Ordinance 2026-50

An Ordinance of the Village of Chagrin Falls to Establish Regulations for Special Events in the Village of Chagrin Falls

Whereas, it is the desire of the Council of the Village of Chagrin Falls add new Chapter 952 of the Village of Chagrin Falls Ordinances to establish regulations for Special Events within the Village of Chagrin Falls, as more fully set forth in Exhibit “A” attached hereto and made a part hereof.

Now Therefore, Be It Ordained by the Council of the Village of Chagrin Falls, Cuyahoga County, State of Ohio:

Section 1. That Chapter 952, attached hereto as Exhibit “A”, regulating Special Events, as defined in new Chapter 952, is hereby adopted and the Codified Ordinances of the Village shall be amended to add new Chapter 952.

Section 2. The Codified Ordinances of the Village, to the extent inconsistent with the newly enacted provision herein regarding Chapter 952, attached hereto as Exhibit “A”, are hereby repealed, except to the extent that if such code sections are the subject of an enforcement action they shall be considered effective for the purposes of an enforcement for any violations that occurred prior to repeal.

Section 3. That actions of this Council concerning and relating to the passage of this legislation were adopted in lawful meetings of this Council and that all deliberations of this Council and of any of its committees that resulted in such formal action were in compliance with all legal requirements, including Chapter 114 of the Codified Ordinances of the Village of Chagrin Falls.

Section 4. That in accordance with Section 113.01 of the Codified Ordinances of the Village of Chagrin Falls, public notice of this Ordinance shall be given by posting a copy thereof for not less than fifteen (15) days on the Village website.

Section 5. That this Ordinance shall take effect and be in force after November 1, 2026.

Exhibit “A”

Chapter 952: Special Events

Sections

952.01   Intent

The purpose of this chapter is to establish regulations governing Special Events conducted within the Village of Chagrin Falls that utilize Village Facilities.

952.02   Definitions

  1. (A) “Village Facilities” shall mean any property owned by the Village, including but not limited to parks, cemeteries, buildings, parking lots, streets, and sidewalks in the Downtown Business District, regardless of applicable zoning provisions.

  2. (B) “Village Services” shall mean any utilities, infrastructure, and municipal resources provided by the Village to support public safety, maintenance, or event operations. This includes but is not limited to electrical/water connections, Police and Fire support, Public Works assistance, and professional fees for the Law Director or Village Engineer.

  3. (C) “Temporary Structure” means a portable, non-permanent installation intended for short-term use, easily movable without heavy equipment.

  4. (D) “Sporting Event” means a gathering where individuals or teams engage in physical activity, games, or races governed by specific rules. “Sporting Event” does not include activities governed by existing Village contracts.

  5. (E) “CAO” means the Chief Administrative Officer of the Village or their designee.

  6. (F) “MOU” means Memorandum of Understanding, which is a document outlining terms and details for use by applicant of Village Facilities.

  7. (G) “Special Event” means any outdoor activity or series of activities open to the public, occurring at a specific time/place, utilizing Village Facilities.

952.03   Scope and Applicability

  1. (A) Applicability. This chapter applies to all Special Events utilizing Village Facilities.

  2. (B) Exemptions. This chapter does not apply to:

    1. (1) Residential Block Parties, as traditional neighborhood gatherings on residential streets remain under the jurisdiction and approval authority of the Chief of Police.

    2. (2) First Amendment Activity.

    3. (3) Events organized by the Village Council or Administration.

952.04   Permit Requirements

  1. (A) Permit Required. Any person or organization intending to conduct a Special Event on Village Facilities must obtain a permit.

  2. (B) Application for Special Event Permit Required. A complete application includes:

    1. (1) Application fee: Non-refundable $50.00 application fee

    2. (2) Proof of Insurance (see 952.05)

    3. (3) Application Form, completed with the following information:

      1. (i) Applicant and Contact Information: Organization/Applicant name, contact name, address, phone, email, entity type;

      2. (ii) Event Overview: Event name, description, facilities requested, event dates, event hours, set up/tear down, estimated attendance;

      3. (iii) Designated On-Site Representative (see 952.06);

      4. (iv) Detailed Event Logistics (see 952.07); and

      5. (v) Criteria for Triggering MOU and Council Track (see 952.08).

