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Item 4BCITY OF SOUTH LAKE MEMORANDUM August 16, 2016 TO: Shana Yelverton, City Manager FROM: Jill Lind, Economic Development & Tourism SUBJECT: Approve a Community Events Participation Agreement with Southlake Chamber of Commerce for the 2016 Oktoberfest event Action Requested: Consideration to approve a Community Events Participation Agreement with Southlake Chamber of Commerce for the 2016 Oktoberfest event. CEPP Background: Event 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. 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 family friendly entertainment. Estimated event needs are as follows: Item Quantity Personnel: --Police Officers / Supervisors -- 211.5 hours --Firefighter / Emergency Medical Technicians -- 54.0 hours --Community Services staff -- 25.0 hours City Council Meeting Date — August 16, 2016 Page 2 of 4 Facility and Equipment Rental: --Barricades -- 20 barricades --Rustin Pavilion -- Rental during event period Services: --Power Washing -- 50% cost sharing --City Water -- 50% cost sharing --Street Light Banner installation / removal -- 18 hours staff time pre and post event Other: --Advertising -- Based on actual costs 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 supports 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. City Council Meeting Date — August 16, 2016 Page 3 of 4 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. Financial Considerations: 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. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Partnerships and Volunteerism and meets the objective to enhance resident quality of life and business vitality through tourism. Citizen Input/ Board Review: A Specific Use Permit (SUP) for the Oktoberfest event received City Council approval on June 21, 2011. The SUP was approved (6-0) for a period of three (3) years. In addition, a provision was made that the Director of Planning and Development Services has the ability to review conditions and provide revocability at their discretion. City Council renewed the SUP for a period of five (5) years at the June 03, 2014 meeting. The Southlake Chamber of Commerce will be required to submit for a future renewal before the 2019 Oktoberfest event. Legal Review: This agreement was modeled after the standard community services agreement utilized by the City and has been reviewed by the City Attorney. Alternatives: Alternatives may include: ■ Approve the agreement as submitted ■ Approve the agreement with modification ■ Deny the agreement City Council Meeting Date — August 16, 2016 Page 4 of 4 Supporting Documents: Supporting documents include: ■ Community Events Participation Agreement ■ Application for Community Event Participation ■ Resolution adopting Community Event Participation Policy Staff Recommendation: Approve Community Events Participation Agreement with the Southlake Chamber of Commerce for the 2016 Oktoberfest event. COMMUNITY EVENT PARTICIPATION AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE CHAMBER OF COMMERCE FOR OKTOBERFEST STATE OF TEXAS § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its duly authorized Mayor (hereinafter referred to as "City"), and Southlake Chamber of Commerce (hereinafter referred to as "Applicant'), a nonprofit organization operating in Southlake as an organization described in section 501(c)3 of the Internal Revenue Code, acting by and through its duly authorized President. WHEREAS, the purpose the Applicant is to provide a three day arts and crafts festival that is free to the public; and, WHEREAS, the City and the Applicant desire to enter into an Agreement whereby the Applicant will provide services to citizens through their hosting of a community event; NOW, THEREFORE, City and Applicant do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES The Applicant shall provide the following services to the community: 1. Host Oktoberfest which is a community event which is free to the public. The Applicant shall conduct the event as described in the attached Community Event Participation Application. SECTION 2 SOUTHLAKE CHAMBER OF COMMERCE OPERATIONS 1. The Applicant shall operate in accordance with its own approved by-laws. 2. The City shall have the right to review the books and records kept incident to the services provided by the Applicant to the City. Community Event Participation Agreement - Oktoberfest 2016- 2016-07-27 - Page 1 of 3 SECTION 3 USE OF CITY EQUIPMENT AND SUPPLIES City agrees to offer, at the discretion of the City, the use of various equipment and supplies to the Applicant for the Oktoberfest event for services described in Section 1 hereinabove. Equipment and supplies must be returned to the City in the same or better condition as when provided. City also agrees to provide the services of City employees as listed in the attached Community Event Participation Application. The Applicant will be responsible for incurring the cost for repairs or replacement of any equipment or supplies which are damaged during use by the Applicant. SECTION 4 PAYMENT FOR SERVICES The City and the Applicant agree that the services provided by the other represent an approximately equal value and, as such, the Applicant shall be required to provide a 50/50 match of the contributions by the City. SECTION 5 TERM OF AGREEMENT 1. The term of this agreement shall be for the dates of the Oktoberfest event on October 7, 2016 thru October 9, 2016 or three (3) days. 2. Either party may terminate this Agreement upon 