Agenda Item Number: __1___
CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: April 4, 2023
To: Honorable Mayor and City Councilmembers
From: Ana Kwong – Administrative Services Director
Dante Del Prete - Public Works Superintendent
Subject: Approval of City Sponsorship Request
Recommendation: That the City Council Approve the Request for Sponsorship Program in support of the Sebastopol Kiwanis Club Annual Easter Egg Hunt at Ives Park Funding: Currently Budgeted: ___X____ Yes _______ No _____ N/A General Fund Cost:
Amount of Program: $15,000
Funds Spent to Date on Program: $10,500
Remaining Funds: $4,500
Account Code/Costs authorized in City Approved Budget (if applicable) ___AK_____ (verified by Administrative Services Department) INTRODUCTION/PURPOSE:
This item is to request City Council Approve the Request for Sponsorship Program in support of Sebastopol Kiwanis Club Annual Easter Egg Hunt at Ives Park.
BACKGROUND:
The City Council adopted a Community Sponsorship Policy No.84 in early September 2021. The policy established the parameters to promote significant and special community events primarily benefiting the Sebastopol community. City support of such program may consist of monetary funding and/or in-kind support. Community sponsorships can be an effective means to identify the event with the City and building community partnerships while raising revenue.
The purpose of this sponsorship policy is to set forth guidelines and criteria governing the granting of City of Sebastopol funds or in-kind services for the purpose ofsupporting local festivals, special events, community projects or programs. Although the City makes a concerted attempt to limit the amount of General Fund monies expended toward such sponsorship activity, the City recognizesthatsponsorships play a vital role in supporting our community, as well as to promote cultural experience and economic development efforts of the City.
As stated in Council Policy 84 Community Sponsorship.
“The City of Sebastopol recognizes that sponsorships play an important role in supporting our community and providing support for community events that are held for the following purposes:
• Support of nonprofit organizations, service clubs, groups or organizations serving the Sebastopol community; • Cultural, recreational and educational activities;
• Promotion of the City of Sebastopol
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Agenda Item Number: __1___
In order to expand access to a wide range of cultural experiences and diversified community connections for all its residents, the City of Sebastopol provides limited assistance to local organizations in support of community events that are consistent with the goals and priorities of the city and that serve a public purpose.” “Sponsorship – A sponsorship is any monetary or in-kind support from the City (City logo, City staff time, public safety services, and the use of City facilities or property, event permit fees, etc.) to the organizing agency that helps offset the costs of the event operations.”
DISCUSSION:
As of the writing of this agenda item, the City has received from the following applications:
1. Sonoma Farm Trails application for Gravesnstein Apple Fair - $7,500
2. Sonoma County Liability, Sebastopol Regional Library Branch – $5,012.50 Tonight’s application from the Sebastopol Kiwanis Club is requesting for support of their annual egg hunt at Ives Park.
“We have been providing a free, safe and fun Easter Egg Hunt to the children of Sebastopol for over 50 years. This is a community and family event with BUNNY (and photo op). Candy, Screamin’s Mimi’s gift certificates, Cookie company and hard boiled eggs are hidden for kids to find. The Toy Works has done face painting” GOALS:
4.2.2, Foster a Sense of Community by Providing and Encouraging Participation in Community Events, Volunteering, and working with Non-Profits to Support Local Events
Goal 5 - Provide Open and Responsive Municipal Government Leadership
5.3.3. Encourage and increase public awareness of City Policies, decisions, programs and all public processes and meetings, by investigating effective methods of communication and obtaining feedback from the community.
Action CHW 5c: Practice an open-door policy in City programs, and actively engage and encourage participation from all individuals regardless of ethnicity, race, religion, class, disability, sexual orientation, and gender.
PUBLIC COMMENT:
As of the writing of this staff report, the city has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL IMPACT:
The organization is asking for a full fee waiver of $1,432 for this event and the list below provided by the Sebastopol Kiwanis Club of such event cost.
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Agenda Item Number: __1___
However as the $1,000 is refundable; and the City business license and California Disability Access Fee of $4 which the City is collecting and a pass-through agency for the State of California should not be waived, the City is recommending sponsorship in the amount of $400.00
RECOMMENDATION:
That the Mayor and City Council Approve the Request for Sponsorship Program in support Sebastopol Kiwanis Club Application for Annual Easter Egg Hunt in the amount of $400.00.
ATTACHMENT(S):
Application
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
COMMUNITY EVENT SPONSORSHIP REQUEST
Application
Received
FtB 2 I 2023
City of Sebastopol
Admin Services- Finance
City of Sebastopol
ADMINISTRATIVE SERVICES DEPARTMENT
7120 Bodega Ave
Sebastopol, CA.95472
707-823-7863
Fax:707-823-1135
ST
/roR
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Application
1. GENERAL INFORMATION
Date of Request:
Amount Requested:
Name of Organization
Organization Contact:
Mailing Address:
PhysicalAddress
Phone Number
E-mail address:
Federal Taxpayer l.D. No:
Sebastopol Business
License No. (Required for
any work or service
performed in city limits)
Non-Profit Tax Status
(verification must be
attached):
Ll aslPe
$ / {3?. oo
*!'/it s
L{" lil ):.0'
t\ . l' | ..t
l('t t ij\',r F: .q' :
,
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r iir ' {K". :,-,tt iii ,,t
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';:i r, ) 1.. ,i
{?O-l .t.ut),-[, " {,r };i1,1
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c
,
i.,,,tt:. ! -,." :/ rl I i.t
/n roc€lS pfi+
501(c): frfves
Other class (specify):
.11.
