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 Waiver of Special Event Permit Fees & the use of the garbage franchise agreement for rentals of portolets and handwash stations, for the Sebastopol Kiwanis Club Annual 3rd of July Fireworks and Music Extravaganza Total Fees:
$6,930.00
================================================================================================ RECOMMENDATIONS:
That the City Council approve waiver of Special Event Permit fees and use of the Garbage Franchise Agreement for waste carts, and portolet and handwash station rentals for the Kiwanis Club Annual 3rd of July Fireworks and Music Extravaganza. This $6,930.00 amount includes: Special Event Permit Fee: $730.00, Public Works Staff Time: $2,500.00, and Police Staff Time: $2,700.00. A fee of $1,000.00 would be charged against our Garbage Franchise Agreement allowance of $10,000.00 for waste carts, portolet rentals, and handwash stations. The newly approved franchise agreement with SCRR contains a benefit to the City of a set aside fund of $10,000 for special event permits to be used for the City of Sebastopol Sponsored or Co Sponsored Events. This will be the first event to utilize this set aside fund.
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 3rd of July Fireworks and Music Extravaganza is in its 50th year and is a cherished tradition that plays a crucial role in Sebastopol’s identity. This event is changing the location from Analy High School to the Sebastopol Community Cultural Center Parking Lot. The Fireworks will still be at Analy High School. All monies raised at this event are given back to the community through scholarships and grants to local nonprofits. Provides a wide range of cultural experiences and diversified community connections.
Fees Event Cost Fee Waiver Request Staff Time
Special Event Permit Fee $730.00 ---- $730.00
Public Works Staff Time $2,500.00 ---- $2,500.00
Police Staff Time $2,700.00 ---- $2,700.00
Garbage Franchise Agreement $3,649.87 $1,000.00 ----
Total Fees $9,579.87
Total Fees to be waived $1,000.00 $5,930.00
Total Fiscal Impact $6,930.00
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
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
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.
STAFF ANALYSIS:
If the Council approves the granting of use of the franchise agreement set aside fund for special events in the amount of $1,000.00 and staff time in the amount of $5,930.00, 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 waive the special event permit fees and staff time. $1,000.00 of the $3,649.87 quoted fee for waste carts, handwash stations, and portolets can be granted through the set aside fund of the new SCRR Garbage Franchise Agreement. Therefore, the fiscal impact would be a loss of $6,930.00. To date, the City Council has approved a total amount of $16,345.00 in waivers. This will be the first event accessing the set aside funding for City Sponsored Events allocated in the Garbage Franchise Agreement.
RESTATED RECOMMENDATION:
That the City Council approve waiver of Special Event Permit fees, Staff Time and use of the Set Aside funding in the Garbage Franchise Agreement for the July 3rd Fireworks and Music Extravaganza for a waiver amount of $6,930.00.
OPTIONS:
1. Deny the fee waiver in the amount of $1,000.00 (set aside funding in new franchise agreement) and donation of staff time in the amount of $5,930.00 for a total amount of $6,930.00.
2. Reduce or increase the fee waiver request and/or reduce the donation of staff time by an amount deemed appropriate by the Council.
ATTACHMENT(S):
1. Application for the July 3rd Fireworks and Music Extravaganza
2. Special Permit Waiver Letter
3. SoCo Resource Recovery Quote
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
4. Conditional Letter of Approval
APPROVALS:
Department Head Approval: Approval Date: May 5, 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 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
CITY OF SEBASTOPOL
Special Event Permit Application
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special events throughout the year. These events are an important part of our community and can add significantly to the quality of life for our residents and visitors. Depending on the nature of the events, they can enhance our neighborhoods, highlight products and services, provide marketing opportunities, and add to our cultural enrichment.
This packet is intended to help you understand the special event permitting process and provide helpful information as you plan your event.
The City of Sebastopol is committed to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works Department at707-823-5331or email [email protected] for further information.
On behalf of the City of Sebastopol, we thank you for contributing to the spirit and vitality of our community through the staging of your event. Best wishes for a successful event.
Application Process
1. Contact Public Works Deprartment to ascertain the availability of the location where the event is requested to be held.
2. Complete the application packet (and provide any additional materials regarding this event).
3. Ensure all blanks are filled out and initial the bottom of every page. Please use black ink to complete the application.
4. Ensure the application has a wet signature. Electronic signatures will not be accepted.
5. Submit the packet and filing fees to Public Works Department.
6. Complete and submit the City event requirements.
7. Pay event fees when the application is submitted for routing. The application will not be routed without payment of fees in full.