952.05   Proof of Insurance

  1. (A) The applicant shall provide to the Village proof of general liability insurance, in an amount not less than:

    1. (1) Per occurrence: one million dollars ($1,000,000.00) per person;

    2. (2) Per claim: two million dollars ($2,000,000.00); and

    3. (3) Property Damage per occurrence: five hundred thousand dollars ($500,000.00). Such proof of insurance may be demonstrated by way of a certificate of general liability insurance which names the Village as an additional insured and which provides thirty (30) days’ advance written notice to the Village of any cancellation, termination, or material change in insurance coverage.

952.06   Designated On-Site Representative

  1. (A) Every applicant must designate at least one (1) primary and one (1) secondary on-site representative who shall be present at the Village Facility for the duration of the Special Event (including setup and teardown). A schedule of representatives may be provided for longer Special Events. The designated representative(s) must:

    1. (1) Be reachable by the Village via cellular phone at all times;

    2. (2) Have the authority to make binding decisions on behalf of the applicant; and

    3. (3) Not be under the influence of alcohol or a drug of abuse or substantially impaired by medication of any kind while serving in this capacity.

952.07   Detailed Event Logistics

The applicant must provide the following information (the CAO may request additional information as needed): (i) estimated attendance, daily and aggregate for the Special Event; (ii) whether closure of any Village street, sidewalk, or alley is requested or needed for the Special Event; (iii) Village Services, as defined in Section 952.02, requested; (iv) whether the Special Event includes any mechanical rides, vendors, or Mobile Food Units; (v) proposed security plans, first aid stations, or fire prevention measures; (vi) proposed traffic/parking plans, sanitation (portable toilets) schedules, water use, electrical use and waste removal plans; (vi) detailed site maps showing the location of tents, vendors, structures, portable toilets, water hookups, electrical needs, fire lane, fire suppression, and other Special Event elements; and (vii) confirmation that the Special Event complies with all Village ordinances or request a temporary waiver, suspension or amendment to Village Ordinances.

952.08   Criteria Triggering a Memorandum of Understanding (MOU) and Council Track

The CAO shall require an MOU for any Special Event, if the application discloses, or if the CAO reasonably determines in consultation with Department Heads, that the Special Event meets one (1) or more of the following criteria:

  1. (A) The Special Event is reasonably anticipated to attract more than 500 total attendees at any single time;

  2. (B) The Special Event is more than one (1) consecutive calendar day or operates outside the standard hours set forth in Section 952.14;

  3. (C) The Special Event requires the closure, blockading, or significant traffic detour of any primary street, major intersection, or collector street within the Village;

  4. (D) The estimated cost to the Village to provide Village Services to support the Special Event is projected to exceed $500.00 in the aggregate; or

  5. (E) The Special Event requires a temporary waiver, suspension, or amendment of any existing Village Ordinance, including but not limited to open container/alcohol restrictions or noise limits outside authorized hours.

952.09   Submission Deadlines

A completed application, including all fees and supporting materials, shall be submitted to the CAO according to the following schedule:

  1. (A) Applications shall not be accepted more than one (1) year (365 days) prior to the proposed Special Event date.

  2. (B) For Special Events that do not require an MOU, the applicant must submit the application at least thirty (30) days before the Special Event date; provided however, that the CAO may waive the 30-day requirement if the CAO determines the Special Event requires no Village Services and creates minimal impact.

  3. (C) For Special Events requiring an MOU, the applicant must submit the application at least one hundred twenty (120) days before the Special Event date and the MOU must be presented to Council at least sixty (60) days prior to the Special Event date.

952.10   Approval Process

  1. (A) CAO Approval Track. For Special Events not requiring an MOU, the CAO shall approve or deny the application based on the criteria in Section 952.12. The CAO shall issue a written decision to the applicant within fourteen (14) days of receiving a completed application.

  2. (B) MOU/Council Approval Track. If the CAO determines an MOU is required, the following process applies:

    1. (1) The CAO, in consultation with the Law Director and relevant department heads, shall negotiate and draft the MOU with the applicant.

    2. (2) The CAO shall then submit the completed application and the proposed MOU to Village Council with a recommendation for approval or denial.

    3. (3) The CAO shall then submit the proposed MOU to Village Council no less than sixty (60) days prior to the Special Event date. Village Council may waive this requirement only upon a showing of extraordinary circumstances and by an affirmative vote of three-fourths (¾) of the members of Council.

