CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: October 1, 2024
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Councilmember Maurer and Mayor Rich
Responsible Department: Public Works Department/City Management Subject: Consideration of Approval of Waiver of Special Event Permit Fees for the Trashlantis (An Active Transport, Zero-Waste, Music+ Eco-Festival); Total Permit Fees: $825.00 and City Sponsorship of Event
=========================================================================================== RECOMMENDATIONS:
That the City Council Approve Waiver of Special Event Permit Fees for the Trashlantis (An Active Transport, ZeroWaste, Music+ Eco-Festival) in the amount of $825.00 and co sponsor the event.
EXECUTIVE SUMMARY:
The City of Sebastopol has eliminated funding to the Community Benefit Grants Program as well as the City Sponsorship Program. These were programs that either provided funding to nonprofits or sponsored events to help defray costs. Although the City Council has suspended the policy for fee waivers, as well as City sponsorships and the Community Benefit Grant programs, this fee or sponsorship of these types of events provides an excellent opportunity for the City of Sebastopol to support events and in this particular event, to promote the values of the City of Sebastopol:
• committing to ongoing actions to restore a safe environment. • improving "downstream" reuse and recycling of end-of-life products and materials to ensure their highest and best use
• Pursuing "upstream" re-design strategies to reduce the volume and toxicity of discarded products and materials and promote less wasteful lifestyles
• Fostering and supporting the use of discarded products and materials to stimulate and drive local economic workforce development
• preserving land for sustainable development and green industry infrastructure BACKGROUND AND DISCUSSION:
Trashlantis is a DIY, grass-roots, free immersive experiential discovery festival. Per their website, it promotes:
Located near two major Sonoma bike trails
Ride your bike as it parades through town on a 10k rally Park your bike in our hosted bike parking corral, bring your own camp chair and stay at the festival and Trashlantean Fashion Pageant
Bring your own utensils
Celebrating the creative, innovative ways to embrace a zero waste future with activities and events showcasing artists and the emerging technologies and businesses who are repurposing, recycling and developing zero waste packaging and durable goods
At the conclusion, deconstruct the venue by sorting materials into their proper bins so they can re-enter the resource stream
The “Trashlantis” event will be held in Sebastopol outside adjacent to the Youth Annex on Saturday October 26 from 11-5pm. This will be a fun, creative, educational and free event with music, art, trash fashion beauty pageant, scavenger hunt, fix-it clinic, and a creative bike upcycle rally.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
“Trashlantis is a free immersive experiential discovery festival celebrating the creative, innovative ways we can embrace a zero waste future with workshops, activities and events showcasing artists, climate action changemakers, and the emerging technologies and businesses who are repurposing, recycling and developing zero waste packaging and durable goods.
Councilmember Analysis:
Per the approval letter (attached), the applicant must provide the following: 2 porta toilets and 2 ADA toilets and one handwashing station.
Originally, it was thought that if the City sponsored this event, the applicant would be able to use one of the ten free events per the City of Sebastopol’s current franchise agreement with Recology that provides for solid waste and recycling containers and services. It was thought that porta potties is a service provided by Recology but after confirmation with Recology, it is not. The cost to rent the items as required for this event would amount to $915.00.
If the City of Sebastopol approves the waiver of fees in the amount of $825.00, it would help to offset the costs of the City requirements for porta potties. It is also requested that the City co-sponsor the event. Per the suspended co-sponsorship, the City Sponsorship is an exchange of financial or in-kind support of an event for mutual marketing. Community sponsorships can be an effective means to identify the event with the City and building community partnerships while raising revenue. 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.
COMMUNITY OUTREACH:
This item has been 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. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
FISCAL IMPACT:
The City would reimburse the applicant $825 which they have already paid to the City. The applicant has also submitted a $1000 refundable deposit.
RESTATED RECOMMENDATION:
That the City Council Approve Waiver of Special Event Permit Fees for the Trashlantis (An Active Transport, ZeroWaste, Music+ Eco-Festival) and co sponsor the event.
CITY COUNCIL OPTIONS:
1. That the City Council approve the waiver of fees at a reduced amount; and co sponsor the event
2. That the Council deny the request for waiver of fees and sponsorship of event.
ATTACHMENTS:
Special Event Approval Letter
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
City Council
Mayor Diana Gardner Rich
Vice Mayor Stephen Zollman
Sandra Maurer
Jill McLewis
Neysa Hinton
September 5, 2024
City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
[email protected]
Robert van de Walle
3 Feet of Air
556 Sparkes Rd
Sebastopol, CA 95472
Email: [email protected]
RE: Conditional Letter of Approval
Trashlantis
Special Event Permit
Location: Youth Annex Back Parking Lot
Event Date: October 26, 2024
Dear Robert van de Walle:
This is to inform you that the Special Event Permit for the Trashlantis event to be held on the date, time and location as listed in your permit, a copy of which is attached for reference, has been conditionally approved, subject to the following conditions of approval. All conditions of approval shall be met a minimum of ten calendar days prior to the start of the event, unless otherwise stated, 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 $825.00 and a deposit in the amount of $1,000.00 is required for this event. Payment received May 30, 2024. For this application only, the City will inspect the park after the event for damages. If damage has occurred, the amount shall be deducted from the deposit.