8. Ensure appropriate departments have been contacted a minimum of l0 days prior to the event.
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 submitted less than 30 days prior to the event may not be approved.
If your event requires banners on City poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more information, please contact the Public Works Department at707-823-533 L
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 lnitia{% Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 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 at 707 -823- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.
Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for electrical service by indication on the application.
Park Hours
City of Sebastopol parks are open seven days a week, year-round from dawn to dusk. All unreserved areas remain open to the public at all times during park hours.
Cancellation Fee
If cancellation is necessary, the City must be notified immediately. If a reservation is cancelled more than 30 days prior to the event, the entire deposit will be refunded. If a reservation is cancelled less than 30 days prior to the event, a $25.00 non-refundable cancellation fee will be withheld from the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance.
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, at your sole expense, each of the following items as indicated:
Proof of insurance comprised of a certificate of insurance and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in 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 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 all exclusions pertaining to athletic or recreational event/programs must be disclosed in the endorsement, and failure to do so will not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your event/program.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, employees and volunteers must be excess and noncontributing. A Primary NonContributory Endorsement is required.
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $2,000,000 per occurrence for bodily injury, personal injury and property damage.
Please note the City may require an increase in policy limits due to the nature of the event.
Special Event Permit Application Page 2 of 19 Applicant's lnitials-C .
Agenda Item Number 8
Agenda Item Number 8
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 satisfy these requirements by furnishing the City with certificates of insurance and endorsements affecting the required coverage. The certificates and endorsements are to be on ISo-approved forms.
Note: 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 acceptthe wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must specifically list the following:
"The Cify of Sebastopolo its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
This insurance is primary with respect to the additional insured named above. Any other insurance available to the Cify 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 return this original Notice of Conditions to indicate your receipt and understanding of each of the conditions listed above.
4//-, /L? Date: Q-to'f Authorized Signature:
Name of Organization: Kiwanis Club of Sebastopol
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 Appl icant's lnitial -QL' Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
02 ('?
l1)
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 -823-215 l.
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 organization I represent, am authorized to commit that organization to agree to abide by the rules, regulations and guidelines specified herein, and that I will accept all responsibilities for any damage to City property and/or facilities, and any payments for municipal services andlor resources as they have been outlined and as they may be utilized by me and the organization whom I am representing and the patrons who will be served by this event.
Authorized Signature:
Printed Name of Signer:
&/b Date: L'tO {
Callie S nno
Special Event Permit Application Page 4 of 19 Applicant's rnitiarc eL_ Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Please use black ink to complete this application.
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works Department
714 Johnson St.
Sebastopol. CI'95472
Phone: 707-823-5331
Email : [email protected]
APPI-ICANT IN}TORMAI-ION
Applicant Name:
Street Address:
Cify:
Main Phone:
Email:
City:
Kiwanis Club of Sebastopol
601 Ferguson Road
Sebastopol State:
Cell:
CA
510-219-9232
zip. 95472
N/A
[email protected]
On-site Contact Name (if different): Callie Konno
Street Address: 601 Ferguson Road
Sebastopol State:
Cell:
cA 95472 zip:
Main Phone: N/A 510-219-923
Email: [email protected]
Sponsoring Organization Name (if any):
Street Address:
City:
Phone:
Website:
State:
Is the organization a nonprofit? X Y"r
-
No (If yes, please provide a tax-exempt letter to the City.) Event Name: 3rd of July Fireworks and Music Extravaganza Event Short Description: (This should be promotional in nature and should not exceed 20 words.) 3rd of July Fireworks and Music Extravaganza
Zipz
Event Detaited Description: (Please provide a narrative and timeline of your event. You may attach pages if needed. A complete Site Plan/Route Map is required with your application.) July 2 and 3, 2025 - 9:00 am to 3:00 pm - set up site for vendors, entertainers, and guests July 3, 2025 - 4:00 pm to 9:00 pm - admit guests, music show, parade of flags July 3, 2025 - 9:30 pm to 10:00 pm - fireworks show (launch from Analy High School baseballfield) July 3, 2025 - 10:00 pm to midnight - clean up site
EVEN'I INF'ORMA'I'ION
Special Event Permit Application Page 5 of 19 Applicant's tnitrarc h Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
t,VL-N1' IN FORI\4A1'I ON Continuecl)
Event Location: (9.g., "Ives Park to include stage and BBQ area" or "City Hall Conference Room") Sebastopol Community Cultural Center parking lot including aftached footprint Will you need access to electricify? 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 submitted with the application for processing.) Sebastopol Community Cultural Center parking lot will have main stage with musical acts. Adjoining areas for food and beverage vendors, non-profit organizations, children's entertainment including bouncy house, with street and lawn areas for fireworks viewing Does the event involve the use of a City park?
