CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: May 2, 2023
To: Honorable Mayor and City Councilmembers
From: Ana Kwong – Administrative Services Director
Subject: Consider of City Sponsorship Requests (2)
1. Sebastopol Regional Library
2. Sonoma County Farm Trails - Gravenstein Apple Fair
Recommendation: That the City Council Consider the Requests for Sponsorship Funding: Currently Budgeted: ___X____ Yes ___X____ 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 Consider the Request for Sponsorship Program in support of the following:
1. Sebastopol Regional Library
2. Sonoma County Farm Trails - Gravenstein Apple Fair
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
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Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
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:
The City has received two requests for City Sponsorship:
1. The request is for waiver of fees in the amount of $5,012.50 for the permitting of the showers in the City parking lot from Sonoma County Library, Sebastopol Regional Library Branch for the following event.
Redwood Gospel Mission has been providing showerservicesintended for unsheltered individuals atsix Sonoma County locations through it's Mobile Shower Unit. The unit isself contained and water used will be stored within the unit to be driven away for safe disposal at a Santa Rosa facility. To mitigate hazards, Redwood Gospel brings carpets to cover cords. The Mobile Shower will be offered every Saturday from May 6, 2023 through December 30, 2023 at the South High St, Parking lot from 11am-12pm. This will enhance quality of life for vulnerable people who frequent the library, and the community at large.
2. Sonoma County Farm Trails is requesting for support of their Gravenstein Apple Fair. “The Gravenstein Apple Fair has been a treasured part of the Sebastopol landscape nearly each of the past 50 years during peak Gravenstein season. This year we are pleased to be gearing up for our Golden Jubilee, the 50th Annual celebration of the Gravenstein apple right here in Sebastopol” The amount requested is for $7,500 sponsorship to specifically support traffic mitigation and in-city promotion of the event.
$5,300 cash is requested to be applied toward shuttle service expenses ($3,900 for shuttles+ $300 for rental of the Holy Ghost Hall satellite parking lot on Mill Station Rd and $700 for in-city directional traffic sign upgrades and placement and $400 to offset costs of banner placement in the City). $2,200 in-kind is requested for Sebastopol Police Department traffic support at the entrance to Ragle Ranch Park.
Although this event is in the FY 23 24, the applicant has requested funding in this current fiscal year similar to the request last year.
City has supported the Gravenstein Apple Fair as Follows:
2021 $2,000 for in kind police services
2022 $3,000 for in kind police services
This year’s request is a request for $5,300 funding as well as $2,200 for in kind police services.
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.
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City Council Meeting Packet of May 2, 2023
Action CHW 5c: Practice an opendoor 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:
Request 1: Fiscal impact would be waiver of fees for $5,012.50.
Request 2: Fiscal impact would be $7,500 sponsorship (in kind services as well as monetary support). The list below itemizes how will the City’s funds be used for this event.
Please note: Although historically the City has approved funding for this event in one fiscal year when the event actually occurs in the next fiscal year, due to the proposed deficit that the City is facing, the City is analyzing all requests for funding in light of the DRAFT proposed budget. Currently the City Budget Committee is actively going through the budget process for funding for the upcoming fiscal year as well as reviewing current fiscal year funding in light of the structural deficit.
RECOMMENDATION:
That the Mayor and City Council consider the following:
1. Waiver of fees in the amount of $5,012.50 for Sonoma County Library for the permitting of the showers in the City parking lot.
2. Whether or not to approve this request for funding for the Gravenstein Apple Fair.
ATTACHMENT(S): Applications
Letter of Support from Harmony Farm/Gravenstein Apple Fair Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
COMMUNITY EVENT SPONSORSHIP REQUEST
Application
City of Sebastopol
ADM I N ISTRATIVE SERVICES DEPARTMENT
7120 Bodega Ave
Sebastopol, CA95472
707-823-7863
Fax:707-823-1135
/roR
02 ST
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FILING INSTRUCTIONS
Please review these instructions carefully in order to completely and accurately file your application:
1. PREPARE YOUR APPLICATION PACKET containing the following:
[On" (1) application packet, single sided, I lz x 1 1 , white paper, unbound, unstapled, unpunched. Color documents may be included if desired for clarity and detail. Application packet will contain the following:
. Application with signature
. Attachments as necessary for further explanation of application content, all S % x 1 1" or smaller in size
2. RETURN COMPLETE APPLICATION PACKET in a sealed envelope via mail or hand delivery to:
City of Sebastopol
Ad min istrative Services Department
7120 Bodega Ave
Sebastopol, CA 95472
ATTN: SPONSORSHIP REQUEST
3. SUBMIT. lncomplete packets will not be considered until all required information is received.
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City Council Meeting Packet of May 2, 2023
Application
1. GENERAL IN FORMATION
Date of Request:
Amount Requested:
Name of Organization
Organization Contact:
Mailing Address:
PhysicalAddress 7 140 Bodega Ave
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):
March 15,2023
$ 5,01 2.50
Sonoma County Library, Sebastopol Regional Library Branch Courtney Klein, Librarian, and Mathew Rose, Branch Manager 7140 Bodega Ave
Sebastopol, CA 95472
Sebastopol, CA 95472
707-823-7691
cklei n@sonoma I i brary.org ; mrose@sonom al i brary.org 94-6001268
501(c) Yes f] *o
Other class (specify): Government Entity (Public Libra6 Heceived
MAR I 5 2023
City of SobastoPol
Adnrln Services- Finance
FOR CITY USE ONLY
Date Received:
Original Sponsoehip Application
Sponsorship Request Letter
I Gomplete-
'oR' I lncomplete - return to Applicant
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2. STATEMENT OF PURPOSE
1 . Description of services or event being provided to the city. (Describe the evenVactivity 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?):
Redwood Gospel Mission has been providing shower services intended for unsheltered individuals at six Sonoma County locations through it's Mobile Shower Unit. The unit is self contained and water used will be stored within the unit to be driven away for safe disposal at a Santa Rosa facility. To mitigate hazards, Redwood Gospel brings carpets to cover cords. The Mobile Shower will be offered every Saturday at the South High St, Parking lot from 11am-12pm. This will enhance quality of life for vulnerable people who frequent the library, and the community at large.
2. How will the city's funds be used? (Provide specific details regarding your reason for request and how those funds will be spent. Funds are considered per line item, and appropriate information should be provided fo asslst the City Council's review and decision. lf necessary, attach a separate sheet):
Item Descripiion Amount requested
Example:
Apple B/ossom Festival
Traffic control plan for street closure 2,000
3. Total number of persons that benefit from or will attend this program or event: _
4. Of the total number benefitting, give an estimate of the percentage (%) of Sebastopol residents that participate in said benefit:
TBBResident 100 Non-Resident
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City Council Meeting Packet of May 2, 2023
3. AGENCY BUDGET
1. Sources of Funding:
A. Sebastopol Support: List any and all funding requested from 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 separate sheet.):
Type of Request FY 20-21
Requested
Amount
Funds
Received
FY 21-22
Requested
Amount
Reason for and/or description of
request
Example:
Sponsorship
$1,000 $1,500
Sponsorship FY 23-24: $1 12.50 Security Deposit
Sponsorship FY 23-24: $1 ,750 Daily Use Fee Waiver
Sponsorship FY 23-24: $3,150 Parking Space Fee
Agency providing
funds
FY 20-21
Requested
Amount
Approved
Amount/
Funds
received
FY 21-22
Requested
Amount
Description of Contribution (in-kind,
sponsorship, event, grant)
Example:
Sonoma
Valley
Foundation
$10,000 $s,000 $10,000 Education grant
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2 Budget: Please provide event budget. (lf necessary, attach a separate sheet.) See attached sheet of invoice
GRAND TOTAL OF EXPENDITURES: $
$5,012.50
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DATE
BILL TO
City of Sebastopol Public Works Dept.
714 Johnson St.
Sebastopol, CA95472
Sonoma County Library-Sebastopol Regional
7140 Bodega Ave
Sebastopol, CA.95472
Application Fee
Community Group up to 50 people
Securitv Deposit
Community Group up to 50 people (25% Discount)
Dailv Use Fee
Community Group up to 50 people
Parking Space Fee
Community Group up to 50 people
$15.00 x 6 parking spaces = $90,00
Thank you!
