CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: May 20, 2025
========================================================================================== To: Honorable Mayor and City Councilmembers
From: Mark Rincon, Public Works Director/City Engineer
Subject: Consideration of Approval of a reduction of Special Event Permit Fees for the Many Moons Festival Sponsored by the Asian American Pacific Islander Coalition of North Bay.
Total Reduction in Special Event Fees: $725.00. If approved, this reduction would allow the applicant to pay the resident fee of $1,125.00 instead of $1,850.00. ================================================================================================ RECOMMENDATIONS:
That the City Council approve the fee reduction of Special Event Permit fees from non-resident event cost to resident event cost for the Many Moons Festival in the amount of $725.00. This reduction includes the Application Fee $100.00, Daily Use Fee: $550.00, and Amplified/Stage Use Fee: $75.00. If approved, this reduction would allow the applicant to pay the resident fee of $1,125.00 instead of $1,850.00.
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 Many Moons Festival is a new event. The single day event is designed to unite the Asian diaspora in the North Bay, as well as educate and entertain all non-Asians who delight in the various unique cultures. They will have lots of different foods, crafts and entertainment, as well as educational exhibits.
Fees Non-Resident
Event Cost
Resident
Event Cost
Fee Reduction
Request
Application $350.00 $250.00 $100.00
Daily Use Fee $1,200.00 $650.00 $550.00
Amplified Sound/ Stage $300.00 $225.00 $75.00
Total Fees $1,850.00 $1,125.00
Total Fees Reduction $725.00
The City has waived the following special event fees this fiscal year:
Event Approved 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.
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
STAFF ANALYSIS:
If the Council approves the reduction of fees in the amount of $725.00 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.
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:
The City would reduce the special event permit fees of $725.00; therefore the fiscal impact would be a loss of $725.00. To date, the City Council has approved a total amount of $16,345.00 in waivers RESTATED RECOMMENDATION:
That the City Council approve the fee reduction of Special Event Permit fees from non-resident event cost to resident event cost for the Many Moons Festival in the amount of $725.00. This reduction includes the Application Fee $100.00, Daily Use Fee: $550.00, and Amplified/Stage Use Fee: $75.00. If approved, this reduction would allow the applicant to pay the resident fee of $1,125.00 instead of $1,850.00.
OPTIONS:
1. Deny the fee reduction in the amount of $725.00 and applicant pays the event fee of $1,850.00.
2. Reduce or increase the fee reduction request by an amount deemed appropriate by the Council.
ATTACHMENT(S):
1. Application for the Many Moons Festival
2. Special Permit Waiver Letter
3. Conditional Letter of Approval
APPROVALS:
Department Head Approval: Approval Date: May 6, 2025
CEQA Determination (Planning): Approval Date: N/A
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: 5-14-2025
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
I!0\/ 0 4, 2024
CITY OF SEBASTOPOL
Special Event Permit Application
I
I
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special events throughout the year. These events are animportant 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 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 10 days prior to the event.
9. Request the City conduct a post-event walk-through the first workingday 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 Publ ic Works Departmen t at 7 01 -823-533 I .
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 Intttatssr/(-- Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within thepublicrightofway,arenotpermified. (ContacttheCityPlanningDepartmentatl07-823- 6167 for specific information on signage.)
Party Jumpso 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 llours
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 organizatron 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 California. 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 propeffy 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 avallable to the City of Sebastopol, its officerso 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 $21000,000 per occurrence 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 lnitials .tt Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 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 fonns.
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 Sebastopolo 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 accept the 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 officerso officialso 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 10 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 retum this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above.
Date
q
Authorized Signature:
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.
Al,pl tSpecial Event Permit Application Page 3 of 19 Applicant's lnn^u.JL, Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
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 -823-2151.
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 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, acting on behalf of the organizationl represent, am authorizedto 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 Cityproperty andlor facilities, andany 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.
Cp.l I
Authorized Signature:
Printed Name of Ja n"[ oiu:
Date:
Special Event Permit Application Page 4 of 19 Applicant's lnitia Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Smw+pv: SPrzoza-t7
CITY OF SEBASTOPOL
Special Event Permit Application
Please use black ink to complete this application.
