SPECIAL EVENT POLICY & GENERAL INSTRUCTIONS: What is Special Events Advisory Committee (SEAC)?

Appendix

What is Special Events Advisory Committee (SEAC)?

Pursuant to Section 226-8 of Village Code: Special Events Advisory Committee (SEAC) is composed of the following officials or their designees:

  • Village Manager, who shall serve as SEAC chairperson
  • Superintendent of Recreation and Parks
  • Police Chief
  • Chief Engineer of the Fire Department
  • Captain of the Ossining Volunteer Ambulance Corps
  • Village Engineer
  • Building Inspector
  • Director of Planning
  • Corporation Counsel

The SEAC is responsible for reviewing, evaluating, approving or disapproving all applications for Event Levels 2 and 3 and those Event Level 1 applications referred by the Superintendent. The SEAC shall consider among other things, the number of anticipated attendees, required village support services and the village’s ability to provide such services.

The SEAC may:

  • Approve or disapprove an application as submitted. If the application is disapproved, the SEAC shall state in writing the reason(s) for the disapproval.
  • Establish the terms and conditions for the special event. Terms and conditions may include, but are not limited to location, timing, scope and/or financial arrangements.

The SEAC shall be subject to the provisions of the Open Meetings Law (Public Officers Law Article 7). Meetings shall be open to the public and noticed as required by law. Five members of the SEAC shall constitute a quorum for conducting business. Decisions shall be made by a majority vote of the SEAC membership. The Superintendent shall forward applications to the SEAC chairperson within two business days of receipt. The SEAC chairperson shall call a meeting of the SEAC and provide the SEAC with the application and any attachments. Except for unusual circumstance, the meeting should be held no later than five business days after the SEAC application is forwarded to the chairperson. The SEAC shall issue its written decision within two business days of the meeting, unless additional information has been requested. The SEAC’s decision shall not be issued fewer than twenty-five calendar days before the scheduled special event. If the application is denied or includes modifications not agreed to by the applicant, the applicant may appeal the SEAC decision to the Board of Trustees, which at a public meeting shall decide to affirm, modify or reverse the SEAC’s determination.

The SEAC may deny a special permit for any of the following non-exclusive factors:

  1. There are inadequate village resources available to protect the health, safety, property and general welfare of the residents and property owners of the village or the safety of participants and/or attendees at the event;
  2. The special event has been the subject of a violation or has had any adverse impacts on the surrounding property in the village within the last two years;
  3. The special event does not provide for sufficient services or facilities;
  4. A high probability of disorderly conduct likely to endanger public safety or to result in significant property damage may result from the special event; or

A prior application for another special event on the same date has received temporary approval or issuance of a special permit.

Once a special event permit has been issued, any proposed amendment or modification to the permit shall be submitted in writing to the Superintendent promptly but no later than three business days prior to the event. Such amendment or modification may include by example, but are not limited to the identity of the event sponsor, date of the event, the location or route of the event, the number of attendees or the addition of tents, alcohol or food. For an Event Level 1 permit granted by the Superintendent, the Superintendent shall review the proposed amendment or modification and shall have the discretion to rescind or modify the permit due to changed conditions. For Event Types 2 and 3 and Event Type 1 determined by the SEAC, the Village Manager shall review the proposed amendment or modification and upon consultation with staff shall have the discretion to rescind or modify the permit due to changed conditions.

If, after the special event permit has been issued, a determination is made that any of the representations and/or statements contained in the application including requested documents were materially false, the Village Manager or designee, may rescind or modify such permit.

If at the time of the scheduled special event it is determined that any of the permit conditions are not being complied with, the Village Manager or designee, may terminate or suspend the event until such conditions are satisfied. Village staff may take all necessary actions to effectuate the Village Manager’s determination.

In addition to the authority to suspend or terminate a special event pursuant to section 226-9(D), the Village Manager or designee may close the special event or any portion thereof that is determined to present an imminent hazard to the health, safety, property or general welfare of the residents and property owners of the village or the safety of participants and/or attendees at the special event.

In the event that a special event permit is rescinded prior to the scheduled event date, the applicant may appeal such determination to the Board of Trustees in writing. Following a public meeting, the Board of Trustees may affirm or overturn the decision.

Who reviews Special Event Applications?

Special Event Applications are initially reviewed by the Superintendent of Recreation and Parks. If the Superintendent of Recreation and Parks deems the event to be Event Level 2/3, the SEAC will review.