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, Staff time and Materials for the Sebastopol Chamber of Commerce Apple Blossom Festival and Parade Total Fees:
$14,620.00
=============================================================================================== RECOMMENDATIONS:
That the City Council approve waiver of Special Event Permit fees, City Staff time and material for the Apple Blossom Festival and Parade in the amount of $14,620.00. Special Event Permit Fee: $750.00, Public Works Staff Time: $5,200.00, Material/Rentals: $3,000.00, and Police Staff Time: $5,670.00.
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.
BACKGROUND AND DISCUSSION:
The Apple Blossom Festival and Parade, is in its 79th year, is a cherished tradition that plays a crucial role in Sebastopol’s identity, branding, and economic vitality. This event brings approximately 10,000 visitors to our town, providing a significant boost to local businesses, hospitality and tourism efforts. This event:
• Provides a wide range of cultural experiences and diversified community connections. • Offers intrinsic cultural, economic, educational, or recreational value to the public. • Helps raise revenues to support and enhance community services.
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 $14,620.00, it will help to offset the costs of the entertainment, food, and beverages 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.
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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.
FISCAL IMPACT:
The City would waive the special event permit fees, staff time and materials of $14,620. 00; therefore the fiscal impact would be a loss of $14,620.00.
RESTATED RECOMMENDATION:
That the City Council approve waiver of Special Event Permit fees for the Apple Blossom Festival in the amount of $14,620.
OPTIONS:
1. Deny the fee waiver in the amount of $14,620.00
2. Reduce the fee waiver in the amount of $14,620.00
ATTACHMENT:
1 – Application for the Apple Blossom Festival and Parade 2 – Special Permit Waiver Request
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:
City Manager Approval:
___________________________
Approval Date: N/A
Approval Date: 4/9/2025
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3124125,2i04 PM FW: Request for Waiver of permit Fees and City Staff Coverage for the 2025 Apple Blossom Festival & Parade - Patty Lozinto - Out' fi Outlook
FW: Request for Waiver of permit Fees and City staff Coverage for the 2025 Apple Blossom Festival & Parade
From Mary Gourley <[email protected]>
Date Thu 3/13/2025 4:12 PM
To Patty Lozinto <[email protected]>
FYI
Please let me know if you have any questions.
Thank you
Mary C. Gourley/Assistant City Manager/City Clerk
Ciry of Sebastopol
From: Myriah Volk <[email protected]>
Sent: Friday, FebruarY 28,2025 2:48 PM
To: Don Schwa rtz <dschwa rtz@ cityofse bastopol. gov>
subject: Request for waiver of permit Fees and city staff coverage for the 2025 Apple Blossom Festival & Parade Dear Members of the Sebastopol City Council and Staff,
on behalf of the sebastopol chamber of commerce, I am writing to formally request the waiver of permit fees for the2o2snppte gio".or Festival and Parade, as well aJffre City's financial support in covering the costs associatei wrth city staff, including the Police Department and Public Works Department, during the event weekend.
The Apple Blossom Festival and parade, now in its 79th year, is a cherished tradition that plays a crucial role in sebastopol's identity, branding, and economic vitality. This beloved event brings approxim.ately 10,000 visitors to our town,'providing-a significant boost to iocal businesses, hospitality, and-tou.rism efforts. As the Chamber of Commer"" anE Visitor Center, we rely on the proceeds from the festival to fund programs and initiatives that directly benefit the local business community and promote tourism year-round.
we understand that the city is currenfly facing a budget deficit and that its primary source of .revenue is
sales tax. A strong and well-supported bnamder of C-ommerce directly contributes to increasing seles tax revenue by foster-int a thriving'business environment and attracting more visitors to Sebastopol. The nppfe Blossom Fesiival is a p-rime example of an event that drives commerce and benefits the entire community.
Furthermore, having attended nearly every City Council meeting over the past two and a half years, I have heard the couinciioi..rs its goals of increasing support fbr local events and boosting tourism. ini, uiig;r precisely wltn tne work ihave been doing-for the past two years in close partnership with Sonoma county Tourism to enhance sebastopol's visibility and econohic growth. Supporting the Apple Blossom Festival tniougn a fee waiver and city staff funding would be a meaningful step toward achieving these goals.
Given that this event serves as a key economic driver for Sebastopol and enhances the city's cultural and historical identiiy, *" r,inorv ask for the City's consideration in waiving permit fees' Additionally, we respectfully request that the City cover the cosi of its own staff resources during the event weekend' This support would gruuitt alteviate ihe financial burden on the chamber and allow us to continue reinvesting about:blank?windowld=SecondaryReadingPanel
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3124125,2:O4 PM FW: Request for Waiver of Permit Fees and City Staff Coverage for the 2025 Apple Blossom Festival & Parade - Patty Lozinto - Out in the community.
Thank you for your time and consideration. We look fonrvard to your support and to another successful Apple Blossom Festival.
Sincerely,
Myriah Volk
EXECUTTVE DIRECTOR
SEBASTOPOL CHAMBER OF COMMERCEAND VISITOR CENTER
VIBRANT COMMUNITY LTNIQUE DESTTNAIION
321 S MAIN ST SEBASTOPOLCAg'4T?
oFFrcE 707.823.3032
MOBILE 70'7.484.7s04
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Agenda Item Number 14 Agenda Item Number 14
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City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
[email protected]
City Council
Mayor Stephen Zollman
Vice Mayor Jill McLewis
Phill Carter
Neysa Hinton
Sandra Maurer
March 26, 2025
Sebastopol Chamber of Commerce
Myriah Volk
265 S. Main Street
Sebastopol, CA, 95472
Email: [email protected]
RE: Conditional Letter of Approval
Special Event Permit
Apple Blossom Festival and Parade
Location : Ives Park, S. High St Parking Lot &
Chamber Parking Lot, Bodega Ave
Date : April 26 – 27 , 2025
Dear Myriah Volk,
This is to inform you that the Special Event Permit for the Apple Blossom Festival and Parade to be held on the date, time and location as listed in your permit, a copy of which is attached for reference, has been conditionally approved, subject to the following conditions of approval. All conditions of approval shall be met a minimum of ten calendar days prior to the start of the event, unless otherwise stated, for permit approval to be valid. If the conditions of approval for this event are not met, this Conditional Letter of Approval for the Special Event Permit will be considered null and void.