Return To: Public Works Department
714 Johnson St.
Sebastopol, C495472
Phone: 707-823-5331
Email: citypw @cityofsebastopol. org
APPLICANT INFORMATION
Applicant Name: Grace Cheung-Schulman
1 136 Baird Road Street Address:
City:
Main Phone:
Email:
Santa Rosa
707-328-1285
State:
Cell:
CA zip 95409
707-328-1285
Grace@aap icnorthbay.org
On-site Contact Name (if different): Janet Ciel (Primary Contact for the event) Box 1862 Street Address:
City:
Main Phone:
Email:
Sebastopol
707 824-8717
State:
Cell:
CA Zipz 95473
707 529-4884
janetci elevents@son i c. net
Sponsoring Organization Name (if any):
1 136 Baird Road
Asian American Pacific lslander Coalition of North Bay
Street Address:
Crty:
Phone:
Website:
Santa Rosa State: CA zip. 95409
707-328-1285
https ://aapi cnorth b ay .orgl
Is the organ wtiona nonprofitf X yes
-
No flf yes, please provide a tax-exempt letter to the City.) Event Name: Many Moons Festival
Event Short Description: (This should be promotional in nature and should not exceed 20 words.) A celebration of Asian and Pacific Islander Cultures
Event Detailed Description: (Please provide ananative and timeline of your event. You may attachpages if needed. A complete Site Plan/Route Map is required with your application.) Please see attached materials
EVENT INFORMATION
>tSpecial Event Permit Application Page 5 of 19 Applicant's lnitialsAgenda Item Number 10 Agenda Item Number 10 City Council Meeting Packet for May 20, 2025
EVENT INF'ORMATION C'ontinued
Event Location: (e.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room") lves Park: entire park, except baseballfield, and pool.
WiIl you need access to electriciry? X Yes
-
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 submifted with the application for processing.) We plan to set up in a similar fashion to Apple Blossom, with vendor booths surrounding SCA, and various other booths and activites throughout the site. Entertainment will be on the stage, and we may have a second stage in another location.
Does the event involve the use of a City park? X y.s
-
No
If yes,list name(s) of park(s): lves
Event Type: _ Athletic/Recreation
-
Farmers/Outdoor Market
r' F estiv allCelebration
_ Exhibits/Misc.
_ ConcertiPerformance -ParadelProcession/March
-
Circus/Camival
_ Free Speech
-
Block PartY
Other (please explain):
Attendance: Anticipated Total Attendance: 2000 Anticipated Daily Attendance:
Is event open to the public?
Is this an annual event?
If yes, how many years has the event been held?
Prior location(s) of event: First year...we hope will be annual Xy.*-No
, -
Yes X No W h'"Y- tt M'
2000
tt b" fltrLar"l
Cleanup: End Date: October 5 2025 End rime:
x
4 x
Setup: Start Date: October 3 2025 Start Time. 9am
October 4 2025
October 4 2025
Start Time:
End Time:
6am,
AM
AM
AM
AM
8 PM
PM
PM
PM
Event: Start Date:
End Date: 1
Special Event Permit Application Page 6 of 19
9am
Applicant's tnitlats JC-l
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
EVENT DETAILS
Amplified Sound: X y"s
-
No If yes, complete the following.
Type of Sound Equipment: Amps, etc (we'll use professional company) Location of Amplified Sound: Stage
Date of Amplified Sound: October 4 2025
Start Time: 10 X lvr PM End Time: 8
Purpose: entertainment
AM x PM
Description: _ Stereo r' BandlLive DJ r' Microphone/PA System Owner of Amplified Sound Equipment: Steve Hendrickson
FirstName Last Name
Business/Organization Name: Sound Expressions
Max powe.. 1'l/O 1ryux* MaxVolu-.' n/a Decibels Dist.of AudibleSound:
For Soand Vehicle Only: Vehicle License 11u*6.r -Feet n/3 Vehicle Make:
Vehicle VIN: Vehicle Year:
Security Plan: X y.,
-
No If yes, complete the following.
Security Plan Description: Still formulating...will work wlth professional company if required, but prefer to hire event staff from previous festivals.
If using licensed professionalsr list company name:
Number of licensed professional staff: 2,
If using volunteers, how many? unknown
How will volunteers be identified? tee shirts
If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required(e.g., accessible parking, passengor 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: Food vendors: all health dePt certified and insured
On-Site Food Preparation Method: 'Propane r' Charcoal ' Electric -
Other (please explain):
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. will your event include food vendors? X yes
-
No rf yes, how manyt 15?
Special Event Permit Application Page 7 of 19 Applicant's lnitials Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
EVENT DETAILS Continuerl
Alcoholic Beveragest X Y.t
-
No If yes, complete the foliowing.
,/ nB,c License may be required
Alcohol Distribution Method:
-
Free-host y' For Sale (Type: n Beer'wine l-HardAlcohol) Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notify the City of Sebastopol in writing the determinations from these departments.
Parking Plan: X yes
-
No If yes, complete the following'
Parking Plan Description: We would like to rent the parking lot across High St from SCA, if possible.
Portable Toilets: X yes
-
No If yes, complete the following.
