[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 completed special event application form which includes the following information:
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.
The address of the event location.
The proposed dates and hours of the special event, including setup and shutdown times.
The expected maximum number of persons intended to use the property at one time and collectively, including organizers, employees, vendors, exhibitors and spectators/participants.
Expected number of automobiles and other vehicles intended to use the property at one time and collectively.
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.
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.
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.
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.
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.
The appropriate application fee.
The fees for special event permits shall be proscribed by a resolution of the Town Board.
A general description of the proposed event including:
A parking/event plan showing:
The size of the property and its location in relation to abutting streets or highways.
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.
The location of the stage or tents, if any.
The designated areas of use for spectators, exhibitors, vendors, employees and organizers.
The location of all exits.
The location of all fire extinguishers and other fire safety equipment.
The location of all temporary utilities to be installed for the event, if any.
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.
A traffic control plan for vehicles entering and leaving the site for the proposed event.
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.
A description of emergency access and facilities related to the event.
Provisions to dispose of any garbage, trash, rubbish or other refuse.
The location and a description of any additional lighting to be utilized in conjunction with the event.
The location of sanitary facilities on site.
A description of any signage to be displayed adjacent to a Town, county or state road, including size, location and dates of display.
A certificate of insurance not less than $2,000,000 naming the Town of Southold as an additional insured.
A minimum cleanup deposit of $250.
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.
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.
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.
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.
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.
The Committee shall make a recommendation to the Town Board within 30 days of receipt of a complete application.
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:
The size and capacity of the site to accommodate the proposed event.
The facilities available.
The availability of highways and other means of transportation to and from the site.
The impact of the event on the safe and orderly movement of traffic within and contiguous to the event.
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.
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.
The impact of the event on the movement of firefighting equipment or ambulance service to the Town or to areas contiguous to the event.
The impacts on adjacent property owners and the surrounding neighborhood.
Whether the owner, applicant or event sponsor has violated a previously issued special event permit.
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.
Verification that the grant of the permit will not violate any existing covenants or easements on the property.
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.
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.
Any other matters that relate to the health, safety and welfare of the general public.
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.
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.
A special event permit is not transferable and shall expire at the close of the event(s) for which it is issued.
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.
Applications for tent permits required for any event must be submitted directly to the Building Department.
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.