CITY OF SEBASTOPOL CITY COUNCIL
AGENDA ITEM REPORT FOR MEETING OF: Date: October 21, 2025 AMENDED: October 20, 2025 – 8:00 am (see yellow highlight below) ======================================================================================== To: Honorable Mayor and City Councilmembers
From: Erik Billing, Acting Public Works Director/Operations Supervisor Responsible Department: Public Works Department
Subject: Consideration of Approval of Waiver of Special Event Fees for Porchfest 2025 ======================================================================================== RECOMMENDATION:
That the City Council approve waiver of special event fees, in the amount of $500.00 for Porchfest 2025. ========================================================================================
EXECUTIVE SUMMARY
The City of Sebastopol supports community-sponsored events that promote local culture, engagement, and neighborhood connection. The Special Event Permit for Porchfest in Ives Park occurred on September 13, 2025.
The applicant paid the following fees and charges for the special event shown in the table below. The applicant has requested reimbursement for the total fees and charges paid.
Table 1 – Fees, charges and costs paid by Porchfest
Fees Amount Paid Fee Waiver Request PW Recommendation Special Event Application $150.00 $150.00 $150.00
Daily Use (200+ people) $250.00 $250.00 $250.00
Amplified Sound $50.00 $50.00 $50.00
Stage $50.00 $50.00 $50.00
Police (2officers @$129 x 6 hours) $1,548.00 Used Private Security
Will refund $1,548.00
Insurance Costs $810.00 $810.00 $0.00
Garbage Service $700.00 $700.00 $0.00
Total Fees $3,558.00 $2,010.00 $500.00
The applicant paid a security deposit of $1,000.00 which will be refunded to the applicant as is standard practice after the event has occurred and no damage incurred. The deposit amount is not included in Table 1. The two charges that will be refunded to the applicant are the deposit amount of $1,000.00 and the Police service charge of $1,548.00. The applicant, at the last minute, hired a private security rather than the City’s Police Department. Therefore, a total of $2,548.00 will be refunded as this is due to the applicant. The remaining fees paid were:
$500.00 for Permit Fee
$810.00 for Insurance
$700.00 for Garbage Service
BACKGROUND AND DISCUSSION:
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.
Agenda Item Number 4 Agenda Item Number 4
City Council Meeting for October 21, 2025
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 proposed a larger-scale Porchfest event that required closure of multiple streets.
An event permit for the expanded scope was agendized to be heard at an earlier City Council meeting this year; however, after noticing of the agenda, the applicant withdrew the application for the expanded scope of the event and submitted for a smaller event. The applicant opted for a Porchfest event in Ives Park instead and as noted above, the applicant paid all special event fees. The event was approved and held at Ives Park on September 13, 2025.
Waivers approved for this Fiscal Year:
Council has waived a total of $450.00 this fiscal year as summarized in Table 2 below.
Table 2 - City- waived special event permit fees this fiscal year 2025-26 Event Waived Fees Council Action
Peace Wall $450.00 July 15, 2025 Council approved request to waive permit fees Table 3 - City- waived special event permit fees in fiscal year 2024-25 but event happened in fiscal year 2025-26
Event Waived Fees Council Action
July 3rd Fireworks $6,930.00 May 20, 2025 Council approved request to waive permit fees Many Moons $1,200.00 May 20, 2025 Council approved request to waive permit fees BUDGET COMMITTEE:
This item was discussed at the Budget Committee meeting on September 15, 2025 and the committee recommended the $500.00 fee waiver and refund of the Police service charge (since the applicant chose to use private security) and the $1,000 provided there was no damage to the event location. It has been confirmed by the Public Works Department that there was no damage after the event.
STAFF ANALYSIS:
The applicant has requested that they be reimbursed for the cost for providing garbage service for the event, and their insurance cost. Staff is not recommending a waiver of any other fees other than the permit fee of $500.
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:
If approved, the City would reduce the special event permit fees totaling $500.00; therefore the fiscal impact would be a loss of $500.00.
COMMUNITY OUTREACH:
Agenda Item Number 4 Agenda Item Number 4
City Council Meeting for October 21, 2025
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 Council meeting and agenda items through its social media platforms.
As of the writing of this report, the City has not received public comments. 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 approves the fee reduction of Special Event Permit fees for the Porchfest event at Ives Park in the amount of $500.00. This reduction includes the Application Fee of $150, Daily Use Fee of $250.00, Amplified Sound Fee of $50.00, and a Stage Fee of $50.00.
OPTIONS:
1. Deny the approval of Special Event Permit for Porchfest 2025 Sebastopol.
2. Approve the fee waiver and other charges.
ATTACHMENTS:
1. Special Permit Application for the Porchfest 2025 Sebastopol
2. Fee Waiver Request
3. Porchfest Recap of the Event
APPROVALS:
Department Head Approval: Approval Date: 10/6/25
CEQA Determination (Planning): Approval Date: 10/3/25
The proposed action is not a project under the California Environmental Quality Act (CEQA).
