ITEM 4.8
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE THE SPECIAL USE PERMIT POLICY
RECOMMENDATION: Adopt a Resolution Approving the Special Use Permit Policy for Outdoor Public Event
Request( s) in City Parks, Which Are Not Hosted
or Affiliated with the City of Lathrop
SUMMARY:
The Parks, Recreation and Maintenance Services Department currently permits the rental of Picnic Shelters for private events such as birthdays and baby showers. There is no policy in place for the renting of outdoor public spaces for privately organized special events. As Lathrop continues to grow, the request for the use of outdoor public space for public events will arise. In order to be proactive and accommodate these requests, City staff has created a Special Use Permit Policy to establish specific procedures and criteria. The intent of this policy is not to be used for sport groups using sports fields for their intended purposes.
The proposed Special Use Permit Policy incorporates required criteria for organizations in order to be considered for use of City owned park or outdoor facility.
All Special Use Permit requests will go before Council for approval.
BACKGROUND:
The Parks, Recreation and Maintenance Services Department has developed the following proposed policy in the form of a Special Use Permit Policy for outdoor public event request( s) in City parks or outdoor facilities, which are not hosted or affiliated with the City of Lathrop.
Special Use Permit
1. Application Process:
Any Lathrop resident or Lathrop organization, with a valid Lathrop address, requesting the use of outdoor space for a public event must follow the special use application process and adhere to all criteria. Events must be open to the public, provide a benefit to the Lathrop community, and not exceed a capacity of 500 participants. All applications will be presented to City Council for consideration.
a. Submit an application through the Parks, Recreation and Maintenance Services Department.
b. Special Use Permits will only be issued during regular park hours. 6: 00 a. m. to 8: 30 p. m. April through September; and 6: 00 a. m. to 6: 00 p. m. October through March.
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
c. Special Use Permits will only be issued for the following locations:
Manuel Valverde Park
Mossdale Landing Community Park
Generations Center Park
Special Use Permits will not be issued for neighborhood parks. d. Special Use Permits will not be issued for consecutive day events or for dates that conflict with City run events or programs and may not be approved for duplicate events.
e. Application must be fully completed and submitted, along with the appropriate application fees, at least 60 days prior to the proposed event date and no more than 13 months in advance of the event date. f. A $ 50 non- refundable application fee must be paid upon submission of the completed application.
g. A photocopy of the Special Use Permit Applicant' s government issued ID with valid Lathrop address is required.
h. Submit applications to:
Lathrop Community Center
15557 Fifth Street
Lathrop, CA 95330
i. Special Use Permit fees in the amount of $ 1, 000 must be paid in full within 15 days of final approval. Additional fees for staffing may be required based on the size of the event. Fees will be determined prior to going to Council for approval when application is deemed complete. j. Applications may be reviewed by multiple departments within the City of Lathrop including, but not limited to, Parks, Recreation, and Maintenance Services, Planning, Public Works, and Lathrop Police Department, along with Lathrop- Manteca Fire District, and will be presented to Lathrop City Council for final consideration. k. All contact regarding the proposed event will be communicated to and from the Lathrop Parks, Recreation and Maintenance Services Department and the Special Use Permit Applicant.
I. The City of Lathrop reserves the right to deny a Special Use Permit for the following reasons, including but not limited to, deemed inappropriate content for the community, lack of parking to accommodate the requested participation for proposed venue, conflicting events taking place during the same timeframe, outstanding financial obligations or failure to meet payment deadlines, failure to meet criteria deadlines, and past event history concerns.
2. Special Use Permit Criteria:
Additionally, in order to be considered for a Special Use Permit, applicants must adhere to the following criteria. The Special Use Permit Applicant assumes responsibility for any damages to City property that may arise from the event, actions of employees, volunteer, participants, and/ or vendors. a. Certificate of Insurance:
If the Special Use Permit is approved, General Liability Insurance must be submitted 15 days prior to the event. The undersigned shall maintain
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
general liability insurance in an amount no less than two million dollars 2, 000, 000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330." Undersigned' s general liability policies shall be endorsed to provide that City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
b. Site Map:
A proposed site map must be submitted 60 days prior to the event. The site map must include the following:
An overview of the event venue.
Parking locations including ADA parking.
Restroom locations.
Trash receptacle locations.
Vendor / Food / Concession locations.
Generator locations.
