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
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l eeeey
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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
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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
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By
John Terrell Mayor
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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
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4D - 29
Letter from the Applicant
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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
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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