    4. (4) After the steps in subsections 1 – 3 are completed, Village Council shall approve or deny the MOU and the associated permit by ordinance.

  3. (C) Permit Issuance. The Village shall issue the permit for the Special Event after the applicant:

    1. (1) Pays all applicable fees;

    2. (2) Provides the required Certificate of Insurance;

    3. (3) Signs the final permit or MOU (as applicable).

  4. (D) Notification of Council. The CAO shall provide a monthly report to Village Council and the Parks Commission listing all approved permits and in-process MOUs.

952.11   Conflict Management

  1. (A) The CAO shall resolve scheduling conflicts for Village Facilities using the following order of precedence:

    1. (1) Events organized by the Village take first priority.

    2. (2) The CAO may grant priority to recurring annual Special Events that have utilized the same Village Facility at substantially the same time for at least three (3) consecutive years.

    3. (3) If no priority exists under subsections 1 or 2, the CAO shall grant the permit to the applicant who is first-in-time in submitting a completed application. The Village does not recognize “placeholder” requests or verbal “save-the-dates”. Only a completed application establishes “first-in-time” status. If a conflict arises between two “first-in-time” applicants, the CAO shall attempt to resolve the conflict, which attempt may include but is not limited to the following: (i) offering an alternative date or Village Facility; or (ii) relocating one Special Event to a different area of the same Village Facility, provided both Special Events can occur safely and without interference.

  2. (B) The CAO’s decision regarding scheduling for the CAO Approval Track is final. If a conflict involves an event on the MOU/Council Approval Track, Village Council shall resolve the conflict as part of the MOU review process.

952.12   Refusal, Cancellation, or Revocation

  1. (A) Grounds for Refusal or Cancellation. The CAO may deny an application or cancel an issued permit if, in the CAO’s professional judgment, any of the following apply:

    1. (1) The Special Event would unreasonably interfere with public convenience or the safe, intended use of Village Facilities, streets, or highways;

    2. (2) The Special Event requires a diversion of Village Services to such an extent that it jeopardizes the Village’s ability to provide standard municipal protection and services;

    3. (3) The Special Event would obstruct the movement of emergency vehicles or medical services;

    4. (4) The Special Event conflicts with a previously authorized Special Event already granted priority under Section 952.11;

    5. (5) The application contains material information that is false, misleading, or incomplete; or

    6. (6) The applicant and/or the organization has a documented history of failing to comply with Village ordinances, permit conditions, or prompt payment of municipal fees.

  2. (B) Immediate Revocation During Event. The CAO, or in the CAO’s absence, the ranking Police Officer on duty, may immediately revoke a permit during a Special Event for any of the following:

    1. (1) The Special Event footprint expands beyond the area designated in the permit or MOU;

    2. (2) Circumstances arise that create a substantial and immediate risk of injury to persons or damage to property;

    3. (3) Widespread disorderly conduct or criminal activity occurs within the Special Event footprint that the organizer fails to or is unable to mitigate;

    4. (4) The permit holder fails to comply with any specific condition established in the permit or MOU; or

    5. (5) The designated on-site representative is not present, is unreachable, or is determined by the CAO or a Law Enforcement Officer to be under the influence of alcohol or a drug of abuse or substantially impaired by medication of any kind.

  3. (C) Notice and Emergency Dispersal.

    1. (1) Nothing in this section shall be construed to prevent the CAO or a Law Enforcement Officer from taking immediate action to mitigate an imminent threat to life or property, including the suspension of Special Event activities or the clearing of a Village Facility, prior to formal notice being provided to the permit holder.

    2. (2) Concurrent with or as soon as practicable following any emergency action, the Village shall make a reasonable effort to provide formal notice of revocation to the permit holder or the designated on-site representative.

    3. (3) The Village may announce the revocation and orders to disperse via public address systems, police sirens, or any other manner reasonably calculated to ensure public safety and an orderly dispersal.

952.13   Weather-Dependent and Short-Duration Special Events

For minimal-impact Special Events that do not require an MOU and last less than two (2) hours, the CAO may approve a “utilization window” of up to fourteen (14) days and the applicant must notify the CAO and relevant department heads of the specific date and time they intend to utilize the Village Facility at least thirty-six (36) hours in advance; provided however, a rescheduled weather-dependent Special Event shall not take precedence over any previously authorized Special Event or scheduled Village maintenance.

