CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: February 4, 2025
========================================================================================== To: Honorable Mayor and CityCouncilmembers
From: Mark Rincon, Public Works Director/City Engineer
Subject: Consideration of Approval of Waiver of Special EventPermit Fees for the Sebastopol Chamber of Commerce Annual Tree Lighting. Total Permit Fees: $450.00 =============================================================================================== RECOMMENDATIONS:
That the City Council approve waiver of Special Event Permit fees for the Annual Tree Lighting in the amount of $450.00.
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:
• Provide a wide range of cultural experiences and diversified community connections. • Offer intrinsic cultural, economic, educational, or recreational value to the general public. • Events to help raise revenues to support and enhance city services.
The city has waived the following special event permit fees for calendar year 2024:
Event Permit Fees Council Action
Apple Blossom $750.00 March 19, 2024 Council approved request to waive permit and staff time fees.
Trashlantis $825.00 October 1, 2024 Council approved request to waive permit fees
STAFF ANALYSIS:
If the Council approves the waiver of fees in the amount of $450.00, it will help offset the costs of the entertainment, food, and beverages provided by the applicant.
The $450.00 was not paid since it was initially planned that this item would be presented to Council for approval before the event took place on December 5, 2024. However, due to change in personnel in this department, this item did not get on the Council meeting in time.
Also, , the $1,000 deposit was not tracked for payment and hence, was never invoiced or paid for by the applicant.
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 scheduled meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
FISCAL IMPACT:
The City would waive the special event permit fees of $450. The applicant has not submitted a $1,000 refundable deposit and since the event has already passed, the $1,000 deposit will not need to be collected
OPTIONS:
1. Approve the fee waiver in the amount of $450.00.
2. Deny the fee waiver in the amount of $450.00 and direct staff to invoice the applicant for this fee.
ATTACHMENT:
1 – Conditional Letter of Approval for the Annual Tree Lighting Event 2 – Tree Lighting Fee Waiver Form
APPROVALS:
Department Head Approval: Approval Date: 1/28/25
CEQA Determination (Planning): Approval Date: 1/13/25
The proposed action is not a project under the California Environmental Quality Act (CEQA) Administrative Services (Financial) Approval Date:
Costs authorized in City Approved Budget: ☐ Yes ☐ No N/A Account Code (f applicable) ___________________________ City Attorney Approval: Approval Date: N/A
City Manager Approval: Approval Date: 1/28/25
Special Event Approval Letter
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
City Council
Mayor Diana Gardner Rich
Vice Mayor Stephen Zollman
Sandra Maurer
Jill McLewis
Neysa Hinton
December 2, 2024
City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
[email protected]
Myriah Volk, Executive Director
Sebastopol Area Chamber of Commerce and Visitors Center 265 S Main St
Sebastopol, CA 95472
Email: [email protected]
RE: Conditional Letter of Approval
Special Event Permit
Annual Christmas Tree Lighting
Location: Sebastopol Plaza
Date: December 5, 2024
Dear Myriah Volk:
This is to inform you that the Special Event Permit for the Annual Christmas Tree Lighting event to be held on the date, time and location listed in your permit application, 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, permit fees in the amount of $450.00 and a deposit in the amount of $1,000.00 are required for this event. 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 or by credit card. Please contact the Sebastopol Public Works Department at 707-823-5331 for assistance with processing a credit card payment.
3. Applicant shall notify residents/businesses adjacent to and across the street from the event 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 signed copy of the notice to City of Sebastopol Public Works Department at [email protected] as soon as possible but no later than ten days prior to the event. Please see the attached map of the event area of notification purposes.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
ANNUAL CHRISTMAS TREE LIGHTING
SEBASTOPOL PLAZA
DECEMBER 5, 2024
4. 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, or streets.
5. 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.
6. Zero Waste Application for Events must be submitted.
7. 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.
8. 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.
9. 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 the Sebastopol Plaza will not meet the needs 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 washing 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.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
ANNUAL CHRISTMAS TREE LIGHTING,
SEBASTOPOL PLAZA
DECEMBER 5, 2024
10. Contact the Public Works Department (707-823-5331) regarding barricades, irrigation timing, or electricalrequirements.
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 ASFOLLOWS:
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 call 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.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
ANNUAL CHRISTMAS TREE LIGHTING
SEBASTOPOL PLAZA
DECEMBER 5, 2024
17. A list of all vendors participating in the 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 for more information. The following link directs to the online application: Application for Business License - Event or Festival & Farmers Market.
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 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 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 planned 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.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
ANNUAL CHRISTMAS TREE LIGHTING
SEBASTOPOL PLAZA
DECEMBER 5, 2024
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/
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 a [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
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
OcT 3 r 20?4
CITY OF SEBASTOPOL
Special Event Permit Application
To Special flvent Permif Applicants:
'fhe C)ity of Sebastopol is liost to many varied speciai events tlrroughorit the vear. Thesc events are an important pafi of our community and can add sigirificantiy to the quality of lifb ior out' residents ancl visitors. Depending on the nantre of tire events. thcy c:itt enhance oul neighhorhoods" highlight prodLrcts anri services, prrivide marketing opporrunities, and add to our' cultural enrichment.
This ;lacket is iutendcd to help you undelstand the special event pennitting process ancl provide helpful infonnation as yor-r plan youl event.
