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 Fee Reduction/ Waiver of Special Event Permit Fees for the Peacetown Summer Concert Series Total Fees: $1,550.00
================================================================================================ RECOMMENDATIONS:
That the City Council approve the Fee Reduction of Special Event Permit fees for the Peacetown Summer Concert Series in the amount of $1,550.00. This amount includes the application Fee: $150.00 and the Amplified Sound/Stage Fee: $1,400.00.
EXECUTIVE SUMMARY:
The City of Sebastopol has eliminated funding to the Community Benefit Grants Program as well as the City Sponsorship Program. These were programs that either provided funding to nonprofits or sponsored events to help defray costs. The City Council has suspended the policy for fee waivers, as well as City sponsorships and the Community Benefit Grant programs. Since that suspension, the City has received requests for sponsorship and waiver of fees.
BACKGROUND AND DISCUSSION:
The Peacetown Summer Concert Series is a 14-week event that is held every Wednesday from June 4th to September 3. This event has occurred annually over the past 12 years and brings the community together every week for free music. The total Permit Fees are:
Fees Event Cost Fee Waiver Request
Application $150.00 $150.00
Daily Use Fee $3,500.00 ---
Amplified Sound/ Stage $1,400.00 $1,400.00
Total Fees $5,050.00
Total Fees to be waived $1,550.00
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.
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STAFF ANALYSIS:
If the Council approves the waiver of fees in the amount of $1,550.00, 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 of $1,550.00; therefore the fiscal impact would be a loss of $1,550.00. To date, the city Council has approved a total amount of $16,345.00 in waivers RESTATED RECOMMENDATION:
That the City Council approve waiver of Special Event Permit fees for Peacetown Summer Concert Series in the amount of $1,550.00.
OPTIONS:
1. Deny the fee waiver in the suggested amount of $1,550.00.
2. Reduce or increase the fee waiver request by an amount deemed appropriate by the Council.
ATTACHMENT(S):
1. Application for the Peacetown Summer Concert Series
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
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02 ST
,FO
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 bepartment 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 the Public Works Department to ascertain the availability of the location where the event is requested to be held.
2. Complete the application packet (and provide any additional materials regarding this event).
3. Ensure all blanks are filled out and initial the bottom of every page. Please use black ink to complete the application.
4. Ensure the application has a wet signature. Electronic signatures will not be accepted.
5. Submit the packet and filing fees to Public Works Department.
6. Complete and submit the City event requirements.
7. Pay event fees when the application is submitted for routing. The application will not be routed without payment of fees in full.
8. Ensure appropriate departments have been contacted a minimum of 10 days prior to the event.
9. Request the City conduct a post-event walk-through the first working day after the event.
Note: Please keep in mind that acceptance of your application is the first step and should not be construed as approval or confirmation of your special event request. Depending on the size and type of event and its potential impact on City services, other departmental approvals may be rlquired. 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 prioito hanging banners. For more information, please contact the Public Works Department at707-823-5331.
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permitted.
Special Event Permit ApPlication Page 1 of 19 Applicant's ln ,t, Agenda Item Number 9
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Note: Generally, temporary off-site signs, such as banners, A-frames, or other signage within the public right of way, are not permitted. (Contact the City Planning Department at707-823- 6167 for specific information on signage.)
Party Jumps, Climbing Rock Walls, etc.
Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jump, etc., must have liability insurance as listed below as well as a current business license. No structure that requires staking into the grass or ground is permitted in the parks. Requests must be made in advance for 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 Sebastopolo its officers, officials, employees and volunteers are to be named as additional insured by endorsement against liability for injury to persons, damages to propefty 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, officialso 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 injuryo 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 lnitia ,c, Agenda Item Number 9
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^. 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 satisfi 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 thata "Certificate of Insurance" on Fotm Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officialso 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 City of Sebastopol, its officers, officials, employees and volunteers are additional insured against liability for injury to persons, damages to property and for the death of a person or persons arising or resulting from any act or omission on the part of your 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 l0 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.