General Plan Goal (Planning): Approval Date: N/A
Administrative Services (Financial) Approval Date: 10/3/25 Costs authorized in City Approved Budget: ☐ Yes ☐ No X N/A Account Code (if applicable) 100-00-00-3401 $500.00
100-00-00-2014 $1,000.00
100-00-00-3502 $1,548.00
City Attorney Approval: Approval Date: N/A
City Manager Approval: Approval Date: 10/19/25
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
CITY OF SEBASTOPOL
Special Event Permit APPlication
To Special Event Permit Applicants:
The City of Sebastopol is host to many varied special evelts throughout the year.'These events ateanimpsr-tanl.Ba(ofquraor-nmunitvan'dsap'add'cignificantlytqtheeua]itvafli&furqut r**iarnrc und visiiors. Depending on the natufe of the evsnts' they can gnhanlq our. -
neighborhoods, highlight'products and services, provide marketing opportrrnities, and add to our This packet is intended to help you understand the special event permitting process and provide helpful. information as.you,plan y-out event"
The City of Sebastopol is conlnitted to supporting quality events that are safe and enjoyable. If you have questions iegarding the permitting process,-please contact the Public Works b.purto.nt at707-8fi-5331 or email [email protected] for further infonnation.
On behalf of the City of Sebastopol, we thank you for contributing to tlry spirit and vitality of our cornmunity through the staging of your event. Best wishes for a successful event.
Application Process
1. Contact the Public Works Deparhnent to ascertain thegetlqbllity oll!9-!9c4io.l where the event is requested to be held.
2, Complete the application packet (and provide any additional materials regarding this event),
3. Ensurea,ll.blanki are filled.out and.inilial the bottorn o.f evory pago, Fleaseuse lrlack ink lo' complete the aPPlication'
4. Ensure the applLation has a wet signature. Elecffonic signatures will not be accepted.
5. Subrnit the packet and filing fees to Public Works Department.
6. Complete and submit the City event requirements.
i. puy event t'ees when the application is submitted fbr routing. The application will notbe routed without payment of fees in full'
8. Ensure approPriatc have been contacted a minimunr of 10 days prior to the '-crii iural ent'ichrnent
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 flrst step and should not be construed as appioval or confirmation of your special event request' Depending on_the size and type of event unA itt potential impact on City services, other departmental approvals may be ."iuir"d. Event appl^ications submitted less than 30 days prior to the event may not be approved.
If your event reguires banncrs on city poles, you must complete a Banner Installation Application and receive approval prior to hanging banners. For more information, please contaet the Public Works Department at707-823-5331'
Posting of flyers, signs, etc., on public facilities or equipment (e.g., power poles) is not permittcd.
event.
9. Request
Speclal Event Permit APPlication Page 1 of 19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
J
Note: Generally, ternporary off:site signs, such as bannets, A-frames, or other signage within the public right of way, are not pennitted. (Contapt the City Planning Department at 707-823- 6L67 for specific infonnation on signage.)
Party J,umps" Ctimbrrrs Rock Wallc' etc'.
Groups renting party jumps, or other similar activities, must note this activity on their application. Companies providing the jnmp, 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 perm ittcd in the parks. Requcsts must be made in advance for electrical service by indication on the application.
Park Hours
Cify of Sebastopol parks are open seven days a week, year-round from dawn to dusk. All rrnreserved areas remain open to the public at all timcs during park hours.
Canceltration Feo
lf cancellation is necessary, the City must be notified irnmediately. 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 $25.00 non'refundable cancellation fee will be withheld frorn the deposit.
The applicant is responsible for reading the City's noise ordinance, park use ordinance' no smokirrg ordinance, and alcohol in the park ordinance.
Insurance Requirements
As a condition of use of City of Sebastopol facilities or programs, your organization must provide, et your sole'expense, each of the following iteins as indicatcd:
Proof of insurance comprised ofa certificate ofinsurance and original policy endorsement of cornprehensive general liability insurance by one or more responsible insurance companies licensed to do business in Califomia. This coverage requires the following:
1. The City of Sehastopolo its oflicers, officialq employees and volunteers are to be named as additional insured by endorsement against liabilityfoi injury to persons, damages to propcrry and for the death of a person or persons arising or resulting from any act or omission on the part of your organization, its agents or employees.
Z. l-ialltlly "ovgtgtr
is requircd for claims made by participants in your evenilprogratn. You -are aclvised that aiy and all exclusions pertaining to athletic ot recteational evenUprograms must be disclosed in the endorseruent, and.failure to.do so,will.not necessarily insulate your organization from individual liability for claims made as a result of the use of the facilities and your evenVprogram.
3. The insurance provided must be PRIMARY with respect to the additional insured named above. Any other insurance available to the City of Sebastopol, its officers, officials, etrr.B.layaa$ a.[d vo,lutr.tQar$ n-ust be ex.qqsq attd nonaanJri.bilii.ng.. A PntnarY N'on'- Con tributory Endorsg!19!!ir lgg{Iccl.
The comprchensive gcncrai I iability insurance policy limits of such inswance shall not be lcss than $2.000.000 '|- ner occurrence for bodily injury, personal injur.v and property damage.
Plense note the City may require an increase in policy limits due to the nature of the event.
