Item No. 4
AGENDA REPORT
DATE: January 27, 2025
TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
SUBJECT: Special Event Permit Application — Farmers Market RECOMMENDATION:
That the City Council:
1. Approve a Special Event Permit Application submitted by Countyline Community/ Countyline Farmers Market to conduct a Farmers Market on Thursday evenings and various Saturdays from February 2025 to December 2025; and
2. Approve the Applicant's request for the City to co-sponsor the Farmers Market; and
3. Approve a Beer and Wine Garden at the Farmers Market.
BACKGROUND/DISCUSSION:
The Countyline Community Farmers Market (Event) has been in operation at the Yucaipa Community Park since August 2023. This Event has been well received by residents, visitors, vendors, and Yucaipa Community Center participants.
Countyline Community Farmers Market (Applicant) has submitted a Special Event Permit Application (SEPA) to continue hosting the Event, the details of the SEPA (Attachment) are as follows:
• Event: Countyline Farmers Market and Events
• Location: Yucaipa Community Park
• Date: Every Thursday and various Saturdays beginning February 2025 to December 2025 • Time: Thursdays 3:30 p.m. to 8:30 p.m., and Saturdays 7:00 a.m. to 1:30 p.m. • Activities: Live Music, Food and Merchandise Vendors and Beer and Wine Garden In addition, the Applicant is requesting a City co-sponsorship in the form of marketing and logistical support. Marketing support would include promotion of the Event on the City website, digital marquees, community calendar, and social media platforms. Logistical support would include use
of the Yucaipa Community Park, which includes but is not limited to open grass areas, restrooms, trash boxes, and dumpsters.
If the application is approved, staff will continue to work with the Applicant to ensure a successful Farmers Market takes place each week.
FISCAL IMPACT:
The Applicant has paid the Special Event Permit Application Fee.
Attachment(s):
1. Special Event Permit Application
Approved by:�----�`-�-�
ATTACHMENT 1
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 Organization and applicant Information
Will have on 7!19i23
Conirnercial (For -profit) C Noncommercial (Non-profit) Tax I.D. #:
or"m ti°i'
lCountyline
Community/ Countyline Farmers Market
Na
Name
Applicant Name
_
,Stefanie Stark
Address
700 E. Redlands Blvd. Ste-U341, Redlands Ca 92373
Email
Phone Number
i
On -Site Contact Stefanie Stark
Phone Number
Event Information
Type of Event: ❑ Athletic/Recreation A Festival/Celebration A Outdoor Market I—M] Circus/Carnival
17NConcert/Performance ❑ Parade/Procession/March ❑Other (specify):
Event Title (Countyline Farmers Market and Events
Event Location 'Yucaipa Community Park
Event Weekly evening Thursday Markets/ Events and Oleek4y Saturday Description Farmers Markets
Please complete a daily breakdown of event -related activities. Use multiple lines to distinguish between different daily activities. Please attach additional sheets if necessary.
Date(s)
Daily Activity
Start Time End Time
Thursdays
JNK Set-up
N Event Day ■ Clean-up
3:30 pm j
8:30 pm
Saturdays
Set-up
Event Day [0] Clean-up
7:00am
1:30pm
❑ Set-up
Event Day ❑ Clean-up
❑ Set-up
❑ Set-up
❑ Event Day ❑ Clean-up
❑ Event Day ❑ Clean-up
(
i
❑ Set-up
❑ Event Day ❑ Clean-up
Has this event taken place before? F Yes I-] No How many years?6 ME)hths Total anticipated attendance: 200 Participants: 40 Spectators:
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 Site Plan
Attach a diagram showing the overall layout and setup locations using the letters below.
Indicate the site for these on your diagram.
A. Alcoholic and nonalcoholic concession and/or beer garden areas B. First -aid facilities and ambulance locations
C. Tables and chairs
D. Fencing, barriers and/or barricades
E. Generator locations and/or source of electricity
F. Canopies or tent locations Sample Site Plan:
G. Booths, exhibits, displays or
enclosures
H. Scaffolding, bleachers,
platforms, stages,
grandstands and related
structures
1. Vehicles and/or trailers
1. Other related event
components not covered
above (describe
separately)
K. Trash containers and
dumpsters
L. Non-food vendor locations
M. Food concession and/or
food preparation areas
N. Potable toilet location(s)
;,,
so'xro•
� 1-9i
•n mn r«,u,
8a•x4o"
When planning a moving route, the Yucaipa Police Department is available to assist you in planning your route. Consider the following in your planning:
• Impedance of emergency fire, police or paramedic vehicles.
Conflict with public transportation, such as buses.
• Interference with people trying to reach their own residences, businesses, places of worship and public facilities.
If your event involves street closures, you may be required to obtain traffic safety equipment, and a certified traffic control plan. Depending on the type of event, barricades, traffic cones, signs, etc., may be required. Depending on the type of event and after evaluating roadway conditions, you may be required to properly place this equipment prior to commencing the event. if the closure creates a potential hazard, your organization will be required to contract traffic service from the Yucaipa Police Department and/or Street Division.