Number of Standard Toilets: 10? Number of ADA Accessible Toilets: 2 Description of Placement: (Please indicate location of toilets on your site diagram.) Garbage/Recycling: X yes
-
No If yes, complete the following
Number of garbage cans provided: 2 Number of recycling cans provided ? Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) We'll work with Recology but I don't have an amount Yet 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 attachthe written notice. -Yes
X no
-Yes
X No
EVENT COMPONITNTS
Please indicate which components will be present at the event:
_ Open Flame
-
lnflatables/Jump Houses
t/ Signs/Banners
/ Stages
tz Tables
rz Tents/Canopies
r/ Vendors
Special Event Permit Application Page 8 of '19 Applicant's I nitiatss-lC:
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 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 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 certify that this application is true and correct and hereby accept fulIresponsibility 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 andall claims, demands and causes of action thatmay 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 facllity 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 replace City which is damaged as a result of the activity.
Signature: Date:
Please form along with a non-refundable Special Event Permit Application Fee to prope$y
h,e) I
1L I /,-
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: citypw @cityofsebastopol.org
Special Event Permit Application Page 9 of 19
A,/ )tl
Applicant's lnitials-!l' L---
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARKS
Below are listed the guidelines for proper application of a one-time only use permit for City parks and facilities.
l. 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 license/permit requirements.
e. Thi 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 - Mavbe 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, indemniSr, and hold harmless the City of Sebastopol, its offir..r, 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. Eaih 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 ln Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Required When an Event Has Alcohol in the Park
Department of Alcoholic Beverage Control (ABC)
License May Also Be Required
CITY OF SEBASTOPOL APPLICATION
usE oF ALCOHOL rN CITY PARr( (SMC 9.24.265)
lves Park
TO BE FILLED OUT BY APPLICANT
Date of Application: 9t12t24 Location Requested:
Contact person: Janet Ciel
Address: P.O. Box 1862 Sebastopol 95473
(Libby, Ives, Other)
(Must be 21 years or older)
Phone: 707 824-8717
Cell phone number for person at activity: 707 529-4884
Date: 101412025 Exact hours from: 12pm to: 8Pm
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylparty) Wine, Beer, Sake, Soju
Anticipated number of participants: 2000
OFFICE 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 agrees that he/she will be responsible for the use and care of City propefiy.
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 indemnif' and 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 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: 7
Special Event Permit Application Page '11 of 19 Applicant's lnitials_ Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event
r Events in Sebastopol with food or beverage vendors or providers must submit aZero Waste plan as part of the permit application.
o All events in Sebastopolare required to recycle and compost as per state laws AB 341 and AB 1826 r Events are strongly encouraged to use 100o/o reusables for food service ware. lf disposables are chosen, they need to comply with Citv 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 connposU recycling contamination.
Failure to comply with the requirements outlined in this application could result in increased fees or denialof future permit applications.
Thank you for helping Sebastopol meet its Zero Waste goals! Waste Diversion Hierarchy
llti)irr lifltl$t HAE{ i
LLAfif
"RGFEtrIAl'T.t
Attachments to Submit with this Applicationr
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 Citv of Sebastopol Event Food Service Ware Requirements for Vendors
r List the reusable food service ware that will be used at your event (i.e: glass cups, metal cutlery, fabric tablecloths, etc):
still unknown
r Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
Special Event Permit Application Page 12 of 19 Applicant's Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 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:
Still in planning stages. We will have 5 gallon jugs and dispensers for people to fill their container 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:
Ambrosia Thomson (7 07) 291 -8652, [email protected] ) L 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.comirecologv-sonoma-mari n/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 Recologv Event Services website: _ https://www. recoloqv.comlrecologv-sonoma-marin/event-services/ B. There should be no stand-alone trash bins,
C. How many composVrecycling/ garbage stations will your event have?
1. Where will the stations be located? Attach map or give description of locations.
We will contact Ambrosia, and work with Recology to set up site exactly as you need it.
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
\z\/
Applicant's lnitials-U t*-
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
ll
D. Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.9., 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 vendorsijanitorial staffivolunteers 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 localorganization that distributes food to the hungry. Contact prior to your event to anange pick up. June Michaels (707) 596-8711, sonomafoodru nners.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 oilaway from event, See "Resources" section for organizations that pick up cooking oil for recycling into biodiesel fuel.
Other ways your event is worklng 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" will you use?