Tent / Canopy locations.
c. Road Closures:
Road closures will not be permitted.
d. Parkinq:
The Special Use Permit Applicant must consider the impact the event will have on parking on the area. In some cases, a parking management plan will be required if the venue cannot accommodate the number of anticipated attendees. If a parking management plan is required, Special Use Permit Applicant will be required to identify City owned and/ or private parking lots that will be utilized, a shuttle plan, the use of carpools, public transportation, ADA accessible parking provisions and/ or special parking requests.
e. Accessibilitv:
The Special Use Permit Applicant is required to comply with all Federal, State, County and City ADA laws applicable to the event pursuant to the Americans with Disabilities Act.
f. Vehicular Access:
No vehicles are permitted in City parks at any time. No exceptions. g. Restrooms:
The Special Use Permit Applicant is required to provide restroom accommodations for the duration of the event and will be required to provide portable restrooms and hand- washing stations. Events require a minimum of one ( 1) general restroom and one ( 1) handicap accessible restroom for every two hundred ( 200) attendees. The number of portable toilets and hand washing stations will be determined based on the reasonably estimated peak attendance.
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
h. Securitv:
One security person is required on duty for all times for every 100 people that are in attendance during the event. If Special Use Permit is approved, a copy of the completed security agreement must be submitted 30 days prior to the event.
i. Waste Mana, e
ment:
The Special Use Permit Applicant is responsible for ensuring that all waste and garbage is properly disposed of throughout the term of the event. Immediately upon conclusion of the event, the area must be returned to a clean condition. In an effort to make the City more sustainable, the Special Use Permit Applicant are responsible for providing a sufficient number of garbage and recycling receptacles for the event. The Special Use Permit Applicant must ensure there is a large enough dumpster for the event.
j. Vendors:
Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. No weapons, alcohol, drugs, drug/ sexual paraphernalia, or fireworks may be sold at any event.
Political campaigning will not be allowed.
k. Bounce Houses:
All Bounce House Vendors will require General Liability Insurance, separate from the event, in an amount no less than one million dollars 1, 000, 000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read " City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330." The policy shall be endorsed to provide that " City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
Bounce Houses must be carried or wheeled in by a non- motorized device. No vehicles are allowed in city parks at any time. Bounce Houses must be powered by a portable generator that has a ground fault interrupter. Bounce Houses must be staked down on all sides with 18 inch stakes that are 3/ 8 inches in diameter. No exceptions. Adult supervision of all children in and around the Bounce House is required at all times.
No water Bounce Houses or amusement rides will be allowed.
I. Food/ Concessions:
All Food Truck Vendors must have a current City of Lathrop Business License and a current Health Permit from the San Joaquin County Department. A copy of the permit must be received a minimum of 30 days prior to the event. Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety.
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
m. Alcohol Prohibited:
The possession and/ or consumption of any alcoholic beverages is prohibited in all City parks and facilities.
n. Smokina Prohibited:
Smoking is prohibited in all City parks and facilities. o. Stage:
The use of a temporary stage is prohibited.
p. Amplified Sound:
Amplified sound including electronic equipment, amplifiers, loud speakers, microphones, or similar devices or combinations of devices which are powered by electricity, requires a Sound Amplification Permit from the Lathrop Police Department.
q. Generators:
Portable generators must be placed in an area where attendees are unlikely to come into contact with them, be placed at least 10 feet from any combustible materials and located a minimum of 20 feet from tents or canopies. The refueling of hot generators is not allowed. All generators should be fenced off or attached to the apparatus in use. r. Tents/ Canopies:
10' x 10' canopies are allowed. Canopies must be weighed down using weights. Stakes are not allowed in the grass. Canopies must be placed at least 20 feet from any property line, building or other tent/ canopy/ temporary structure. All tent materials must be either fire retardant or made to be fire retardant in a Fire Department approved manner. Proof that materials are fire retardant must be posted on the premises. All vehicles with an internal combustion engine must be at least 30 feet from any tent/ canopy/ temporary structure. s. Emergency Plan:
An Emergency Operations Plan must be submitted 30 days prior to event and must be approved by Lathrop Police Department.
t. Notifying Residents:
Due to the change in the normal flow of traffic that can affect residential and business activity, the Special Use Permit Applicant may be required to notify all surrounding residents and businesses. If your event involves amplified sound ( more than announcements or music from a boom box), or you anticipate more than 200 attendees at the event during peak time, you will be required to notify, in writing, all residents and businesses residing within a two City block radius or 300 feet surrounding the event venue at least 30 days prior to the event. You can distribute notification door to door or via mail.
