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HomeMy WebLinkAboutCC AG PKT 2009-08-10 #IADEN®A STAFF REPORT DATE: August 10, 2009 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Lee Whittenberg, Director of Development Services SUBJECT: Consideration of Special Event Fees - Resident Neighborhood/Homeowner Associations SUMMARY OF REQUEST: Council direct that Special Event fees for 501(c)(3) organizations be set at 50% of the current rate. BACKGROUND: During the July 13, 2009 consideration and adoption of Resolution Number 5898, adopting the charges for fees and services provided by the City, the issue of the fees for "Special Events" for resident neighborhood associations was raised. Staff indicated that afollow-up report would be presented for City Council consideration. OVERVIEW OF SPECIAL EVENT REQUIREMENTS: The Municipal Code provisions regarding "Special Events" are set forth in Title 7, Public Peace, Morals and Welfare, Chapter 7.50, Special Events. A copy of the provisions of the Municipal Code are provided as Attachment A for the information of the City Council. Provided as Attachment B is the "Special Event Permit Application Packet," which contains information on the application submittal, review, approval, and appeal processes. The current fees for processing and approving Special Events are: "18. Special Events: a. 1 event per application ......................................................... $150.00 b. 2 events per application ....................................................... $225.00 c. 3 - 4 events per application .................................................. $325.00 d. 5 - 6 events per application ................................................. $425.00" Agenda Item Page 2 The average Staff time expended on processing and approving a Special Event permit from receipt of the application to the issuance of the Special Event Permit is between 4-5 hours. In addition, the postage costs, in some cases a newspaper publication is required, will typically be between $25 and $55, depending on the notification area required for the specific event. . Based on the time and postage costs above, the average cost to the City of reviewing and approving a Special Event is: Administrative Processing and Approval Costs $ 152.00 - $ 190.00 Public Noticing Costs (mailed or published) $ 25.00 - $ 55.00 Total Costs $ 177.00 - $ 245.00 Special Event Fee: 1 event per application $ 150.00 The average costs above are generally for a single event Special Event Permit Approval. Approvals of multiple Special Events will typically involve a greater mailing or publication cost due to the size of the event, or the necessity to publish in the newspaper for events that requires a large notification area, such as: ^ Seal Beach 5/10K; ^ Summer Concerts at Eisenhower Park; ^ Seal Beach Car Show; ^ Rossmoor Center Health Fair; ^ Polar Plunge; ^ Ohana Day; ^ Seal Beach Rough Water Swim; and ^ Various Block Parties. Alternative Special Event Fee Consideration: If the City Council wishes to establish a reduced fee for resident neighborhood and/or homeowner associations Staff suggests the following ~ issues. be considered: ^ A resident homeowner association or resident neighborhood association should be a 501(c)(3) non-profit organization to qualify for any reduced fee determined appropriate. ^ The reduced fee should only apply to 501(c)(3) non-profit resident homeowner association or resident neighborhood association organization. ^ The Council should provide direction to Staff regarding the amount of the reduced fee. Overview of Special Event Fees of Other Cities: Provided below are the special events fees for several cities in the local area for information of the City Council: Page 3 ^ Anaheim $ 272.00 ^ Costa Mesa $ 425.00 ^ Dana Point $ 190.00 + $ 150.00 Deposit Fee ^ Laguna Beach $ $210 - $ 263.00 . ^ Newport Beach Resident - $ 266.00 Late Fee $ 350.00 Non-Resident - $ 525.00 Late Fee $ 700.00 Staff Position: The current fees do not result in a 100% recovery of all City costs, and were purposely set at the current rates to achieve an offset of the majority' of City costs, while still encouraging groups to conduct special events in a properly reviewed and approved setting. Given that many events include the use of City recreation facilities, public streets, and the allocation of City staff resources, the established fees are felt to be appropriate. A public hearing will be required to amend the recently adopted Fee Resolution if the City Council determines to direct that the Special Event Fees be revised as indicated. FINANCIAL If!lIPACT: Unknown until Council provides direction. A