4. Special Event Permit APPlication Page 2 of 19 Applicant's ln Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
a. Any deductible or selGinsured retention must be identified and approved by the City. In the event the deductible is deemed to be too great, the City rnay require you to have your insurer eliminate the deductible or reduce it.
5. you must satisfy these requirements by firnishing the City with certificates of insurance and endorsements ifecting the required coverage. The certificates and. endorscrnents ar'e to'be on ISO-approved forms.
/ Note: Plcasc inform your insurance agcnt that a "Certificatc of Insurance" on Form Accord I 25 by itself is not sufhcient. A certificate of endorsement naming the City of Sebastopol' its officirs, officials, employees and volunteers as additional insured is required.
The City will not accept a certificate of insurancc alone as proof of insufallce coverage. The City wiil not acceptthe wording listed below in the Description of Operations box on the ceni fi cate of insurancc.
Thc original endorsement must specifically list the following:
"Th€.City of Seb*stopol, its offieers, offlei*ls, employees rnd volunleers are'additional insured against liability for injury to persons, damages to property and for the death of a person o. p.t*on* 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 otlrer insurance uvailable to the City of Sebastopol; its ofllcers, offlclals' 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..qui."ments) to your insurance agent or broker. Doing so will help you, your agent, and the City process the proper docutnents in a tirnely manner' you must provide.the City with the required endorsements 10 days prior to the sta* of your evenVprogiam. Each endorsement shal'l'be subject to approval by the City of Sebastopol'as to form and as to insurance colnpany.
Please sign and return this ori Notice of Conditions to indicate your receipt and understanding of each of the
Authorized Signature:
Name of Organization:
I z9
Thank you for choosing to plan a special event within the City of Sebastopol' We are proud to be the venue for a wide tange of special events each year.
Special Event Permit ApPlication Page 3 of 19 Applicant's lnitia Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
TFO
sr
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 otler City facilities, such as Ciry conference roorns? parking lotso etc. Such activities include, but are not limited to, craft fairs, festivals, ceremonies, and other events' Events t6at are to be conclucted on City putrlic streets.tlli.ljyglllrequire,atr fJggplll9l! pelnit frorn the City of Sebastopol.Engineering DivisioriTlease oontact therrr at Tl4.loltnson 3tr6l6r 707-sz3-2rst,
Closure of str-eets 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, certi$/ that all forgoing pages in this Spegial Event permit Application hlve been completed. I attest that the information contained herein is accurate,io the best of rny knowledge and belief. I attest that I have read all the rules, regulations and guidelines specifiedherein and that which is included in this Special Event Permit Application.
I,.a,qting.e.r.l be.hal-f qf tb-e o;ganizatiotr l.teptssQnl,-qtrl4uthqrizedto comsd!.that o1ganiz4f"Aqta ugr."iJ ubide by the rules, iegulations and guidelines specified herein, and that I will accept all rJsponsibilities ior any damage to City property and/or facilitios, and any paymonts for municipal services uod/o..r**""r ai th"y have been outlined and as they may be utilized by r" *d th, organization whom I am repreienting and the patrons who will be served by this event.
Authorized Signatu
Printed Name of Signer:
Date: L4
Special Event Permit APP|ication Page 4 of 19 Applicant's lnltials Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
0:1
(,)
lq
/f o{\
Please use black ink to complete this application.
ApplicantName:
Street Address:
Clty:
Meift
Email: c ev1 o
On-site Contact Name (if different): CE
CITY OF SEBASTOPOL
Special Event Permit APPlication
Return To* Pr#lie' Works Departmoot
714 Johnson St.
Sebastopol, CA95472
Phone: 707-823-5331
Email: [email protected]
Gr C-e.n\ q-roL )
Celh €
o
Main Phone:
-
cell:
Street Address
CW:
Email:
Street Address:
City:
Phone:
Webclter
a c) fe. t soc r'^t'; r,,. Sponsorlng Organization Nnme (if any):
State:-ZiP:
fs the organizetion a nonProfrt? Y No (lf yes, please provide a tnx-exempt lotter to the City') EventName: 2oL6
: (Th.ts should. bepr.or,rotional in nafire aud shou'ld not exoced' 20' ) Event
attach
Iletalled
qfl:
a. w\ WDl,'
eAw'( .
APPllcant's
(Please provide a narrative and timeline of your event. You may needed. A complete Site Pl Map is required your .)
t klffi0
g
1a
a t
0 Y)
A PPi-i(',\N'1 IN i-OR\,t i\Tl0N
f
[.\' t':N'l' lN F0[{MA I'lON
\JA\
-Th's
Special Event Permit APPllcation
9ee A
5 lLr%
t/t0Nr'e..
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
Nl' lN IrOR\4 A'l'lO\ (t--ortt LVI; inrrctl t
Park to include
Wiltyou nesd s€€oss toctsetrieity? Yes
stage and area" or Hall (
N 6 u t l\a
detailed Event Location Description: (Please describe the location of your event andprovide a map of activities of your event in the location being requested. A rnap showing the location of event acti es be submitted application for process
ri e
)
Does the event involve the use of a Ctty park? Yes
If yes, name(s) of park(s):
Event Type: AthleticlRecreation Exh
Market
Free
Other (please explain) :
b,tr
vaYhYs V\O
P aradel?roc es sion/lVIarch
Atteudance: AuticiPated Total Attendancet LY noticipatedDailyAttendance: ?4Y Is cvcnt opcn to the public?