Notification must include the following information:
Name of event
Location of event
Event date and hours
Anticipated attendance
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
Use of amplified sound
Special Use Permit Applicant contact for further information or inquiries
A copy of the notification must be pre- approved by the City of Lathrop before distributing.
u. Event Marketina:
All event marketing material must clearly state This is not a City of Lathrop sponsored event."
v. Temporary Signage:
Signs shall not be erected without submission and approval. The specific location of each proposed sign shall be included in the application. A maximum of one ( 1) sign on each street frontage may be displayed for any single event. Signs shall not exceed six ( 6) feet. Signs shall be displayed only during the duration of the event.
w. Cancellations:
Cancellations will receive a refund of 50% of the Special Use Permit fee.
Currently there are only three events which may qualify under this policy. The First Responders Event, hosted by the Lathrop Community Volunteer Club and two Backpack Give- a- way Events. Both of these events are hosted annually and would need to adhere to the Special Use Permit Policy.
RECOMMENDATION:
Staff recommends Council approve the Lathrop Parks, Recreation and Maintenance Services Department recommendation to adopt a resolution approving the Special Use Permit Policy for outdoor public event request( s) in City parks and outdoor facilities, which are not hosted or affiliated with the City of Lathrop.
FISCAL IMPACT:
None.
ATTACH M ENTS:
A. Resolution Approving the Special Use Permit Policy for Outdoor Public Events
B. Special Use Permit Application and Policy
CITY MANAGER' S REPORT
MAY 8, 2023 CITY COUNCIL REGULAR MEETING
APPROVE SPECIAL USE PERMIT POLICY
APPROVALS:
l JZ3
Todd Sebastian Date
Director of Parks, Recreation and Maintenance Services
lo( p/ o
Car Jam s Date
Finance irector
l • 2(v • 2 aZ 3
Michael King Date
Assistant City Manager
k• 2. L '3
Salvador Navarrete Date
City Attorney
s -z 3
Ste en J. Salvatore Date
City Manager
RESOLUTION NO. 23 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING THE ADOPTION OF THE SPECIAL USE PERMIT POLICY
FOR OUTDOOR PUBLIC EVENTS REQUEST( S) IN CITY PARKS, WHICH ARE
NOT HOSTED OR AFFILIATED WITH THE CITY OF LATHROP
WHEREAS, the Parks, Recreation and Maintenance Services Department currently permits the rental of Picnic Shelters for private events such as birthdays and baby showers; and
WHEREAS, there is no policy in place for the renting of parks and outdoor spaces for public events; and
WHEREAS, as Lathrop continues to grow, requests for the use of parks and outdoor space for public events may arise; and
WHEREAS, in order to be proactive and accommodate these requests, City staff has created a Special Use Permit Policy to establish specific procedures and required criteria; and
WHEREAS, any Lathrop resident or Lathrop organization, with a valid Lathrop address, requesting the use of outdoor space for a public event must follow the special use application process and adhere to all required criteria; and WHEREAS, events must be open to the public, provide a benefit to the Lathrop community, and not exceed a capacity of 500 participants; and WHEREAS, all applications will be presented to City Council for consideration; and
WHEREAS, the application process is as follows
a. Submit an application through the Parks, Recreation and Maintenance Services Department.
b. Special Use Permits will only be issued during regular park hours. 6: 00 a. m. to 8: 30 p. m. April through September; and 6: 00 a. m. to 6: 00 p. m. October through March.
c. Special Use Permits will only be issued for the following locations:
Manuel Valverde Park
Mossdale Landing Community Park
Generations Center Park
Special Use Permits will not be issued for neighborhood parks. d. Special Use Permits will not be issued for consecutive day events or for dates that conflict with City run events or programs and may not be approved for duplicate events.
e. Application must be fully completed and submitted, along with the appropriate application fees, at least 60 days prior to the proposed event date and no more than 13 months in advance of the event date. f. A $ 50 non- refundable application fee must be paid upon submission of the completed application.
g. A photocopy of the Special Use Permit Applicant' s government issued ID is with valid Lathrop address is required.
h. Submit applications to:
Lathrop Community Center
15557 Fifth Street
Lathrop, CA 95330
i. Special Use Permit fees in the amount of $ 1, 000 must be paid in full within 15 days of final approval. Additional fees for staffing may be required based on the size of the event. Fees will be determined prior to going to Council for approval when application is deemed complete. j. Applications may be reviewed by multiple departments within the City of Lathrop including, but not limited to, Parks, Recreation, and Maintenance Services, Planning, Public Works, and Lathrop Police Department, along with Lathrop- Manteca Fire District, and will be presented to Lathrop City Council for final consideration. k. All contact regarding the proposed event will be communicated to and from the Lathrop Parks, Recreation and Maintenance Services Department and the Special Use Permit Applicant.
