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Item 4E Art in the Square 2018 Community Event Participation Agreement Item 4E Good evening Mayor and members of City Council. Item 4E is consideration of a Community Events Participation Agreement with Southlake Women’s Club for the 2018 Art in the Square event. 1 Approved by City Council on October 21, 2008 Established criteria to evaluate applications for City participation in community events $23,000 is budgeted annually Community Event Participation Agreement The proposed Community Event Participation Agreement with Southlake Women’s Club for the 2018 AITS event complies with provision of the Community Event Participation Policy. The Policy was approved by City Council in October 2008 to manage and govern community events such as AITS. $23,000 is budgeted annually for Community Event Participation events. 2 Application is from Southlake Women’s Club Friday, April 27- Sunday, April 29, 2018 Art in the Square 2018 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 event is free to the public and offers over 140 national and local unique artists, children’s arts and crafts, and ongoing entertainment. 3 City costs estimated at $20,673.97 Reimbursable amount: $10,000 Responsibility for damage Art in the Square 2018 Southlake Women’s Club will be required to provide a 50/50 match of contributions by the City. Final funding will be based on actual costs incurred, not to exceed the Community Event Participation Policy (CEPP) maximum of $10,000. The estimated total costs on the CEPP application for the 2018 Art in the Square event are $20,673.97 of which 50% would be $10,336.99. However, the policy maximum for reimbursement is $10,000. Southlake Women’s Club would be responsible for incurring the cost for damage to any equipment should it occur during their use as well as all other cost related to the event. 4 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 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 C5 Promote opportunities for partnerships & volunteer involvement C3 Provide attractve & unique spaces for enjoyment of personal interests The execution of this Community Event Participation Policy links to the city’s strategy map relative to the focus area of quality development. The specific corporate objective that is met by the agreement is: Enhance resident quality of life and business vitality through Tourism. 5 CC approved Specific Use Permit in perpetuity Jan 15, 2008 CC approved Change of Event Scope to 2012 event February 7, 2012 CC annual consideration of Community Event Participation Agreement for AITS 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. City Council annually considers the Community Event Participation Agreement for AITS 6 Staff recommends approval of the Participation Agreement with the Southlake Women’s Club for the 2018 Art in the Square event, not to exceed the policy maximum of $10,000 for incurred City costs. Art in the Square 2018 In accordance with the Council adopted Community Event Participation Policy 7 QUESTIONS? Jenni Lanier – 817.748.8186 8 This concludes the presentation and I’m available to answer any questions.