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Item 4ECI ['it OF SOUTH L 1 E MEMORANDUM October 31, 2017 To: Shana Yelverton, City Manager From: Jenni Lanier, Community Relations Manager 4E-1 Subject: Approve a Community Events Participation Agreement with Southlake Women's Club for the 2018 Art in the Square event Action Requested: City Council consideration of a Community Events Participation Agreement with Southlake Women's Club for the 2018 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 2018 event will be held April 27-29, 2018 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 2018; this cost will be amended based on actual water used following the event. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — November 7, 2017 Page 2 of 2 4E-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 May 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 a Specific Use Permit 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 7, 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 as presented • 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 • 2018 AITS Estimated Costs • 2018 AITS Event Layout • 2018 AITS Marketing Plan Staff Recommendation: Approve Community Events Participation Agreement with Southlake Women's Club for the 2018 Art in the Square event. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4E-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 Ari 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 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 2018 — 2017-11-7 - Page 'I of 4 4E-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 50150 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 27-29, 2018 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 2018 — 2017-11-7 - Page 2 of 4 4E-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 quaiity 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 2018 — 2017-11-7 - Page 3 of 4 4E-6 IN WITNESS WHEREOF the City and the Applicant have executed this agreement as of this day of , 2017. LAURA HILL MAYOR ATTEST: CAROLBORGES CITY SECRETARY APPROVED AS TO FORM AND LEGALITY: CITY ATTORNEY PRESIDENT, SOUTHLAKE WOMEN'S CLUB Community Event Participation Agreement - Art in the Square 2018 — 2017-11-7 - Page 4 of 4 CITY or SOUTHLAKE Community Event Participation Policy4E - 7 Application dor Community Event Participation Application Date October 9, 2017 EVENT INFORMATION Event Location Southlake Town Square Event Name Art in the Square 2018 Date(s) of Event 4/27,28,2912018 Event Times Fri.4-10:30pm,Sat-10am-10:30pm,Sun l lam-6pm Date/Time of Event Set-up 6:45pm 4/26/2018 Daterrime of Event Break Down 6pm 4/29/2018 Projected Attendance 60,000 Number of Yrs Hosting Event 19 Purpose of Event Fund-raiser & art festival held by Southlake Women's Club, with additional support from community volunteers. Net proceeds support Northeast Tarrant County charities whose focus is to benefit women, children, and families. 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. This event is well -advertised through several mediums, its draw as a nationally ranked an festival brings in visitors from allover the country. Event Host/Organizational Name Southlake Women's Club Organization/Event Website www.artinthesquare.com Non -Profit Organization YesE] No rl Main Contact Kathy Talley Address P.O. Box 92611 City, ST; ZIP Southlake, TX 76092 Phone 817-300-3047 Email talleykat@yahoo.com Alternate Contact Terri Messing Phone 617-307-2224 Email terrimessing@verizon.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) Owner's Business (please print) Owner's Signature Owner's Phone # Owner's Email 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 EVENT ACTIVITY KT Initial 4E-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, flood trucks, tents, and children's 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 of the above. Southlake Women's Club hosts an annual senior Valentine's Luncheon at the Marq and also conducts an annual School Supply Sale which benefits all participating schools in CISD. SWC also partners with many local businesses throughout the year with social events and supports local venues with larger events, including the Southlake Hilton and Cambria Hotel. 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 be recognized as a sponsor and a partner in newspaper ads/articles, radio promotion, and on the 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 is the 19th 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. We are supported by Southlake Town Square, NBC5, the Star Telegram, radio stations, and Southlake Style, along with many others. Community Event Participation Application - Revised 07-2016 - Page 2 of 6 KT Initial 4E-9 APPLICANT REQUIREMENTS Each of the following items shall be submitted with the application. ✓General Site Diagram (showing areas of activities) SUP/Mass Gathering Application ❑✓ City Participation Request (staffing & equipment) [Z]Marketing/Advertising Pian 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) • 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 ❑✓ 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 ❑✓ No ❑ If Yes, compliance