating February 18, 2014 Recoating the Boardwalk Arch The Mayor and City Council appropriated $40,000 from FY13 fund balance towards recoating the boardwalk arch. Bids for the work were opened at the February 3, 2014 Council Work Session. Six bids were received. Per the attached bid tabulation, the low bid was substantially under both the estimate and the next low bid. Staff has met with the low bidder, All States Construction, and reviewed the scope of work with him and his sub-contractor. The low bidder has included all items in the contract specifications and is not requesting any substitutions. Therefore staff recommends award to All States Construction.

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION:

$22,000 vs $40,000 budgeted Award to the apparent low bidder, All States Construction, in the amount of $22,000. None Terence McGean, City Engineer Department of Public Works 1) Bid Tabulation

ALTERNATIVES: RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

BoardwalkArchCoatingBidTabulation Dumpster Frame Total 2,000.00 22,000.00 8,000.00 35,000.00 700.00 38,700.00 800.00 47,500.00 3,050.00 48,150.00 9,200.00 74,300.00 5,000.00

Bidder AllStates TitanIndustrial R&R MasterApplications ProCoat Maccari Staff

Arch 20,000.00 27,000.00 38,000.00 46,700.00 45,100.00 65,100.00 40,000.00

Bond yes yes yes* yes yes yes

45,000.00 na

*althoughnobondwasnotedatthebidopening,therewasacashiers checkinlcudedwiththebid,itwasfoldedinhalf.

WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 4. NEW BUSINESS D. Request for Approve Sole Source Purchase of Ambulance Stretcher Loading System presented by Assistant Fire Chief

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 4D February 25, 2014

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Chris Larmore, Fire Chief Power-Load Cot Fastening System February 14, 2014 Consideration to sole source purchase a Stryker Power-Load ambulance stretcher loading system The Fire/EMS Division would like to purchase a Stretcher loading system for the new paramedic unit currently on order. This piece of equipment would greatly reduce the chance of back injury to our personnel. Estimated $18,750 for the system installed. Per Jennie Knapp, this piece of equipment will be paid for through recognition of county grant funds in excess of the budget. Approve sole source purchase of the Stryker Power-Load system. Do not purchase at this time, which will increase the cost after the unit is built and delivered. Chris Shaffer, Assistant Fire Chief David L. Recor, City Manager Jennie Knapp, Budget Manager 1) Stryker Power Load proposal 2) Sole source letter (Stryker) 3) Stryker Power Load Quote

ISSUE(S):

SUMMARY:

FISCAL IMPACT:

RECOMMENDATION: ALTERNATIVES:

RESPONSIBLE STAFF: COORDINATED WITH:

ATTACHMENTS:

Bruce Awtry Mid-Atlantic Territory Manager 3800 E. Centre Aveue Portage, MI 49002 Office: 422 Mockingbird Way, Hockessin DE 19707 t: 302.234.6672 f: 215.790.2923 bruce.awtry@stryker.com www.strykerems.com

EMS Equipment

Feb 13, 2014 Ocean City Fire Department 6501 Coastal Hwy Ocean City, MD 21843

Stryker is the sole manufacturer of Stryker EMS ambulance cots, stair chairs, cot fasteners and replacement parts for the mentioned products. As a direct sales representative for Stryker, I am the only factory direct provider in the Mid-Atlantic Territory to include Ocean City, Maryland for EMS products, accessories and parts. If you have any questions or comments feel free to contact me directly. Thank you for the opportunity to assist Ocean City Fire Department with their needs. Sincerely,

Bruce Awtry

Comprehensive Quotation
Sales Account Manager bruce awtry bruce.awtry@stryker.com 1-800-327-0770 Fax: 215-790-2923 Remit to: P.O. Box 93308 Chicago, IL 60673-3308

End User Shipping Address 1154097 OCEAN CITY FIRE DEPT 1409 PHILADELPHIA AVE OCEAN CITY, MD 21842 Customer Contact Chris Shaffer Ref Number 3262176

Shipping Address 1154097 OCEAN CITY FIRE DEPT 1409 PHILADELPHIA AVE OCEAN CITY, MD 21842 Date 11/15/2013 PO Number QUOTE Reference Field OCFD Power-LOAD

Billing Address 1068445 TOWN OF OCEAN CITY PO BOX 158 OCEAN CITY, MD 21843-0158 Quote Type

Line #
1.00

Quantity
1

Item Description
PowerLOAD Options

Part #
6390000000

Unit Price
$18,748.44

Extended Price
$18,748.44

Item Comments

1 1 1 1 Note:

PowerLOAD Standard Comp 6390 Power Load English Manual 1 year parts, labor & travel

6390000000 6390026000 6390600000 7777881660

$18,748.44

$18,748.44

Product Total Freight Tax Total Incl Tax & Freight

$18,748.44 $0.00 $0.00 $18,748.44

Signature: _____________________________________________ Title/Position: _____________________________________________ Date: ___________________ Deal Consummation: This is a quote and not a commitment. This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed before your equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule. Confidentiality Notice: Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryker toRecipientinconnectionwiththisquote,withoutStrykerspriorwrittenapproval,exceptasmayberequestedbylaworbylawfulorderofanyapplicablegovernmentagency. Terms: Net 30 Days. FOB origin. AcopyofStrykerMedicalsstandardtermsandconditionscanbeobtainedbycallingStrykerMedicalsCustomerServiceat1800STRYKER. Cancellation and Return Policy: In the event of damaged or defective shipments, please notify Stryker within 30 days and we will remedy the situation. Cancellation of orders must be received 30 days prior to the agreed upon delivery date. If the order is cancelled within the 30 day window, a fee of 25% of the total purchase order price and return shipping charges will apply.

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WORK SESSION -MAYOR AND CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 4. NEW BUSINESS E. Request to Approve Modified Caroline Street Pad Rotation presented by City Clerk

TOWN OF

The White Marlin Capital of the World

Agenda Item # Council Meeting 4E 2/25/2014

TO: THRU: FROM: RE: DATE:

The Honorable Mayor, Council President and Members of Council David L. Recor, ICMA-CM, City Manager Kelly L. Allmond, CMC Caroline Street Pad February 19, 2014 Modified Caroline Street Pad Rotation List In April 2013, the Ladies Ancient Order of Hibernians Organization surrendered their 2013 position on the Caroline Street Pad because they did not have the Staff. As a result, I offered the position to the Lions Club (scheduled for 2014), but they declined. Ultimately, the Ladies Auxiliary of the Elks #2645 (also scheduled for 2014) accepted and combined forces with the Ocean City Elks Lodge, which was why we only had two booths last year. City Auditor Childs and I carefully reviewed the rotation history to make sure the modification kept the list in good order.

ISSUE(S): SUMMARY:

FISCAL IMPACT: RECOMMENDATION:

None Approve the modifications to the Caroline Street Rotation as presented. Deny the modification and remand back to staff for further review. City Clerk Kelly Allmond Internal Auditor Susan Childs Caroline Street Pad Rotation List

ALTERNATIVES:

RESPONSIBLE STAFF: COORDINATED WITH: ATTACHMENT(S):

ROTATION LIST FOR THE CAROLINE STREET PAD UPDATED FEBRUARY 2014 2010 Ladies Auxiliary of the Elks #2645 Veterans of Foreign Wars Post #8296 Knights of Columbus 4th Degree 2011 Ocean City Lions Charities American Legion Auxiliary #166 Kiwanis Club of Greater Ocean Pines 2012 VFW Wars Post #8296 Ladies Auxiliary Ocean City Elks Lodge Temple Bat Yam 2013 Knights of Columbus #9053 Ladies Auxiliary of the Elks #2645 Ocean City Elks Lodge 2014 Ocean City Lions Club American Legion Post #166 St Mary's Star of the Sea Catholic Church 2015 Knights of Columbus 4th Degree Veterans of Foreign Wars Post #8296 American Legion Auxiliary #166 2016 Kiwanis Club, Ocean Pines/Ocean City Ocean City Lions Charities VFW Post #8296 Ladies Auxiliary 2017 Knights of Columbus #9053 Temple Bat Yam Ladies Auxiliary of the Elks #2645

2018 2019 2020 2021 2022 2023 2024 2025

Ladies Ancient Order of Hibernians Ocean City Elks Lodge Ocean City Lions Club American Legion Post #166 St Mary's Star of the Sea Catholic Church Veterans of Foreign Wars Post #8296 American Legion Auxiliary #166 Kiwanis Club Ocean PinesOcean City Knights of Columbus 4th Degree Ocean City Lions Charities VFW Post #8296 Ladies Auxiliary Temple Bat Yam Knights of Columbus #9053 Ocean City Lions Club Ladies Auxiliary of the Elks #2645 Ladies Ancient Order of Hibernians Ocean City Elks Lodge St Mary's Star of the Sea Catholic Church American Legion Post #166 Veterans of Foreign Wars Post #8296 American Legion Auxiliary #166 Kiwanis Club Ocean PinesOcean City Ocean City Lions Charities Knights of Columbus 4th Degree