2. Where willthis message be displayed (fliers, website, facebook event page, etc)? il.
Special Event Permit Application Page '14 of 19 Appticanfs tnitianl? -
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 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, :
recologv.com/recoloqv-sonoma-marin/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 Recologv Event Services website:
https://www. recoloov. com/recoloqv-sonoma-marin/event-services/ lf you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Speclallst 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 lMary Munat(707) 548-7582, [email protected], http://qreenmarv.com/ o Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] www.wastebusters. info
e Right Gycle/ Tomer Shapira (310)779-7421 [email protected] r Clean Vibes/ Anna Borofsky (802) 238-9143. Mobile [email protected] Water Stations
The sale or clistributlon of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations {i.e,, station where aftendees can filltheir water bottles with filtered water) for events.
lf you provide cups at the water stations you must use compostable paper cups (cupswithoutmoisturebarrier)suchasthesewax-freepaperconecupsorpaper cone cups
r Hydrologic Water Treatment Services
Tony Pagliaro [email protected]. net
r US Pure Water / Michael Levine (415) 272-3288, [email protected], https ://www. uspw. net/events--hvd ration-stations. html r WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https ://www.wastebusters. 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 tnitiats -() (-'-
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Sudbusters, lnc. www.sudbusters.com offers reusable cup and plate rental/ exchange on-site at events. Contact Michael Siminitus [email protected] (510) 473-ZOBT Green Mary / Mary Munat has an extensive rental library of food service ware (cups, wine glasses, plates, utensils, serving dishes, table clothes, etc). (lO7) S4g-TSg2, [email protected], http://qreenmarv.coul
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https://therentalplace.com/ Food Donations
r 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.org. Contact prior to event to anange pick up. r Leftover food scraps from patrons can be donated to a pig farmer Used C no Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
o Northbay Restaurant Services: (7OT) 824-9737
https://northbayrestaurantservices.comiservices/cooking-oil-recvcling/ e Or Green Mary / Mary Munat(7OT) 548-7582, [email protected], http://greenmary.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastoool Poiystyrene Ban and dlsposable food service ware ordlnance :
sebastopol. mun icipal. 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.O30
o 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 8.36.060 o "All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 8.36.060
r Plastic straws banned (paper straws permitted).
I
o
Special Event Permit Application Page 16 of 19 Applicanfs lnitials Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
General Guidelines:
o Events are strongly encouraged to use 100% reusable food service ware.
o All items must be reusable, recyclable, or a fiber-based compostable product (see below for allowed items).
o Promotional materials should encourage attendees to bring their own reusable water bottle, cup, plate, and cutlery.
o Single-use plastics and o'compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
Waste Diversion Hierarchy
rttsi FtftaFr4\e{rlt
r.qAS' t'HEF€,TAGLIi
Cify of Sebastopol Event Food Service Ware Requirements for Vendors 'i' Permit applications must have signed copies of this document from each participating vendor \
Comnostable Items*:
o Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
r Uncoated white/natural deli paper & parchment
paper
r Paper napkins/towels (any color).
o l00Yo wood or bamboo products (cultery,
chopsticks, stirring sticks, etc.)
Recyclable ltems:
r Aluminum cans & (clean) foil
r Glass bottles and jars (empty with lids on)
. #I PETE clear plastic cups
Paner o6hot cuDstt
Important: Coated paper cups arc not currently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They must go in garbage.
ALLOWED
Sinqle-use disnosable nlastic 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 Saucepackets (ketchup, soy sauce, etc)
All #6 PS plastics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). "Comnostable" nlant/bio-nlastic nroducts/ PLA
olastics **
Coated paper food containers (If it has a shiny su{acel moisture barrier, it is likely coated). Exception: paper coflee cups for hot beverages.
Foil for servinq 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
*Must be accepted in the commercial compost stream 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.
**Although technically compostable in certain fucilities, compost facilities serving Sonoma County do not curently 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 agree to maintain my own "back of house" three-bin separation (compost/recyclelgarbage) and empty my sorted waste into the appropriate compost, recycle, garbage receptacles at the end of the event.
Vendor name: Vendor signature:_ Date:_
Special Event Permit Application Page 17 of 19
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
sebastopol Polystyrene Ban and disposable food service ware ordinance :
sebastopol.municipal.codes/SMC/8.36.0 1 0
MunicipalCode 8.36
r polystyrene (styrofoam) food service ware and sales prohibited: "Food providers shall not sell' hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section 8.36.030 o Allfood service ware takeout 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 barined (paper straws permitted).
Special Event Permit APPlication Page '18 of 19 Applicant's I Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Sefi'uedu[e of Usen and Regulatony Fees
Far[<s,Speefral Evesrts & Faefr[ity Use
..._
i"gliYggglnryPligi:
.
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 Dailv Use Fee
Up to 50 people
51-200 peoPle
More than 200 PeoPle
Am plified Sound/Stase/Bouncehouse
Amplified Sound Use
Stage Use
Bouncehouse Use
eomnrurnity f$on-Resident
.