Is tlri.s an annual event?
No
No
If yes, how many years has the event
E
beenheld? L
Prior location(s) of event:
Setup Start Date: 9lr.bl2-s
Event: Start Date:
End Date:
I
Cleanup: End Date:
6 )ea
Start Time B PM
Start Time:
End Time:
AM
AM
a
Special Event Permit APP|ication Page 6 of 19
Time:
Appllcant's
AM
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
I-\'[-NT DEl AIL,S
Amplilied Sound:
Type of Sound EquiPment:
Locatlon of'Amplfffed Sound:
Date of Amplllied Sound:
Start Time
Pu ?oe,
No If yes, complete the following.
End
Deeriptionr Ste*eo
Owner of Amplified SoundEquiPment: r{o s
l'irst Name
@1
LastName
Business/Orgrnization Name:
M*x Fower*-?,rla
-watls
Mex Yolunr eLl-g--Decibels
For Sound Vehicle Only.' Vehicle License
Vehicle VIN
Disf. of Audibls SonndrP P.et --'-
Vehicle Make:
Vehicle Year:
a s
1 $equrift Pteru @
Security Plan DescrlPtion:
No lf yeucQrnplete th.e fal^lawtng'
{ rlu #ee*g V{}} Worn ,4u( ^t)
If using licensed professionalsn list company name:
Number of llcensed professional staff:
If uslng. voh*nteerso how mtnY?- 6o
IIow will volunteers be identified? s
Food:
Describe how food
complete the
0vl Y ()
OFSite Food PreP*mti,on r Ptopnne Charcoal Electris Other'(ple'aseexplain):' If event is open to the public, Americans with Disabilities Act (ADA) accessibility requirements are required(e.g., accessible parking, passenger loading/unloading areas, restrooms, seating, path of travel, etc.).
/ v..) No lfyes,
will be served and/or
Catere(s) and/or food vendor(s) must have a Sonoma County Food Industry Health Permit and a City of Sebastopol Business License for this
Will your event include food vendors?
event.
No If yes, how manY? 6
Special Event Permit APP|ication Page 7 of 19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
Alcoholic Beverages: 6.\ No If yes, complete the following ,
Ht';";J;;rberequired rrz we-w;ll obfatrt a lice rlse
Alcohol Dislributiop Method: ., Freg-host
, .
For Salc {Typc: q4- WP l-lard Alcohol)
prcase,"",Hffi#"wisr;P^"d.1llltfrli?h"fl i'f?,rthDepartmcnttodcter.mincif permits are required for your event. Please noti$ the City of Sebastopol in writing the detcrminations from these departmeals.
Parking Plan: @
Parking Plan Description:
No lfyes, complete the following.
Portable Toilets:
Number of Standard Toi
No If yes, complete the following.
of ADA Accessible Toilets:
your site )
4,Z4 0r
Placement: (Please location of toilets on
0b
Garbage/Recycling:
Numberof garbagcca*s
Cleanup Plan (Please
No If yes, complete the following'
Numberof recycling cans providod: 6
indicate ion ofreceptacles on your site diagram.)
Mitigation of Impact:
Have you notified or m€t 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 pfoPosc to distribute prior to your event? If yes, please attach the written notice.
No
No
I
- \' I .NT' ( OM PON li'*\TS
Please indicate which coniponenis will be present at the event:
-
Open Flame Inflatables/Jump Houses
Signs/Banners
y' stug",
y' Tubl., y' Tents/Canopies
Lz- Vendors
Speclal Event Pennit Appllcation Page I ot 19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
AGRIIEMl':NT AND SlCNATLJITE DIS(:L,\I R
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$r and save hannless the City of Sebastopol, its odc.rr, officials, Qmployees.and"vqlunteers ftonl all suits, actronso damages.or claims.to.which the City may be iubjeited of any kind or nature whatsoever resulting from, caused. by, arising out of or ai o cor1r"quence of such activities permitted in connection therewith. The City requires, as a condition of isluance of a pennit, that the applicant obtains insurance to seffe this end, in such an amount and with such terms as the City determines to be appropriate under the circutnstances.
This shall be a continuing release and shall remain in effectuntil revoked inwdting.
I certify that this application is true and correct and hereby accept full responsibility for any breakage or damagi to property and/or building, and for conduct of those attending the function for which the facility is requesied. The undersigned, who is to be in charge of the event, is t\ilenty-one y.ur. of ug" oiolder. The applicant agrees that he/she will be rcsponsible for the use and care of Lity property Applicant further agr€es. that t!9 character of entertainment at the above-namea piice iitt."oniorm to that stated in the application. Applicant agrees to indemniff, defentl, and hold/save harmless the City of Sebastopol, its officers, offrcialso employees and volunteers and against any and all claims, demands ancl causes of action that may be brought against the City if SeUastopol, its officcrs, officials, employees and volunteers, caused by, arising "ut
ofo. in any way ccnnected with the use by the undersigned of the City of S'*astopol faciliry or the excrcise of"the privilege herein granted; except that arising out ofthe sole negligence ofthe 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 Sp*i"t Event Use Policy anrl ofany contract issued based on this applioation.