Council direction to reduce fees as discussed would result in a further subsidy by the City of the Special Event Permit processing and approval fees for 501(c)(3) non-profit resident homeowner associations or 501(c)(3) non-profit resident neighborhood association organizations. RECOIVINIENDATION: Council direct that Special Event be set at 50% of the current rate. SUBMITTED BY: ' ee Whittenberg Director of Development Se ces Attachments: (2) fees be established for 501(c)(3) organizations NOTED AND APPROVED: ®~ David Carman City Manager Attachment A: Seal Beach Municipal Code -Title 7, Public Peace, Morals and Welfare, Chapter 7.50, Special Events Attachment B: City of Seal Beach "Special Event Permit Application Packet' Page 4 ATT~1CHtV~EIVT A SEAL BEACH f1flUNICIPAL~ CODE -TITLE 7, PUBLIC PEACE, MORALS AND WELFARE, CHAPTER 7.50, SPECIAL E!/ENTS Chapter 7.50 Special Events § 7.50.005 Scope. This chapter provides for the approval and regulation of special events on private property, city-owned property and Public Land Use/ Recreation (PLU/R) zone property. This chapter does not apply to (i) parades, political rallies or similar constitutionally protected expressive activities; (ii) filming activities subject to Title 5 of this code; or (iii) adult-supervised, child-oriented parties conducted at a residential property and involving no live music. § 7.50.010 Definitions. For purposes of this chapter, the following words and phrases shall mean: A. "Director": director of development services. B. "Special evenP': a short term land use activity that is distinct from the customary land use of the property on which it is conducted and that involves the potential for a substantial number of participants or spectators. Special event includes carnival, live music concert, outdoor dining, seasonal goods market (such ~as a Christmas tree farm or pumpkin farm), street fair and street marathon. § 7.50.015 Permit Requirement. No person shall conduct a special event on private property, city-owned properly or Public Land Use/Recreation (PLU/R) zone property unless such person first obtains, and continues to maintain in full force and effect, a special event permit for such special event. § 7.50.020 Procedure. A. Application Filing Time. An application for a special event permit, along with an application fee in an amount established by city council resolution, shall be filed at least 30 days prior to the date of the proposed special event. Notwithstanding the preceding, the director may accept a special event permit application filed less than 30 days in advance when the special event is proposed to be conducted in a city park and there is adequate time for review of the application. B. Application Contents. An application for a special event permit shall be on a form provided by the city. At a minimum, the application shall contain the following information: Title 7 -page 46 City of Sea! Beach Municipal Code December 2004 Revised 12/2007 1. The name of the special event organizer and the organizer's contact person (if different). 2. A list of the special event permits requested by the special event organizer in the previous 12 months. 3. A detailed description of the proposed special event (including the hours it is to be conducted). , 4. A precise .diagram of the venue area and floor ,plan (if applicable) for the proposed special event. 5. The anticipated number of workers, participants and spectators at the proposed special event. 6. A traffic control plan (including any necessary directional devices and street closures) for the proposed special event. 7. Water facilities and sanitary measures (including toilets and trash containers) for the proposed special event. 8. Security measures for the proposed special event. C. Public Notice and Comment. Prior to making a decision on a special event permit application, the director shall give written notice of the application to the owners and tenants of businesses and properties located within 100' of the proposed venue. If the number of persons to whom notice would be delivered exceeds 200, then the director may instead provide the notice by placing an advertisement in a newspaper of general circulation. The director shall give due consideration to any written comments received within 5 days of such-notice. D. Decision. The director shall render a written decision, supported by findings, on a special event permit application within 10 days of the filing of the application. The director may approve a special event permit upon determining that the proposed special event will not be detrimental to adjacent property or to the public health, safety