30 days written notice to the other party. SECTION 6 INDEPENDENT CONTRACTOR In performing the services hereunder, the Applicant is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 7 NO WAIVER OF GOVERNMENTAL IMMUNITY Notwithstanding any provision of this Agreement to the contrary, nothing contained in this agreement shall be construed to limit or waive any governmental or sovereign immunity of the City, or any immunity applicable to its officers, agents, servants or employees. Community Event Participation Agreement - Oktoberfest 2016- 2016-07-27 - Page 2 of 3 IN WITNESS WHEREOF the City and the Applicant have executed this agreement as of this day of , 2016. LAURA HILL MAYOR ATTEST: LORIPAYNE CITY SECRETARY APPROVED AS TO FORM AND LEGALITY: CITY ATTORNEY / to.4c' i,L I"/ PRESIDENT, SOUTHLAKE CHAMBER OF COMMERCE Community Event Participation Agreement - Oktoberfest 2016- 2016-07-27 - Page 3 of 3 CITY or SOUTHt_AKE Community Event Participation Policy 9 1 Application for Community Event Participation Application Date August 3, 2016 Event Location Southlake Town Square Event Name Oktoberfest Date(s) of Event October 7th, 8th, and 9th 2016 Event Times Fridey 5pm-1 ipm, Saturday gam-11pm, Sunday 12pm-Spm Date/Time of Event Set-up October Sin starting at gam Date/Time of Event Break Down October 9th at apm Projected Attendance 100,000+ — Number of Yrs Hosting Event 15 years Purpose of Event To bring a fun, safe, family friendly event to the community that builds tourism and economic development as well as highlighting the City and it's business community in a positive manner, Tourism Impact: What are the beneficial tourism impacts of the proposed event? Factors might include: anticipated draw, likelihood of overnight hotel room reservations, visitor expenditures in the City, etc. Numerous vendors and attandees conic, trgr; across the ceunlry to attend. We have Wenerdog race participants from across the state as well. Many of these spend money at local restaurants a,W r,laderB wino hem, Further, for many, it's thint rrsi expWieriee in Southlake,which generates interest in returning In the future Event Host/Organizational Name Southlake Chamber of Commerce OrganizationlEvent Websits www:southlakechamber.com Non -Profit Organization Yes(✓j No 0 Main Contact Mark Guilbert �_ Alternate Contact Ian MacLean Address 1501 Corporate Circle suite #100 Phone 817 xl$8-2716 City, ST, ZIP Southlake, TX 76092 Email admin@highlandiandscapingllc com Phone 817-481-8200 Email Mark@southlakechamt>er.com First Property Owner(s) Acknowledgement: I acknowledge that I have granted permission to the applicant to host the above named event on my oronertv. Owner's Name (please print) Owner's Business (pllAa se print) Owner's Signature Owner's Phone # Owner's Email 1E4 4 us Second Property Owner(s) Acknowledgement (if applicable.): I acknowledge that I have granted permission to the applicant to host the above named event on my property, Owner's Name (please print) David Ayer Owner's Business (olease nciFx RPAI Owners Signature Owner's Phone # 81 Owner's Email ayer@rpai.com '3nitiai EVENT ACTIVITY Event Description: Description of proposed event (i.e. type of activities, structures, parking, rides, food, canopies, large tents as depicted on site diagram) - Provide additional pages if necessary, Food, beverage and craft vendors. Music and entertainment provided, Sponsor tents on sight. Large festival hall tent. Kids area and sports zone with activities. Shuttle bus parking to and from the event at White's Chapel Church. Applicant's Community Involvement: Is the applicant active in the community? Are they local and frequently engaged In community activities? If the applicant is not involved locally, is the event unique enough to support? Yes, we are an active community participant and we have conducted the event for 15 years. City Recognition: Will the City be recognized as a'co-sponsor? How will the City be recognized? What additional exposure or recognition will the City receive? Yes, this will be the 15th year that the city will be listed as an event sponsor on posters, publications, and more. Experience of Applicant: Does the applicant have a history of successfully holding the event? Has the applicant worked successfully with the City on this or other similar events In the past? Is the applicant able to demonstrate the organization's ability to perform the duties necessary to fund and Implement the proposed event? If the event organizer is a third party, please provide name and contact Information as well as information regarding their experience on this event or similar events. Yes, vre have swmufuly heal 1e Oidawrl"u, aim oaa annual avant aroadng In pryuladly and antoo nce Marketing Efforts: Does the applicant have a marketing program to enhance the likelihood of success of the event? What is the plan? We advw iw in =.undy napaslnes and newspapers, the Texas Event Guide, 611 MMS, radio, we"NO11, SOCbl media and mare. Spann "I pminnto the event as well, Community Event Participation Application Revised 07-2016 - Page 2 or5 j (� MG Initi t Each of the following items shall be submitted with the application. 