.,. .=9gyr-f"gg:- =SSs:1t9.9 -:i,9*. .---r
So
$1oo
s1s0
s1s0
Ssoo
$1,000
ss0
S12s
Szso
Sso
Sso
$30
$o
s1s0
s2so
s1s0
ssoo
s1,000
s7s
s2so
sso0
s7s
Szs
s40
Sroo "
sL00
ss0
$o
s200 @
slso
Ssoo @
Othen Fees '' : _.:- -- - .:- -
Parking Space Fee*x
Residential Area SfO
Non-ResidentialArea SfS
*r Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with lnstructors Utilizing Park Area {per week)*** SmallGroup (1-15 Persons) $Zs
Medium Group (16-30 Persons) $SO
Large Group (31+ persons) S75
*t t Per week fee for classes with monetary component (e.g. charge for classes) City Hall Meeting Room Srs
Fee
S1,ooo
Special Event Permit APPlication Page 19 of 19
)
L---
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Schedule of User and Regulatory Fees - Parks, Special Events & Facility Use Many Moons Festival - Ives Park - Oct 3 - 5, 2025
Activity Description
Application Fee
Up to 50 people $0 $0 $0
51-200 people $100 $150 $200
More than 200 people $150 $250 $350
Security Deposit*
Up to 50 people $150 $150 $150
51-200 people $500 $500 $500
More than 200 people $1,000 $1,000 $1,000
Daily Use Fee
Up to 50 people 2 x $ 50 $100 2x 75 $150 2 x 100 $200
51-200 people $125 $250 $500
More than 200 people $250 $500 $1,000
Amplified
Sound/Stage/Bouncehouse
Amplified Sound Use 2 x $50 $100 2 x 75 $150 2 x $100 $200.00 Stage Use $50 $75 $100
Bouncehouse Use $30 $40 $50
Parking Space $50 $75.00 $100
Total Fees $650 Total Fees $1,125 Total Fees $1,850
Total Deposit $1,000 Total Deposit $1,000 Total Deposit $1,000 Community Group Fee 650.00 $
Resident Fee 1,125.00 $
Non Resident Fee 1,850.00 $
Community Group Fee Resident Fee Non-Resident Fee
Agenda Item Number 10Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
A celebration of Asian and Pacific Islander Cultures
Sot",il*f, 0(fuUw q, Z0Z5 Iw P^nfr, Srl"dtpfo( Vloow - slry*tt, The Asian American Pacific lslander Coalition of North Bay (AAPIC) is holding its first ever pan'Asian festival on October 4, zoz;, A one-day 't Many Moons Festival," at lves Park in Sebastopol, will highlight the myriad API cultures who live in our area.
Our festival will feature cultural traditions, crafts, arts, and food. Live music, other entertainment, and o Iantern-lighting ceremony at dusk will make this an event not to be missed, tn addition, the festival will happen in conjunction with a Sebastopol Center for the Arts exhibit highlighting themany culturesthatmakeup our ld.PI diaspora.
PRODUCTTON/EVENT TIMELINE:
FRIDAY, OCTOBER 3:
SITE SET UP BEGINS AT 9AM
VENDORS ALLOWED IN AT NOON TO BEGIN BOOTH SET UP
ALL LANTERNS AND LIGHTING COMPLETED AND TESTED BY DUSK.
SET UP COMPLETED BY 6PM
SATURDAY, OCTOBER 4:
OeEN cATES AT 7AM TO FINALIZE SET UP, AND ALLOW VENDORS TO FINALIZE BOOTHS EVENT OPENS AT NOON: ENTERTAINMENT AND ACTIVITIES WILL BE THROUGHOUT THE DAY EVENT CLOSES AT 8PM
PRELIMINARY BREAKDOWN WILL BE COMPLETED BY TOPM
SUNDAY, OCTOBER 5:
FINALIZE BREAKDOWN AND CLEAN-UP.
INSPECT SITE FOR ANYTHING LEFT BEHIND
OFF SITE BY NOON, AT THE LATEST
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
t+;is {lfiiiiili:*i<ii,r .,+'t'l', i' 'li
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Agenda Item Number 10
Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
ffiql
IRS
Department of the Treasury
lntbrnal Revenue Service
Tax Exempt and Government Entities
P.O. Box 2508
Cincinnati. OH 45201
Date:
09ta712022
Employer lD number:
87-4319882
Person to contact:
Name: Customer Service
lD number: 31954
Telephone: (877) 829-5500
Accounting Poriod ending:
December 31
Public charlty status:
509(aX2)
Form 990 / 990'EZ/ 990'N required
Yes
Effective date of sxemption:
January 07.2022
contrlbution deductibiliry:
Yes
Addendum aPPllos:
No
DLN:
26053643004992
ASIAN A M ERICAN PACI FIC I SI,AN DEI{ COALII'ION
OF NOR'TI-I T]AY
C/O JONG LEE
601 MONI'ECILI-O RD
SAN RAFAEI-. CA 94903
Dear Applicant:
we,re pleased to tell you rve determined you're exernpt from federal income tax under Internal Revenue code (lRC..) Section 501(cX3). Donors can deduct contribuiions they make to you under IRC Section 170' You're also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055,2106. or 2522' This letter: could help resolve questions on your exempt status. Please keep it for your records' organizatiorls exempt under IRC Section 501(cX3) are further classillecl as either public charities or private t"o,nclations. we determined you're a public charity untler the IRC Section listed at the top of this letter' lf we indicated at the top of this letter that you're required to file Form 99019ga'F.z/990-N. our records show you,re required to file an annual inforrnation return (Form 990 or Forrn 990-EZ) or electronic notice (F'ortn gg0-N. the e-postcarcl). If you don't f ile a required return or notice for three consecutive years, your exempt status u'ill be autornatically revoked.