No
ffieceived
i:FB 2 I 2023
City of $ebastoPol
Adrnin Services- Finance
FOR C|TY USE ONLY
Date Received:
Original Sponsorship Application
Sponsonhip Request Letler
f Complete -
- oRI lncomplete - return to Applicant
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
2. STATEMENT OF PURPOSE
1. Description of services or event being provided to the city. (Describe the evenUactivity and explain the impact you believe that it will have on the Sebastopol community.
Will it generate sales tax and/ or bed tax through retail sales or hotel stays? Will it educate and/or provide quality of life to Sebastopol residents/visitors?):
Kiwanis Annual Easter Egg Hunt at lves Park
We have been providing a free, safe and fun Easter Egg Hunt to the children of Sebastopolfor over 50 years.
This is a community and family event with BUNNY (and photo op) Candy, Screamin' Mimi's gift certificates, Cookie company and hard boiled eggs are hidden for kids to find.
The Toy Works has done face painting
2. How will the city's funds be used? (Provide specific details regarding youy reason for request and how those funds will be spenf. Funds are considered per line item, and appropriate information should be provided fo asslst the City Council's review and decision. /f necessary, attach a separate sheet):
Item Description Amount requested
Example:
Apple Blossom Festival
Traffic control plan for street closure 2,000
fr1!, t ilit,t ih-ro+|" f,pQ-xa*"f tr--Vpg41-*; l,"eltr,r'fr rfi .*ff ,f {:o VWAA-€.4*, lilfu**f '
C A' f) nnfr>} ,i ,.', /.' (''',:: :: .:'1..:r i"'t;o ;.;,r. . -0 .*.n_
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r.r ' I r
ri:,1t,..1,.;,. ?_ 5-0, o il
tl+\r:r f' dt;,tit,q" r* *zwUrl;.'[ .r,,+ i/i.,, i \{tlY.: fir,} 1-
3. Total number of persons that benefit from or will attend this program or event, ?C0
4. Of the total number benefitting, give an estimate of the percentage (%) of Sebastopol residents that participate in said benefit:
fD Resioent 2O ruon-nesident
--
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
3. AGENCY BUDGET
1. Sources of Funding:
A. Sebasfopo/ Supporf. List any and all funding requested tiom the City of Sebastpol, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of thefunding request: .[ {.
B. Communitv Support: List any and all funding requested from other community partners, including type of request (grant, sponsorship, donation, fundraiser, etc.), the amount your agency requested and the actual amount received, and a description of the funding requested (lf necessary, attach a rate sheet.)
'2i. -;''r.
Type ofRequest FYry;
Requested
Arnount
Funds
Received
FY 21'-F
Requested
Amount
Reason for and/or description of
request
Example:
Sponsorshrb
$1,000 $t 500
krn 4-* f'!,r'*, 1iflirl] (4'?l- llll V\$.t-{'- Iiyirli.r 7i! ,,i,t'";,' ','(" ;, ..,s- -,'.f
Agency providing
funds
.|5)i4.Q'?s--
Requested'
Amount
Approved
AmounU
Funds
received
FY 21-22
Requested
Amount
Description of Contributipn (in-kind,
sponsorship, event, granCI
Example: $10,000 $5,000 $10,000 Education grant
Soaoma
Valley
Foundation
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i. .
.:: ;;'1. .t' i i f,I, ,1,,
tlr\ k i i.]e.,.i It'J krur:i r n {Z rrvt)
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' ',',', " t'.j I'. rI' iti,'." { f\ k *o ,'.1
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._.
I '. r.j 1.r .,i. I '; , ,rt,,\.*t.,P' Ll -
Lr {'r LI I t
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
2. Budget Please provide event budget. (lf necessary, attach a separate sheet.) cttt* g f, d* (alln:>
/'1 L-
,"lr) D
Sso nP
H, {-o{\-}. ${:}
Vtar& 02rj aW
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*'
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I
ffihowuo
Of:--+r;t' o/wLn ?a if-''
{.}-t e+'.' * L"r''{c " ?anL U
GRAND TOTAL OF EXPENDITURES: $
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
4. SIGNATURE AUTHORIZATION
1. ldentify the principal (owner, president, or equivalent) who is ultimately responsible for the applicant's event:
NAME:
TITLE:
ADDRESS
PHONE:
E-MAIL:
.o- lJcr-LV*i a"rut
bna\ Ae
*7 i}'a - ?t )?q s
b nCrr f,t\to:^,4,g63 (' d.-"'' u*lbd1'"'n r''r i' l;i , ri13- (FQi'"nt
fit \i-Jd*\t*d
L, 2. Signature of authorized official
The undersigned does hereby confirm that the information herein is true and correct, that the applicant agency meets the criteria set forth herein, and that the applicant agency agrees to comply with all requirements.
Signature ort",)ah,-PJrI0l3
. END OF DOCUMENT .
PageT of7
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
If{TIRNAL RTVINilT SERVICT
F. 0. B-Ox 2508
CiNCINhIATI, OI1 45201
irale: AtJff?7 ?sl5
{II.IANIS CLUB CF SEBA,STOPOL
iCrJl'iDATI0N
i/O PHILIP AP"qON
220l SCHATTFTR RO
STBASTOPAL, CA 95172-55**
DTFARTMENT CIF THt "|RIASURY
irnni oyer ldenti fi caf "ion Number :
47-3526884
OLN:
i705315635i045
contacl Pers0n:
JOY |1 MCCOY , . Iil# 31495
Cotltact Telenhone Number:
(877) 829-5500
Af counf,i ng Per I o'd [ndi ng ;
Septemher 30
Puhllc Charity Stotus:
509(a) {?)
