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 Kiwanis Easter Egg Hunt Total Fees: $400.00
=============================================================================================== RECOMMENDATIONS:
That the City Council approve waiver of Special Event Permit fees for the Easter Egg Hunt in the amount of $400.00
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:
For over 50 years, the Sebastopol Kiwanis Club has provided a multi-generational family experience that creates fun, celebration and pure joy in the form of our children in Sebastopol. This is an annual event, and is not a fundraiser.
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 $400.00, it would help to offset the costs of the Supplies.
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.
FISCAL IMPACT:
The City would waive the special event permit fees of $400.00; therefore the fiscal impact would be loss of $400.00. The applicant has submitted a $1,000.00 refundable deposit.
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
RESTATED RECOMMENDATION:
That the City Council approve waiver of Special Event Permit fees for the Easter Egg Hunt in the amount of $400.00.
OPTIONS:
1. Deny the fee waiver in the amount of $400.00; or
2. Reduce the fee waiver amount and provide direction to staff ATTACHMENT:
1 – Application for the Easter Egg Hunt
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: Approval Date: N/A
City Manager Approval: Approval Date: April 9, 2025
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
SI
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Please use black ink to complete this application.
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: [email protected]
APPLICANT INFORMATION
Applicant Name: Bruce D.Nachtigall
3154 Bloomfield Road Street Address:
City:
Main Phone:
Email:
Sebastopol
707-823-3081
State:
Cell:
CA zip. 95472
707-371-6311
bnachtigal [email protected]
On-site Contact Name (if different):
same Street Address:
City:
Main Phone:
Email:
State:
Cell:
zip
Sponsoring Organization Name (if any): Kiwanis Club of SSebastopol 3154 Bloomfield Road Street Address:
CW:
Phone:
Website:
Sebastopol State: CA zip. 95472
707=823=3081
bnachtigall @comcast. net
Is the organization a nonprofit? X Y"r
-
No (If yes, please provide a tax-exempt letter to the City.) Event Name:
Event Short Description: (This should be promotional in nature and should not exceed 20 words.) Easter Egg Hunt
Event Detailed Description: @lease provide a narrative and timeline of your event. You may attachpages if needed. A complete Site Plan/Route Map is required with your application.) 8:30 A.M to 12:00 noon
EVENT INFORMATION
Special Event Permit Application Page 5 of 19 Applicant's ,n,r,",rWL Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
EVENT INFORMATION Continued
Event Location: (e.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room") Will you need access to electriclty?
-
Yes X 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.) Southwest end of lves Park
Does the event involve the use of a City park? X Y.t
-
No
If yes,list name(s) of park(s): lves Park
Event Type: _ AthleticlRecreation _ Exhibits/Misc.
_ Farmers/Outdoor Market
-
Concert/Performance
FestivaVCelebration
-
Free Speech
Other (please explain): Easter Egg Hunt
_
P ar ade lPro c e s sion/lvlarch
_ Circus/Carnival
_ Block Party
Attendance: Anticipated Total Attendance:
Is event open to the public?
Is this an annual event?
300 Anticipated Daily Attendance:
-
X Y"r
X -No Y"r No
If yes, how many years has the event been held? 52none
Prior location(s) ofevent: none
Setup Start Date: 4119125 Start Time: 8:30 Xau PM
Event: Start Date:
End Date:
Cleanup End Date: 4119125 End Time: au X pvt
4t19125
4t19t25
Start Time:
End Time:
10:00
12:00
X au-PM
AMXPM
Special Event Permit Application Page 6 of 19
12:00
Applicant's Inimrrsil
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
EVENT DETAILS
Amplified Sound: X Y.t
-
No If yes, complete the following.