-
Yes X No
If yeso list name(s) of park(s):
Event Type: _ Athletic/Recreation
_ Farmers/Outdoor Market
/ Festival/Celebration
_ Exhibits/Misc. _ Parade/Procession/March
_ Concert/Performance _ Circus/Carnival
_ Free Speech
-
Block Party
Other (please explain)
Attendance: Anticipated Total Attendance: 6,0S Anticipated Daily Attendancet 6'0S Is event open to the public?
Is this an annual event?
X Y"t
X Y".
No
No
If yes, how many years has the event been held? 51
Prior location(s) of event: Analy High School Football Stadium Setup: Start Date July 2 and 3, 2025 Starr Time: 9:00
Start Time
End Time: 10:00
AM PM
au X pira
AMXPM
AM PM
X
x
July 3, 2025
July 3, 2025
4:00 Event:
Cleanup: End Date:
Start Date
End Date:
End Time:
Special Event Permit Application
July 4, 2025
12:00
Applicant's lnitials fu
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
ti.Vi,N'f DL.'l'AIl-S
Amplified Sound: X Y".
-
No If yes, complete the following
Type of Sound Equipment:
Location of Amplified Sound:
Date of Amplified Sound:
Start Time. 4:00
PA system, musical amplification
South area of parking lot
July 3, 2025
ann X pvr B1161i*"' 9:30 avr X pvr
Purpose: Musical show and announcements
Description: _ Stereo { BandlLive {ot / Microphone/PA System Owner of Amplified Sound Equipment: Glenn Dennier
First Name Last Name
Business/Organization Name: Audio North
Max Power' 2000 wans Max Volume: 120 Decibels Dist. of Audible Sound: 300 Feet For Sound Vehicle Only: Vehicle License Number:
Vehicle VIN:
Vehicle Make:
Vehicle Year:
Security Plan: X Yes
-
No If yes, complete the following
Security Plan Description: Professional security and Sebastopol Police Department If using licensed professionalso list company name:
Number of licensed professional stafft 12
If using volunteerso how many? 20
How will volunteers be identified? T-shirts with Kiwanis logo and name tags 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: Professional food vendors, food trucks, Analy High School culinary program
On-Site Food Preparation Method: / Propane / 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 If yes, how many? 15
Todd Daley
Special Event Permit Application Page 7 of 19 Applicant's tnitials-%:J Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
F]VEN'I" DE]'AIt,S Continued )
Alcoholic Beverages: X Yes
-
No If yes, complete the following.
{ nP,c License may be required
Alcohol Distribution Method:
-
Free-h ost { For Sale (Type: / Beer / Win" -Hard Alcohol) Flease 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:
-
Yes X No If yes, complete the following.
Parking Plan Description:
Portable Toilets: X Yes
-
No If yes, complete the following
Number of Standard Toilets: 15 Number of ADA Accessible Toilets: 2 Description of Placement: (Please indicate location of toilets on your site diagram.) 4 standard toilets and one ADA accessible toilet on southeast side of parking lot, 4 standard toilets on northeast side of parking lot, 3 standard toilets and one ADA accessible toilet at Wallace and Bonnardel, 2 standard toilets at Johnson and Tafi, 2 standard toilets at Morris and Laguna Parkway Garbage/Recycling: X Yes
-
No If yes, complete the following.
Number of garbage cans provided: 10 Number of recycling cans provided: 10 Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) Cleanup to occur after the event, from 10:00 pm to midnight, trash and recycling will be placed in the approp riate Sebastopol Community Cultural Center bins Mitigation of Impact:
Have you notified or met with the residents, businesses or other entities that may be impacted by your event?
Do you have a sample of the written notice that you propose to distribute prior to your event? If yes, please attach the written notice. _Yes X No
_Yes X No
EVIJN'| T]OMPONENl S
Please indicate which components will be present at the event _ Open Flame / Inflatables/Jump Houses
/ Signs/Banners
/ Stages
/ Tables
{ TentslCanopies
/ Vendors
Special Event Permit ApPlication Page 8 of 19 Appl icant's lnitia| -@= Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
AGREEMENT AND SICNATLIRtT 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 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 conect and hereby accept full responsibility for any breakage or damage to property and/or building, and for conduct of those attending the function for which the facility is requested. The undersigned, who is to be in charge of the event, is twenty-one years of age or older. The applicant agrees that he/she will be responsible for the use and care of City property. Applicant further agrees that the character of entertainment at the above-named place will conform to that stated in the application. Applicant agrees to indemnify, defend, and hold/save harmless the City of Sebastopol, its officers, officials, employees and volunteers and against any and all claims, demands and causes of action that may be brought against the City of Sebastopol, its officers, offrcials, employees and volunteers, caused by, arising out of or in any way connected with the use by the undersigned of the City of Sebastopol facility or the exercise of the privilege herein granted, except that arising out of the sole negligence of the City. If permission is granted, I, or my representative, agree to be present during the entire use of the facility.