2 t,, zf
1 Authorized Signature:
Name of Organization:
I
Peac*out o T^t
Thank you for choosing to plan a special event within the City of Sebastopol. We are proud to be the venue for a wide range of special events each year' Special Event Permit Application Page 3 of '19 Applicant's ln c Agenda Item Number 9
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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 -823-21 51.
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 andlor facilities, and any payments for municipal services and/or resources as they have been outlined and as they may be utilized by me and the organization whom I am representing and the patrons who will be served by this event.
Authorized Signature: 2- le'zs
Printed Name of Signer: {r ut, Cn*b{tr
l*
Special Event Permit Application Page 4 of 19 Applicant's lnitia C Agenda Item Number 9
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Please use black ink to complete this application.
CITY OF SEBASTOPOL
Special Event Permit Application
Return To: Public Works DePartment
714 Johnson St.
Sebastopol, C495472
Phone: 707-823-5331
Emai I : citypw @cityofsebastopol. gov
APPLICANT INFORMATION
Applicant Name:
Street Address:
4nC 0f b€Jf
Tqq t t1< ssq I PJ.
City:
Main Phone:
Email:
cborfn 0 I CF zip: qS z
(tp "\ Fos-sq 4q Cell: j i m"or bd 17(fi eo ./v, aas/ " n€t On-site Contact Name (if different): S Hvttr
Street Address:
City: State: Zip:
Main Phone: Cell:
Email:
Sponsoring Organization Name (if any): Peore*otnn T. n c. 'Po Street Address: 2e-/ lztS
City:
Phone:
Website:
Cabasla Cfr q5Ll73
hat) €00 --f qry q
ulo*, e
Is the organization a nonprofit? No (If yes, please provide a tax-exempt letter to the City.) Event Name:
.t- cel o c<l n {o m fi cz Caac* r"f -Cd,-t fS
Event Short Description : (This should be promotional in nature and should not exceed 20 words.) rf <e rYlestc Co*ce.z) s of T.ves 'Pe-t aa VJ.ut-esl a1 Event Detailed 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 )
EVENT INFORMATION
'T ke Ceta ee rls ( Fe 6+
""r{ <.\^e r^ r,ue frerc v'z
f rn,tt .S : V0 -f o 8:OO t?t+t " W< beet lct Ae fup a. ?t 0o em q,rel €,^rth br,eorct^ wtt h Q: ao 'h" W 11)
A€a *.lu-c.tas a,^r( *c e ll b..- ue t so{ / )"rv.tcs
I
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Special Event Permit Application Page 5 of '19
w
Applicant's ln
Agenda Item Number 9
Agenda Item Number 9
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EVENT INFORMATION Continued
Event Location: (e.g.o "Ives Park to area" or "City Hall Conference Room") fv..s d-t tL 4a on +78 a"./' eA
Will you need access to electricity? 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.) See n
Does the event involve the use of a City park? No
If yes,list name(s) of park(s): Turs t1
Yes
Event Type: Athletic/Recreation
Farmers/Outdoor Market
Festival/Celebration
Exhibits/Misc.
Concert/Performan c e, _
Free Speech
Parade/Proces sion/March
Circus/Carnival
Block Party
Other (please explain)
Attendance: Anticipated Total Attendance: Anticipated Daily Attendance: I OA Is event open to the public?
Is this an annual event?
If yes, how many years has the event been held? t3
Prior location(s) of event B..lv*
@@
No
No
Setup Start Date:
Event: Start Date:
End Date:
Cleanup: End Date
€ ver l V)u!'^e s 4*f 8e1n ' I t4 lot*l uJe€tas)
6 - 4'ZS startrime:
A- 4^ Zg StarrTime:
j:OD AM PM
fu6-'00
1- 1- 25 Fnd Time: 8: ao
PM
PM
PM
6";4-29't-o Q-f-ZS
AM
AM
q-"1 - zt Time: 7:oo AM
Special Event Permit Application Page 6 of 19 Applicant's ln Agenda Item Number 9
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EVENT DETAILS
Amplified Sound: No If yes, complete the following.