1 eneral Site Diagram (showing areas of activities) UP/Mass Gathering Application City Participation Request (staffing & equipment) Marketing/Advertising Plan Each of the following items shall be submittediconducted a minimum of thirty (30) days prior to the event date. _ Proof of insurance naming the City as an additional insured Detailed Site Diagram (showing specific locations of activities) _— Requested times and location of city equipment or services needed _ Completion of a logistics meeting with the City Unless determined separately via City Council approval of a Special Use Permit, by signing this application, the applicant agrees to comply with all City, County and State ordinances and policies including but not limited to the following: City of Southlake (Please see Appendix) Zoning Ord, No. 480, Sections 34 and 45 • Solicitation Ord. No. 850 • Sign Ord. No. 704-C • Noise Ord. No. 778 Park Use Policy Ord. No, 827, Chapter 12 (if located on park property) • Logo Guidelines • Community Event Participation Policy (if applicable) • Temporary Sign Regulations • Mobile Food Truck General Requirements Texas Alcoholic Beverage Commission Regulations Tarrant County Health Department Regulations Alcohol Being Served Yes ✓1 No❑ If Yes, City of Southlake security and compliance with Texas Alcoholic Beverage Commission Regulations are required. Contact City of Southlake Police Department at 817-748-8137 and TABC Arlington Regional Office at 817-652-5912. Food Being Served Yes Z✓- No ❑ If Yes, compliance with Tarrant County Health Department Regulations is required. Contact 817-321-4700, Food Trucks On -Site Yes No ❑ If Yes, compliance with City of Southlake Fire Department Mobile Food Truck General Requirements is required. Contact 817-748-8233 or 817.748-8909. Event Banner Displayed Yes ® No ❑ if Yes, compliance with City of Southlake Planning & Development Services Temporary Sign Regulations is required. Contact 817-748-8215. Tents in Excess of 400 sq. ft. Yes ® No ❑ If Yes, compliance with City of Southlake Building Inspections and Fire Code is required. Contact Building Inspections at 817-748-8237 and Fire Marshall at 817-748-8233 or 817-748-8909. Community Event Participation Application - Revised 07-2016 - Page 3 or5 MC b MG Initial Indemnification APPLICANT MUST AGREE TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS AND EMPLOYEES FROM AND AGAINST ALL LIABILITY FOR ANY AND ALL CLAIMS, SUITS, DEMANDS, AND/OR ACTIONS FOR DAMAGES, INJURIES TO PERSONS (INCLUDING DEATH), PROPERTY DAMAGE (INCLUDING LOSS OF USE), AND EXPENSES INCLUDING COURT COSTS AND ATTORNEY'S FEES AND OTHER REASONABLE COSTS OCCASIONED BY OR ARISING OUT OF APPLICANTS USE OF PUBLIC SPACES AND/OR ACTIVITIES CONDUCTED IN CONNECTION WITH OR INCIDENTAL TO THE REQUESTED PERMIT, REGARDLESS OF WHETHER SUCH DAMAGES, INJURIES TO PERSONS (INCLUDING DEATH), OR PROPERTY DAMAGE ARISES, IN WHOLE OR IN PART, FROM THE INTENTIONAL ACTS OR EGLIGENCE OF THE CITY, AND REGARDLESS OF FAULT OR LACK THEROF OF APPLICANT, ITS OFFICERS, AGENTS, EMPLOYEES OR PERSONS PARTICIPATING IN THE EVENT SPONSORED BY APPLICANT. APPLICANT MUST FURTHER AGREE THAT THEY SHALL, AT ALL TIMES, EXERCISE REASONABLE PRECAUTIONS ON BEHALF OF, AND BE SOLELY RESPONSIBLE FOR THE SAFETY OF ITS OFFICERS, AGENTS, EMPLOYEES, PARTICIPANTS, VISITORS, AND OTHER PERSONS, AS WELL AS THEIR PROPERTY, WHILE IN OR ON THE PUBLIC SPACES OR INVOLVED IN ACTIVITIES IN CONNECTION WITH OR INCIDENTAL TO THE PERMITTED USE OF THE PUBLIC SPACES STATED HEREIN. IT IS EXPRESSLY UNDERSTOOD AND AGREED THAT CITY SHALL NOT BE LIABLE OR RESPONSIBLE FOR THE NEGLIGENCE OF APPLICANT, THEIR AGENTS, SERVANTS, EMPLOYEES, CUSTOMERS, VISITORS AND PARTICIPANTS. IT WILL BE FURTHER AGREED WITH RESPECT TO THE ABOVE INDEMNITY, THAT CITY AND APPLICANT WILL PROVIDE THE OTHER WITH PROMPT AND TIMELY NOTICE OF ANY EVENT COVERED IN ANY WAY, DIRECTLY OR INDIRECTLY, CONTINGENTLY OR OTHERWISE AFFECT OR MIGHT AFFECT THE APPLICANT OR CITY, AND CITY SHALL HAVE THE RIGHT TO COMPROMISE AND DEFEND THE SAME EXTENT OF ITS OWN INTERESTS. APPLICANT WILL FURTHER AGREE THAT THIS INDEMNITY PROVISION SHALL BE CONSIDERED AS AN ADDITIONAL REMEDY FOR THE CITY AND NOT AS AN EXCLUSIVE REMEDY. Insurance Applicant agrees to provide general liability insurance policy insuring the above indemnity provisions, and products/completed operations coverage, where applicable, in the following amounts: Personal injury / Death: $1,000,000 per occurrence AND Property Damage: $500,000 per occurrence Appfccant further expressly agrees that with respect to the above required insurance, the City shall: A. Be named as an additional insured/or an insured as their interest may appear. S. A minimum of thirty (30) days prior to the event, be provided with either the original certificate of insurance or applicant's insurance policy evidencing the above requirements. Community Event Participation Application W Revised 07-2016 - Page 4 of 5 kInitial Setup/Breakdown & Cleanliness Applicant agrees to begin setup and complete breakdown at dates and times stated above. Applicant understands and agrees that it is responsible for any and all expenses to the City related to clean up, damage to property and/or facilities or other expenses to the end that the City shall be protected from expenditure of funds. The City shall not be responsible for damage or loss of materials used or left in any public spaces and does not assume liability on groups or individuals attending or participating in an event within said public spaces. Applicant agrees to return the property and/or facilities to a clean and orderly condition, with all City of Southlake property in its original location by dates and times stated above. Use of any permanent or semi- permanent markings to hardscape is prohibited. Applicant shall pick up trash and litter during and after the event. Based on size of event, Applicant may be required to