31212023
Redwood Gospel Mobile Shower Services
Saturdays May 6, 2023 - December 30, 2023
So.oo
s112.s0
S1,75o.oo
$3,150;00
TOTAL s 5,012.50
lf you have any queistions about this invoice, please contact City of Sebastopol Public Works Department (707) 823-5331 or [email protected]
SPECIAL EVENT
7 t
35 50.00
35 Seo.oo
DESCRIPTION QTY UNIT PRICE AMOUNT
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4. SIGNATURE AUTHORIZATION
1 . ldentify the principal (owner, president, or equivalent) who is ultimately responsible for the applicant's event:
Courtney Klpin and Mathew Rose
Librarian and Branch Manager
NAME:
TITLE:
ADDRESS
PHONE:
E-MAIL:
7140 Bodega Ave Sebastopol, CA.95472
707-823-7691
ckle in@sonomal i brary.org ; m rose@sonomal ibrary.org
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 Date: 3 ts z3
- END OF DOCUMENT -
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City of Sebastopol
Special Event Permit 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 California. This coverage requires the following:
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 omis3ion on the part of your organrzation, its agents, oremployees.
2. Liability coverage is required for claims made by participants in your event/program.
You are advised thal 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 yourevent/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 excess and noncontributing. A Primary Non- Contributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall r1ot be less than $3,000,000 per occurrence for bodily injury, personal injury, and properfy damage. Please note the City may require an increase in policy limits due to the nature of the event.
a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it.
5. You must satis$r these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISO-approved forms.
Note: Please inform your insurance agent that a"Ceftificate of Insurance" on Fotm 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 accept the wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must specificatly list the following:
"The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damag'es 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.
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Special Event Permit Insurance Requirements (continued) This insurance is primary with respect to the additional insured named above.
Any other insurance available to the City of Sebastopol, its officers, officialso 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 insurahce agent or broker. Doing so will help you, your agent, and the Ci[y process the proper documents in a timely manner.
You must provide the City with the required endorsements 10 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
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RESOLUTTON NO. 5214
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL APPROVING AND ADOPTING A GOAL TO ACHIEVE'ZERO WASTE" BY 2O3O WHEREAS, THE Sonoma County LocalTask Force on lntegrated Solid Waste Management has recommended that the Cities of Sonoma County adopt a Resolution establishing a goal of Zero Waste by 2030, and;
WHEREAS, this recommendation builds on all previous efforts including but not limited to the County lntegrated Waste Managernent Plan (CIWMP), the Solid Waste Advisory Group (SWAG), and the Sonoma County Waste Management Agency, as well as state initiatives and requirementsi and; WHEREAS, the City of Sebastopol has met and exceeded the 50% diversion goal set by the California lntegrated Waste Management Act of L989 (AB 939) by substantially reduging, reusing, recycilng, and composting before landfilling, and is now working toward the statewide 75% recycling, composting, or source reductlon of solid waste by 2020; and;
WHEREAS, the US EPA has estimated 5O% of all GHG emissions are caused by the extraction, production, transportation, and use of goods, including food, products and packaging, and that Zero Waste minimizes GHG production and therefore supports Sonoma County's Climate lnitiative; and; WHEREAS, in 2016, Sonoma County residents and businesses sent 420,865 tons to the landfill, generating approximately 103,000 tons of carbon dioxide equivalent (Center for Climate Protection Greenhouse Gas Reporl for 2016) from decomposing organic matter; and; WHEREAS, the Short-Lived Climate Pollutants Reduction Act of 2016 (SB 1383) requires a 20% reduction of edible food waste by 2025 and a 40o/o reduction in methane tevels by 2030; and; WHEREAS, the substantial recycling progress to date has been slowerthan expected and, since 201"2, waste disposal per person per day has increased by 35%; and; WHEREAS, the Sonoma County Central Landfill, a very valuable resource worth preserving, has a remaining capacity of 27 years as recently reported by the Landfill Contract Operator, Republic Servicesj and;
WHEREAS, Zero Waste principles, in accordance with CalRecycle's (California Department of Resources, Recycling, and Recovery)Zero Waste Hierarchy, promote the highest and best use of materials, emphasize a closed loop system of production and consumption, and move in logical increments toward the goal of reducing waste generation and landfill disposal by more than 90% through:
o lmproving "downstream" reuse and recycling of end-of-life products and materials to ensure their highest and best use
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City Council Meeting Packet of May 2, 2023
o Pursuing "upstream" re-design strategies to reduce the volume and toxicity of discarded products and materials and promote less wasteful lifestyles r Fostering and supporting the use of discarded products and materials to stimulate and drive local economic workforce development
c preserving land for sustainable development and green industry infrastructurei and; WHEREAS, a resource recovery-based economywillcreate and sustain more productive and meaningful jobs than a disposal-based economy; and;
WHEREAS, the City of Sebastopol will assume a leadership role setting Zero Waste as a goal.
NOW, THEREFORE BE lT RESOLVED, the City of Sebastopol hereby encourages the pursuit of Zero Waste as a long-term goal ln orderto eliminate waste and pollution in the manufacture, use, storage, and recycling of materials. This goal can be achieved through action plans and measures that significantly reduce waste and pollution. These measures witl include encouragement of residents, businesses, and agencies to judiciously use, reuse, and recycle materials, and motivation of businesses to manufacture and market less toxic and more durable, repairable, reusable, recycled, and recyclable products; and; NOW, BE tT FURTHER RESOLVED, the City of Sebastopol hereby adopts the concept of Zero Waste as defined by Zero Waste lnternationalAlliance as a guiding principle for all municipal operations, outreach, and programs and actions within the community; and NOW, BE lT FURTHER RESOLVED, the City of Sebastopol sets the goal of Zero Waste by 2030 and commits to:
o Empowering these actions and the Sonoma County Waste Management Agency; r Reducing the totat pounds per person per day; currently 4,6, by at least 1"0% each year; r lnstitute and/or expand high diversion and Zero Waste goals and programs for all government facilities, events, and projects;
o Educate the public regarding the environmental and community benefits of reducing wasteful consumption and increasing diversion through reuse, repair, composting, and recycling; o StronBly encourage all residents, businesses, and agencies to participate in composting and recycling programs while also encouraging them to reduce and reuse; r Update the Green Purchasing, Environmentally Preferable Procurement (EPP), and Extended Producer Responsibllity (EPR) policies;
c Support adoption and implementation of the countywide Construction and Demolition Reuse and Recycling Ordinance;
o ,Adopt land use policy to facilitate the siting and permitting of processing and end market infrastructure that will be needed to manage the volume of materialfrom higher levels of diversion;
r Support equitable pay and safe working conditions for material management workers; Agenda Item Numer 5
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City Council Meeting Packet of May 2, 2023
Develop a sound financial modelthat can sustain high diversion and Zero Waste programs and enable long term delivery of quality services to the community.
THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Sebastopol on this 16th day of October, 20L8.
l, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
VOTE:
Ayes:
Noes:
Abstain
Absent:
ATTEST:
councilmembers carnacchi, Glass, Gurney, Vice Mayor Hinton and Mayor slayter None
None
None
APPROVED:
Mayor Patrick Sla
Mary ou ist M Clerk, MMC
APPROVED AS TO FORM
McLa ughlin, City Attorney
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City Council Meeting Packet of May 2, 2023
Docusign Envelope lD: 1 7COABC8-204E 4D48-BEF3'SA2F3C75EAAF Clty Councll
Mayor Neysa Hinton
Vice Mayor Diana Gardner Rich
Sandra Maurer
Jill McLewis
Stephen Zollman
Clty Manager
LarrY McLaughlin
lmclaughlin@ cityofsebastopol.org
Asslstant Clty Manager/Clty Clerk, MMC
Mary Gourley
mgo u rley@cltYofse bastoPol.org
Gfty otSebastoPol
March 6,2023
Courtney Klein
7140 Bodega Ave
Sebastopol, CA95472
Email : [email protected]
RE Conditional Letter of APProval
Special Event Permit
Redwood Gospel Mobile Shower Services
Location: South High Street Parking Lot
Date: Every.Saturday from May 6 - Dec 30'2023
Dear Courtney Klein,
This is to inform you that the Special Event Permit for the Redwood Gospel Mobile Shower Services event to be held on the dates, time and location as listed in your permit, a copy of which is attached for reference, has been conditionally approved, subjeot to the following oonditions of approval. All conditions of approval shall be mei a minimum of ten calendar days prior to the start of the event, unless otherwise state-d, for permit approval to be valid. If the conditions of approval for this event are not met, this Conditional Letter of Approval for Special Events Permit will be considered null and void.