and welfare. In making such determination, the director may consider the applicant's past conduct in connection with any special event approved during the previous 12 month period. All special event permits shall be for a limited duration, which shall be indicated in the approval. No special event organizer shall be issued more than 6 special event permits per calendar year for a particular property. The decision of the director shall be final unless appealed in accordance with paragraph F. Title 7 -page 47 City of Seal Beach Municipal Code December 2004 Revised 12/2007 E. Authority To Impose Conditions. When approving a special event permit, the director may impose conditions as deemed necessary or appropriate to protect adjacent property and the public health, safety and welfare. Such conditions may include a requirement for the provision of security measures recommended by the chief of police. F. A eats. Decisions involving special event permits shall be subject to the administrative review procedure of chapter 1.20 of this code. The city council shall be the hearing officer for the purpose of such procedure. § 7.50.025 Standard Regulations. A. Except as provided in paragraph B, in addition to conformance with any conditions imposed in connection with a special event permit, each special event shall be conducted in accordance with the following regulations: 1. The special event shall be conducted entirely within the time period and the geographical boundaries approved by the director. The special event organizers shall conspicuously provide public notice of such time period and boundaries by posting signs at locations approved by the director. 2. The special event organizer shall submit a refundable _ security deposit in an amount determined by the director. The security deposit ~' amount shall be based solely on the type of special event, the location of the special event and the anticipated number of participants and spectators. The special- event organizer shat( be refunded the security deposit less any amount deducted to cover the cost of (i) clean-up of the special event area by city forces; (ii) damage to city-owned property due to the special event; and (iii) extraordinary repair, law enforcement or public safety costs incurred by the city or another governmental agency due to the special event. 3. The special event organizer shall execute a written statement satisfactory to the city attorney whereby the organizer promises to indemnify, defend and hold harmless the city, its elected officials, officers and employees with respect to any liability (including attorney's fees, expenses and costs) for personal injury or property damage sustained by any person as a result of the special event. 4. The special event organizer shall file a certificate of insurance evidencing that a comprehensive liability insurance policy has been issued for the special event by an insurance company that both (i) is admitted and licensed to do business in the State of California; and (ii) is rated B+VII or better according to the most recent A.M. Best Co. Rating Guide. The policy limits of such insurance shall not be less than $1,000,000.00 combined single limit or equivalent. Such policy shall (i) name the City as an additional insured; (ii) Title 7 -page 48 Cify of Seal Beach Municipal Code December 2004 Revised 12/2007 specify that it acts as primary insurance and that no insurance held or owned by the designated additional insureds shall be called upon to cover a loss; and (iii) contain a provision that no termination, cancellation or change of coverage of insured or additional insureds shall be effective until after 30 days notice thereof has been given in writing to the city manager. B. The director may modify or waive any regulation set forth in paragraph A upon making a determination ,that, in the context of a specific special event, such regulation is not necessary or appropriate to protect adjacent property or the public health, safety and welfare. § 7.50.030 Permit Revocation. The city manager may revoke a special event permit if the special event is conducted contrary to the conditions of approval, the provisions of this code or the provisions of any law. Prior to revocation, the city manager shall give written notice to~ the special event organizer and, if requested, shall afford a hearing on the grounds for revocation. Notwithstanding the preceding, the city manager may summarily revoke a special event permit when necessary for the immediate protection of the public health, safety or welfare. If requested, the city manager shall afford the special event organizer a hearing on the grounds for revocation as soon thereafter as is practicable. Title 7 -page 49 City of Seal Beach Municipal Code December2004 Revised 12/2007 Page 5 /~TT~ICH~ENT B CITY OF SEAL BEACH "SPECIAL EVENT PERMIT APPLICATION PACI~CET" CITY OF SEAL BEACH, CALIFORNIA ~,.. « ~; $. ;.