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RESEARCH TOOLS › SAMPLE DOCS › GOV DOCS › Coupeville Policy & Procedural Guidelines for Special Events
 
Coupeville Policy & Procedural Guidelines for Special Events

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TOWN OF COUPEVILLE
POLICY & PROCEDURAL GUIDELINES FOR SPECIAL EVENTS

1. PURPOSE: To establish policy and procedural guidelines for the staging of special events and the diverted use of public properties within the Town of Coupeville.

2. DEFINITIONS. As used herein, the following terms shall have the meaning set forth below.

    2.1. "Special Event" means an event or occurence organized by any individual or organization that will generate or invite considerable public participation and/or spectators, for a particular and limited purpose and time, including, but not limited to fun runs, roadway foot races, fundraising walks, bikeathons, parades, carnivals, shows, exhibitions, circuses and fairs.

    2.2. "Diverted Use" means to construct, erect or maintain in, on, over or under any street, right-of-way or other public place, any 'building, structure, sign, equipment or scaffolding, to deface any public right-of-way by painting, spraying or writing on the surface thereof, or to otherwise occupy in such a manner as to obstruct the public use of any public street, right-of-way or other place within the City limits, including any use related to special events.

3. BACKGROUND: It is often advantageous to the community to have certain improvements made and to accomodate individuals or organizations that desire to use areas within the Town for conducting special events. However, such actions, whether conducted on private or public properties, may generate temporary conditions, such as crowds, a need for rerouting of traffic, potentially hazardous circumstances, or a diversion of use, that adversely impact normal activities of the community. Accordingly, the Town Council deems it necessary to establish the following policies and procedures to control such actions.

4. POLICIES & PROCEDURES:

4.1. Any official of the Town who becomes aware that a special event is planned within tile city limits of Coupeville shall immediately advise the Town Clerk, and as feasible, inform those proposing the event, that the Town has certain policies and procedures governing such activities and that they should contact the Clerk for guidance relative to issuance of a special event permit.

4.2. The Town Clerk, upon being contacted by an applicant proposing such special events and based on oral discussion and/or information supplied by the applicant on the Special Events/Filming Permit Application, shall make a decision regarding the probable impact of the proposed activities on the normal activities of the Town. If the decision is that the proposed actions will have no significant effect on the normal activities of the Town, the Clerk shall approve the application immediately. If, based on the information supplied, the Clerk has reason to believe that such activities may have a significant impact on the normal activities of the Town, she shall withhold approval, collect a fee as prescribed below, and promptly refer the completed application to the Town Council.

4.3. The Town Council shall promptly review any Special Events/Filming Permit Application received, consult as necessary with the applicant and endeavor to evaluate any adverse impacts that the proposed event would have on the Town, and, in coordination with the applicant when appropriate, develop suggested means of alleviating those impacts, and specify conditions under which the special event might proceed, including any special bonding or insurance requirements.

4.4. Special services provided by the Town to organizers of Special Events will be charged at the standard burdened hourly wage rate for the employees involved. Use of off duty personnel may be arranged by the Special Event organizers with the individuals, provided the activities of such persons does not conflict with Town policies.

4.5. There shall be no fee for processing a Special Events/Filming Permit Application approved by the Town Clerk. The fee for such an application referred to the Town Council for review shall be in accordance with guidelines established by the Town Clerk based on the amount of administrative effort involved.