CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: April 15, 2025
========================================================================================== To: Honorable Mayor and City Councilmembers
From: Mark Rincon, Public Works Director/City Engineer
Subject: Consideration of Approval of Waiver of Special EventPermit Fees for the Rotary Club’s Centennial Celebration. Total Permit Fees: $500.00
=============================================================================================== RECOMMENDATIONS:
That the City Council approve waiver of Special Event Permit fees for the Centennial Celebration in the amount of $500.00.
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. The City Council has suspended the policy for fee waivers, as well as City sponsorships and the Community Benefit Grant programs. Since that suspension, the City has received requests for sponsorship /waiver of fees.
DISCUSSION/ACTION:
The Rotary of Sebastopol will be hosting an “all-community” celebration for its Centennial Anniversary. The event is free to the public and includes several local live music performances, brief Rotary announcements and shared celebrations from the Main Stage. There will be wide assortment of local civic, community and not profit groups in attendance. A community wide celebration of the Local Rotary Club’s 100th Year in Service.
The City has waived the following special event permit fees this fiscal year:
Event Permit Fees Council Action
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 $500.00, it would help to offset the costs of the live entertainment provided by the applicant.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment on this item. 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 after the meeting.
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 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
FISCAL IMPACT:
The City would waive the special event permit fees of $500.00; therefore the fiscal impact would be a loss of $500.
RESTATED RECOMMENDATION:
That the City Council approve waiver of Special Event Permit fees for the Centennial Celebration in the amount of $500.00.
OPTIONS:
1. Deny the fee waiver in the amount of $500.00; or
2. Reduce the fee waiver amount and provide direction to staff ATTACHMENT:
1 – Special Event Application – Centennial Celebration
2 – Centennial Celebration Fee Waiver Request Letter
3 – Conditional Letter of Approval
APPROVALS:
Department Head Approval: Approval Date: April 8, 2025
CEQA Determination (Planning): Approval Date: April 8, 2025 The proposed action is not a project under the California Environmental Quality Act (CEQA) Administrative Services (Financial) Approval Date: N/A
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: April 9, 2025
Special Event Approval Letter
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
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CITY OF SEBASTOPOL
Special Event Permit Application
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special events throughout the year. These events are an important part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature 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 at 707-823-5331 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 where 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 event.
Note: Please keep in mind that acceptance of your application is the first step and should not be construed 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 hanging banners. For more information, please contact the Public Works Department at707-823-5331.
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permiffed.
Special Event Permit Application Page 1 of 19 Applicant's lnitit"ff Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Department at707-823- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.
Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for electrical service by indication on the application.
Park Hours
City of Sebastopol parks are open seven days a week, year-round from dawn to dusk- All unreserved areas remain open to the public at all times during park hours.
Cancellation Fee
If cancellation is necessary, the City must be notified immediately. If a reservation is cancelled more than 30 days prior to the event, the entire deposit will be refunded. If a reservation is cancelled less than 30 days prior to the event, a $25.00 non-refundable cancellation fee will be withheld from the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance.
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, at your sole expense, each of the following items as indicated:
Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in Califomia. This coverage requires the 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 properfy and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
2. Liability coverage is required for claims made by participants in your event/program. You are advised that any and all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers must be excess and noncontributing. A Primary NonContributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage.
Please note the City may require an increase in policy timits due to the nature of the event.
Special Event Permit ApPlication Page 2 of 19 Applicant's I Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
a. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City may require you to have your insurer eliminate the deductible or reduce it.
5. You must satisff these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISO-approved forms.
Note: P1ease inform your insurance agent thata"Certificate of Insurance" on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officials, employees and volunteers as additional insured is required.
The City will not accept a certificate of insurance alone as proof of insurance coverage. The City will not acceptthe wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must specifically list the following:
"The City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
This insurance is primary with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers shall be excess and noncontributing'"
6. If alcohol is to be sold, the proof of insurance must contain liquor liability and must be satisfactory to the City.
You are strongly urged to show this Notice of Conditions (including the precise wording of these insurance requirements) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper documents in a timely manner.
You must provide the City with the required endorsements l0 days prior to the start of your event/program. Each endorsement shall be subject to approval by the City of Sebastopol as to form and as to insurance company.
Please sign and return this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above.
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Authorized Signature: Date: V'0'>t)L{
Name of Organization:
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the venue for a wide range of special events each year. ?