~ }{$ 4 S'. ~'"" 4 l 'G aRr pa ~ a ~ ~., ~ Y ECG, } I r .xy+ a"~ i ( ~~ S v ~~~ r ~ F , ~~~." _ w °~~ -~ s ~« ~: 9 w' taut, c ^~ ~ ~ Y C F nR' r` ~ ._ • ~T, a ~~. ~ • .. -•,,M SPECIAL EVENT PERMIT APPLICATION PACKET Available on-line at "www.ci.sea/-beach.ca.us" Vl/hat Types ®f Events Require a Special Event Permit? Special Event Permits are granted by city staff, subject to an adopted City Council Policy Statement for short-term land use entitlements that would otherwise require a Conditional Use Permit or are simply not allowed by the City's Zoning Ordinance. Typical events requiring this type of permit include: m Live music. ® Outdoor dining on non-residential properties. ® Closure of public streets (parade/running race, etc.) o Rental of public property for more than 25 persons. © Christmas tree lots/pumpkin farms in parking lots. ® Block parties. ® Closure of parking lots to set up tents/canopies/outdoor sales. m Rental of the beach for events. o Rental of the City Hall Courtyard ® Sidewalk sales. o Other Special Events as defined in the City Council adopted Policy Statement. PLEASE NOTE: Due to the high attendance on the beach during the summer months, no approvals will be granted for Special Events at Eisenhower Park or on the beach from the Friday beginning Memorial Day weekend until after Labor Day. HOW TO APPLY FOR A SPECIAL EVENT PERMIT To request City consideration of a Special Event Permit, the attached application and supporting documentation must be submitted to the Planning Department. Filing requirements must be met in full. City Staff are available if you need assistance in completing the forms. 1. Application Form The Special Event Permit Application form and all supporting materials must be filed no later than 5:00 p.m., thirty (30) days prior to the requested Special Event date. If this time limitation is not met or if the application is incomplete, City Staff cannot process the request under the requirements of the ordinance, and the request will, therefore, result in a denial. Complete the application in detail providing a complete description of the proposed event. Include both your mailing address and your home or business address, as applicable. Both the applicant and the property owner must sign the application. 2. Owner's Affidavit Form The applicant must show the City proof that he/she is the property owner. For example: Providing a copy of the Grant Deed and a picture I.D., such as a driver's license. If the applicant is not the legal property owner, the property owner must authorize the applicant to act as his/her agent by signing the Owner's Affidavit. In the case of a private property special event, the Owner's Affidavit must be signed in the presence of a Notary Public or a Planning Department Staff person. Proper identification will be required in both instances. If the property owner does not sign the Owner's Affidavit, the application is incomplete. 3. Notice to Adjacent Property Owners The Code of the City of Seal Beach requires a Pending Notice of Special Event be mailed to all owners of surrounding properties within 100 feet of the boundaries of the event location and all residential occupants within 100 feet of the event boundaries. The City will prepare the notice and notify all of these persons. In certain situations the city will notify the newspaper in lieu of mailing out notice to all affected persons. 4. Plans A drawing of the site plan, floor plan, and elevations depicting the location of the special event and proposed activities must be submitted with the application. All activities and their locations must be clearly shown on the plans. The applicant must furnish the City plans as follows: Two (2) sets. PLEASE DO NOT BRING 1N PLANS ROLLED AND BANDED. ALL PLANS MUST BE FOLDED AS FOLLOIn/S: - Two (2) sets measuring 8%Z' x 11" or 11" x 17" folded flat to measure 8%" x 11" The plans submitted must indicate the following: Page 1 Rev. 07/20/09 A. The site plan showing all property lines and street and alley locations, street names, walkways, patio areas, all existing and proposed structures and their dimensions. Location of Special Event activities shall be indicated on the Site Plan. B. All setbacks and building separations. C. Automobile parking arrangement, including location of driveways and dimensions. D. Interior floor plans showing the location of proposed special event activities. E. Location and type of existing or proposed walls and/or fences. ' F. Traffic control plan, where applicable. G. Location of alcohol service. (Alcohol service may be permitted on the beach, in public parks, or parking lots for City-sponsored events OIVL1~. H. Location of cashier, if applicable. I. Location of live band area, if applicable. 