CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: Date: July 15, 2025
======================================================================================== To: Honorable Mayor and City Councilmembers
From: Mark A. Rincón-Ibarra, Public Works Director/City Engineer Sean McDonagh, Chief of Police
Responsible Department: City Engineer/Public Works
Police Department
Subject: Special Event Permit for Porchfest 2025 Sebastopol ======================================================================================== RECOMMENDATION:
That the City Council consider approval of Special Event Permit for Porchfest 2025 ========================================================================================
EXECUTIVE SUMMARY
The City of Sebastopol supports community-sponsored events that promote local culture, engagement, and neighborhood connection. Following the inaugural Porchfest held in Sebastopol last year, event sponsors have submitted a Special Event Permit application for this year’s Porchfest, proposed to take place on Saturday, September 13, 2025.
BACKGROUND:
Porchfest is a grassroots music festival that began in Ithaca, New York, in 2007 and has since spread to communities across the United States and Canada. The event features local musicians performing on front porches, transforming neighborhoods into temporary concert venues and fostering community engagement through music.
Sebastopol hosted its first Porchfest event last year, with local event sponsors receiving approval from the Chief of Police. That inaugural event was smaller in scale and was considered a success, with no reported issues related to security or pedestrian safety. However, a small number of complaints were received from neighbors who did not participate in the event.
This year, event organizers are proposing a larger-scale Porchfest and are once again seeking permission from the Chief of Police to proceed. Given the expanded scope, staff is requiring a permit be obtained from the City similar to other cities which have this same event.
DISCUSSION:
The event sponsors have submitted a Special Event Permit application for this year’s event. Although the event sponsors have stated that all performances and support equipment will be placed on private property, they will be requesting closures of several city streets. Although streets are not specifically considered City facilities, City staff believes this event more appropriately falls under the special event permit or encroachment permit. Both permits require meeting the City’s insurance requirements.
Generally, music is to be conducted on private property would require a temporary use permit; but with the additional locations and road closures requested, a special event permit is the appropriate approval. In addition, as this event is taking place on City streets, City staff is requiring the applicant submit a traffic control plan and have the proper traffic control devices placed the morning of the event and removed immediately following the event.
The event sponsor is seeking closure of the following streets:
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
• Florence Avenue, between Healdsburg Avenue and Wilton Avenue • Wilton Avenue, between Florence Avenue and Pitt Avenue • Huntley Street, between Florence Avenue and Neva Street • Calder Avenue, between S. Main Street and High Street • High Street, between Calder Avenue and Palm Avenue
• Maple Avenue, between S. Main Street and High Street
• Vine Avenue, between Maple Avenue and Palm Avenue
Although not under the City jurisdiction, the sponsor has stated they will be using the Sebastopol Arts Center (SebArts) parking lot as an event headquarters and event space. Entertainment, food, acholic beverages (beer and wine only) and non-acholic beverages will be offered at this location and consumed within the SebArts parking lot. The applicant will apply for a temporary event permit (license type 77) from the California Department of Alcoholic Beverage Control (ABC). The facility manager at SebArts stated that SebArts rents the property from the County of Sonoma, and they have the authority to rent out SebArts space for public events that have alcohol service. This is allowed through SebArts’ lease agreement with the County. This event would be similar to the Apple Blossom Festival where SebArts is a center for activities. The Board of Directors President for SebArts signs the ABC temporary event permit, as does Sonoma County, and the Sebastopol Police Department.
STAFF ANALYSIS:
The sponsor has met with staff to discuss street closure, security, and other event issues. The sponsor did not request support from the Police Department or Public Works Department and stated that they will be providing their own security. The Chief of Police has some concern regarding the increased size of this year’s proposed event, additional street closures, and increased pedestrian traffic between the various street closures. An increase in the numbers of attendees and participants may require the police department to schedule additional overtime staff to monitor the event and provide public safety services. The Chief of Police believes that two (2) officers will provide the necessary public safety services to ensure a safe and compliant event for 2025. The organizer of the event would be required to pay for a total of 12 hours of over (6 hours per officer) at a total of $129 per hour. This is a total of $1,548.00.
In addition, the sponsor will be required to submit a traffic control plan to manage detouring traffic. The traffic control plan preparer will also set up signage and barriers as necessary for the street closures. The traffic control plan will be reviewed by the Engineering Department for compliance with street closure standards. The cost of the review is approximately $350.00.
This event also states there will be amplified music. The event sponsor has engaged in a public outreach campaign informing neighbors of the planned festivities. A copy of the notice is attached.
GOALS/ PRIORTIES STATEMENT:
Goal 1 Community Vitality – Enhance Sebastopol as a great place to live that values community health and wellbeing; Preserve Sebastopol’s unique character. Subgoal 5: Festive Activities/Holiday Events.
FISCAL IMPACT:
As of the writing of this report, the applicant has not submitted fees to the City of Sebastopol. The applicant will be required to pay the following:
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Application Fee $150.00
Deposit for Event $1,000.00
Traffic Control Plan Review $350.00
Police Department (2 officers @$129 per hour x 6 hours) $1,548.00 Total $3,048.00
COMMUNITY OUTREACH:
This item has been noticed in accordance with the Ralph M. Brown Act and was made available for public review at least 72 hours prior to the scheduled meeting date. The City has also promoted the City Council meeting and agenda items through its social media platforms.
As of the writing of this report, the City has received public comments and are attached to this staff report.
Any additional comments received after publication will be provided to the City Council as supplemental materials prior to or at the meeting.
RESTATED RECOMMENDATION:
That the City Council consider approval of Special Event Permit for Porchfest 2025 with conditions as proposed by staff. Approval would also grant use of amplified music.
OPTIONS:
1. Deny the approval of Special Event Permit for Porchfest 2025 Sebastopol.
2. Although it has not been requested, the City Council can approve the permit, and consider approval of sponsorship of this event and consider a waiver of fees for this event. Sponsorship would require the City be listed on all media related to this event.
ATTACHMENTS:
1. Special Permit Application for the Porchfest 2025 Sebastopol
2. Conditions of approval
3. Street Closure Plan
4. Event Sponsor Public Outreach Campaign Material
5. Public Comments
APPROVALS:
Department Head Approval: Approval Date: 7/1/225
CEQA Determination (Planning): Approval Date: 7/7/225
This project is consistent with the Section 15304 Class 4(e) categorical exemption as the event will be a minor temporary use of land having negligible or no permanent effects on the environment.