The City of Sebastopol is courmitted to supporting quality er:ents that are safc and enjoyable. lf you iiarve questions regarding the perrnilling process. please contact the Public Works Dcpartnrcnt at707-823-5331 ol cmail citypw{c}cityofsebastopol.olg lirr llrthel rn{'olnrafion.
On behalf of the City of Sebastopol, we thank you for contributing to tire spirit and vitality of our comrnunity througir tire slaging ol'your event. llest wishes fbr a successful event.
Application Frocess
1. Contact Public 'Works l)eprartment to ascedain the availabiliry of the location where the event is rcquested to be held.
2, Compiete the application packel (and plovide any additional malet'ials regalding this event)
3. Ensure all blanl<s are filled oi-rt ancl initizrl the bctlorn ol't:verv pagc. Please usc black ink to complete the application.
4. Ensure the applicertion has a wet signature. Electronic signatures wilj not be accepted.
5. Sr-rbrnit drc packet and filing lees lo Pubiic Works Department.
6. Cornplete and submit the City event reqttirements.
.1. Pay event fees when the application is submitted for routing. The application will not be routed without payrnent of t-ees iir fir11.
8. Ensrue appropriate departments have been conlacted a minimutn o1' l0 days prior to lhe event.
9, Request the City condr"ict a post-ever.rt walk-through the first workirrg day afier the event.
Note: Please kcep in rnind that acceplance of your applicalioir is the first slep and should nol be construed as approval or conflnlation o{'your special event request. Depending on the size arrd type of event and its potential irlpact on City serl,ices, other depaltmental approvals rrtay be required. Event appiications sr.rbmitted less fhan 30 days prior to the event may not be approved.
If your event requires banners on City poles, you lnust complete a Banner lnstallation Application and receive approval priol to hanging bzrnners. F-or rnore inforntation, please contact tlre Public Works Department at707-823-5331.
Posting of flyers, signs, eto., on pubiic facilities or equipmcnt (e.g., powcr polcs) is not permittcd.
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Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
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City Council Meeting Packet for February 4, 2025
Note: Genelally, temporary off-sitc signs. suclr as banncrs. A-franres. ol olher signagc within tlre public rigltt of way, al'e not pernritted. (Contact the City Planning Departn.)ent at 1A7 -823- 6167 for specilic infbrmeition or sigltage.)
Party Jurnps, Climbing Rock Walls, etc.
Groups rcuting party jr"rmps, or other similal aclivilies, rxust nclte this activity ot: theit' application. Companies providing lhe-jLnn1;, etc., nlusl have liability insurance as listed below as $'ell as a current business license. No stnrctru'e that requircs staking inlo lhe grass or ground is pcrmittcd in thc parks. Rcqucsts rnusl be rnade in advance for electt ical ser-vice by indication on lhe application.
Park Hours
Cily of Sebastopol parks are open sevcn days a week, year-round frorn rlawn to dLrsk. All unreserved areas relnair open to thc public at all tinres during park liclurs.
Canccllation Fee
if cancellation is ncccssary, tiie City n-rLtst tre nolif ied imrneclialely. I1'a reserv:rtion is cancellecl more than 30 days prior to the event, tlie entire deposit wili be lefunded. il'a reservation is cancelled Less than -j0 days priorto the event, a S25.00 non-ieflndable cancellation fee wjll be rvithheld fiom the deposit.
The applicant is lesponsible for reading the City's noise ordinance. pzuk use ordinarce, l.)o smoking ordinance, and algoirol in lhe park ordiuance.
{nsurance ltequirements
As a condition of use of City of Sebastopol 1'acilities or prograrns. your organizalton must provide, at your sole expense, each of tlre ioilowing ite-ns as intlicated:
Ploof of insumnce compriscd ola certificale ol'insurance and oliginal policy endorscment of comprcitensive general liabilily insurancc wrilten bv one ollnore responsible insurattce companies licensecl to do business in Calilbmia. This coverage requircs the follor,ving:
1. The City of Sebastopol, its ofticers, olficials, cmployees and volunteers are to be nanted as additional insuled by endorsement agairLst liabiliry for iniury to persons. clamages to property and for thc dcatir of a persor-r or pcrsons arising or resr.rlting frour any act or otnissiott on the part of your organizalion, its agcnts or cmployccs.
2. Liability coyerage is reqLrir-ed fbr-clairls made by participants in your event/prograur. You are advised that any and ail exclusions pertaining to athletic or recreationai cvent/prograrns nust be disclosecl in the endolsement, ancl tzrilure to do so will not necessat'ily insulatc your organization &'on individual liability 1'or clairns rnadc as a result of the use of the facilitics and your event/program.
3. Tlie insurance provided must be PRIMAR\i with respect to lhe addjtional insured named above. A1y other lnsurance availarble to the City of Sebastopol, its oflicers, officials, cmployccs and volunteers must bc excess and noucontribr-rting, A Primary NonContributoiy Endolselnent is lequired.
4. Thc comprehensive general liability insnrance i:olicy lirnits of such insuriince shall not be less lhan $2,000,000 per occurretrce fbr bodily injury, personal injury and property darnage.
Please note the City may require an increase in policy limits due to the nature of the , cvcnt.