952.14   Event Operating Standards & Regulations

All Special Events shall comply with the following standards and any deviation from these standards must be explicitly authorized by Council within an MOU:

  1. (A) Timing and Site Restoration

    1. (1) Hours of Operation: Special Event hours shall comply with Chapter 951.01.

    2. (2) Set-up and Clean-up: Special Event set-up shall not commence prior to 6:00 a.m. and all tear-down and debris removal must be completed within two (2) hours of the Special Event’s conclusion, unless otherwise approved by the CAO.

    3. (3) Site Condition: The permit holder shall restore the Village Facility or reimburse the Village for its costs incurred to restore the Village Facility to its original condition as determined by the CAO. Failure to remove equipment or waste may result in the Village performing the work at the permit holder’s expense.

  2. (B) Infrastructure and Safety

    1. (1) Fire Code Compliance: The permit holder, all vendors, and all event participants shall comply with all applicable provisions of the Ohio Fire Code and all local fire safety directives issued by the Fire Marshal. The Fire Marshal shall have the right to inspect the event footprint, temporary structures, and Mobile Food Units at any time before or during the Special Event. Failure to immediately remedy any hazard or violation identified during an inspection shall constitute a material violation of this Chapter and shall be grounds for immediate permit revocation.

    2. (2) Tents and Structures: All temporary structures must be fire-rated and securely anchored. Staking into Village asphalt or concrete is strictly prohibited; weighted anchors (e.g., sandbags) must be used. Staking in parks must be approved in advance by the CAO. Structures may not block sidewalks, ADA access, playgrounds, or emergency routes. Tents may be subject to Ohio Building Code and Fire Code Regulations and permitting.

    3. (3) Amusement Devices: Inflatables and mechanical rides require proof of specialized liability insurance, must pass state inspections and be supervised by trained personnel.

  3. (C) Health and Sanitation

    1. (1) Restrooms: Portable toilets and handwashing stations are mandatory for Special Events exceeding six (6) hours in duration, not including Special Events that are passive in nature. Placement must be away from food service areas and shown on submitted site maps.

    2. (2) Garbage: Receptacles for trash may be required by the CAO as a condition of the permit.

    3. (3) Food Service: Vendors must comply with Village and County Health Department regulations. Disposal of grease, charcoal, or graywater into Village storm drains is strictly prohibited.

  4. (D) General Conduct and Restrictions

    1. (1) Cemetery Use: Use of Village cemeteries is limited strictly to honoring or memorializing individuals interred therein.

    2. (2) Entrance Fees: Entrance fees for access to Village Facilities are prohibited. Fees may be charged for access to Special Event features, i.e., rides, carnival games, etc.

    3. (3) Noise: Amplified sound is permitted only between 10:00 a.m. and 10:00 p.m. and must comply with Village Noise Ordinances.

    4. (4) Trees and Vegetation: Nothing may be attached or affixed to Village trees and/or vegetation. Trees or vegetation may not be trimmed or cut to accommodate Special Event features.

    5. (5) No materials shall be affixed to any light pole, bench, playground, fence or other Village property without prior authorization from the CAO or Village Council.

    6. (6) Vehicles: Vehicles shall not be driven or parked on grass or walking paths without approval from the CAO or their designee.

952.15   Post-Event Billing and Settlement

  1. (A) Costs for Village Services. Any costs incurred by the Village for requested or required Village Services for a Special Event may be charged to the permit holder.

  2. (B) Issuance of Invoice. The Village shall make a good-faith effort to issue an invoice for all costs incurred by the Village for requested or required Village Services to the permit holder within thirty (30) days of the conclusion of the Special Event.

  3. (C) Payment Terms. All invoices are due and payable within thirty (30) days of issuance.

  4. (D) Effect of Non-Payment.

    1. (1) Interest: Late payments may be subject to interest at the maximum rate allowed by law.

    2. (2) Future Eligibility: Any outstanding balance owed to the Village may result in the denial of any future Special Event applications by the same applicant or organization until the debt is cleared in full.

952.16   Enforcement

In addition to the Village’s remedies at law, including but not limited to civil injunctive relief to stop a violation in progress, or from pursuing a separate civil action to recover costs, damages, or to enforce the terms of an MOU, upon any violation of this Chapter, the Village Council may cancel such Special Event and/or prohibit any applications for a Special Event permit submitted by the same applicant or on behalf of the same organization deemed in violation.