Special Event Permit ApPlication Page 3 of 19 Applicant's ln Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
02 /ro
CITY OF SEBASTOPOL
Special Event Permit Application
PERMITTING PROCESS
Special events often involve a number of permits and other requirements to ensure the safety of the event and to minimize impacts on the surrounding community.
A Special Event Permit is required for any event utilizing City parks, City buildings, or other City facilities, such as City conference rooms, parking lots, etc. Such activities include, but are not limited to, craft fairs, festivals, ceremonies, and other events.
Events that are to be conducted on City public streets or sidewalks require an Encroachment Permit from the City of Sebastopol Engineering Division. Please contact them at 714 Johnson Street or 7 07 -823-21 51 .
Closure of streets for block parties are handled through the Sebastopol Police Department.
Please contact them at 6850 Laguna Park Way or 707-829-4400' I, on behalf of the organization I represent, certify that all forgoing pages in this Special Event Permit Application have been completed. I attest that the information contained 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, actingon behalf of the organization I represent, am authorized to commit that organization to agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property andlor facilities, and any payments for municipal services andlor resources as they have been outlined and as they may be utilized by me and the organization whom I am representing and the patrons who will be served by this event.
Authorized Signature: Date: V- b - ?4)L(
Printed Name of Signer: llg *va^etrn
t'ftfiL e- jnoue puUetor . cdw.-
Special Event Permit Application Page 4 of 19 Applicant's rnitiars /lrL/| -_T_
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
Please use black ink to complete this application.
Applicant Name:
Street Address:
City:
Main Phone:
Email:
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10? t< 3 7 90 to
On-site Contact Name (if different):
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.
Sebastopol, CA 95472
Phone: 707-823-5331
Email : [email protected]
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Cell:
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Street Address:
City:
Main Phone:
Email:
Street Address:
Cify:
Phone:
Website:
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State: Zipz
Cell:
Sponsoring Organization Name (if any): a6rtr*
State:
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zip:
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Is the organization a nonprofit? Yes
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No (If yes, please provide a tax-exempt letter to the City.) Event Name: d A
Event Short : (This should be in nature and should exceed words.) tt
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Event.Detailed Description: (Please provide a narrative and timeline of your event. You may attach if needed. A complete Site Plan/Route Map is required with your fa
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APPLICANT INFORMATION
EVENT INFORMATION
Special Event Permit Application
A
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
EVENT INFORMATION
Even /i' Park to stage and BBQ afea" pr "City Hall Conference Room") 5 01-
Will you need access to electricify? / Ves
-
No
Event Location Description: (Please describe the location of your event and provide a detailed map of activities of your event in the location being requested. A map showing the location of event activities must be submitted with the application for processing.) t
/
Does the event involve the use of a City park? V y"s
-
No
If yes, list name(s) of park(s):
Event Type:
-
Athletic/Recreation
Farmers/Outdoor Market
! Festival/Celebration
_ Exhibits/\4isc.
-
ParadelProcessionAvlarch
_ Concert/Performance
-
Circus lCamival
_ Free Speech
-
Block PartY
Other (please explain):
Attendance: Anticipated Total Attendance: l!!t) Anticipated Daily Attendance:
-
Is event open to the public?
Is this an annual event?
F Yes _No
Yes )CNo tIf yes, how many years has the event been
Prior location(s) of event:
?
Setup
Event: Start Date
End Date:
Cleanup: End Date:
Start Date: 7fL Start Time
Start Time
End Time:
End Time
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-AM z{*
PM
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AM PM
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Special Event Permit Application Page 6 of 19 Applicant's Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
EVENT DETAILS
Amplified Sound: E Yes _No If yes, co the followlng.
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Type of Sound Equipment:
Location of Amplified Sound:
Date of Amplified Sound:
Start Time:- tY ilN
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AM PM End Time: 4 -----f-.-._ /,Yl AM PM
Purpose:
Description: _ Stereo Y BandlLive /- DJ pwicrophone/PA SYstem Owner of Amplified Sound Equipment: fl"1
First Name
Business/Organization Name:
Max Power: Watrs Max Volume:
-Decibels
Dist. of Audible Sound: Feet
u
For Sound Vehicle Only: Vehicle License Number:
Vehicle VIN:
Security Plan: _ Yes
Security Plan Description:
If using licensed professionals, list company name:
Number of licensed professional staff:
Vehicle Make:
Vehicle Year:
N If the
If using volunteers, how many?
--g
How will volunteers be identified? It )ts
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 _ No If yes, complete the following.