provide a dumpster for trash removal at Applicant's expense. Security Security is required for any event in which alcohol is served or sold, any event with admission fees, and any event in which the anticipated attendance or the planned activity may affect public safety. The City reserves the right to require security in all instances in which the circumstances warrant. It shall be the responsibility of the Applicant to make arrangements for security through the City of Southlake Police Department, The City will determine the number of security officers an event warrants. Restroom Facilities For all public events, it will be the responsibility of the Applicant to provide an adequate number of portable restroom facilities, including mobility impaired accessible units, at the Applicant's expense. City facilities with interior restrooms such as Town Hall will not be available. Matching Funds Applicant understands the intent of the CEPP Policy is to require that the applicant provide a 50/50 match of the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the applicant would be required to make a payment of $2,500 to the City. Neutrality Applicant understands and agrees that the event shall be non -partisan politically and all religions and ethnical backgrounds shall be allowed to attend and participate. In addition, applicant understands and agrees that the event makes no effort to promote or facilitate the promotion of a particular position or political candidate. By signing this application, applicant acknowledges that he/she has read, understands and agrees to comply with all requirements, terms and conditions stated herein and understands that rights granted through this application are exclusive to the parties named herein and are not assignable or transferable. Mark Guiibert Applicant's Name — Please Print Legibly 141'r4c, Zl, /4 -_ 7 Applicant's Signature Date Please return completed application to City of Southlake Events & Hospitality Manager„ Dona Roth Kinney. at The Marq Southlake, 285 Shady Oaks Dr, Southlake, TX 76092, via email at dkinney@cilyofsouthiake.com or fax to 817-748-8902, DO NOT WRITE BELOW THIS LINE City Council Review Date Comments: Approved ® Denied ❑ Comatunite Ps cni Participation Application - Revised 07,1016 - Page 5 u9 5 crry or SOUTHLAKE a 2016 Oktobeliest Estimated Costs Staff .Member/Position tt Employees Est. Hrs Actual Hrs OTRate Est. Staff Costs Actua9 StaffCosts Parks Worker (203) 14 $31.59 $44226 $0.00 Park Crew Leader (210) 13 $44.46 $577.98 $0.00 Parks Supervisor _.... ... _._..__.._. .__.._.._ _... $32.16 .. $0.00 _...._ _..._ $0.00 ___.... ..._ Recreation Leader $12.74 $0.00 ._..0 $0.00 c Recreation Specialist __. .. ._._ ... .._ ... $23.37 $0.00 ._...... ..._. 0 $.00 __. ._._.___. Recreation Coordinator $29.24 $0.00 $0.00 CPS Officer/ Supervisor..(502) 211.5 $47.76 $10,101.24 $0.00 Fire EMT (502) 54 $34.11 $1,841.94 $0.00 Public Works Worker $25.16 $0.00 $0.00 Public Works Crewleader$29.60 $0.00 $0.00 Public Works Supervisor $32.16 Total r r - $12,963.42 i i In -Kind Item/Equipment%Fa cility,. IQua nti ty #Days,' Rate/Fee Est.,ln,-kind Costs Actual Staff Costs: Tables (Per Day) $8.00 $0.00 $0.00 Chairs (Per Day) ,_. _ _ $1.25 $0.00 $0.00 Tents (Per Day) $75.00 $0.00 $0.00 Stage (Per 6 hours) _ _ $1,000.00 $0.00 $0.00 Stage (Additional Hours) $50.00 $0.00 $0.00 Stage Skirting (Per Day) $15.00 $0.00 $0.00 Stage Extentions (Per Day) $25.00 $0.00 $0.00 Theater Lights (Per Day) _ $100.60 $0.00 $0.00 Sound System (Per Day) $200.00 $0.00 $0.00 Rustin Pavilion (10 Hours) 10 3 $25.00 $750.00 $0.00 Barricades (Per day) 20 3 $3.00 $180.00 $0.00 Cones ( Per Day) $1.00 $0.00 $0.00 Street Power Washing _ 1 $1,500.00. _ $1,500.00 $0.00 Use of City Water 1 $177.84 $177.84 $0.00 Install/Remove Street Light Banners 18 $21.06 $379.08 $0.00 SUP Application "Permit $300.00 $0.00 $0.00 Tent $25.00 $0.00 $0.00 Sign Permit $25.00 $0.00 $0.00 Total : $2,9,86.92 ` $0.00' Advertising Costa : Est. Costs , Actyah;Cosis`' " Promotion of Event and Activities. ,........,,„,........_...-.._. $5,000 Community Event Participation Application - Revised 07-2016 - Page 6 of 6 LEDGEND Gates 2 a 3 Vans p1 m Pottery Barn Food Goys Tylers o` Bar 5 Verl n , S27 reezewa Brooks Brothels Sponsor Journeys CraftVendor GrayWater Civi ce Bi 5 °""° Littl` narsniia pink Nelmeu l-^^•^ MM ElioCar �® Rockfish �np �.1+h+n Grill co. I slmeu ® 9 kY TazikrS Bleachers 7 8 9 10 11 12 Tents ® 13 1 1_1 4 * lee Bluemercury Jambe Juice C,o„b 13 D Bar Markham Jewelers 12 usmv=5 14 BratHaus Lily Rain ra,�=�G Sorrgl' Max Southlake relegam 1$ Fruit 11 True Religion a r H h w` h"ka 3 Town Hall 16 tdn�'mn lululemon w pf m N m L E L Mi Cocina d •� Q 1 o° Crish 17 Bur er ,10 `a O 2 Shack m4 1<ep Texas Eddie Bauer J ti a uJ o + rn In L N.y,IGdwell's1 18 Corn 1 O S -0- Beer 1 Sport Trul'ire C N d Y C LL O 3 a A a z u E N Y E E 0 U W V O Race mN li 0 � V th ) Q-5 sza vr6riggs 2 Maloof s llszJJayM, 3 4 7 kr" 5 6 Spring Free s7O 7 Tahiti 1 William -Sonoma s69 �q' [� uMe 1='kunshlne 1µ 11Er 12 Soft Surroundings S28 Ts79 Sewell Athlete Opening 2016 Ty © 19 10 Rita's ag'n Baggage 20 22 ndx& wile Crazy 8 ra met arils Apples 21 Once Upon Gymboree aCone KID Z®NE Corner Bakery Cafe 8 53z 3B RI yMX Pip PNaa c, clry aaal Main x � BsteFae FanhNLe_ YIILnI�n,. .. u 5� Slarbucks Bath 8 Body Works Gap Kids Gap QX20German SturlsB L Samsfri Dips 01-1 nE 78 ssmsal Music Stage Gazebo ffodda 23 s42a Victoria s Secret Yumilicious Yogurt ho' 1 KID PP SOU, THIAKE Z®NE Banana Republic 7 CITY Of SOUTHLAKE 