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Item 4H CITY OF 4H - 1 SOUTHLAKE MEMORANDUM January 22, 2017 TO: Shana Yelverton, City Manager FROM: Jenni Lanier, Community Relations Manager SUBJECT: Approve a Community Events Participation Agreement with Southlake Women's Club for the 2017 Art in the Square event Action Requested: Consideration of a Community Events Participation Agreement with Southlake Women's Club for the 2017 Art in the Square event. Background Information: Art in the Square is an annual fundraising event coordinated by the Southlake Women's Club with proceeds designated for various local charities. Art in the Square is a three day art festival held in Southlake Town Square. The 2017 event will be held April 28-30 and is free to the public with offerings of over 140 national and local unique artists, children's arts and crafts, and ongoing entertainment. A Specific Use Permit was approved for this event in perpetuity unless the scope of the event changes by City Council at their January 15, 2008 meeting. Financial Considerations: The City has been asked to participate in the form of staffing, facility rental, City fees and services. The staff request will include six (6) DPS supervisors, thirteen (13) DPS officers, eight (8) EMT, two (2) Parks crew leaders, and two (2) Parks workers to monitor the vault and for delivery and pickup of City equipment such as cones and stanchions. The facility rental costs will include rental of Rustin Pavilion. City fees to be waived include sign permit, tent permit, water deposit and the Specific Use Permit Application. The service fees include power washing services for the street and Town Hall steps as well as installation/removal of the light pole banners. Lastly, the City has included the estimated cost of water usage into the agreement for 2017; this cost will be amended based on actual water used following the event. City Council Meeting Date — February 7, 2017 4H - 2 Page 2 of 2 Final funding will be based on actual costs incurred, not to exceed the Community Event Participation Policy (CEPP) maximum of$10,000. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Quality Development and meets the corporate objective to enhance resident quality of life and business vitality through tourism. Citizen Input/ Board Review: City Council approved an SUP in perpetuity for the event at its January 15, 2008 meeting (6-0). There was a change of scope to the 2012 event layout which received approval (7-0) from City Council action at the February 07, 2012 meeting. 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: ■ City Council decision to approve ■ City Council decision not to approve Supporting Documents: Supporting documents include: ■ Community Events Participation Agreement ■ Application for Community Event Participation ■ Form 1295 ■ AITS Specific Use Permit ■ Letter of Support from RPAI ■ 2017 AITS Estimated Costs ■ 2017 AITS Event Layout ■ AITS Marketing Plan Staff Recommendation: Approve Community Events Participation agreement with Southlake Women's Club for the 2017 Art in the Square event. 4H - 3 COMMUNITY EVENT PARTICIPATION AGREEMENT BETWEEN CITY OF SOUTHLAKE AND SOUTHLAKE WOMEN'S CLUB FOR ART IN THE SQUARE 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 Women's Club (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 of the Applicant is to provide an annual arts festival that benefits the community and charities in Southlake and surrounding communities and provide a focus for the expansion of other arts programs in the city of Southlake; 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 Art in the Square, which is a community event, with proceeds to charities serving children and families. The Applicant shall conduct the event as described in the attached Community Event Participation Application. SECTION 2 SOUTHLAKE WOMEN'S CLUB 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 - Art in the Square 2017—2016-1-27- Page 1 of 4 4H - 4 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 Art in the Square 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 Art in the Square event on April 28-30, 2017 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 - Art in the Square 2017—2016-1-27- Page 2 of 4 4H - 5 SECTION 8 CITY OF SOUTHLAKE VALUES The City of Southlake has adopted values that are the fundamental principles that guide how members, officials, staff, and employees of the CITY conduct themselves in pursuit of the mission and vision. All business conducted with the CITY shall adhere to the CITY'S organizational values as described below: • Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. • Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. • Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. • Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. • Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Paragraph 