Describe how food will be served and/or prepared:
On-Site Food Method: _ Propane _ Electric Other (please explain) c le
Caterer(s) and/or food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this sryw|al event.
Will your event include food vendo r* fi""-No Ifyes, how many? 4 Special Event Permit Application Page 7 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
E,VENT DETAILS nued
Alcoholic Beverages: Yes _ No If yes, complete the following. _{ABC License may be required
Alcohol Distribution Method:
-
Free-ho ,t {f orsale (Type:lB""4wine
-
Hard Alcohol)
Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notiff the City of Sebastopol in writing the determinations from these departments.
Parking PIan: Yes No If complete the fol
Parking an
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Portable Toilets: y/ Ues
-
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.) GarbagelRecycling: V Y""
-
No If yes, complete the following.
Number of garbage cans provided:
-
Number of recycling cans provided
Cleanup Plan Desuiption: (Please indicate location of receptacles on your site diagram.) 44 t- 4 n
Mitigation of Impact:
Have you notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attach the written notice. tlu ?
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EVENT COMPONENTS
Please indicate which components will be present at the event:
-
Open Flame
-
Inflatables/Jump Houses
.z Sisns/Banners H--" /_ Stages
K tubl"t F
Tents/Canopies
lOVendors r
Qrr
Special Event Permit Application Page I of 19 Applicant's lnitialsAgenda Item Number 13 Agenda Item Number 13 City Council Meeting Packet for April 15, 2025
AGREEMENT AND SIGNATURE DISCLAIMER
I understand that this is only an application and not a guarantee that a permit will be issued.
I agree to assume the defense of and indemniff and save harmless the City of Sebastopol, its officers, officials, employees and volunteers from all suits, actions, damages or claims to which the City may be subjected of any kind or nature whatsoever resulting from, caused by, arising out of or as a consequence of such activities permitted in connection therewith. The City requires, as a condition of issuance of a permit, that the applicant obtains insurance to serye this end, in such an amount and with such terms as the City determines to be appropriate under the circumstances.
This shall be a continuing release and shall remain in effect until revoked in writing.
I certify that this application is true and correct 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 out of or in any way 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. If permission is granted, I, or my representative, agree to be present during the entire use of the facility.
My signature below signifies that I agree to abide by the conditions of this application, the Special Event Use Policy and of any contract issued based on this application.
I agree to pay to the City of Sebastopol all costs the City may incur as a result of any failure to comply with all of these conditions, including damages due to failure to leave the premises in rentable condition.
I understand that all conditions of approval for this permit must be complied with no later than 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 THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree that I am to be responsible for reimbursing the City of Sebastopol for any costs incurred to repair or
Signature:
City
Public Works Department
714 Johnson St.
Sebastopol, CA 95472
damaged as a result of the activity
Date: q.6-Ltt-f
Phone: 707-823-5331
Email: [email protected]
Please submit form along with a non-refundable Special Event Permit Application Fee to Special Event Permit Application Page 9 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARIG
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:
^. The activity will substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with 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 licenseipermit 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:
a. Requirements for the presence of Sebastopol Police, Fire and/or Public Works employees when required for the particular activity at the applicant's expense. b. Restrictions on hours of activities.
c. Requirements concerning 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'' ACTIVITY DATE - May be authorized upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIFICATION AND LIABILITY
a. Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace City property, which is damaged as a result of the activity' b. Applicant shall also defend, indemniff, and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers from all claims and liability of any kind whatsoever resulting from or arising out of the activity or issuance of the permit.
5. PERMIT RBSPONSIBILITIES
^. 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.
Special Event Permit Application Page 10 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 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 IN CrrY PARK (SMC 9.24.265)
Date of Application
Contact Person:
Address:
Phone:
Cell ber for person at activity: z 7
Date: L Exact hours from: ILV to:
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylpafi) older)
L'r^
?'ecn dAnticipated number of particip"nas f I O 0
OFFICE USE ONLY
Approved: Yes: No I)ate: 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 agrees that he/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 indemniff and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in anyvay connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the City.
IHAVE READ AND AGREE TO THIS CONTRACTAND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
Signature of Applicant: Date
Special Event Permit APPlication Page11of19 Applicant's Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
o Events in Sebastopolwith food or beverage vendors or providers must submilaZero Waste plan as part of the permit application.
o All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 o Events are strongly encouraged to use 100% reusables for food service ware. lf disposables are chosen, they need to comply with Cif,v of Sebastopol Event Food Service Ware Requirernents for Vendors Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or compost/ recycling contamination.
