Loading...
Item 4D M E M O R A N D U M June 13, 2018 TO: Shana Yelverton, City Manager FROM: Jenni Lanier, Community Relations Manager SUBJECT: Approve a Community Events Participation Agreement with Southlake Chamber of Commerce for the 2018 Oktoberfest event ________________________________________________________________ Action Requested: Approve a Community Events Participation Agreement with Southlake Chamber of Commerce for the 2018 Oktoberfest event. Event Background: Oktoberfest is a three day 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 family friendly entertainment. Each year City Council is asked to consider approval of a Community Events Participation Agreement (CEPA) with Southlake Chamber of Commerce for the next Oktoberfest event. Presented for City Council consideration at this time is the 2018 Community Events Participation Agreement for the Oktoberfest event to be held October 5-7, 2018 in Southlake Town Square. For the 2018 event, the City has been asked to participate in the form of staffing, facility rental, City fees and services. Estimated event needs are as follows: Item Quantity Personnel: --Police Officers / Supervisors -- 238 hours --Firefighter / Emergency Medical Technicians -- 64 hours --Parks -- 36 hours --Public Works -- 16 hours Facility and Equipment Rental: 4D - 1 Shana Yelverton, City Manager Meeting Date – June 19, 2018 Page 2 of 4 --Barricades -- 20 barricades --Cones --100 cones --Rustin Pavilion -- 3-day rental Services: --Power Washing -- $2,500 --City Water -- $177.84 --Street Light Banner installation / removal -- 18 hours staff time pre and post event Other: Final funding will be based on actual costs incurred, not to exceed the Community Event Participation Policy (CEPP) maximum of $10,000. In the event the final costs exceed $10,000, the applicant will be responsible for the additional amount. The Southlake Chamber of Commerce continues to refine its operation of the event in the following areas:  Authenticity: A Vendor Committee works diligently to ensure quality Oktoberfest vendors are selected that supports 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 the 2018 event. Marketing will include print, radio, digital and billboards.  Security: The Southlake Chamber of Commerce is committed to making Oktoberfest 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 4D - 2 Shana Yelverton, City Manager Meeting Date – June 19, 2018 Page 3 of 4 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, the Community Event Participation Policy Application requires submission of additional documentation in an effort to increase accountability for these types of third party events. City Council approved a Specific Use Permit (SUP) for the Oktoberfest events for a period of five (5) years at the June 3, 2014 City Council meeting. Southlake Chamber of Commerce will need to apply for another SUP for the events in 2019. Approval of the Community Events Participation Agreement (CEPA) with Southlake Chamber of Commerce for the 2018 Oktoberfest event will provide residents, visitors, and businesses an opportunity to participate in one of Southlake’s most popular annual traditions. A copy of the proposed CEPA and support documents are attached for your consideration. Financial Considerations: Based on the identified needs listed above, the to tal estimated cost is $19,463.20. The Community Events Participation Policy establishes that the City will participate in 50% of eligible costs up to $10,000. The estimated cost incurred by the City for Oktoberfest 2018 will be $9,731.60. 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 Policy program are funded through the Hotel Occupancy Tax Fund. In FY 2018, $23,000 was allocated in the Hotel Occupancy Tax Fund for the CEPP program. Strategic Link: This item is linked to the City’s Strategy Map related to the focus area of Partnerships and Volunteerism and meets the corporate objective to enhance resident quality of life and business vitality through tourism. 4D - 3 Shana Yelverton, City Manager Meeting Date – June 19, 2018 Page 4 of 4 Board Review: Resolution 08-054 was approved by City Council on October 21, 2008 to establish a Community Event Participation Policy (CEPP). The Policy established guidelines for processing requests for City participation in Community Events and cost sharing for related City expenses with a maximum cost reimbursement of $10,000 per event. Specific Use Permit (SUP) approved by City Council June 21, 2011 (6-0) for Oktoberfest events for a period of three (3) years. In addition, a provision was made that the Director of Planning and Development Services has the ability to review conditions and provide revocability at their discretion. City Council renewed the SUP for a period of five (5) years at the June 03, 2014 meeting, subject to consideration upon changes to the scope of the event. City Council consideration June 19, 2018 of the Community Event Participation Agreement for the 2018 Oktoberfest event. 