8 are goals to which CITY officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate CITY official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. Community Event Participation Agreement - Art in the Square 2017—2016-1-27- Page 3 of 4 4H - 6 IN WITNESS WHEREOF the City and the Applicant have executed this agreement as of this day of , 2017. �Z- I I LL--- LAURA HILL PRE ENT MAYOR SOUTHLAKE WOMEN'S CLUB ATTEST: LORI PAYNE CITY SECRETARY APPROVED AS TO FORM AND LEGALITY: CITY ATTORNEY Community Event Participation Agreement - Art in the Square 2017—2016-1-27- Page 4 of 4 CITY OF SOUTHLAKE Community Event Participation Policy Application for Community Event Participation - 7 Application Date 1/04/2017 EVENT INFORMATION Southlake town Square Art in the Square 2017 Event Location Event Name ' Date(s) of Event 4128,29,30/2017 Event Times Fri 4-10:30 p.m. sat 10a-10:30 p sun 11 a Date/Time of Event Set-up 6'45 p.m. 4/27/2017 Date/Time of Event Break Down 6:00 p.m. 4/30/2017 Projected Attendance 60,000 Number of Yrs Hosting Event 18 , Purpose of Event Fund raiser and art festival put on by southlake women's club with additional commun( In �1�ly1k nnor���S e .t k L' �JS r�p,V J Y\` Cry �+�ti S ��,J o v�f Vl C_�1�1C�1�� ' ;1+Y, f� : Tourism Impact: What are the beneficial tourism impacts of the proposed event? Factors might include: ticipated dr w, likel000 of overpi h hotel room a ervati s, visit rex enditures in theCity, etc. is is a wel�advertisVevent tea Naws people rom a��'over t ie c�'untry to atten Event Host/Organizational Name Southlake Women's Club Organization/Event Website www.Artinthesquare.com Non-Profit Organization Yes2 No ❑ Kris Nelson Terri Messing { Main Contact Alternate Contact Address P.O. Box 92611 Phone 817-251-4300 City, ST ZIP Southlake, Texas 76092 Email #errimessing@verizon.com > Phone 817-296-3387 f Email knell821 @aol.com First Property Owner(s) Acknowledgement: I acknowledge that I have granted permission to the applicant to host the above named event on my property. Owner's Name (please print) i Owner's Business (please print) Owner's Signature Owner's Phone# Owner's Email I 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) Owner's Business (please print) Owner's Signature Owner's Phone# Owner's Email KN Initial EVENT ACTIVITY 4H - 8 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. Artists booths, stage, food vendors and food trucks, tents and childrens activities per map 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? The answer is yes to all the above 1Southlake Women's Club an annus eniorCs lune eon OtIc a SU oo I S '_�"Ok r�D(I O -A-D N\6 �� S � �t C - v0 +� YC<<S� (S COY C L r�lfi�� t C- n hr\LA_ 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? The city will e recognized as a sponsor and a partner in newspaper, radio and website 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, this will be the 18th annual event Marketing Efforts: Does the applicant have a marketing program to enhance the likelihood of success of the event?What is the plan? We have a strong marketing program. a are supporta y own quare, B 5, tar Telegram Community Event Participation Application - Revised 07-2016 - Page 2 of 6 KN Initial 4H - 9 APPLICANT REQUIREMENTS Each of the following items shall be submitted with the application. eneral Site Diagram (showing areas of activities) ❑S,UPIMass Gathering Application City Participation Request (staffing & equipment) arketing/Advertising Plan Each of the following items shall be submitted/conducted 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) • Community Event Participation • Zoning Ord. No. 480, Sections 34 Policy (if applicable) and 45 • Temporary Sign Regulations • Solicitation Ord. No. 850 • Mobile Food Truck General • Sign Ord. No. 704-C Requirements • Noise Ord. No. 778 ➢ Texas Alcoholic Beverage Commission • Park Use Policy Ord. No. 827, Regulations Chapter 12 (if located on park ➢ Tarrant County Health Department property) Regulations • Logo Guidelines Alcohol Being Served YesZ 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 817-852-5992. Food Being Served Yes❑✓ No❑ If Yes, compliance with Tarrant County Health Department Regulations is required. Contact 817-321-4700. Food Trucks On-Site Yes P] 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 0 No ❑ If Yes, compliance with City of Southlake Planning & Development Services Temporary Sign Regulations is required. Contact 897-748-8215. Tents in Excess of 400 sq. ft. Yes 0 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 67-2016 - Page 3 of KN Initial Indemnification 4H - 10 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 1 Death: $1,000,000 per occurrence AND Property Damage: $500,000 per occurrence Applicant further expressly agrees that with respect to the above required insurance, the City shall: A. Be named as an additional insuredlor an insured as their interest may appear. B. 