Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of 2023 Rollin' Rosies Car Club Car Show Fundraiser in La Plaza Park.
Date: February 28, 2023
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council of the City of Cotati adopt a resolution approving the 2023 Rollin' Rosies Car Club Car Show Fundraiser in La Plaza Park.
Background
The Rollin’ Rosies Car Club is an all-female car club based in Sonoma County. They are a 501c3 nonprofit organization supporting mental health awareness and suicide prevention in the community.
They are proposing to host their large fundraiser event this year in La Plaza Park for the first time. Last year, they hosted a similar event in a different location and were recognized by Senator Mike McGuire for their efforts and featured in The Press Democrat.
Given its prime location, they are proposing to host this year’s event on Saturday, May 6th, in La Plaza Park.
Analysis/Discussion
Rollin’ Rosies Car Clubs has requested 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.
The event is a “Poker Run” fundraiser event, which begins in Healdsburg and travels to four or five other stops, will end in La Plaza Park, where they will have live music, food, and drink vendors. Classic cars will be parked on La Plaza Street between Old Redwood Highway and West Sierra Avenue, as well as in the public parking lot adjacent to the park on West Sierra Avenue.
This event is family friendly and free to the public to attend but there will be a fee charged to participants of the “Poker Run” portion of the event. The event will be feature music and vendors between 2:00pm-6:00pm. Rollin’ Rosies Car Club is requesting exclusive use of the park, closed street/parking lot, and bandstand from 12:00pm-7:00pm to allow for setup, breakdown, and cleanup. They will remain in the park until 8:00pm for cleanup but the street and parking lot can reopen by 7:00pm. The event at La Plaza Park will be free of charge to attend. The event will include vendors and food trucks selling food, beverages, and merchandise. Alcoholic beverages will be sold in association with the festival.
Rollin’ Rosies Car Club has reviewed the City’s insurance requirements and has indicated that they will provide adequate insurance. A Condition of Approval has been included which requires proof of insurance be supplied to the City before the 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
Rollin’ Rosies Car Club has requested fee waivers for their event. Financial considerations for the City would be a 1050% fee waiver per the City Park Use and Special Event Policy since they are a registered nonprofit organization and this is their first year hosting a large, public event in Cotati. If Rollin’ Rosies comes back for a second year of their event, they would be assessed 50% of all fees as a nonprofit if they request a fee waiver.
In accordance to the Park Use and Special Event Policy, fees will be assessed as follows:
$025 – Special Event Application Fee
$0351 – Small Street Closure Fee
$0100 – Medium Event Non-Resident Permit Fee
TOTAL FEE: $0476 ($952 prior to 100%50% fee waiver)
Special Event Refundable Security Deposit - $250
TOTAL DEPOSIT: $250
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.