Port Richey events committee elects officers, directs staff to draft fee schedule and backs Oct. 18 car show as "supported" event

The Port Richey Event Committee elected Mayor Hoover as chair, Caroline Gonzales as vice chair and Janet Applefield as secretary during an organizational meeting, and directed staff to draft an event fee schedule and other guidance before the committee's next meeting.

The committee agreed the planned car show on Saturday, Oct. 18, 2025, will be a city-supported event to be operated by promoter TJ on private property (Walmart), with the promoter responsible for logistics and expected to secure insurance naming the city as an additional insured.

The vote to elect officers was taken by voice; no roll-call tallies were recorded in the meeting minutes. A separate motion directing staff to prepare an event fee schedule (police, fire, public works overtime and other costs) was made, seconded and carried. Committee members also approved holding a workshop-style meeting to draft a calendar of city-sponsored and city-supported events.

Why it matters: The committee's direction establishes how future third-party events will be allowed to use city branding, what costs promoters must cover and how the city will decide when to be a sponsor (city pays) versus a supporter (promoter pays for staff overtime and permits). Those choices affect city budgets, staff overtime and liability exposure.

Details of motions and discussion

Selection of officers: Committee members nominated and approved Mayor Hoover as chair, Caroline Gonzales as vice chair and Janet Applefield as secretary by voice vote. The meeting recorded the motions and that each motion "carried" after members answered "aye"; no separate recorded no/abstain votes were read into the record.

Dates and the car show: Caroline Gonzales, a committee member, gave the event date: "It would be October Saturday, 10/18/2025." Committee members debated how involved city staff should be if the promoter runs the event on private property.

On promoter-run events and city involvement, a staff member identified in the meeting as Sal urged that vendors bear much of the operational burden: "If TJ is gonna put on this this particular event, just basically, you know, let him organize everything from a to b. ... That way, it's there's no expense to the city." Sal said allowing a promoter to organize logistics on private property would reduce staff labor and overtime costs but recommended a clear fee schedule so promoters know upfront what police, fire or public-works coverage will cost.

City Manager Andrew Butterfield explained the committee's authority and agenda process and how the committee should forward items to council: "According to the resolution, the the agenda is coordinated through the city manager." Butterfield also said staff would bring back a draft fee schedule and an initial events calendar for committee review.

Insurance and liability: Committee members agreed the promoter should provide a certificate of insurance naming the City of Port Richey as an additional insured when the city's name or branding appears on promotional materials. A committee member said this is a standard, low-cost request that protects the city.

Next steps and scheduling: Staff agreed to prepare a draft fee schedule and to present it at the committee's next meeting. The committee set the next meeting for Sept. 11 at 5:00 p.m. and asked staff to invite promoter TJ to discuss logistics and contacts for the Walmart site. Committee members also agreed to prepare a preliminary list of events (city-sponsored and city-supported) at that workshop.

Public comment and new members: A representative of a local radio company said the stations would help promote events, noting, "We're a local radio company. We have 3 radio stations up in Citrus County and 1 station here in the Pasco Hernando County area..." A resident and business owner, Laura Canoe, introduced herself and was recommended by the committee to the city council for appointment. The committee also recommended Kimberly (Kim) for a committee seat.

What the committee did not do: The committee did not approve a formal ordinance or a finalized fee schedule during this meeting; it set staff work assignments and future agenda items instead. No changes to Waterfront Park rules or alcohol policy were adopted; staff agreed to check applicable park rules and report back.

Ending: Staff will draft an event-fee schedule (including police, fire and public-works overtime rates and insurance requirements), assemble a preliminary event calendar and invite promoter TJ and other vendors to the Sept. 11 workshop. The committee will use that workshop to decide which events are city-sponsored (city pays) and which will be city-supported (vendor pays staff overtime and permit fees).