I agree to pay to the City of Sebastopol all costs the City rnay incur as a result of any failure to coirply *i6t"tt 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 l0 days Brior to the erre.nt. Faifirre tp- meet alL co.nditions may re;ult in permit being dee:Red null and" void.
I HAVE 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
Signa
qlzYlzS
Please along wifh.aoon:fofirtrdable SpecialEvent Permit Application Fee to:
Public Works Department
714 Johnson St.
Sebastopol, CA95472
Phone: 7A7-823-5331
Email: cifypw@cityofsebastopol. gov
responsible
Special Event Permit APPIication Page 9 of 19 Applicant's lnitla Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
CITY OF SEBASTOPOL
GUIDELINES FOR ALCOHOL USE IN CITY PARKS
Betow are listed the guidelines lor 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 apptication and filing fee noted on the application. The waiver stratt Ue apprbved 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 informatioll 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.
€. Thb 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 irnposing reasonable permit conditions, the Police Chief/designee may approve the permit'
2. PERMIT CONDITIONS - The Police Chiefldesignee may condition the issuance ofthe permit by irnposing reasonable requirements conceming the time, place and manner of activities including but not limited to the following:
^. Requirements for the presence of Sebastopol Police, Fire and/or Public Works cmployees whin required for the particular activity at the applicant's expense. b. Restrictions on hours of activities.
c. Requirements conceming notice to affected adjacent property owners of the activity. d. Resirictions on the use of explosives and other noise creating devices' e. Restrictions on the hours of amplified music and level of amplification'
3. CIIANGE OF ACTMTY DATE - M3)lbe aulhorized upon 72-hour notice in advance of activity and be permitted without requiring a new application or fees.
4. INDEMNIFICATION AND LIABILITY
r, Applicant must sign agreement to reirnburse the City for any costs incurred to repair or ."piu". City property, which is damaged as a result of the activity. b. Applicant stratt atso-Oefend, indemniff, and hold harmless the City of Sebastopol, its offir..r, officials, employees and volunteers from all claims and liability of any kind whatsoever resulting i.o* or arising out of the activity or issuance of the permit'
5. PERMIT RESPONSIBILITIES
a. Each applicant shall comply u,ith all tenns 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 thi activity shall retain a copy of the pemrit on location.
Special Event Permit APPltcation Page '10 of 1 9 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
Reouired When an Event Has Alcohol in the Park
Defartment of Alcoholic Beverage Control (ABC)
Lic-ense May Also Be Required
CITY OF'' SEBASTOPOL APPLICATION
usE oF ALCOHOL IN CITY PARK (SMC 9.24.26s)
TO BE F'ILLED OUT BY APPLICANT
Date of Application:-Location Requested:
(Libby, Ives, Other)
ust be 21 years or older) Contact Person
Address:
Phone:
Cell phone number for person at activity:
florfo. Exact hours from
Fully describe activity: (Type of beverages being consumed, picnic/birthdaylparty) to
Anticipated number of participants:
- OF'FICE USE ONLY
Approved: Yes:-No: Date:--Reasonnotapproved:
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 ug.-6 that the character of the activity at the above-named place will conform toihat stated in the application. Applicant agrees to indemnifu and hold harmless the City of Sebastopol, its officeri, officials, employees and volunteers, caused by, arising out of or in any *uy
"onn.rfed
with the use by the undersigned of the City of Sebastopol facility or the exercise of ihe privilege helrin 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 11 ot 19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
CITY OF SEBASTOPOL
ZERO WASTE APPLICATION FOR EVENTS
Submit minimum 30 days prior to event.
o Events in Sebastopolwith food or beverage vendors or providers must submit aZero Waste plan as part of the Permit aPPlication.
r All events in Sebastopol are required to recycle and compost as per state laws AB 341 and AB 1826 r Events are strongly encouraged to use 100% reusables for food service ware. lf disposables are chosen, they need to comply with Citv of SetraStqol Event Fopd -Sefvic uiremerlts for VendoJs Waste Diversion HierarchY Vendor comPliance
O We recommend that you fine vendors (or collect a security deposit prior to the event) for unclean booths or composU recYcling contamination.