with Tarrant County Health Department Regulations is required. Contact 817-321-4700. Food Trucks On -Site Yes 21 No ❑ If Yes, compliance with City of Southlake Fire Department Mobile Food Truck General Requirements is required. Contact 817-746-8233 or 817-748-8909. Event Banner Displayed Yes 21 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 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 07-2016 - Page 3 of 6 KT Initial Indemnification 4E - fO 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 07-2416 - Page 4 of 6 KT Initial Setup/Breakdown & Cleanliness 4E - 11 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, Kathy Talley Applicant's Name — Please Print Legibly Applicant's Signature` 10-10-2017 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@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 07-2416 - Page 5 of 6 rurnrs pravraea oy i exas trnres commission www.etnlcs.state.tx.us Version V1.0.3337 CERTIFICATE OF INTERESTED PARTIES 49F1liN5 1of1 Complete Nos. Z - 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 Certificate Number: 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. 2017-272153 Southlake Women's Club Southlake, TX United States Date Filed: 10/13/2017 2 Name of governmental entity or state agency that is a party to Me contract for which the form is 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. 2018 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 intermediary 5 Check only if there is NO Interested Party. X 8 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. ,"'u'"�•,. Yvette M. Ruiz �OtiPRY P!,®� r ..`n Notary Public, State of Texas' °N v Comm. Expires 06-16-2019 °yr/.�F. �......N.. .... , .. Notary iD 128649462 Signature of authorized agent of contra rig.b siness entity AFFIX NOTARY STAMP 1 SEAL ABOVE ' J p Sworn to and subscribed before me, by the said �' l T� I � 0)R Il U Q this the -7 day of 20 4 7 , to certify which, witness my hand and seal of office. 4 !I r of officer administering ath Print name of officer administering oath !Z7& Title of officer administering h rurnrs pravraea oy i exas trnres commission www.etnlcs.state.tx.us Version V1.0.3337 OFFICIAL AEC&D 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 (3+6) 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 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, 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 Bast Southlake Boulevard and North Carroll Avenue to 4E-14 the parking area directly across from U.S. Post Office at the southwest cerner 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 7'h DAY OF FEBRUARY, 2012. ATTEST: Z_ - Alicia Richardson, TRMC City Secretary CITY OF SOUTHLAKE By: John Terrell, Mayor t r 6 Al New Location of Fun.. Zone Area ..A; Main Event Area 4 freVioUSI Y Approved Fut Zone Area xMM_ r -a�V- Community Event Participation Policy 4E - 16 2018 Art in the Square Estimated Costs Staff Member/Position # Employees Est. Hrs Actual 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 Tents (Per Day) $32.16 $0.00 $0.00 Recreation Leader Stage (Per 6 hours) $12.74 $0.00 $0.00 Recreation Specialist Stage (Additional Hours) $13.37 $0.00 $0.00 Recreation Coordinator Stage Skirting (Per Day) $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 Rustin Pavilion (10 Hours) 1 10 $25.16 $0.00 $0.00 Public Works Crewleader Barricades (Per day) 10 $29.60 $0.00 $0.00 Public Works Supervisor Cones ( Per Day) 100 $32.16 $0.00 $0.00 Total SUP Application $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 $0.00 Total $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%) 1 $10,336.99 $0.00 ti yL tied tee JOURNEYS APRPCOI LANE JAMBA JUICE FRAMCESCNS MI COC INA All Z fi (RAFF MCA Route 66 rho. Jn MA LOU F'S WILLIAM5 S ONO MA SOF 7 SURROUNDINGS ATHLETA DA(YN 9AG.G AGE CRAZY 6 (3YM�04E CO R 1+1 R HAKERY L - 1(pik) Hilton I � A,' S ' VJI!." "Ok'k rank %,Q"RF I 00 0 r, 00 0 —4 z M BEER POTTERY SALIN TOWN HALL L E SW I HLAK L BEER . jwM Iff EWE L. L If w-°- MAIN STRIEET f N 8 R00 KS BROTHER� -- Fla . 119 BlLillMERCURY IF L Ll X 'LY RAININ TRUE RUE RELIGION NAN LA I M M H 10 14 ( D -4 Ll 1E M "I -4 Z on iff., E-1 H c n M IYA Ifid I M 1*1 i V I ho N M, DFW AUDI FOUNTAIN PLACE + M" M IF111 IE, IN rj M Ell II.A < M z m M 4 IF M1 rj > z > < M z c M HWY 1709/1,30UTH LAKE BLVD ILULULEMON EDDIE BAUER Emerging Arfisn w STARBUCK'S BATH & BODY WORK5 I GAP KIDS i� IN THE SQUARE *= TICKETS/ INFORMATION ARTIST BOOTHS KIDS FUN AREA KIDS ART/ CRAFTS FOOD/DRINKS/ SEATING -- DRINK EMERGING ARTISTS E= LIVE STAGE ENTERTAINMENT =SPONSOR BOOTHS = HANDICAP PARKING + = FIRST AID/ GAP EMERGENCY VICTORIA'S SECRET I PINK BANANA REPILISUC SGUTHLAkr TOW. SQUARE - U Marketing Radio iheark Media Radio WRR Social Media Total Additional Marketing Radio KPLX Printed ads TV Digital Web calendars Art in the Square 4E-18 in kind 2017 City of Southlake Advertising Budget Estimated Cost Product received 5242 168 spots/web banner ads 1997 66spots/web banner ads 261 Social Media Ads 7500 4E-18 in kind RAPI/72 spots/Lisa Talor Interview in kind 23+ ads newspaper/magazines in kind NBC 5 in kind 3 Moviehouses/web banner ads/billboards in kind 33 calendars