9 2016 Oktoberfest Estimated Costs Staff Member/Position # Employees Est. Hrs Actual Hrs OT Rate Est. Staff Costs Actual Staff Costs Parks Worker (203) 14 $31.59 $442.26 $0.00 Park Crew Leader (210) 13 $44.46 $577.98 $0.00 Parks Supervisor $32.16 $0.00 $0.00 Recreation Leader $12.74 $0.00 $0.00 Recreation Specialist $13.37 $0.00 $0.00 Recreation Coordinator $29.24 $0.00 $0.00 DPS Officer / Supervisor (502) 211.5 $47.76 $10,101.24 $0.00 Fire EMT (502) 54 $34.11 $1,841.94 $0.00 Public Works Worker $25.16 $0.00 $0.00 Public Works Crewleader $29.60 $0.00 $0.00 Public Works Supervisor $32.16 $0.00 $0.00 Tota I 1 $12,963.42 $0.00 In -Kind Item/Equipment/Facility Quantity #Days Rate/Fee Est. In -kind Costs Actual Staff Costs Tables (Per Day) $8.00 $0.00 $0.00 Chairs (Per Day) $1.25 $0.00 $0.00 Tents (Per Day) $75.00 $0.00 $0.00 Stage (Per 6 hours) $1,000.00 $0.00 $0.00 Stage (Additional Hours) $50.00 $0.00 $0.00 Stage Skirting (Per Day) $15.00 $0.00 $0.00 Stage Extentions (Per Day) $25.00 $0.00 $0.00 Theater Lights (Per Day) $100.00 $0.00 $0.00 Sound System (Per Day) $200.00 $0.00 $0.00 Rustin Pavilion (10 Hours) 10 3 $25.00 $750.00 $0.00 Barricades (Per day) 20 3 $3.00 $180.00 $0.00 Cones ( Per Day) $1.00 $0.00 $0.00 Street Power Washing 1 $1,500.00 $1,500.00 $0.00 Use of City Water 1 $177.84 $177.84 $0.00 Install/Remove Street Light Banners 18 $21.06 $379.08 $0.00 SUP Application $300.00 $0.00 $0.00 Tent Permit $25.00 $0.00 $0.00 Sign Permit $25.00 $0.00 $0.00 Tota 1 $2,986.92 $0.00 Advertising Costs Est. Costs Actual Costs Promotion of Event and Activities. $5,000 Total Event Costs Est.Grand Total Actual Grand Total Grand Total $20,950.34 $0.00 Grand Total City Costs (=50%) $10,475.17 50.00 Community Event Participation Application - Revised 07-2016 - Page 6 of 6 RESOLUTION NO. 14-017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A MASS GATHERING FOR OKTOBERFEST LOCATED BETWEEN E. SOUTHLAKE BOULEVARD, E. S.H. 114 AND N. CARROLL AVENUE, SOUTHLAKE, TEXAS, BEING DESCRIBED AS PHASE I -IV, SOUTHLAKE TOWN SQUARE, MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE APPROVED SITE PLAN ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE. WHEREAS, a Specific Use Permit for a mass gathering for Oktoberfest has been requested by a person or corporation having a proprietary interest in the property zoned as "D7 Downtown District; and, WHEREAS, in accordance with the requirements of Section 45.1 (36) of the City's Comprehensive Zoning Ordinance, the Planning and Zoning Commission and the City Council have given the requisite notices by publication and otherwise, and have afforded the persons interested and situated in the affected area and in the vicinity thereof; and, WHEREAS, the City Council does hereby find and determine that the granting of such Specific Use Permit is in the best interest of the public health, safety, morals and general welfare of the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS: SECTION 1. A Specific Use Permit is hereby granted for a mass gathering for Oktoberfest, on property within the City Of Southlake, Texas, located between E. Southlake Boulevard, E. S.H. 114 and N. Carroll Avenue, Southlake, Texas, location being described as Phase I -IV, Southlake Town Square, an addition to the City of Southlake, Tarrant County, Texas, more fully and completely described in Exhibit "A", and as depicted on the approved Site Plan attached hereto and incorporated herein as Exhibit "B" and providing an effective date, subject to the provisions contained in the comprehensive zoning ordinance and the restrictions set forth herein. The following specific requirements and special conditions shall be applicable to the granting of this Specific Use Permit: Approved subject to the May 28, 2014 staff report (ZA14-048) and allowing Senior Director of Planning & Development Services the ability to review conditions and provide revocability at his/her discretion and this SUP being for a period of five (5) years (expires 6-3-2019). SECTION 2. This resolution shall become effective on the date of approval by the City Council. PASSED AND APPROVED THIS 3`d DAY OF JUNE, 2014. CITY OF SOUTHLAKE By: John Terrell, Mayor ,,,IIIII ►►,,,','' �VTH•Lgkcc ATTEST: Ok `••% 0 ? >- • ? ca • Lori Payne, TRM •••......•• City Secretary - ►*►*<<�.•`'° EXHIBIT A Property within the City Of Southlake, Texas, located between E. Southlake Boulevard, E. S.H. 114 and N. Carroll Avenue, Southlake, Texas, location being described as Phase I -IV, Southlake Town Square, an addition to the City of Southlake, Tarrant County, Texas. 2014 was Gates Food Sponsor i Vendor Open Car C� P t51 Jos A Banks, y g Kobeya... to m Sport Zone 10 Beer Garden N°N:-4. Q' TruFire O Joan+eys Rockfi',n Joridv Juia: f r C-- Q Allen St EXHIBIT B 43 T en Vans 2 Poliery Bam ' N 3 ao Civic Place fl VIn4 N<IIle �dled l'• !3 r9.: flUn 111 ` F12 J13' n� Malaufs 2 � m m tN t6a m tiB 2 W�llinr-$diIXfp 6 s56 Sofl SumaunC�rig- DFW Bag n 8aggego �F2 .a1 Naanjie KWs F71 MaN i1uh Jf21 Craps ONE arc upon alone G}mhome Owner Bai.ery GeeQ 8- 1 Southlake Town Hall Letter from the Applicant This year will mark the 13th anniversary of the Oktoberfest celebration hosted by Southlake's Chamber of Commerce. In 2013, 75,000 people visited throughout the weekend festival. Attendance is completely free -- there are no admissions or parking fees. German beer and German cuisine highlights the festival as well as many German craft goods for sale. For the not so German there is a variety of other foods and hand crafted arts and