Waste Diversion Hierarchy
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! Attachments to Submit with this Application
Attach to the following documents to this application:
tr Signed copies of Citv of Sebastopol Event Food Service Ware Requirements for Vendors from each vendor who will be present at your event
tr Letter from Recology showing proof of garbage, recycling, and compost services -oRLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
o Events are strongly encouraged to use 100% reusables for food service ware, if disposables are chosen, they need to comply with City of Sebastopol Event Food Service Ware Requirements for Vendors
o List the reusable food service ware that will be used at your event (i.e: glass cups, metal cutlery, fabric tablecloths, etc):
cow1otJ-4\ oooq F whas''lr, ?W Pl"E
o Plastic bottled water sales and distri bution is prohibited (no plastic water bottles under 1 gallon)
Special Event Permit Application
HOgl pnEfEnasla
Avord
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Rr!ta3{r
F €cycle
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 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
-Q,, Hire an event greener to make a zero-waste plan that complies with guidelines, or X Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan I -complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contact:
Am brosia Th omson (7 07 ) 29 1 -8652, athomson @recology. com) ComposU 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:
(recoloqv com/recoloov-son oma-marin/event-services/
A. Each Zero Waste Station must include Compost, Recycle, and Garbage grouped together. These Zero Waste Stations must be placed in convenient locations with clear and identifiable signage: blue for recyclables, green for compost, gray for garbage (landfill).
1. Borrow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Recoloqv Event Services website:
-
https ://wvvw. recoloqv. com/recoloqv-sonom a-m ari n/event-services/ B. There should be no stand-alone trash bins.
C. How many compost/recycling/ garbage stations willyour event have? A
1. Where will the stations be located? Attach map or give description of locations.
2. lf you are ordering large compost/ 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 rl fu^(
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a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
Special Event Permit Application Page 13 of 19 Applicant's I Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
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), lt is recommended that you have a volunteer or employee standing by each waste station at all times to help patrons sort their waste:
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1. How willyou
materials go
train vendors/janitorial staff/volunteers so that they know what to compost, recycle, or garbage?
.
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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, sonomafoodrunners.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?
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Z. 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 will this message be displayed (fliers, website, facebook event page, etc)? Special Event Permit APPlication Page 14 of 19 Applicant's lnitia Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
Resources
Recologv
Recology is the waste hauler for Sebastopol.
Contact Recology Event Services to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers, :
recoloqv. com/recoloqv-sonoma-mari n/event-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 Recoloqv Event Services website:
https :/iwww. recoloqv. com/recoloqv-sonoma-m ari n/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 compost/ recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up.
Green Mary / Mary Munal (707) 548-7582, [email protected], http://qreenmarv.com/ Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] WWW. rs.info
Right cycle/ Tomer shapira (31 0) 77 9-7 421 [email protected] 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., 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 cups or paper cone cups .
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Hydrologic Water Treatment Services
Tony Pagliaro [email protected]. net
a US Pure Water / Michael Levine (415) 272-3288, events@uspw'net, a
httos://www.us nw net/events---hvd ration-statio ns.html WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https : //www.wasteb u ste rs. i nfo/
Reusable Drink and Dishware.
The following companies offer reusable drink and dishware options for events Special Event Permit Application Page 15 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
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Sudbusters, lnc. www.sudbusters.com offers reusable cup and plate rental/ exchange on-site at events. Contact Michael Siminitus [email protected] (510) 473-2087 Green Mary / Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table clothes, etc). (707) 548-7582, [email protected], http://qreenmary.com/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, servin g d ishes, etc. https://th erentalplace. com/ Food Donations
o Unserved, leftover food from vendors can be donated toSonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-8711' sonomafoodrunners.orq. Contact prior to event to arrange pick up. o Leftover food scraps from patrons can be donated to a pig farmer Used Cookinq Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange ahead of event:
o Northbay Restaurant Services: (707) 824-9737
https:/inorthbayrestaurantservices.com/services/cooking-oil-recycling/ o Or Green Mary I Mary Munal (707) 548-7582, mary@greenmary'com, LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance :
sebastopol.municipal.codes/SMC/8.36.01 0
Municipal Code 8.36
o 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
8.35.030
All food 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 8.35.O5O "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section e36.O6f
Plastic straws banned (paper straws Oermilled).U/
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Special Event Permit Application Page 16 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
General Guidelines
a Events are strongly encouraged to use 100% reusable food seruice ware.
All items must be reusable, recyclable, or a fiber-based compostable product (see below for allowed items).