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Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
a. Any deductible or self-insured retcntion rnr-rs1 bc identil'ied ancl approveclby the City. hr the event tlre dcdrictible is deerncd to be too great, the City nrav require yolr to have youl insurer elirninate the dcductible or reducc it.
5. You rnust satisfy tirese r"equirernents by fr-u:nishing the City rvitir certificates of insrirance ancl endorscmcnts aff'ecting the requiled coverage. The certificates and endorsements are lo be on lSO-approvcd forms.
Note: Please infonn yt-rur insurarlce ,rgent that a "Ccrtificale of lnsurance" on Form Accorcl 25 by itself is nof suffrcient. A certificate ol'enclorsernent naming the City of Sebastopol, its officers, officials, employees and volunteers as adtJitional insnled is recluired.
The City will ttot acccpt a certificato of insurancc alone as proof of insurance coverage. The City will not accept the wording listed below in thc Dcscription of Operations box on tiie oertificafe of insurance.
The oliginal endorsement inust specifically list thc fbllowing:
"The City of Sebastopol, its ofliccrs, officials, emplovees and voluntcers arc adclitional insured against liabiiity for injr-ry to persons, darnages to propclfy and fur thc death of a person or persons ;rrising ol resLrliilg frorn any act or clmissiou on thc part of your organization, its agents or empioyees.
This insurance is prinlary with rcspect to thc additional insured named above. Aly other insurance availablc to the City of Scbastopol, its nfiicers, ofiicinls, employees and volunteers sliall be excess and rronconlribr-rting."'
6. If alcohol is to be sold, tlrc prooi'of insurance llrust contain liquol liability and musl be satisfactory to thc City.
You are strongly urged to show this Notice olConclitiols (inc1r-rding the precise wording of thesc insurance requirernents) to your insuLance agent or broker. l)oing so will help yor"t, your agenl, and the City process the plopcr docurnenls in a tirnely lnanner.
You nnst provide the City with the r-cquirecl endorsenents 10 days priol to thc stalt of your errenl/program. Each endorsement shall be subjecl lo approval by the Ciiy of Sebastopol as to fonn and as to insurance company.
Please sign and return this oliginal Notice of Conditions to indicate yoLlr leceipt and understanding ofeach of the tions listed ab
Authorized Signature:
Narne of Organization
oate: /0
pol Chamber of Commerce & Vi r Center
Thank you for choosing to plan a special cvcnt within the City of Scl'rastopol. We arc proud to be the venue fbr a r.vide range of special events each ycar, Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
CITY OF SEBASTOPOL
Special Event Permit Application
PEITMI'I"TINC PROCESS
Special events often iltvolve a nurnber of permits and other requirettrents to ensure the sal'cly of the event ancl to minimize impacts on thc sul'l'ounding con"lmllnlty.
A Special Eveirt Permit is required for any ovent utilizing City llarks, City builclings, or other City facilities, sucir as City conl'erence roorns, parking lols, etc. SLrcdr ;rcLivitics inclnde, bul are not lirnited to, craft fails, festivals, ceLetnonies, and other events.
Events that are to be conducted on City public streets or sider.rralks requit'e an Encroaclrnrenl Pennit fiom the City of Sebastopol Engineerir-rg Division. Pleasc cont;rcl them at 7I4 Johnson Street or 707 -8?3-2151.
Cllosrire of streets fbr block parties are handled thlor"tgh the Sebastopol Police Depaltment.
Please contact them at 68-50 Lagr"rna Park Way or 747-829-4400.
I, on behalf o1'the organization Ilcprcscnt, celtify that all forgoingpagcs in this Spccial Event Permit Application havc been conrpleted. I attesf tirat thc information cot:t:tined hcrein is accLrrate, to the best of my knowlecige and beiief. I attest that i have lead all the rules. regulations and guidelines specified herein and that whjch is included in this Special Event Pemrit Application^
I, acting on behali of tire olganization I lepresenl, arir autlrorizcd to cotnn:iit that organizatlon to agree to abide by tl-rc ruies, r'eguiations and guidelines spccified lrerein, and thal I will accept all responsibiiities fbr any darnage to City property ancllor lacllities" and any payrr:rents fbr mr-uricipal services andlor rcsources as they have been outlined and as they may be utilized by me ancl the organization whom i am reprcsenting and the pairons who r.vill be served by this cvcnt.
Authorized Signature Date:
Printed Nane of Sign*r, MV Volk
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Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
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City Council Meeting Packet for February 4, 2025
Please use trlack ink to complete fhis application.
CITY OF SEBASTOPOL
Special Event Permit dpplication
Return To: Public Works l)epartnrent
714 Johnson St.
Sebastopol, CA 95477
Phone: 7A1-823-533t
Enrail : ctlypw @lcityofsebastopol. org
APPLICANT INFORMATION
. Sebastopol Chamber of Commerce & Visitor Center
265 S Main St
Applicant Name
Street Address:
City:
Main Phone:
Email:
Sebastopol
707 -823-3032
myria h @sebasto pol. org
CA zip. 95472
707 -484-7 544
State:
Cell:
On-site Contact Name (if clifferent):
Street Address:
City:
Main Phone:
Email:
State: Zip:
Cell:
Sponsorin g Arganization Name (if any) . Sebastopol Chamber of Commerce & Visitor Center Street Address: 265 S Main St
City:
Phone:
Website:
Sebastopol State: CA zip. 95472
707 -823-3032
www.sebastopol.org
Is the organizafion a nonprofit? X Yn, _- No (If yes, please provicle a tax-exempt letter to the City,) Event Narne: Annual Christmas Tree Lighting in the Plaza 2424 Event Short Descripfion: (This should be prornotional in nalnre and should not exceed 20 words.) Tree lighting, Santa, Beverages, and activity booths as well as music performers.