For"m 990 Requi red:
'L=J
ilfective ilate of [xettiption:
ABril 1.7, 2015
icntri but'i cn ileductibj I i ty ;
'fes
Addendunr Appl 1 es:
NO
leer Appf icent:
Xe ar"E pTeaserl i* inform you ihai upon review of your appllcation for tex 3r\efiTtt slfrlus we n6ve fier;€r"ffiined thai yoii dre exefipi fram Federal incOir€ iax i.ind*r section 50i(c)(3) of rhe lnlernal Revenue Code. tont,ributions fc yry; are ;sduciible under ssci,ion 170 cf the Cade" You are also quajifjed lo reeeive :ir deduci'ibie hequesls, devises, tran:fers cr gifts under sect^ion ?055, ZlA* t ?52?^ of Lhe Cocie. Because i.his ietter: could help resclve any questi,:ns r'*garcing y0ui" exanpt status, you shoulcj keep it in your permanent records, rJr"ganrza[ions exernpl under sectjon 501lc]{3} of the Code are furt,her classjfied ns-e-itner^ publlc charitjes 0r private fcunciel'ions. l,rfe delermingd lhal -yoil a,'e a ix,illic charity urrder lhe Ccde seci'jon{si llsted in the head'inq of Inis '1 ^++^-
Fcr" 'iorpcrlanr infcr"mation about your" resp$nsibiiities as a tdx-exernpt or'rjani zat.'ion, go lo r,{!M.. i rs "gov/chari ii es , [nter " 472i-PC" i n the ssarch bar ss view Publicatlan 4221-PC, fonrpliance Guide tor 50L(c)(3) Public Charir-ies, which describes ytur recordke*piirg, rgpCIrling, and disclosur.e requirements.
Letter 941
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
-2-
KII.IANI$ CLUE OF $TEASTCIPOL
}lfe have ssnt, a copy c'f thls le[ler fCI youf representotlve a5 jfidlcnted in yOur po\Aier 0f attsrney.
St neere1y. W
-]effrey i. Cooper
fiirectirr' Exempt CIrgani znt'i sns
Ruli ngs .end Agreements
Letter 941
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
CITY OF SEBASTOPOL
Special Event Permit Application
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special events throughout the year. These events are an important part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature ofthe events, they can enhance our neighborhoods, highlight products and services, provide marketing opportunities, and add to our cultural enrichment.
This packet is intended to help you understand the special event permitting process and provide helpful information as you plan your event.
The City of Sebastopol is committed to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works bepartment at707-823-5331 or email [email protected] for fufther information' On behalf of the Cily of Sebastopol, we thank you for contributing to the spirit and vitality of our community through the staging of your event. Best wishes for a successful event.
Application Process
l. Contact Public Works Deprartment to ascertain the availability of the location where the event is requested to be held.
2. Complete ihe application packet (and provide any additional materials regarding this event).
3. Ensuie all blanki are filled out and initial the bottom of every page. Please use black ink to cdmplete the aPPlication.
4. Ensure the appiication has a wet signature. Electronic signatures will not be accepted.
5. Submit the packet and filing fees to Public Works Department'
6. Complete and submit the City event requirements'
7. pay event fees when the application is submitted for routing. The application will not be routed without payment of fees in full'
g. Ensure upp.opriut" departments have been contacted a minimum of 10 days prior to the event.
9. Request the City conduct a post-event walk-through the first working day after the event.
Note: please keep in mind that acceptance of your application is the first step and should not be construed as apprbval or confirmation of your special event request. Depending on the size and type of event ana lts potential impact on City services, other departmental approvals may be requireO. Event applications submitted less than 30 days prior to the event may not be approved' If your event requires banners on city poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more information, please contact the Public Works Department at707'823-5331'
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permitted.
Special Event Permit APPlication Page 1 of21 Applicant's r"ril"bNAgenda Item Number 1 City Council Meeting Packet of April 4, 2023
Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Departmont a|707-823- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.
Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for electrical service by indication on the application.
Park Hours
City of Sebastopol parks are open seven days a week, year-round from dawn to dusk, All unreserved areas remain open to the public at all times during park hours.
Cancellation Fee
If cancellation is necessary, the City must be notified immediately. If a reservation is cancelled more than 30 days prior to the event, the entire deposit will be refunded. If a reservation is cancelled less than 30 days prior to the event, a $25.00 non-refundable cancellation fee will be withheld from the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance.
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, at your sole expense, each of the following items as indicated:
Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in Califomia. This coverage requires the followingl
1. The City of Sebastopol, its officers, officials, employees and volunteers are to be named as additional insured by endorsement against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
2. Liability coverage is required for claims made by participants in your event/program, You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers must be excsss and noncontributing. A Primary NonContributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,0001000 per occurrence for bodily injury, personal injury and property damage.
Please note the City may require an increase in policy limits due to the nature of the event.
Special Event Permit Applioation Page 2 ol 21 Applicant's rn[isb$=- Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
a. Any deductible or self-insured retention must be identified and approved by the City, In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it,
5. You must satisff these requirements by furnishing the City with certificates of insuran'ce and endorsements affecting the required coverage. The certificates and endorsements are to be on lSO-approved forms.
Note: Please inform your insurance agent that a "Certificate of Insurance" on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol' its officers, officials, employees and volunteers as additional insured is required.
The City will not accept a certificate of insurance alone as proof of insurance coverage . The City will not acceplthe wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must specifically list the following:
"The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
This insurance is primary with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers shall be excess and noncontributing."
6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.
You are strongly urged to show this Notice of Conditions (including the precise wording of these insurance requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner.
You must provide the City with the required endorsements l0 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Sebastopol as to form and as to insurance company.
Please sign and return this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above.
Authorized Signature:
Name of Organization:
D"t", \AI\ f,LLsl)
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the vcnue for a wide range of special events each year' Special Event Permit APplication Page 3 of 21 Applicant's rnm"r"NAgenda Item Number 1 City Council Meeting Packet of April 4, 2023
CITY OF SEBASTOPOL
Special Event Permit Application
PERMITTING PROCESS
Special events often involve a number of permits and other requirements to ensure the safety of the event and to minimize impacts on the sunounding community.
