Item 4L
Oktoberfest 2017Community Event Participation Agreement
Item 4L
Good Evening Mayor and members of the City Council. This is Jenni Lanier and I am presenting item 4L which seeks consideration to approve a Community Events Participation Agreement with
Southlake Chamber of Commerce for the 2017 Oktoberfest event.
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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
annually
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.
Presented
for City Council consideration at this time is the 2017 Community Events Participation Agreement for the Oktoberfest event to be held October 6-8, 2017 in Southlake Town Square.
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Family friendly arts & crafts festival held in Southlake Town Square
Friday, October 6 - Sunday, October 8, 2017
Oktoberfest 2017 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, October 5, 2017 at 9AM to begin set up, but the actual event
is Friday – Sunday, October 6 through October 8, 2017.
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Authenticity
Marketing
Security
Environment Conditions
CEPA application requires increased accountability
Community Events Participation Agreement with Southlake Chamber of Commerce
The Southlake Chamber of Commerce continues to refine its operation of the event the in following areas:
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.
Marketing: The marketing strategy
is to promote and advertise the event as 100% family friendly. Much of the advertising will feature children’s entertainment, 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 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 in 2016 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 $21,683.78
50/50 split: $10,841.89
CEPP cap amount is $10,000
Hotel Occupancy Tax Fund
Financial Consideration
Estimated needs for the 2017 event include: personnel, facility/equipment rental, and other services such as water, advertising, etc as presented in your packet memo.
Final funding
will be based on actual costs incurred, not to exceed the Community Event Participation Policy (CEPP) maximum of $10,000.
Based on the identified needs listed in the application provided
by Southlake Chamber of Commerce, the total estimated cost is $21,683.78.
The Community Events Participation Policy (CEPP) establishes that the City will participate in 50% of eligible
costs up to $10,000. In the event the final costs exceed $10,000, the applicant will be responsible for the additional amount.
Expenses related to the Community Events Participation
program are funded through the Hotel Occupancy Tax Fund.
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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 Agreement with Southlake Chamber of Commerce 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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Board / Citizen Review
June 3, 2014 CC approved Resolution No. 14-017, Specific Use Permit for Oktoberfest Events for a five-year period
June 20, 2017 CC consideration of CEPA with Southlake
Chamber of Commerce
for 2017 Oktoberfest
A Specific Use Permit was approved for the Oktoberfest events for a period of five (5) years at the June 3, 2014 City Council meeting. The existing SUP will expire June 2019.
The Community
Events Participation Agreement with Southlake Chamber of Commerce is presented for City Council consideration this evening.
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Staff recommends approval of the Community Events Participation Agreement with the Southlake Chamber of Commerce for the 2017 Oktoberfest event, not to exceed $10,000 per the policy
maximum, of the estimated City incurred costs of $21,683.78.
Staff Recommendation
In accordance with the Council adopted Community Event Participation Policy, staff recommends approval of the Community Events Participation Agreement with the Chamber of Commerce for
the 2017 Oktoberfest event, not to exceed $10,000 per the policy maximum, of the estimated City incurred costs of $21,683.78.
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QUESTIONS?
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This concludes the presentation and I’m happy to answer any questions.