Type of Sound Equipment: one microphone and one speaker Location of Amplified Sound: on park pathway
Date of Amplified Sound: 4t19t25
Start Time. 9:45 X ^AM PM End Time, 10:00
Purpose. inform public
AM PM
Description: _ Stereo _ Band/Live
-
DJ / Microphone/PA System
Owner of Amplified Sound Equipment: Sebastopol Kiwanis Club First Name LastName
Bus ines s/O r ganrzation Name : Sebastopol Kiwanis Club MaxPowe"r ? wutt, MaxVolu-", 70 Decibels Dist.ofAudiblesound: 75 tr'eet For Sound Vehicle Only: Vehicle License Number:
Vehicle VIN:
Vehicle Make
Vehicle Year:
Security Plan:
-
Yes X No If yes, complete the following.
Security Plan Description:
If using licensed professionals,list company name:
Number of licensed professional staff:
If using volunteers, how many?
How will volunteers be identified?
If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required (e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).
Food: X Y..
-
No If yes, complete the following.
Describe how food will be served and/or prepared:
hand to mouth
On-Site Food Preparation Method: _ Propane _ Charcoal _ Electic -
Other (please explain):
none
Caterer(s) andlor food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this special event.
WilI your event include food vendors?
-
Yes X No If yes, how many?
-
Special Event Permit Application Page 7 of 19 Applicant's Initi"r.SNl Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
E,VENT DETAILS
Alcoholic Beverages:
-
Yes X No If yes, complete the following.
_ ABC License may be required
Alcohol Distribution Method: Free-host For Sale (Type:
-
Beer
-
Wine
-
Hard Alcohol)
Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notifu the City of Sebastopol in writing the determinations from these departments.
Parking Plan:
-
Yes
-
No If yes, complete the following.
Parking Plan Description:
Portable Toilets: Yes No If yes, complete the following.
Number of Standard Toilets: Number of ADA Accessible Toilets:
Description of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling:
-
Yes
-
No If yes, complete the following.
Number of garbage cans provided: Number of recycling cans provided:
Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) 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 dishibute prior to your event? If yes, please allachthe written notice.
Yes No
Yes No
EVENT COMPONENTS
Please indicate which components will be present at the event:
_ Open Flame
-
Inflatables/Jump Houses
/ Signs/Banners
_ Stages
Tables
Tents/Canopies
Vendors
Special Event Permit Application Page 8 of 19 Applicant's Initi"r.fl\if, Agenda Item Number 15 Agenda Item Number 15
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 apermit will be issued.
I agree to assume the defense of and indemnifr and save harmless the City of Sebastopol, its offrcers, 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 serve 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 certif that this application is true and conect 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 indemnifu, 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 offrcers, 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 A}ID 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 replace Ci is damaged as a result of the activity.
Signature: I)ate: r/r)/S
Please submit this form along with
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Special Event Permit Application Fee to:
Phone: 707-823-533I
Email: citypw @cifyofsebastopol.org
Special Event Permit Application Page 9 of 19 Applicant's rniti"rc AIL Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
CITY OT'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 atime when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
b. The activity creates a substantial risk of injury to persons or property. c. The applicant failed to complete the application, or information contained in the application is round to be false in any material detail. d. The particular activity would violate federal, state or local laws including license/permit requirements.
e. The particular activity would propose a potential threat to health, safety, and welfare of the park users and/or the City's population.
When the grounds for permit denial can be corrected by imposing reasonable permit conditions, the Police Chiefldesignee may approve the permit.
2. PERMIT CONDITIONS - The Police Chiefldesignee may condition the issuance of the permit by imposing reasonable requirements concerning the time, place and manner of activities including but not limited to the following:
^. Requirements for the presence of Sebastopol Police, Fire andlor 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. Restictions on the use of explosives and other noise creating devices. e. Restrictions on the hours of amplified music and level of amplification.
3. CHANGE OF ACTMTY DATE - Mry be authorized upon 72-hotx notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIX'ICATION 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 RESPONSIBILITIES
a. Each applicant shall comply with all terms and conditions of the permit. Failure to do so is grounds for immediate revocation.
b. Each applicant shall clean and restore all City properties utilized during the activity to the same condition as existed prior to the activity.
c. The person in charge of the activity shall retain a copy of the permit on location.