Type of Sound Equipment: e4 enJ si a ps
Location of Amplified Sound:
Date of Amplified Sound:
5*o,
( *LI- eJ< kb,8 *es 4p ?-Z->;
startTime. f:pO rv ry End rime: I :OO tv ro
Purpose L t ve /( vtrc
Description Stereo Band/Live DJ Microphone/PA
Owner of Amplified Sound Equipment: (Zeb"rt Lva<.$o..Q
Business/Organization Name:
FirstName
A r'lhe**r a 4oJ, "
Max Power 2 10,0&0watts Max Volum ", 1{ oecibels Dist. of Audible Sound: /fO peet For Sound Vehicle Only: Yehicle License {YSE6Tl vehicleMake: t) e,'rla vehicle vwt S F Nntgg"zl'l Wg75 vehicre year: 20P'7
Security Plan: No If yes, complete the following.
Security Plan Description : O a rrfs s€ev r ri VfuroJ
Last Name
If using licensed professionals, list company name:
Number of licensed professional staff: I
If using volunteers, how many?
How will volunteers be identified?
If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required (e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).
Food: No If yes, complete the following.
Describe how food will be served and/or prepared: ? Fao&'Tvvc-t1\ Snlv6,J sa Saea c l"<>
Yes
On-Site Food Preparation Method: 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
Will your event include food vendors?
this special event.
No If yes, how many? 3
c
Yes
Special Event Permit Application Page 7 of '19 Applicant's ln Agenda Item Number 9
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LEGEND
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lsrnee I cneexi-leuvonouruo []l "rcr.rrc t"**r=oon*s
CIRCTJLATION
LITTLE LEAGUE
POLLEY FIELD
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ENTRANC
faoJ f*tc€SENTRANCE
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Imnl
V€TERANS
BUILDING
ENTRANCE
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cW
T"'.,.sh-+ Porl<{< @ P*t" P,# ..5
(rb 2011
Agenda Item Number 9
Agenda Item Number 9
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EVENT DETAILS
Alcoholic Beverages: No If yes, complete the following.
ABC License may be required
Alcohol Distribution Method: Free-host Ig$L. (Type: Bg; F HardAlcohol) Please contact the Department of ABC and Sonoma County Health Department to determine if permits are required for your event. Please notiff the City of Sebastopol in writing the determinations from these departments.
Parking Plan: No If yes, complete the following
Parking Plan Description
/n
w v G' *t t^ aSl C/a nt
Portable Toilets:
Number of Standard To
fie fA
No If yes, complete the following. @ L Number of ADA Accessible Toilets:
Description of Placement: (Please indicate location of toilets on your site diagram.) NOao i'l''€ o b !, oestooo rils
Garbage/Recycling: Yes No If yes, complete the following Number of garbage cans provided: Ll Number of recycling cans provided: 1 Cleanup Plan Description: (Please indicate location of receptacles on your site diagram.) G ne= .A "l* {,-- t} dee r(
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.
See t' J">eS
No
No
Lcfi,a,
Yes
Yes
EVENT COMPONENTS
Please indicate which components will be present at the event:
_ Open Flame Inflatables/Jump Houses
S&"r/Bryq
Stages
&b&L
Tents/Canooies
Vendors
Special Event Permit Application Page 8 of 19 Applicant's ln C Agenda Item Number 9
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AGREEMENT AND SIGNATURE DISCLA IMER
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 offlrcers, 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 certiff that this application is true and correct and hereby accept full responsibilify 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 indemnifr, defend, and hold/save harmless the City of Sebastopol, its officers, offtcials, 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, officials, employees and volunteers, caused by, arising out of o. 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 repalr or City which is damaged as a result of the activity Signature:
,
Date: 2- | e"zg
Please submit this form along with a non-refundable Special Event Permit Application Fee to:
Public Works Department Phone: 707-823-5331
714 Johnson St. Email: citypw@cityofsebastopol'gov
Sebastopol, CA95472
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Surnmer Concert Series
March 10,2025
Dear lves Park Neighbors:
peacetown would like to alert you that our Summer Concert Series will be returning to lves Park this summer. Every Wednesday from 5:00-8:00pm from June 4th to September 3rd, there will be two local bands performing on the stage and you will be able to hear that music from where you live. There will also be added cars parking during this time and people entering the park for the event.