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! uost FnrFE[AOr l:
LGASI I'FEFgFASLE
Attachments to Submit with this Application
Attach to the following documents to this application:
D Signed copies of city of se.bastopol Event Food $ervice ware Req from each vendor who will be present at your event
tr Letter from Recology showing proof of garbage, recycling, and compost services -oRLetter from an event greener (see list in "Resources" section) Food and Drink Service Ware at Event
o Events are strongly encouraged to use 100% reusables for food service ware, if disposables are chosen, they need to comply vy115 Citv of Sebastopol tivetlt Fqod-$-9lvi-qe lV^alg R s llulLexr€$l&l v"srl,qrs
o List the reusable food service ware that will be used at your event (i^e.: glass cups, metal cutlery, fabric tablecloths, etc.):
plastic botfled water sales and distribution is prohibited (no plastic water bottles under a 1 gallon)
Special Eveni Permit APPlication Page 12 of '19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
o lt is recommended that event promoters contract with a water station provider and encourage their attendees to bring personal refillable water bottles. lf cups are provided at the water station, they must be uncoated, compostable paper cups' (See examples in "Resources" section)'
Describe your plan for drinking water available at the event:
Zero Waste Plan
D Hire an event greener to make a zero-waste plan that complies with guidelines, or tr Consult with the Recology Waste Zero team to ensure your employee or volunteer-run plan complies with guidelines below. (Recology Sonoma-Marin Waste Zero Specialist contac{:
Am brosia Thomson (7 07) 291 -8652, athomson@recology' com) l. composu Recycling/ Garbage stations ("Zero waste" stations) At least 2 weeks prior to the event, contact Recology to order trash, composting, and recycling collection services, which can include debris boxes, event boxes or containers:
(recology, com/recoloov-sonoma-marin/evenlservicesl )
A. Each Zero Waste Station must include Compost, Recycle, and Garbage grouped together. These Zero Waste Stations must be placed in convenient locations with clear and identifiabte signage: blue for recyclables, green for compost, gray for garbage (landfill).
1. Borrow signs from Recology (contact Waste Zero Specialist Ambrosia Thompson [email protected], or download signage on Recologv Event Services website:
-
https ://www. recoloov. comirecoloov-sonom-a-nrarinieven!-$eryiceg/ B. There should be no stand-alone trash bins.
c. How many composurecycling/ garbage stations willyour event have?
1. Where will the stations be located? Attach map or give description of locations'
2. lf you are ordering large composU recycle/ garbage dumpsters from Recology, when and how will material be transported from recycling/composting stations to these dumpsterS? (Note: lf you are using rolling carts, place them out on the curb after the event and Recology will pick them up there)'
a) BinS should be labeled "Compost," "Recycle," or "Landfill" and locked after event is finished.
Special Evenl Permit APPlication Page 13 of 19 Applicant's ln Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
il.
Iil.
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:
1. How will you train vendors/janitorial staff/votunteers so that they know wfiat 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, sonomalQsdt.ulllle-l9p.I$ 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 tor organizations that pick up cooking oilfor recycling into biodiesel fuel. !
Other ways your event is worklng to reduce garbage
A. Purchase your event inventory around waste prevention'
1. How are you limiting the number of giveaways (i.e. free samples, paper fliers) and/or making sure your giveaways are durable/reusable, recyclable or comPostable?
2. Ensure that all items purchased (banners, display materials, operational materials, etc.) are reusable, recyclable, or truly compostable. lf this is an annual event, consider leaving date off of materials so that they can be used again for years to come.
B. Events must include "eco message" in promotional materials. Example: "We are stiving for zero waste at the event. Please bring your own reusable water bottle, cup, and utensil/cutlery set."
1. What "eco message" willYou use?
2. Where will this message be displayed (fliers, website, Facebook event page, etc')? Special Event Permit APPlication Page 14 ol 19 Applicant's lnitia Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 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, :
recolooy. com/recoloov-sonoma-ma ri n/event'servicesl
To borrow a set of Recology's waste station signs, contact Recology Sonoma-Marin Waste Zero Specialist: Ambrosia fnompson [email protected], or download signs from the Recoloov Event Services website:
rrtpsy/www. recotogY. comlrecoloqv"sqno![a-nrari n{9vent-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
niffi'ganizationsprovideeventcompostingandrecyclingservicesforafee.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 (7071548-7582, [email protected], httB/bfeenlxgly'cgld o Waste Busters lnc, I Michael Siminitus (510) 473-2087, [email protected] wunru.wastebusters. i nfo
o Right Cycle/ Tomer Shapira (310) 779-7421 [email protected] o Clean Vibes/ Anna Borofsky (802) 238-9143 'Mobile annab@cleanvibes'com 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 aftendees can fill their water bottles with filtered water) for events.
lf you provide cups at the water stations you must use compostable paper cups i (cups without moisture barrier) such as these wax-free paper cone- c.uoq or B3EI cone cups .
