A. The licensee of a country club may make written application for a special event permit from the village at least thirty (30) days in advance of the date for which the permit is sought in order to host an event that exceeds the numerical limits in attendance on persons on the premises or the time limits for events. A special event permit application shall include such information as may be needed for the proper guidance of the village officials in the issuing of the special event permit, including, without limitation, the following:
1. The name, address, and telephone number of the licensee;
2. The name and telephone number of the individual(s) who will serve as the on location contact person(s) for the applicant at all times during the proposed special event;
3. The location(s) within the country club at which the special event will take place;
4. The proposed dates and precise times of special event;
5. Any proposed contingency dates on which the special event will occur;
6. A general description of the type and content of the special event;
7. The estimated number of personnel to be employed managing or working the event and the estimated number of persons who will participate or attend as spectators;
8. A list of any and all vehicles and types of equipment to be used during the special event, and a list of proposed parking locations for such vehicles and equipment, and for vehicles utilized by personnel to be employed in the event;
9. A list of any and all village personnel or resources requested for presence during the proposed special event;
10. A description of the nature and extent of any artificial lighting or illumination to be used during the proposed special event, and information demonstrating any impact that such lighting or illumination may have on surrounding properties and residents;
11. A description of the type and extent of the projected noise and sound emissions to be generated by the proposed special event; and
12. A description of the methods and procedures to be used for medical treatment, food service, health and sanitation, and waste removal from all locations at which the proposed special event is to be conducted.
B. In considering an application for a special event permit pursuant to this chapter, the chief of police, and the village president shall consider, without limitation, the following factors:
1. The degree to which the proposed special event would disrupt the safe and normal use, or require the full or partial closure, of public rights of way;
2. The degree to which the proposed special event would disrupt the delivery of village services to village residents and businesses;
3. The degree to which the proposed special event would injure the personal and property rights of affected residents and businesses;
4. The history of satisfactory or unsatisfactory performance by the applicant, and/or at the proposed location(s), under special event permits previously issued pursuant to this chapter, if any;
5. Whether the proposed special event will extend beyond: a) five (5) consecutive days, or b) five (5) days within a thirty (30) day period;
6. The degree to which the sound and noise to be generated by the proposed special event may constitute a public nuisance under applicable provisions of this code;
7. Whether the proposed special event, including, without limitation, the nature and extent of any artificial lighting or illumination used as part of the special event, will cause significant inconvenience or undue hardship to the village or to its residents, or otherwise constitute a public nuisance under applicable provisions of this code; and
8. Whether other activities or events have previously been scheduled to occur in the village at the same time as the proposed special event, and the degree to which the simultaneous occurrence of such activities or events and the proposed special event would disrupt the delivery of village services or would otherwise endanger the public health, safety and welfare.
C. As a condition to the issuance of a special event permit, the applicant shall comply with such provisions of the Riverwoods insurance and indemnity ordinance as the village's risk management advisor shall deem necessary or appropriate prior to holding the special event, in order to protect the village from any liability that may arise from the special event. The applicant receiving a special permit shall also be required to: 1) comply with all of the provisions of this chapter and all other relevant sections of this code during the course of the special event; 2) pay all fees required by this chapter; 3) restore any public property or rights of way utilized during the special event to as good a condition as they were prior to the special event.
D. The chief of police shall review the application and shall report his or her findings and recommendation concerning the application to the village president as soon as practicable after a complete application is submitted.
E. Upon receipt of the findings and recommendation of the chief of police, the village president shall either: 1) grant the permit, which grant will be subject to payment of all fees required pursuant to the village fee ordinance and may be subject to additional conditions and upon such terms as the village president deems necessary or appropriate to protect and promote the public health, safety, or welfare, or 2) deny the application. The failure of the village president to grant or deny a permit application after receipt of the findings and recommendation of the chief of police shall be deemed a denial of the permit.
F. An applicant may appeal the denial by the village president of a special event permit application to the board of trustees by filing an appeal in writing with the village clerk within ten (10) days after the date of the denial by the village president. The board of trustees shall review the special event permit application and any other reliable and relevant evidence, documents, or information, and may receive and consider new evidence. After due consideration of the facts contained in the record submitted to the board of trustees by the village president, and all other submitted materials, the board of trustees may: 1) affirm the denial in total, or 2) overturn the denial, and grant the special event permit, subject to any conditions and upon such terms as the board of trustees deems necessary or appropriate to protect and promote the public health, safety, and welfare.
G. If the use of village personnel or resources is required in conjunction with any special event authorized by permit and pursuant to this chapter, the applicant shall deposit with the village in escrow such amount as estimated by the village president will be required to defray such additional expenses. The village shall submit to the applicant an invoice detailing any and all charges for such use within thirty (30) days of the conclusion of the special event and may reimburse itself from the funds deposited in the escrow. The applicant shall pay all charges not recoverable from such escrow, as shown on such invoice, within thirty (30) days of receipt of such invoice.
Not less than one week prior to the commencement of any country club special event permit, the applicant shall submit a performance bond, if requested by the village president, in an amount to be determined by the village president but not to exceed fifty thousand dollars ($50,000.00), and in a form acceptable to the village attorney, which bond shall secure the restoration, repair, and replacement of any public property or public right of way damaged as a result of the proposed special event.
H. After a special event permit is issued, the special event conducted pursuant thereto may take place only on the dates listed on the permit application or, in the event of force majeure and upon the prior written approval of the village president, on the contingency dates set forth in the application. (Ord. 15-01-01, 1-6-2015)