General Plan Goal (Planning): Approval Date: N/A
Administrative Services (Financial) Approval Date: 7/7/25 Costs authorized in City Approved Budget: ☐ Yes ☐ No X N/A Account Code (if applicable) 100-00-00-3401 $150.00
100-00-00-2014 $1,000.00
100-00-00-3442 $350.00
100-00-00-3502 $1,548.00
City Attorney Approval: Approval Date:
City Manager Approval: Approval Date:
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
rrO{r
a2
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 atq an- impqrtant. Bari af qur aottmnui.ry and aap. add argnificantly tp the qsality af li ftr qur residents and visitors. Depending on the nafure of the events, they canenhance our neighborhoods, highlight products and services, provide rnarketing opaortunitieso and add to our "TulturaGniilhfrent.
This packet is intended to help you understand the special event permitting process and provide helpful. informati.oa" as. yoil. plan your ev.ent
The City of Sebastopol is conunitted to supporting quality events that are safe and enjoyable. If you have questions regarding the permitting process, please contact the Public Works beputtnrent at707-823-5331 or email [email protected] for further infonnation.
On behalf of the City of Sebasopol, we thank you for contributing to the spirit and vitality of our community through the staging ofyour event. Best wishes for a successfuL event.
Application Process
1. Contact the Public Works Deparhnent to ascertain the 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.fi,lled.oui and.initial,the.bottorn. of, every pago. Please usoblack 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 eventrequirements.
7. Pay event fees when the application is submitted for routing. The application will notbe routed without payment of fees in full.
8. Ensure appropriate dcpartments 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. hlote: Please keep in mind'that acceptance of your application is the flrst step and should not be construed as approval or confirmation ofyour 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 evcnt may not be approved.
If your event rcquires banners on City poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more infomation, please ccrntact the Public Works Department ar707-823-5331 .
Posting of flyers, signs, etc., on public facilities or equipment (e.9., power poles) is not permitted.
of the location where
Speclal Event Permit Application Page 1 of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
J
Note; Generally, temporary off-site signs, such as banners, A'frarnes, or other signage within the public right of way, are not pennitted. (Contact the City Planning Department at707-823- 6167 for specific information on signage.)
ParS J-umps" 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
Cify of Sebastopol parks arc 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.
CanccllntionFee
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 $25.00 non-refundable cancellation fee will be withheld from the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance, no smoking ordinance, and alcohol in the park ordinance.
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs_r )four organization must provide, at your sole'exponse, each of,the fol.lowing iterns as ind.icated:
Proof of insurance comprised of aqertifirut" of inr* r and original policy endorsement of comprehensive general liability insurance written by one or more responsible insurance companies licensed to do business in Califomia. This coverage requires the following:
1. The City of Sebastopolo its oflicers, officialq ernployees and vohrnteer$ are to be narned 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. Ll4.billg_covqg 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 evenVprogram.
3. The insurance provided rnust be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officialsn aulplayQ$ en"d Ya,hmtQats ul,u$-t bq e.x"qers and nstt,sqnftrb$1in& A Prttnaly Norl:
Endorsement is
4. The comprehensive general liability insurance policy limits of such insurance shall not be less than $?J0!O000 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 evpnt.
Special Event Permit Application Page 2 of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
u. Any deductible or self-insured retention must be identified and approved by the City. In the event the deductible is deerned to be too great, the City may require you to have your insurer elirninate the deductible or reduce it.
5. You must satisfy these requirements by fumishing the City with certificates of insurance and endorsements affecting the requir.ed.coverage. The certificates and. endorsements are to.be on ISO-approved forms.
Note: Plcase inform your insurance agent that a "Certificate of Insurance" on Form Accord 25 by itself is not sufficient. A certificate of endorsement naming the City of Sebastopol, its officers, officials, employees and volunteers as additional insured is required.
The City will not accept a certificate of insurance alone as proof of insurance coverage. The City will not acaeptthe wording listed below in the Description of Operations box on the certifi cate of insurance.
The original endorsement must spccifically list the following:
"The.City of Sebmtopol, its ofliecrs, offieirls; empl,oyee* *nd.voluntee.rs are"additional' insured against liabitity 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 ot{rer-insurance available to the eiff of Sebastopol; its ofllcers, officitls, 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 tirnely manner.
You must provide the City with the required endorsements 10 days prior to the start of your event/program. Each endorsement shal'l'be subject to approval'by the City of Sebastopolas to form and as to insurance cotnpany.
Please sign and return this Notice of Conditions to indicate your receipt and understanding of each of the
Authorized Signature:
Name of Organization:
Date: 9 f-9
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 ofspecial events each year.
Special Event Permit Application Page 3 of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
CITY OF SEBASTOPOL
Special Event Permit Application
PERMITTING PROCESS
Special events often involve a number of permits and other requirements to ensure the safety of the event and to minimize impacts on the surrounding community.
A Special Event Pennit 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 orlllewalks require m E3qg4bruen! Permit from the City of Sebastopol'Engineering Division, Please contactthem at7l4 Johnson #
Street or 7 0'l -823 -2151.
Closure of streets for block parties are handled through the Sebastopol Police Department.
Please contact them at 6850 Laguna Park Way or 707'829'4400.
I, on behalf of the organization I represent, certify that all forgoing pag€s 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.
1,, act.rng qn behaf qf tbe olganiz.alian. I repreqen!,. am authorrzpd tp- qo-mmit tha! o-rganizati-ql tq 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 paymonts for municipal services and/or resolrces 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 I)ate: z{
Printed Name of Signer:
Special Event Permit Application Page 4 of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
/fo$
02 Please use black ink to complete this applicrtion.
CITY OF SEBASTOPOL
Special Event Permit Application
tr&etur* Te* P-ubl.ic- Works Depar0ment
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: [email protected]
Applicant Name:
Street Address:
Ctty:
Meift
Email: C EV1 o o
On-site Contact Name (if different): Cevr r
Gr C-e,n\ q_roL ?
S
Cell* €
c
Street Address:
I
,TFPi- I(' ANT TN TIORI,J AT}ON
City:
Main Phone:
Email:
State: Zipt
Cell:
Sponsoring Organization Name (if any): s q (t o t goci+, O^ Street Address:
City:
Phone:
\Uebs{to:-
Is the organization a nonprofit? Y No (If yes, please provide a tax-exempt letter to the City.) Event Name: 2oL6
Eveat (This should.be promotional in nafiu'e and. shou.ld' nst excecd.2O"words.
