A. Information Required: Persons who want to conduct a special event upon public or private property shall file an application, available from the village hall, with the village clerk. Except for residential block parties, applications shall be submitted not less than thirty (30) days prior to the special event. Applications for a residential block party shall be submitted not less than fourteen (14) business days prior to the event. Such application shall include the following information:
1. The name, address and telephone number of the sponsor and the name, address and telephone number of the sponsor's representatives who will manage or direct the special event and who will be present during the event;
2. The dates and hours of the special event;
3. The exact location of the special event; if the special event is a parade, the route to be followed shall be provided;
4. The nature of the event;
5. The activities to be conducted;
6. The estimated number of persons who will attend;
7. Whether tents or other temporary structures will be used;
8. Whether or not electricity and/or water will be needed and the manner in which they will be provided;
9. Whether toilets or other sanitary facilities are to be provided;
10. Whether barricades, cones or other village equipment is being requested and, if so, what equipment;
11. Statement on what litter facilities will be provided, litter control plans and litter cleanup;
12. Statement as to other types of licenses and permits, including a daily liquor permit, that have been or will be applied for; and
13. Insurance obtained or to be obtained for the special event.
B. Review And Issuance: Upon receipt of a completed application for a special events permit, the village administrator or his designee shall immediately forward copies of the application to the appropriate village staff to determine compliance with applicable village ordinances, the effect of the event on village resources and the anticipated effect of the event on public health or safety. Within fourteen (14) days after receipt by the village administrator, or within five (5) business days in the case of a residential block party, the respective department staff or their designees shall report their findings to the village administrator or his designee.
Within twenty one (21) days after the receipt of a completed application, or seven (7) business days in the case of a residential block party, the village administrator shall consider the application and direct staff to notify the applicant that the village:
1. Will grant the permit contingent upon submission of evidence of adequate insurance as determined by the village and upon payment of the estimated cost of additional police and/or public works services required by subsection 5.24.050B of this chapter;
2. Will deny the permit based upon the criteria set forth in subsections 5.24.050A and/or B of this chapter or subsection C of this section; or
3. Will require a conference with the applicant to seek clarification or offer suggestions to alter the permit application. If the proposed special event does not comply with village rules and regulations, the village administrator may recommend alternative locations, times or other conditions. The sponsor may either accept the recommendations or submit a new application that complies with the issues raised by the village administrator.
C. Permit Denial: The village administrator is empowered to deny a permit for a special event only if, based upon the completed application and such clarification or alteration of the application received from the applicant, the special event:
1. Will fail to comply with noise, health or safety regulations of the village or otherwise violate applicable ordinances or state statutes;
2. Will unreasonably interfere with or restrict the delivery of village or emergency services or business or residential activity within the proposed event area, on the proposed event route or other areas of the village;
3. Will unreasonably conflict in time or location with other permitted activities in the proposed event area or proposed event route;
4. Will damage or destroy village property.
In addition to the foregoing, the village administrator may deny a permit for a special event if the sponsor fails to attend a conference which was required in subsection B3 of this section or has repeatedly violated the ordinances of the village with respect to special events within the past twelve (12) month period.
Any material misrepresentations made by the applicant shall be the basis for denial or revocation of the special event permit.
No permit shall be issued to a person who has failed to pay any fine, penalty or debt owing to the Village (“Village Debt”). A person whose permit application is rejected based on a Village Debt may appeal the decision, which appeal must be in writing and filed with the Village Clerk within ten (10) days following the decision. The written appeal must include the basis for contesting the Village Debt and other information that will help the applicant’s case. Within the body of the written appeal, the Applicant may also request a hearing to contest the Village Debt. The Village Administrator will set a hearing date within ten (10) days of the receipt of the written request for hearing and will rule on any appeals that are timely filed. If a timely written appeal is not filed, the Village Debt will be considered final.
D. Appeal: A sponsor may appeal the village administrator's denial of a permit to the village board. Such appeal shall be initiated by a written notice to the president and board of trustees before the close of the next regular village business day after the date of service of the denial of the permit, or such appeal shall be deemed waived. The sponsor shall be given an opportunity to be heard by the president and board of trustees within five (5) business days after receipt of a notice of appeal. The president and board of trustees may sustain or reverse the decision of the village administrator or his designees, based on the criteria set forth in subsections B3 and/or C of this section, or subsections A and/or B of this chapter. Such decision shall be made by the president and board of trustees before the close of the next village regular business day following the conclusion of the hearing. The sponsor shall be given written notice of the president's and board of trustees' decision, which decision shall be a final decision for purposes of administrative review. (Ord. 2019-O-24 § 7: Ord. 2006-O-08 § 1)