1. Based on the current fee schedule, a fee in the amount of $4,900.00 and a deposit in the amount of $l12.50 is required for this event. For this application only, the City will inspect the parking lot after the event for damages. If damage has occurred, the amount shall be deducted from the deposit.
2. please submit a oheck made payable to the City of Sebastopol for the full amount of the permit fee. If you prefer to pay by ciedit card, please contact the Sebastopol Public Works Department at707-823-5331 for processing of credit card payment.
3. Applicant shall notiff residents/businesses adjacent to and across the street from the event (tiumett St. and Wiliow St.) of the date and time of this event and if there will be use of any amplified sound system. If amplification is to be used, the notice shall contain the duration of thstimes for use of the amplified system. Please provide a copy of the notice and a signature certifiing that this notice was sent to businesses and/or residents as stated above. Please provide u.opy of the notice with signature to the City of Sebastopol, Public Works Department ?l20BodegaAvenue,sebastopol,California$54?2 Tel.?07,823 ll53 Farx.707823 l13S wvrnru. cilyofsebastopol.olg
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City Council Meeting Packet of May 2, 2023
DocuSign Envelope lD: 17C6ABC8-204E-4D48-BEF3-BA2F3C75EMF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
REDWOOD GOSPEL MOBILE SHOWER SERVICES
SOUTH HIGH STREET PARKING LOT
SATURDAYS, MAY 6 _DEC 30,2023
at [email protected] as soon as possible but no later than ten days prior to the event.
Please see attached map of event area for notification purposes.
4. Group is responsible for own setup/cleanup and removal of visible trash into trash containers.
Contact Recology Sonoma Marin at 707-585-0291to affange for additional trash and recycling containers.
5. Zero Waste Application for Events must be submitted.
6. If Applicable, prior to the event, please inspect the City restrooms to ensure cleanliness. If you believe that the restrooms are not clean or sanitary, please contact the Public Works Department at707-823-5331 during normal business hours.
7. After normal business hours, please report any issues with the restrooms, damages, or hazardous conditions to the Sebastopol Police Department at707-829-4400 to arrange for Public Works standby crew to respond.
8. Note: Damages or conditions caused by the event may be charged back to the event for time and materials. As stated above, a deposit of $1 12.50 is required, Any costs incurred by the Public Works Department for any cleanup after the event, or for damages to landscaping or fixtures, will be billed to the Applicant.
Not Applicable: If the restroom facilities at So. High St Parking Lot will not meet the need of the event, please provide the following (please check with the Public Works Department regarding this requirement):
a. Provide two (2) portable toilets (one standard, one ADA Accessible) and one (l) hand wash station per 100 persons attending the event. Trash containers and toilets are to be placed on asphalt paved areas only and shall be removed the day following the event. b. In addition to the portable restroom requirements, events not securing the entire park require that any public restrooms remain accessible to the generalpublic. c. Large events that create overflow event usage of the City restroom requires the eventto provide otre staff rnember to clean and service thc restrooms at a minimum of once per hour.
d. Prior to the eyen! please provide the Public Works Department (707-823-5331) withthe name and contact information of the person assigned to restroom maintenance. e. A key will be issued to the event holder for the storage area containing cleaning supplies and paper products to service the restrooms.
9 . Contact the Public Works Deparhnent (707 -823-533 I ) regarding banicades, irrigation timing, or electrical requirements.
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City Council Meeting Packet of May 2, 2023
Docusign Envelope lD:'l TCOABCS-204E-4D48-BEF3'BA2F3C75EMF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
REDWOOD GOSPEL MOBILE SHOWER SERVICES
SOUTH HIGH STREET PARKING LOT
SATURDAYS, MAY 6 _DEC 30,2023
10, Areas to be returned to an acceptable condition after the event. At the close of the event, applicant shall perform litter patrol on and within 500 feet of the event site to ensure no liiter remains on the site, or nearby properties, parking areas, sidewalks, and streets' l l, parking regulations will be enforced on the sunounding streets. No blocking of access roadways o. purking ureas and no blocking of sidewalk for ADA accessibility. Any parking issues, inciudinglhe need to reserve spaces (to be listed in special event permit application) must be coordinated in advance with the Sebastopol Police Department and/or Public WorksDepartment'
12. A current Cerlificate of Insurance with a signed, additional insured endorsement, containing policy number and effective date, naming the City of Sebastopol, its officers, officials, Lmplbyees, and volunteers as additional insured must be submitted to the Public Works office' fni aO6itional Insured Endorsement shall contain primary noncontributory wording and shall be submitted with the Certificate of Insurance. Such insurance shall be provided by the applicant and/or vendors. Please be advised that insurance must be in full force at time of event and failure to maintain such coverage with additional required primary noncontributory wording makes the permit null and void.
13. PLEASE NOTE THE MINIMUM COVERAGE FOR THIS EVENT WILL BE ASFOLLOWS:
a. $2 Million General Liability Per Occurrence
b. PLEASE NOTE THAT ANY OTHER VENDOR SUCH AS JUMPY HOUSES, CLh4BING ROCK WALLS, ETC., WILL NEED TO PROVIDE ALL
INSURANCE REQUIREMENTS AS WELL AS THEAPPLICANT.
c. If liquor is proposed for the event, please ensure that the insurance contains the appropriate liquor liability requirements.
14. The City of Sebastopol and its officers, officials, employees and volunteers shall be defended, indemnified, and held harmless from any claim, action or proceeding against the City, or its agents, offrcers and employees to attach, set aside, void, or annul the approval of this application, or which otherwise arises out of or in connection with the City's action on this application, including but not limited to, damages, costs, expenses, attorney's fees, or expert witness fees.
15. Group shall be responsible for keeping a cell phone available for emergency contact to the polici Department for any problems that may occur. Provide emergency name point of contact and cell pitotr" number to the Police Department at707-829-4400 as well as Public Work Departmbnt at [email protected] in case of an emergency no later than ten days prior to the event.
16. Contact Sonoma County Health Department for a Food lndustry Health Permit (if applicable) if you propose to cook, serve and/or sell food on site. Advise caterer to contact Sebastopol Finance bfft.. to obtain a business license. Please provide written notification to this office that Sonoma County Health Department was contacted and whether a permit is required ornot. 17, A list of all vendors participating in event (if applicable) must be submitted to the City of Sebastopol. Applicant and alt vendo.r participating must obtain a Special Events Business License from the City of Sebastopol Finance Department. Please contact them at 707'823-7863.
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
DocuSign Envelope lD: 17C6ABC8-204E-4D48-BEF3-BA2F3C75EMF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
REDWOOD GOSPEL MOBILE SHOWER SERVICES
SOUTH HIGH STREET PARKING LOT
SATURDAYS, MAY 6 - DEC 30,2023
18. All Vendors must submit a signed City of SebastopolEvent Food Service Ware Requirements for Vendors.
19. A full description of each event/activity as well as placement of each activity in the listed areas of this permit application is required for approval by the City.
20. This is to advise you that alcohol is not proposed to be served at this event.
21. All pedestrian and vehicular traffic shall be arranged and directed by the applicant in a manner that assures the safety of all individuals visiting or participating in the event.
22. The applicant shall maintain plans to ensure appropriate and safe circulation. The applicant shall be responsible for all traffic control during event, including set-up and tear-down of equipment needed for execution of traffic control, including but not limited to traffic barricades:
23. No event-related promotional signs for this event shall be placed on public rights of way (streets, sidewalks, parkways, light poles, landscaped-traffic islands, etc.) or other public lands unless specifically authorized by the City and/or Caltrans. Each such promotional sign removed by the City shall be subject to a $15.00 deduction from the event security deposit.
24. Please ensure that Best Management Practices are put into place to prevent stormwater pollution during your event and ensure that all participants and vendors are aware of the importance of protecting our watershed by eliminating improper discharges to storm drains. Please see attached flyer.
25, No amplified music shall be played outside of the hours specified in the application materials.
At the direction ofthe Sebastopol Police Department, music shall be immediately terminatedor otherwise modified at any time, upon a determination by the Department, that it is causing an undue disturbance to nearby residents or businesses; or is unduly disruptive.