1. Based on the current fee schedule, a fee in the amount of $750.00 and a deposit in the amount of $1,000.00 are required for this event. For this application only, the City will inspect the park after the event for damages. If damage has occurred, the amount shall be deducted from the deposit.
2. Please submit a check made payable to the City of Sebastopol for the full amount of the permit fee and deposit. If you prefer to pay by credit card, please contact the Sebastopol Finance Department (707-823- 7863) for processing the credit card payment.
3. The applicant shall notify residents/businesses adjacent to and across the street from the event Petaluma Ave and Main Street (Chamber Parking Lot Reservation) and S. High Street and Main Streed (So High Parking Lot Reservation) and So High Street, Willow Street, Jewell Ave, So Main Street and Bodega Ave. (Ives park Reservation) Johnson, Street, Morris Street, Eddie Lane (Community Center Parking Lot) of the date and time of this event and if there will be use of an 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
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City Council Meeting Packet for April 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
APPLE BLOSSOM FESTIVAL AND PARADE
IVES PARK
APRIL 26 – 27, 2025
[email protected] with signature to as soon as possible but no later than ten days prior to the event. Please see attached map of the event area for notification purposes.
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. The group is responsible for own setup/cleanup and removal of visible trash into trash containers.
Contact Recology Sonoma Marin (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 (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 (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 $1000.00 is required. Any costs incurred by the Public Works Department for any cleanup after the event, or for damages to landscaping or fixtures, will be billed to the Applicant.
If the restroom facilities at Ives Park will not meet the needs of the event, please provide the following and 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.
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SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
APPLE BLOSSOM FESTIVAL AND PARADE
IVES PARK
APRIL 26 – 27, 2025
10. Contact the Public Works Department (707-823-5331) regarding barricades, irrigation timing, or electrical requirements.
11. Parking regulations will be enforced on the surrounding streets. There can be no blocking of access roadways, parking areas, or sidewalks for ADA accessibility. Any parking issues, including the need to reserve spaces (to be listed in the 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 the time of the event and failure to maintain such coverage with required additional insured, primary/noncontributory wording makes the permit null and void.
13. PLEASE NOTE THE MINIMUM COVERAGE FOR THIS EVENT WILL BE AS FOLLOWS:
a. $3 Million General Liability per occurrence
b. PLEASE NOTE THAT ANY OTHER VENDOR, SUCH AS JUMPY HOUSES, CLIMBING ROCK WALLS, ETC., WILL NEED TO SATISFY 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, its officers, officials, employees and volunteers shall be defended, indemnified, and held harmless from any claim, action or proceeding against the City of Sebastopol, its officers, officials, employees and volunteers 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 holding the event shall be responsible for keeping a cell phone available for emergency contact to the Police Department for any problems that may occur. In case of emergency, please provide a contact name and cell phone number to the Police Department (707-829-4400) as well as Public Works Department at [email protected] 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 the caterer to contact Sebastopol Finance Office to obtain a business license. Please provide written notification to this office that the Sonoma County Health Department has been contacted and whether a permit is required or not.
17. A list of all vendors participating in the event (if applicable) must be submitted to the City of Sebastopol.
Applicant and all participating vendors must obtain a Special Event Business License from the City of Sebastopol Finance Department. Please contact them at 707-823-7863.
18. All Vendors must submit a signed City of Sebastopol Event Food Service Ware Requirements for Vendors.
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City Council Meeting Packet for April 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
APPLE BLOSSOM FESTIVAL AND PARADE
IVES PARK
APRIL 26 – 27, 2025
19. A full description of each event/activity as well as placement of each activity in the listed areas of this permit application are required for approval by the City.
20. This is to advise you that alcohol IS proposed to be sold or 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 events.
22. The applicant shall maintain plans to ensure appropriate and safe circulation. The applicant shall be responsible for all traffic control during the event, including setup and teardown 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 the 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, the music shall be immediately terminated or otherwise modified at any time, upon determination by the Department, that it is causing an undue disturbance to nearby residents or businesses, or is unduly disruptive.
26. Please note that the City has adopted a comprehensive noise ordinance. If your event is planning to go beyond the starting or ending time for noise restrictions, please submit a letter to this office requesting a variance to this ordinance no later than twenty days prior to the start of the event.
27. Applicant is responsible for reading the City’s noise ordinance, park use ordinance, no smoking ordinance and alcohol in the park ordinance.
28. The 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.
29. The 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
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City Council Meeting Packet for April 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
APPLE BLOSSOM FESTIVAL AND PARADE
IVES PARK
APRIL 26 – 27, 2025
Works Department at [email protected]. The appeal shall be heard by the City Council at its next regular meeting.
Sincerely,
Don Schwartz
City Manager
Enclosure:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF: Assistant City Manager City Clerk – 707-823-1153 – [email protected] Public Works Department – 707-823-5331
Planning Department – 707-823-6167
Fire Department – 707-823-8061
Police Department – 707-829-4400
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