5. Filing Fee A Nonrefundable Filing Fee must be paid at the time the application is submitted based upon the following fee schedule: 1 event per application ............................. $150.00 2 events per application ........................... $225.00 3-4 events per application ........................ $325.00 5-6 events per applications ...................... $425.00 In some cases where there will be greater impacts to the City (as determined by Staff at the time of application), a larger deposit will be required. City Staff are available to answer any questions regarding this. Checks should be made payable to "City of Seal Beach." 6. Appeals The City Manager will hear appeals to Staff decisions within ten (10) calendar days of the receipt of the written appeal. Appeals to a City Manager decision must be filed through the City Clerk's Office and shall be heard before the City Council within ten (10) calendar days of the legal appeal. 7. Appeal Filing Fee At the time the Appeal Application is submitted a deposit of $150.00 must be paid. Check should be made payable to "City of Seal Beach." Page 2 Rev. 01/20/09 8. Permits If food is to be sold at the special event, an application for a Health Permit must be made by contacting the ORANGE COUNTY ENVIRONMENTAL HEALTH DEPARTMENT at (714) 433-6144 a minimum of two (2) weeks prior to the event. Alcohol service may be permitted on the beach, in public parks, or parking lots for City- sponsored events ONLY. The daily alcohol license Form ABC-221 is available at www.abc.ca.gov or you may contact Alcohol Beverage Control at (714) 558-4101 a minimum of two (2) weeks prior to the event. Permits for banners, use of electricity, street closure, and use of fire hydrants are issued by the City of Seal Beach Public Works Department. It is the responsibility of the applicant to contact the Public Works Department at (562) 431-2527 Ext. 1317 prior to the event to make arrangements for any of the above-noted services. 9. Insurance Insurance must be carried in an amount not less than one million dollars ($1,000,000) for the date of the actual event and must show the'City of Seal Beach as being insured by this policy for the date of the event. Proof of this insurance must be provided with the Special Event Permit application. Failure to provide this information at the time of application will deem the application incomplete. 10. Reserved Parkins Reserved parking on the beach lots, or for use of the beach lots, must be prepaid. Please contact Jim Woodbury at AMPCO (562) 334-7477 to prepay for the projected number of reserved parking spaces required. Make your check payable to AMPCO and submit it to the City of Seal Beach Finance Department located on the first floor of City Hall. The City will forward the check to AMPCO after final processing of the Special Event Permit. *MOTE: Incomplete applications will not be accepted. All the above items must be submitted to the Planning Department at the same time. Failure to do so will result in the application being deemed incomplete and it shall be returned to you for completion. This will result in failure to meet the minimum 30-day requirement for processing of Special Event Permits. Page 3 Rev. 01/20/09 This page intentionally left blank Page 4 Rev. 01/20/08 CITY OF SEAL BEACH Case No. 211 Eighth Street, Seal Beach, CA 90740 (562) 431-2527 SPECIAL EVENT PERMIT APPLICATION TODAY'S DATE EVENT NAME EVENT HOURS ORGANIZATION DESCRIBE EVENT ACTIVITIES RESPONSIBLE INDIVIDUAL ADDRESS CITY/ZIP PHONE E-MAI L Please attach to this application two (2) sets of a sketch with a detailed description of the Event Layout. WILL YOU REQUIRE ANY OF THESE SERVICES?: ELECTRICAL POWER ($30 Fee), ASSISTANCE OF CITY PERSONNEL, SPECIAL EQUIPMENT, EVENT BANNER, oR OTHER.) PLEASE LIST: RESERVED PARKING? (Y/N) Must pre-pay for reserved parking on beach lots or for use of beach lots. Contact AMPCO Parking (562) 334-7477 LIVE MUSIC/AMPLIFICATION? (Y/N) Describe: STREET CLOSURE? (Y/N) List Streets: ALCOHOLIC BEVERAGES SOLD/SERVED? (Y/N) (Alcohol service may be permitted on the beach, in public parks, or parking lots for City-sponsored events ONL1~. Contact Alcohol Beverage Control Board at (714) 558-4101 or www.abc.ca.govfor daily alcohol license application (Form ABC-221). FOOD