A Special Event Permit is required for any event utilizing City parks, City buildings, or other City facilities, such as Ciff conference rooms, parking lots, etc. Such activities include, but are not limited to, craft fairs, festivals, ceremonies, and other events.
Events that are to be conducted on City public streets or sidewalks require an Encroachment Permit from the City of Sebastopol Engineering Division. Please contact them at 714 Johnson Street or 7 07 -823-21 5l .
Closure of streets for block parties are handled through the Sebastopol Police Department.
Please contact them at 6850 Laguna Park Way or 707-829-4400.
I, on behalf of the organization I represent, certify that all forgoing pages in this Special Event Permit Application have been completed. I attest that the information contained hirein is accurate, to the best of my knowledge and belief. I attest that I have read all the rules, regulations and guidelines specified herein and that which is included in this Special Event Permit Application.
I, acting on behalf of the organization I represent, am authorized to commit that organization to agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property and/or facilities, and any payments for municipal services and/or resources as they have been outlined and as they may be utilized by me and the organization whom I am representing and the patrons who will be served by this event.
Authorized Signature: I)ate: \.dn.t\ . quu
Printed Name of Signer:
Special Event Permit Application Page 4 of 21 Applicant's fnitf"frN, Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Please use black ink to plete this application.
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.
Sebastopol, CA 95472
Phone: 707-823-5331
Email: [email protected]
Applicant Name:
Street Address:
City:
Main Phone:
Email:
Street Address:
City:
Phone:
Website:
!
ll e
{:; .)
1 i
State:
Cell:
'. 'i
zip:
"r1
c.f\
On-site Contact Nams (if different): .:fj fY\0-.
Street Address:
City:
Main Phone;
Email:
Sponsoring Organization Name (if any):
, r r ' ,l'. i
Sg.haf;'ff r: ,
i i 1.. yt,l l il'liti :'
. ;'-.{4;1t' :
State: _ Zip:
Cell:
9t L
I
{
t' State: i. {'t Zip: t:1i l' i I a-. t \'
*1
Is the organization a nonprofit? cs_ No (If yes, please provide a tax-exempt to the City.) t, }# t:
Event Name:
Event Short
{},r\.Q
\j
(This be promotional in nature and shojrld not words.)
I ,,.. :'t
'.,i
i;
,t ..
{, .,:.
/rl ?-
Event Detailed Description: (Please provide a narative and timeline of your event. You may attach pages ifneeded. A Site Map with
{,
{,\. d: l. ,tr. !
'' Y''i i t''
-j )
Special Event Permit Application Page 5 of 21 Applicant's lnin"bN.
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
llVIlN f INITORMA'flON r(' irii'l irt rrcr I
Event
JVE5
.(e.g., "lves Park to include stage and BBe area" or',ci$ Hall conference Room') t< Will you need access to electrlcity? _
yes X.No
Evont Location Description: (Please describe the location of your event and provide a detailed map of activities of your event in the location being requested. A map showing the location of event activities must be submitted with the application for processing.l Does the event involve the use of a City park? }]fVes _ No If yes, list name(s) of park(s): r' ?
Event Type: _ Athletio/Recreation Exhibits/\rtisc. _ Parade/Procession/I4arch ce_ Circus/Camival
_ Block Party
_ FarmerslOutdoor Market
2(Te stiv allC e I ebrati on
_ Concert/Performan
Free
Other (please explain):
Attendance: AnticipatedTotal Attendancefu AnticipatedDailyAttendance: 3@ Is event open to the public? Xy.r _ No
Is this an annual event? $es _ No
If yes, how many years has the event been held?
Prior location(s) of event: ptfr 5L
Setup: Start Date;
Event: Start Date:
End Date:
Cleanup: End Date:
Start Time:
Start Time:
End Time:
v End Time:
b;,40
i i.),, r],.1
PM
AM_PM
AM _iM nDty)
| 1*itJD AM
-
PM t'}{"){.}r\
AM
Special Event Permit Application Page 6 of21 Applicant's ,nnr.rNAgenda Item Number 1 City Council Meeting Packet of April 4, 2023
Amplilied Sound: ) Ves
-
No If yes, complete the following.
Type of Sound Equipment:
Location of Amplilied Sound:
Date of Amplified Sound:
i
'/Olrvr'
;lt ;'
Start Time:
Purpose:
Description: _ Stereo _ Band/Live
Owner of Amplifred Sound Equipment:
'l mr PM
t
;{ Microphone,/PA System
..t.
PM
tu
!, :, { }
r. r 1 "-.\':
End Time:
fl,rn \:. v
DJ
First Namr: - Last t,'ame
.
.f
,
, ,:
r. .,! ,.t,", Business/Organization Name :
t)
Watts Max Volume:
Vehicle Lioense Number:
Vehicle VIN:
Max Power:
For Sound Vehlcle Only: -pr'(
Security PIan:
-
Yes X *o If yes, complete the following.
Security Plan Description:
Decibels Dist. of Audible Sound: ' Feet
Vehicle Make
Vehicle Year:
n.j ;1 ' ,r''t tt't :",r f i
If using licensed professionals' list company name:
Number of licensed professionat staff: E
If usingvolunteers, how many? 4" *
How will volunteers be identified? i i1
,i ,':
If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required (e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).
Food:
-vesf,No
lf yes,completethefollowing. f, r".t" f;' t f ti':i'; ('f l' ' Describe how food will be served and/or prepared:
On-Site Food Preparation Method: _ Propane _ Charcoal
-
Electric
-
Other (please explain)
/ ', t"., )
Caterer(s) and/or food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this specia.l event' Willyourevent include food vendors?
-Yes 7|$o Ifyes, how many?