We realize that this may be an inconvenience for you, but hope you willjoin your community at the park for this fun summer event, that brings ioy to our entire community each Year.
PEAIET WN
thail<vou for you r r nderstan di ng, {l-; L"rY.t(
Jin/Corbett
Caretaker of Peacetown
"A Beautiful Place to BEtt
PO Box 1218 SebastcPol, CA 9 5473
www.peacetown.org EIN 84'2467 3 90
Agenda Item Number 9
Agenda Item Number 9
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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 application, or other pertinent information, that any of the following conditions exist:
a. 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 Chief/designee may approve the permit.
2. PERMIT CONDITIONS - The Police Chiefldesignee may condition the issuance ofthe 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 - May be authorized upon72-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, indemnifr, 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 lnitia ,(r.
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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 PARK (SMC 9.24.26s\
TO BE FILLED OUT BY APPLICANT
Date of Applicatiov 2'| 0 - 2i focation Requested: Tue* ?*.-r< Contact Person f,n e
(Libby, Ives, Other)
ust be 2l years or older)
Address: 7qq ( ["less*( %l- 5<6* ho"o ( ,
ce q€L{ 1t
Phone: 0,; SoB " 5449
Cell phone number for person at activity: €08- rqU9
Date:-Exact hours from: :?a - to: : t20 rY,
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylpafi C, or)
'Bet. t r29 u-J Ct e./ ,5a a{r't q t<3 '*^k
Anticipated number of participa ntsz 80Q
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 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 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'
I HAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
slg I zq t
Signature of Applican t4 Date:
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CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event.
r Events in Sebastopolwith food or beverage vendors or providers must submitaZero Waste plan as part of the permit application.
o All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 o Events are strongly encouraged to use 100% 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 Cit)' 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.):
Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
TOgT PNEFEFASLE
C
Rotrge
Avold
Reduce
Focyclo
Flocqvct
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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:
WR h'*"-; E;;; -
J " 'rr tr' I w5 '"<
ole '^
Zero Waste Plan
tr Hire an event greener to make a zero-waste plan that complies with guidelines, or D 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 (707) 291-8652, [email protected]) 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. com/recoloqv-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 Recoloqv Event Services website:
-
https ://www. recoloqv. com/recoloqy-sonoma-marin/event-services/ B. There should be no stand-alone trash bins.
C. How many composUrecycling/ garbage stations will your event have?
1. Where will the stations be located? Attach map or give description of locations 4 ll o.l'"'( st' e*9
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 *.).f
6.* p icr,*vP
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
after the event and Recology will pick them up there).
, t
'T"a,rh f P<c\[.^5 ,6 Eatr
aaK "olle( l, 1l.* sl""-t
Ll
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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:
tJ< l. er.r.= I r e-< r'l utol""r4ee,'s 4o /'tout'1 o'o coqs{e 1 How will you train vendorsijanitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
^
'ft l\ ou o volv q1=.e"'s' c{-t'c 'l r " 'u "'I b 1 &'neen' A o' y il. 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.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 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?
No g iv( aui ,L/x
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 water bottle, cup, and utensil/cutlery set."
1 what ';o;"::it";Jl tii't'. &- '.e,,a u.ra"ste **..1* 'er"crt<. br^r-5 yGU;- .;; c"'ocle- gotfles
2. Where will this message be displayed (fliers, website, Facebook event page, etc.)? F I r.e--s w<l,srfe - o-t 'fd,- €r/e-ta
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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/recologv-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 Recoloqv Event Services website:
https ://www. recoloqy. com/recoloqv-sonoma- m ari n/event-services/ lf you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of composV recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. o Green Mary lMary Munal(707) 548-7582, [email protected], http://oreenmarv.com/ o Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] innrnnr.wastebusters. i nfo
o Right Cycle/ Tomer Shapira (310)779-7421 [email protected] o Clean Vibes/ Anna Borofsky (802) 238-9143. Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can 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 paoer cone cups or paper t'' cone cups .