26. Please note that the City has adopted a comprehensive noise ordinance. If your event is planning to go beyond the starting or ending time for noise restrictions, please submit a letter to this office requesting a variance to this ordinance no later than twenty days prior to the start of the event. 27, Applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance and alcohol in the park ordinance.
28. The event is required to comply with the latest Coronavirus Health Order issued by the Sonoma County Health Offrcer. The most recent health order is available at httns://socoentergenc,y;orgl Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
DocuSign Envelope lD: 17COABC8:204E-4D4SBEFIBA2F3C75EAAF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
REDWOOD GOSPEL MOBILE SHOWER SERVICES
SOUTH HIGH STREET PARKING LOT
SATURDAYS, MAY 6_DEC 30,2023
29. The City Manager shall have the right to modify or initiate revocation of this approval at any time if any of the terms of such permit or the conditions of approval for said permit are violated, or for other good cause deemed necessary to maintain or improve the public right of way or to preserve and protect the health, safety, and welfare of the public
30. The permit applicant may appeal a permit denial, permit condition, or permit revocation or refusal to waive a deadline by filing an appeal within five (5) days of the date of the City Manager's decision with the Public Works Department at [email protected] The appeal shall be heard by the City Council at its next regular meeting.
Sincerely
["ffi#',,ry' rLarry Mclaughlin
City Manager
Enclosures:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF Public Works Department - 7 07'823-5331
Planning Department - 7 07 -823-6167
Fire Departm ent - 7 07 -823 -806 I
Police Department - 7 07 -829^4400
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Engineering Division
714 Johnson Street
Sebastopol, CA95472
Phone; (707) 823-2151
Fax: (707) 823-4721
If you are organizing one of these events, it is important that you make sure that Best Management Practices are put in place to prevent stormwater pollution during your event, Remember, in any ourdoor area, improper practices such as washing or storage of materials or improper disposal of waste materials into the storrn drain system, are sources of storm water pollution. Rainfall and runoff can be contaminated by materials spilled, leaked, or mislaid, Pollutants of concern at events where food is produced or sold, include sediment, oil and grease, organic materials and bacteria, and toxics such as cleaning products.
STORM WATER POLLUTION PREVENTION AT PIIBLIC EYENTS
Sebastopol's calendar is busy all year with a wide variety of community events in our City parks and public spaces, including festivals, concerts, outdoor markets, holiday and other gatheringi. -
You should have a plan to prevent Storm Water Pollution from your event by following Best Management Practices (BMP$ and make sure that all participants and vendors are aware of ihe importance of protecting our watershed by eliminating improper discharges to stom drains.
Here are some ways to assure that pollution from your event does not reach local waterways,
TRAINING
I Inform vendors and participants of storrn water pollution sources and prevention. I Instruct employees in proper flIlling and transfer procedures as well as in waste control and disposal. sTo RAG It ( C',O NTA I N E R S )
J Use non'corrosive, non-leaking durable containers. Always use tightly sealed containers. I Inspect the external condition of containers. Look for leaks, corrosion, or other damage. I Store containers on an impervious surface or cover with weighted tarps or awnings.
WASTE STORAGB AND DISPOSAL
I Always contain waste in dumpsters, drums, or bags, Double bag Ieaky rubbish. a Store trash and other pollutant materials in a manner that prevents contact with rain (in a container with a closed lid or under cover). I Store all organic wastes (including food) under cover on an impervious surface until transfer to a landfill or composting facility.
PREVENT SPILLS AND UNUWFULDISCHARGES TO THE STORM DRAIN SYSTEM I Never allow vendors or other participants to dump any materials into the storm drain systern. This includes water, melted ice or 'leftovers' from food storage or displays. I Sweep-up trash and debris to prevent it from being washed into the storm drain when it rains. I Never wash down areas where spills have occuned by flushing with water into the street or storm drain. Use "dry spill cleanup" methods instead. I Segregate and dispose ofall hazardous wasto as per state law. I Clean up all spills immediately upon discovery, . REMEMBER, ONLY RAIN DOWN THE DRAIN
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
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Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
JANosnn
CITY OF SEBASTOPOL
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 of the 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 Department at707-823-5331 or email [email protected] for further information.
On behalf of the City 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
1. Contact Public Works Deprartment to ascertain the availability of the location wherb the event is requested to be held.
2, Complete the application packet (and provide any additional materials regarding this event).
3. Ensure all blanks are filled out and initial the bottom of every page. Please use black ink to complete the application.
4. Ensure the application 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.
8. Ensure appropriate departments have been contacted a minimum of l0 days prior to the event.
g. Request the City conduct a post-event walk-through the first working day after the i:vent.
Note: Please keep in mind that acceptance of your application is the first step and should not be conskued as approval or confirmation of your special event request. Depending on the size and type of event and its potential impact on City services, other departmental approvals may be required. 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 hangrng banners. For more information, please contact the Public Works Department at707-823-5331.
Posting of flyers, signs, etc., on publio facilities or equipment (e.g., power poles) is not permitted.
Spri'biHt- event Permit Application Page 1 of21 Applicant's fnitials il Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Note: Generally, temporary otFsite signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Departmeni at707-gl3- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walts, etc.
Groups rdnting 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 inadvance foielectrical 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 urneserved 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 California, This coverage requires the following:
1. The City of Sebastopol, its officers, oflicials, 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 omissibn 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 went/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulati your organization from individual liability for claims made as a result of the.rs" oith" facilities and your event/program.
3. The insuratrce provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, oflicials, employees and volunteers must be excess and nonconhibuting. A Primary NonContributory Endorsement is required. 4- The comprehensive general liability insurance policy limits of such insurance shall not be less than $21000,000 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 eyent.
Spebiai Event Permit Application Page 2 of 21 Applicant's lnitials 0-y Agenda Item Numer 5
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City Council Meeting Packet of May 2, 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 satisfy these requirements by furnishing the City with certificates of insuranoe and endorsements affecting thi required coverage. The certificates and endorsements are to be on ISO-approved forms.
Note: Please inform your insurance agent that a "Certificate of Insurance" on Form Accord ZS by itself is not sgfficient. A certificate of endorsement naming the City of Sebastopol' its oificers, officials, employees and volunteers as additional insured is required.
The City willnot accept a certificate of insurance alone as proof of insurance coverage. The City wiil not aaceptthe wording listed below in the Description of Operations box on the certificate of insurance.
The original endorsement rnust specifically list the following:
..The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liabiliiy 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 uviiluble to the City of Sebastopol, its officerso 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 rrquii.*.nts) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner' yog must provide the City with the required endorsements 10 days.prior to the start of your event/progi.amr. pgch eu,lnr***rot shafu be subject to approval bv tlie Citv of Sebastopol as to forrnandasto.i'sufance company.
*-i----J-- ";- rr ' tt l''
Please sign and retum this original Notic,e of Conditiorp fq ipdigate your receiPt and understanding of each of the hbove.
Date: rL-LB - 7L Authorized Signature:
Name of Organization: Sonoma County Library
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the venue for a wide tange of special events each year' Sp6cidl Event Permit APPlication Page 3 of 21 Applicant's lnitials 0d/ Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
/Fo
l()
CITY OF SEBASTOPOL
Special Event Permit Application
ERMITTING PROCESS
Special events often involve a number of pennits and other requirements to ensure the safety of the event and to minimize impacts on the surrounding comtn rnity.
A Special Event Permit is required for any event utilizing Cityparks, City buildings, or other City facilities, such as City conference rooms, parking lots, eic- Such aciivities inilude, but are not limited to, craft fairs, festivals, ceremonies, and oiher events.
Events that are to be colducted on City public streets or sidewalks require an Encroachment Permit from the City of Sebastopol Engineering Division. Please coniact them at 714 Johnson Street or 7 07 -823-21,5 1.
Closure of streets for block parties are handled through the Sebastopol police Department.
Please contact them at 6850 Laguna park way or 7ai-g2g-440a.
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 informatibnlontained herein 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 organizationl represent, am authorized to commit that organization to agree to abide by the rules, regulations and guidelines specified herein, and that I riill accept all responsibilities for anydamage to City property and/orlacilities, and any payments for municipal services and/or resources as they have been outlined. and as tfrey may be utilized by me and the organization whom I am representing and the patrons who wili be served by this event.
Date: 11.173 LL
ht tr h
Authorized Signature:
Printed Name of Signer:
Special Event Permit Appllcation Page 4 oI 21 Applicant's rnitiars-hF Agenda Item Numer 5
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City Council Meeting Packet of May 2, 2023
Please use black ink to complete this application.
