[Amended 7-3-2018 by L.L.
No. 8-2018]
The following information and materials are to be submitted
with an application for a special event permit. A single application
may be made for a recurring event or a series of similar events (not
to exceed six in a three-month period) that are of like size and scope.
A.
A completed special event application form which includes the following
information:
(1)
The name, address and telephone number(s) of the person(s) who will
be organizing the event and who can be contacted prior to and during
the event by Town officials.
(2)
The address of the event location.
(3)
The proposed dates and hours of the special event, including setup
and shutdown times.
(4)
The expected maximum number of persons intended to use the property
at one time and collectively, including organizers, employees, vendors,
exhibitors and spectators/participants.
(5)
Expected number of automobiles and other vehicles intended to use
the property at one time and collectively.
(6)
The name, address and telephone number of the person(s) who will
be engaged in the preparation and/or sale of food, alcohol, or beer
and a copy of the State Liquor Authority license and County Department
of Health Services permit number for the activity.
(7)
The name, address and cellular telephone number of any security company
which will work on the premises, and a description of the duties to
be performed.
(8)
The dimensions of any tents to be utilized for the event. All tents
erected in connection with an event will require an application to,
and the approval of, the Building Department.
(9)
Certification that the property where the event is to take place
is not subject to any covenant or restriction limiting its use, or
if the use is restricted by easement or otherwise, a copy of a survey
or diagram depicting the easement area and any reserved area where
development rights are intact.
(10)
The applicant must provide a certificate of general liability
insurance naming the Town of Southold as an additional insured with
limits of $1,000,000 per occurrence or such other limit as may be
required by the Town Board for events where expected attendance exceeds
500 attendees.
B.
The appropriate application fee.
(1)
The fees for special event permits shall be proscribed by a resolution
of the Town Board.
C.
A general description of the proposed event including:
D.
A parking/event plan showing:
(1)
The size of the property and its location in relation to abutting
streets or highways.
(2)
The size and location of any existing building(s) or structure(s)
that will be in operation during the course of the event and any proposed
building, structure or signs to be erected temporarily for the event.
(3)
The location of the stage or tents, if any.
(4)
The designated areas of use for spectators, exhibitors, vendors,
employees and organizers.
(5)
The location of all exits.
(6)
The location of all fire extinguishers and other fire safety equipment.
(7)
The location of all temporary utilities to be installed for the event,
if any.
(8)
The layout of any parking area for automobiles and other vehicles
and the means of ingress and egress for such parking areas. The parking
spaces must allow for 300 square feet per car.
(9)
A traffic control plan for vehicles entering and leaving the site
for the proposed event.
(10)
A plan for the use of live outdoor music, loudspeakers and other
sounds which will be used, if any, and the type and location of speakers
and other audio equipment.
(11)
A description of emergency access and facilities related to
the event.
(12)
Provisions to dispose of any garbage, trash, rubbish or other
refuse.
(13)
The location and a description of any additional lighting to
be utilized in conjunction with the event.
(14)
The location of sanitary facilities on site.
E.
A description of any signage to be displayed adjacent to a Town,
county or state road, including size, location and dates of display.
F.
A certificate of insurance not less than $2,000,000 naming the Town
of Southold as an additional insured.
G.
A minimum cleanup deposit of $250.
H.
The Town Board may require the applicant to send and provide certification
that written notice was sent to every property owner abutting or adjacent
to the property where the event is to be held, as shown on the current
Town of Southold assessment roll, and directly opposite (by extension
of the lot lines through a street or right-of-way) of the property
that is the subject of the application. Said notice shall include
the date, time and location of the proposed special event.
I.
Notwithstanding the foregoing, the Town Board, upon request by an applicant, may waive in whole or in part any of the foregoing application requirements upon a finding that said requirements are not necessary for proper consideration of a permit application in accordance with the standards set forth in § 205-5E(1) through (15) or for the protection of health, safety and welfare. The Town Board's determination of any waiver request shall be in writing to the applicant and shall specify the reason for the grant or denial. If a waiver is granted, the Town Board may attach appropriate conditions to protect the public interest.
A.
All applications for a special event permit must be submitted at
least 60 days prior to a proposed event to the Town Clerk's office.
