Special Event - Saugatuck Farmers Market - The Market at SCA

City Council Agenda Item Report FROM:

Jamie Wolters

MEETING DATE:

February 23, 2026

SUBJECT:

Special Event-Saugatuck Farmers Market - The Market at SCA

DESCRIPTION: The SCA has submitted a Special Event Application for the Saugatuck Farmers Market – The Market at SCA. As in prior years, they are requesting closure of the entire City-owned Culver Street parking lot. Historically, this has been a two-day event; however, this year they are requesting approval for a oneday event. Please see the attached application and event details below. A safety meeting was conducted, and the Fire Department, Police Department, and DPW have reviewed the request and provided departmental approval. BREAKDOWN OF EVENT: Event Dates: Event location: Event Hours: Set up/Clean up times: Estimated number of attendees: Tents: Volunteers: Music: Alcohol: Fireworks: Signage: Vendor Parking:

July 31, 2026 Culver Street Parking Lot & SCA 9:00am-2:00pm 7:00am & 3:00pm 800 Maximum of 41 (10x10) see attached map 4 None None None 12 Yard Signs, see attached map Saugatuck Church via Interurban

BUDGET ACTION REQUIRED: N/A COMMITTEE/COMMISSION REVIEW: N/A LEGAL REVIEW: N/A SAMPLE MOTION: Motion to approve/deny the Saugatuck Farmers Market - The Market at SCA to take place on July 31, 2026. 25

Council Action __ Approved

--Denied

CiLy of

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2-23-26

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102 Butler Street• P .0. Box 86 • Saugatuck, Ml 49453 Phone: 269-857-2603 •Website: www.saugatuckcity.com

RECEIVED

SPECIAL EVENT & PARADE APPLICATIOl\9EC G 8 2025

Must be filled out in its entirety & returned to the City Clerk's Office 60 days prior to scheduled ,:,u,:,nt________________

CITY OF SAUGATUCK

SPONSORING ORGANIZATION INFORMATION LEGAL BUSINESS NAME: MAILING ADDRESS: CONTACT NAME:

Sau guatck Center for the Arts

TELEPHONE:

(269) 857-2399

400 Culver St, Sau gatuck, Ml 49453

Kristin Armstrong, Executive Director

TELEPHONE:

kristin@sc4a .org

CELL PHONE:

E-MAIL ADDRESS:

( 269) 857-2399 (269) 857-2399

CONTACT PERSON ON DAY OF EVEN CONTACT NAME:

S usan Poolman

TELEPHONE:

m arket@sc4a .org

E-MAIL ADDRESS:

(269) 857-2399

CELL PHONE:

(269) 227-3448

fEVENT INFORMATION NAME OF EVENT:

Saugatu ck F armers Market

I The Market at!

DATE{S) OF EVENT:

0713 112026

none RAIN DATE:--------

PURPOSE OF EVENT:

Farmer & Artisan Market

Iii Non-Profit

D For-Profit

D City Operated/Sponsored

D Co-Sponsored

D Marathon/Race

D Festival/Fair

D Video/Film Production

D Other ------

EVENT LOCATION:

Saugatuck Center for the Arts

EVENT HOURS:

9am-2 pm

8 + GueSt ----------------------

ESTIMATED NUMBER OF ATTENDEES:

4 ESTIMATED NUMBER OF VOLUNTEERS:---------------------ESTIMATE DATE/ TIME FOR SET-UP:

0 7l3 1 l2026

ESTIMATE DATE/ TIME FOR CLEAN-UP:

07l31l2026

7: 00 _____ ■ A.M. 0 P.M. 3: 00 _____ OA.M.

■ P.M.

EVENT DETAILS

□ Yes

WILL MUSIC BE PROVIDED DURING THIS EVENT: TYPE OF MUSIC PROPOSED: □ Live

Iii No

D Amplification

PROPOSED TIME MUSIC WILL BEGIN: _______

D Loudspeakers

D Recorded

END:___________

FOOD VENDORS/CONCESSIONS: (Contact Allegan County Health Department) □ Yes □ Provide Copy of Health Department Food Service License

□ No

Iii No WILL ALCOHOL BE SERVED AT THIS EVENT: □ Yes □ Provide Copy of Liquor Liability Insurance (listing the City as additionally insured) □ Provide Copy of Michigan Liquor Control License If yes, describe measures to be taken to prohibit the sale of alcohol to minors:____________

WILL FIREWORKS BE APART OF EVENT: □ Yes II No □ Provide Copy of Liability Insurance (listing the City as additionally insured) □ Provide Copy of Fireworks Permit EVENT SIGNAGE: City Council approval is required for any temporary signing in the public right-of-way, across a street or on City property. Which of the following signs are requested for this event:

"YARD" SIGNS - Number requested:� (Maximum size is 2' x2'. Cannot be displayed no more than 15 days prior to first day of event and must be removed 24 hours after end of event.) BANNER UNDER SAUGATUCK PALETTE SIGN - (Size cannot be greater than 14' x 4'). Cannot be displayed more than 15 days prior to first day of event and must be removed 24 hours after end of event.) SIGNAGE AT EVENT SITE - Location(s): ______________________ Description of signs:______________________________ (Signs at event site cannot be displayed prior to day of the event and must removed at the end of the event.)