Special Event Permit APPlicalion Page 7 of 21 Applicanl's rnitrarcSL Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
EVENI'1.)l 1,,\,1;l S
_ ABC License may be required
Alcohol Distribution Method:
-
Free-host
-
For sale (Type :
-
Beer
-
wine _ Hard Alcohol)
Please contact the Department of ABc and sonoma county Health Department permits to determine if are required for your event. Please notiS the city orsefastopol in writing the determinations from these departments.
Alcoholic Beverages: _ Ves 2\ No If yes, complete the following.
Parking PIan: Ycs _ No If yes, rmmplete the
Plan Description:
t,J{t {. {,
*t*ll 1..r,, ,i
Poriable Toilets: _
yes
Number of Standard Toilets:
.{&p ue.* t
&" If yes, complete the following
r1 ., \ '-':s' t' ,' I -
i ' !{--
Number ofADA Accessible Toilets:
Description of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling:
-
yes
-
No If yes, comprete the foilowing.
Numberofgarbagecansprovided:-Numberofrecyclingcansprovided:- Cleanup Plan Description indicate location ofreceptacles on your site diagram. ) t nli
fr,*? ,
Mitigation of Impact:
Have you notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have asample of the written notice that you propose to distribute prior to your event? If yes, please attach the written-notice. _ Yes
_ Yes
Xno
Xno
4" t. {.? '
nvr[:Ni't: l:s
Please indicate which components will be present at the event:
_ Open Flame _.Inflatablcs/Jump Houses X
lsigno8anners :27
- Stages 2
Tables .
Tents/Canopies
Vendors
Yt'a''$te
Special Event Permit Application Page 8 of 21 Applicant's ,nO,"t*S[ Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
I understand that this is only an application and not a guarantee that a permit will be issued.
I agree to assume the defense of and indemnifu and save harmless the City of Sebastopol, its officers, officials, employees and volunteers from all suits, actions, damages or claims to which lh-e City may be subjected of any kind or nature whatsoever resulting from, caused by, arising out of or as a consequence of such activities permitted in connestion therewith. The City requirJs, as a eondition af issuancc of a petmit, that the applicant obtains insurance to serve this end, in such an amount and with such terms as the City determines to be appropriate under the circumstances.
This shall be a continuing retease nnd shall remain in effect until ievoked in writing.
I certify that this application is true and conect and hereby accept full responsibility for any breakage or damage to property andlor building, and for conduct of thosaattending the function for which the facility is requested. The undersigned, who is to be in charge of the event, is twenty-one years of age or older. The applicant agrees that he/she will be responsible for the use and care of City property. Applicant further agrees that the charactsr of cntertainment at thCI above'named place will conform to that stated in the application. Applicant agrees to indemni1r, defend, and hold/save harmless the City of Sebastopol, its officers, officials, employees and volunteers and against any and all claims, demands and causes of action that may bl brought against the City of Sebastopol, its officerso officials, employees and volunteers, caused by, arising out of or in any way connected with the use by the undersigned of the City of Sebastopoi Arilty or the exercise of the privilege herein granted, except that arising out of the sole negligence of tire City. If permission is granted, I, or my representative, agree to be present during the entire use of the facility.
My signature below signifies that I agree to abide by the conditions of this application, the special Event use Policy and of any contract issued based on this application.
I agree to pay to the City of Sebastopol all costs the City may incur as a result of any failure to comply with all of these conditions, including damages due to failure to leave the premises in rentable condition.
I understand that all conditions of approval for this permit must be complied with no later than l0 days prior to the event. Failure to meet all conditions may result in permit being deemed null and void.
I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree thatl am to be responsible for reimbursing the City of Sebastopol for any costs incurred to repair or replace City ts as a result of the activity.
Signature:
Please submit this form along with a
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Date: ?lh, t9, tqu.)
SpecialEvent Permit Application Fee to:
Phone: 707-823-5331
Email : city pw @cityofsebastopo l. org
Special Event Permit Application Page 9 of 21 Applicant's rnimr"SL Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
P.O. Box I
CITY OF'SEBASTOPOL
APPLICATION FOR BUSINESS LICENSE
776, SebrrtopoL CA 95473 - ?120 Bodega Ave., Sebasto pol, CA 95472 Phone: 70%E23-l f 53 - Email : [email protected]
AFFIDAVIT
I declate, under penalty of perjury, that the information given in this application is conect and complete to the best of my knowledge and belief, Signature: Date:
Applicant's Initials: _
Business Name: li-tw ttutaldt Date Business Started in Sebastopol:
City Staie zip
Business Address (Do not use P.O. Box)
Business Mailing Address:
City Statc ztp
Busincss Phone: Business Fax:
Email
Description of Busincss: (Please be specific)
Business Owners Name(s):
Home Address:
City State ztp
Ilome Phoue: Home Fax:
Date Fictitious Business Name Statement Filed
State Employer ldentification #: _
State Board of Equalization Sates or Use Tax #:
State: _
Othcr Governmental Requirements:
Arlicle of Incorporation #;
Social Security # (Sole Proprietor)
Type (Mark one)
_ Sole Proprietor
_ Partnership
_ Limited Partnership
_ Corporation
{Nonprofit (Provide
documentation of nonprofit
Ownership
-
Service _ Home Occupation _ Special Event**
_ Retail _ Taxi _ Seasonal/Temporary
_ Wholesale _ Utiliry _ Rental (Single Family)
_ Manufacturing _ Auctioneers _ Rental (Hotel, Apt., etc.) _ Professional _ Solicitor _ Rental (Duplex,4_plex)
** Farmers Market, Fostival, Barlow Street Fair, Mobile Vendors _ Theaters
_ Coin Operated Machines
_ Liquidators
_ Astrologers
_ Kenncl
Classiflcation of Buslness (Mark one)
Full-time .lQp^rt-ti^" Number of Employees: Temporary
Special Event Permit Applicalion Page 10 of21 Applicant's rnnianS Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
OFFICE USE ONLY
Fee Paid
BUSINESS LICENSE TAX lsee Rate Ctassification page) $ _ F'INANCE PROCESSING FEE ($50.00 non-refundable) $ _
PLAhWING REVIEW FEE lSzs.oo non-reftrndabre) $ _
FIRE INSPECTION FEE (Rcsidcntial $150.00/Commerciat $250.00 non-retundabte) $ _ HOME OCCUPATION PERMIT FEE ($28.00 non-refundabrc) $ _
SPECIAL E\IENT PERIUIT FEE (szs.00 non-rcfundebre) $ _
CA DISABILITY ^A'CCDSS FEE 1Sl.oo non-refirndable: REQUIREDfoT alt businesscs) $_ TOTAL PAID $
Failure to pay license when due:
Annual renewal license is due and payable in advance on January I and becomes delinquent 30 days thereafter. Unpaid licenses will be assessed a25Yo late penalty per month added after the lst day of each month following the due date to a maximum of 1007o. License willremain active until wriften request for cancellation is received by the Finance Department.