Upon receipt of an application for a special event permit, the Town
Clerk shall cause the application to be forwarded to the Special Event
Committee.
B.
Upon receipt of an application, the Committee shall review the application and make a determination as to completeness. Upon making a determination that the application is complete, the Committee shall cause the application and related documentation to be distributed to any Town, county or state agencies that may have jurisdiction over the event for their review and comment on any of the criteria set forth in § 205-5E of this article. Such referrals may include the Police Department, the Planning Department, the Building Department, the Office of the Zoning Board of Appeals, the Suffolk County Planning Commission, the Land Preservation Department, the Code Enforcement Department, the Fire Marshal, the Assessors' Office and/or the Town Attorney.
C.
Upon receipt of comments, the Committee shall review the complete application and make a recommendation to the Town Board as whether to grant the application, deny the application, or grant the application with conditions. In considering whether to recommend approval or denial of the application, the Committee shall consider the criteria set forth in Subsection E of this section.
D.
The Committee shall make a recommendation to the Town Board within
30 days of receipt of a complete application.
E.
Upon receipt of an application from the Special Events Committee,
the Town Board shall review the application and make a determination
whether to: grant the application as applied for, deny the application,
or grant the application with conditions. In making its determination
the Town Board shall consider the following:
(1)
The size and capacity of the site to accommodate the proposed event.
(2)
The facilities available.
(3)
The availability of highways and other means of transportation to
and from the site.
(4)
The impact of the event on the safe and orderly movement of traffic
within and contiguous to the event.
(5)
The need for the Town to police such event, and whether the number
of police officers assigned to properly police such event will prevent
the Town from providing adequate police protection to the remainder
of the Town.
(6)
The impact of the event on fire and police protection and ambulance
service to the areas contiguous to the event and to the Town in general.
(7)
The impact of the event on the movement of firefighting equipment
or ambulance service to the Town or to areas contiguous to the event.
(8)
The impacts on adjacent property owners and the surrounding neighborhood.
(9)
Whether the owner, applicant or event sponsor has violated a previously
issued special event permit.
(10)
Verification that there are no outstanding violations on the
property at which the event will be held or any outstanding or unsatisfied
conditions of a Town agency approval, including, but not limited to,
those of the Planning Board or the Zoning Board of Appeals.
(11)
Verification that the grant of the permit will not violate any
existing covenants or easements on the property.
(13)
Whether the frequency of prior or proposed special events on
the site constitutes a change or intensification of the permitted
use of the property necessitating a use variance or further site plan
review.
(14)
If an applicant is requesting a special event permit that was
held the previous year, the verification must be submitted from those
charities listed on the previous application.
(15)
Any other matters that relate to the health, safety and welfare
of the general public.
F.
A deposit shall be made in an amount to be determined prior to issuance
of the permit based upon the estimated direct costs attributable to
additional police and highway costs associated with the event. After
the event, the deposit will be used to cover such costs, and any monies
remaining will be returned to the applicant.
G.
Where the Town determines that there is no specific Town benefit
from the event or that the event is conducted for profit, an additional
deposit shall be made in an amount to be determined prior to issuance
of the permit based upon the estimated direct costs attributable to
additional police, highway and cleanup costs associated with the event.
After the event, the deposit will be used to cover such costs, and
any monies remaining will be returned to the applicant. If the costs
incurred by the Town exceeds the amount deposited, the applicant shall
be responsible for the additional costs incurred by the Town as a
result of the special event.
H.
A special event permit is not transferable and shall expire at the
close of the event(s) for which it is issued.
I.
The special event permit issued hereunder shall be displayed on the
premises during the special event and shall be available for inspection
by a police officer or other enforcement officer of the Town upon
request.
J.
Applications for tent permits required for any event must be submitted
directly to the Building Department.
K.
At the sole discretion of the Committee, applications that are submitted
less than 60 days prior to the proposed event may be rejected or be
considered subject to the applicant paying a late processing fee.
An applicant who is denied a permit by the Town Board may apply
to the Town Board for reconsideration of the application by filing
an appeal with the Town Clerk within 10 days of the date of the denial.
A complete copy of the application shall accompany the request for
reconsideration. The Town Board may, following a public hearing, affirm,
amend or reverse the determination its prior decision subject to any
conditions deemed appropriate under the circumstances.