Special Event Permit Application Page 10 of 19 Applicant's rnimr"M Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
Required When an Event Has Alcohol in the Park
Dep-artment of Alcoholic Beverage Control (ABC)
License May Also Be Required
Date of Application:
CITY OF SEBASTOPOL APPLICATION
usE oF ALCOHOL IN CrTY PARK (SMC 9.24.265',)
TO BE F'ILLED OUT BY APPLICANT
Location Requested:
(Libby,Ives, Other)
Contact Person: (Must be 21 years or older)
Address:
Phone:
Cell phone number for person at activity:
Date: Exact hours from: to:
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylparty) Anticipated number of participants:
-
OF'F'ICE USE ONLY
Approved: Yes: _ No: _ Date: Reason not approved:
PD ID Number
DISCLAIMER
The undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over. The applicant agrces that 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 indemni& *d hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in anyway connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein grcnted, except that arising out of the sole negligence of the City.
IHAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
Signature of Applicant: Date:
Special Event Permit Application Page 11 of 19 Aoolicant's lnitials Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
r 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 r Events are strongly encouraged to use 1\0o/o reusables for food service ware. lf disposables are chosen, they need to comply with City of Sebastopol Event Food Service Ware Requirements for Vendors Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or composU 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
g| 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 l}Oo/o reusables for food service ware, if disposables are chosen, they need to comply with Citv 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):
o Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
Special Event Permit Application
tao?t PF:tfnt6Ll
Flccycl<:
Agenda Item Number 15 Agenda Item Number 15
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
tr Hire an event greener to make a zero-waste plan that complies with guidelines, or tr Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contact Am bros ia Tho mso n (7 07) 29 1 -8652, athomson@recology. co m) t. GomposU 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:
(recoloov. com/recoloov-so om a-ma ri n/eve nt-se rvi ces/ 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://www. recologv. co m/reco logy-sono ma-mari n/eve nt-services/ B. There should be no stand-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 composU recycle/ garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsters? (Note:lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there).
a) BinS Should be labeled "COmpoSt," "ReCyCle," or "Landfill" and lOCked after event is finished.
Special Event Permit Application Page 13 of 19 Applicant's lnn,",,-NlF/' Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 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), lt is recommended that you have a volunteer or employee standing by each waste station at all times to help patrons sort their waste:
1. How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
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, sonomafoodru nners.oro.
B. Post-consumer food scraps can be donated to a local pig farmer instead of going to compost. See "Resources" section for list of farms.
C. Vendors must remove all cooking grease and oil away from event. See "Resources" section for organizations that pick up cooking oil for recycling into biodiesel fuel.
Other ways your event is working to reduce garbage
A. Purchase your event inventory around waste prevention.
1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or compostable?
2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. lf this is an annual event, consider leaving date off of materials so that they can be used again for years to come.
B. Events must include "eco message" in promotional materials. Example: "We are striving for zero waste at the event. Please bring your own reusable waterbottle, cup, and utensil/cutlery set".
1. What "eco message" willYou use?
2. Where willthis message be displayed (fliers, website, facebook event page, etc)? ilt
Special Event Permit Application Page 14 of 19 Applicant's I .nn,"NL Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
Resources
Recologv
Recology is the waste hauler for Sebastopol.
Contact Recology Event Seruices 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 ZeroSpecia|ist:AmbrosiaThompson@,ordownloadsignsfromtheRecoloov Event Services website:
httos ://www. recoloqv. co m/reco loqv-so noma-ma ri 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 composU recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. o Green Mary / Mary Munat (707) 548-7582, [email protected], http://greenmarv.com/ o Waste Busters Inc, / Michael Siminitus (510) 473-2087, [email protected] www,wastebusters. i nfo
o Right Cycle/ Tomer Shapira (310)779-7421 [email protected] o Clean Vibes/ Anna Borofsky (802) 238-9143. Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can filltheir water bottles with flltered 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 .
o Hydrologic Water Treatment Services
Tony Pagliaro tony@hydrologicwater. comcastbiz. net
o US Pure Water / Michael Levine (415) 272-3288, [email protected], https://www. uspw. neVevents:-hvdration-stations. html
o WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https ://www.waste buste rs. i nfo/
Reusable Drink and Dishware.