Special Event Permit Application Page 'l 1 of 21 Applicant's rnniarsS\ Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Below are listed the guidelines for proper application of a one-time only use permit for city parks and facilities. 1' APPROVAL/DENIAL - The application shall be approved/denied within ten (10) business {avs of receipt of a completed application and fitingieenoirJ on the application. The waiver shall be approved by the Police Ciierot his designJe unless it is determined from consideration of the application, or other pertinen't information, that any of the following conditions exist:
a' The activity will substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with fhe operation of *m.g"n.y vehicles in the proposed permit area. b' fhe activity creates a substantiar risk of injury to persons or property. c' The applicant failed to complete the applicatiln, or information contained in the application is round to be false in any material detail. d' The pafticular activity would violate-federal, state or local laws including license/permit requirements.
e' The particular activity would propose a potential threat to health, safetS and welfare of the park users andlor the City's population, when the grounds for permit denial can be conected by imposing reasonable permit conditions, the Police Chief/designee may approve the permit. 2' PERMIT CONIIITIONS - The Police Chief/designee may condition the issuance of rhe permit by imposing reasonable requirement. concerning thi time, place and 1nuiorr of activities including but not limited to the following:
a. Requirements for the presence of Sebastopol Police, Fire and/or public Works employees when required for the particular activity at the applicant,s expense. b. Restrictions on hours of activities. c' Requirements conceming notice to affected a-djacent property owners of the activity. d. Restrictions on the use of explosives and other noise .r"uting devices. e. Restrictions on the hours of amplified music and level of amplification. 3' CHANGE OF ACTMTY DATE - Mgy be authorized upon 72-hournorice in advance of activity and be permitted without ."q,"Ihing a new application or fees.
4. INDEMNIFICATION AND LIABILITY
a' Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace city properry, which is damaged as a result brtn" u.tiuity, b. Applicant shall also defend, indemniff, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers from all olaims and llability of any tinO whatsoever resulting from or arising out of the activity or issuance of tne permit.
5. PERMIT RESPONSIBILITINS
x. Each applicant shall comply with all terms and conditions of the permit. Failure to do so is grounds for immediate revocation.
b. Each applicant shall clean and restore all City properties utilized during the activify to the same condition as existed prior to the activity. c' The person in charge of the activity shall retain a copy of the permit on location.
CITY OF'SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARKS
Special Event Permit Application Page 12 ol 21 Applicant's lnitia,s$L Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Required When an Event Has Alcohol in the park
peparlment of Alclholic Bcverage Controt (ABa)
Licsnse May Also Be Required
Date of Application:
CITY OF' SEBASTOPOL APPLICATION
usE oF'ALCOHOL IN CITY PARK (SMC s.24.26s)
TO BE FILLEI' OUT BY APPLICANT
Location Requested:
ll)Ji1
(Libby,Ives, Other)
(Must be 2l years or older) Contact Person:
Address:
Phone:
Cell phone number for person at activity:
%
Date: Exact hours from: to:
Fully describe activity: (Type of beverages being consumed, picnic/birthd ay/party) Anticipated number of participants: _
OF'F'ICE USE ONLY
Approved:Yes:-No:-Date:-Reasonnotapproved:
PD ID Number
DISCLAIMER
The undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over. The applicant agrees that he/she will be responsible for the use and care of C ity property.
Applicant further agrees that the character of the activity at the above-named place will conform to that stated in the application. Applicant agrees to indemni$, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in anyWay connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the City.
IHAVE READ AND AGREE TO THIS CONTRACTAND WILL CONFORM WITH THE RULES ATTACHED TO THTS AGREEMENT.
Signature of Applicant: Date:
Special Event Permit Application Page 13 of21 Applicant's rnimre$$- Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
o
O
a
Evenls in Sebastopolwith food
part of the permit application.
or beverage vendors or providers musl submit a Zero waste plan as All events in sebastopol are required to recycle and compost as per state laws AB 341 and AB 1g26 Events are strongly encouraged to use 100% reusables for food seruice ware. lf disposables are chosen, they need to comply with CILY of Sebnsropnl.Fverl Food Service Wnre Requir,erncnls for Vendols Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or compost/ recycling contamination.
Waste Diversion Hierarchy
ai(]st rltrEa:L:HAga-*
Failure to comply with the requirements ouflined in this application could result in increased fees or denial of future permit applications.