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 approve the agreement as submitted  City Council approve the agreement with modifications  City Council decision not to approve the agreement Supporting Documents: Supporting documents include:  Community Event Participation Policy  Community Events Participation Agreement  Application for Community Event Participation  Form 1295  Chamber of Commerce Letter  2018 Oktoberfest Estimated Costs  2018 Oktoberfest Event Layout  Oktoberfest Marketing Plan  Resolution 14-017, Specific Use Permit Staff Recommendation: Approve Community Events Participation Agreement with the Southlake Chamber of Commerce for the 2018 Oktoberfest event. 4D - 4 City of Southlake Texas FRECORDRESOLUTION N0 08 054 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE TEXAS ESTABLISHING A COMMUNITY EVENT PARTICIPATION POLICY WHEREAS the City Manager shall be responsible to the Council for the proper administration of all affairs of the City including the preparation of generalpolicies and WHEREAS according to the City of Southlake the City Charter section 4 14 6 the City Manager is responsible for administration of the City budget after adoption by the City Council and WHEREAS the City of Southlake assesses and collects a municipal hotel occupancy tax in accordance with Chapter 351 of the Texas Tax Code and WHEREAS the City Manager recognizes the need to add new policies to define City practice regarding use of hotel occupancy tax revenues with third party community events and to provide a process whereby third parties wishing to sponsor a community event in the City may request City participation and WHEREAS the Community Event Participation Policy accomplishes the purposes described above in a manner that accommodates the legitimate interests of the City now THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE TEXAS THAT Section 1 The City of Southlake hereby approves the Community Event Participation Policy specifying general policies relating to City participation in community events Section 2 This resolution shall become effective after its passage and adoption by the City Council PASSED AND APPROVED THIS 21st DAY OF OCTOBER 2008 Andy Warn ganss Mayor ATTEST Q VTf L17 l eeeey i Lori Payne Cit ecretary s 4D - 5 Community Event Participation Policy 1 Statement of Purpose The purpose of this Policy is to establish guidelines for processing requests for City participation in Community Events A Strategic Plan Alignment This Policy is being considered due to its support of the City s overall Strategic Plan and alignment with the Councils strategic focus areas and stated strategicobjectives 1 Partnershipsand Volunteerism The City Council identified Partnerships and Volunteerism as a focus area when adopting the strategic plan in 2005 Since then an objective has been included on the City strategy map Actively promote opportunities for partnershipsand volunteer involvement individual and group A case can be made therefore that this kind of partnership would be properly aligned with the City s strategy since a partnership of this kind brings together community groups and the City to offer high quality events that promote the City 2 Safety and SecuritX The strategy map includes a focus area of Safety and security This coupled with the objective of Collaborate with select partners to implement service solutions addresses the matter of the City s fundamental obligation to ensure that residents and visitors of Southlake are safe and secure whatever their activity If we develop a successful partnership with these community groups coordinate our efforts and perhaps share the costs the City has ultimately met this stated strategic objective B Compliance with the Hotel Occupancy Tax State Laws Funds utilized under this policy shall comply in all instances with the requirementsof Chapter 351 of the Texas Tax Code as it pertains to the eligibility and expenditure of hotel occupancy tax funds 2 Policy Administration This Policy will be administered through the Department of Economic Development 3 Definitions The following