The process for special event permits in Sagaponack is finally working the way trustees in the village intended. After several months of tweaking a newly adopted law requiring outside assembly permits for events with 50 or more guests, the village now seems to have finally perfected the effort.
The local law requiring special event permits was enacted last summer, making 2009 the first full spring/summer season the village has had to implement the permit requirements.
This week during a work session headed by deputy mayor Lee Foster, in mayor Don Louchheim’s absence, outdoor assembly permits took up the largest portion of the meeting.
Village trustees had agreed to slightly change the procedure of the application process for outdoor assembly permits at the last meeting. Now, the applicant’s letter of intent to hold the event will be required at the same time as the application. This is so the trustees will get all the required information at once.
Currently, there are five events planned within the borders of the village in June and July that have submitted complete applications. But there are three letters of intent that are still ongoing because the trustees have asked the applicants for further information —including a clarification on what portion of a charitable event’s proceeds will go to the designated charity.
Organizers of the Love Heals fundraiser, an organization focused on AIDS education, are hoping their event will take place this summer at Luna Farms. The planners sent in their application late, stating they were unaware of the new local law which requires applications be received by the village 180 days before the event. This summer would mark the 10th annual Love Heals benefit.
Although all the information was included and trustees said they would consider the application, even though it was submitted past the deadline, the representative for the organization, Jasmine Nielsen, was told by Foster she might need to provide the board with more information for consideration at next week’s regular village board meeting.
Alfred Kelman, a trustee who has been voicing concerns with non-profit events that may actually be “for profit,”Â asked Nielson how much of the proceeds from the event will go to the charity. She responded that 60 percent of gross proceeds and all net proceeds will go to the charity.
Charlie McArdle, representative for People, Pool Event Staffers Inc., was also at Monday’s meeting. He told the board he is working on the Hamptons Happening event —Â which benefits the Samuel Waxman Cancer Research Foundation.
“I know these events can be a nuisance,”Â McArdle said, which is why, he told the board, he has focused on finding parking for staff and vendors so as not to bother neighbors. He said he has obtained a permit for parking for the July 25 event on Wilkes Lane, and his organization will be parking cars at the Hopping House in neighboring Bridgehampton.
After he explained the parking plan, McArdle also recommended the trustees request a certificate of insurance from party planners. He said this is important because there may be people standing on village property and there could be worker’s compensation issues. Village clerk Rhodi Winchell responded that it was a good idea and said she would ask village attorney, Anthony Tohill, to look into it.
“We are really filling up the calendar,”Â said Foster who added that she feels people are responding well to what the village is asking for in terms of outdoor assembly permits.
Next Monday, March 16, the village will hold its regular monthly meeting at 4 p.m.Â