Bvent Detailed Description: (Please provide a narative and timeline of your event. You may attach pages if needed. A complete Site PlaniRoute Map is required with your application.) We will be lighting our Christmas Tree, Santa will arrive on a fire truck, pictures can be taken with Santa, we will have booths for information from our local non-profits.We will serve hot beverages and popcorn
EVENT INFORMATION
We will be utilizing the plaza stage for musicians.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
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City Council Meeting Packet for February 4, 2025
Event Location; (e.g., "lves Park lo inclutle stage ancl BBQ area" ot'"City Hail Conlbrence Rootn") Sebastopol Plaza to include stage, restroom, garbage areas Will you need access to electricity? X Yes
-
No
Event Location Description: (Please describe the location of your event arld provicle a detailed map of activities of your er.,ent in the locafion being requested. A rnap showing the location of cvent activilies nr-rst be sLrbmitted rvith iire application Ibr processing.) Electriciiy needed for popcorn machines, hot beverages: coffee, hot cider and hot chocolate Plaza stage & micrphone/PA for musicians
Does the event involve the use of a City parl<?
-
Yes X Xo
If yes, lisf name(s) of park(s):
Event Type: Athletic/Recreation ExhibitslMisc. Parade/ProcessionlMarcir Fannels/Outdoor Markct 7 Cn,l..rtiPerlblmance CircLrs/Carnival 7 Fcstival/Cclebration Irrcc Specch Block Par"ty
Other {piease explain) Christmas celebration, lighting of the plaza tree, musician performances and singalongs
Attendance: Anticipated Total Attendance:
ls cvent oPen to thc Public?
is this an annual event?
400 Anticipatcd Daily Attenelance' 400
X Y"*
X Y"* -NoNo
I1'ycs, how inatry ycars has l.hc cvcnt becn held? 54
Prior location(s) of event: Sebastopol ?laza
Setup: Start Date:
Start Date
End Date:
Qt5t2A24 start Ti*re: 3:00 a.v X pnll
Event 121512024
Qlsl2a24
5:00
B:00
Start'fime
End Time:
___ AM X pvr
__ AM X Pirrt
nM X Cleanup: End Dare: 121512424 End Time 9:00 I,M
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
AILS
Amplified Sound; X Y*t
-
No If yes. cornplele the lollowir g'
Type of Sound Equipment:
Location of Amplified Sound:
Date of Antplified Sound:
(2) 20 amp curcuits for Main Stage 120 Volts-amplifier
Se bastopo I Plazal Gazebo
121512A24
Start Time: 3:00 niu X pnt End Tinre: B.00 _ AM X plrl
Purpose: MusicianslEntertainment for Tree Lighting
Description; -storso
r'BandlLive _ Di r'- Microphone/PA Systcm
Owner ot' Amplilied Sound Equipment James McKee
Filst Name l.ast Narnc
Business/Organization N ame: Stellar XP
Max powe.. 2000 waus Max Volum*r 95 100 F,ee1
For Saund Vehicle Onl,v: Vehicle License Numirer
Vchicle VIN Vehicle Year'
Security Plan: \'es X No If yes. corrplete the ftrliowing.
Security Plan Descripticn:
If using licensed prol'essionals, list company nanle
Nurnber of licensed pro{'essional stalf:
lf using voluntccrs, how manY? 2A
How will volunteers be identified? flO need
If event is open to the pr-rblic, Amelicans rviih Disabilities Act (ADA) accessibility requiretnents are required (e.g., accessibie parking, passenger ioading/unloading at'eas, restrooms, seating, path of travel. etc.).
Food: { Vu.
-
hlo lf yes, compiete the following.
Describe horv food will be served and/or prcpared: Popcorn onsite, premade cookies, co{Tee, hot cider and hot chocolate
On-Site Food Preparation Methotl: _ Plopane _ Charcoal I Electr-ic _ Other (please expiain) Caterer(s) and/or food venclor(s) rnr"rst have a Sonorna Courrty Food industry Health Permit and a City of Sebastopol Business License for this speciai event.
Wiltr your event include food vendorsl Yes X Na tf Yes, how manyl Decibels Dist. of Audible Sound:
Vclriclc Makc:
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
BVENT DETAILS
Alcoholic Beverages: _ Yes I Xo If yes. cornplete the lbliowing. -.
ABC l-icensc rnay bc rcquircd
Alcohol Distri}ution Method: Freehost _ Fol Sale {Type: llccr Winc -
Hard Alcohol)
Please contact the Departmenl of ABC and Sonoma Counly l{ealth Depafiment to detennine if permits are rcquired fbr yor-rr event. Please notily the City ol'SebasLopol in writing the d eterrn i n ati ot"t s fi'otl th es e departrnen ts.