CITY OF SEBASTOPOL
Special Event Permit APPlication
Return To: Public Works DePartment
714 Johnson St,
SebastoPol, CA95472
Phone: 707-823'5331
Email: [email protected]
A I'}l' L IC,A NT IN tio l{ VI r\-f ION
Sonoma County Library HQ / Sebastopol Regional Library Branch 6135 State Farm Dr. Rohnert Park, CA 54928 I 7140 Bodega Ave Sebastopol, CA 95472 Rohnert Park I Sebastopol State: CA zipz 94928 I 95472
HQ: 707-545-0831 Cell: SEBA: 707-823-7691
d [email protected] / [email protected]
On-site Contact Name (if different): Matthew woatherly, Nomaldc shelter Minlstflos / John wlson, Moblle shower Mlnlstfles 101 6th st.
Applicant Name:
Street Address:
Ctty:
Main Phone:
Email:
Street Address:
City:
Main Phone:
Email:
Street Address:
Cify:
Phone:
Website:
Santa Rosa cA zip:
707-542-4817 707-393-8164
State:
Cell:
95401
[email protected] / [email protected]
Sponsoring Organization Name (if any): Sebastopol Library (in-kind support) 7140 Bodega Ave
Sebastopol State: CA Zipz 95472
707-823-7691
sonomalibrary.org
Is the organization a nonprofit?
-
Yes X No (If yes, please provide a tax-exempt letter to the City.) Event Name: Redwood Gospel Mobile Shower Services
Event Short Description: (This should be promotional in nature and should not exceed 20 words.) Redwood Gospel Mission provides shower services at Sebastopol's South High St. Parliing lot
EVENT INFOITMATION
Saturdays from 1 1am-12Pm
Event Iletailed Description: (Please provide anarrative and timeline of your event' You may attach pages if needed. A complete Site Plan/Route Map is required with your application,) Redwood Gospel Mission has been providing shower services intended for unsheltered individuals at six Sonoma County locations through it's Mobile Shower Unit. The unit is self contained and water used will be stored within the unit to be driven away for safe disposal at a Santa Rosa facility. To mitigate trip hazards, Redwood Gospel brings carpets to cover cords. The Mobile Shower witl be ofiered every Saturday at the South High St. Parklng lot from 11am'12pm (see attached map).
Spdulil event Permit Application Page 5 of 21 Applicanfs lnitiats-.thlvAgenda Item Numer 5 Agenda Item Number 5
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I lv tiN't' I N I,'ot{ N'lrVI'toN C'orrtinrrc<l
Event Location: (e.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room,,) South High Street Parking Lot (P7); reserve 6 spots for weekly, 2 hour event Will you need access to electricityf X yes
__ No
Event Location Description: (Please desoribe the location of your event andprovide 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.) Matthew Woathsrly and John Wilson of Rsdwood Gospel met with planning Works Superlntendent Dante Del Prete, Public Works Assistant Suporintsndsnt Erik Billing, Sebaslopol Llbrary Manager Mathew Rose and Sebastopol Llbrarian Courtney Klein and determined the South High St.
Parking Lot (P7) to be idoal lor the Mobile Shower unit because it has lhe criteria necessary for the unlt to tuncilon: level ground, a bib hos€, elootriciry, and 5-6 parking spo{s' South High St, is ideal for the intonded audience, because lt is situated ln lhe middle of many unsheltered folks' access points:
The sebastopol Chrlstlan Ghurch (hot meals), the sebaslopol Library {information), lves Park (space), and the Center for the Arts (food dtstribution site).
Does the event involve the use of a City park? _
yes X No
ff yes, list name(s) of park(s):
Event Type: _ Athletic/Recreation _ Exhibits/Misc.
_ Farmers/Outdoor Market Concert/performance
_ Festival/Celebration Free Speech
_ Parade/Procession/March
_ Circus/Carnival
_ Block Party
Other (please explain), Mobile Shower Services
Attendance: Anticipated Total Attendance: 10 _ Anticipated Daily Attendance:
Is event open to the public? X y", _No
Is this an annual event? _
yes X No
If yes, how many years has the event been held?
Prior location(s) of event:
Per- trn,n!' S0n
Setup: Start Date:
Event: Start Date:
End Date:
Cleanup:
lrr 0e
Dee.. 30, e0?3
Start.Time: 10:30
Start Time:
End Time:
11 X eu_pM
Xeu PM
12 Ru X plra
EndDate: MC, W, ec.?e End Time: 12:30 Rna X pu
Spd,c,igl, Event Permit Application Page 6 of 21 Applicant's fnitiats d Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
liv IN'l' l)li'l'A I l,si
Amplified Sound:
-Yes
X No If yes, complete the following.
Type of Sound Equipment:
Location of Amplified Sound:
Date of Amplified Sound:
Start Time: AM PM End Time: AM PM
Purpose:
Description: _ Stereo Band/Live DJ _ MicrophonelPA System Owner of Amplified Sound Equipment:
First Name Last Name
Business/Organization Name :
Max Power: Watts Max Volume:
-Decibels
Dist. of Audible Sound: Feet
For Soand Vehiele Only: Vehicle License Number: ehicle Make:
Vehicle VIN: Vehicle Year:
Security Plan:
-
Yes X No If yes, complete the following
Security Plan DescriPtion:
If using licensed professionals, list company name:
Number of licensed professional staff:
If using volunteers, how manY?
How will voluntecrs be identified?
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:
-Yes
X No If yes, complete the following.
Describe how food witt be served and/or prepared:
On-Site tr'ood Preparation Method: _ Propane _ Charcoal _Electric -
Other (please explain):
Caterer(s) andlor food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this special event.
WiIl your event include food vendors?
-
Yes X No If yes, how many?
-
Speciii EVbnt Permit Application Page7 of 21 Applicant's tnitlats # Agenda Item Numer 5
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City Council Meeting Packet of May 2, 2023
liVlrN'l l)11'l'n Il,S ('onl irrrrccl)
Alcoholic Beverages:
-
Yes X No If yes, complete the following.
_ ABC License may be required
AlcoholDistributionMethod: Free-host *_ForSale (Type: _Beer _Wine _HardAlcohol) Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notifu the City of Sebastopol in writing the determinations from these departments.
Parking Plan: _ Yes X No If yes, complete the following.
Parking Plan Description:
Portable Toilets:
-
Yes X No If yes, complete the following.
Number of standard Toilets: Number of ADA Accessible Toilets:
Description of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling: _ Yes X No If yes, complete the following.
Number of garbage cans provided: _ Number of recycling cans provided; Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) Mitigafion of lmpact:
Have you notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attach the written notice, _Yes X No
_Yes X No
I.i V HN ]' C]OM PON L]N'I'S
Please indicate which components will be present at the event:
_ Open Flame _
Inflatables/Jump Houses
--
Signs/Banners
_ Stages
_Tables
_ Tents/Canopies
* Vendors
Spe'chfLvent Permit C^'IV Application Page 8 of 21 Applicant's lnitials_ Agenda Item Numer 5
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AG lt I i l,iM I iNT n N l) S IG N A'l'tJ It ll l) lsc l..AlM l-'l R I understand thlt this is only an application and not a guarantee that a permit will be issued' I agree to assume the defense of and indemnify and save harmless the City of Sebastopol, its offrr.rr, officials, employees and volunteers from all suits, actions, damages or claims to which the City may be subjeoted of any kind or nature whatsoever resulting from, caused by, arising out of or ai a consequence of such activities permitted in connection therewith. The City requires, as a condition of isiuance of a permit, 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 oircumstances' This shall be a continuing release and shall remain in effect until revoked in writing.
I certify that this application is true and correot and hereby accept full responsibility for any breakage or damage to property andlor building, and for conduct of those attending 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 character of entertainment at the above-named place will conform to that stated in the application. Applicant agrees to indemnify, 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 be brought ' against the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising oot of or in any way connected with the use by the undersigned of the Cify of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the 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 fhis 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 understancl that all conditions of approval for this permit must be complied with no later than 10 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 THTS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree that
to repair or
Signature:
I am to be responsible for reimbursing the City of Sebastopol for any costs incurred which is damaged as a result of the activity.