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 - Revised 07-2016 - Page 4 of 6 KN Initial Setup/Breakdown & Cleanliness Applicant agrees to begin setup and complete breakdown at dates and times stated al�i 11plicant 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 i 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. I 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. 3 i Matching Funds j Applicant understands the intent of the CEPP Policy is 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. 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 i 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 here' and are not assignable or i transferable. 1 Kris Nelson Applicant's Name -- Please Print Legibly Applic is Signature I 1/4/2017 Date Please return completed application to City of Southlake Community Relations Manager, Jenni Lanier, at Town Hall, 1400 Main St, Suite 210, Southlake,TX 76092,via email at jlanier@cityofsouthlake.com or fax to 817-748-8902. DO NOT WRITE BELOW THIS LINE City Council Review Date Approved ❑ Denied ❑ Comments: Community Event Participation Application - Revised 07-2016 - Page 5 of 6 CERTIFICATE OF INTERESTED PARTIES 4*Jm-1'x$5 1of1 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1,2,3,5,and 6 if there are no interested parties, CERTIFICATION OF FILING 1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number: of business. 2017-152099 Southlake Women's Club Southlake,TX United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 01/09/2017 being filed. City of Southlake Date Acknowledged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services,goods,or other property to be provided under the contract. 2017 Art in the Square Community Events Participation Agreement for Art in the Square 4 Nature of interest Name of Interested Party City,State,Country(place of business) (check applicable) Controlling I Intermediary 5 Check only if there is NO Interested Party. ❑ X 6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct. VERONICA LOMAS vl Notary Public, State of Texas Comm.Expires 06-27-2020 Si Tture of authorized age of contracting business entity Notary Ip 12901312-8 A Sworn to and subscribed before me,by the said �y this the day of_ llcmvarl� 20 7 ,to certify which,witness my hand and seal of office, Zv o/7 I G,D N�l�an Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath Forms provided by Texas Ethics Commission www.ethics.state.tx.0 s Version V1.0.277 OFFICIAL IWAYRD RESOLUTION NO. 12-008 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A MASS GATHERING EVENT FOR THE RE-LOCATION OF THE CHILDREN'S FUN ZONE DURING ART IN THE SQUARE ON PROPERTY WITHIN THE CITY OF SOUTHLAKE, TEXAS, LOCATED NEAR THE NORTHEAST CORNER OF THE INTERSECTION OF EAST SOUTHLAKE BOULEVARD AND NORTH CARROLL AVENUE, BEING DESCRIBED AS SOUTHLAKE TOWN SQUARE, PHASE I, MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT "A", AND AS DEPICTED ON THE APPROVED SITE EXHIBIT ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B" AND PROVIDING AN EFFECTIVE DATE, WHEREAS, a Specific Use Permit for a mass gathering event has been requested by a person or corporation having a proprietary interest in the property zoned as"DT"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 event on property located near the northeast corner of the intersection of East Southlake Boulevard and North Carroll Avenue, being described as Southlake Town Square, Phase t, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Cabinet'A', Slide 4892 and 4893, Plat Records,Tarrant County, Texas, more fully and completely described in Exhibit "A", and as depicted on the approved Site Exhibit 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 in perpetuity providing for a modification to the fun zone and having it relocated from Block 1 near the northeast intersection from East Southlake Boulevard and North Carroll Avenue to 4H - 14 the parking area directly across from U.S. 