definitions shall be utilized in this Policy A City Shall mean the City of Southlake Texas B Community Event Shall mean an event held within the Southlake City limits having broad appeal and interest by attendees both from the City and outside the City and meeting the evaluation criteria defined herein C Coordinator Shall mean the Marketing and Tourism Coordinator in the Department of Economic Development D Director Shall mean the Director of Economic Development Community Event Participation Policy Approved by City Council 2008 10 21 Page 1 of 6 4D - 6 E Eligible Applicants Shall mean community organizations active in our region on an ongoing basis F In Kind Participation Shall include the utilization of City staff providing of City equipment utilization of City facilities or similar participation as approvedby the Director Examplesmight include police protection emergency medical services street closure set up banner displays website exposure cooperative marketing etc G Participation Agreement Shall mean a Community Event Participation Services Agreement between the City and the applicant organizing and responsible for the event H Policy Shall mean the Community Event Participation Policy adoptedby City Council 1 Tourism Team Shall mean the City staff team working collectively to implement tourism programs in the City The members of this team may vary by type of event to be evaluated or reviewed It may also at times include third party participants who can contribute a unique aspect to the team 4 Submittal Requirements The following shall be applicable to establishing an adequate submittal for participation by the City A Eligible Applications will only be accepted from Eligible Applicants as defined herein B Application An applicant must submit a fully executed application identified in Appendix A herein This application may be amended periodically by staff if needed to better administer this Policy The completedapplication shall be submitted to the Coordinator for review C Submittal Deadlines Applications must be submitted three 3 months prior to the date of the event 5 Application Review Upon receipt of the application the following shall apply to the review and evaluation of the application A Evaluation Criteria The following criteria shall be utilized by the Coordinator when reviewing the application and in consideration of any recommendation for participation 1 Applicant s Community Involvement Is the applicant active in the community Are they local and frequently engagedin community activities If the applicant is not involved locally is the event unique enough to support Community Event Participation Policy Approved by City Council 2008 10 21 Page 2 of 6 4D - 7 2 City Recognition Will the City be recognized as a co sponsor What additional exposure or recognition will the City receive 3 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 organizations ability to perform the duties necessary to fund and implement the proposed event 4 Marketing Efforts Does the applicant have a marketing program to enhance the likelihood of success of the event 5 Matching Fund It is the intent of this Policy 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 6 Neutrality Is the event non partisan politically Are all religions and ethnical backgroundsallowed to attend and participate Does the event make no effort to promote or facilitate the promotion of a particular position or political candidate 7 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 B Staff Review The Coordinator will engage the Tourism Team to jointly discuss the merits and challengesof the application The Director upon a recommendation from the Coordinator shall determine the acceptability of the application and response to the applicant 1 Recommendation for Council Action If the Director deems that the event as proposedby the applicant meets the purpose and intent of the Policy an action item will be placed before the City Council for their approval of a Participation Agreement outlining all aspects of the participation request a Participation Agreement Prior to placement of the participation request before the City Council the applicant must work with the Coordinator to prepare an adequate Participation Agreement for Council consideration 2 Denial of Application If the Director does not find that the application for City participation in the proposed event meets the Council adoptedPolicy the applicant shall be informed of the decision and the reasons for the finding a Appeal to City Council The applicant may