craft vendors. All of these activities take place in Southlake Town Square. There is also live entertainment on the Gazebo. There is a Kids Zone with inflatables, train rides, rock wall and other age appropriate activities. The annual wiener dog race will take place on Saturday. All activities and entertainment are consistent with the 2013 event. The only changes we are requesting is access to the Park on Thursday, October 2, 2014 at 9am in order to load in and set up the large tent in the middle of the Park. We will not impact general parking or traffic flow. By allowing earlier access to the Park, we will then be able to complete the entire set up before midnight on Thursday, Oct. 2. In addition, we would like to have police presence until 6:30pm to assist with move out on Sunday, Oct. 5. Oktoberfest Directional Parking Sign Plan for N. Carroll Ave. and E. Southlake Blvd. N. Carroll Avenue 1. Main Street — Median w/ arrow left and East side w/ arrow right (Blue) 2. Prospect Street — East side w/ arrow right (Red) 3. Federal Way— Median w/ arrow left and East side w/ arrow right (Green) 4. State Hwy 114 East Access Rd. — South side w/ arrow right (Yellow) 5. State Hwy 114 West Access Rd. — North side w/ arrow left (Blue) E.Southlake Boulevard 6. Central Avenue —South side w/ arrow left and North side w/ arrow right (Green) * The applicant is aware that the directional signs cannot be placed in the public right of way, however, they are pursuing permission from the City Engineer to place two of their signs in the median along Carroll Avenue at Federal Way and at Main Street. Pursuant to Section 5.2.5 of Sign Ordinance 704, as amended, permission may be granted by the City for public purposes. These signs are intended to direct traffic to parking areas. Letter from Southlake Town Square ��TH- Lq KE TOWNSQUARE of April 21, 2014 To Whom It May Concern: Please accept this letter as confirmation that RPAI Southwest Management, LLC, representing Southlake Town Square, supports the Southlake Chamber of Commerce Oktoberfest from October 3 — 5, 2014. Please feel free to contact me at 817-329-5566 if you have any questions or concerns. Regards, a Timothy/ Moorehead General Manager JL"1HLAKPw U.,K-T----,€7.L� GRUBBS INFINITI • •bmw,loill - w C17Y OF — - - —' THLAKE SOUTHLAKE SOUTH"ffc TOWN SQUARE CHAMBER OF COMMERCE �s, 2016 Oktoberfest Marketing Plan CBS —Jack FM • 30-second On -Air + Streaming commercials • 50 Total week of Southlake Oktoberfest • Digital Takeover on CBSDFW.com the week of Oktoberfest. • 50,000 banner impressions on CBS DFW.com • Jack Street Team On -Site at Oktoberfest with giveaways, prizes, and swag! Total Investment: $3,500 Southlake Style Magazine Arts & Culture listing in print in the September issue - value $710 • Sponsored Web Article in September - $300 value • Full Page Style Guide in September issue in print - $1736 value • 4 Style Guide banners to go in the weekly newsletter $500 value Total value: $3,246 360 West Magazine • Quarter Page Ad in September Publication Total Value: $1,500 Texas Polka News • Eighth Page Ad in August & September Issue Total Investment: $99 Texas Monthly Magazine • Half Page Ad in August & September Issue • 1/6 Page Ad in DFW Focus • August Travel Planner Reply Card • October New Next • Mark Your Calendar Online Listing Billboards (3) • Starts 09/26/16 to 10/09/16 • Hwy 360 @ Riverside Pkwy. • Airport Freeway @ Loop 820 • LBJ Freeway @ Josey Lane Total Investment: $5,349 Total Investment: $6,5 2016 Oktoberfest Marketing Plan Southlake Oktoberfest APP • Currently available Graphic Design • Ongoing Social Media Facebook Boosts Marketing Stats Total Investment: $200 Maintenance Total Investment: $600 Total Investment: $100 August, September, October issues of Texas Monthly Magazine - 276,000 est. subscribers 3 Billboards throughout the Metroplex - 2,197,508 plan target in -market impressions Texas Polka News- 1700 impressions Southlake Style Magazine - 19,000 distributed to avg household income $358,000 360 West Magazine - 50,000 distributed to avg household income $358,000 CBS Radio Jack FM-492,650 impressions Oktoberfest Southlake Facebook Page - 74,250 impressions between 08/16-10/16 Southlake Chamber of Commerce Facebook Page - 58,000 impressions between 08/16-10/16 Twitter— 530 followers Weekly Newsletter-4467 contacts Southlake Chamber Website— avg. 5,000 viev ~^� �^^^+" Southlake Oktoberfest Website-09/01/15 to 10/0 uity of aoutmake, Texas RESOLUTION NO.08-054 9,FFICIAL RECORD RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, ESTABLISHING A COMMUNITY EVENT PARTICIPATION POLICY. WHEREAS, the City Manager shall be responsible to the Council for the proper administration of all affairs of the City including the preparation of general policies; and WHEREAS, according to the City of Southlake (the "City") Charter section 4.14(6) the City Manager is responsible for administration of the City budget after adoption by the City Council; and WHEREAS, the City of Southlake assesses and collects a municipal hotel occupancy tax in accordance with Chapter 351 of the Texas Tax Code; and WHEREAS, the City Manager recognizes the need to add new policies to define City practice regarding use of hotel occupancy tax revenues with third party community events, and to provide a process whereby third parties wishing to sponsor a community event in the City may request City participation, and; WHEREAS, the Community Event Participation Policy accomplishes the purposes described above in a manner that accommodates