My signature below signifies that I agree to abide by the conditions of this application, the Special Event Use Policy and of any contract issued based on this application.
I agree to pay to the City of Sebastopol all costs the City may incur as a result of any failure to comply with all of these conditions, including damages due to failure to leave the premises in rentable condition.
I understand that all conditions of approval for this permit must be complied with no later than 10 ' days prior to the event. Failure to meet all conditions may result in permit being deemed null and void.
I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree that I am to be responsible for reimbursing the City of Sebastopol for any costs incurred to repair or replace City which is damaged as a result of the activity Signature Date: 2' f0 . 2(
Please submit this form with a non-refundable Special Event Permit Application Fee to:
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: [email protected]
Special Event Permit APPlication Page 9 of 19 Applicant's rnitiatsl@f.
Agenda Item Number 8
Agenda Item Number 8
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.
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 applicationo or other pertinent information,that any of the following conditions exist:
n. 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. 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 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:
^. 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 ACTIYITY DATE - rcJ be authorized upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIFICATION AND LIABILITY
a. Applicant must sign agreement to reimburse the City for any costs incurred to repair or replace City property, which is damaged as a result of the activity' b. Applicant shall also defend, indemnify, 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 lnllials 4:
Agenda Item Number 8
Agenda Item Number 8
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 IN CITY PARK (SMC 9.24.265)
TO BE FILLED OUT BY APPLICANT
Date of Application . February ?,2025 Location Requested:
Contact person: Robin Latham
Address: Hurlbut Street, Sebastopol, CA, 95472
Community Center parking lot
(Libby, Ives, Other)
(Must be 21 years or older)
Phone: 707-829-1928
Cell phone number for person at activity: 707-280-9259
Date: July 3, 2025 Exact hours from: 4:00 Pm 1o. 10:00 pm Fully describe activity: (Type of beverages being consumed, picnic/birthdaylparty) Wine and beer to be sold, 3rd of July fireworks and music festival Anticipated number of participants' 6000
OFFICE USE ONLY
Approved: Yes: No: Date Reason liot approved:
PD ID Number
DISCLAIMER
The undersigned applicant, who is to be in charge of the event, is twenty-one years of age or over. The applicant agrees that he/she will be responsible for the use and care of City property.
Applicant further agrees that the character of the activity at the above-named place will conform to that stated in the application. Applicant agrees to indemniff and hold harmless the City of Sebastopol, its officers, officials, employees and volunteers, caused by, arising out of or in 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 CONTRACT AND WILL CONFORM WITH THE RI]LES ATTACHED TO THIS AGREEMENT.
Signature of Applicant: Date 2.ro'2s
Special Event Permit Application Page 11 of 19 Applicants tnitalsL -
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLIGATION FOR EVENTS
Submit minimum 30 days prior to event
o Events in Sebastopolwith food or beverage vendors or providers must submit aZero Waste plan as part of the permit application.
o Allevents in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 o Events are strongly encouraged to use lo}o/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
tr Letter from Recology showing proof of garbage, recycling, and compost services -oRLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
o Events are strongly encouraged to use 100% reusables for food service ware, if disposables are chosen, they need to comply with City of Sebastopol Event Food Service Ware Requirements for Vendors
o List the reusable food service ware that will be used at your event (i.e: glass cups, metal - cutlery, fabric tablecloths, etc):
Biodegradable and compostable plates and utensils
Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
Special Event Permit Application
IAg? ffiFGlll&E
!lGcyrilr
Page'12 of 19 Applicant's tnttiasJh!- .
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
t.
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:
Water line with multiple taps attached to existing water source Tero 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 brosia Thomson (7 07) 291 -8652, athomson@recology. com) 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:
(recologv. com/recologv-sonoma-mari n/event-servicesi ) 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. recoloqv. com/recoloqv-sonoma-marin/event-services/ B. There should be no stand-alone trash bins.
c'HowmanycomposUrecycling/garbagestationswillyoureventhave?L
1. Where will the stations be located? Attach map or give description of locations.
Stations will be located at the southeast and northeast corners of the community center parking;l as well as near at Morris Street and Laguna and Johnson and Taft
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).