I)ate,lL- '?.4
Please submit this form with a non-refundable Special Event Permit Application Fee to:
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: aitypw @cityofsebastopol.org
Spebiel -gvent Permit Application Page 9 of 21 Applicant's tnitias-LL - Agenda Item Numer 5
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CITY OT'SEBASTOPOL
APPLICATION FOR BUSINESS LICENSE
P.O. Box 1776, Sebastopol, CA 95473 - 7120 Bodega Ave., SebastopolrCASS4TZ Phone: 707 -823-1153 - Enrail: [email protected] Business Name: Date Business Started in Ssbastopol:
Business Address: (Do not use p.O. Box)
City State zip
Business Mailing Address:
City State zip
Business Phone: Business F'ax:
Email:
Description of Business: (Please be specific)
Business Owners Name(s):
Home Address:
City State zip
HomePhone: Home Fax:
Other Governmental Requirements:
Social Security # (Sole Proprietor):
Date Fictitious Business Name Statement Filed:
Article of Incorporation #: State:
State Employer Identification #: _
State Board of Equalization Sales or Use Tax #:
Ownership Type (Mark one)
_ Sole Proprietor
_ Partnership
_ Limited Partnership
_ Corporation
_ Nonprofit (Provide
documentation o f nonprofit
status 501
Classification of Business (Mark one)
_ Service _ Home Occupation _ Speciai Event**
_ Retail _Taxi _ Seasonal/Temporary
_Wi1olcsale.,. .". _Utility _Rental(SingleFnmily)
-
Manrr{i.ctrrriltg, ' -*'' _ Auclioneers _ Rental (}totel, Apt.,Ltc.) _ Professional _ Solicitor _ Rental (Duplex, 4-plex)
** Farmers Marke! Festival, Barlow Street lair, Mobile Vendors _ Theaters
_ CoiryOperated Machines ' Liouidators t- Askblogers
Kennel
Number of Employees: _ Full-time part-time _ Temporary
AFFIDAVIT
I declare, under penalty of perjury, that the information given in this application is correct and completo to the best of my knowledge and belief.
Signature: Date
Applicant's Initials:
SpEolili Event Permit Application Page 10 of21 Applicant's lnitiats d Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
OFF'ICE USE ONLY
BUSINESS LICENSE TAX (See Rate Classification page)
FINANCE PROCESSING FEE ($s0.00 non-refundable)
PLANI\ING REVTEW F'EE ($2s.00 non-refundable)
FIRE INSPECTION FEE (Residentlal $150.00/Commercial $250.00 non-refundable) HOME OCCUPATION PERMIT FEE ($28.00 non-refundable)
SFBCIAL EIFENII PETRSIIT Hffi ($rt'00 non-refundable)
AA mM.M[,ImY ACCffiSS m'8 ffi ffi*,{t0 uonrrofundsftIe: RE.s[ffiffie'f0u dit budnessee)
TOTAL PAID
X'ee Paid
$_
$_
$_
$_
$
$_
$_
$_
Failure to pay license when due:
Annual renewal license is due and payable in advance on January I and becomes delinquent 30 days thereafter. Unpaid licenses will be assessed a25Yo late penalty per month added after the lst day of each month following the due date to a maximum of 100%. License will remain active until written request for canoellation is received by the Finance Department. sp<i$tayevent Permit Application Page 11 of21 Applicant's lnlliaS & Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARKS
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 days of receipt of a completed application and filing fee noted on the application. The waiver shall be approved by the Police Chief or his designee unless it is determined from consideration of the application, or other pertinent information, that any of the following conditions exist:
a. The activity witl substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
b. The activity creates a substantial risk of injury to persons or property. c. The applicant failed to complete the application, or information contained in the application is round to be false in any material detail. d. The particular activity would violate federal, state or local laws including license/permit requirements.
e. The particular activity would propose a potential threat to health, safety, and welfare of the park users and/or the City's population.
When the grounds for permit denial can be corrected by imposing reasonable permit conditions, the Police Chief/designee may approve the permit.
2. PERMIT CONDITIONS - The Police Chief/designee may condition the issuance of the permit by imposing reasonable requirements concerning the time, place and manner of activities including but not limited to the following:
^. 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 adjacent property owners of the activity. d. Restrictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of amplified music and level of amplification.
3. CHANGE OF ACTMTY DATE - May be authorized upon 7}-hournotice in advance of activity and be permitted without .rqrritltrg a new application or fees.
4. INDEMNIF'ICATION AND LIABILITY
'n. Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace City properfy, which is damaged as a result of the activity. b. Applicant shall also defend, indemni$r, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers from all claims and liability of any kind whatsoever resulting frorn or arising out of the activity or issuance of the permit.
5. PERMIT RESPONSIBILITIES
a. 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 activity 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.
Sp&iat Event Permit Application Page 12 of 21 Applicant's lnitiats lFF Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Reouired When an Event Has Alcohol in the Park
Defartment of Alcoholic Beverage Control (ABC)
License May Also Be Required
Date of Application:
CITY OF SEBASTOPOL APPLICATION
usE oF ALCOHOL rN CrrY PARr( (SMC 9.24.26s)
TO BE FILLED OUT BY APPLICANT
Location Requested:
(Libbn Ives, Other)
Contact Person: (Must be 21 years or older)
Address:
Phone:
Cell phone number for person at activity:
Date: Exact hours from:
Futly describe activity: (Type of beverages being consumed, picnic/birthdaylpafi) to:
Anticipated number of participants:
-
OFFICE USE ONLY
Approved: Yes:
-
No:
-
Date: Reason not approved:
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 agrces that hs/she will be responsible for the use and care of City 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 indemnify 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 CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
Signature of Applicant: Date:
Spddieil Event Permit Application Page 13 of 21 Applicant's lniliar--hk -
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
CITY OF SEBASTOPOL
ZE.RO WASTE APPLICATION FOR EVENTS
Submit minirnum'30 days prior to event
r Events in Sebastopol with food or beverage vendors or providers must submit a Zero Waste plan as part of the permit application.
r All events in Sebastopol are required to recycle and compost as per state taws AB g41 and AB 1g26 r Events are strohgly encouraged to use 10}o/o reusables for food seruice ware. lf disposables are chosen, they need to comply with City of Sebastopol Bvent Sood Service War:e Reqgirements for Vendors Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or composU recycli ng contamination.
Waste Diversion Hierarchy
It'OgT FREFCFAELG
Failure to comply with the requirements outlined in this application could result in increased fees or denial of future permit applications.
Thank you for helping Sebastopol meet its Zero Waste goals!
LEAST PBSFEAAALE
Attachments to Submit with this Application
Attach to the following documents to this application:
tl Signed copies of Citv of Sebastopol Event Food Service Ware Requirements for Verldors from each vendor who will be present at your event
tr Letter from Recology showing proof of garbage, recycling, and compost services .oR.
Letter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
r Events are strongly encouraged to use loQo/o reusables for food service ware, if disposables are chosen, they need to comply with CiW of Sebastopol Event Food Service Wars Reqnirerneng for Vendgr:s
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 bottles under 1 gallon)
I lc tl tt Ir:
f:lc u 0rt
ljlecyclo
SpiH,event Permit Application Page 14 ot 21 Applicant's lnitiars-Cill Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 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 tr 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:
Am brosia Thomson (7 07 ) 29 1'8652, atho mson @ recol og y. com) L Gompost/ Recycling/ Garbage stations ("Zero Waste" stations) At least 2 weeks prior to the event, contact Recology to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers:
(recolo$v.comirecolo0 v-sonoma-rnarin/evont'sqrvicesl ) A. EachZeroWaste 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],qom, or download signage on Recoloqv Event $ervices website:
-
https lllwww' recolOqv. Goin/recoloov-sonoma-marin/event-services/ B. There should be no stand-alone trash bins'
c. How many composurecycling/ garbage stations will your event have?-
1. Where will the stations be located? Attach map or give description of locations.
2. If you are ordering large composV recycle/ 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.
SpeU6lEvent Permit APPlication Page 15 of 2'l Appl icant's I nitiuls-LnL Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
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 alltimes 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?
ll. Leftover food and used cooking oil
A. Unserved, leftover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-8711, sonomafoodiunners.or;q.
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.
Other ways your event is 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 promotional materials. Example: "We are striving for zero waste at the event. Please bring your own reusable waterbottle, cup, and utensil/cutlery set".