I. The City of Lathrop reserves the right to deny a Special Use Permit for the following reasons, including but not limited to, deemed inappropriate content for the community, lack of parking to accommodate the requested participation for proposed venue, conflicting events taking place during the same timeframe, outstanding financial obligations or failure to meet payment deadlines, failure to meet criteria deadlines, and past event history concerns; and
WHEREAS, additionally, in order to be considered for a Special Use Permit, applicants must adhere to the following criteria. The Special Use Permit Applicant assumes responsibility for any damages to City property that may arise from the event, actions of employees, volunteer, participants, and/ or vendors. a. Certificate of Insurance:
If the Special Use Permit is approved, General Liability Insurance must be submitted 15 days prior to the event. The undersigned shall maintain general liability insurance in an amount no less than two million dollars 2, 000, 000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read " City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330." Undersigned' s general liability policies shall be endorsed to provide that City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
b. Site Map:
A proposed site map must be submitted 60 days prior to the event. The site map must include the following:
An overview of the event venue.
Parking locations including ADA parking.
Restroom locations.
Trash receptacle locations.
Vendor / Food / Concession locations.
Generator locations.
Tent / Canopy locations.
c. Road Closures:
Road closures will not be permitted.
d. ParkinQ:
The Special Use Permit Applicant must consider the impact the event will have on parking on the area. In some cases, a parking management plan will be required if the venue cannot accommodate the number of anticipated attendees. If a parking management plan is required, Special Use Permit Applicant will be required to identify City owned and/ or private parking lots that will be utilized, a shuttle plan, the use of carpools, public transportation, ADA accessible parking provisions and/ or special parking requests.
e. Accessibilitv:
The Special Use Permit Applicant is required to comply with all Federal, State, County and City ADA laws applicable to the event pursuant to the Americans with Disabilities Act.
f. Vehicular Access:
No vehicles are permitted in City parks at any time. No exceptions. g. Restrooms:
The Special Use Permit Applicant is required to provide restroom accommodations for the duration of the event and will be required to provide portable restrooms and hand- washing stations. Events require a minimum of one ( 1) general restroom and one ( 1) handicap accessible restroom for every two hundred ( 200) attendees. The number of portable toilets and hand washing stations will be determined based on the reasonably estimated peak attendance.
h. Securitv:
One security person is required on duty for all times for every 100 people that are in attendance during the event. If Special Use Permit is approved, a copy of the completed security agreement must be submitted 30 days prior to the event.
i. Waste Management:
The Special Use Permit Applicant is responsible for ensuring that all waste and garbage is properly disposed of throughout the term of the event. Immediately upon conclusion of the event, the area must be returned to a clean condition. In an effort to make the City more sustainable, the Special Use Permit Applicant are responsible for providing a sufficient number of garbage and recycling receptacles for the event. The Special Use Permit Applicant must ensure there is a large enough dumpster for the event.
j. Vendors:
Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. No weapons, alcohol, drugs, drug/ sexual paraphernalia, or fireworks may be sold at any event.
Political campaigning will not be allowed.
k. Bounce Houses:
All Bounce House Vendors will require General Liability Insurance, separate from the event, in an amount no less than one million dollars 1, 000, 000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330." The policy shall be endorsed to provide that " City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
Bounce Houses must be carried or wheeled in by a non- motorized device. No vehicles are allowed in city parks at any time. Bounce Houses must be powered by a portable generator that has a ground fault interrupter. Bounce Houses must be staked down on all sides with 18 inch stakes that are 3/ 8 inches in diameter. No exceptions. Adult supervision of all children in and around the Bounce House is required at all times.
No water Bounce Houses or amusement rides will be allowed.