o Hydrologic Water Treatment Services
Tony Pagliaro tony@hydrologicwater. comcastbiz. net
o US Pure Water / Michael Levine (415) 272-3288, [email protected], https://www. uspw. neUevents--hvdration-stations.html
o WasteBusters i 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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Sudbusters, Inc. www.sudbusters.com offers reusable cup and plate rental/ exchange onsite 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://qreenmarv. com/
The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https://therentalplace.com/ Food Donations
o Unserved, leftover food from vendors can be donated to Sonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596-871 1, sonomafoodrunners.orq. 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 North Bay Restaurant Services: (707) 824-9737
https://northbavrestaurantservices.com/services/cookinq-oil-recvclinq/ o Or Green Mary / Mary MunaI (707) 548-7582, [email protected], http://qreenmarv.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastoool Polvs ne Ban and disoosable food ware ordinance sebastopol. municipal. codes/SMCi8. 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
r 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 r "Allfood providers shallonly provide lids, cutlery, to-go condiment packages, and paper straws upon requestof customers." Section 8.36.060
e Plastic straws banned (paper straws permitted).
a
o
a
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General Guidelines:
r Events are strongly encouraged to use 100% reusable food service ware.
o All items must be reusable, recyclable, or a fibsr-based compostable product (see below for allowed items).
r Promotional materials should encouage attendees to b'ring their own reusable water bottle, cup, plate, and cutlery.
r Single-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #l PETE clear plastic cups.
Waste Diversion HierarchY
*68I FR€'T}rAI'LT
LEASI FRIiFENA{I|.A
Fl4:Uge
Avor d
Re',uc.c
Ft*{ycla
Flccoror
City of Sebastopol Event Food Service 'Ware Requirements for Vendors 6 Permit applications musthave signed copies ofthis document from each participating vendor. taf19
NOT ALLOWEI)
Sinsle-use disposable plastic service ware:
o Singleuse plastic utensils, clamshells' sides/dressing cups, lids
o Disposable plastic water bottles
r Plastic bagVplastic wrap
o Polystyrene(Styrofoam)
r Plastic Sfraws
o Sauce packets (ketchup, soy sauce, etc.)
All fff PS ntastics. including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance). "Comnostable' plant/bio-plastic nroducts/ PLA
plgs@-**
Coated paper food containers (If it has a shiny surface/ moishre banier, 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 ra& in compost receptacles.
ALLOWED
Comnostable ltems*:
r Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
o Uncoatedwhite/nafiilal deli paper & parchment
paper
r Paper napkinVtowels (any color).
o 100% wood or bamboo products (cutlery,
chopsticks, stirring sticks, etc.)
Rewclable ftems:'
r Aluminum cans & (clean) foil
o Glass bottles and jars (empf with lids on)
t #l PETE clear plastic cups
Paper t6hot cuDstt
Important: Coated paper cups are not currently
accepted in the compost or recycling streams in
Sonoma County (even if they are labeled
compostable). They must go in garbage.
**Althougb teclrnically compostable in certain facilities, compost facilities seruing Sonoma County do not currently accept these items; therefore, these products are not compostable in Sonoma County' *Mustbe accepted in the commercial compost shearn in Sonoma Cormty. 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 zuppliers claim otherwise.
I have read the above and agree to only use food service ware from the "Allowedn'column. I also agree to maintain my own..back of house" three-bin separation (compostlrecycle/garbage) and empty my sorted waste into the appropriate compos! recycle, garbage receptacles atthe end ofthe event Vendor name Vendor sigqaturq Date:-
Special Event Permit APplication
Cegvs haue be*n f r{eohk*r{on, 4
C
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LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polvstvrene Ban and disposable food service ware ordinance:
sebastoool.municioal MC/8.36.010
Municipal Code 8.36
o Polystyrene (Styrofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or othenruise make available for public or customer use prepared food in disposablefoodservicewarethatcontainspolystyrenefoam."SectionS.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 r "Allfood providers shall only provide lids, cutlery, to-go condiment packages, and paperstraws upon request of customers." Section 836.060
o Plastic straws banned (paper straws permitted).