Event Detailed : (Please provide a narrative and timeline of your event. You may attach needed. A complete Site Map is required your appli )"
)
a VA w
lr
D
3 eAwr
^wt
\ao
w g
1a
a
(
YJ {t3
ouxls
t1* \Ae-te
0vt 4
s& Ga1,tl1v61r4 Ylr
)
f .\'l :Nl' lN FORMAl'l{)N
\rla\
4h's 1{
Special Event Permit Appllcation
[.,4 r
I trr
Applicant's
Vh &Nre" .
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
f-rVhNl' INITOI{\4,,\ f l()\ (Clurtinuecl)
E (
t'I Park to include stage and arga" or Hall
Will yo* nesd eccoss to oleetri.ei,ty? Ye,s No 1V\a e/ tlr Event Location Description: (Please describe the location of your event and provide a map of activities ofyour event in the location being requested. A rnap showing the location of event be submitted with application for
dr Y a
)
Mo
Does the event involve the use of a City park? Yes
If yes, name(s) of park(s):
Event Type: AthleticlRecreation Parade/Proc ession/March Market
Free
Other (please explain):
Attendance: Anticipated Total Atten aun"", Lk Anticipated Daily Attendance, LY b,,f
1)AYRVS
Is event open ro thepublic? @ No
Is this an annual event? Gd No
Setup: Start Date:
Event; Start Date:
End Date:
I
Cleanup: End Date: \
has the event beenheld? L
)e sve
Start Time:
g
Timet l7F AM
Time: 6 AM
g
If yes, how many years
Prior location(s) of event:
glrslw PM
Party
Special Event Permit Application Page 6 of 19
Time:
Applicant's
AM
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Yes
E\''t:NT l)F.]'AILS
Amplilied Sound:
Type of Sound Equipment:
Location of.Amplilied Sound:
Date of Amplified Sound:
Start Time, \?- xw
le-q
No [f yes, complete the following.
End Time:
{
Dese*ipti'onr Stereo
Owner of Amplified SoundEquipment: tla s
First Name
@?
LastName
Business/Organization Name:
Max Fower*-?2a-wat* M*x Volumel-lg-pecibels Dist of Ardlble'$ound:-r41e 1 eer .
For Soand Vehicle OnIy: Yehicle License Vehicle Make:
Vehicle VIN: Vehicle Year:
$ecurl* Plani Nn If yes" qamptat"Q the fqllowmg..
Security Plan Description : rl {at)a s
If using licensed professionals, list company namei
Number of licensed professional staff:
If usingvelunteerso how-many-?- 6A
How will volunteers be identified? s
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:
Ilescribe how food
tD No rryes,
will be served and/or
complete the
a V
Oil'Sits Food Prep*ration Propane Char.coal Eleetrio Other"(pleaseexpl'ain):' Caterer(s) and/or food vendor(s) must have aSonoma County Food Industry Health Permit and a City of Sebastopol Business License for this
Will your event include food vendors?
event.
No If yes, how many? 6
Special Event Permit Application Page 7 of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
\II]NT ILS (('
Alcoholic Beverages: No If yes, complete the following.
Licensemayberequired r/ Wg Will obTailt a f iCe 4 se
Alcohol Distribution Method: . Freg-host , For Sale ,(Type: B_eer Wine Hard Alcohol) k)( # W irc br,l ct vro"Ji'o*- orlutl _
Please contaCt t-tr6 Odpaitment of ABC and Son6ma County Hdalth Dcpartment to determine if permits are required for your event. Please notiff the City of Sebastopol in writing the deterrninations fr<r.m thess d€partments.
Parking Plan: @
Parking Plan Description:
No If yes, complete the following.
Portable Toilets:
Number of Standard
No If yes, complete the following. r)
umber of ADA Accessible Toilets:
Placement: (Please location of toilets on your site
Ot-
)
a Or
Garbage/Recycling:
Numbc.rof garbagecarn
Cleanup Plan (Please indicate
No [f yes, complete the following.
of recycling €ffirs provided: 6
of receptacles on your site diagram.)
Mitigation of Impact:
Have you notified or met with the residents, businesses or other entities that may be impactedby your event?
Do you have a sample of the written notice that you propose to distribute prior to yow event? If yes, please attach the written notice.
No
No
I-\'l:NT COMPONI:NT'S
Please indicate which components will be present at the event:
* Open Flame Inflatables/Jump Houses
Signs/Banners
y' stages
/ Tubl* y' Tents/Canopies
gz_ Vendors
Special Event Permit Applicatlon Page I of 19 Applicant's Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
ACRr;EMENT .'\N D S iGNAI'LJI{E DISC'L,'\
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 indemni$ and save hannless the City of Sebastopol, its ofJicers, officials, employea$.andvolunteers-ftomall zuits, aetlons, 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 permiued in connection therewith. The City requires, as a condition of issuance of a pennit, 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 citcurnstances.
This shall be a continuing release and shall remain in effeetuntil revoked inwriting.
I certify that this application is true and correct 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 yeam of age or older. The applicant agrees that he/she will be responsible for the use and care of City properfy. Applicant further agrees that the character of entertainment at the above-named place will conform to that stated in the application. Applicant agrees to indemniff, 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, officials, employees and volunteers, caused by, arising out of or in eny wey connected with the use by the undersigned of the City of Sebastopol fscility or the exsrcise ofthe privilege herein granted; excep that arising out otthe sole negli:gence of'the City. If permission is granted, I, or my representativeo agree to be present during the entire use of the facility.
My signahrre 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 prernises in rentable condition.
I understand that all conditions of approval for this permit must be complied with no later than 10 d-ays prior to the syent.- Failure to mee! a-ll. conditions may rc$ult iqpe,nnitbqlngdeernqdnull and void.
I TIAVE READ AND AGREE TO THIS CONTRACT AND WILL CONFORM WITH THE RULES ATTACHED TO THIS AGREEMENT.