SOLD? (Y/N) If yes, must obtain permit from Orange County Health Department (562) 431-7842. OPEN FIRES, COOKING OR A BBQ? (Y/N) IF YES, DESCRIBE: SECURITY MEASURES AT PROPOSED EVENT? (Y/N) DESCRIBE: I HEREBY CERTIFY THAT I/ (NAME AND ORGANIZATION) THAT THE ABOVE INFORMATION IS COMPLETE AND INVE WILL BE RESPONSIBLE FOR ANY DAMAGE OR UNECESSARY ABUSE OF THE FACILITY, BUILDING, OR EQUIPMENT. I/WE AGREE TO HOLD THE CITY OF SEAL BEACH HARLESS AND FREE FROM LIABILITY OF ANY NATURE ARISING FROM THE USE OF CITY FACILITIES INCLUDING REIMBURSEMENT OF ANY LEGAL FEES INCURRED IN THE DEFENSE OF SUCH CLAIMS. (PRINT NAME) PROCESSING FEE DATE(S) OF EVENT EVENT LOCATION ANTICIPATED ATTENDANCE Page 5 (SIGNATURE) Rev. 01 /20108 This page intentionally left blank Page 6 Rev. 01/20/08 CITY OF SEAL BEACH SPECIAL EVENT PERMIT INDEMNIFICATION AGREEMENT To be completed by Special Even Permit applicant: In consideration of the approval by the City of Seal Beach ("City") of my Special Even Permit Application, I, ,shall defend (with counsel acceptable to the City), indemnify, and hold the City, its officials, officers employees, volunteers; and agents (collectively "the indemnitees") free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any acts, omissions or conduct of mine, my employees, agents, consultants, and contractors arising out of or in connection with the issuance of the Special Event Permit and the activities permitted thereby. This obligation includes without limitation the payment of all consequential damages and attorneys' fees and other related costs and expenses. I shall defend (with counsel acceptable to the City), at my own cost, expense, and risk, any and all such aforesaid suits, actions, or other legal proceedings of every kind that may be brought or instituted against the Indemnitees. I shall pay and satisfy any judgment, award, or decree that may be rendered against the Indemnitees in any such suit, action, or other legal proceeding. I shall reimburse the Indemnitees for any and all legal expenses and costs incurred by each of them in connection with or in enforcing the indemnity herein provided. My obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the Indemnitees. have read, do understand, and hereby agree to the above indemnity agreement. Date: Signature: Printed Name: Page 7 Rev. 01/20/08 This page intentionally left blank Page 8 Rev. 01/20/08 PROPERTY OUVNER'S AFFIDAVIT STATE OF CALIFORNIA } CITY OF SEAL BEACH } COUNTY OF ORANGE } (I)/(We) (Name) swear that (I am)/(we are) the owner of the property at: (Street Address) (City) (State) (ZIP) and that (I am)/(we are) are familiar with the rules of the City of Seal Beach for preparing and filing aSpecial -Event Permit application. The information contained in the attached Special Event Permit application is correct to the best of (my)/(our) knowledge and (I)/(we) approve of this application to hold the following event: (Print Name) (Signature) (Date) (Address -Please Print) (City, State & Zip) (telephone) SUBSCRIBED AND SWORN TO BEFORE ME THIS DAY OF Notary Public Page 9 Rev. 01 /20/08 This page intentionally left blank Page 10 Rev. 01/20/08 APPEAL APPLICATION TO CITY MANAGER For Office Use Only Date Appeal Filed: _ City Manager Action: City Council Date.: _ City Council Action: _ Notice Date: Approval Denial Other Approval Denial Other 1. Property Address: 2. Applicant's Name: Address: Work Phone: Home Phone: ( ; FAX: ( ) 3. Property Owner's Name: Address: Home Phone: ( ) 4. The undersigned hereby appeals the following described action of the Seal Beach City Manager concerning Special Event Permit to Attach a statement that explains in detail why the decision of the City Manager is being appealed, the specific conditions of approval being appealed, and include your statements indicating where the City Manager may be in error. (Signature of Applicant) (Print Name) (Date) (Signature of Owner) (Print Name) (Date) Page 11 Rev. 07/20/08 Your Reminder Checklist ® Application signed. ® Plans - 2 sets folded as indicated in instruction (See Page 2) ® Check made out to "City of Seal Beach" for nonrefundable fee for your special event(s). ® Special Event Permit Checklist (See Page 9) ® Proof of insurance ® Completed Indemnification Agreement ® "Property Owner's Affidavit" form completed. ® Proof of Application for Fire Permit Orange County Fire Authority - (714) 229-8805 ® Health Permit, if selling food. (Contact ORANGE COUNTY ENVIRONMENTAL HEALTH DEPARTMENT. (714) 433-6144 a minimum of two (2) week prior to the event.) ® Permit for Alcohol Service (Alcohol service may be permitted on the beach, in public parks, or parking lots for