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 List street(s) requiring closure as a result of this event. Include street name(s), day, date, and time of closing and time of reopening:
No street closures
N/A
Indicate how this closing/reopening of streets will be handled:
❑ City of Yucaipa to handle (cost to be specified) ❑ Event to handle per CalTrans standards
List street(s) requiring the posting of "No Parking" signs. Indicate days, dates, and times needed and an explanation of necessity of "No Parking" zone:
NIA
Vote: "No Parkina" sians will be posted fortveiaht 1`481 hours in advance of reauired days. dates and times. Cost for the posting of"No Parking "signs will be specified upon review of the ap plication by Citystaff.
Food and Beverage _
Please describe how food will be served at the event:
Each vendor will have either a cottage permit of TFF permit and serve from their booth. If alcohol is served- sign off by ABC and sheriff will be obtained Will food be cooked in the event area? ■ Yes ❑ No
Method: C' Gas ❑ Electric ❑ Charcoal ❑ Other (specify):
Does the event involve the sale or use of alcoholic beverages? [ Yes ❑ No If alcohol is to be sold, how will the alcohol sales be regulated? Alcohol may be served on Thursday evenings
Who will be handling the alcohol sales?
Hops & Spokes or other beer garden type buisnesses
Restrooms
Portable restrooms are required when estimated attendance exceeds what the host facility's restrooms can accommodate. One portable restroom is required for every 50 patrons attending over the minimal site accommodations.
Will Event Organizer provide portable restroom facilities? ❑ Yes ice: No
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 Company Name (City of Yucaipa Facilities
Contact Name
Phone Number
Lighting
If this is an evening event, please state how the event and surrounding areas will be illuminated to ensure the safety of the participants and spectators. (if required, show a separate site map which details streetlights, portable lights, and other illuminating ctevtces.1 Existing lighting will be used for lighting
Waste Removal
Event Organizer is responsible for arranging for the removal of all waste related to the event.
This includes but is not limited to emptying of trash bins and the removal of waste from the event site and other affected areas. If hiring a professional sanitation company, please nrnvide the followina information.
Company
Name
Yucaipa Community Park Dumpsters
Contact Name
Phone Number
If not hiring a professional sanitation company, please provide the following information for he person(s) responsible for waste removal.
Contact Name N/A
Phone Number
Cal Fire/Medical
In case of an emergency, the on -site contact will call 9-1-1. If event requires an ambulance :ompany to be on-stce, please provide the roitowing information:
Company I N/A
Name
Contact Name
Phone Number
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 Please describe you►• medical plan including your communications plan, the number, certification levels (MI), RN, Paramedic, EDIT) and types of resources that will be at your event and the manner in which they will be managed and deployed. Your plan should include hOIU'S of setup and dismantle of medical aid areas. You may attach the plan to this application if necessary:
N/A
Police Services/Security
In the event that a carnival/street fair and/or alcohol service will be included in the event, an
alcohol garden and security plan will need to be submitted as well as a security contract and/or public safety staffing plan for review by the Police Department. is there a professional security organization hired for this event? ❑ Yes ❑ No Company N�A
Name
Contact Name
Phone Number
Please describe your security plan including crowd control, internal security or venue safety, or attach the plan to this application:
Entertainment
Will sound amplification be used? ❑ Yes 0 No Start time: "In' End time: 8:00prn Are there any musical entertainment features for this event? C Yes ❑ No Name of Act
Small local bands utilizing jazz and acoustical style instruments Contact Name
TBD
Phone
Number
How many stages? 0 Number of bands? Genre of nnlsic:
Will fireworks, rockets, or other pyrotechnics be used? ❑ Yes Q No Company N/A
Name
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E4216C40E2B8 Contact Name N/A
Phone Number
Describe (indicate dates, times and locations for launching and fallout areas):
Has a permit been issued: U Yes U No
(iVote: ridditional pern►its ►nay be required as indicated by staff. These include, but are not limited to, Conditional Use 24 Permit, Land Use Permit, and Fire Department permits.) Insurance
Before a Special Event Permit is issued, a certificate of insurance must be submitted.
Insurance certificate must be issued by insurance underwriters "admitted" by the California Insurance Commission and rated 'A' or better by AM Best. Requirements are:
Minimum $1,000,000 General Liability Limit
Minimum $1,000,000 General Automobile Liability
Minimum $1,000,000 Worker's Compensation
• On an additional insured endorsement, the City, its elected officials, officers, and agents are to be named as additional insured
Minimum limits of coverage may change depending on event ❑ Insurance certificate attached 9 Insurance certificate on file ❑ Insurance certificate not available
Filing Fees
Special Event Permit Application Fee: $200.00
* Other Fees may apply (e,g. street closures, Fire Permit/lnspections, utilities, facility rental, etc.)
Docusign Envelope ID: 64A8AA4A-1137-435A-B2BC-E" r"
Application Checklist
❑ Completed Application
❑ Certificate of liability insurance
❑ Site Plan (location of structures, lighting, restrooms, parking, etc.) ❑ Copy of Security Contract (if applicable)
❑ Copy of Potable Restroom purchase order (if applicable) ❑ Facility or Shelter Reservation Application (if applicable) ❑ Copy of ABC License (if applicable)
❑ Copy of County Health Permit (if applicable)
By signing below, I agree to indemnify, hold harmless, and defend the City and its officials, employees, and agents, against all claims, liabilities, and losses arising from activities connected with or undertaken pursuant to the Permit. The City is not liable for any business loss, property loss, or other damage that may result from the use of the Permit, or suspension or revocation of the Permit.
Name:
Stefanie stark
Signature Date: 1/21/2025
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