TENTS/CANOPIES/MISC: The City of Saugatuck does not have tents, stage, tables or chairs available for rental. There are a number of businesses listed in the yellow pages under "Rental Service Stores" that specialize in the rental of event supplies. Will the following be constructed or located in the event area: □ BOOTHS - QUANTITY______ 11 TENTS - QUANTITY Max 41 (1O' x 1O')

□ AWNINGS - QUANTITY-----□ PORTABLE TOILETS - QUANTITY------

□ TABLES-QUANTITY-------

VENDOR PARKING: Have you made arrangement for vendor parking? Iii Yes If yes, where do you propose your vendors park? Saugatuck Church WiII the Interurban be utilized? Iii Yes

D No

□ No

Time(s) 7am-8:45am & 2pm-3:15pm

DEPARTMENT OF PUBLIC WORKS □ APPROVED □ DENIED

via safety meeting held on 2-19-26 Authorized Personnel Signature

Will this event require the use of any of the following municipal equipment:

□ TRASH RECEPTACLESQUANTITY_____ □ TRAFFIC CONESQUANTITY ----□ ELECTRIC 0 FENCING O WATER

Iii Yes

O No

■ BARRICADESQUANTITY 2 (see notes) ■ PARKING SIGNSQUANTITY 2 (see notE O RESTROOM CLEANING

0 OTHER

POLICE DEPARTMENT □ APPROVED

□ DENIED

via safety meeting held on 2-19-26 Authorized Personnel Signature O No

ADDITIONAL OFFICERS REQUIRED? 0 Yes

If yes please describe & include times________________________ Other (describe): _______________________________

SAUGATUCK TOWNSHIP FIRE DISTRICT □ DENIED □ APPROVED STREET CLOSURES: 0 Yes

via safety meeting held on 2-19-26 Authorized Personnel Signature

Iii No (use attached map to outline proposed closures)

□ A.M. 0 P.M.

Street closure date/time:______

_____

Street re-open date/time:______

_____O A.M. 0 P.M.

SIDEWALK CLOSURES: 0 Yes Describe Sidewalk Use:

O No (use attached map to outline proposed closures)

------------------------------□ A.M. 0 P.M.

Sidewalk closure date/time: Sidewalk re-open date/time: _______

PARKING LOT CLOSURES: Iii Yes

-----□ A.M. 0 P.M.

Iii No (use attached map to outline proposed closures)

Parking Lot Location: Culver City Parkgin Lot (partial closure, see attached map) Sidewalk closure date/time:-------Sidewalk re-open date/time:________

□ A.M. 0 P.M. -----□ A.M. 0 P.M. -----

What parking arrangements are proposed to accommodate potential attendance: -------

�PPLICATION CHECK LIST D Completed Application D Event Map (includes detailed event layout for vendors, booths, porta potties, etc.) D Road/Sidewalk/Parking Lot Closure Map D Certificate of Insurance (listing the City of Saugatuck as additionally insured) D Fireworks Permit (if applicable) D Michigan Liquor Control Commission Special Event License (if applicable) D Health Department Food Service License (if applicable) If document is missing, please explain:_s_e_ e_a _t _ta_c_h_e_d_n_o_ t_e_______________ _ The applicant and sponsoring organization understand and agrees to: Provide a certificate of insurance with all coverages deemed necessary for the event, name the City of Saugatuck as an additional insured on all applicable policies and submit the certificate to the City Clerk's Office no later than one (1) week following notice of the event approval. Comply with all City and County Ordinances and applicable State laws, City policies and acknowledges that the special events permit does not relieve the applicant or organization from meeting any application requirements of law or other public bodies or agencies. Applicant and sponsoring organization further understands the approval of this special event may include additional requirements and/or limitations based on the City's review of this application. The applicant and sponsoring organization understands that it may be necessary to meet with City staff during the review of this application and that City Council approval is necessary. Applicant understands that he/she is responsible for contacting the Michigan Liquor Control Commission and/or Allegan County Health Department to secure all permits required for this event. Applicant agrees to defend, indemnify and hold harmless the City of Saugatuck, Michigan from any claim, demand, suit, loss, cost of expense or any damage which may be asserted, claimed or recovered against or from this Special Event by reason of any damage to property, personal injury or bodily injury, including death, sustained by any person whomsoever and which damage, injury or death arises out of or is incident to or in any way connected with the performance of this contract, and regardless of which claim, demand, damage, loss cost of expense is caused in whole or in part by the negligence of the City of Saugatuck or by third parties, or by the agents, servants, employees or factors of any of them. As the duly authorized agent of the sponsoring organization, I hereby apply for approval of this Special Event and affirm the above understandings. The information provided on this application is true and complete to the best of my knowledge.

Date

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The Saugatuck Center for the Arts will need the use of the City Parking Lot for our weekly Market at SCA on the following dates: •

Jul 31, 2026

See attached layout for the use of the city parking lot Last year the city used barricades to keep overnight parking from happening along with no parking signs. We would certainly be grateful if you could do the same for 2026 and thank you. Certificate of insurance should be on file All food vendors that we have will have their food license (unless cottage food law), insurance paperwork and Ml Sales Tax ID just as they do for our market.