The following companies offer reusable drink and dishware options for events \e
\
Special Event Permit Application Page 15 of 19 Applicant's I "n,",,[SfAgenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
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://q reenmary. com/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https://therentalplace.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 Gookinq Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
r Northbay Restaurant Services: (707) 824-9737
https://northbayrestaurantservices.com/services/cooking-oil-recycling/ o Or Green Mary / Mary Munat (707) 548-7582, [email protected], http://greenmary.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food seruice ware ordinance :
sebastoool. municioal.codes/SMC/8.36.0 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
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 . "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).
o
a
o
Special Event Permit Application Page 16 of 19 Applicant's I "n,","$NL
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
General Guidelines:
o Events are strongly encouraged to use 100% reusable food service 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'ocompostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
o
a
O
Waste Diversion Hierarchy
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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
ALLOWEI)
Comnostable ltems*:
. Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
. Uncoated white/natural deli paper & parchment
paper
. Paper napkins/towels (any color).
. 100% wood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recvclable ltems:
. Aluminum cans & (clean) foil
o Glass bottles and jars (empty with lids on)
. #1 PETE clear plastic cups
Paner 66hot 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.
NOT ALLOWED
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 ftetchup, soy sauce, etc)
All #6 PS plastics. including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). rrCompostable" plant/bio-plastic products/ PLA
nlastics **
Coated paper food containers (f it has a shiny surface/ moisture barier, it is likely coated). Exception: paper coffee cups for hot beverages.
X'oil for serving 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.
*Must be accepted in the commercial compost sfeam in Sonoma County. If an item is not recyclable or compostable at our local facilities, it must be sent to the landfill as tash---even if it is labeled "compostable" or suppliers claim otlerwise.
**Although technically compostable in certain facilities' compost facilities serving Sonoma County do not cunently accept these items; therefore, these products are not compostable in Sonoma County.
I have read the above and agree to only use food service ware from the "Allowed" column. I also agtee to maintain my own "back of house" three-bin separation (compost/recycle/garbage) and empty my sorted waste into the appropriate compost, recycle, garbage receptacles at the end ofthe event.
Vendor n4fr4. Vendor signature: Date:
Soecial Event Permit Aoolication Page 17 of 19
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
LOGAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disposable food service ware ordinance :
sebastopol. mu nicipal. codes/SMC/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 8.36.030 r 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 availabler a compostable product that is accepted at local compost facilities or recyclable product." Section 8.36.060 o "Allfood 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 Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Activity Description
Application Fee
Up to 50 people
51-200 people
More than 200 people
Securitv Deposit*
Up to 50 people
5L-200 people
More than 200 people
* 25% discount available for park use of less than 3 hours Dailv Use Fee
Up to 50 people
5L-200 people
More than 200 people
Am plified Sound/Stage/Bouncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
Community
Group Fee
So
sloo
Srso
Srso
Ssoo
s1,oo0
ss0
s12s
s2s0
5so
Sso
s30
Resident Fee
So
Srso
s2s0
s1s0
Ssoo
s1,ooo
s7s
s2so
Ssoo
s7s
Szs
s40
Non-Resident
Fee
So
s2o0
Sgso
Srso
Ssoo
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Sroo
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Other Fees Fee
Parking Space Fee*x
ResidentialArea S10
Non-ResidentialArea SfS
** Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with lnstructors Utili Park Area {ner week)***
SmallGroup (1-L5 persons) SZS
Medium Group (16-30 persons) SSO
Large Group (31+ persons) S75
t** Per week fee for classes with monetary component (e.g. charge for classes) City Hall Meeting Room Srs
Snanial Fvanl Permit Annlicstinn Paac 19 nf 10
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
,FOR
o2
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 axe an important part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature of the events, they can enhance our neighborhoods, highlight products and services, provide marketing opportunities, and add to our cultural enrichment.