We will not be ordering large dumpsters from Recology
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 nirias-@:
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 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:
Zero Waste stations will be monitored by volunteers.
L How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
Volunteers will be trained by Green Mary or one of her staff Leftover food and used cooking oil
A. Unserved, leftover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-8711, sonomafoodrunners.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?
There will be no giveaways at the event.
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?
The 3rd of July Fireworks and Music Extravaganza strives to be a zero waste event. Pack it in, pack it out, leave no trace.
2. Where will this message be displayed (fliers, website, facebook event page, etc)? Fliers, website, signs at entrance
Special Event Permit Application Page 14 of 19 Applicant's lnilia6-1' Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Resources
Recoloqv
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/recologv-sonom a-ma ri n/event-services/
To borrow a set of Recology's waste station signs, contact Recology Sonoma-Marin Waste Zero Specialist: Ambrosia Thompson [email protected], or download signs from the Recologv Event Services website:
https://rnnvw. recoloqv. com/recoloqv-sonoma-ma rin/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 composV 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://qreenmary.com/ o Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] www.wastebusters. i nfo
o Right Gycle/ 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 fill their water bottles with filtered water) for events.
lf you provide cups at the water stations you must use compostable paper cups (cups without moisture barrier) such as these wax-free paper cone cups or paper cone cups .
r Hydrologic Water Treatment Services
Tony Pagliaro tony@hydrologicwater. comcastbiz. net
r US Pure Water / Michael Levine (415) 272-3288, [email protected], https://wwr.rv. uspw. neVevents-*hvd ration-stations. htm I o 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:
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i
Special Event Permit Application Page '15 of 1 9 Applicant's lntids-QY -
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
o Sudbusters, lnc. www.sudbuste rs 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, mary@g reenmary. com, http://q reenmary.com/
The Rentat 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) 596-8711r sonomafoodrunners.org. Contact prior to event to arrange pick up. o Leftover food scraps from patrons can be donated to a pig farmer Used Cookinq Oil
These organizations pick up used cooking oil and recycle it into biodieselfuel. Arrange pick-up ahead of event:
o 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:i/greenmary.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastogol Polystyrene Ban and disposable food service ware ordinance :
sebastoool. m u nici oal. codesiSM C/8.36. 0 1 0
Municipal Code 8.36
o Polystyrene (styrofoam) food serviceware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposable food service ware that contains polystyrene foam." Section
8.36.030
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
o Plastic straws banned (paper straws permitted).
o
a
Special Event Permit Application Page 16 of 19 Applicant's tnitiarc-L:
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 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 "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
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City of Sebastopol Event Food Service Ware Requirements for Vendors .!. Permit applications must have signed copies of this document from each participating vendor
ALLOWED
Comnostable ltemsx:
. 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 Items:
. Aluminum cans & (clean) foil
. Glass bottles and jars (empty with lids on)
. #l PETE clear plastic cups
Paner tthot cunst'
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 (ketchup, soy sauce, etc)
All #6 PS plastics. including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). "Compostable" plant/bio-plastic ploducts/ PLA
l@-x*
Coated naner food containers (If it has a shiny surface/ moisture barrier, it is likely coated). Exception: paper coffee cups for hot beverages.
Foil for servins food in
o When food is served in foil, patrons often do not separate food scraps from the foil, resulting in a high
contamination rate in compost receptacles.
*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---<ven if it is labeled "compostable" or suppliers claim otherwise.
**Although technically compostable in certain facilities, compost facilities serving Sonoma County do not currently accept these items; therefore, these products are not compostable in Sonoma County.
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 softed waste into the appropriate compost, recycle, garbage receptacles at the end of the event.