the legitimate interests of the City, now THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS THAT: Section 1. The City of Southlake hereby approves the Community Event Participation Policy, specifying general policies relating to City participation in community events. Section 2. This resolution shall become effective after its passage and adoption by the City Council. PASSED AND APPROVED THIS 21st DAY OF OCTOBER, 2008. Andy Warn ganss, Mayor ATTEST: (� o-fHLi as Lori Payne, Cit ecretary ! to Community Event Participation Policy Statement of Purpose: The purpose of this Policy is to establish guidelines for processing requests for City participation in Community Events. A. Strategic Plan Alignment: This Policy is being considered due to its support of the City's overall Strategic Plan and alignment with the Council's strategic focus areas and stated strategic objectives. 1. Partnerships and Volunteerism: The City Council identified "Partnerships and Volunteerism" as a focus area when adopting the strategic plan in 2005. Since then, an objective has been included on the City strategy map: "Actively promote opportunities for partnerships and volunteer involvement (individual and group)." A case can be made, therefore, that this kind of partnership would be properly aligned with the City's strategy since a partnership of this kind brings together community groups and the City to offer high quality events that promote the City. 2. Safety and SecuritX: The strategy map includes a focus area of "Safety and security." This, coupled with the objective of "Collaborate with select partners to implement service solutions" addresses the matter of the City's fundamental obligation to ensure that residents and visitors of Southlake are safe and secure, whatever their activity. If we develop a successful partnership with these community groups, coordinate our efforts, and, perhaps, share the costs, the City has ultimately met this stated strategic objective. B. Comllliance with the Hotel OCCUnancv Tax State Laws: Funds utilized under this policy shall comply in all instances with the requirements of Chapter 351 of the Texas Tax Code as it pertains to the eligibility and expenditure of hotel occupancy tax funds. 2. Policy Administration: This Policy will be administered through the Department of Economic Development. 3. Definitions: The following definitions shall be utilized in this Policy. A. City: Shall mean the City of Southlake, Texas. B. Community Event: Shall mean an event held within the Southlake City limits having broad appeal and interest by attendees both from the City and outside the City and meeting the evaluation criteria defined herein. C. Coordinator: Shall mean the Marketing and Tourism Coordinator in the Department of Economic Development. D. Director: Shall mean the Director of Economic Development. Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 1 of 6 E. Eligible Applicants: Shall mean community organizations active in our region on an ongoing basis. F. In -Kind Participation: Shall include the utilization of City staff, providing of City equipment, utilization of City facilities or similar participation as approved by the Director. Examples might include: police protection, emergency medical services, street closure set-up, banner displays, website exposure, cooperative marketing, etc. G. Participation Agreement: Shall mean a Community Event Participation Services Agreement between the City and the applicant organizing and responsible for the event. H. Policy: Shall mean the Community Event Participation Policy adopted by City Council. I. Tourism Team: Shall mean the City staff team working collectively to implement tourism programs in the City. The members of this team may vary by type of event to be evaluated or reviewed. It may also at times include third party participants who can contribute a unique aspect to the team. 4. Submittal Requirements: The following shall be applicable to establishing an adequate submittal for participation by the City. A. Eligiblepplicants: Applications will only be accepted from Eligible Applicants as defined herein. B. Application: An applicant must submit a fully executed application identified in Appendix `A' herein. This application may be amended periodically by staff if needed to better administer this Policy. The completed application shall be submitted to the Coordinator for review. C. Submittal Deadlines: Applications must be submitted three (3) months prior to the date of the event. Application Review: Upon receipt of the application, the following shall apply to the review and evaluation of the application. A. Evaluation Criteria: The following criteria shall be utilized by the Coordinator when reviewing the application and in consideration of any recommendation for participation. 1. Applicant's Community Involvement: Is the applicant active in the community? Are they local and frequently engaged in community activities? If the applicant is not involved locally, is the event unique enough to support? Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 2 of 6 2. City Recognition: Will the City be recognized as a "co-sponsor"? What additional exposure or recognition will the City receive? 3. Experience of Applicant: Does the applicant have a history of successfully holding the event? Has the applicant worked successfully with the City on this or other similar events in the past? Is the applicant able to demonstrate the organization's ability to perform the duties necessary to fund and implement the proposed event? 