Parking Plan: X Yes
-
No If ye s, complete the foilowing'
Parking Pian Descriptton: Blocking off the Sebastopo I Plaza parki area for booths and event attendees beginning at 3:00 pm
Portable Toilets: Yes X No lf yes, complete the lbllowing Nunber of Standard Toilets Nurnber of ADA Accessible Toiiets Desoription of Placcmcnt: (Please indicatc location oitoilets on yollt'site diag:'ali.) We will utilize Plaza restrooms
Gartrage/Recycling: X Yes
-
No lf yes, complete the following.
Nurnber of garbagc cans provicicd:
-
Nur-nbet'of recycling cans provided
Cleanup Plan Description: (Please indicate location tll'receptztcles on your site diagrarl.) We will utilize Sebastopol Plaza's garbage/recyling cans and bins Mitigation of lmpact:
Have you notified or met wirh the resiclents, businesses ot'otirer entities X that may be impacted by your evcnt?
Do yori have a sampie of tire written notice tlrat you pr:opose to distribute X prior to your event? lf yes, please attach the written notice.
Ycs No
Yes No
EVENT
Please indjcate which conrponents will be present at the event:
r' Open Flame
-
lntlatableslJump Houses
t/ Signs/Banners
rz Stages
,/ Tables
7 Tents/Canopies
Vendors
-(
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
AGREEMENT AND SIGNATURE
I unclerstand that this is only an application and not a guaranlee that a pennit will be issued.
I agree to assume the dcfcnse of and indemnity and save harrtlcss the City of Sebastopol, its officers, officials, ernpioyees and volunteers from ail suits, actions, damages or claitns to rvhich the City may be subjected of any kind or rature whatsoevel resulting fi'om, caused by, arising or"rt o1'or as a conseqrloncc of sr"rch activities penlitted in oollneclion therewith. The City requires, as a condition of issuancc of a perrnii. that the applicant obtains insurance to serve this end, in such an amount and with such lenns as the City determines to bc appropriate under tlie cileumstar)ces.
T'his shall be a continuing release and shall remain in efTect until revoked in writing.
I cer-tify fhat this application is true and corect and hereby accept hril responsibility fol any breakage or clarriage to property andlor buiiding, and lbr conduct of those attending the l'unction for which the l'acility is requcsted. The undersigned, who is to be in charge of the event, is twenty-one years of age or older. Tlie applicant agrees that heishe will be responsible fbr the use and care of City property. Applicant lurlher agrees that the charactcl of ente{ainment af thc above-nanred place will conform to that staled iri the application. Applicant agrees to indemnify, defend, and liold/save hannless the C.-ity of Sebastopol, its officeLs, officials, ernployees and volunteers and against any and all ciairns, deinands aird causes o{'aclion thal may be br-ought against llie City of Sebastopol, its of{icers, of'ficials. employees and volunteers, oaused by. arising out of or in any way connccted with the usc by the undcrsigned of the City o1'Sebastopol facility or the exercise of the privilege herein grar'lled, except that arising out of the sole negligence of the City. If permission is granted, I, or my representative, agree to be present diiling tlre entire use of thc l'acility
My signature bclor,v signifies that I agree to abicle by the condilions of ihis application, tire Special Event Use Policy anei of any contract issued based on this application.
I agree to pay to tire Clty oi'Sebastopol ali costs the City nray incur as a lesult of any lailure to comply wiih all o1'these condilions, inch-rding elar"nages duc to failr.rre to leave ilre prenrises in rentabie condition.
I understand that ai1 conditions o1'approval for this perurit rnust be con'rplied with no lzrtel than 10 days prior to the event. Failure to meet aii conditions ulay result in pennit being deemed null and void.
i HAVE READ AND AGREE TO THiS CONTRACT AND W1LL CONFORM WITH TI-IE RULES ATTACHED TO THIS AGREEMENT.
I agree that I arn be responsible for reimbursing the City of Sebastopol fbr an costs incured to reparr ol C is damaged as a result of the actirrily
Signatu re: Uor.,lb
Please submit this fonl along with a non-refundable Special Event Perrnit Application Fce to Public Works Departtnent
714 Johnson St.
Sebastopol, CA 95472
Phone: 707 -823-5331
Email: [email protected]
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
CITY OF'SEBASTOPOL
GIJIDELINES F'OR ALCOHOL USE IN CITY PARKS
Below are listed the guidelines lbr propcr applical.ion of a one-time only usc pennit for City parks and facilities.
1. APPROVAL/DENIAL -'fhe application shall be approved/denied within ten (10) businsss days of receipt of a completed application and filing fee noted on ihe application. The waivcr shallbe approved by the Police Chief or his designce unless it is detennined fiorn consideration of the application, or other pertinent infonnation, that alry of the following conditions exist:
a. The activity will substantially disrupt the use of a park at a rime when it is usually subject to traflic congestion, or potentially interfere with the operation of cmergency vehicles in the proposed permit area.
b- The activity creates a substantial risk of injury to persons or property, c. 1-he applioant failed to cotrrplete the application, or information contained in the applioation is round to be falsc in any matcrial detail. d. Ihe particular activity would violate f'ederal. state or local laws including license/permit requirernents.
e. "lhe particular aotivity u'ould propose a potcntial threat to health. saibty, and welfare of the park uscrs and/or the City's popr-rlation.
When the grounds fbr permit denial can be corrected by inrposing reasonable permit conditions, the Police Chiefldesignee may approvc the pennit.