Vendor name: Vendor signature:- Date:_
Special Event Permit Application Page 1Z of 19
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polystyrene Ban and disoosable food service ware ordinance :
sebastopol. municipal. codes/S M C/8. 36.0 1 0
Municipal Code 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 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 8.36.06O
o Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 18 of 19 Applicant's ln itia'-A - Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Activity Description
Community
Group Fee Resident Fee
Non-Resident
Fee
Application Fee
Up to 50 people
51-200 people
More than 200 people
Securitv Deposit*
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51-200 people
More than 200 people
* 25% discount available for park use of less than 3 hours So
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5L-200 people
More than 200 people
Am plified Sou nd/Stage/Bouncehouse
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Stage Use
Bouncehouse Use
Other Fees
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Parkine Soace Feex*
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Non-Residential Area 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 Utilizing Park Area (per week)*** SmallGroup (1-L5 persons) SZS
Medium Group (16-30 persons) 5SO
Large Group (31+ persons) S75
*** Per week fee for classes with monetarV component (e.g. charge for classes) City Hall Meeting Room s1s
Special Event Permit Application Page 19 of 19
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
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Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Kiuuamis
Club of Sebastopol
March 23,2025
Dear City of Sebastopol Mayor, Council, and Staff,
On behalf of the Kiwanis Club of Sebastopol we would like to thank you for your ongoing support of our annual 3rd of July Fireworks and Music Extravaganza. As you know Kiwanis has organized this Sebastopol community fundraiser for over 50 years, and we could not do it without youl As a major supporter over the years, the City of Sebastopol has worked with us to ensure a safe, fun, and family-friendly celebration. ln particular, the Police and Fire Departments have supported our annual patriotic event, from safety training beforehand to patrols during the show. We are very grateful for the City's assistance in running a seamless celebration'
This year we are pleased to be working even closer with the City as we change the location of the show from Analy High Schoolto The Sebastopol Community CulturalCenter. This change comes with many challenges and additional costs. As a Sponsor, we hope the City would be willing to provide support and servicesthatwouldhelpcoverthoseadditionalcosts. All moniesraisedatthe3rdofJulycelebrationare given back to the community through scholarships and grants to local nonprofits.
Thus, we are asking the City to sponsor our event in the following ways:
t. provide, install, and remove K-Rails for safety. We intend to use these concrete barriers as well as safety cones at strategic locations to protect festival patrons while also allowing emergency ingress and egress for Public Safety and City staff'
Z. Provide and remove recycle, compost, and garbage receptacles using Sonoma County Resource Recovery as allowed bY contract.
3. Provide and remove port-o-lets for event attendees using Sonoma County Resource Recovery as allowed by contract.
4. Waive event and permit fees required by the City.
5. Waive Public Safety staffing and overtime expenses.
6. Recommend Kiwanis to Sonoma County Transit to request free transfer shuttles for patrons to and from nearby parking areas to the event, utilizing local electric buses.
7. Promote the event in the City through their newsletter, website, and publications.
8. Promote the event as an insert in the water bill.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
As a Sponso4 you will receive special recognition from the Stage, logo placement in prominent locations at the event as well as on our electronic media, and tickets to the show. We look forward to your participation in the ongoing community fabric that has kept this a blast for half a century! Please let us know if you have any questions, and we look forward to your reply and support.
Sincerely,
Kiwanis Club of Sebastopol
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Here is the quote for the July 3'd event. We made the following recommendations to the Kiwanis Club 12 Standard portolets
2 ADA portolets
2 Standard handwash stations
l ADA handwash station
20 sets of carts (garbage, recycle, and organics)
The price of the portolet rentals is 53IL2.22 and 5537.65 for the carts, for a total of 53649.87.
Once lreceiveyourapproval, lwillmake arrangementsforthe deliveryand removalof the units.
Thank you
Alissa
Alissa Johnson
Administrative Operations Manager
10611 Old Redwood Hwy
Windsor, CA95492
(7 07 ) 7 95-7 47 O, ext. 6L82
6.r soHoltA couruw -\ RESouRCE RECovERY
2 Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: D AC72D7F -3C3E-45 1 F-A64F-ECEDDB04082E City Council
Mayor Stephen Zollman
Vice Mayor Jill Mclewis
Phill Carter
Neysa Hinton
Sandra Maurer
Assistant City Manager/City Clerk, MMC
Mary Gourley
mgou [email protected]
Gity of Sebastopol
April29,2025
Kiwanis of Sebastopol
Attn: Callie Konmo
601 Ferguson Road
Sebastopol, CA,95472
Email : cskonno@yahoo,com
RE Conditional Letter of Approval
Special Event Permit
July 3rd Fireworks
Location: Sebastopol Community Cultural Center
Parking Lot
Date: July 3,2025
Dear Callie Konmo,
This is to inform you that the Special Event Permit forJuly 3'd Fireworks to be held on the date, time and location as listed in your permit, a copy of which is attached for reference, has been conditionally approved, subject to the following conditions of approval. All conditions of approval shall be met a minimum of ten calendar days prtor to the start of the event, unless otherwise stated, for permit approval to be valid. lf the conditions of approval for this event are not met, this Conditional Letter of Approval for the Special Event Permit will be considered null and void.