This packet is intended to help you understand the special event permitting process and provide helpful information as you plan your event.
The City of Sebastopol is committed to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works Department at707-823-5331 or email [email protected] for further information.
On behalf of the City of Sebastopol, we thank you for confibuting 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 10 days prior to the event.
9. 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 submiffed 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 Deparhnent at707'823-5331.
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permitted.
Special Event Permit Application Page 1 of 19 Applicant's rnitiars-Ml Agenda Item Number 15 Agenda Item Number 15
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 elecfical 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 X'ee
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 progrilms, 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 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.
2. Liability coverage is required for claims made by participants in your event/program. You are advised that any and atl exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your orgarrization from individual liability for claims made as a result of the use of the facilities and your evenVprogram.
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 $210001000 per oecurrence for bodily injury, personal injury and property damage.
Please note the City may require an increase in policy limits due to the nature of the event.
Special Event Permit Application Page 2 of 19 Applicant's I "n,",rW\L
Agenda Item Number 15 Agenda Item Number 15
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 satisfr these requirements by fumishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISO-approved forms.
Note: Please inform your insurance agent that a "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 Desuiption of Operations box on the certificate 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 otgarization, 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 shongly 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 10 days prior to the start of your evenVprogram. 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.
Authorized Signature:
Name of Organization:
Date:
Kiwanis Club of bastopol
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 InitialsAgenda Item Number 15 Agenda Item Number 15 City Council Meeting Packet for April 15, 2025
sI
/roB
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 arc 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 -2151.
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 orgarization I represent, certiff 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, acting on behalf of the organizationl represent, am authorized to commit that organizationto agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property and/or facilities, and any payments for municipal services and/or 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:
Printed Name of Signer:
z frl/
Bruce D. Nach
Date:
Special Event Permit Application Page 4 of 19 Applicant's lnitialsAgenda Item Number 15 Agenda Item Number 15 City Council Meeting Packet for April 15, 2025
3124125, 1:'19 PM Waiver request Easter Hunt - Patty Lozinto - Outlook
SEBASTOPOL, CALIFORNIA
City of Sebastopot
Mary C. Gurtey, Assistant City Manager
Dear Sebastopot City Councit, March 16,2025
For over fifty years our Sebastopol Kiwanis Ctub has provided a mutti-generationat famity experience that creates fun, celebration and pure joy in the form of our annuat Easter Egg Hunt for the chitdren of Sebastopot.
We produce this event at lves Park in the middte of our town. We provide the candy; set up the area to provide the teast impact on the park white providing the stage for maximum safety and unbridled fun. The Easter Bunny, as wet[ as other dignitaries, make the event a total community effort. Our club woutd tike to invite atl, of you to our Easter Egg Hunt on Apritlg'h.Thehuntbeginsatl0A.M.sharp! Weputonthis eventforfree.Thisisnotafund raiser.
We, therefore, request a waiver of the four hundred dotlar use fee for the use of lves Park.
Thank you for considering our request.
Bruce Nachtigat[, retary
Sebastopot Kiwanis Ctub
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Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
City of Sebastopol
Mary C. Gurl,ey, Assistant City Manager
DearSebastopotCityCouncil,, March 24,2025
Ptease add this to the Letter sent on March 17,2025. Sebastopol Kiwanis Ctub witt be inctuding the City of Sebastopot as a sponsor of our annual Easter Egg Hunt.. We feel' that the Sebastopol, City Council, al,ways considers the ptight of our chil,dren in every decision that they make. lt is an honor to have you on board.
Si nce rety, Sebastopol, Kiwa nis Cl,u b
Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
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Agenda Item Number 15 Agenda Item Number 15
City Council Meeting Packet for April 15, 2025
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City Council Meeting Packet for April 15, 2025
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