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
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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
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of officer administering ath Print name of officer administering oath
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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
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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