If we indicated at the rop of this letter that an addendurn applies, the enclosed addendum is an integral part of this letter.
For important information about your responsibilities as a tax-exetnpt organizli?l, go to rvrvw'irs'gov/charities' Enter ,,4zzl -pC,, in the searclr bar to view Public ation 4221-PC, Cornpliance cuide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosttre requiremeltts' Sincere lY'
fe/f/acc a- ' "'wA;;L
StePhen A. Martiri
Director. ExemPt Organizations
Rulings and Agreements
Letter 947 (Rev' 2'20201
Catalog Number 35152P
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 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 Deoosit*
Up to 50 people
51-200 people
More than 200 peoPle
* 25% discount available for park use of less than 3 hours 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
Other Fees
Parking Space Fee**
ResidentialArea
Non-Residential Area
Non-Resident
Fee
So
sloo
slso
Srso
Ssoo
51,000
5so
s12s
s2s0
Fee
s10
s1s
So
51s0
Szso
slso
Ssoo
s1,000
s7s
s2s0
Ssoo
57s
$7s
540
SO
rl?9D
5so
$so
ss0
Sgo
Sgso
5rs..g-
. SsSo;
51,000
s1"00
' s:oq..;)
Si",ooo
,'5 100 ) n
it,Hc;r-,"t,
** Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with lnstructors Utilizing Park Area (per week)*** SmallGroup (1-15 persons) S25
Medium Group (16-30 Persons) SSO
Large Group (31+ persons) 575
+** per week fee for classes with monetary component (e.g. charge for classes) City Hall Meeting Room s1s
Soecial Event Permit Aoolication Paoe21 ol21
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
4117125,1:58 PM AAPIC Many Moons Festival, October 4, 2025 WAIVER REQUEST for lves Park - Paity Lozinto - Outlook il Outlook
AAPIC Many Moons Festival, October 4,2025 WAIVER REQUEST for lves Park From Laurie Fong <[email protected]>
Date Fri 2/28/2025 11:41 AM
To Patty Lozinto <[email protected]>
Cc CielJanet <[email protected]>; Barbara Hom <[email protected]>; Katheryn Fong <[email protected]>; Jo Locke <[email protected]>; Grace Cheung-Schulman < [email protected] >
Hello Sebastopol City Decision Makers,
We're writing to request a fee reduction for the rental of Ives Park for the Many Moons Festival on Octob er 4th 2025. This event is being produced by the Asian American Pacific Islander Coalition of North Bay.
AAPIC is requesting this fee reduction for two reasons. One, though our mailing address is in Santa Rosa, it's an old address from years ?go,which was used to set up the non profit. The majority of our event team live in Sebastopol, and we chose Ives Park to bolster the economy of our town. The event producer (Janet Ciel), has lived here for over 30 years and owns a business in Sebastopol (Sebastopol Bike Center). So we're requesting the local rates for rental, rather than the substantially higher ($700+; non-local fees.
We also noticed you have no non-profit rate. AAPIC is a 501(cX3) # 87-4319332. Perhaps if you feel you can't give us the non-local rates, you could consider giving us a discount based on being a non-profit? As you can imagine, producing a first year event is extremely costly, and we hope that our lovely town can see the advantages of havingan event like this here.
Thanks so much for taking the time to consider this.
