Village of Massena, NY Special Events

The Mayor and the Village Board find that streets and other public places in the Village are from time to time temporarily closed and used as sites for ethnic festivals, art shows, 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 of the residents of the Village and often result in large numbers of people congregating within the confines of the temporarily closed streets and public places, and the resulting crowd conditions create concerns for police and fire access and control and other concerns relating to health, safety and welfare of the public and of persons and property in the closed 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 Village officials from departments involved with the events to safeguard persons and property.

§ 242-2 Definitions.

As used in this chapter, the following terms shall have the meanings indicated:

BLOCK PARTY

An event held by the residents of a defined section of the Village to be attended by the residents of that particular section.

PUBLIC PROPERTY

Property which is owned, operated, maintained, and/or controlled by the Village which is not rental in nature. Examples of public property include, but are not limited to, parking lots, streets, sidewalks and parks.

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 or later found to draw a large number of people, sponsored by an individual or entity other than the Village, proposed to be held on public property or on private property but affecting public property or requiring Village support services, for the purpose(s) of entertainment, celebration, amusement, cultural recognition, arts and crafts displays and/or sales, amateur sports demonstration or competition, or similar activities generically considered recreational in nature. Examples include, but are not limited to, ethnic festivals, street fairs, street art shows, public celebrations, outdoor concerts, parades, road races and walk-a-thons.

SPONSOR

The individual, group of individuals, corporation or other entity responsible for organizing the event.

SUPPORT SERVICES

Those which can or must be provided by the Village 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 fire protection, crowd management and control and traffic management and control.

§ 242-3 Permits required.

It shall be unlawful for any person, firm, corporation, association, group or organization within the corporate limits of the Village of Massena to conduct a special event or to act as a special event vendor as herein defined without first having obtained and paid for and having in force and effect a valid, current permit or license therefor.

§ 242-4 Application and cost estimates.

Application for special event permit. The sponsor of the special event must submit a completed application form to the Village Clerk. All applications are to be submitted on the forms provided by the Village Clerk. Any application submitted less than 30 days prior to the event shall be subject to late fees.

Village costing process. The completed forms shall be distributed to the appropriate Village departments, which will estimate the additional costs that would be incurred as a result of the event. This information may be used in establishing terms and conditions under which an event may be conducted when the use of police or other Village personnel is appropriate, possible and not in conflict with any other administrative polices and procedures and/or labor agreements.

§ 242-5 Fees.

Fees for the event will be determined in accordance with § 242-4.

§ 242-6 Approval process.

The Mayor will review all special event applications and shall be authorized to either approve or deny said applications.

§ 242-7 Additional requirements; deadlines.

Permits and licenses. Approval to conduct a special event 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.

Due date. All required permits, licenses, security deposits and insurance policies must be obtained no later than seven days prior to the due date of the event.

§ 242-8 Event guidelines.

Daily time restriction. The hours of operation for any special event taking place on the streets of the Village shall be between 9:00 a.m. and 10:00 p.m. on any day of the week.

Site maintenance. All areas used must be left in a clean condition.

Services available from the Village. The Village will provide certain equipment and materials to facilitate comfort and control over the event, subject to availability and the Village's prior need for such equipment and materials.

(1)

Temporary parking signs. All temporary signs for restricting parking must be posted 24 hours in advance and maintained by the sponsor. Requests for the necessary materials should be directed to the Massena Police Department, which shall have responsibility for the initial posting of the temporary signs either through physical placement or directive as to locations. Any usage of temporary signs without the authorization of the Police Chief or his designee will be neither recognized nor enforced. Upon the event's completion, all signs must be taken down by the sponsor and returned to the Police Department.

(2)

Barricades. Moveable barricades shall be delivered to the site where the sponsor or its designated representative shall sign for their receipt. The cost of replacing lost or damaged barricades lies with the sponsor.

(3)

Fees. A fee for providing police officers above the number normally scheduled may be charged. Said fee is to be determined by the Chief of Police and shall not be in excess of the actual cost.

§ 242-9 Penalties for offenses.

Fine. Special events shall not be held without the authorization of the Mayor nor held in contravention of the terms and conditions set forth by the Village Board of Trustees. Violation of this chapter may subject the sponsor to a fine of $500 in addition to any other penalty provided in the ordinances or in any other law on account of commencement of said special events without required permits, licenses or authorization.

Closing of unauthorized special events. The Police Chief or his designee may close any special event conducted without authorization of the Mayor, and the sponsors and participants may be subject to arrest.

Closing of events due to public safety hazard. The Police Chief, the Fire Chief or their designated representative(s) may close any special event or any portion of a special event that is subsequently determined to be an imminent hazard to the public health, safety or welfare.

§ 242-10 Exclusion from policy.

Block parties. Block parties as herein defined are excluded from the provisions of this policy (see Chapter 106).

Village events. Events initiated by and/or sponsored or cosponsored by the Village are excluded from the provisions of this policy.

Events solely within parks. Events that are held entirely within the jurisdiction of the Recreation Commission that do not require the intervention of any other Village department shall be deemed to be an event sponsored or cosponsored by the Village for the purposes of this chapter and shall be regulated by the Recreation Commission.