1. What "eco message" will you use?
2. where willthis message be displayed (fliers, website, facebook event page, etc)? D
Spdcial Event Permit Application Page 16 of 21 Applicant's tnitiats d Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Resources
Recologv
Recology is the waste hauler for Sebastopol.
Gontact Recology Event Services to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers, :
recologv,com/recologv-sono ma-marinlevent-services/
To borrow a set of Recology's waste station signs, contact Recology Sonoma-Marin Waste Zero Specialist: Ambrosia Thompson [email protected], or download signs from the Recoloov Event Services website:'
https ://www ; reoologv.com/recoloov-sonoma-ma ri n/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
fne following organizations provide event composting and recycling services for a fee. This may include set up monitoring of composV recycle/ garbage stations, transferring materialfrom stations to large debris boxes, and post-event clean-up. o Green Mary / Mary Munat (707) 548-7582, [email protected], http:l/qreenmary,com/ r Waste Busters lnc, / Michael Siminitus (51O) 473-2087, [email protected] www.wastebu sters. i nfo
r RightCycle/ TomerShapira (310)779-7421 [email protected] r 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 water stations you must use compostable paper cups (cups without moisture barrier) such as these wax-free paper cone eups or paper cone Gups.
r Hydrologic Water Treatment Services
Tony Pagliaro [email protected]' net
o US Pure Water / Michael Levine (415) 272'3288, [email protected], https ://www. ttspw. netlevents*-hvdration-stations. htm I r WasteBusters / Michael Siminitus (530) 219-3676, Michael@Wastebulters,info httos://wrnrw.wastebusters.info/
and Dishware.
The following companies offer reusable drink and dishware options for events:
Reusable Drin
\*
\
*.ff
*
-.; '
Sdebibf Event Permit Application Page 17 ol21 v
Applicant's t nitiats-clxAgenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Sudbusters, Inc. www.qudbusters.cgm offers reusable cup and plate rental/ exchange on-site at events. Contact Michael Siminitus [email protected] (S1O) 47g-20g7 Green Mary I Mary Munat has an extensive rental library of food service ware (cups, wine .
glasses, pfates, utensils, serving dishes, table clothes, etc). (To7) s4g-Tsgz, [email protected], http://greenmary.oom/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, seruing dishes, etc. https:l/therentalplace.com/ Food Donations
o Unserued, leftover food from vendors can be donated toSonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-9711:
sonomafoodiunners.orq. Contact prior to event to arrange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Used Gookins Oll
These organizations pick up used cooking oil and recycle it into biodiesetfuet. Arrange pick-up ahead of event:
r Northbay Restaurant Services: (7OTl 924-9737
httPs:/'northbayrestaurantservices.com/services/cooking-oil-recycling/ r Or Green Mary lMary Munat(7o7') 548-7582, [email protected], hftp://greenmafy.com/ LOCAL LAW THAT APPLIES TO EVENTS:
sebastopol Polystyrene Ban and disposable food_service ware o_rdinance :
sebastopol.municipal.codes/SMC18.36.01 0
MunicipalCode 8.36
o Polystyrene (styrofoam) food serviceware and sates 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
8.36.030
I Allfood service ware take-out containers must be recyclable or compostable: (See list of permitted food service 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 g.36.060 r "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 9.36.O60
r Plastic straws banned (paper straws permitted).
a
t
I
S0&itat Event Permit Appltcaflon Page 18 oI 21 Applicant's rnitiars 0NF Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
General Guidelines: Waste Diversion HierarchY
MOSY PBEFEFAELE
r Events are strongly encouraged to use 100o/o reusable food service ware.
o All items must be reusable, recyclable, or a fiber-based oompostable produot (see below for allowed items).
o Promotional materials should encourage attendees to bring their own reusable water bottle, cup, plate, and cutlery.
e Single-use plastics and "oompostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #l PETE clear plastic cups.
I€AAT PRIFEiAtLB
/\volil
llnclrtoc
Flrrugc'
Rcr:yclo
tfdcove r
City of Sebastopol Event Food Service Ware Requirements for Vendors {. Permit applications must have signed copies of this document from each participating vendor
ALLOWED
Compostable ltemss:
r Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
I Uncoated white/natural deli paper & parchment
paper
. Paper napkins/towels (any color).
. 100% wood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recyclable ltgms:
. Aluminum cans & (clean) foil
. Glass bottles and jars (empty with lids on)
. #l PETE clear plastic cups
Paper (ohot cupsP
Irnportanfi Coated paper cups are not currently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They must go in garbage.
NOT ALLOWEI)
Single-uso disposable plastic seryice rvare:
o 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 saucq etc)
All #6 PS ptastics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). 'r Compostablet' plantlblo-plastic products/ PI,A
nlastics **
Coat0d paper food csritaherq (If it has a shiny surface/ moishrre barrier, it is likely coated). Excoption: paper coffeo cups for hot beverages.
a When food is served in foil, patrons often do not separate food scraps from the foil, resulting in a high
contamination rate in compost receptacles.
*Must be accepted in the oommeroial compost stream in Sonoma County. If an item is not recyclable or compostable at our local faciliries, it must be sent to the landfill as trash-even if it is labeled "oompostable" or suppliers claim otherwise.
**Although technically compostable in certain facilities, compost facilities serving Sonoma County do not cunently accept these items; therefore, these produots are not compostable 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/re cycle/garbage) and empty my sorted waste into the appropriate compost, recycle, garbage receptacles at the end ofthe event.
Vendor'name: Vendor signature: Date:_
Snecial Fvent Pcrmit Annlinalion Page 19
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
LOCAL LAW THAT APPLIES TO EVENT$:
sehrstopol Polystvrene Ban and dlsposable food servlce ware ordlnance :
sebastopol, municipal.codes/SMC/8.36.0 1 0
Municipal Code 8.36
.' Polystyrene (styrofoam) 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 8,36.030 o Allfood service ware take-out containers must be recyclable or compostable: (See list of permifted food service 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 g.36.060 . "Allfood providers shallonly provide lids, cutlery to-go condiment packages, and paper straws upon request of customers.', Section 9.36.O60
r Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 20 of 21 Applicant's Initia"-9l[ Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Activity Description
Application Fee
Up to 50 peoPle
5L-200 People
More than 200 PeoPle
Securitv Depositt
Up to 50 peoPle
51-200 people
More than 200 PeoPle
Community
Group Fee
ts0
$100
Srso
tl ra ,$o $1so ''lsti*
$soo
$1,000
\r1$s,S0 Sso0 95
s12s
Szso
Resident Fee
So
slso
s2s0
.s1so
Ssoo
s1,ooo
$7s
s2so
$soo
$zs
57s
Sqo
Non-Resident
Fee
So
$2oo
$gso
$1so
$soo
$1,ooo
$roo
ssoo
$1,ooo
sloo
sloo
Sso
/4 (I.3.:T"o':.::tlt available for psrk use of less than 3 f't"ri\ Dailv Use Fee
Up to 50 people
5L-200 people
More than 200 PeoPle
Am plified Sound/StaeelBoun-cghouss
Amplified Sound Use
Stage Use
Bouncehouse Use
Sso
$s0
s30
Other Fees Fee
Parkins Fee**
Residential Area $10
Non-ResidentialArea $fs
+i Daily ber space fee for use ofCity parking spaces (proof of parking required for events of more than 200 persons) Classes lnstructors U ns Park Area (oer weekl'l'**
SmallGroup {1-15 Persons) $25
Medium Group (16-30 Persons) SSo
Large Group (31+ Persons) $75
*** Per week fee for classes with monetary component (e.9. charge for classes) City Hall Meeting Room Srs
Snaaial Frranf Parmit Annlinatinn Paao ?1 nl 2'l V,^Y
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER'
ICATE TIVELY ALTER
LON AN D CONFERS N o RIG HTS U PON TH E CERTIFICATE HOLDER. THIS THIS FICA CERTI TE ts rss UED A,S A MATTER OF INFORMATION