Promotional materials should encourage attendees to bring their own reusable water bottle, cup, plate, and cutlery.
Single-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
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City of Sebastopol Event Food Service Ware Requirements for Vendors * Permit applications must have signed copies of this document from each participating vendor Single-use disposable plastic service ware:
o Single-use plastic utensils, clamshells, sides/dressing cups, lids
o Disposable plastic water bottles
o Plastic bags/plastic wrap
o Polystyrene(Styrofoam)
o Plastic Straws
o Sauce packets (ketchup, soy sauce, etc)
All #6 PS plastics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). "Compostable" plant/bio-plastic products/ PLA
plastics * *
Coated naner food containers (If it has a shiny surface/ moisture barrier, it is likely coated). Exception: paper coffee cups for hot beverages.
Foil for servins food in
o 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.
NOT ALLOWED
Comnostable Items*:
o Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
o Uncoated white/natural deli paper & parchment
paper
o Paper napkins/towels (any color).
o l00Yo wood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recyclable ltems:
o Aluminum cans & (clean) foil
o Glass bottles and jars (empty with lids on)
o #l PETE clear plastic cups
Paner tthot cuDstt
Important: 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.
ALLOWEI)
**Although technically compostable in certain facilities, compost facilities serving Sonoma County do not currently accept these items; therefore, these products are not compostable in Sonoma County. *Must be accepted in the commercial compost sheam in Sonoma County. If an item is not recyclable or compostable at our local facilities, it must be sent to the landfill as trash--even if it is labeled "compostable" or suppliers claim otherwise.
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/recyclelgarbage) and empty my sorted into the Special Event Permit Application Page .17 of 19
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance :
sebastoool. mu n icioal.codesiSM C/8. 36.0 1 0
MunicipalCode 8.36
o 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 8.35.O3O o 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 8.36.060 o "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
o Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 18 of 19 Applicant's lniti Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Community
Activity Description Group Fee Resident Fee
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
* 25% discount available for park use of less than 3 hours So
s100
slso
s1s0
Ssoo
S1,ooo
So
Slso
s2s0
Slso
ssoo
S1,ooo
$7s
s2s0
ssoo
s7s
s7s
s40
Non-Resident
Fee
5o
s20o
S3so
$1so
ssoo
s1,0oo
s100
Ssoo
s1,ooo
s1o0
s100
$so
Dailv Use Fee
Up to 50 people
51-200 people
More than 200 people
Amplified Sound/Stase/Bou ncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
Sso
s1_2s
S2so
$so
Sso
s30
Other Fees Fee
Parking Space Fee*x
Residential Area S10
Non-Residential Area S15
** Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with lnstructors Util ins Park Area {oer week)*** Small Group (1-15 persons) S25
Medium Group (16-30 persons) S50
Large Group (31+ persons) S75
*** Per week fee for classes with monetary component (e.g. charge for classes) City Hall Meeting Room s1s
Special Event Permit Application Page 19 of '19
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
Rotary Gtub of Sebastopol
Centennia 1 Celebration
May 25,2025
lves Park Sebastopol
Event Description: The Rotary Cl,ub of SebastopoL witl, host an "att-community" cetebration for its Centennial anniversary from 12 noon to 4 p.m. in lves Park. The event witL be free to the publ.ic and inctude several loca[ live music performances, brief Rotary announcements and shared cetebrations from the Main Stage. There witL be food and beverage trucks and concessions for the publ,ic. Atso, a wide assortment of [oca[ civic, community and nonprofit groups witl, be in attendance with information booths, tabtes or disptays. The City of Sebastopol and Sebastopot Littte League witt be main co-hosts for the event.
City of Sebastopot: We are requesting a waiver of at[ fees in exchange for working with the City as a co-sponsor of the community event. The Rotary Cl.ub of Sebastopol is creating a contingent budget to cover any "hard costs" or "tast minute" needs. This event is not a fund raiser. lt is a free event for the entire community.
Rotary co-chair
Rol,tie Atkinson
(707) 433-8620
rottie@sonoma pu btishers.com
Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
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City Council Meeting Packet for April 15, 2025
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City Council Meeting Packet for April 15, 2025
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City Council Meeting Packet for April 15, 2025
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JKLMNOPQRQSTUKVTWJXYZ[\ZR]^_`[ab_]cd[_Y^]d_[\eYf^`aR\`f Agenda Item Number 13 Agenda Item Number 13
City Council Meeting Packet for April 15, 2025
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City Council Meeting Packet for April 15, 2025