2. Please submit a check made payable to the City of Sebastopol for the full amount of the permit fee. If you prefer to pay by credit card, please contact the Sebastopol Public Works Department at 707-823-5331 for processing of credit card payment.
3. Applicant shall notify residents/businesses adjacent to and across the street from the event (Morris St., Johnson St., and Eddie Ln.) 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 the times for use of the amplified system. Please provide a copy of the notice and a signature certifying that this notice was sent to businesses and/or residents as stated above.
Please provide a copy of the notice with signature to the City of Sebastopol, Public Works Department
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
TRASHLANTIS
YOUTH ANNEX BACK PARKING LOT
OCTOBER 26, 2024
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 707-585-0291 to arrange for additional trash and recycling containers.
5. Zero Waste Application for Events must be submitted.
6. 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 at 707-823-5331 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 at 707-829-4400 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 $1,000.00 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.
If the restroom facilities at Ives Park 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 (1) 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 general public. c. Large events that create overflow event usage of the City restroom requires the event to provide one staff member to clean and service the restrooms at a minimum of once per hour.
d. Prior to the event, please provide the Public Works Department (707-823-5331) with the 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 Department (707-823-5331) regarding barricades, irrigation timing, or electrical requirements.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
TRASHLANTIS
YOUTH ANNEX BACK PARKING LOT
OCTOBER 26, 2024
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 litter remains on the site, or nearby properties, parking areas, sidewalks, and streets.
11. Parking regulations will be enforced on the surrounding streets. No blocking of access roadways or parking areas and no blocking of sidewalk for ADA accessibility. Any parking issues, including the 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 Works Department.
12. A current Certificate of Insurance with a signed, additional insured endorsement, containing policy number and effective date, naming the City of Sebastopol, its officers, officials, employees, and volunteers as additional insured must be submitted to the City Manager’s office.
The Additional 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 AS FOLLOWS:
a. $2 Million General Liability Per Occurrence
b. PLEASE NOTE THAT ANY OTHER VENDOR SUCH AS JUMPY HOUSES, CLIMBING ROCK WALLS, ETC., WILL NEED TO PROVIDE ALL
INSURANCE REQUIREMENTS AS WELL AS THE APPLICANT.
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, officers 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 Police Department for any problems that may occur. Provide emergency name point of contact and cell phone number to the Police Department at 707-829-4400 as well as Public Works Department 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 Industry Health Permit (if applicable) if you propose to cook, serve and/or sell food on site. Advise caterer to contact Sebastopol Finance Office 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 or not.
17. A list of all vendors participating in event (if applicable) must be submitted to the City of Sebastopol. Applicant and all vendors participating must obtain a Special Events Business License from the City of Sebastopol Finance Department. Please contact them at 707-823-7863.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
TRASHLANTIS
YOUTH ANNEX BACK PARKING LOT
OCTOBER 26, 2024
18. All Vendors must submit a signed City of Sebastopol Event 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 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 of the Sebastopol Police Department, music shall be immediately terminated or 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 Officer. The most recent health order is available at https://socoemergency.org/
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet of: October 1, 2024
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
TRASHLANTIS
YOUTH ANNEX BACK PARKING LOT
OCTOBER 26, 2024
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,
Don Schwartz
City Manager
Enclosures:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF: Public Works Department – 707-823-5331
Planning Department – 707-823-6167
Fire Department – 707-823-8061
Police Department – 707-829-4400
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Engineering Division
714 Johnson Street
Sebastopol, CA 95472
Phone: (707) 823-2151
Fax: (707) 823-4721
STORM WATER POLLUTION PREVENTION AT PUBLIC EVENTS
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 gatherings.
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 outdoor area, improper practices such as washing or storage of materials or improper disposal of waste materials into the storm 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.
You should have a plan to prevent Storm Water Pollution from your event by following Best Management Practices (BMPs) and make sure that all participants and vendors are aware of the importance of protecting our watershed by eliminating improper discharges to storm drains.
Here are some ways to assure that pollution from your event does not reach local waterways.
STORAGE (CONTAINERS)
6 Use non-corrosive, non-leaking, durable containers. Always use tightly sealed containers. 6 Inspect the external condition of containers. Look for leaks, corrosion, or other damage. 6 Store containers on an impervious surface or cover with weighted tarps or awnings.
WASTE STORAGE AND DISPOSAL
6 Always contain waste in dumpsters, drums, or bags. Double bag leaky rubbish. 6 Store trash and other pollutant materials in a manner that prevents contact with rain (in a container with a closed lid or under cover).
6 Store all organic wastes (including food) under cover on an impervious surface until transfer to a landfill or composting facility.
PREVENT SPILLS AND UNLAWFUL DISCHARGES TO THE STORM DRAIN SYSTEM 6 Never allow vendors or other participants to dump any materials into the storm drain system. This includes water, melted ice or ‘leftovers’ from food storage or displays. 6 Sweep-up trash and debris to prevent it from being washed into the storm drain when it rains. 6 Never wash down areas where spills have occurred by flushing with water into the street or storm drain. Use “dry spill cleanup” methods instead.
6 Segregate and dispose of all hazardous waste as per state law. 6 Clean up all spills immediately upon discovery.
TRAINING
6 Inform vendors and participants of storm water pollution sources and prevention. 6 Instruct employees in proper filling and transfer procedures as well as in waste control and disposal. 6 REMEMBER, ONLY RAIN DOWN THE DRAIN!
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