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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 DePosit*
Up to 50 people
51-200 people
More than 200 people
* 25% discount available for park use of less than 3 hours So
s10o
slso
So
slso
s2s0
s1s0
ssoo
sL,oo0
s1_so
ssoo
$1,ooo
s7s
s2s0
r!i-:i1,ili"l $soo
Non-Resident
Fee
So
s2oo
s3so
Slso
ssoo
S1,ooo
s10o
sso0
s1,0oo
s1_00
s1o0
ss0
Dailv Use Fee
Up to 50 people
51-200 people
More than 200 people
[.i1 ij fi
I r"t f.
$125 1r
Szso
'ift;
ss0
50.'
sd
30 Amplified Sound/Stase/Bouncehouse
Amplified Sound Use J
Stage Use I
Bouncehouse Use
fli"uS lF- I.J
\ "'|, :t "i":ill,# * S75
??is, {Y_l s7s
s40 {
;t
s
s
s
Other Fees Fee
Parking Space Fee**
Residential Area S10
Non-ResidentialArea S15
** Daily per space fee for use of City parking spaces (proof of parking required for events of more than 200 persons) Classes with I nr.tors tJtilizinp Park Area lnpr week)*** SmallGroup (1-15 persons) S25
Medium Group (16-30 persons) S50
Large Group (3L+ persons) SZS
*+* Per week fee for classes with monetary component (e.g. charge for classes) -fe:i* i f i,.:r :'i|5, c5i) ' {:ii i
i I iilil. ri'i J iii J, rlri,], i.;ii
City Hall Meeting Room $1s
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PEACET WN
April 22,2025
Sebastopol Planning DePartment
Mark Rincon-lbarra
Re: Reduction of Fees for Summer Concert Series
Dear Mark,
Peacetown is requesting a reduction in fees for the Peacetown Summer Concert Series. This fun community event had been going for over L2 years and brings the community together every Wednesday for free music in lves Park. In the past the City of Sebastopol has contributed to the success by providing community grants.
Since these are not available nory we request that the fees for the Amplified Stage and sound be reduced to zero and the application fee be reduced to zero. This will bring the total to $SSOO plus a security deposit of 5L000.
This fee reduction of 51550 will be considered a Major Sponsor donation by the City of Sebastopol, and we can include the City Logo on our sponsor list.
Thank You for your consideration.
llv,
(
L1
Corbett
cetown CarelPfrr Beautif ul Place to BEtt
Ji
PO Box I2I8 SebastoPol, CA 95473
www.peacetown.org EIN 84'2467390
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DATE
BILL TO
Cityof Sebatopol PublicWorks Dept
Tl4Johnson St
Sebatopof cA95472
Jim Corbett
Peaetotrrn
321S. MainSt
Sebastopol CA 95472
AnolizlinFce
Community Gmup Fee - more tban 2fi1 peode
Securilr lrencft
Conrmunity Gnrup Fee - more than ZX) pe#
Ilafu Use Fee
Oommunity Group Fee - more than 200 peofle
AmoEfied Sourd/Staee
Communily Grurp fee- rnore lfian 2{10 peoS Stag€
Commurfty Coup Fee - more tran 2fr1 peqle tur@
Thoxk you!
4lu2s
SummerCsrcertSeries
June 4 - Sept3 - Every Wednsday
$ 6050.00
$
$rso.m
[email protected]
3500.0o
SToo.oo
700.00
T TAL
lf you have any guestions aboutthb invoire, $ease contact Cfty dsebasbpd Puflh$aks Deprtnertpltfl 8ilil-Silill q @org sPT€IAL EVEFIT
t
1. !4 $ zso.m
L4 $ 50.{x}
a4 $ 5r),{x}
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Patty Lozinto
From:
Sent:
To:
Subject:
Follow Up Flag:
Flag Status:
Mary Gourley
Monday, April 28, 20251:31 PM
Mark Rincon; Erik Billing; Patty Lozinto
Fw: Peacetown Fee reduction Request
Follow up
Flagged
FYI
Please let me know if you have any questions.
