Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: APPROVAL OF 2024 COTATI CHAMBER OF COMMERCE
MUSIC OKTOBERFEST EVENT IN LA PLAZA PARK
Date: September 10, 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 Oktoberfest 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 is proposing to bring back the Annual Cotati Oktoberfest.
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; and 6) dogs in the park.
Event Attendance Dates/Times (including set-up)
Oktoberfest 1000 Saturday, October 12th
8:00 am - 8:00 pm
Oktoberfest
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. The event at La Plaza Park will be free of charge. 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. This event is widely marketed by the Chamber and increases the number of visitors to the City. The increased visitation is evidenced not only at the events, but at local businesses as well. The event provides increased opportunities to promote economic development and increased sales tax revenue.
Financial considerations for the City would be a park rental fee waiver (per the license agreement with the Chamber of Commerce) from the normal $427 in park use permit fees (Park Rental Fee + Application Fee).
Oktoberfest:
Park rental fee*: $ 374
Application fee*: $ 53
Street closure fee: $ 749
Staff Time(Banner) $ 372
Restroom cleaning fee: $ 75
Total = $1,623
Less Waived Fees*= ($ 427)
Adjusted Total = $ 1,196
*Waived with Chamber License Agreement
Given that the City is a partner in these events, staff recommend a City Council contribution for these events to cover the remaining fees and staff time. Therefore, the additional cost to the City in the form of waived fees and staff time is estimated to be $1,196, which the City’s General Fund will provide if approved.
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.