I agree that reimbursing the City of Sebastopol for any costs incurred to repair is damaged as a result of the activity.
tq z5
PLease along with. a non.refundable Speciat Eveut Permit Application Fee to:
Public Works Department
714 Johnson St.
Sebastopol, CL95472
Phone: 707-823-5331
Email: citypw@cityofsebastopol. gov
responsible
Special Event Permit Application Page 9 of 19 Applicant's lnitials Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARIG
Below are listed the guidelines for proper application of a one-time only use permit for City parks and facilities.
l. APPROVAL/DENIAL - The application shall be approved/denied within ten (10) business days of receipt of a completed application and filing fee noted on the application. The waiver shall be approved by the Police Chief or his designee unless it is determined from consideration of the application, or other pertinent information , that any of the following
conditions exist:
^. The activity will substantially disrupt the use of a park at a time when it is usually subject to traffic congestion, or potentially interfere with the operation of emergency vehicles in the proposed permit area.
b. The activity creates a substantial risk of injury to persons or property. c. The applicant failed to complete the application, or information contained in the application is round to be false in any material detail. d. The particular activity would violate federal, state or local laws including license/permit requirements.
e. The particular activity would propose a potential threat to health, safety, and welfare of the park users andlor the City's population.
When the grounds for permit denial can be corrected by imposing reasonable permit conditions, the Police Chief/designee may approve the permit.
2. PERMIT CONDITIONS - The Police Chief/designee may condition the issuance 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 properfy 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 upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIFICATION AND T IABILITY
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
^. 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 ln Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 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 CrTY PARK (SMC 9.24.265)
TO BE FILLED OUT BY APPLICANT
Date of Application: Location Requested:
(Libby, Ives, Other)
Contact Person: (Must be 2l years or older)
Address:
Phone:
Cell phone number for person at activity:
Date: Exact hours from: to:
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylparty) Anticipated number of participants:
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, offlrcials, 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.
Signature of Applicant: Date:
Special Event Permit Application Page 1 '1 of '19 Applicant's ln Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event.
o Events in Sebastopol with food or beverage vendors or providers must submit a Zero 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 1O0% reusables for food service ware. lf disposables are chosen, they need to comply with City of Sebastopol Event Food Service Ware Requirernents for Vendors Vendor compliance
tr We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or 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! MOs' P'TLTEHAOII:
!€ASf I!REtsEFA6LE
Attachments to Submit with this Application
Attach to the following documents to this application:
D 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 Sen,ice Ware Requirements for Vendors
o List the reusable food service ware that will be used at your event (i.e.: glass cups, metal cutlery, fabric tablecloths, etc.):
o Plastic bottled water sales and distribution is prohibited (no plastic water bottles under 1 gallon)
tlaoyclo
Flocovw
Avold
RoducG
Special Event Permit Application Page 12 o'f 19 Applicant's ln Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
t.
o lt is recommended that event promoters contractwith a waterstation provider and encourage their attendees to bring personal refillable water bottles. lf cups are provided at the water station, they must be uncoated, compostable paper cups. (See examples in "Resources" section).
Describe your plan for drinking water available at the event:
Zero Waste Plan
tr Hire an event greener to make a zero-waste plan that complies with guidelines, or tl Consult with the Recology Waste Zeroteam 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-marin/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:liwww. recoloqy. com/recoloqv-sonoma-marin/event-services/ B. There should be no stand-alone trash bins.
c.HowmanycomposUrecycling/garbagestationswillyoureventhave?-
1. Where will the stations be located? Attach map or give description of locations.
2. lf you are ordering large composV recycle/ garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsters? (Note: lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there).
a) Bins should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished
Special Event Permit Application Page 13 of 19 Applicant's ln Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
ilt.
D. Describe your plan to monitor the Zero Waste Stations to ensure that attendees place items in the correct bin (e.9., volunteers, employees, or event greener employees will staff each waste station), lt is recommended that you have a volunteer or employee standing by each waste station at all times to help patrons sort their waste:
1. How will you train vendors/janitorial staff/volunteers so that they know what materials go to compost, recycle, or garbage?
Leftover food and used cooking oil
A. Unserved, leftover food from vendors can be donated to Sonoma Food Runners a local organization that distributes food to the hungry. Contact prior to your event to arrange pick up. June Michaels (707) 596-8711, 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?
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 "eco message" will you use?
2. Where will this message be displayed (fliers, website, Facebook event page, etc.)? Special Event Permit Application Page 14 of '19 Applicant's lnitia Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 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/recoloqv-sonoma-mari 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://www. recoloqy.com/recology-sonoma-marin/event-services/ lf you are not hiring an event greener, consult with the Recology Waste Zero team to ensure your employee-run or volunteer-run plan complies with permit guidelines. (contact Recology Sonoma-Marin Waste Zero Specialist Ambrosia Thomson: [email protected]) Event Greeners
The following organizations provide event composting and recycling services for a fee. This may include set up monitoring of composU recycle/ garbage stations, transferring material from stations to large debris boxes, and post-event clean-up. o Green Mary / Mary Munat (707) 548-7582, [email protected], http:/lqreenmarv.coml o Waste Busters lnc, / Michael Siminitus (510) 473-2087, [email protected] wmv.wastebusters. info
o Right Cycle/ Tomer Shapira (310) 779-7421 [email protected] o Clean Vibes/ Anna Borofsky (802) 238-9143. Mobile [email protected] Water Stations
The sale or distribution of single-use plastic water bottles is prohibited. The following are some companies that market various hydration stations (i.e., station where attendees can filltheir water bottles with 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 .
o Hydrologic Water Treatment Services
Tony Pagliaro [email protected]
o US Pure Water / Michael Levine (415) 272-3288, [email protected], https:l/www. uspw. neUevents--hvdration-stations. htm I o WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https :/iwww. wastebusters. i nfo/
Reusable Drink and Dishware.
The following companies offer reusable drink and dishware options for events Special Event Permit Application Page 15 of 19 Applicant's lnitia Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
. Sudbusters, lnc. www.sudbusters.com offers reusable cup and plate rental/ exchange onsite at events. Contact Michael Siminitus [email protected] (510) 473-2087 o 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@green mary. com, http:/loreenmarv. com/
o The Rental Place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. https:/itherentalplace.com/ Food Donations
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.
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 Munal (707) 548-7582, [email protected], http://greenmarv.com/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polvstvrene Ban and disposable food service ware ordinance :
sebastopol. munici pal. codes/SMC/8. 36. 01 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 r "Allfood providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon requestof customers." Section 8.36.060
r Plastic straws banned (paper straws permitted).
a
Special Event Permit Application Page 16 of 19 Applicant's ln Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
General Guidelines
o Events are strongly encouraged to use 100% reusable food service ware.
o All items must be reusable, recyclable, or a fiber-based compostable product (see below for allowed items).
o Promotional materials should encourage attendees to bring their own reusable water bottle, cup, plate, and cutlery.
o Single-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #l PETE clear plastic cups.