L. Based on the currentfee schedule, a fee in the amount of 5730.00 and a deposit in the amount of S1,000.00 is required forthis event. Forthis application only, the City will inspectthe Parking Lot afterthe event for damages. lf damage has occurred, the amount shall be deducted from the deposit.
2. please submit a check made payable to the City of Sebastopol for the full amount of the permit fee and deposit. lfyouprefertopaybycreditcard,pleasecontacttheSebastopol FinanceDepartment(707-823- 7863) for processing the credit card payment.
3. The applicant shall notify residents/businesses adjacent to and across the street from the event (Morris St, Johnson St, Eddie Ln) of the date and time of this event and if there will be use of an amplified sound system. lfamplificationistobeused,thenoticeshallcontainthedurationofthetimesforuseofthe amplifiedsystem. Pleaseprovideacopyofthenoticeandasignaturecertifyingthatthisnoticewassent 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] with signature to as soon as possible but no laterthan ten days priortothe event. Please see attached map of event area for notification pu rposes.
?l20BodegaAvenue,Sebastopol,CaliforniagS4T2 Tel,707.823.1153 Fax.707.823.1135 wwrar cityofseb astopol, orgt
,FOs
02 sr
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Docusign Envelope lDt DACT 2D7F -3C3E-451 F-A64F-ECEDDB04082E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
JULY 3 FIREWORKS
SEBASTOPOL COMMUNITY CULTURAL CENTER PARKING LOT
JULY 3, 2025
4. Areastobereturnedtoanacceptableconditionaftertheevent. Atthecloseoftheevent,applicantshall 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 forown setup/cleanup and removalof visible trash into trash containers. Contact Sonoma County Resource Recovery (707-795-7470) to arrange for additional trash and recycling containers.
6. Zero Waste Application for Events must be submitted
7. DOES NOT APPLY: Prior to the event, please inspect the City restrooms to ensure cleanliness. lf you believe that the restrooms are not clean or sanitary, please contact the Public Works Department (707- S23-5331) during normal business hours.
8. After normal business hours, please report any issues with the restrooms, damages or hazardous conditions to the Sebastopol Police Department (707-829-4400) to arrange for Public Works standby crew to respond.
9. Note: Damages or conditions caused by the event may be charged back to the event for time and materials. As stated above, a deposit of $1,000.00 is required. Any costs incurred by the Public Works Department for any cleanup after the event, or for damages to landscaping or fixtures, will be billed to the Applicant.
lf the restroom facilities at Parking Lot will not meet the needs of the event, please provide the following and check with the Public works Department regarding this requirement:
a. provide two (2) portable toilets (one standard, one ADA Accessible) and one (1) hand wash station per 100 persons attendingthe event. Trash containers and toilets are to be placed on asphalt paved areas only and shall be removed the day following the event. b. ln addition to the portable restroom requirements, events notsecuringthe entire park require that any public restrooms remain accessible to the general public. c. Large events that create overflow event usage of the City restroom requires the event to provide one staff member to clean and service the restrooms at a minimum of once per hour. d. Prior to the event, please provide the Public Works Department (707-823-5331) with the name and contact information of the person assigned to restroom maintenance. e. A key will be issued to the event holder for the storage area containing cleaning supplies and paper products to service the restrooms.
10, Contact the Public Works Department (707-823-5331) regarding barricades, irrigation timing, or electrical requirements.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: DAC72D7F -3C3E-451 F-A64F-ECEDD804082E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
JULY 3 FIREWORKS
SEBASTOPOL COMMUNITY CULTURAL CENTER PARKING LOT
JULY 3, 2025
1-1. Parking regulations will be enforced on the surrounding streets. There can be no blocking of access roadways, parking areas, or sidewalks for ADA accessibility. Any parking issues, including the need to reserve spaces (to be listed in the Special Event PermitApplication) must be coordinated in advance with the Sebastopol Police Department andlor Public Works Department. 1"2. A current Certificate of lnsurance 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 lnsurance.
Such insurance shall be provided by the applicant and/or vendors. Please be advised that insurance must be in full force at the time of the event and failure to maintain such coverage with required additional insured, primary/noncontributory wording makes the permit null and void.
13. PLEASE NOTE THE MINIMUM COVERAGE FOR THIS EVENT WILL BE A5 FOLLOWS:
a. 53 Million General Liability per occurrence
b. PLEASE NOTE THAT ANY OTHER VENDOR, SUCH AS JUMPY HOUSES, CLIMBING ROCK WALLS, ETC., WILL NEED TO SATISFY ALL INSURANCE REQUIREMENTS AS WELL AS THE APPLICANT. c. lf liquor is proposed for the event, please ensure that the insurance contains the appropriate liquor liability requirements.