Thank you for helping Sebastopol meet its Zero Waste goals! Attachments to Submit with this Application
Attach to the following documents to this application:
El signed copies of Cilv of $ebastop,o! Event Food Seruice VVare Requirements fgr Vendors ftern each vendorwho willbe present at your event
tr Letter from Recology showing proof of garbage, recycling, and compost services -oRLetter from an event greener (see list in ,,Resources,' section) Food and Drink Service Ware at Event
r Events are strongly encouraged to use 100% reusables for food service ware, if disposables are chosen, they need to comply with Citv of Sebastopol livent Foorl Servi,ce Warc Iteouircmilnts for' Vendors
r List the reusable food service ware that will be used at your event (i,e: glass cups, metal cutlery, fabric tablecloths, etc):
r Plastic bottled water sales and distribution is prohibited (no plastic water botiles under 1 gallon)
Special Event Permit Application Page 14 ot 21 Applicant's rniuargWt{ Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
o lt is recommended that event promoters contract with a water station provider and encourage their attendees to bring personal refillable water bottles. lf cups are provided at the water station, they must be uncoated, compostable paper cups. (See examples in "Resources" section).
Describe your plan for drinking water available at the event:
Zero Waste Plan
tr Hire an event greener to make a zero-waste plan that complies with guidelines, or Q Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contact Ambrosia Thomson (7 07) 291 -8652, [email protected]) Gom posU Recyclin g/ Garbage stations ("Zero Waste,' stati ons) At least 2 weeks prior to the event, contact Recology to order trash, composting, and recycling collection seruices, which can include debris boxes, event boxes or containers:
(recoloqv. com/recoloqy-sononra-nla.rin/event-services/ ) A, Each Zero waste Station must include compost, Recycle, and Garbage grouped together. These Zero Waste Stations must be placed in convenient locations with clear and identifiable signage: blue for recyclables, green for compost, gray for garbage (landfill).
1. Borrow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Recologv Event Services websiie: _ httos://www.recoloqv. com/recoloqllsonoma-m ari n/event-services/ B. There should be no stand-alone trash bins.
c.HowmanycomposUrecycling/garbagestationswillyoureventhave?-
1. Where will the stations be located? Attach map or give description of locations.
2. lf you are ordering large compost/ recyclel garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsters? (Note:lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there).
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
Special Event Permit Application Page 15 ol 21 Applicant's mimrss{ Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
D' Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.9., volunteers, employees, or event greener employees will staff each waste station), lt is recommended that you have a volunteer or emptoyee standing by each waste station at all times to help patrons sort their waste:
1' How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
Leftover food and used cooking oil
A. Unserved, leftoverfood from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry, Contacl prior to your event to arrange pick up. June Michaels (707) 596-971 1, eonomafoodrunrlers.orf,.
B' Post-consumer food scraps can be donated to a local pig farmer instead of going to compost. See "Resources" section for list of farms.
C' Vendors must remove all cooking grease and oil away from event. See "Resources" section for organizations that pick up cooking oil for recycling into biodiesel fuel. lll, Other ways your event ls working to reduce garbage A. Purchase your event inventory around waste prevention.
1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or compostable?
2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. lf this is an annual event, consider leaving date off of materials so that they can be used again for years to come.
B. Events must include "eco message'in promotionalmaterials. Exampte: "We are striving for zero waste at the event. Please bring your own reusable waterbottle, cup, and utensil/cutlery set".
1. What "eco message" willyou use?
2. where willthis message be displayed (fliers, website, facebook event page, etc)? Special Event Permil Application Page 16 of21 Applicant's rnitia*$X Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Resources
Recoloqv
Recology is the waste hauler for Sebastopol.
Contact Recology Event Services to ordertrash, composting, and recycling collection services, which can include debris boxes, event boxes or containers, :
recologv. comi recoloqv-son oma-ma rinlevent-servi ce s/ To borrow a set of Recology's waete station signa, contact Recology Sonoma-Marin Waste Zero Specialist: nmbrosla Thompson [email protected], or download signe from the Recolosv Event Serviceg rffebsite:
lrttss:lArww. recolo.pV. com/recolqqv-sonoma-marin/event-se rvices/ lf you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of compost/ recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. r Green Mary I Mary Munat VA7) 548-7582, [email protected], httn://qreenmarv.coml o Waste Busters lnc, / Michael Siminitus (51O) 473-2087, Michael@wastebusters,info unruw.wastebusters. i nfo
r RightCycle/ TomerShapira (310)779-7421 [email protected] o clean vibes/ Anna Borofsky (802) 238-9143 . Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i,e., station where attendees can filltheir water bottles with filtered water) for events.
lf you provide cups at the waler stations you must use compostable paper cups (cups without moisture barrier) such as these wa*free paper csl,te cupg or paper cone cups .
o Hydrologic Water Treatment Services
Tony Pag liaro tony @ hydrologicwater.comcastbiz. n et
o US Pure Water / Michael Levine (415) 272-3288, gysllg@Uqpgf le!, https:llwww, ugpw,I g!1_ vents--hvdration-stations. html e WasteBugters / Michael Siminitus (530) 219-3676, M.ichaglj0wastebuste$jnf_q htlps : //vuww.wastebusters. info/
Reusable Drink and Dishware.