City-sponsored events ONL1~. The daily alcohol license form (ABC-221) is available at www.abc.ca.gov or by contacting ALCOHOL BEVERAGE CONTROL at (714) 558-4101 a minimum of two (2) weeks prior to the event. ® Permit for banners, street closure, or hydrant use. City of Seal Beach Public Works Department (562-431-2527 Ext. 1317) ® Paid fee for provision of electrical power. City of Seal Beach Public Works Department (562-431-2527 Ext. 1317) ® Arranged Reserved Parking or for use of beach parking lot. AMPCO -Jim Woodbury at (562) 334-7477 Page 12 Rev. 01/20/08 Special Event Permit Checklist (To be submitted with application. Please indicate services required by placing ~ in appropriate box.) EVENTS ON PUBLIC PROPERTY: Tyaical Event Needs For: ^ Private Party at City Facilities ^ Rental of park or beach for more than 25 people Banner needed? Alcohol to be served? Food served? Parking facilities adequate? Indemnification? Facility Rental Agreement? Sale of taxable goods? Electrical power needed? ^ Rental of Beach ^ Street Closure ^ Block Party Banner needed? Alcohol to be served? Food served? Parking facilities adequate? Indemnification? Facility Rental Agreement? Sale of taxable goods? Electrical power needed? Water from hydrant? Street closure? Storage of trash or materials? EVENTS ON PRIVATE PROPERTY: ^ Outdoor Dining ^ Christmas Tree/Pumpkin Farm ^ Live Music ^ Outdoor Sales Yes No Yes No Yes No Advertisement on Public Property? Food served outdoors? Alcohol served outdoors? Indemnification? Sale of taxable goods? Contact or Required Permitls) Public Works Banner Permit ABC Permit OC Health Department Permit Private parking service contract Indemnification Agreement Parks & Recreation Rental Agreement Finance Department Agreement Contact Dept. of Public Works Public Works Banner Permit ABC Permit OC Health Department Permit Private parking service contract Indemnification Agreement Parks & Recreation Rental Agreement Finance Department Agreement Contact Dept. of Public Works Public Works Hydrant Permit Street Closure Permit Public Works Dumpster Permit Public Encroachment Permit OC Health Department Permit ABC Permit Indemnification Agreement Finance Department Agreement Page 13 Rev. 01/20/08 FREQUENTLY ASKED QUESTIONS 1. Why do I need a Special Event Permit? The City of Seal Beach adopted a policy statement and an ordinance that requires certain activities to obtain a Special Event Permit and it also outlines the process for obtaining the permit. This action requires ALL persons/organization wishing to engage in these types of activities to obtain a Special Event Permit. 2. Whaf types of events require a Special Event Permit? On private property: For land uses that would otherwise not be allowed. For example, live music or outdoor dining on anon-residential property, which would otherwise require a Conditional Use Permit (CUP). On public property: Events such as weddings, surf contests, events involving street closures, etc. If necessary, these events may require signing a Facilities Rental Agreement. The City only requires a Special Event Permit for those events located on public property that involve more than 25 people, include the sale of food, or provision of live music. Alcohol service may be permitted on the beach, in public parks, or parking lots for City-sponsored events OAILYand requires application for a daily alcohol license at www.abc.ca.gov or by contacting (714) 558-4101. Events wholly enclosed within a City facility DO NOT require a special event permit unless live music is to be provided. 3. Do I need to carry insurance? If the event is located on any portion of publicly-owned land, insurance coverage in the amount of one million dollars ($1,000,000) must be provided for the date of the actual event and must show the City of Seal Beach as an "additional insured." Proof of insurance must be provided with the Special Event Permit application. Failure to provide this information at the time of application will deem the application incomplete. 4. What does a Special Event Permit cost? The fee for a Special Event Permit is $150.00 for one event (see fee schedu{e on Page 2 for multiple events). In the event of denial, the cost to appeal to the City Manager is an additional fee of $150.00. Additional deposits may be required for other City expenses incurred either before, during, or after a special event (Ex: Banner Permits, Street Closure Permits). If the proposed event requires any of these services, the required deposit must be paid at the time of application. Failure to pay these fees constitutes an incomplete application. 