Waste Diversion Hierarchy
MnST pnt: It"tlalll l:
r"EA3T rrnEFbfiAut€
Far'yclo
Flooov€r
l6-t
Fogca
Avold
Floclucd
City of Sebastopol Event Food Service Ware Requirements for Vendors * Permit applications must have signed copies of this document from each participating vendor
ALLOWEI)
Compostable Items
r Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc.)
including bagasse products (sugar cane fiber)
o Uncoated white/natural deli paper & parchment
paper
o Paper napkins/towels (any color).
t 100%o wood or bamboo products (cutlery,
chopsticks, stirring sticks, etc.)
Recvclable Items:
o Aluminum cans & (clean) foil
o Glass bottles and jars (empty with lids on)
o #l PETE clear plastic cups
Paper tthot cupst'
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
Sinsle-use disnosable nlastic service ware:
e Single-use plastic utensils, clamshells, sides/dressing cups, lids
o Disposable plastic water bottles
r Plastic bags/plastic wrap
r Polystyrene(Sfyrofoam)
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'o plant/bio-plastic products/ PLA
pl@**
Coated paper food containers (If it has a shiny surface/ moisture barrier, it is likely coated). Exception: paper coffee cups for hot beverages.
Foil for np food in
a 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-even if it is labeled "compostable" or suppliers claim otherwise.
x*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 sorted waste into the compost, recycle, garbage receptacles at the end ofthe event.
Vendor name: Vendor signature: I)o
Special Event Permit Application Page I of 19
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polvstvrene Ban and disposable food service ware ordinance:
sebastoool. municioal. codes/SMC/8.36.010
Municipal Code 8.36
r Polystyrene (Styrofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or otherwise make available for public or customer use prepared food in disposablefood servicewarethatcontains polystyrenefoam." 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 "Allfood providers shall onty provide lids, cutlery, to-go condiment packages, and paperstraws upon requestof customers." Section 836.060
o Plastic straws banned (paper straws permitted).
Special Event Permit Application Page 18 of 19 Aoolicant's lnitials Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
City Council
Mayor Stephen Zollman
Vice MayorJill Mclewis
Phill Carter
Neysa Hinton
Sandra Maurer
lnterim City Manager
Assistant City Manager/
City Clerk, MMC
Mary Gourley
mgou [email protected]
Gity of Sebastopol
)uly 16,2025
Greg Ceniceroz
960 Maytum Ave
Sebastopol, CA95472
Email: [email protected]
RE Conditional Letter of Approval
Special Event Permit
Sebastopol Porchfest 2025
Location: Various Streets
Date : September 13,2025
Dear Greg Ceniceroz
This is to inform you that the Special Event Permit for the Sebastopol Porchfest 2025 Skate 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 thirty calendar days prior to the start of the event, unless otherwise stated, for permit approval to be valid. lf the conditions of approvalforthis event are not met, this Conditional Letter of Approvalforthe Special Event Permit will be considered null and void.
1,. Based on the current fee schedule, the total estimate cost is listed below Total Estimated Cost to Applicant:
. Application Fee 5150.00
. Deposit for Event 51000.00
. Traffic Control Plan Review 5350.00
. To ensure public safety and compliance during the 2025 event, two (2) police officers will be assigned on overtime. Each officer will work 6 hours, totaling L2 hours of overtime coverage. The overtime rate is $tZS per hour, resulting in a total cost of 51,548.00 for public safety services.
TOTAL: 53,048.00
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 the credit card payment.
3. The applicant shall notify residents/businesses adjacent to and across the street from the streets listed below:
o Florence Avenue, between Healdsburg Avenue and Wilton Avenue 7L20 Bodega Avenue, Sebastopol, California 95472 Tel707.823.1153 www. ci tyo fs eb a sto p o L gov
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SEBASTOPOL PORCHFEST
VARIOUS STREETS
SEPTEMBER 13, 2025
o Wilton Avenue, between Florence Avenue and Pitt Avenue o Huntley Street, between Florence Avenue and Neva Street o Calder Avenue, between S. Main Street and High Street o High Street, between Calder Avenue and Palm Avenue
o Maple Avenue, between S. Main Street and High Street
o Vine Avenue, between Maple Avenue and Palm Avenue
4. N otify residents/businesses of the date a nd time of this event and if there will be use of a n amplif ied sound system. lf amplification is to be used, the notice shall contain the duration of the times for use of theamplifiedsystem. Pleaseprovideacopyofthenoticeandasignaturecertifyingthatthisnoticewas senttobusinesses and/or residentsasstatedabove. Pleaseprovideasigned copyof thenoticetoCityof Sebastopol Public Works Department at [email protected] with signature, as soon as possible but no later than thirty days prior to the event. Please see attached map of event area for notification pu rposes.
5. Areas to be returned to an acceptable condition afterthe event. At the close of the event, applicant shall perform lltter 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.
6. Group is responsible for own setup/cleanup and removal of visible trash into trash containers. Contact Sonoma County Resource Recovery (707-795-7470) to arrange for additionaltrash and recycling contai ners.
7. Zero Waste Application for Events must be submitted
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 is required. Any costs incurred by the Public Works Department for any cleanup after the event, or for damages to City property, will be billed to the Applicant.
10. Provide two (2) portable toilets (one standard, one ADA Accessible) and one (1) hand wash station per 100 persons 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.
11. Contact the Public Works Department (707-823-5331) regarding barricades
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SEBASTOPOL PORCHFEST
VARIOUS STREETS
SEPTEMBER 13, 2025
12. Parking regulations will be enforced on the surrounding streets. There can be no blocking of access roadways, parking areas, or sidewalks for ADA accessibility, unless otherwise approved by this permit. Any parking issues, including the need to reserve spaces (to be listed in the Special Event Permit Application) must be coordinated in advance with the Sebastopol Police Department and/or Public Works Department.
13. A current Certificate of Insurance with a signed, additional insured endorsement, containing policy number and effective date, naming the City of Sebastopol, its officers, officials, employees and volunteers as additional insured, must be submitted to the Public Works 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 andlor 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.
