Item 4B
Oktoberfest 2016 Community Event Participation Policy (CEPP)
Item 4B
This is item 4B which seeks consideration to approve a Community Events Participation Agreement with Southlake Chamber of Commerce for the 2016 Oktoberfest event.
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City of Southlake Strategy Map
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
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
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
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
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
Deliver on Our Focus Areas
C3 Provide attractive & unique spaces for enjoyment of personal interests
The execution of this Community Event Participation Policy links to the city’s strategy map relative to the focus area of Partnership & 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
Hotel Occupancy Tax (HOT) Fund
$23,000 is budgeted
CEPP Background
Resolution 08-054 was approved by City Council on October 21, 2008 to establish a Community Event Participation Policy (CEPP). The purpose of the Policy is to establish guidelines for
processing requests for City participation in Community Events. The Policy establishes cost sharing for related City expenses with a maximum cost reimbursement of $10,000 per event.
Expenses related to the CEPP program are funded through the Hotel Occupancy Tax Fund. $23,000 is budgeted annually from the Hotel Occupancy Tax Fund for reimbursement.
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Application is from Southlake Chamber of Commerce
Friday, October 7- Sunday, October 9, 2016
Oktoberfest 2016 Background
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 10/6 at 9AM to begin set up but the actual event is Friday
– Sunday.
Estimated event needs include: personnel, facility/equipment rental, and other services such as water, advertising, etc.
Following feedback from the 2015 Oktoberfest event,
the Southlake Chamber of Commerce is working to address event concerns including:
Authenticity: A Vendor Committee is working diligently to ensure quality Oktoberfest vendors are selected
that support the mission of the event. The goal is to increase the quality of vendors vs increasing how many vendors are there. At this time the vendor committee is planning to not
have any more vendors than last year.
Marketing: The marketing strategy is to promote and advertise the event as 100% family friendly. Much of the advertising will feature well known
children's entertainer Eddie Coker, which will reinforce the family atmosphere guests will find at this year’s event. Marketing will include print, radio, digital and billboards.
Security:
The Southlake Chamber of Commerce is committed to making Oktoberfest a family friendly as well as a safe environment for its patrons. The Southlake Chamber of Commerce will be working
with a new company that provides a more selective group of security personnel to ensure access points are better covered, as well as overall safety standards are met.
Environment
Conditions: A group consisting of representatives from the Southlake Chamber of Commerce, Dallas Directory (event coordinator) City of Southlake and Retail Properties of America will
meet prior to and following the event to complete a walk around of Southlake Town Square to ensure the environment is left in acceptable conditions.
In addition to the above, City
staff has revised the Community Event Participation Policy Application to require submission of additional documentation in an effort to increase accountability for these types of third
party events.
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City incurred costs estimated at $20,950.34
50/50 split: $10,475.17
CEPP cap amount is $10,000
Financial Consideration
Based on the identified needs listed above, the total estimated cost is $20,950.34. The CEPP establishes that the City will participate in 50% of eligible costs up to $10,000. Since
50% of the estimated costs exceed the policy-stated participation cap, the maximum costs incurred by the City for Oktoberfest will be $10,000. In the event the final costs exceed $10,000,
the applicant will be responsible for the additional amount.
Expenses related to the CEPP program are funded through the Hotel Occupancy Tax Fund.
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Staff recommends approval of the Participation Agreement with the Chamber of Commerce for the 2016 Oktoberfest event, not to exceed $10,000 per the policy maximum, of the estimated City
incurred costs of $20,950.34
Staff Recommendation
In accordance with the Council adopted Community Event Participation Policy staff recommends approval of the Participation Agreement with the Chamber of Commerce for the 2016Oktoberfest
event, not to exceed $10,000 per the policy maximum, of the estimated City incurred costs of $20,950.34
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QUESTIONS?
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