Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR
To: City Council
Subject: Approval of 2023 The LIME Foundation Battle of the Bands Event in La Plaza Park.
Date: June 13, 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 The LIME Foundation Battle of the Bands Event in La Plaza Park.
Background
The LIME Foundation is a nonprofit organization that supports musical programs in schools, healthy living programs for seniors, and trades work training for young adults. They held their first Battle of the Bands last summer in La Plaza Park and it was a great success. They would like to continue to offer this event annually in Cotati and expect approximately 350 guests this year.
They are proposing to host their event this year in La Plaza Park on Saturday, September 30.
Analysis/Discussion
The LIME Foundation has requested the following: 1) exclusive use of La Plaza Park; 2) food truck and vendor sales of food and alcoholic beverages; 3) live, amplified entertainment; 4) street closures of La Plaza between West Sierra Ave and Old Redwood Highway.
The event is a Battle of the Bands talent show event proposed to take place in La Plaza Park, where they will have multiple acts with amplified music, food, and alcohol vendors. Vendors will be set up in La Plaza Park and on La Plaza St. between Old Redwood Hwy. and West Sierra Avenue, adjacent to the park. The event is expected to bring visitation to the City and its businesses.
This event is ticketed for their members but anyone from the public is welcome to attend the talent show and enjoy live music for free. Only ticketholders will be able to access the beer garden for alcohol purchases. The event will feature music and food vendors between 1:00pm- 6:00pm. The LIME Foundation is requesting exclusive use of the park, closed street/parking lot, and bandstand from 7:00am-8:00pm to allow for setup, breakdown, and cleanup.
The LIME Foundation 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.
Financial Considerations
The event organizer did not request any fee reductions or waivers. Approval of this item would lock in these fees for this event where they would not be subject to increases related to our annual fee adjustments for inflation. In accordance with the Park Use and Special Event Policy, fees will be assessed as follows for the event:
$50 – Special Event Application Fee
$702 – Small Street Closure Fee
$500 – Large Event Non-Resident Permit Fee
TOTAL FEE: $1,252
Special Event Refundable Security Deposit – $500
TOTAL DEPOSIT: $500
Total Sum of all fees and deposits to be collected for event: $1,752 Approximate City costs, based on the current fee schedule, are estimated at approximately $1,200, as detailed below.
Recreation Time – 3 hours - $306
Public Works Time – 5 hours - $875
TOTAL STAFF COSTS - $1,181
Environmental Issues
The proposed action is exempt from the California Environmental Quality Act (CEQA) under Section 15378 on the grounds that this action 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 as the action proposed is authorizing a small street closure and use of a City park for a special event.