Streets and other public places in the City are from time to time temporarily closed and used as sites for art shows, ethnic festivals, neighborhood celebrations and other public events which are privately sponsored but open to the public. Events of this kind serve to improve the quality of life and economic well-being of the residents of the City. They may also result in large numbers of people congregating within the confines of the temporarily closed streets or public places, and the resulting crowd conditions create concerns for police and fire access and control and other concerns relating to the health, safety and welfare of the public and of persons and property in the area. It is therefore essential that a policy be established for governing these events which shall facilitate control over them by the sponsor and by City officials from departments involved with the event to safeguard persons and property.
The following words, when used in this chapter, shall have the meanings herein stated, unless a different meaning clearly appears from the context:
PARADES An organized procession consisting of people, animals, or vehicles or a combination thereof using the public roadways, which does not comply with normal and usual traffic regulations.
[Added 6-17-2014 by L.L. No. 8-2014]
SPECIAL EVENT A preplanned single event or series of events that, because of its nature, interest, location, promotion or any combination of similar influences, is expected to draw 50 or more people and/or vehicular traffic, sponsored by an individual or entity other than the City, proposed to be held on public property or on private property but affecting public property or requiring City support services, for the purpose(s) of entertainment, celebration, amusement, cultural recognition, arts and crafts displays and/or sales, amateur sports demonstration or competition, block parties, parades, races, or similar activities.
SPONSOR The individual, group or individuals, corporation or other entity responsible for organizing the event.
SUPPORT SERVICES Those services which can or must be provided by the City to ensure that a special event is conducted in such a manner as to protect the safety, health, property and general welfare of its citizens. Examples include crowd management and control, traffic management and control, and fire protection.
The City is responsible for determining whether to issue permits and licenses for special events and establishing guidelines for the safe and proper conduct of such special events. To fulfill these responsibilities the City must determine if a special event should be conducted and the terms and conditions under which an approved event may be conducted.
[Amended 6-17-2014 by L.L. No. 8-2014]
It is the sponsor's responsibility to make an application to conduct a special event or parade as provided in this chapter and to furnish any additional information that may be requested. It is the sponsor's responsibility to make any notifications specified in this chapter and to abide by all of the terms and conditions established as part of the approval process. It shall be the sponsor's responsibility to provide for the protection of the safety, health, property and general welfare of those attending and participating in the special event or parade as well as the adjacent properties.
[Amended 6-17-2014 by L.L. No. 8-2014]
A. Notification prior to decision. If the parade or special event requires a street closure(s), the applicant must cause to be posted in the newspaper of record notice of such application within seven days of submitting an application for a special event or parade to the City Clerk. Said notice shall be published for two consecutive days and shall include:
(1) Date the application was submitted to the City Clerk and that the application can be inspected at the City Clerk's office;
(2) A description of the special event or parade;
(3) The name or title, date(s), time(s), and location(s) or route(s) of the special event or parade; and
(4) The name of the applicant.
B. Written public comments regarding the special event or parade application may be submitted to the Clerk within 10 days of the first publication of said notice.
[Amended 6-17-2014 by L.L. No. 8-2014]
A. Permits and licenses.
(1) Approval to conduct a special event or parade by this process does not relieve the sponsor or any participant, including but not limited to food stands, vendors, peddlers or exhibitors, from the responsibility of applying for any other permits or licenses or meeting any other requirements which may be applicable.
(2) Fireworks. All permit, licensing and safety requirements shall be observed. The discharge of personal fireworks is not allowed.
B. Insurance. All events must obtain a liability insurance policy in the amount of $1,000,000 for bodily injury, a minimum limit of $100,000 for property damage, and, in the case that alcohol will be sold at the special event or parade, a minimum limit of $3,000,000 for liability arising from the sale or consumption of alcohol, with the City named as an additional insured, or a larger amount in the discretion of the Mayor. This insurance shall satisfy all insurance requirements for the City for holding the special event. Additional insurance requirements of City departments shall be considered by the Mayor in formulating the amount of coverage required. The insurance policy shall be subject to the review and approval of the Corporation Counsel of the City.
C. Due date. All required permits, licenses, fees, security deposits and insurance policies must be obtained no more than 14 days prior to the date of the event, with a copy of each submitted to the City Clerk.
An application fee as prescribed by resolution of the Common Council will be charged. Other costs may be charged based on estimated costs to the City.
[Amended 6-17-2014 by L.L. No. 8-2014]
Applicants shall be required to post a cash deposit or bond with the City Clerk in the amount of $100 minimally and possibly more based on the size of the event and the anticipated cost to the City. The Mayor may waive this deposit with reasonable discretion. The cash deposit will be applied against any damage to streets or public property and any cleanup expenses incurred by the City as a result of the permitted event. The cash deposit will be returned to the applicant if the City finds that no damage has been committed or cleanup required. The unused portion of any cash deposit partially applied against damage caused by, or cleanup by, the permitted event shall be returned to the applicant.
Departments that participated in an approved special event shall submit to the Mayor and designated Council Committee any comments or suggestions for the future within two weeks after the event.
[Added 6-17-2014 by L.L. No. 8-2014]
If it is found that the applicant misrepresents material submitted in the application, or fails to meet the notification obligations, or fails to comply with this chapter, or any combination thereof, then the Mayor may deny said application or revoke application approval and all fees paid to the City will be forfeit.
[Added 6-17-2014 by L.L. No. 8-2014]
The City Clerk shall post all confirmed and pending applications for special events and parades to the City's website. The City Clerk shall distinguish between pending applications and approved applications on the website. Approved special events and parades will remain on the City's website for at least 30 days following the completion of the event. The City Clerk will remove pending applications that have been denied within seven business days of their denial.