14. PLEASE NOTE THE MINIMUM COVERAGE FOR THIS EVENT WILL BE AS FOLLOWS:
a. $: willion 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.
15. TheCityof Sebastopol,itsofficers,officials,employeesandvolunteersshall bedefended,indemnified,and held harmless by you from any claim, action or proceeding against the City of Sebastopol, its officers, officials, employees and volunteers challengingthe approvalof this application, orwhich otherwise arises out of or in connection with the special event, including but not limited to, damages, costs, expenses, attorney's fees, or expert witness fees.
16. Group holding the event shall be responsible for keeping a cell phone available for emergency contact to the Police Departmentforany problemsthat mayoccur. 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] or (707) 823-5331 no later than thirty days prior to the event.
17. ContactSonomaCountyHealthDepartmentforaFoodlndustryHealthPermit(if applicable) ifyou 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. 1-8. 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'
19. All Vendors must submit a signed City of Sebastopol Event Food Service Ware Requirements for Vendors.
20. 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.
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SEBASTOPOL PORCHFEST
VARIOUS STREETS
SEPTEMBER 1-3, 2025
21. This is to advise you that alcohol is not proposed to be sold or served on any City Facility or Street.
22. All pedestrian and vehicular traffic shall be arranged and directed by the applicant in a manner that assures the safety of all individuals visiting or participating in the events.
23. The applicant is responsible for submitting a traffic control plan to manage detouring traffic at least two weeks before the event. The traffic control plan preparer wlll also set up signage and barriers as necessary for the street closures. The traffic control plan will be reviewed by the City Engineer and Police Chief for compliance with street closure standards'
24. The 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.
25. No event-related promotional signs for this event shall be placed on public rights of way (streets, sidewalks, parkways, light poles, landscaped-traffic islands, etc.)or other public lands unless specifically authorized by the City and/or Caltrans. Each such promotional sign removed by the City shall be subject to a StS.OO deduction from the event security deposit.
26. 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.
27. Noamplifiedmusicshall beplayedoutsideofthehoursspecifiedintheapplicationmaterials. 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.
28. PleasenotethattheCityhasadoptedacomprehensivenoiseordinance. lfyoureventisplanningtogo beyond the starting or ending time for noise restrictions, please submit a letter to this office requesting a variance to this ordinance no later than twenty days prior to the start of the event.
29. Applicant is responsible for reading the City's noise ordinance, and no smoking ordinance'
30. TheCityManagershall havetherighttomodifyorinitiaterevocationof thisapprovalatanytimeif anyof 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.
31. 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 declsion 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 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
SPECIAL EVENT PERMIT
CONDITIONAL LETTER OF APPROVAL
SEBASTOPOL PORCHFEST
VARIOUS STREETS
SEPTEMBER T3,2025
Sincerely,
Mary Gourley
lnterim City Manager
E nclosu re:
Copy of Permit Application
Best Management Practices
Map of Permit Area for Notification
CF Police Department - 7 07 -829-4400
Pu bl ic Works Depa rtment - 7 07 -823-533I
P lan n i ng Depa rtment - 7 07 -823-6167
Fire Departm enl - 7 07 -823-8061
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
tJ-l
ar>
t!,
a/
F
I
KEATIN6
AVt
I
-dO
r*;t*-* -e
.$o*!nG* I
4 st'l0'lJ sT 1
% ?,z
dn
ho$ '2€ I
P.,';U
$^rf
4h
6rr \%
s1$$rt
51 =
=o&
GO
DI?01 !
t
ttt
.$t$S$
o
$
Q
Q
6lt.
e
Mus.
1. \n
I
6lt \
'eg$ @
7e
!/|
Gh
A
,\,
si
}ODE
aorrrafurt *o**{ o' u,g$sI
tN
,ASHINrTON f
AVE
N&
LEtAffOsl
--'"$
Parkside
School
lves &
Memorial
Park @
rf
z @\
a \r^@
%
I-LJ
-tu-l
=
rg
a
4 z
uolffiofl, e\
@,
Ll-l
F
Lrl
=a
AE
.}-
EEtIJ
rtl aoo
:
ut
=G
=E
I
e
Fr1r
FIA
& = sf, 4es
- l= Yoa? o
@
PALMJVE _
I
logvtve
{.1 ,
\i
Kod o\oud
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Tll '= Wa s
Ve aY\ P
\a, v'r rytt
aAo
{,^-ff*} rnn.r.6,r1-a *l",rdc
PORCHT'UST
Selbastopo[ 2025
Info t{eeting:
Apr 7, 5:00 PM Sebastopot Center for the Arts
Veterans Buitding 282 S High St:, Fireside Room
Sep 13, 2A25 11:00 AM - 7:00 PM
Ponchfest Date:
Gommunlty Meetlngl Sunday, Aprlt 7th, $pm, Vets Bldg.
We welcome everyone in the community for input on how to improve Porchfest this year.
Ptease attend our informationat meeting on Sunday, April 7th at 5100 PM, Vets/SebArts.Welre excited to cliseuss att issues to enhance ancl improve this event for our community. lf you are unable to attend, you can atso view the website and email us. [email protected] Website: hl*:.Vl-sc-b,aak;p--qlp$$hleql,q.lg Obfectlves
r Discuss any issues with street closures
r Discuqs other community activities which can atso happen that day . Discuss improvements tike food trucks, more porta-potties o Discuss SebArts/lves Park tink from High St. to Ftorence Ave Nabfrbors lnYolved
c Event Dinector: Gneg Cenicenoz "Cenj." [email protected] . High St. Neighbonhood liaisons: Eric Lofchie, Rick Rozet r Ftonence Ave. tiaisons: Nash Weber, Andros Howes
o SebAnts tiaison: Danny Foster, [email protected]'g
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
wr ll lr. 0lrr\- r,nAA t Qlt-,
PARK ONCE and WALK in DOWNTOWN SEBASTOpOL
It's free, ectsy, ond convenient!
Ave.
To
Forestville DOWNTOWN
SEBASTOPOL
5r.