4. Marketing Efforts: Does the applicant have a marketing program to enhance the likelihood of success of the event? 5. Matching Fund: It is the intent of this Policy to require that the applicant provide a 50150 match of the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the applicant would be required to make a payment of $2,500 to the City. 6. Neutrality: Is the event non -partisan politically? Are all religions and ethnical backgrounds allowed to attend and participate? Does the event make no effort to promote or facilitate the promotion of a particular position or political candidate? 7. Tourism Impact: What are the beneficial tourism impacts of the proposed event? Factors might include: anticipated draw, likelihood of overnight hotel room reservations, visitor expenditures in the City, etc. B. Staff Review: The Coordinator will engage the Tourism Team to jointly discuss the merits and challenges of the application. The Director, upon a recommendation from the Coordinator, shall determine the acceptability of the application and response to the applicant. Recommendation for Council Action: If the Director deems that the event as proposed by the applicant meets the purpose and intent of the Policy, an action item will be placed before the City Council for their approval of a Participation Agreement outlining all aspects of the participation request. a. Participation Agreement: Prior to placement of the participation request before the City Council, the applicant must work with the Coordinator to prepare an adequate Participation Agreement for Council consideration. 2. Denial of Application: If the Director does not find that the application for City participation in the proposed event meets the Council adopted Policy, the applicant shall be informed of the decision and the reasons for the finding. a. Appeal to City Council: The applicant may appeal the decision of the Director to City Council. All decisions by the City Council shall be final. Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 3 of 6 C. Participation Limitations: Following are specific limitations to City participation under the guidelines of this Policy. In -Kind Participation Only: The extent of City participation shall be limited to "in -kind" participation as defined herein. No cash contributions shall be provided. 2. Funding: No application for City participation shall be approved when funds are not available for the event. a. Funding Cap: No single event shall receive a City contribution in excess of ten thousand ($10,000) dollars. 3. Staffing: No application for City participation shall be approved when staff required to support the event are not available for the event. 6. Post Event Evaluation: The applicant shall be required to participate in a post -event debriefing meeting to identify opportunities, challenges, and recommended improvements for any future events. Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 4 of 6 Appendix A Application for Community Event Participation Name of Event: Applicant: Primary Contact Name: Title: Phone: Fax: Cell: Email Address: Web: Paid Organizer Name: Title: Phone: Fax: Cell: Email Address: Web: Requested In -Kind City Staffing (*Staff Estimate) Est. Cost* Staff Member Anticipated Duties TOTAL Other Requested In -Kind Items (*Staff Estimate) Est. Cost* In -Kind Item Proposed Utilization TOTAL Please identify any unique requests for City assistance related to this event: e.. street closures 1. 2. 3. By Signing this application, the applicant agrees to comply with all City ordinances including but not limited to the following: • Mass Gathering Ord. No. XXXX • Solicitation Ord. No. XXXX . Noise Ord. No. XXXX • ? Please respond to the following questions: 1. Anticipated attendees: 2. Duration of event: Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 5 of 6 3. Applicant's Community Involvement: Is the applicant active in the community? Are they local and frequently engaged in community activities? If the applicant is not involved locally, is the event unique enough to support? Answer: 4. City Recognition: Will the City be recognized as a "co-sponsor"? What additional exposure or recognition will the City receive? Answer: 5. Experience of Applicant: Does the applicant have a history of successfully holding the event? Has the applicant worked successfully with the City on this or other similar events in the past? Is the applicant able to demonstrate the organization's ability to perform the duties necessary to fund and implement the proposed event? Answer: 6. MarketingEfforts: fforts: Does the applicant have a marketing program to enhance the likelihood of success of the event? Answer: 7. Matching Fund: It is the intent of this Policy to require that the applicant provide a 50150 match of the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the applicant would be required to make a payment of $2,500 to the City. Answer: 8. Neutrality: Is the event non -partisan politically? Are all religions and ethnical backgrounds allowed to attend and participate? Does the event make no effort to promote or facilitate the promotion of a particular position or political candidate. Answer: 9. Tourism Impact: What are the beneficial tourism impacts of the proposed event? Factors might include: anticipated draw, likelihood of overnight hotel room reservations, visitor expenditures in the City, etc. Answer: Submitted on this the day of , 2008 Name: Title: Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 6 of 6