Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of 2023 Cotati Chamber of Commerce Music Festival Event and Oktoberfest Event in La Plaza Park.
Date: February 14, 2023
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council adopt a resolution approving the 2023 Cotati Chamber of Commerce events.
Background
The Cotati Chamber of Commerce has sponsored many community events and the City has historically granted the Chamber permission to use City facilities, namely La Plaza Park, City Hall parking lot, and various streets and parking spaces. For 2023, the Cotati Chamber of Commerce will produce two major events, the Annual Cotati Music Festival and the Annual Cotati Oktoberfest.
Analysis/Discussion
Below is a summary of each event. The logistics, operation and participants are anticipated to be very similar to previous years’ events. All requests include the following: 1) exclusive use of La Plaza Park; 2) food truck and vendor sales of food and beverages; 3) live, amplified entertainment; 4) alcoholic beverage sales; 5) street closures of La Plaza between West Sierra Ave and Old Redwood Highway. In addition, Oktoberfest will include dogs in the Park.
Event Attendance
Music Festival 1000
Oktoberfest 800
Dates/Times (including set-up)
Saturday, June 24th
8:00 am - 8:00 pm
Saturday, October 14th
8:00 am - 8:00 pm
Music Festival
The Music Festival is a family-friendly event and has grown in popularity over the past several years. The festival will feature music in the park from noon until 6:00 PM. The Chamber is requesting exclusive use of the park and bandstand from 8:00 AM through 8:00 PM to allow for set-up, breakdown, and clean-up. The event at La Plaza Park will be free of charge. The Festival will include vendors and food trucks selling food, beverages, and merchandise. Alcoholic beverages will be sold in association with the festival.
Oktoberfest
The Chamber-sponsored Oktoberfest has become increasingly popular over the past multiple years.
This event will feature amplified live music, food, and beverages in La Plaza Park beginning at noon and going until 6:00 PM. The Chamber is requesting exclusive use of the park and bandstand from 8:00 AM through 8:00 PM to allow for set-up, breakdown, and clean-up. Entertainment will include live bands, dancing, and dachshund races. Alcoholic beverages and food will be sold in association with the festival.
The Chamber has reviewed the City’s insurance requirements and has indicated that they have adequate insurance. A Condition of Approval has been included which requires proof of insurance be supplied to the City before each event.
A Condition of Approval has been included which requires a California Department of Alcohol and Beverage Control approved temporary permit to allow for the sale of alcohol to be supplied to the City before the events.
Financial Considerations
The Chamber has requested fee waivers and City support of staff time. These events are widely marketed by the Chamber and have increased the number of visitors to the City. The increased visitation is evidenced not only at the events, but at local businesses as well. The events provide increased opportunities to promote economic development and increased sales tax revenue.
Financial considerations for the City would be a 50% fee waiver (per the City Park Use Policy) from the normal $2,104 in park use and street closure permit fees, resulting in a $1,052 fee.
However, given that the City is a partner in these events, staff recommend a City Council contribution for these events of $1,052 for the remaining permit fees. In addition, it is recommended that City Council contributions fund the Public Works staff cost of installing and removing the banner across Old Redwood Highway, which is estimated at $400. Therefore, the total cost to the City in the form of waived fees and staff time to support the events is estimated to be $1,452, which will be funded by the City Council contributions account.
Music Festival
Park rental fee: $350
Street closure fee: $702
Staff Time - 2 hours, estimated cost $200
Install overhead banner at Old Redwood Highway - 2 hours Oktoberfest
Park rental fee: $350
Street closure fee: $702
Staff Time - 2 hours, estimated cost $200
Install overhead banner at Old Redwood Highway - 2 hours Environmental Issues
This action is exempt from the California Environmental Quality Act (CEQA) because it is not a project which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, pursuant to CEQA Guideline section 15378.