2. PERMIT CONDITIONS - The Police Chief/designee rnay conditir-rn the issuance of thc permit by irnposing reasonable requirements concerning the time" place and nranucr of activities including but not limilcd to the fbllowing:
a. Requirements for the prcsence of Sebastopol Police, Fire and/or Public Works employees when rccluired lor the particular activity at the applicant's expcnse. b. ftestrictions on hours of activities,
c. Requircments concerning notice to affected adjacent properb- or,vners of the activify. d. Restr-ictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of amplified music and level of arnplification, 3, CHANGE OF ACTIVITV DATE - Mav be authorized upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. II{DEMNIFICATION AND LIABILITY
a. Applicant ntust sign agrccmcnt to rcimburse the City lbr any costs jncurred to repair or replace Cify properry, which is damaged as a resulr of the activity. b. Applicanl shall also defend, indemni!, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers fiom all claims and liability of any kind whatsoever resulting fi'orl or arising out of the activiiy or issuance of the permit.
5. PERMIT RESPONSIBILITIES
L. Each applicant shall comply with all terms and conditions of the permit. Failure to do so is grounds for irnmediare revocation.
b. Each applicant shall clean and restore all City properlies 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 pcrrnit on location. $pecial Event Permit Application Page 10 of 19 Applicani's i Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Required When an Event Has Alcohol in the Park
Department of Alcoholic Beverage Control (ABC)
License May Also Be Required
CITY OF SEBASTOPOL APPLICATION
usE oF ALCOHOL rN CrTY PARK (SMC 9.24.26s)
TO BE FILLED OUT BY APPLICANT
Date of Application: Location Requested:
Contact Person
Address:
Phone;
Cell
Date:
Fully
Anticipated
Approved:
The undersi
over. The
Applicant
bcr for pcrson at activify:
Exact hours to
(Type of being consum
applicant, who is to bc rn of event, is
agrees ihat he/she will be respon for the use and
(Libby, Ives, Other)
(Must be 2l years or older)
PD IDNum
e years of age 0r
of City property
er agrees that the character of the ity at the abov place will conform to th stated in the application. Applicant to indemnify and hold harmless the City of S l, its officers, officials, employees volunteers, caused by, arising out ofor in anyway connected with the use by the of the City of Sebastopol faciiity or the exercise of the privilege herein granted, except that out ofthe sole negligeirce of the City.
IHAVE READ AND AGREE TO THIS CT AND WILL CONFORM WITH THE
RULES ATTACHED TO THIS AG
Signature of Applicant: Date:
I
umber of
No:
CE USE ONL
Special Event Permit Application Page11of19 Applioant's lnitia Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
o Events in Sebastopol with food or beverage vendors or providers must suLimit a Zero Waste plan as part of the permit applicaiion.
o All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 r Events are strongly encouraged 1o use 1OA% reusables for food service ware. lf disposables are chosen, they need to comply with Cit), o1'Sebastopol Everrt Froorl Ser-r,icc Wiire Reqlriren')cttls lbl'Venclors Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or compostl recycling contamination.
Waste Diversion Hierarchy
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! tio$I trltt6*rla*i.ta
LgA$' T'GE'/E8A6LI
Attachments to Submit with this Application
Attach to the following documents to this application:
D Signed copies of Citv of Sebastopol Event Food Service Ware Requirements for Vendors from each vendor who will be present at your event
t Letter from Recology showing proof of garbage, recycling, and compost services -oRLelter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
o Events are strongly encouraged to use 1AA% reusables for food service ware, if disposables are chosen, they need to comply with Citv of Sebastopol Evenl Food Service Walc Requirenrents f-or Vendors
List ihe reusable food service ware that will be used at your event (i.e: glass cups, metal cutlery, fabric tablecloths, elc).
Rogr*
a Plastic bottled waler sales and distribution is prohibited (no plastic water bottles under 1 Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
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
f, 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 wiih guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contact:
Ambrosia Thomson (707) 291-8652, [email protected]) Compostl Recycling/ Garbage stations l"Zero \lVaste" 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:
(recologV.com/recoloqV-sonoma-marin/event-servicesl
A. EachZero Waste Station must inciude Composi, Recycle, and Garbage grouped together. These Zero Wasle Stations must be placed in convenient locations with clear and identifiable signage: blue for recyclables, green for compost, gray for garbage (landfill).
1. Borrow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Recoiogv Event Services website:
_
https:/lwww.recolocy.comlrecoloqy-sonoma-marin/eyell-qqlviqesl B. There should be no siand-alone trash bins.
C.Howmanycompost/recycling/garbagestationswillyoureventhave?-
1. Where will the stations be located? Attach map or give description of locations
2. lf you are ordering large compost/ recyclel garbage dumpsters from Recology, when and how will material be iransported from recycling/composting slations to these dumpsters? (Note:lf you are using rolling carts, place them out on the curb afier the event and Recology will pick them up there).
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked event is finished.
afrcr (
fN\
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
il.
D. Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.g., volunteers, employees, or event greener employees will staff each waste station), li is recommended that you have a volunteer or employee standing by each wasle station at all times to help patrons sort their waste:
1. How will you train vendors/janitorial stafflvolunteers so that they know what materials go to compost, recycle, or garbage?