I. Food/ Concessions:
All Food Truck Vendors must have a current City of Lathrop Business License and a current Health Permit from the San Joaquin County Department. A copy of the permit must be received a minimum of 30 days prior to the event. Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. m. Alcohol Prohibited:
The possession and/ or consumption of any alcoholic beverages is prohibited in all City parks and facilities.
n. Smoking Prohibited:
Smoking is prohibited in all City parks and facilities. o. Stage:
The use of a temporary stage is prohibited.
p. Amplified Sound:
Amplified sound including electronic equipment, amplifiers, loud speakers, microphones, or similar devices or combinations of devices which are powered by electricity, requires a Sound Amplification Permit from the Lathrop Police Department.
q. Generators:
Portable generators must be placed in an area where attendees are unlikely to come into contact with them, be placed at least 10 feet from any combustible materials and located a minimum of 20 feet from tents or canopies. The refueling of hot generators is not allowed. All generators should be fenced off or attached to the apparatus in use. r. Tents/ Canopies:
10' x 10' canopies are allowed. Canopies must be weighed down using weights. Stakes are not allowed in the grass. Canopies must be placed at least 20 feet from any property line, building or other tent/ canopy/ temporary structure. All tent materials must be either fire retardant or made to be fire retardant in a Fire Department approved manner. Proof that materials are fire retardant must be posted on the premises. All vehicles with an internal combustion engine must be at least 30 feet from any tent/ canopy/ temporary structure. s. Emergency Plan:
An Emergency Operations Plan must be submitted 30 days prior to event and must be approved by Lathrop Police Department.
t. Notifying Residents:
Due to the change of the normal flow traffic that can affect residential and business activity, the Special Use Permit Applicant may be required to notify all surrounding residents and businesses. If your event involves amplified sound ( more than announcements or music from a boom box), or you anticipate more than 200 attendees at the event during peak time, you will be required to notify, in writing, all residents and businesses residing within a two City block radius or 300 feet surrounding the event venue at least 30 days prior to the event. You can distribute notification door to door or via mail.
Notification must include the following information:
Name of event
Location of event
Event date and hours
Anticipated attendance
Use of amplified sound
Special Use Permit Applicant contact for further information or inquiries
A copy of the notification must be pre- approved by the City of Lathrop before distributing.
u. Event Marketina:
All event marketing material must clearly state " This is not a City of Lathrop sponsored event."
v. Temporary Signage:
Signs shall not be erected without submission and approval. The specific location of each proposed sign shall be included in the application. A maximum of one ( 1) sign on each street frontage may be displayed for any single event. Signs shall not exceed six ( 6) feet. Signs shall be displayed only during the duration of the event.
w. Cancellations:
Cancellations will receive a refund of 50% of the Special Use Permit fee.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop approve the Lathrop Parks, Recreation and Maintenance Services Department recommendation to adopt a resolution approving the Special Use Permit Policy for outdoor public event request( s) in City parks, which are not hosted or affiliated with the City of Lathrop.
The foregoing resolution was passed and adopted this 8t'' day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney f Attachment B
ARKi IIECREATIDN i
MAINT NANCE SERY CES
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SPECIAL USE PERMIT APPLICATION
Any Lathrop resident or Lathrop organization, with a valid Lathrop address, requesting the use of outdoor space for a public event must follow the special use application process and adhere to all criteria. Events must be open to the public, provide a benefit to the Lathrop community, and not exceed a capacity of 500 participants. All applications will be presented to City Council for consideration.
Submit an application through the Parks, Recreation and Maintenance Services Department.
Special Use Permits will only be issued during regular park hours. 6: 00 a. m. to 8: 30 p. m. April through September; and 6: 00 a. m. to 6: 00 p. m. October through March.
Special Use Permits will only be issued for the following locations:
Manuel Valverde Park
Mossdale Landing Community Park
Generations Center Park
Special Use Permits will not be issued for neighborhood parks.
Special Use Permits will not be issued for consecutive day events or for dates that conflict with City run events or programs and may not be approved for duplicate events.
Application must be fully completed and submitted, along with the appropriate application fees, at least 60 days prior to the proposed event date and no more than 13 months in advance of the event date.
A$ 50 non- refundable application fee must be paid upon submission ofthe completed application.
A photocopy of the Special Use Permit Applicant' s government issued ID is with valid Lathrop address is required.
Submit applications to:
Lathrop Community Center
15557 Fifth Street
Lathrop, CA 95330
Special Use Permit fees in the amount of $ 1, 000 must be paid in full within 15 days of final approval. Additional fees for staffing may be required based on the size of the event. Fees will be determined prior to going to Council for approval when application is deemed complete.
