[HISTORY: Adopted by the Council of the City of Coatesville 1-28-2002 by Ord. No. 1185-2002. Amendments noted where applicable.]
City Council finds that streets, public places and private facilities within the City are from time to time temporarily closed and used as sites for ethnic festivals, 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 City and often result in large numbers of people congregating within the confines of the temporarily closed street, public places and private facilities, and the resulting crowd conditions create concerns for police and fire access and other control concerns related to health, safety and welfare of the public and of persons and property in the designated 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 the City officials from departments involved with the event to safeguard persons and property.
As used in this chapter, the following terms shall have meanings indicated:
- ADMISSION FEE
- The charge for persons who attend an event.
- CITY EVENT
- An event sponsored by the City of Coatesville as recognized by City Council.
- COMMERCIAL EVENT
- An event sponsored privately which is opened to the public, whether or not controlled by the sale of tickets.
- 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 City, proposed to be held on public or private property or requiring the use of public support services, for the purpose(s) of entertainment, celebration, amusement, cultural recognition, arts and craft displays and/or sales, special sport competition, block parties or similar activities generally considered recreational in nature.
- The individual, group, corporation or other entity responsible for organizing the event.
- SUPPORT SERVICES
- Those 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 rights, safety, health, property and general welfare of its citizens. This includes but is not limited to fire protection, crowd management and control, traffic management and control and solid waste management and control.
Purpose. The purpose of the Special Event Action Team is to provide a mechanism which will allow the City to plan, evaluate, and coordinate any City event, any commercial event, and any special event, which will allow the establishment of terms and conditions within which the event may be conducted and will allow the sponsor to plan and manage the event within the context of the established terms and conditions.
Special Event Coordinator. The Special Event Coordinator shall be appointed by the City Manager and shall act as the coordinator between the City and the event sponsor.
Responsibilities of the Special Event Action Team. The Special Event Action Team is charged with the responsibility of reviewing, evaluating and recommending to the City Manager, the approval/disapproval of any request for a special event and shall attach with such recommendation, the cost of such services as needed.
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.
It is the sponsor's responsibility to make application to conduct any special event or commercial event which is planned with an estimated attendance of 350 or more participants, and also to furnish any additional information that may be requested by the Special Event Action Team. It is the sponsor's responsibility 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.
[Amended 6-13-2005 by Ord. No. 1248-2005]
The sponsor must submit an application to the City at least 45 days prior to the event. The application must be submitted in writing and must include the sponsor’s name, lead contact person, telephone number, site location, dates, times, estimated participants, and any other information that would assist in the approval process. If the special event involves a fee paid for participation or admission to the special event, then an application fee is required to reflect the costs of, police presence for one officer in the amount of $155.48 for a minimum of four hours, presence for any event with up to 100 attendees. This amount will increase for every multiple of 75 attendees (or portion thereof) and will also be increased after the minimum four hours of police presence at the applicable rate of $38.87 per man-hour for every multiple of 100 attendees (or portion thereof). This application fee shall hereinafter be amended by resolution passed by City Council reflecting the purpose and amount of any amendment to the application fee and the fee schedule associated therewith.
Applications for baseball league use shall be submitted prior to the season for which use is sought and shall identify the intended park for which use is sought by the baseball league, the time periods at issue, the days of use and the beginning and end of the proposed league use. All such applications shall pay an application fee sufficient to cover the costs incurred by the City for maintenance of the fields (including dragging and liming), as identified in § 108-1U of the City Code, subject to amendment by resolution of City Council. The City shall seek to coordinate efforts to use the existing fields for baseball use with a priority given to those leagues that have historically used the fields in question. Every effort will be made to accommodate league schedules and to provide flexibility to allow other uses of the fields.
[Added 3-28-2011 by Ord. No. 1348-2011]
The Special Event Action Team will review and recommend to the City Manager the approval/disapproval of each proposed special event on its own merits. In reviewing a proposed special event, the SEAT will also review, evaluate and determine the costs of City support services required for the special event that will be charged to the sponsors. The SEAT may also recommend to the City Manager that costs, or any portion of the costs, be waived if such a waiver is in the best interest of the City. The SEAT will consider in the approval process various criteria and factors including but not limited to:
The SEAT shall recommend either to approve/disapprove a proposed special event, submit the conditions required, submit the costs of City services and any other related issues to the City Manager in a timely manner so as not to delay the planning process for the event sponsor.
The final approval/denial for the special event proposed, along with all costs and conditions attached, will be made by the City Manager upon advice from the SEAT, except that, if any of the following requests are made, the City Manager shall refer the special events request to the City Council for its consideration and approval/denial:
[Amended 9-27-2010 by Ord. No. 1339-2010; 10-10-2011 by Ord. No. 1362-2011]
[Amended 9-27-2010 by Ord. No. 1339-2010]
The City will notify the sponsor within five days of the final decision made by the City Manager or City Council. This notification will include the approval/disapproval of the proposed event along with any costs and/or conditions attached.
Approval to conduct a special event by this process does not relieve the sponsor or any participant, including but not limited to peddlers, vendors, or exhibitors, from the responsibilities of applying for any other permits or licenses or meeting any other requirements which may be applicable.
All events must obtain a liability insurance in the amount of $1,000,000 with the City being named as an additional insured, or a larger amount in the discretion of the City. This insurance shall satisfy all insurance requirements for the City for holding the special event. The insurance policy shall be subject to the review and approval of the City Solicitor.
All required permits, licenses, security deposits, fees and insurance policies must be obtained no later than 10 days prior to the special event. Except for events sponsored by the City of Coatesville, no permits, licenses, security deposits, insurances or other special event fees will be waived.
[Amended 9-27-2010 by Ord. No. 1339-2010]
Times of the event must follow all City curfew requirements. No special event will be permitted to operate prior to 9:00 a.m. and must conclude no later than 12:00 midnight. Actual times for the event must be approved as part of the approval process.
Inspections by the City's Fire and Codes Departments must be completed. This will include a preevent inspection and any other inspection(s) deemed necessary by the City.
Site maintenance is the responsibility of the sponsor and the site must be left in a clean condition. This may be required on a daily basis.
Services may be provided and/or required from the City. The cost for these services will be determined by the SEAT and could include any of the following:
Special events shall not be held without the authorization and/or notification of the City nor held in contravention of the terms and conditions set forth by the SEAT. Violations of this chapter may subject the event sponsor to a fine of $1,000 in addition to any other penalty provided in the ordinances for the City.
The City Manager or his designee may direct the Police Chief or his designee to close any special event conducted without approval of the City or any special event that has created serious concerns for the safety, health and welfare of the public or the citizens of Coatesville. Failure of the sponsor and/or its participants to comply with such order may be subject to arrest.