Licensing staff proposes form, database and three‑year approvals for recurring one‑day events

Caroline County board staff proposed a new process on Oct. 22 to streamline approvals for recurring, annual one‑day liquor licenses so longtime event hosts would not have to appear before the board every year.

Board administrator Geneva explained that, historically, some longstanding events (for example certain volunteer fire‑company dinners and Ducks Unlimited auctions) were effectively pre‑approved and did not require repeated board appearances. A change in legal advice years ago led to requiring all applicants to appear; staff now recommends reinstating a limited, documented preapproval pathway for events that repeat at the same location with no material changes.

Key elements of the staff proposal discussed at the meeting include:
- A signed approval letter/form placed in the licensing file and signed by commissioners that documents which recurring event(s) are preapproved.
- A simple database to track recurring approved events and expirations for staff reference so administrators can confirm who must appear and who need not.
- A suggested three‑year expiration on any recurring approval to prompt periodic board review.
- A seven‑day advance application submission requirement for temporary licenses (staff would continue to accept earlier filings), with a staff checklist requiring site plans and alcohol awareness certificates.

Commissioners and staff agreed on practical steps: staff will compile a list of existing recurring events, notify known license holders about the new process and draft the approval form for board consideration at a future meeting. Staff said they would continue to require applicants for any temporary license to submit a site plan, server training certificates and to pick up issued licenses in person where possible.

The change aims to reduce routine appearances for well‑established community events while preserving board oversight and ensuring public‑safety conditions such as containment areas and wristbands where needed.