[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:
The charge for persons who attend an event.
An event sponsored by the City of Coatesville as recognized
by City Council.
An event sponsored privately which is opened to the public,
whether or not controlled by the sale of tickets.
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.
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.
A.
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.
C.
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.
D.
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]
A.
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.
B.
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]
A.
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:
B.
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.
C.
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.
A.
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.
B.
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.
C.
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]
A.
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.
B.
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.
C.
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.
D.
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:
A.
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.
B.
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.