EGA THE COVERAGE AFFORDED BY THE POLIC IES CERTI F DOES NOT RMA AFFI OR N YTIVEL AMEND, EXTEND OR A cONTRACT BETWEEN THE rssu ING IN sURER(S), AUTHORIZED IMPORTANT: lf the certificate
If SUBROGATION IS WAIVED,
this certificate does not confer
ADDITIONA L SURED or be endorsed, NSU the must have IN provisions holder ts an ADDITIONAL RED, policy(ies) cer{ain ctes anutre endorsement. A statement on subject to the terms and co nditions of the pol icy pol may req to the certificate holder in lieu of such
COVER,AGE NAIC #
r: Fede
PRoDUCER NeWfrOnt lnSUranCe SerViCeS
1435 N McDowell Blvd Ste 320
Petaluma, CA 94954
WWW.TheABDteam.com
INSURED
Sonoma County Library
6135 State Farm Drive
Rohnert Park CA 94928
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
NDICATED. NOTWITHSTANDING
FICATE MAY PERTAIN,
NSUMNCE LISTED BELOW HAVE BEEN ISSU ED TO INSUTHE RED NAMED ABOVE FOR THE POLICY PE RIOD TH IS IS TO CERTI FY THAT THE POLtCTES OF OR oR OTHER DOCUMENT WITH RESPECT WHITO CH TH IS ANY REQUIREMENT TERM coN DITION OF ANY CONTMCT DESCRIBED EREIN H SUBJECT TO ALL THE TERMS, CERTI MAY BE rss UED OR THE INS URANC E AFFORDE D BY THE POLIC IES CONDITIONS F POLICIES. LIMITS SHOWN MA HAVE BEEN RED BYUCED PAID CLAIMS. EXCLUSIONS AND o SUCH
LIMITS TYPE OF INSUMNCE NUMBER
EACH OCCURRENCE
IVIED EXP one $
PERSONAL & ADV INJURY $1
AGGREGATE s 2,000 000
COIVIP/OP AGG $
$
A COMMERCIAL GENERAL LIABILIry 3603-23-1 1 WUC 11t6t2022 7t1t2023 GEN'L AGGREGATE LIMIT APPLIES tl f -l pnoI I JECT
CLAIN/lS-MADE OCCUR
POLICY
PER:
LOC
$
BODILY INJURY (Per person) $
BODILY INJURY (Per accident) $
$
$
AUTOMOBILE LIABILITY
ANY AUTO
OWNED
AUTOS ONLY
HIRED
AUTOS ONLY
SCHEDULED
AUTOS ONLY
AUTOS
NON-OWNED
EACH OCCURRENCE $1
AGGREGATE $1
OCCUR
CLAII\iIS-MADE
UMBRELLA LIAB
EXCESS LIAB
$
7989-72-24 111612022 71112023
E.L. EACH
E.L. DISEASE - EA EM
E.L, Lll\rllT
N/A
AND EMPLOYERS' LIABILIW
ANYPROPRIETOFYPARTNEFUEXECUTIVE
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
Y/N tr
tf describe
COMPENSATION
TIONS below
DESCRIpTtONOFOpER]{TIONS/LOCATIONS/VEHICLES (ACORDl0l,AdditionalRemarksschedule,maybeattachedifmorespace RE: Redwood Gospel Mobile Shower Services
rne iitv of Sebastbpol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons,.damages to oroo6riv ;;A6iih; beatn of a person orperdons arising or resulting from any act or omission on the part of your organization, its ag-ents ;"'' E;fib;ifr:inii in.rrini"lr p,:imJrv witfi respect to thdadditional 'iirsured nimed above. Any other irisuranc'e available to the City of Sebastopol its oifr'ieis, officials, employees ind vo[unteers shall be excess and noncontributing, per the attached. is required)
c
@ 1988-2015 ACORD CORPORATION. AII rights reserved
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD 7I.t.15406 I 22/23 cL AU XS 7/1 WC I Kat O,Brvan | 12/16/2022 9:30:01 AM (PST) I Paqe 1 0f 3 Citv of Sebastopol
Public Works Dbpartment
714 Johnson St '
Sebastopol CA 95472
I
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCOROANCE WITH THE POLICY PROVISIONS,
AUTHORIZED REPRESENTATIVE
Rod Sockolov
Agenda Item Numer 5
Agenda Item Number 5
City Council Meeting Packet of May 2, 2023
EH IJ EIE' Liability Insurance
Endorsement
Policy Period
Effective Date
Policy Number
lnsured
Name of Company
Date Issued
NOVEMBER 6,2022 TO JTJLY 1,2023
NOVEMBER 6,2022
3603-23-11WUC
SONOMA COUNTY LIBRARY
FEDERAL INSURANCE COMPANY
OCTOBER IT,2A22
This Endorsement applibs to the following forms:
GENERAL LIABILITY
Who ls An lnsured
Additional lnsured -
Scheduled Person
Or Organization
Liability Insurance
Under'Who Is An Insured, the following provision is added.
Persons or organizations shown in the Schedule are insureds; but they are insureds only if you are obligatedpursuant to a contract or agreemsnt to provide them with such insurance as is afforded by tlis policy,
However, the person or organization is an lnsured only:
' if and then only to the extent the person or organization is described in the Schedule; . to the extent such contract or agreement requires the person or organization to be afforded status as an insured;
. for activities that did not occur, in whole or in parl before the execution of the conEact or agreement; and
. with rospectto damages, loss, cost or expguso for injury or damage to which this insurance applies.
No person or organizationis an insured under this provision:
. that is more specifically identified undei any other provision of the Who Is An Insured section (regardless of any limitation Bpplicable thereto). . with respect to any assumption of liability (of another person or organization) by them in a conbact or agreement, This limitation does not apply to the liabilityfor damages, loss, cost or expense for injury or damage, to which this insurance applies, that the person or organization would have in the absence of such contract or agreenrnt.
Additional lneured - Scheduled Person Or Organization contlnued Fom80-02-2367(Rev.5-07) Endorsemant
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EHLIEIEI'
Liability Endorsement
(continued)
Conditions
Other lnsurance -
P r i m ary, N oncontrib uto ry
lnsurance - Scheduled
Person Or Organization
Under Conditions, ths following provision is added to the condition titledOther Insurance.
If you are obligated, pursuant to a conftact or agreement, to provide the person or organization shown in the Schedule with primary insurance such as is afforded by this policy, then in such case this insurance is primary and we will not seek contribution from insurance available to such person or organization.
Schedule
Persons or organizations that you are obligated, pursuant to a contract or agreement, to provide with such insurauce as is afforded by this policy.
All other terms and conditions remain unchanged.
Auth o rize d R e pr e I e ntativ e c
Liabilig Insurance Additional lnsured - Scheduled Person Or Organizatlon last page Fom80-m-%67(Rev.5-07) Endorsement
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To the City of Sebastopol,
I am writing to you as a supporter of the Sonoma County Farm Trails and their request to you for sponsorship funds and traffic direction during the 2-day Gravenstein Apple Fair at the intersection of Ragle Rd. and Covert Ln. taking place on August 12th and 13th. As you may know, the Gravenstein Apple Fair is an annual Sebastopol tradition that started in 1973. It is a family-friendly community event that draws attendees from far and wide keeping Sebastopol as a destination in the heart of Sonoma County agriculture.
Harmony Farm Supply & Nursery is a long-time Farm Trails member and a proud sponsor of the Fair. We have been a strong supporter of the Gravenstein Apple Fair for many years through our sponsorship dollars and our participation as a vendor booth merchant. As a former Board member of Farm Trails, I personally participated as a traffic flow coordinator during the event, and I have direct experience with the traffic flow issues that arise during the weekend of the event which is why I believe that it would be incredibly valuable to have official Sebastopol Police directing traffic at the entrance to Ragle Park.
The volume of vehicles waiting to enter Ragle Park at the 4-way stop sign at the entrance historically causes traffic to be backed up all the way into downtown Sebastopol, particularly on Mill Station Rd., Covert Lane, Hwy 12, and Hwy 116. This impacts attendees, residents, and local businesses alike. Not to mention, this is the 50th year of the Gravenstein Apple Fair which is expected to bring an increased number of attendees ready to celebrate this wonderful milestone. Having official Sebastopol Police Department officers directing the flow of traffic would significantly mitigate traffic jams and provide smoother and safer entry to the fair for vendors, presenters, musicians, volunteers, and attendees.
Your consideration and support would be greatly appreciated by all city residents, as well as those coming here from miles away to enjoy this historic 50th year.
I strongly support Farm Trails and hope that you will honor their request. Thank you for your time and attention.
Rick Williams
Proprietor, Harmony Farm Supply & Nursery
3244 Gravenstein Hwy N ¨ Sebastopol CA 95472
5400 Old Redwood Hwy ¨ Petaluma CA 94954
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