§ 11-7. Application fee; permit fee; cost analysis.

(1)

Permit fee.

(a)

Cost analysis. The city manager or his designee shall send copies of special event applications to the special events committee. Each committee member is required to evaluate and itemize the costs associated with this event for their department. The city manager or his designee shall compile the departmental figures and give in writing to the applicant the final cost of the permit fee (to include any city facilities/city personnel/park rental fees) as soon as practicable but not later than ten business days after the completed application has been received.

(b)

Permit fee. The permit fee and all applicable rental fees shall be paid in full prior to issuance of a permit.

(c)

Refund. If the event does not take place due to inclement weather, fire, or other public safety emergency, and the event cannot be rescheduled within three months from the original date, a refund for the permit fee will be given to the applicant. There will be no refund of the permit fee if the applicant fails to notify the city of an event cancellation no less than ten days prior to the date of the event. The cancellation notice must be in writing to the city manager. If the event involves a road closure, the same notification method used for the road closure must be used for notification of cancellation of event.

(d)

All applicable fees shall be made payable to and through the city.

(e)

All associated departmental fees can be found in the Woodstock Fee Schedule under administration—Special duty pay. Facility and park rental fees can be found under parks and recreation.

(2)

Fee exemptions.

(a)

All non-profit or religious organizations shall be exempt from the payment of fees if the special event does not involve fireworks, a parade, the use of city facilities or the use of city personnel. A copy of the 501c3 form must be provided.

(b)

Activities of, or sponsored by a governmental agency shall be exempt from the payment of fees if the special event does not involve fireworks, a parade, the use of city facilities or the use of city personnel.

(c)

Any bona fide athletic event or contest which is scheduled and sponsored by any bona fide elementary, secondary, high school or college (situated within the city) or by the Woodstock Parks and Recreation Department shall be exempt from the payment of fees if the special event does not involve fireworks, a parade, the use of city facilities or the use of city personnel.

(Ord. of 11-12-2012(1))