Thank you
Mary C. Gourley
Acting City Manager/Assistant City Manager/City Clerk
City of Sebastopol
From : i i m Corbett <j imco rbett22 @comcast. net>
Sent: Monday, April 28,202510:18 AM
To: Mary Gourley <[email protected]>
Subject: Peacetown Fee reduction Request
Dear Mary and City Councit,
The Peacetown Summer Concert Series witt begin again in lves Park on Wednesday, June 4th, and continue each Wednesday through September 3rd, from 5:00-8:00pm. ln the past the City of Sebastopot was abte to support this event with a community grant. This year we witt be putting this on with the hetp of generous business sponsors and individual donations. We woutd tike the City of Sebastopol to reduce the fees on the use of lves Park.
Currentty the fee for the use of lves Park is $2SOlweek. This is a fair price and we are witting to pay this basic fee.
We do request to have the fees for Stage Use and Amptified Music $ZOOlper week for each be eliminated, and the Apptication fee be reduced from $150 to $50.
The Peacetown Summer Concert Series has been a positive experience for our whote town, and I think it is important that the city has some 'skin in the game'since this event brings joy and recognition to what we love in this town; Music and Art. This reduction would be for a totat of $1500, which would altow us to make the City of Sebastopot a major donor and be featured on our sponsor poster and with signage at the park.
I reatize that this issue cannot be taken up before the beginning of the series, so we witt pay the current fees of $6050.00 and hope you can reduce this burden with a $1500.00 rebate when you consider this in a council meeting.
We are so happy to be back in lves Park, our originat home and bringing quatity music to the many fol.ks f rom our town, and fotks from out of town. Peacetown is "A Beautifut Ptace to Be, and so is Sebastopot.
Thanks for your consideration,
Jim Corbett
Caretaker of Peacetown
(7071508-544e
1 Agenda Item Number 9
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Docusign Envelope I D : 8641 3F2A-D7 51 -47 A9-B'61 C-FBF06DF91 DsE City Council
Mayor Stephen Zollman
Vice Mayor Jill Mclewis
Phill Carter
Neysa Hinton
Sandra Maurer
City Manager
Don Schwartz
[email protected]
Assistant City Manager/City Clerk, MMC
Mary Gourley
mgou [email protected]
Gity of Sebastopol
April1"4,2025
Jim Corbett
399L Hessel Rd
Sebastopol, CA,95472
Email: Jimcorbett22@comcast. net
RE: Conditional Letter of Approval
Special Event Permit
Summer Concert Series
Location: lves Park
Date: June 4,2025 -Sept 3,2025 -Wednesday
Dear Jim Corbett
This is to inform you that the Special Event Permit for the Summer concert Series to be held on the date, time and location as listed in your permit, a copy of which is atiached for reference, has been conditionally approved, subject to the following conditions of approval. All conditions of approval shall be met a minlmum of ten calendar days priorto the start of the event, unless otherwise stated, for permit approvalto 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.
1,. Based on the current fee schedule, a fee in the amount of 55,050.00 and a deposit in the amount of S1,000.00 are required for this event. For this application only, the City will inspect the park after the 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. lf you prefer to pay by credit card, please contact the Sebastopol Finance Department (707-823- 7863) for processing of the credit card payment.
3. The applicant shall notify 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 an amplified sound system. lf amplification is to be used, the notice shall contarn the duration of the times for use of the amplified system. Please provide a copy of the notice and a signature certifying that this notice was sent to businesses andlor 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 later than ten days prior to the event. Please see attached map of the event area for notification pu rposes.
7I2OBodegaAvenue,Sebastopol,Cahforrua95472 Tel.707.823.tI53 Fax.707.823.I135 wvwrr cityofsebastopol. org
sr
,FO
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Docusign Envelope lD: 8641 3F2A-D7 51 -47 A9-861 C-FBF06DF91 D5E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SUMMER CONCERT SERIES
IVES PARK
JUNE 4 _ SEPT 3,2025 _ EVERY WEDNESDAY
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. Groupisresponsibleforownsetup/cleanupandremovalofvisibletrashintotrashcontainers. Contact Recology Sonoma Marin (707-535-0291) to arrange for additional trash and recycling containers.
