Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: 2023 Agricultural Community Events Farmers Markets Downtown Shop and Stroll Holiday Event
Date: November 28, 2023
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council adopt a resolution approving the 2023 Agricultural Community Events Farmers Markets Downtown Shop and Stroll Holiday Event in Downtown Cotati.
Background
Agricultural Community Events Farmers Markets is a 501(c)(5) non-profit company which operates a number of farmers’ markets in the region. It currently operates markets in Santa Rosa, Marinwood, Glen Ellen, Rohnert Park, Petaluma, Downtown Novato, Fairfax, and has been operating the market here in Cotati for the past ten years. They have also been operating the Cotati Downtown Shop and Stroll event since 2017, which has grown in success over the years and become a local tradition among the community. Agricultural Community Events Farmers Markets has proposed this year’s Shop & Stroll event format to be very similar to that of past years and will host many of the same vendors. A full description of event operations and a map of activities are attached to the resolution as Exhibit B. This year’s proposed event will be on Saturday, December 2, 2023.
Analysis/Discussion
As requested and approved in prior years, Agricultural Community Events Farmers Markets has again requested a street closure of Old Redwood Highway from East Cotati Avenue to Charles and Henry Street and the closure of the two side streets of La Plaza between East Cotati Avenue and West Sierra Avenue. It is not expected that this will significantly impact traffic, as both Charles and Henry remain open for residents and businesses, and regional traffic diversion continues as in previous years with the closure of Old Redwood Highway.
The event in downtown Cotati on Old Redwood Highway will be free of charge to enter and is family friendly, taking place from 11:00 am until 5:00 pm. Street closures have been requested from 7:30 am- 6:30 pm to allow for setup and cleanup. The event will include amplified music, vendors selling goods, food, and beverages (including sales of beer and wine from current Cotati businesses with ABC compliant establishments), as well as visits with Santa and a petting zoo.
The prior years’ event received positive reviews from the downtown businesses that City staff spoke with.
Exhibits attached to the resolution describe the street closures and parking restrictions necessary to allow for the orderly movement of vehicle and pedestrian traffic during street closures. City staff will place the no parking signage along Old Redwood Highway the morning of the event. The street closure signage will also be placed by the City’s Public Works Department on the day of the event.
Agricultural Community Events Farmers Markets has reviewed the insurance requirements and has indicated that they can 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
Agricultural Community Events Farmers Markets has requested fee waivers and City support of staff time. In accordance to the Park Use and Special Event Policy regarding fee waiver requests, staff recommends that these costs be partially waived by 50%, as this event is a free community event offered by a non-profit organization, is a significant annual event, and will increase the number of visitors to the City. The event would provide increased opportunity to promote economic development and increase sales tax revenue. Financial considerations for the City would be a 50% waiver of $2011.00 in special event permit and street closure fees and absorption of 50% of $1092 in staff costs. The staff costs would be for Public Works. The total cost of fee waivers and staff time for this event is $1551.50.
Street Closure Fee: $1829 (reduced to $914.50)
Special Event Permit Fee: $182 (reduced to $91)
Staff Time - 6 hours, estimated cost $1092 (reduced to $546) The total cost of the waivers and staff time ($1551.50), if approved, will be from the City Councils’ contributions fund (Department 10).
A refundable deposit of $500 will also be collected prior to the event.
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.