appealthe decision of the Director to City Council All decisions by the City Council shall be final Community Event Participation Policy Approved by City Council 2008 10 21 Page 3 of 6 4D - 8 C Participation Limitations Following are specific limitations to City participation under the guidelines of this Policy 1 In Kind Participation Only The extent of City participation shall be limited to in kind participation as defined herein No cash contributions shall be provided 2 Funding No application for City participation shall be approved when funds are not available for the event a Funding Cap No single event shall receive a City contribution in excess of ten thousand 10 000 dollars 3 Staffing No application for City participation shall be approved when staff required to support the event are not available for the event 6 Post Event Evaluation The applicant shall be required to participate in a post event debriefing meeting to identify opportunities challenges and recommended improvements for any future events Community Event Participation Policy Approved by City Council 2008 10 21 Page 4 of 6 4D - 9 Appendix A Application for Community Event Participation Name of Event Applicant Primary Contact Name Title Phone Fax Cell Email Address Web Paid Organizer Name Title Phone Fax Cell Email Address Web Requested In Kind City Staffing Staff Estimate Est Cost Staff Member Anticipated Duties TOTAL Other Requested In Kind Items Staff Estimate Est Cost In Kind Item Proposed Utilization TOTAL Please identify an unique requests for City assistance related to this event e street closures 1 2 3 By Signing this application the applicant agrees to comply with all City ordinances including but not limited to the followin Mass Gathering Ord No XXXX Noise Ord No XXXX Solicitation Ord No XXXX Please respond to the following questions 1 Anticipated attendees 2 Duration of event Community Event Participation Policy Approved by City Council 2008 10 21 Page 5 of 6 4D - 10 3 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 Answer 4 City Recognition Will the City be recognized as a co sponsor What additional exposure or recognition will the City receive Answer 5 Experience of Applicant Does the applicant have a history of successfullyholding 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 organizations ability to perform the duties necessary to fund and implement the proposed event Answer 6 Marketing Efforts Does the applicant have a marketing program to enhance the likelihood of success of the event Answer 7 Matching Fund It is the intent of this Policy 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 Answer 8 Neutrality Is the event non partisan politically Are all religions and ethnical backgroundsallowed to attend and participate Does the event make no effort to promote or facilitate the promotion of a particular position or political candidate Answer 9 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 Answer Submitted on this the day of 2008 Name Title Community Event Participation Policy Approved by City Council 2008 10 21 Page 6 of 6 4D - 11 4D - 12 4D - 13 4D - 14 4D - 15 4D - 16 4D - 17 4D - 18 4D - 19 4D - 20 June 12, 2018 This year will mark the 17th anniversary of the Oktoberfest celebration hosted by Southlake's Chamber of Commerce. In 2017, it is estimated that 100,000 people visited throughout the weekend festival. The 2018 Event Schedule is as follows: Friday, October 5 - 5 p.m. – 11 p.m. Saturday, October 6 -10 a.m. – 11 p.m. Sunday, October 7 - 12 p.m. – 5 p.m. German beer and German cuisine highlights the festival as well as many German craft goods for sale. For the not so German, there is a variety of other foods and hand-crafted arts and craft vendors. All of these activities take place in Southlake's Town Square. There is also live entertainment on the Gazebo. There is a Kids Zone with things such as inflatables, train rides, slides, and other age appropriate activities. The annual wiener dog race will take place on Saturday. All activities and entertainment are consistent with the 2017 event. We request to continue to have the ability to access the park property on the Thursday prior to the event at 9am in order to load in and set up the large tent in the middle of the park. We will not impact general parking or traffic flow. By allowing earlier access to the park, we will then be able to complete the entire set up before midnight on that Thursday. In addition, we would also like to continue having police presence until 6:30 p.m. to assist with move out on Sunday. With