Item 4B
Oktoberfest 2015 Community Event Participation Policy
Item 4B
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City of Southlake Strategy Map
Critical Business Outcomes
CBO1 - Continue to implement Southlake 2030 Plan by focusing on short-term initiatives.
CBO2 - Become an employer of choice by developing a plan to recruit,
develop and retain employees committed to excellence.
CBO3 - Develop long-term strategies to address future financial uncertainties and challenges.
CBO4 - Improve mobility by proactively
completing traffic analysis of key areas.
CBO5 -Optimize resources through collaboration and partnerships to reduce costs and add service value.
The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled
quality in everything we do.
Deliver on Our Focus Areas
Performance
Management &
Service Delivery
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B4 Provide high quality customer service
B5 Improve performance of delivery & operational processes
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
The execution of this Community Event Participation Policy links to the city’s strategy map relative to the focus area of partnerships and Volunteerism. The specific corporate objective
that is met by the agreement is: Enhance resident quality of life and business vitality through Tourism.
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Approved by City Council on October 21, 2008
Established criteria to evaluate applications for City participation in community events
$23,000 was budgeted
Community Event Participation Policy
Approved by City Council on October 21, 2008
Established criteria to evaluate applications for City participation in community events
$23,000 was budgeted with a maximum amount of $10,00
per event to be reimbursed
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Application is from Southlake Chamber of Commerce
Friday, October 2- Sunday, October 4, 2015
Oktoberfest 2015
Oktoberfest is a three day arts and crafts festival held in Southlake Town Square and coordinated by the Southlake Chamber of Commerce. The event is free to the public and offers local
unique artists, children’s arts and crafts, food and beverages, and ongoing entertainment.
The application is for Thursday 10/1 at 9AM to begin set up but the actual event is Friday
– Sunday.
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City incurred costs estimated at $23,539.24
50/50 split: $11,769.62
CEPP cap amount is $10,000
Oktoberfest 2015
Southlake Chamber of Commerce will be required to provide a 50/50 match of contributions by the City.
Request will be based on actual costs incurred, not to exceed $11,769.62 which is
50% of the estimated cost of $23,539.24.
Community Event Participation Policy allows for a maximum amount to be reimbursed at $10,000.
Southlake Chamber of Commerce would be responsible
for incurring the cost for damage to any equipment should it occur during their use as well as all other cost related to the event.
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Staff recommends approval of the Participation Agreement with the Chamber of Commerce for the 2015 Oktoberfest event, not to exceed $10,000 per the policy maximum, of the estimated City
incurred costs of $23,539.24
Oktoberfest 2015
In accordance with the Council adopted Community Event Participation Policy staff recommends approval of the Participation Agreement with the Chamber of Commerce for the 2015 Oktoberfest
event, not to exceed $10,000 per the policy maximum, of the estimated City incurred costs of $23,539.24
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QUESTIONS?
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