CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: May 6th, 2025
=========================================================================================== To: Honorable Mayor and City Councilmembers
From: Sean McDonagh, Chief of Police
Responsible Department: Police
Subject: Consider of City Co Sponsorship and Fee Waiver for Police Staff Time for Gravenstein Apple fair in the amount of $2957.64. The event organizers for the Gravenstein Apple Fair have requested policing services for this event and requests the City waive the fee for staff time for two (2) officers and one (1) sergeant per day, for two days, totaling 36 hours of overtime for all officers
=========================================================================================== RECOMMENDATIONS:
That City Council Consider Approval of City Co Sponsorship and Fee Waiver for Police Staff Time for Gravenstein Apple fair in the amount of $2957.64. The event organizers have requested policing services for this event and requests the City waive the fee for staff time for two (2) officers and one (1) sergeant per day, for two days, totaling 36 hours of overtime for all officers
EXECUTIVE SUMMARY:
Since 1973, Sonoma County Farm Trails has produced the Gravenstein Apple Fair which is a fair and music festival and the Farm Trails primary annual fundraiser. The event is held every August during peak Gravenstein season.
The heart of the Fair is first and foremost the celebrated heirloom Gravenstein Apple, intimately tied to our region and praised by horticulturist Luther Burbank as the most exceptional apple of all for flavor and versatility.
BACKGROUND AND DISCUSSION:
The City of Sebastopol has a history of supporting the Gravenstein Apple Fair, recognizing its regional significance, community engagement value, and its operational impact within city limits—particularly related to traffic and pedestrian management.
In 2021, the City Council approved a $2,000 sponsorship of the "Bite-Sized" Gravenstein Apple Fair at Ragle Ranch Park, along with an in-kind donation of Sebastopol Police Department (SPD) services to support traffic control at Covert Lane and Ragle Road.
In 2022, although no formal Council action was taken, SPD continued its support by providing traffic and safety services for the one-day event as an in-kind contribution.
In 2023, the Gravenstein Apple Fair requested a $7,500 sponsorship; however, the Council approved a $400 waiver for banner permit fees. Despite the lack of formal sponsorship, SPD once again provided services on an inkind basis for the one-day event.
Historically, the Sebastopol Police Department has supplemented services provided by the Sonoma County Sheriff’s Office during this event, which—though technically held outside of city limits—creates measurable impacts within city jurisdiction due to increased traffic and pedestrian activity.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: ay 6, 2025
For the upcoming 2025 Gravenstein Apple Fair, event organizers have formally requested that the City continue its tradition of providing in-kind police services. Specifically, they have requested the City waive the associated fees, estimated at $2,957.64, for:
• Two (2) officers and one (1) sergeant per day,
• Over a two-day period,
• Totaling 36 hours of overtime..
STAFF ANALYSIS:
This is a community event and while not specifically in the jurisdiction of the City of Sebastopol, it is considered Sebastopol by attendees and largely reflects on our city and its reputation. Our community engagement is important and we consider our involvement in this event to be vital. 3 x officers per day (1 x Sergeant and 2 x officers) for a total of 6 officers across the two day event. The total for the services provided equates to $2957.64.
As of the writing of this report, the City Council has approved City Co Sponsorship/Waiver of Fees/Staff Time/Materials for this current fiscal year as follows:
Event Permit Fees Council Action
Trashlantis $825.00 October 1, 2024 Council approved request to waive permit fees
Apple Blossom $14,620.00 April 15, 2025 Council approved request to waive permit fees, materials/rentals and staff time
Rotary Centennial
Celebration $500.00
April 15, 2025 Council approved request to waive
permit fees, and staff time
Kiwanis Easter Egg Hung $400.00 April 15, 2025 Council approved request to waive permit fees.
PUBLIC COMMENT:
As of the writing of this staff report, staff has not received any public comments. 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 at 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 the scheduled meeting date. The City has also used social media to promote and advertise the City Council Meeting Agenda Items.
FISCAL IMPACT:
Loss of $2957.64 in service costs if staff time costs are waived for this event.
To date, the City Council has approved a total amount of $16,345.00 in waivers.
Recommendation Restated:
That City Council Consider Approval of City Co Sponsorship and Fee Waiver for Police Staff Time for Gravenstein Apple fair in the amount of $2957.64.
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: ay 6, 2025
OPTIONS:
• That the City Council deny the waiver of staff time costs; • That the City Council consider a reduced waiver of staff time costs ATTACHMENTS:
Fee Waiver Request from Gravenstein Apple Fair
APPROVALS:
Department Head Approval: RN Approval Date: 4-29-2025
CEQA Determination (Planning): N/A Approval Date: N/A
The proposed action is not a project under the California Environmental Quality Act (CEQA) Administrative Services (Financial) N/A Approval Date: N/A Costs authorized in City Approved Budget: ☐ Yes ☐ No R N/A Account Code (f applicable) ___________________________ City Attorney Approval: N/A Approval Date: N/A
City Manager Approval: DS Approval Date: 4-30-2025
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: ay 6, 2025
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: May 6, 2025
Agenda Item Number: 11 Agenda Item Number: 11
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: May 6, 2025
Agenda Item Number: 11 Agenda Item Number: 11
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: May 6, 2025
Agenda Item Number: 11 Agenda Item Number: 11
Agenda Item Number: 11 Agenda Item Number: 11
City Council Meeting Packet for Meeting of: May 6, 2025
Agenda Item Number: 11 Agenda Item Number: 11