Corte Madera commission weighs stricter rules, caps for large private events in town parks

At its March 23 meeting, the Corte Madera Parks & Recreation Commission spent more than an hour reviewing an updated outdoor special-event permit application and discussing a proposed policy to manage large private events that could close public parkland to the community.

Tim (Parks & Rec staff) told commissioners the department receives all outdoor special-event requests and routes them for review by public works, fire, police and other departments. He said the revised application would remove outdated questions, add concrete requirements for large events and better align with recent town ordinances. "Insurance is pretty standard, $2,000,000 general liability," Tim said, adding that the amount may increase for high-risk events.

Staff recommended four major additions to the application: a waste-management plan to show how compost, recycling and garbage will be handled; compliance with the town's foodware/compostable-supply requirements for vendors; a no-single-use-bag expectation for vendors; and event-transportation plans that encourage carpooling, biking and controlled parking to reduce neighborhood impacts. Tim also said that for very large events, fire and public-safety conditions routinely require on-site medical tents and additional security.

Commissioners repeatedly pressed staff on the scope and community impacts of privately produced, ticketed events that would restrict public park access. "I have grave concerns about the multiple days," Commissioner Patty said, urging limits on the number of consecutive days and on closures that block public walkways. Several commissioners said park assets such as the East Field, tennis and pickleball courts and the skate park should be protected from exclusive closures except for clearly justified uses (for example, a tournament that directly serves the community).

Staff described one recent unsolicited request as an example: a private multi-day festival that sought to close large portions of Town Park and use school parking areas; Tim said such proposals raise questions about traffic, bathroom capacity, emergency access and effects on camps and regular park users. He recommended a policy approach that might require larger refundable security deposits and tiered staff review (administrative approval for small events; commission and council review for large closures).

On safety and logistics, Tim said medical tents are sometimes required for events expected to attract 1,000 or more people, and the fire marshal must approve large tents and staging. Alcohol sales require a one-day ABC license and additional insurance. Commissioners suggested setting clearer advance-notice timelines (staff recommended 3'6 months for large events), posting application requirements online and specifying when council review is required.

No formal vote was taken on new policy language. Tim said he would compile commission input and examples from nearby cities, and return in April with a draft special-event policy and recommended thresholds for staff versus commission/council approval. "I'll come back in April," he said.

Next steps: staff will draft a policy that includes community-notice requirements, thresholds for staff approval versus council review, and proposed fee/security structures, and will present that draft at the commission's April meeting.