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 io your event to arrange pick up. June Michaels (707) 596-8711, sonomafoodru n ne rs.orq 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 evenl. Please bring your own reusable waterboitle, cup, and utensillcuilery set".
1. What "eco message" will you use?
2. Where will this message be displayed (fliers, website, facebook event page, etc)? ( Nt\
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Resources
Recology
Recology is the waste hauler for Sebastopol
Contact Recology Event Services to order trash, composiing, and recycling collection services, which can include debris boxes, event boxes or containers, :
reco loqv.comlrecol oqy-sonoma-marin/event-servicesl
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 Recoloqv Eveni Services webgite:
https:/lwvwv.recolocV. com/recologv-sonoma-marin/event-services/ lf you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of compostl recyclel garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. r Green Mary I Mary Munat (707) 548-7582, [email protected], http:1/greenrcrrV.com/ r Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] www.wastebusters. info
r Right Cycle/ Tomer Shapira GlA)779-7421 [email protected] r Clean Vibes/ Anna Borofsky (802) 238-9143 . Mobile annab@cleanvibes,com 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., slation 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 cups or paper 't. cone cuos .
Hydrologic Water Treatment Services
Tony Pagliaro tony@hyd rologicwaler.comcastbiz. net
US Pure Water / Michael Levine (415) 272-3288, [email protected], net/events---h ion-stati
WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https :l/www.wastebusters. i nfo/
Reusable Drink and Dishware.
o
The following companies offer reusable drink and dishware options for events N Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
a
!a
Sudbusters, lnc. www.sudl:usters.conr offers reusable cup and plate rental/ exchange on-site at events. Coniaci Michael Siminitus [email protected] (510\ 473-2A87 Green Mary I Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table cloihes, etc). (707) 548-7582, mary@g reen mary.com, http :/lgreenmarv.com/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. hiips:iltherentalplace.coml Food Donations
" Unserved, leftover food from vendors can be donated to$onoma Food Runners, a local organization ihat distributes food to the hungry. June Michaels {7A7) 596-8711, sonomafoodrunners.orq. Contact prior to event to arrange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Used Cookin
These organizations pick up used cookirrg oil arrd recycle it irrto biodiesel fuel. Arrange pick-up ahead of event:
r Northbay Restaurant Services: (707) 824-9737
https://northbayrestaurantservices.com/serviceslcooking-oil-recycling/ r Or Green Mary I Mary Munat VA7) 548-7582, [email protected], http://greennrary.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sahre*rrnnl Prrlvc rene Flln rncl rlicnncrl.rlo fand carrrin sebastopol.municipal.codeslSMClB.35,0 1 0
Municipal Code 8.36
r Polystyrene (styrofoam) food serviceware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section
8.36.030
r All food service ware take-oui containers must be recyclable or compostable: (See list of permitted food service ware at end of document): "All food providers utilizing any disposable food servlce ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.0€;0 r "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
r Plastic straws banned (paper straws permitted).
a
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Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
City of Sebastopol Event Food Service Ware Requirernents For Vendors * Pennit applicatious rnust have signed copies o1'this ciocument from each participating vendor Waste l)iversion I{icr:rlchy
*n{}E t Fl!l:l-flit41il t:
LaASI lrBEl;!:llAgLe
I{OT ALLOWED
Single-use disposablc plastic service rvare:
r Silgle-use plastic ntensils, clamshells, sidcs/drcssing cups, lids
e Disposable plastic rvatel bottlcs
o Plastic bags/plastic u'rap
. POlystyrene(Styrofbam)
r Plastic Strau,s
o Sance packets {kctchup, soy sauce, etc)
All #6 PS plastics, including non-fberm plates and
cups (prohibited under the Scbastopol polystyrene ot.dinarrce). "Compostable" plant/bio-plastic productsl P[,A
pla$i-cs-**
Coated paper lbod containers (lf ir has a shiny sr-rrlace/ moistr-u'e barricr, it is likcly coated). Iixception; paper col'Iee cLrps 1br hot bevcrages.
Foil I'or serving food in
r When fooclis scrveiiin loil, patrons oflen do not separatc food scraps irorn the foil, resulting in a high
conizrrnination rale in oolxpost receptacles.
'i+Although tcchnically compostable in ccrtail l'acilities. 0on)llost fhcilitics sciving Sonorrra Courlty do not crurcnily accgpt these ilcrns; ilrergfore, ihese products arc not conrposrablc in Sonoura Ciounty.
I have read the above and agree to only usc food service ware fionr the "Allorved" colurnn. I also agree to maintain my orvu "back of house" three-bin separatiou (compostlrecycle/garbage) and enpty ruy sorted lvastc into tl.re apprcrpri ,'1\.1rn/\ct t-ecrrnlp o:rr.hrrrrr. r-Ar.A11tl^lr-c a! tlre enr-l nf ihe eruenl ilvents are strongly encouragecl to use 100(% reusable lbocl sel-vicc warc.
Al1 ilcnis musi be reusable, r'ceyclablc, or a fibcr-basccl corlpostable product (see belorv for allorvcd itcrns).
Prornolional rnstcrials should encourage attenclees 1o bring thcir ourn reusablc u,ater bottle. cup, plate, and cullery.
Single-r-rse plastics and "corlpostable" piastrcs (PLA) arc pnrhibitecl (including plastic bottled watcr). Bxccption: #1 PETE clear plastic culls.
