Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF 2024 COTATI CHAMBER OF COMMERCE
MUSIC FESTIVAL EVENT IN LA PLAZA PARK.
Date: May 14, 2024
Written by: Ashley Wilson, Recreation Manager
Recommendation
It is recommended that the City Council adopt a resolution approving the 2024 Cotati Chamber of Commerce Music Festival event.
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 2024, the Cotati Chamber of Commerce will be back to produce the Annual Cotati Music Festival.
Analysis/Discussion
Below is a summary of the event. The logistics, operation and participants are anticipated to be very similar to previous years’ events. 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.
Event Attendance Date/Time (including set-up)
Music Festival 1200 Saturday, June 8th
8:00 am - 8:00 pm
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.
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 the California Department of Alcohol and Beverage Control to approve the temporary permit to allow for the sale of alcohol to be supplied to the City before the event.
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 some increased sales tax revenue.
City staff would typically recommend the 50% fee waiver (per the City Park Use Policy) from the normal $1,223 in park use and street closure permit fees (see detail below), resulting in a $611.50 fee. However, given that the City is a partner in these events, staff recommend a City Council contribution for these events of $611.50 for the remaining permit fees. In addition, it is recommended that City Council waives the Public Works staff cost of installing and removing the banner across Old Redwood Highway, which is estimated at $364.
Park Permit Fee: $ 365
Application Fee: $ 52
Street Closure Fee: $ 731
Restroom Cleaning Fee $ 75
Total = $ 1,223
Staff Time - 2 hours, estimated cost $364
Install overhead banner at Old Redwood Highway - 2 hours Therefore, the total cost to the City in waived fees and staff time to support the events is estimated at $975.50, which the City’s General Fund will fund. The City would still collect the $500 refundable deposit, which would be returned after the event, if the park is left in good condition.
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.