6. Zero Waste Application for Events must be submitted
7. Priortotheevent,pleaseinspecttheCityrestroomstoensurecleanliness. lfyoubelievethatthe restrooms are not clean or sanitary, please contact the Public Works Department (707-823-5331) during normal business hours.
8. After normal business hours, please report any issues with the restrooms, damages or hazardous conditions to the Sebasiopol Police Department (707-879-4400) 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 51000.00 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 lves Park will not meet the needs of the event, please provide the following and check with the Public Works Department regarding this requirement:
a. provide two (2) portable toilets (one standard, one ADA Accessible) and one (1) hand 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. ln addition to the portable restroom requirements, events not securing the entire park require that any public restrooms remain accessible to the general public. c. Large events that create overflow event usage of the City restroom requires the event to provide one staff memberto clean and service the restrooms at a minimum of once per hour. d. Prior to the event, please provide the Public Works Department (107-823-5331) 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, irrtgation timing, or electrical requirements.
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Docusign Envelope I D: 8641 3F2A-D7 51 -47 A9-861 C-FBF06DF91 D5E
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SUMMER CONCERT SERIES
IVES PARK
JUNE 4 _ SEPT 3,2025 _ EVERY WEDNESDAY
11. Parking regulations will be enforced on the surrounding streets. There can be no blocking of access roadways, parking areas, or sidewalks for ADA accessibility. Any parking issues, including the need to reserve spaces (to be listed in the Special Event PermitApplication)must be coordinated in advance with the Sebastopol Police Department andlor Public Works Department.
12. 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 AS FOLLOWS:
a. S: witlion 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 against the City of Sebastopol, its officers, officials, employees and volunteers to attach, set aside, void, or annul the approval of this application, or which otherwise arises out of or in connection with the City's action on this application, including but not limited to, damages, costs, expenses, attorney's fees, or expert witness fees.
15. Group holding the event shall be responsible for keeping a cell phone available for emergency contact to the Police Department for any problems that may occur. ln case of emergency, please provide a contact name and cell phone number to the Police Department (707-829-4400) as well as Public Works Department at [email protected] no later than ten days prior to the event.
16. Contact Sonoma County Health Department for a Food 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 has been contacted and whethera 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.
19. Afulldescriptionof eachevent/activityaswellasplacementof eachactivityinthelistedareasof this permit application are required for approval by the City.
Agenda Item Number 9
Agenda Item Number 9
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Docusign Envelope lD: 8641 3F2A-D7 51-47 A9-861C-FBF06DF91 DsE
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SUMMER CONCERT SERIES
IVES PARK
JUNE 4 _ SEPT 3,2025 _ EVERY WEDNESDAY
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. fhe applicant shall maintain plans to ensure appropriate and safe circulation. The applicant shall be responsible for all traffic control during the event, including setup and teardown of equipment needed for execution of traffic control, including but not limited to traffic barricades.
23. No event-related promotional signs for this event shall be placed on public rights of way (streets, sidewalks, parkways, light poles, landscaped-traffic islands, etc.) or other public lands unless specifically authorizedbytheCityandlorCaltrans. EachsuchpromotionalsignremovedbytheCityshallbesubjectto a s15.00 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. Atthe 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. PleasenotethattheCityhasadoptedacomprehensivenoiseordinance. lfyoureventisplanningtogo 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 inrtiate 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 9
Agenda Item Number 9
City Council Meeting Packet for May 20, 2025
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Docusign Envelope lD: 8641 3F2A-D7 51-47 A9-B,61C-FBF06DF91 DsE
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SUMMER CONCERT SERIES
IVES PARK
JUNE 4 _ SEPT 3,2025 _ EVERY WEDNESDAY
Sincerely,
by:
?ow Slutwt,T
Don Schwartz
City Manager
Enclosure:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF: Assistant City Manager City Clerk -707-823-L153 - [email protected] Public Works Department - 7 07 -823-5331'
Pla n n i ng Depa rtme nt - 7 07 -823-61'67
Fi re De pa rtm enl - 7 O7 -823-8061
Po I ice Depa rtme nt - 7 07 -829-4400
Agenda Item Number 9
Agenda Item Number 9
City Council Meeting Packet for May 20, 2025
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