Cener-al Guidelines:
a
a
o
o
Compostable ltems*:
e Uncoerted r,vhite/natural piant fiber'& paper
products (strall's, bowls, cleli boats, etc.)
including bagasse prodllcts (sugar cane fiber)
o Uncoated whitelnatulal deli paper & parchrnent
paper
o Paper napkinslto'',vels (any color).
o 10001: wood or ban-rboo products (cultery.
chopsticks, stirring sticks. etc.)
Recyclable ltems:
r Alurninlllr] cans & (clean) lbil
o Glass bottles and jals (einpry rn ith lids on)
: #l PETE clear plastic cups
Paper u'hof cups"
Important: Coated paper cups are not culrently
accepted in the compost or recycling streams in
Sonoma County (even if they are labelcd
compostable). They rnust go in garbage.
ALLOWtrD
*MUst be accepted in the cotrrrrrerci:rl cornpost. strcarn in Sonom;r County. lf an item is not rccyclable or corrpostaL.rle a1 or"rr local lacilitie s" it must be serlt to the landfill as trash- rveu il it is labeled "conrpostable" or- supplicrs clailr othelwisc.
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance :
sebastopol.mu nicipal.codeslSMClB.36.0l 0
Municipal Code 8.36
r 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 disposah;le foocj service ware that contains polystyrene foam." Section 8.36.030 r All food service ware iake-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 war< shall use, when such products are commercially available, a compostable product that is acceptec at local compost facilities or recyclable product." Section 8.36.060 r "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
r Plastic straws banned (paper straws permitted).
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Schedule of l"lser and Regulatory Fees
Parks, Special Events & Facility Use
Community
Group Fee Resident Fee ActivitY DescriPtion
Application Fee
Up to 50 PeoPle
51-200 peoPle
More than 200 PeoPle
Securitv DePosit*
Up to 50 peoPle
51-200 PeoPle
More than 200 PeoPle
* 25Zo discount available for park rrse of less than 3 hours Dailv U se Fee
Up to 50 peoPle
51-200 people
More than 200 PeoPle
Amplified Sou Bounce house
Amplified Sound Use
Stage Use
Bouncehouse Use
$o
5100
slso
$rso
Ssoo
$i.,ooo
ss0
Srzs
52so
$so
)5U
s30
$o
51s0
Szso
$rso
$soo
$1,000
5i5
$7s
$ao
$zs
Szso
5so0
Non-Resident
Fee
$o
s200
$3so
$rso
$soo
$1,0o0
$roo
$soo
$1,ooo
$100
sloo
s50
Other Fees Fee
Parkine ce Fee**
ResidentialArea $10
Non-ResidentialArea 515
*s Daily per space fee for use of city parking spaces {proof of parking required for events o{ more than 200 persons) Classes with lnstru Utilizins Pa Area ioer eki* 'F *
Small Group {1-15 Persons) 525
Medium GrouP (16-30 Persons) S50
Large GrouP i31+ Persons) 575
a*t Per week fee for classes with monetarY componenl (e'g' charge for classes) City Hall Meeting Room $1s
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Downtown Plaza
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Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
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)
Use non-corrosive, non-leaking, durable containers. Always use tightly sealed containers. Inspect the external condition of containers. Look for leaks, corrosion, or other damage. Store containers on an impervious surface or cover with weighted tarps or awnings.
WASTE STORAGE AND DISPOSAL
Always contain waste in dumpsters, drums, or bags. Double bag leaky rubbish. Store trash and other pollutant materials in a manner that prevents contact with rain (in a container with a closed lid or under cover).
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 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. Sweep-up trash and debris to prevent it from being washed into the storm drain when it rains. Never wash down areas where spills have occurred by flushing with water into the street or storm drain. Use “dry spill cleanup” methods instead.
Segregate and dispose of all hazardous waste as per state law. Clean up all spills immediately upon discovery.
TRAINING
Inform vendors and participants of storm water pollution sources and prevention. Instruct employees in proper filling and transfer procedures as well as in waste control and disposal. REMEMBER, ONLY RAIN DOWN THE DRAIN!
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Docusign Envelope ID: 82DC4C77-276F-4DF5-8DAF-BE2DE828471C Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
$450.00
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Dante Del Prete
Public Works Superintendent
Don Schwartz
City Manager
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025
Myriah Volk
265 S. Main St.
Sebastopol, CA 95472
Application No.:
Project:
Permit Type:
Site Address:
SPE2024-16
Annual Christmas Tree Lighting 2024
Special Event Permit
Town Plaza
Sebastopol, Ca 95472
Parcel No.:
Subdivision:
BLOCK / LOT
004-053-028
0 Description Fee Amount Paid/Credit Balance Due
Amplified Sound / Stage / Bouncehouse $50.00 $0.00 $50.00 Application Fee $150.00 $0.00 $150.00
Daily Use Fee (Special Events) $250.00 $0.00 $250.00
Security Deposit (Special Events) $1,000.00 $0.00 $1,000.00 Total Fee Amount:
Total Paid Credits:
Balance Due:
$1,450.00
$0.00
$1,450.00
PAYMENT DUE UPON RECEIPT
714 Johnson Street, SEBASTOPOL CA 95472
[email protected]
INVOICE
Date: 11/05/2024
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting Packet for February 4, 2025