Hydrologic Water Treatment Services
Tony Pagliaro tony@hydrologicwater' comcastbiz. net
US Pure Water / Michael Levine (415) 272-3288, [email protected], https ://www. u sow. neVevents-- livrlration-stations. html WasteBusters / Michael Siminitus (530) 219-3676, [email protected] https://www.wastebusters. ittfo/
Reusable Drink and Dishwa.re,
The following companies offer reusable drink and dishware options for events:
Special Event Permit Application Page 1 5 of '19 Applicant's lnitia o
o
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
Sudbusters, lnc. www.Sudbusters.qom offers reusable cup and plate rental/ exchange onsite at events. Contact Michael Siminitus [email protected] (5'10\ 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, [email protected], http://greenmary.com/
The Rlntal place, (Sebastopol) rents food service ware including cups, wine glasses, plates, utensils/cutlery, serving dishes, etc. l'ttps://t!lel entalplage=qgln/ Food Donations
r Unserved, leftover food from vendors can be donated to Sonoma Food Runners, a local organization that distributes food to the hungry. June Michaels (707) 596:8711, 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 oiland recycle it into biodieselfuel' Arrange pick-up ahead of event:
r North Bay Restaurant Services: (707) 824-9737
https://northbavrestaurantservices.com/serviqeslcookino-oil-recvclina/ r Or Green Mary lMary Munat (707) 548-7582, [email protected], http://qr€en03lll-9onn/ LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol Polvqtvrene Ban ancl disposable food service r{are ordinance :
sebastopol, munici p.al. codes/$MC/8. 39. Q 1 0
MunicipalCode 8.36
r polystyrene (Styrofoam) food service ware and sales prohibited: "Food providers shall not sell, hand out, give away, distribute or othennrise 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 productthat 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
o Plastic straws banned (paper straws permitted).
a
a
Special Event Permit APPlication Page 16 of 19 Applicant's Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
General Guidelines:
c Events are strongly encouraged to use 100% reusable food service ware.
o All iterns must be reusable, recyclable, or a fiber-based compostable product (see below for allowed ilems).
I Promotional naterials should encourage attendees to bring their own reusable water boftle, cup, plate, and cutlery.
r Single-use plastics and "compostable" plastics (PLA) are prohibited (including plastic bottled water). Exception: #1 PETE clear plastic cups.
Waste Diversion HierarchY
MO!iT pllt rlcll^llt l:
r,EA9T l.h}Ftll^st€
City of Sebastopol Event Food Service Ware Requirements for Vendors .1. permit applications musl have signed copies of this document fi'om each parlicipating vendor.
Single-use disnosable nlastic service ware:
I Single-use plastic utensils, clamshells, sides/dressing cups, lids
o Disposable plastic water bottles
o Plastic bagslplastic wraP
o Polystyrene(Styrofoam)
o Plastic Straws
o Sauce packets (ketchup, soy sauce, etc.)
All #6 PS nlastics, including non-foam plates and
cups (prohibited under the Sebastopol polystyrene ordinance)' " Com nostable" plant/bio-nlastic nrotlucts/ PLA
p!s-*n
Coated nancr firod containers (lf it has a shiny surface/ moisture barrier, it is likely coated)- Exception: paper coffcc cups for hot beverages.
Foil for scn'ing food in
r 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.
ALLOWEI) NOT ALLOWEI)
Comnostablc Itents+:
o Uncoated white/natural plant fiber & paper
products (straws, bowls, deli boats, etc')
including bagasse products (sugar cane fiber)
r Uncoated white/natural deli paper & parchmenf
paper
r Paper napkins/towels (any color)'
o l00o/o wood or bamboo products (cutlery,
chopsticks, stirring sticks, etc.)
llecvclablc Itenrs:
r Aluminum cans & (clean) foil
r Glass bottles and jars (empry with lids on)
o #l PETE clear plastic cups
Paner tthot cuDStt
Imporlant: 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.
*+Although technically compostable in cerlain lacilities, compost facilities serving Sonoma County do not cunently accept these items; therefore, these products are no! con)postable in Sonoma County' *Must be accepted in the commercial compost slream in Sononra County. lf an iterr: is nol recyclable or conrpostable at our local facilities, it must be sent to the landfill as trash-even if it is labeled "compostable" or supplicrs claim otherwise
I have read the above and agree to only use food service ware from the "Allowed" colllmn. I also agree to maintain my own "back of housc" three-bin separation (composl/recycle/garbage) and empty my softed waste into the compos| recycle, garbage receptacles at the end ofthe event' Vendor name: Vendor signature
Special Event Permit Application Page 17 of 19
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
LOCAL LAW THAT APPLIES TO EVENTS:
Sebastopol PolYstvrene Ban and disDosable food seruice ware ordinance:
sebastopol. municipal,codeslSMC/8. 36'01 0
MunicipalCode 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 disposablefoodservicewarethatcontainspolystyrenefoam."SectionS.36.030 r All food service ware take-out containers must be recyclable or compostable: (See list of permifted food service ware at end of document): "All food providers utilizing any disposable food service ware shall use, when such products are commercially available, a compostable product that is accepted at local compost facilities or recyclable product." section 8.36'060 o ,,All food providers shall only provide lids, cutlery, to-go condiment packages, and paper straws upon request of customers." Section 836'060
o Plastic straws banned (paper straws permifted).