@
o.2
s
To
Bodega
To Santa Rosa
and Highway 101
';oi**;br\
Joe
\s
--,
'g
c
o.
o0
o
-l
C
o
5 v
o
z
City-Owned Free Parking Lots
@ eeninO Library& City Hall
@ Town Plaza
@ ruear Rialto cinemas
@ ruear l'lopMonk
@ eefrinA Chamberof Commerce
@ Across from lves Park, Veteran's Bldg/SCA
Frivately-Owned Free Farking' Lot
@ nt CVS (not City-owned: unrestricted free public parking per property owner agreement) I rree Public Parking Lot
! city Buitding
I city nark
p f t"ctric Car Charging Stations (P3)
!l narmns Lot Entrance
t
N
CityofSebastopol,California www.cityofsebastopol.org 1/2O18 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
{,.,u fS a. { t4^ . A4v h*/
5 |.
G'^
I E
A- pcat
,re)&,, I "* +l,*gve-L*_ j 'V €rg t^rco*lr rn
/
rl
2 v|9 ow
Agenda Item Number 11Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Subject: FW: Porch Fest Permit
From: Chelle Cardenas McDonellG
Sent: MondaY, MaY 12,20251:19 PM
To: City Council <ci nci I
ha
Subject: Fwd: Porch Fest Permit
Hel.Lo counciI members.
r sent the note betow a week ago. since r haven't heard back from anyone and the city seems low on staff, I'd tike to bring my concerns to you att'
Thank You!
Begin forwarded message:
From: cheLte cardenas mcdonetl' f,
Date: MaY 5, 2025 al12:31:44 PM PDT
To: rrLe,LsoLr-@crtyofsebastop,a|gav' slllc.clQnagh@c-itl/ofsebaste po!'gq:u' Mary Gourtey < mgo !,r rLey@ e ityof se ba sts p c l. gov>
Subject: Porch Fest Permit
Hetl.o.
l,m writingwith regard to the pLanned "Porch Fest 2025" event in the High street residentiaI neighborhood. lt's difficutt to figure out who is actual'l,y responsibl'e for making decisions around speciaL event permits given staffing gaps and impending retirements' coul'd someone pLease respond here to Let me know?
Because this was a Large scate event [ast year and organizers have ptanned to dramaticatty increase the size f or 2025, t hope that the concept of issuing a block party permit is off the tabr,e. rf anyone at the city of sebastoporis stift considering issuing a block party permit, please reach out tome. There has been a great deal' of abuse of the btock party permit over Ihe 24years we've been Living here, which has Led to this situation where organizers of a massive event feel. comfortabte asking the City for a bl'ock party permit' lt's time to inject some honestY into this situation'
I enjoy my neighbors and Love that I tive in a neighborhood where I'm chatting with peopl'e every time l'm out for a walk, working in the yard, or in and out of my car' Another thing I particuLarl.y vatue about our neighborhood is having a peacefut space that is watking distance to town. so it's disappointing that someone wants to use it for a festivat' lt is not an appropriate space for a Large scal.e event that is being widel'y promoted far beyond our neighborhood.
1 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Whatever the intention, unfortunatety it isn't kind or neighborly or community-minded to impose an out-of-scate event tike this on others in a residential area. lt's doing what some enjoy at the expense of the others who live here. lt's disrespectfuI to notify your neighbors (with fl.yers), that you and some friends who live etsewhere are ptanning a huge event in front of their houses, white advertising and promoting it...without asking if it is wanted or getting the OK f rom the city.
.!
Please feel f ree to contact me with any questions or to discuss any of the other specif ic issues that woutd impact the neighborhood with this event.
Sincerety,
Chel.Le Cardenas McDonet[
2 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Subject: FW: Porch fest
From: Noel KarcieSent: WednesdaY, June 18, 2025 1:35 PM To : City Co u nci I <cityco u nci I @cityofsebasto po l.gov> Subject: Porch fest
To whom it maY concern,
I am writing as a resident of Sebastopolto express my support of Porchfest. I live on High street and am happy to be hosting a couple bands on my porch this year. Last year my entire family attended and it was so fun connecting with the community and celebrating the arts. This is exactly what we need now more than ever. The simple joy that comes from this event is truly magical and makes me so happy to be a Sebastopol resident' Thank you,
Noel
Noel Karcie
She/Her/Hers
Pho
Email: F
Notice of confidentiality: This e-mail, and any attachments, is intended only for use by the addressee(s) and may contain privileged, private or confidential information. Any distribution, reading, copying or use of this communication and any attachments by anyone otherthan the addressee, is strictly prohibited and may be unlawful. lf you have received this email in erro; please immediately notify me by e-mail (by replying to this message) or telephone (415-638-9552), and permanently destroy or delete the original and any copies or printouts of this e-mail and any attachments. lt is important that the addressee/s be aware that e-mail communication can be relatively easily accessed by unauthorized people and hence can compromise the privacy and confidentialityof such communication. Please notify me if you decide to avoid or limit, in any way, the use of e-mail. Please do not use e-mail for emergencies' 1 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Subject: FW: No Porchfest in Residential Neighborhoods
From:lanHoffSent: ThursdaY, June L9, 2025 2:22 PM
To: Ron Nelson <[email protected]>
cc: sean McDonagh <smcdonaRh@citvofsebastoi:cl.gov>; Mary Gourley < Subject: No Porchfest in Residential Neighborhoods
ou rl fseba
Dear Captain Nelson,
My name is lan Hoff and my wife Bethany and I live on South High St here in town' I have my own structural engineering firm based in town and am a volunteer firefighter. My wife is a chemistry and physics teacher at Analy. we would like to kindly ask that the planned Porcnfest Music Festival not be allowed in a residential neighborhood. We believe this is in the City's best interest' Now, the porchfest website says definitively under the FAQ page that: "YE9, [there will be a Porchfest] saturday, September 13,2025," and that they "are plinning on an expanled footprinf'with more vendors, porta-potties, and an alcohol sales area at lves. ls this true and haire they already been approved to.host a concert in my neighborhood without notification of said neighbors? List year we only had 3 weeks notification! There are multiple reasons I think this event should not be allowed to take place. Being as succinct as possible, l'll share some here:
. Unsafe. This is event occurs in a spread out and large area with thousands of people. unlike concerts in parks at central venues, this creates an issue to respond to emergency calls. Just imagine the worst-case of someone needing cpR occurring in some ADU in someone's backyaid inihe middle of Porchfest. How quickly can all the necessary responding"units getthere? l've responded tomedical aids at Peacetown; that's easy' This seems problematic.