'Post Office at the southwest corner of Prospect and State Street; pursuant to staff comments stated in the staff report dated January 13, 2012: Allowed to be held one weekend per year, Friday through Sunday, without having to receive a new SUP approval each year, with the following conditions: • A Plan be submitted and approved administratively by the City of Southlake Department of Public Safety, Parks and Recreation and Planning and Development Services Department. • The event remains within the general scope of the current approved plan. SECTION 2. This resolution shall become effective on the date of approval by the City Council. PASSED AND APPROVED THIS r DAY OF FEBRUARY, 2012. CITY OF SOUTHLAKE By: John Terrell, Mayor ATTEST: H",,,,04� p1�T � '•, 10 Alicia Richardson,TRMC v: City Secretary I s6 3 r _ New Location of �h Prgposed Fun... - Zone Area Main Event Area . - Prev'iously'y; Approved Fu,n J ZoneArea �x � t . f y4 _:-- v - W J .J 4H - 16 Southlake Womens Club c/o Samantha Murms 1222 Strathmore Drive Southlake 20'''December 2011 Dear Sirs Southlake Womens Club,together with Southlake Town Square and the City of Southlake,are again co- hosting Art in the Square in 2012. We are submitting this application for a change to our SUP as we would like to change the location of The Zone to the parking lot shown on the attached map- The current location of the Zone has caused us several problems. It is too far removed from the event and is not enclosed which means that attendees cannottake alcohol into that area. it Is also next to the delivery/collection areas of several stores In Town Square which means we have a combination of vehicles and children which is a safetyconcern. The new location will be next to our stage and has some natural boundaries. It is slightly smaller than our current location and can be completely self contained. We feel thiswill be safer for the children and will also allow people to take their alcohol into that area. The change of location will allow for better flow at the event and also free up parking spaces which has been a major issue over the past few years. The Zone will continue to offer the sante activities such as rock climbing,bungee jump and some bounce houses. The number of bounce houses will be reduced due to the smaller space. We took forward to hearing from you and pfease feel free to contact me ifyou have any questions. �f Samantha Munns Art in the Square Chairperson Southlake Womens Club 817.851-4412 a All 38 39 4243 44 40 41 45 ' 79 Ora •�' a r�r 11 �.'• . ^ � •- ' , rr um 18 49 a 77 <] 8 4 47 ro 16. . , � 48 Town Hall ; 49 O _A ►"-� a- A - ^,..Jma ear�✓:. _�_ ;.'� m�.•,_ "+,'�H�'.1c� f.4 r'� lra 1�'�� H. �t� AA ' -•.�: :F�1,.•; � G y 7:,a ,°': �. - •,� FA- +.z , r . 53 52 4!� � 1- 54 �. 7y11 3, •; • �yy_,5' B,_ �:; ill ?I a -'� �`*12 �+�+4F�1'-z fi`y ;�k,,^.�i ��I��1 =� i•�'_� 55 �f r , ` T F �6�: '41 FAI 711 :�- .� .a• --- q pip Of 59 n {y60 `1., F 6 4H - 18 EXHIBIT"A" Being property located near the northeast corner of the intersection of East Southiake Boulevard and North Carroll Avenue, being described as Southlake Town Square, Phase i, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in Cabinet `A', Slide 4892 and 4893, Plat Records, Tarrant County,Texas. CD 4H - 19 ER operties of Al n . 1/17/2017 To Whom It May Concern Please accept this letter as confirmation that as representatives of the owners of Southlake Town Square, RPAI Southwest Management LLC supports the Southlake Women's Club Art in the Square event from Friday, April 28 through Sunday, Sunday, April 30, 2017. Please feel free to contact me if you have any questions or concerns. Regards, David Ayer General Manager N Retail Properties of America, Inc. T: 855.247.RPAI www.rpai.com 2021 Spring Road, Suite 200 Oak Brook, IL 60523 Community Event Participation Policy 2017 Arts in The Square 4H - 20 Estimated Costs Actual Staff Member/Position #Employees Est. Hrs Hrs Rate Est.Staff Costs Actual Staff Costs Parks Worker 2 13 $25.16 $327.08 $0.00 Park Crew Leader 2 13 $29.60 $384.80 $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 13 140 $56.39 $7,894.60 $0.00 DPS Supervisor 6 100 $69.76 $6,976.00 $0.00 Fire EMT 8 35 $56.39 $1,973.65 $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 Total 1 $17,556.13 $0.00 In-Kind Item/Equipment/Facility Quantity #Hours #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) 1 10 3 $25.00 $750.00 $0.00 Barricades (Per day) 10 3 $3.00 $90.00 $0.00 Cones ( Per Day) 100 3 $1.00 $300.00 $0.00 SUP Application $300.00 $0.00 $0.00 Town Hall Porter Service $90.00 $0.00 $0.00 Town Hall Security Officer $45.00 $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 6 18 $16.67 $300.00 $0.00 Tent Permit $25.00 $0.00 $0.00 Sign Permit $25.00 $0.00 $0.001 1 Tota 1 $3,117.84 $0.00 Advertising Costs Est.Costs Actual Costs Promotion of Event and Activities. Total Event Costs Est.Grand Total Actual Grand Total Grand Total $20,673.97 $0.00 Grand Total City Costs (=50%) $10,336.99 $0.00 -21 Briggs C�►�� Sothe.�. Freeman ' � Sotheby's �`T' O D 1 TYLER'S z ° POTTERY BARN m :• �• �� °oa BROOKS ;��`�� � °o BROTHERS Le ART- ZJOURNEYS O O °°o0 ° IN THE SQUARE ° ROCKFISH o BLUE MERCURY TOWN HALL 0 0 0 °°o LILY RAIN JAMBA JUICE TRUE RELIGION FRANCESCA'S Q CISD ART = TICKETS/ .r. 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