the City Council approval June 3, 2014, we were granted a five -year Specific Use Permit with the condition that the Senior Director of Planning & Development Services have the ability to review conditions and provide revocability at his/her discretion. We respectfully request that circumstance to continue and the expiration date of June 3, 2019 remain valid. Thank you. 4D - 21 2018 Oktoberfest Estimated Costs Staff Member/Position # Employees Est. Hrs Actual Hrs OT Rate Est. Staff Costs Actual Staff Costs Parks Worker 16 $31.59 $505.44 $0.00 Park Crew Leader 16 $44.46 $711.36 $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 / Supervisor 238 $47.76 $11,366.88 $0.00 Fire EMT 64 $34.11 $2,183.04 $0.00 Public Works Worker 15 $25.16 $377.40 $0.00 Public Works Crewleader $29.60 $0.00 $0.00 Public Works Supervisor 1 $32.16 $32.16 $0.00 Total $15,176.28 $0.00 In-Kind Item/Equipment/Facility Quantity # 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)10 3 $25.00 $750.00 $0.00 Barricades (Per day)20 3 $3.00 $180.00 $0.00 Cones ( Per Day)100 3 $1.00 $300.00 $0.00 Street Power Washing 1 $2,500.00 $2,500.00 $0.00 Use of City Water 1 $177.84 $177.84 $0.00 Install/Remove Street Light Banners 18 $21.06 $379.08 $0.00 SUP Application $300.00 $0.00 $0.00 Tent Permit $25.00 $0.00 $0.00 Sign Permit $25.00 $0.00 $0.00 Total $4,286.92 $0.00 Advertising Costs Est. Costs Actual Costs Promotion of Event and Activities. (*As approved by Director of Economic Development) Total Event Costs Est.Grand Total Actual Grand Total Grand Total $19,463.20 $0.00 Grand Total City Costs (÷ 50%)$9,731.60 $0.00 4D - 22 Ko b e y a Th e C h r i s t m a s S h o p p e Jo s A B a n k ZA R W o m e n Ey e s N o u v e a u Im p e c c a b l e P i g Ac c e n t s Co l u m b i a P F G (o p e n i n g s o o n ) ZA R C l o t h i e r Markham Jewelers lululemon True Religion Verizon 7 7 7 7 7 A D 4D - 23 Not Started In Progress Delayed Complete Custom 1 Custom 2 Custom 3 Custom 4 ON ON OFF ON OFF OFF OFF OFF TASK STATUS OWNER ASSIGNED TO ANTICIPATED START DATE ANTICIPATED END DATE ACTUAL START DATE ACTUAL END DATE ESTIMATED COST ACTUAL COST Graphic Design In Progress Maurine G.Maurine G.7/1/2018 9/30/2018 $500 Print Media In Progress Maurine G.Maurine G.7/15/2018 8/15/2018 $5,575 Billboards In Progress Tracy M.Tracy M.9/28/2018 10/7/2018 $,9000 Social Media In Progress Maurine G.Maurine G.3/31/2018 10/7/2018 3/31/2018 $100 Radio Not Started Tracy M.Tracy M.9/15/2018 10/7/2018 $3,700 Television Not Started Tracy M.Tracy M.9/15/2018 10/5/2018 $3,700 Oktoberfest Ap In Progress Jusint L.Justin L.6/1/2018 9/30/2018 $250 Re-targeting Not Started Maurine G.Maurine G.9/1/2018 10/7/2018 $500 Video Marketing Not Started Maurine G.Maurine G.8/1/2018 8/31/2018 $2,000 Press Releases Not Started Tracy M.Tracy M.8/1/2018 9/30/2018 $1,450 Total Marketing Budget $17,775 2018 Oktoberfest Marketing Plan Data Marketing Plan Lists 4D - 24 Marketing Plan Lists NAME TITLE John C.Marketing Specialist Mark M.Marketing Manager Kamil A.Project Manager Phil G.Marketing Analyst Andrew L.Research Coordinator Timothy S.Marketing Specialist Vivian A.Marketing Analyst Gabe F.Associate Marketing Manager Marketing Plan Data Page 2 of 2 4D - 25 RESOLUTION NO 14 017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE TEXAS GRANTING A SPECIFIC USE PERMIT FOR A MASS GATHERING FOR OKTOBERFEST LOCATED BETWEEN E SOUTHLAKE BOULEVARD E SH 114 AND N CARROLL AVENUE SOUTHLAKE TEXAS BEING DESCRIBED AS PHASE I IV SOUTHLAKE TOWN SQUARE MORE FULLY AND COMPLETELY DESCRIBED IN EXHIBIT A AND AS DEPICTED ON THE APPROVED SITE PLAN ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT B AND PROVIDING AN EFFECTIVE DATE WHEREAS a Specific Use Permit for a mass gathering for Oktoberfest 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 451 36 of the Citys 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 for Oktoberfest on property within the City Of Southlake Texas located between E Southlake Boulevard E SH 114 and N Carroll Avenue Southlake Texas location being described as Phase I IV Southlake Town Square an addition to the City of Southlake Tarrant County Texas more fully and completely described in Exhibit A and as depicted on the approved Site Plan 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 subject to the May 28 2014 staff report ZA14 048 and allowing Senior Director of Planning Development Services the ability to review conditions and provide revocability at hisher discretion and this SUP being for a period of five 5 years expires 6 3 2019 4D - 26 SECTION 2 