. More safety issues, As you know, the fire deparlment puts together special IAP's for parades and the July 3rd fireworks. why? Because these events have thousands of people from out of town spread out over large areas. This sounds like Porchfest, it doesn't sound like a neighborhood block party' . Not the actual neighbors. Of the event organizers, fouidon't live in the neighborhood where they're putting the event on let alone in the city limits. under tieir website FAQ, the "who is putting this on?" responds proudly with ,,your neighborsl" That's not true. Does the city allow any outsider to host an event in front of any citizens house?
. A block party does not have corporate sponsors. (Their website has multiple pages soliciting money including: ,,Home,,, ,,Donate," "Get lnvolved," and "Be A Sponsor." Go to their site and the very first thing you'll see is they ask for moneyl) perhaps this is a moot point, but, I ieel it's safe to say this is never even a discussion for a group of neighbors having a block party.
. Crowds of strangerJ. t ,r* peopte peeing in my neighbor's driveway, sitting on neighbors cars, trash and alcohol containers noicleaned up'(despit! fro,iir"r ov flre planners), people smoking pot in the street, and so much drinking. (l remember seeing Mr. Ceniceroz's ruddy face swaggering past my house multiple times' drink in hand). These are not my neighbors. I don't think it's wise for the citylo allbw people to drink in public in front of other people,s homes tir-e tnlJ. you can't leave lves with a beer in hand from Peacetown. so why change that precedent?
. Residents are stuck. we can't leave or arrive by car for the duration of the event' Things can happen where that is necessary. we felt trapped last year by the crowds and had to remain vigilant to watch out for the aforementioned things PeoPle do.
Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
We have a great community with so many social locations, parks, the downtown plaza, the Barlow, and many BriVate venues for music like restaurants, wineries, art galleries, yoga studios, and more. Likewise, we also have great neighborhoods for quiet, reserved activities for family, friends, and relaxing on a weekend.
Sebastopol alone already has so many concerts and music opportunities from our various festivals, farmer's markets, shows at private venues and businesses, and the Peacetown and Barlow concerts; let alone right outside of town. We do not need more concerts spread out into quiet neighborhoods. This is bad for the neighborhood, risky for the City, and sets precedents to allow more of this to occur in residential neighborhoods in the -
future. Honestly, I'm a little incrqdulous that I even have to say anything. Like, I'm the odd one out forfeeling all this is wrong. That i have to speak up to say, please don't let people who don't live here shut down my neighborhood so they can raise money to invite thousands of people to come listen to amplified music, drink alcohol, smoke pot, litter, and pee in my neighbor's driveway.
Thank you for your time. Feel free to reach out to me as needed, 707-205-5205. Take care and l'm sure l'll see you aroundl
Thank you,
lan
2 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Subiect: FW: Porch Fest
From: Serena Coltrane-Briscoe
Sent: Saturday, July 5,2025 2:O2 PM
To: City Council <[email protected]>
Subject: Porch Fest
Dear City Council Members,I believe you willbe discussing Sebastopol's Porch Feston July 15, and, as lwill be outof town then, lwanted to share my perspective on the event in advance. My son and I live near the corner of High Street and Calder Avenue, so we werein the thick of Porch Fest last year. My then 9-year old son took advantage of the crowds to set up a plant stand, where he was very successful in selling succulents and house plants that he had propagated. We saw many friends and neighbors during the day, some of whom we hadn't seen in a long time. We enjoyed the music and the friendly crowds and really look foruvard to having another chance to participate this coming September. I think it is a very valuable event that builds community and is accessible to people of all income levels, since it's free.
The only change I would like to see, which I believe is being considered, is to close Calder Avenue (between Main and High Streets) as well as High Street. Crowds gathered in front of one porch on Calder Avenue and there were times when it seemed unsafe given that cars were still allowed through.
I hope that Porch Fest will be allowed to proceed for this September. Thank you for considering my perspective, SerenaSerena Coltrane-Briscoe
Designer
MATch + LEED AP
1 Agenda Item Number 11
Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
From: Ceni
Sent: Wednesday, June 25, 2025 3:25 PM
To: Ma ry Gourley <[email protected]>
Subject: Sebastopol Porchfest would like to be included on the agenda for the July 15th City Council meeting Hel.o Mary, we've been advisqd to get on the agenda for the Juty 1Sth meeting to present our ideas for SebastopoI Porchfest 2025.
PLease Let me know what other information you need from us.
Thank you,
Greg Ceniceroz aka "Ceni"
Founder and President
Se basto pol. Porchfest Assoc iation, CA registered non-prof it https ://se ba sto po Ipo rc hfest. o rgl
1 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
-----Origina I Message-----
From: City Council
Sent: Monday, June 30,2025 8:28 AM
To : Ma ry Go u rley < mgou rley@cityofse bastopo L gov> Cc: Mark Rincon <[email protected]>; Erik Billing <[email protected]>; Elissa Overton <eove rton @ cityofse basto po l. gov>
Subject: FW: Porchfest 2025
6/28/202s
Dear Council Members
I write in support of permitting Sebastopol Porchfest 2025 Having enjoyed tremendously the first Porchfest last year, I remain enthusiastic, attending the meeting of interested community members and the Porchfest Board held atthe SebastopolCenterforthe Arts. ln hopefulanticipation of the Porchfest this September 2025,1 have volunteered my driveway on Maple Avenue as a "porch stage" and contacted local musicians about the idea. These musicians represent 4 different music groups performing a spectrum of styles including DixielandTraditional Jazz,popularhitsfromtheAmericansongbook,jazzy instrumentalsandRandBhits.Evenmarching band music! They have all committed to volunteering their time and talent to Sebastopol Porchfest 2025.
Porchfest is a wonderful experience of neighbor meeting neighbor and connecting through the arts in a solid community effort. Please endorse this local, volunteer arts effort by permitting it' Thank you
Stephen Lebbert
Sebastopol 95472
1 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025
Subject: FW: Porchfest
From: Deeanne Edwards <
Sent: Thursday, July tO,2025 8:44 AM
To: City Council <citvcouncil @citvofsebastopol.gov>
Subject: Porchfest
This is such a wonderful, free event that fits right in with our community ideals. I know the city is hurting for money, but charging such high fees to put on a grassroots event doesn't seem to be the best way to raise fees. Please charge the event organizers as little as possible so we can keep this going every year.
Thanks for your attention,
Deeanne Edwards
porchfest neighbor
1 Agenda Item Number 11 Agenda Item Number 11
City Council Meeting Packet for July 15, 2025