5. Why does the Special Event Permit cost so much? Within the Special Event Permit Ordinance the City Council adopted a noticing requirement to keep "affected" persons informed when the City has received an application for a special event. This requirements leads to large mailings made to those persons after receipt of the permit application. The Special Event Permit fees also pay for staff time in reviewing and coordinating approval/denial of the proposed event and submission of the conditions placed on that event. The supplement deposit monies are necessary to protect the City in the event of an unforeseen situation that might arise from the proposed event. Page 14 Rev. 01/20/08 6. Do / "have" to file for a Special Event Permit? Yes. Application for a Special Event Permit must be made if you wish to have an event that is defined in the City Policy Statement as noted under Question No. 2. Failure to secure a permit will result in the termination of your event, citation by the City, or both. 7. Are any other permits required? Following is a list of permits that may be required; depending upon the type of event you are proposing. (Note: See Page 13 - "Special Event Permit Checklist") Public Works Permits: a. -Banner Permit b. Encroachment Permit c. Street Closure Permit d. Water Hydrant Permit Recreation Department: a. Athletic Facilities Rental Agreement (Use of Park Space) b. Application & Contract Agreement (Community Centers) c. Insurance Contract (If not provided for by applicant's insurance carrier) d. Indemnification Agreement Orange County Health Department: a. Assorted health permits as necessary Fire Department: a. Assembly of 50 or more persons in a building not classified by the building official for such use. b. Bonfires/rubbish fires/open burning including fire rings on beach (excluding recreational BBQ). . c. Christmas tree lots and pumpkin patch lots d. Carnivals/fairs e. High school graduation night events f. Haunted house events g. Model rocket launching h. Movie filming i. Parades/parade floats j. Public fireworks displays k. Pyrotechnics -special effects (usually associated with movie filming). I. Tents (enclosed 3 sides) over 200 square feet. Canopies (open two or more sides) over 400 square feet. Temporary structures such as air supported structures (over 200 square feet). 8. Am I required to pay taxes on my sales? Yes. Special Events that involve the sale of taxable goods must pay the requisite amount to the Page 15 Rev. 01/20/08 City. Atypical example of this would be a used car sale. 9. How long does it take to process a Special Event Permit request? It takes the City the entire 30-day allotted time period to process Special Event Permit requests. Requests are forwarded to each Department Head for review and comment. Each department will prepare a list of proposed conditions (when necessary) and forward them to the Planning Department. Additionally, an applicant or member of the public may appeal the Planning Department's approval or denial of the application to the City Manager. 10. Can I apply within 30 days of my requested event? Unfortunately, the City cannot process these types of applications in less than 3U days. The City Code requires applications be submitted to the City a minimum of 30 days prior to the event, which guarantees the applicant due process in filing the application. 11. Inhere can I contact the other City departments for other permits or forms required of this submittal Seal Beach Citv Hall - (562) 431-2527 ® Pubic Works/Engineering -Ext. 1317 (Karen Walton) o Planning Department -Ext. 1324 (Carmen Alvarez) ® Recreation Department -Ext. 1344 or 1307 (Recreation Department) o Orange County Health Department (714) 433-6144 Orange County Fire Department 8081 Western Avenue Buena Park, CA (714) 229-8805 12. VI/hat am 1 required to return to the City Planning Department as part of the submittal package?* ~ Completed application form o Site plan drawing of layout of event. Completed checklist indicating services needed for the event o Check made out to "City of Seal Beach" in the amount of required for your special event(s). o Proof of Insurance v Completed Indemnification Agreement ~ Completed "Property Owner's Affidavit" form o Recreation Facilities Agreement, if necessary. (Inquire with Recreation Dept.) *NOTE: Incomplete applications will not be accepted. All the above items must be submitted to the Planning Department of the same time. Failure to do so will result in the application being deemed incomplete and it shall be returned to you for completion. This will result in failure to meet the minimum 30-day requirement for processing of Special Event Permits. Page 16 Rev. 01120!08