The following companies offer reusable drink and dishware options for events:
Special Event Permit Applioation Page 17 of21 Applicant's lnn,"'r$L Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
Sudbusters, lnc. www.sudbusters.coE offers reusable cup and plate rental/ exchange on-site at events. contaet Michael siririnitus Michsel0$udbusters.coql (s1o) 47g-zol7 Green Mary / Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table clothes, etc). (7or) sfig-Tsgz, [email protected], httn:/lqreenmarv.coml
The Rental Place, (Sebastopol) rents food seruice ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https:l/therentalplace.com/ Food Donatlonr
o Unserved, lefiover food from vendors can be donated toSonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-871i. sonomafoodrunners.orq. contact prior to event to arrange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Usad Cookinq Oll
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
r Northbay Restaurant Services: (707\ 924-glgz
httrc:/lnorth bayrestau ra ntservices. comlseruiceF/coqkin g-oil-recycli n gl o Or Green Mary lMary Munat (7o7) 548-7582, [email protected], http:l/greenmarv.com/ LOCAL LAW THAT APPLIES TO EVENTS:
$eba*topol Poly*tyreno Ban aqd disposrble food gewice ware ordinance; sebastopol.muniqipal.codeslQMC/8. 38.ff 0
MunicipalCode 8,36
r Polystyrene (styrofoam) food serviceware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or e ustomer use prepared food in disposable food service ware that contains polystyrene foam." Section
8.36.030
r All food service ware take-out containers must be recyclable or compostable: (See list of permitted food seruice ware at end of document): "All food providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.060 r ''Allfood providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 9.36.060
o Plastic straws banned (paper straws permitted).
a
o
a
Special Event Permit Application Page 18 of21 Applicant's ,.O,",.NL Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
General Guidelilres:
r Events are strongly encouraged to use 100% reusable food service ware.
r All items must be reusable, recyclable, or a fiber-based compostable product (see below for allowed items).
I Promotional materials should €ncourage attendees to bring their own reusable water bottle, cup, plate, and cutlery,
r Singie-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #l PETE clear plastic cups.
Waste Diversiorr Hierarchy
MOST I)FEtsEH III-E
IEAST PREFERAALE
Ayold
Reduco
Ral,,ss
.'lscy6t€
Rosovat
City of Sebastopol Event Food Service Ware Requirements for Vendors {' Permit applications must have signed copies of this document from each participating vendor
ALLOWEI)
Composteble ltemst:
r Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
r Uncoated white/natural deli paper & parchment
paper
r Paper napkins/towels (any color).
t 100%;owood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recyclable ltems:
r Aluminum cans & (clean) foil
o Glass bottles and jars (empty with lids on)
r # I PETE clear plastic cups
Paper rrhnt culrstt
Important: Coated paper cups are not curently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They must go in garbage.
I{OT AI,LOWIiD
Single-use dicposable plastlc renice ware:
r Single-use plastic utensils, clamshells, sides/dressing cups, lids
r Disposable plastic water bottles
r Plastic bags/plastic wrap
r Polystyrene(Styrofoam)
r Plastic Straws
r Sauce packets (ketchup, soy sauce, etc)
All #6 PS pln*tics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). rf Compostable" plant/blo-plsstic productsl PLA
plastics **
Coated paper food containerq (f it has a shiny surface/ moisfure barrier, it is likely coated). Exception: paper coffee cups for hot beverages.
I'oil for serylng fnod ln
r When food is served in foil, pairons often do not separate food scraps from the foil, resulting in a high
contamination rate in compost receptacles.
f Must be accepted in the commercial compost strearn in Sonoma County. If an item is not recyclable or compostable at our local faoilities, it must be sent to the landfill as trash--€ven ifit is labeled "compostable" or suppliers claim otherwise.
**Although technically compostable in certain facilities, compost facilities serving Sonoma County do not cunently accept these items; therefore, these products al'e not conpostable in Sonoma County.
I have read the above and agree to only use food service ware from the "Allowed" column. I also agree to maintain my own "back of house" three-bin separation (compost/recycle/garbage) and empfy my sorted waste into the appropriate compost, recycle, garbage receptacles at the end ofthe event.
Vendor nrme: Vendor signature:_ Date:_
Special Event Permit Application Pega 19 of 21
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
LOCAL LAW THAT APPLIES TO EVENTS:
Eebactopol Pollrgtyrene Ban and dlspos{ble food rervice ware ordlnance:
sebastopol.mu nicipel,codes/SMC/8.36. 0 1 0
MunicipalCode 8,36
r Polystyrene (s$rofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away' distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam," Section g.36.030 o Allfood service ware take-out containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "Allfood providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." section 8.36.060 o "Allfood providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers.', Section g.36.060
r Plastic straws banned (paper straws permitted).
Special Event Permit Applicaiion Page 2O ot 21 Applicant's lnin"bML Agenda Item Number 1
City Council Meeting Packet of April 4, 2023
,ra-lft
sr
Schedule of Usen and Regufiatory Fees
Farks, Special Events & Facility [Jse
Activity Description
Aoplication Fee
Up to 50 people
51-200 people
More than 200 people
Securltv Denosit*
Up to 50 people
51-200 people
More than 200 people
t 25% discount avallable for park use of less than 3 hours eonrrrnunity
Group Fee
So
Sloo
Si_so
s1s0
ss0o
S1,ooo
ffiesident Fee
s1s0
Ssoo
$1,ooo
Szs
s2s0
Ssoo
Alon-Resident
Fee
$o
Szoo
SEso
$rso
ss00
S1,ooo
s100
$soo
$t,ooo
Sloo
sloo
$so
$o
s1s0
Szso
Dailv Use Fee
Up to 50 people
51-200 people
More than 200 people
Ampllfled Sound/5tare/.Bpuncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
ss0
S12s
s2s0
ss0
ss0
s30
$zs
Szs
s40
Other Fees Fee
Parklnq Space Fee*t
ResidentialArea S10
Non-ResidentialArea SfS
i* Dally per space fee for use of City parklng spaces (proof of parkin8 requlred for events of more than 200 persons) Cl?sses with lnstructors Utlllzins Park Area {ner weekl*** SmallGroup {1-15 persons} S25
Medium Group (16-30 persons) $SO
Large Group (31+ persons) S75
r*s Per week fee for classes with monetary component (e,9. charge for classes) City HallMeeting Room Srs
Spscial Event Permit Apptication Page 21 oI 21
Agenda Item Number 1
City Council Meeting Packet of April 4, 2023