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(A) The application for a permit to conduct or engage in any Special Event shall be filed with the City Clerk. The application shall be on a form furnished by the City Clerk, and the application shall include full, complete and detailed information as requested in the application. The fully completed application shall be accompanied by all supporting documentation specified in the application.

(B) If the person who files the Special Event application is not the Special Event Sponsor, the Special Event Sponsor shall provide the City Clerk written authorization authorizing the Applicant to apply for the Special Event Permit on the Special Event Sponsor’s behalf and certifying that the Special Event Sponsor shall be responsible for all City fees, charges, and costs associated with the Special Event.

(C) Special Event applications shall be filed at least 45 calendar days before the proposed date(s) of the Special Event unless the event involves the closures of all or part of any public roadways. For Special Events that involve road closures and no more than one other jurisdiction, a special event application shall be filed at least 90 days before the day of the event. For special events that involve road closures and two or more jurisdictions, a special event application shall be filed at least 180 days before the day of the event. The City Clerk, at his/her sole discretion, may process a Special Event application that is received less than the time frames set forth herein if good cause is shown and the nature of the application can reasonably be processed prior to the proposed date(s) of the Special Event.

(D) Following the receipt of a Special Event application, the City Clerk shall:

(1) Distribute the application to the members of the Special Event Review Committee whose members shall: advise the City Clerk if additional clarifications and/or additional information is required; recommend Special Event Conditions that should be imposed; recommend that the application be granted, with or without conditions, or denied based on the findings as set forth in Section 26-2-2; and provide the City Clerk any additional information requested by the City Clerk; and

(2) Based on the recommendations of the Special Event Review Committee, either issue an Approval of the application with all recommended Special Event Conditions, or deny the application.

(E) The City Clerk shall issue an approval or denial of a Special Event application within the most reasonable time possible based on the scale of the Special Event. The City Clerk shall provide written notification to the Applicant informing them of the approval or denial. The written notification shall be electronically sent to the Applicant’s email as stated on the application or mailed to the Applicant’s address as stated on the application.

(F) Depending upon the amount of time that has lapsed between the approval and the event, the City Clerk may require the Applicant to confirm in writing that there have been no changes in circumstances that would have warranted a different response on the application. If the Applicant cannot provide this confirmation because there were changes that would have warranted a different response on the application, the Applicant shall provide the City Clerk the updated information, and the City Clerk shall forward the updated information to the Special Event Review Committee and based on the recommendations of the Special Event Review Committee, may deny a final approval or impose additional Special Event Conditions as needed to address the change in circumstances.

(G) If the City Clerk denies a Special Event Application, the City Clerk shall provide the Applicant written notification of such denial, which notification shall include the reasons for the denial and a reference to the appeal procedures set forth in Section 26-2-4 below. The written notification requirement set forth herein shall be deemed satisfied on the date the written notice is either sent electronically to the Applicant’s email address as stated on the application, hand delivered to the Applicant at the address shown on the permit application or placed, postage prepaid, in the United States mail, certified mail, return receipt requested and addressed to the Applicant at the address shown on the permit application, whichever is earlier. (Ord. 14-1301, passed 6-23-2014; Am. Ord. 15-1322, passed 5-11-2015; Am. Ord. 19-1456, passed 11-4-2019)