This resolution shall become effective on the date of approval by the City Council PASSED AND APPROVED THIS 3rd DAY OF JUNE 2014 CITY OF SOUTHLAKE at By John Terrell Mayor vTHLg ATTEST Ok 0 icFFfi6E r2 s o t Lori Payne TRM f City Secretary a 4D - 27 EXHIBIT A Property within the City Of Southlake Texas located between E Southlake Boulevard E SM 114 and N Carroll Avenue Southlake Texas location being described as Phase I IV Southlake Town Square an addition to the City of Southlake Tarrant County Texas 4D - 28 EXHIBIT B 2014 ems Gates Food Sponsor Ty an i vans I 1I a I Foliary Barn Vendor i Brooks Brothers L Open Civic Place NEI Car 4 n4 r lKee ling N F3 F9 F10Q F11 F12 F19 111 P Jandla Jtnce S73 f 0 Bar LartMngraoa That C Texas 6 J L I Ihn5aH Southlake F76sCorn sta Town HalllosABanks n r1s rY Mt Carina stn r Kobeya tie I an 1 F111 Edam Flom tN 1 4a FI F r 41 4 LM r r r 71 1 ita ill Sport Zone Allen Samuels Main Street IL oaePoyua ssan p V 0BeerGa sl AlAI s5 vac is KMI 7i P Ea ea s NIssan TruFire IIP3 IlD htahwfs c M y r i ab d sr 54Y aSa tt 3i Y4 4 0 F p Balh S Aile A Bad kNork W91 N ID al Ez E s A a a GAP KaPr67N Nd1e1 m5pnorro p 9m 9s alX66Elrrsl II IFS fin F V r J v V GAP11r Soft Sunoummga r i 162 do 154 151152 i N 4946 44 qA OFW Grubbs DPS F911UAudio1InfinityQ LNissan JBagnBaggageMusicStage VrcIPOas SacralF23MYsalF2PW N445l9e Kirk F22MUxnrt CI KID YP Craps Z NE 5 KID Yogurt s fli On upon ZONE mumsatone m ar co er Bakarcaa SOUTH la Banana Reposic Proposed location of banners or 3e 92 4 S3 I 1 S4 BS Se Handicapped ppParking MAI TREET Nndhepped s 5714421 S12Si3 S1 iir II S14 Sle S17 516 Polo0 7 1 Si tds y i I J i 40 ff 4D - 29 Letter from the Applicant is is pi gtob6rfE1st SOUTH LAKE This year will mark the 13th anniversary of the Oktoberfest celebration hosted by Southlakes Chamber of Commerce In 2013 75000 people visited throughout the weekend festival Attendance is completely free there are no admissions or parking fees German beer and German cuisine highlights the festival as well as many German craft goods for sale For the not so German there is a variety of other foods and hand crafted arts and craft vendors All of these activities take place in Southlake Town Square There is also live entertainment on the Gazebo There is a Kids Zone with inflatables train rides rock wall and other age appropriate activities The annual wiener dog race will take place on Saturday All activities and entertainment are consistent with the 2013 event The only changes we are requesting is access to the Park on Thursday October 2 2014 at 9am in order to load in and set up the large tent in the middle of the Park We will not impact general parking or traffic flow By allowing earlier access to the Park we will then be able to complete the entire set up before midnight on Thursday Oct 2 In addition we would like to have police presence until 630pm to assist with move out on Sunday Oct 5 4D - 30 Oktoberfest Directional Parking Sign Plan for N Carroll Ave and E Southlake Blvd N I I W0 W000 IN 3 I I East 6y k J co i i t 0OTHCREST CT M r Ta 4 CD 1 4 t 8 as 3 @@ CC SOUnieENP R4 l t y A OASIS CT ROC ANWAY UN TON IN F R 3 i PostO9tNISouthlakej Town PROSVECT T ayuare s 4CROSSYY1 4 ArT Tnvn R tOATESNFAO CT x B 4 01 iFpiDRn3 1709 nt t EAST SOUTHLAIE Bt PM 1709 N Carroll Avenue 1 Main Street Median w arrow left and East side w arrow right Blue 2 Prospect Street East side w arrow right Red 3 Federal Way Median w arrow left and East side w arrow right Green 4 State Hwy 114 East Access Rd South side w arrow right Yellow 5 State Hwy 114 West Access Rd North side w arrow left Blue ESouthlake Boulevard 6 Central Avenue South side w arrow left and North side w arrow right Green The applicant is aware that the directional signs cannot be placed in the public right of way however they are pursuing permission from the City Engineer to place two of their signs in the median along Carroll Avenue at Federal Way and at Main Street Pursuant to Section 5 2 5 of Sign Ordinance 704 as amended permission may be granted by the City for public purposes These signs are intended to direct traffic to parking areas 4D - 31 a Letter from Southlake Town Square souTH LA TOWN SQUARE April 21 2014 To Whom It May Concern Please accept this letter as confirmation that RPAI Southwest Management LLC representing Southlake Town Square supports the Southlake Chamber of Commerce Oktoberfest from October 3 5 2014 Please feel free to contact me at 817 329 5566 if you have any questions or concerns Regards Timothy Moorehead General Manager 4D - 32