14. The City of Sebastopol, its officers, officials, employees and volunteers shall be defended, indemnified, and held harmless from any claim, action or proceeding agatnst the City of Sebastopol, its officers, officials, employees and volunteers to attach, set aside, void, or annulthe approval of this application, or which otherwise arises out of or in connection with the City's action on this application, including but not limited to, damages, costs, expenses/ attorney's fees, or expert witness fees.
15. Group holding the event shall be responsible for keeping a cell phone available for emergency contact to thePoliceDepartmentforanyproblemsthatmayoccur. lncaseofemergency,pleaseprovideacontact name and cell phone number to the Police Department (707-829-4400) as well as Public Works Department at [email protected] no later than ten days prior to the event.
16. Contact Sonoma County Health Department for a Food lndustry Health Permit (if applicable) if you propose to cook, serve and/or sell food on site. Advise the caterer to contact Sebastopol Finance Office to obtain a business license. Please provide written notification to this office that the Sonoma County Health Department was contacted and whether a permit is required or not.
17. A list of all vendors participating in the event (if applicable) must be submitted to the City of Sebastopol.
Applicant and all participating vendors must obtain a Special Event Business License from the City of Sebastopol Finance Department. Please contact them at 707-823-7863,
18. All Vendors must submit a signed City of Sebastopol Event Food Service Ware Requirements for Vendors.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD DAC72D7F -3C3E451 F-A64F-ECEDDB04082E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
JULY 3 FIREWORKS
SEBASTOPOL COMMUNIry CULTURAL CENTER PARKING LOT
JULY 3, 2025
19. A full description of each event/activity as well as placement of each activity in the listed areas of this permit application are required for approval by the City.
20. This is to advise you that alcohol lS proposed to be sold or served at this event.
21. All pedestrian and vehiculartraffic shall be arranged and directed by the applicant in a mannerthat assures the safety of all individuals visiting or participating in the events.
22. fheapplicant shall maintain plans to ensure appropriate and safe circulation. The applicant shall be responsible for all traffic control during the event, including setup and teardown of equipment needed for execution of traffic control, including but not limited to traffic barricades.
23. No event-related promotional signs for this event shall be placed on public rights of way (streets, sidewalks, parkways, light poles, landscaped-traffic islands, etc.) or other public lands unless specifically authorized by the City andlor Caltrans. Each such promotional sign removed by the City shall be subject to a srs.oo 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. Atthe direction of the Sebastopol Police Department, music shall be immediately terminated or otherwise modified at anytime, upon determination bythe Department, that it is causing an undue disturbance to nearby residents or businesses, or is unduly disruptive.
26. Please note thatthe City has adopted a comprehensive noise ordinance. lf yourevent ls planningto go beyond the starting or ending time for noise restrictions, please submit a letter to this office requesting a variance to this ordlnance no later than twenty days prior to the start of the event.
27. Applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance and alcohol in the park ordinance.
28. The City Manager shall have the right to modify or initiate revocation of this approval at any time if any of the terms of such permit or the conditions of approval for said permit are violated, or for other good cause deemed necessary to maintain or improve the public right of way or to preserve and protect the health, safety and welfare of the public.
29. The applicant may appeal a permit denial, permit condition, or permit revocation or refusal to waive a deadline byfiling an appealwithin five (5) days of the date of the City Manager's decision with the Public Works Department at [email protected]. The appeal shall be heard by the City Council at its next regular meeting.
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025
Docusign Envelope lD: DACT 2D7F -3C3E-45 1 F-A64F-ECEDDB04082E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
JULY 3 FIREWORKS
SEBASTOPOL COMMUNITY CULTURAL CENTER PARKING LOT
JULY 3, 2025
Sincerely,
ffi'@Mary Gourley
Acting City Manager
Enclosure:
Copy of Permit Application
Best Ma nagement Practices
Map of Permit Area for Notification
CF: Assistant City Manager City Clerk -707-823-1153 - [email protected] Public Works Department - 7 07 -823-5331'
Plan ni ng Depa rtme nt - 7 07 -823-61'67
Fi re Depa rtm enl - 7 0l -823-8061
Po I ice Depa rtme nt - 7 07 -829-4400
Agenda Item Number 8
Agenda Item Number 8
City Council Meeting Packet for May 20, 2025