Special Event Permit APPlication Page 18 of 19 Applicant's lnitialsAgenda Item Number 4 Agenda Item Number 4
City Council Meeting for October 21, 2025
Schedule of User and Regulatory Fees
Parks, Special Events & Facility Use
Community
Activity DescriPtion Group Fee Resident Fee
Aoolication Fee
Up to 50 people
51-200 people
More than 200 PeoPle
Securitv Deposit*
Up to 50 people
51-200 people
More than 200 PeoPle
* 25% discount available for park use of less than 3 hours Dailv Use Fee
Up to 50 people
51-200 PeoPle
More than 200 peoPle
Am olified Sou nd/Stqge/Bou nce house
Amplified Sound Use
Stage Use
Bounce house Use
so
5100
Si.so
$1so
ssoo
s1,ooo
5s0
S12s
Szso
$so
$so
530
$o
slso
s2s0
$1so
$soo
s1,000
Ssoo
s7s
s7s
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5ao
s2so
Non-Resident
Fee
So
s2oo
$3so
s1s0
ssoo
s1,oo0
$1oo
Ssoo
51,ooo
$1oo
Sloo
ss0
Other Fees Fee
Parkins Soace Feer*
ResidentialArea $10
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 lnstructors Utilizin{hrk Area {per week)*** Small Group (1-15 Persons) Srt
Medium Group {15-30 Persons) S50
Large Group (31+ persons) $tt
**t Per week fee for classes with monetary component (e.g. charge for classesl City Hall Meeting Room S1s
Special Event Permit APPlication Page 19 of 19
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
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Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
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1 clamBar Stage
2 SorMade Slage
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4 orange DoorStag€
5 GUY Till's Stage
6 Selena Poulson 7236 Wlton
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Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
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PORCHT'UST
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Apr 7,
Sep 13, 2A25 11:00 AM - 7:00 FM
Ponchfest Date:
Ga.mmunlty Meetlngl Sunday, Aprlt 7th, 5pm, Vets Bldg.
We wetcome everyone in the community for input on how to improve Porchfest this year. ptease attend our informational. rneeting on Sunday, Apr,il 7th at 5:00 PM, Vets/Seb,Arts'We're excited to discuss alt issues to enharrce ancl improve this event for our community' lf you are unabte to attend, you can also view the website and emait us' [email protected] Website: !llll:,,,lirr.l:1,r,i:-;tL;f.'t;lr-i,'riirir::'l'i'rt1 r Discuss any issues with street ctosures
r Discuss other community activities which can also happen that day I Discuss improvements like food trucks: more porta-potties r Discuss SebArts/lves Park tink from High St. to Florence Ave NBI@or$lnvotved
c Event Dinector: Gneg Cenicenoz "Ceni" [email protected] r High st. Neighbonhood tiaisons: Eric Lofchie, Rick Rozet o Ftonence Ave. liaisons: Nash weber, Andros Howes
r sebAnts liaison: DannyFoster dfoster,@sebarts,otg
5:00 PM Sebastopot eenter for the Arts
Veterans Buitding 282 S High St;, Fireside Room
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
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BUSIIIIESS LlCElilSE CERTIFICATE
6Gr.to: 3173
arrmoss: FESTIVALS LICENSE
O!$IER(S) GREG CENICEROZ
ausrnrss 9$0 ITIAYTUM AVE
Loc i'loN SEBASTOPOL, CA 9il72437
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Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
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It's free, eosy, ond convenient!
BASTOPOL
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@ Town Plaza
@ near Rialto cinemas
@ ruear hlopMonk
@ ecnind Chamber of Commerce
@ Across from lves Park, Veteran's BldgiSCA
Frivately-Owned Free Parking' Lot
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Cityof5ebastopol,Callfornia www.cityofsebastopol,org 1/2418 Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
Selbastopol fonchfest Assocf,ation
CA non.plofit
Mary Gourley
cc: City Council
cc: Patty Lozinto
cc: Sebastopol Porchfest Association Board
To whom it may concern
This letter is to formally request that the following fees be reimbursed to the Sebastopol Porchfest Association.
We feel that due to the community goodwill and benevolent avoidance of a possibly contentious council vote, our organization should be allowed to avoid the fees associated with moving our event on to City and County property. We feel we would not have incurred these expenses othenruise.
Special Event Fee
Police services
Event lnsurance Costs
"Green" Recycling Fee
Thank you for your consideration,
Greg eni" Ceniceroz
$ s00.00
$ 1,548.00
$ 810.00
:==i::::
$ 3,558.00
Sebastopol Porchfest Association
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025
September 16, 2025
Patty Lozinto
Elissa Overton
cc: Mary Gourley
cc: Sebastopol Porchfest Association Board
Hi Patty and Elissa:
Here’s a brief recap of the Sebastopol Porchfest event. Thank you again for all your help. ● We had a tremendous turnout. My estimate was approximately 2,500 people. ● We had ZERO incidents involving police, fire, medical etc. I didn’t get one call or text from them the entire day. We actually didn’t see nor hear from the Sebastopol Police at all.
● Our private security team, Mark Corsello and Jesse Carrieri had NO INCIDENTS. ● We met with the Fire department ahead of the event and provided maps and contact information. We did not hear from them again.
● Everyone was well-behaved and respected all park rules and regulations. ● We worked with Green Mary and with Sonoma County Resource Recovery and left the park spotless and trashless - better than we found it.
● We left the SebArts building clean and ready for their next event.
If we are reimbursed the fees we paid for, we may have broken even this year. I already submitted that request with full details on September, 3rd.
Thank you again,
Greg “Ceni” Ceniceroz
Sebastopol Porchfest Association
Agenda Item Number 4
Agenda Item Number 4
City Council Meeting for October 21, 2025