Mp s : I I marrymo ons fe stival. com/
about:blank?windowld=SecondaryReadingPane2 112
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
4117125,1:58 PM
Sincerely,
Laurie Fong
Laurie Fong
President
Asian American Pacific Islander Coalition of North Bay
Lauie@aapicnorthbay. org
Cell/Text: (7 07) 97 5-0832
Website : AAPICNorthBay.org
Facebook I Instagram
AAPIC Many Moons Festival, October 4, 2025 WAIVER REQUEST for lves Park - Patty Lozinto - Outlook about: blank?windowld=SecondaryReadingpane2 212
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: 0DADE4OD-7E56-4967-A882-91 8494C97 lBF City Council
Mayor Stephen Zollman
Vice Mayor Jill Mclewis
Phill Carter
Neysa Hinton
Sandra Maurer
Assistant City Manager/City Clerk, MMC
Mary Gourley
mgou rley@cityofsebastoPol,gov
Gity of Sebastopol
April 17,2025
Grace Cheung-Schulman
1136 Baird Road
Santa Rosa, CA 95409
Em ai I : gr ace @aapicnorthbay. orgt
RE Conditional Letter of Approval
Special Event Permit
Many Moon Festival
Location: Ives Park
Date:Oct3-5,2025
Dear Grace Cheung-Schulman
This is to inform you that the Special Event Permit for the Many Moon Festival event to be held on the date, time and location as listed in your permit application, a copy of which is attached for reference, has been conditionally approved, subject to the following conditions of approval. All conditions of approval shall be met a minimum of ten calendar days prior to the start of the event, unless otherwise stated, for permit approval to be valid. If the conditions of approval for this event are not met, this Conditional Letter of Approval for Special Events Permit will be considered null and void.
1. Based on the current fee schedule, a fee in the amount of $1,750. and a deposit in the amount of $1,000. 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 or by credit card. Please contact the Sebastopol Public Works Department at 707 -823-5331 for assistance with processing a credit card payment.
3. Applicant shall notifu residents/businesses adjacent to and across the street from the event (Jewell Ave. and Willow St.) of the date and time of this event and if there will be use of any amplified sound system. If amplification is to be used, the notice shall contain the duration of the times for use of the amplified system. Please provide a copy of the notice and a signature certifliing that this notice was sent to businesses and/or residents as stated above. Please provide a signed copy of the notice to City of Sebastopol Public Works Department at [email protected] as soon as possible but no later than ten days prior to the event. Please see affached map of event area for notification purposes.
7120 Bodega Aveuue. Sebastopol. 6u1i16pla 9-s472 Tel 707.823.1 153 Fax. 707.823.1 135 wu,rv. c i0' ofs ebastopo l. gov
02 ,FO
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: 0DADE40D-7E56-4967-A882-91 8494C97 1BF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
MANY MOONS FESTIVAL
IVES PARK
ocT 3 - 5,2025
4. Areas to be returned to an acceptable condition after the event. At the close of the event, applicant shall perform litter patrol on and within 500 feet of the event site to ensure no litter remains on the site, or nearby properties, parking areas, sidewalks, or streets.
5. Group is responsible for own setup/cleanup and removal of visible trash into trash containers.
Contact Recology Sonoma Marin at707-585-0291to 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 at707-823-5331 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 at707-829-4400 to arrange for Public Works standby crew to respond.
g. 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 fixtureso will be billed to the Applicant.
If the restroom facilities at Ives Park will not meet the need of the event, please provide the following (please check with the Public Works Department regarding this requirement):
a. Provide two (2) portable toilets (one standard, one ADA Accessible) and one (1) hand wash station per 100 people 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 ofthe 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) withthe 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.
10. Contact the Public Works Department (707-823-5331) regarding barricades, irrigation timing, or electrical requirements.
7120 Boclega Avenue, Sebastopol, C.alifornia95472 Tel 707.823.1153 Fax.707.823.1135 rvww. c ity ofseb asto po l. gov
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: 0DADE4OD-7E56-4967-A882-91 8494C97 1BF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
MANY MOONS FESTIVAL
IVES PARK
ocT 3 - 5,2025
I L Parking regulations will be enforced on the surrounding streets. No blocking of access roadways or parking areas and no blocking of sidewalk for ADA accessibility. Any parking issues, including the need to reserve spaces (to be listed in special event pennit application) must be coordinated in advance with the Sebastopol Police Department andlor Public WorksDepaftment.
12. A current Certificate of Insurance with a signed, additional insured endorsement, containing policy number and effective date, naming the City of Sebastopol, its officers, officials, employees, and volunteers as additional insured must be submitted to the City Manager's office.
The Additional Insured Endorsement shall contain primary noncontributory wording and shall be submitted with the Certificate of Insurance. Such insurance shall be provided by the applicant and/or vendors. Please be advised that insurance must be in full force at time of event and failure to maintain such coverage with additional required primary noncontributory wording makes the permit null and void.
13. PLEASE NOTE THE MINIMUM COVERAGE FOR THIS EVENT WILL BE ASFOLLOWS:
a. $3 Million General Liability Per Occurence
b. PLEASE NOTE THAT ANY OTHER VENDOR SUCH AS JUMPY HOUSES, CLIMBING ROCK WALLS, ETC., WILL NEED TO PROVIDE ALL INSURANCE REQUIREMENTS AS WELL AS THEAPPLICANT.
c. Ifliquor is proposed for the event, please ensure that the insurance contains the appropriate liquor liability requirements'
14. The City of Sebastopol and its officers, officials, employees and volunteers shall be defended, indemnified, and held harmless from any claim, action or proceeding against the City, or its agents, officers and employees to attach, set aside, void, or annul the approval of this application, or which otherwise arises out of or in connection with the City's action on this application, including but not limited to, damages, costs, expenses, attorney's fees, or expert witness fees.