Applications may be reviewed by multiple departments within the City of Lathrop including, but not limited to, Parks, Recreation, and Maintenance Services, Planning, Public Works, and Lathrop Police Department, along with Lathrop- Manteca Fire District, and will be presented to Lathrop City Council for final consideration.
All contact regarding the proposed event will be communicated to and from the Lathrop Parks, Recreation and Maintenance Services Department and the Special Use Permit Applicant.
The City of Lathrop reserves the right to deny a Special Use Permit for the following reasons, including but not limited to, deemed inappropriate content for the community, lack of parking to accommodate the requested participation for proposed venue, conflicting events taking place during the same timeframe, outstanding financial obligations or failure to meet payment deadlines, failure to meet criteria deadlines, and past event history concerns.
CMy ef
MRK RlCREATION i
MAINT NANCE SERY CES
IIE C. A. R. E.
SPECIAL USE PERMIT APPLICATION
Event Type: Date of Event:
Location of Event: Hours of Event:
Please include set- up and clean up.)
Name of Event Organizer: Phone Number:
Address: Email:
Name of Sponsoring Organization( s):
Estimated attendance:
Note: Non- profit organizations may be eligible for a fee waiver. Facility Fee Waiver paperwork must be filled out and turned in separately. Facility Fee Waivers will be presented to Lathrop City Council for approval.
Indemnity/ Hold Harmless Agreement: Undersigned shall indemnify, defend, and hold harmless the City, its officers, employees, agents, and volunteers (" City indemnitees"), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels' fees and costs of litigation (" claims"), arising out of the Undersigned' s performance of its obligations under this agreement or out of the operations conducted by Undersigned, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Undersigned' s performance of this agreement, the Undersigned shall provide a defense to the City indemnitees, or at the City' s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels' fees, incurred in defense of such claims.
Signature Date
Printed Name Driver' s License Number
Deposit Paid:
Estimated Event Costs:
Gfy ef
ARKS RECREATION, i
MAINT NANCE SERYICES
ME CJI.II. E.
SPECIAL USE PERMIT POLICY
In order to be considered for a Special Use Permit, applicants must adhere to the following criteria. The Special Use Permit Applicant assumes responsibility for any damages to City property that may arise from the event, actions of employees, volunteer, participants, and/ or vendors. a. Certificate of Insurance:
If the Special Use Permit is approved, General Liability Insurance must be submitted 15 days prior to event.
The undersigned shall maintain general liability insurance in an amount no less than two million dollars 2, 000,000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read " City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330." Undersigned' s general liability policies shall be endorsed to provide that " City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 2010 or CG 20 26.
b. Site Map:
A proposed site map must be submitted 60 days prior to the event. The site map must include the following:
An overview of the event venue.
Parking locations including ADA parking.
Restroom locations.
Trash receptacle locations.
Vendor/ Food/ Concession locations.
Generator locations.
Tent/ Canopy locations.
c. Road Closures:
Road closures will not be permitted.
d. Parkin:
The Special Use Permit Applicant must consider the impact the event will have on parking on the area. In some cases, a parking management plan will be required if the venue cannot accommodate the number of anticipated attendees. If a parking management plan is required, Special Use Permit Applicant will be required to identify City owned and/ or private parking lots that will be utilized, a shuttle plan, the use of carpools, public transportation, ADA accessible parking provisions and/ or special parking requests. e. Accessibilitv:
The Special Use Permit Applicant is required to comply with all Federal, State, County and City ADA laws applicable to the event pursuant to the Americans with Disabilities Act. f. Vehicular Access:
No vehicles are permitted in City parks at any time. No exceptions. g. Restrooms•
The Special Use Permit Applicant is required to provide restroom accommodations for the duration of the event and will be required to provide portable restrooms and hand- washing stations. Events require a minimum of one ( 1) general restroom and one ( 1) handicap accessible restroom for every two hundred 200) attendees. The number of portable toilets and hand washing stations will be determined based on the reasonably estimated peak attendance.
h. Securi
One security person is required on duty for all times for every 100 people that are in attendance during the event. If Special Use Permit is approved, a copy of the completed security agreement must be Cky of -
PARKf RECREATION, i
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NE C. A. R. E.
submitted 30 days prior to the event.