15. Group shall be responsible for keeping a cell phone available for emergency contact to callthe Police Department for any problems that may occur. Provide emergency name point of contact and cell phone number to the Police Department at707-829-4400 as well as Public Works Department at citypw@cit)rofsebastopol.eov in case of an emergency no later than ten days prior to the event.
16. Contact Sonoma County Health Department for a Food Industry Health Permit (if applicable) if you propose to cook, serve and/or sell food on site. Advise caterer to contact Sebastopol Finance Office to obtain a business license. Please provide written notification to this office that Sonoma County Health Department was contacted and whether a permit is required ornot.
17. A list of all vendors participating in the event (if applicable) must be submitted to the City of Sebastopol. Applicant and all vendors participating must obtain a Special Events Business License from the City of Sebastopol Finance Department. Please contact them at 707-823-7863 for more information. The following link directs to the online application: Application for Business License - Event or Festival & Farmers Market'
7l20 Bodega Avenue, Sebastopol, California 95472 Tel 707.823.1 153 Fax.707.823.1 135 wu'r'v. c i ty ofsebastopo l. gov
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: ODADE40D-7E56-4967-A882-91 8494C97 1BF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
MANY MOONS FESTIVAL
IVES PARK
ocT 3 - 5,2025
18. All Vendors must submit a signed City of Sebastopol Event Food Service Ware Requirements for Vendors.
19. A full description of each event/activity as well as placement of each activity in the listedareas of this permit application is required for approval by the City.
20. This is to advise you that alcohol !q proposed to be served at this event.
21. All pedestrian and vehicular traffic shall be arranged and directed by the applicant in amanner that assures the safety of all individuals visiting or participating in the event.
22. Theapplicant shall maintain plans to ensure appropriate and safe circulation. The applicant shall be responsible for all traffic control during event, including set-up and tear-down of equipment needed for execution of traffic control, including but not limited to traffic barricades.
23. No event-related promotional signs for this event shall be placed on public rights of way (streets, sidewalks, parkways, light poles, landscaped-traffic islands, etc.) or other public lands unless specifically authorized by the City and/or Caltrans. Each such promotional sign removed by the City shall be subject to a $15.00 deduction from the event security deposit.
24. Please ensure that Best Management Practices are put into place to prevent stormwater pollution during your event and ensure that all participants and vendors are aware of the importance of protecting our watershed by eliminating improper discharges to storm drains. Please see attached flyer.
25. No amplified music shall be played outside of the hours specified in the application materials.
At the direction of the Sebastopol Police Department, music shall be immediately terminated or otherwise modified at any time, upon determination by the Department, that it is causing an undue disturbance to nearby residents or businesses; or is unduly disruptive.
26. Please note that the City has adopted a comprehensive noise ordinance. If your event is planned to go beyond the starting or ending time for noise restrictions, please submit a letter to this office requesting a variance to this ordinance no later than twenty days prior to the start of the event.
27. Applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance and alcohol in the park ordinance.
28. The event is required to comply with the latest Coronavirus Health Order issued by the Sonoma County Health Officer. The most recent health order is available at https://socoemersencv.orq/
29. The City Manager shall have the right to modiff 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. 7l20 Bodega Avenue, Sebastopol, california 95472 Tel 707.823.1153 Fax. 707.823.1 135 wrvrv. ci tv ofsebastopo l. gov
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025
Docusign Envelope ID: 0DADE40D-7E56-4967-A882-91 8494C97 1BF
SPECIAL EVENT
CONDITIONAL LETTER OF APPROVAL
MANY MOONS FESTIVAL
IVES PARK
ocT 3 - 5,2025
30. The permit applicant may appeal a permit denial, permit condition, or permit revocation or refusal to waive a deadline by filing an appeal within five (5) days of the date of the City Manager's decision with the Public Works Department a [email protected]. The appeal shall be heard by the City Council at its next regular meeting.
Sincerely,
ffi)r',#M
Mary Gourley
Acting City
Manager
Enclosures:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF: Public Works Department -707-823-5331
Planning Department - 7 07 -823 -61 67
Fire Department - 707-823-8061
Police Department - 7 07 -829-4400
7120 Bodega Avenue, Sebastopol, California 95472 Tel 707.823.1l5.l Fax.707.823.1135 wwrv. c i ty ofsebastopo l. gov
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting Packet for May 20, 2025