i. Waste Mana ement:
The Special Use Permit Applicant is responsible for ensuring that all waste and garbage is properly disposed of throughout the term of the event. Immediately upon conclusion of the event, the area must be returned to a clean condition. In an effort to make the City more sustainable, the Special Use Permit Applicant are responsible for providing a sufficient number of garbage and recycling receptacles for the event. The Special Use Permit Applicant must ensure there is a large enough dumpster for the event. j. Vendors:
Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. No weapons, alcohol, drugs, drug/ sexual paraphernalia, or fireworks may be sold at any event. Political campaigning will not be allowed.
k. Bounce Houses:
All Bounce House Vendors will require General Liability Insurance, separate from the event, in an amount no less than one million dollars($ 1, 000, 000) per occurrence for bodily injury, personal injury, and property damage. Insurance certificate holder address should read " City of Lathrop, 390 Towne Centre Drive, Lathrop CA, 95330."
The policy shall be endorsed to provide that " City and its officers, officials, employees, agents, and volunteers shall be additional insured" under such policies with coverage at least as broad as ISO form CG 20 10 or CG 20 26.
Bounce Houses must be carried or wheeled in by a non- motorized device. No vehicles are allowed in city parks at any time. Bounce Houses must be powered by a portable generator that has a ground fault interrupter. Bounce Houses must be staked down on all sides with 18 inch stakes that are 3/ 8 inches in diameter. No exceptions. Adult supervision of all children in and around the Bounce House is required at all times.
No water Bounce Houses or amusement rides will be allowed.
I. Food/ Concessions:
All Food Truck Vendors must have a current City of Lathrop Business License and a current Health Permit from the San Joaquin County Department. A copy of the permit must be received a minimum of 30 days prior to the event. Vendors, their staff, employees and agents must comply with all vendor rules, fire codes, laws, ordinances, and regulations pertinent to health, fire prevention and public safety. m. Alcohol Prohibited:
The possession and/ or consumption of any alcoholic beverages is prohibited in all City parks and facilities. n. Smoking Prohibited:
Smoking is prohibited in all City parks and facilities. o. Sta e:
The use of a temporary stage is prohibited.
p. Amplified Sound:
Amplified sound including electronic equipment, amplifiers, loud speakers, microphones, or similar devices or combinations of devices which are powered by electricity, requires a Sound Amplification Permit from the Lathrop Police Department.
q. Generators•
Portable generators must be placed in an area where attendees are unlikely to come into contact with them, be placed at least 10 feet from any combustible materials and located a minimum of 20 feet from CHy ef
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tents or canopies. The refueling of hot generators is not allowed. All generators should be fenced off or attached to the apparatus in use.
r. Tents/ Canopies:
10' x 10' canopies are allowed. Canopies must be weighed down using weights. Stakes are not allowed in the grass. Canopies must be placed at least 20 feet from any property line, building or other tent/ canopy/ temporary structure. All tent materials must be either fire retardant or made to be fire retardant in a Fire Department approved manner. Proof that materials are fire retardant must be posted on the premises. All vehicles with an internal combustion engine must be at least 30 feet from any tent/ canopy/ temporary structure.
S. Emergencv Plan:
An Emergency Operations Plan must be submitted 30 days prior to event and must be approved by Lathrop Police Department.
t. Notifving Residents:
Due to the change of the normal flow traffic that can affect residential and business activity, the Special Use Permit Applicant may be required to notify all surrounding residents and businesses. If your event involves amplified sound ( more than announcements or music from a boom box), or you anticipate more than 200 attendees at the event during peak time, you will be required to notify, in writing, all residents and businesses residing within a two City block radius or 300 feet surrounding the event venue at least 30 days prior to the event. You can distribute notification door to door or via mail.
Notification must include the following information:
Name of event
Location of event
Event date and hours
Anticipated attendance
Use of amplified sound
Special Use Permit Applicant contact for further information or inquiries A copy of the notification must be pre- approved by the City of Lathrop before distributing. u. Event Marketin:
All event marketing material must clearly state " This is not a City of Lathrop sponsored event." v. Temporary Signa e:
Signs shall not be erected without submission and approval. The specific location of each proposed sign shall be included in the application. A maximum of one ( 1) sign on each street frontage may be displayed for any single event. Signs shall not exceed six ( 6) feet. Signs shall be displayed only during the duration of the event.
w. Cancellations:
Cancellations will receive a refund of 50%a of the Special Use Permit fee.