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Item 4H City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M October 9, 2018 To: Shana Yelverton, City Manager From: Jenni Lanier, Community Relations Manager Subject: Approval of the Revised Community Event Participation Policy Action Requested: City Council approval of revisions to the City Community Event Participation Policy (CEPP). Background Information: On October 21, 2008, City Council approved the existing City Community Event Participation Policy. The purpose of the policy is to establish guidelines for processing requests for City participation in community events. A number of community groups in Southlake organize and host outstanding events in Southlake. Two of Southlake’s largest annual events, Oktoberfest and Art in the Square, are examples of events that are managed by community groups. Events of this magnitude require City participation to be successful. Through the existing CEPP, the City has supported these events through security, logistics and equipment. Funding for City participation in approved community events is budgeted annually from the Hotel Occupancy Tax Fund. Twenty three thousand ($23,000) dollars has been budgeted in the FY19 Hotel Occupancy Tax Fund for this purpose. No single event shall receive a City contribution in excess of ten thousand ($10,000) dollars. Any additional services that exceed ten thousand ($10,000) dollars will be invoiced to the event organizer. Presented at this time are revisions to the Policy for your consideration. Proposed changes to the Policy include:  Revise the City Strategy Map reference to updated language.  The coordinator of the CEPP shall mean the City staff person designated by the Director of Department of Economic Development and Tourism. 4H - 1 Shana Yelverton, City Manager Meeting Date – October 16, 2018 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork  If the Director deems that the event as proposed by the applicant meets the purpose and intent of the Policy, a memo will be placed before the City Manager for approval of a Participation Agreement outlining all aspects of the participation request.  If the Director does not find that the application for City participation in the proposed event meets the Council adopted Policy, the applicant shall be informed of the decision and the reasons for the finding. The applicant may appeal the decision of the Director to the City Manager. All decisions by the City Manager shall be final.  Community Event definition: 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. Community Events for the purposes of this policy must also meet one of the event definitions (Mega Event, Major Event, Regional Event) found in the City’s Hotel Occupancy Tax Fund Expenditure Guidelines.  Major Event definition: Significant proportion of national participants. National audience. Significant media coverage. High level of benefits.  Mega Event definition: Primarily national / international participants. Primarily national / international audience. Extensive media coverage. Significant and widespread benefits.  Regional Event definition: Primarily regional participants with some national and/or local participation. Primarily regional audience. Some media coverage. Some level of benefits but to a lesser degree than major events. Financial Considerations: Funding for City participation in approved community events is budgeted annually from the Hotel Occupancy Tax Fund. Twenty three thousand ($23,000) dollars has been budgeted in the FY19 Hotel Occupancy Tax Fund for this purpose. No single event shall receive a City contribution in excess of ten thousand ($10,000) dollars. Strategic Link: This item is linked to the City’s Strategy May related to the Focus Areas of Partnerships and Volunteerism and Safety and Security. The item also delivers on the Corporate Objectives to promote opportunities for partnerships and volunteer involvement, and to collaborate with select partners to implement service. 4H - 2 Shana Yelverton, City Manager Meeting Date – October 16, 2018 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Citizen Input/ Board Review: City Council consideration for adoption – October 21, 2008 Legal Review: City Attorney reviewed existing Policy approved by City Council Alternatives: City Council alternatives may include the following:  Approve revised Policy as presented  Approve revised Policy with input as desired  Decision not to approve the revised Policy Supporting Documents:  Proposed revised Community Event Participation Policy  Approved 2008 CEPP with Revisions  Approved Community Event Participation Policy- October 21, 2008 Recommendation: City Council approval of the revised Community Event Participation Policy. 4H - 3 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 1 of 11 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 Council’s strategic focus areas and stated strategic objectives. 1. Partnerships and 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: “Promote opportunities for partnerships & volunteer involvement.” 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 Security: 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 requirements of 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 and Tourism. 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. Community Events for the purposes of this policy must also meet one of the event definitions (Mega Event, Major Event, Regional Event) found in the City’s Hotel Occupancy Tax Fund Expenditure Guidelines. c. Coordinator: Shall mean the City staff person designated by the Director of Department of Economic Development and Tourism. 4H - 4 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 2 of 11 d. Director: Shall mean the Director of Economic Development and Tourism 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 approved by the Director. Examples might include: police protection, emergency medical services, street closure set-up, banner displays, website exposure, cooperative marketing, etc. g. Major Event: Significant proportion of national participants. National audience. Significant media coverage. High level benefits. h. Mega Event: Primarily national / international participants. Primarily national / international audience. Extensive media coverage. Significant and widespread benefits. i. Participation Agreement: Shall mean a Community Event Participation Services Agreement between the City and the applicant organizing and responsible for the event. j. Policy: Shall mean the Community Event Participation Policy adopted by City Council. k. Regional Event: Primarily regional participants with some national and/or local participation. Primarily regional audience. Some media coverage. Some level of benefits but to a lesser degree than major events. l. 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 Applicants: 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 completed application shall be submitted to the Coordinator for review. C. Submittal Deadlines: Applications must be submitted at least 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. 4H - 5 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 3 of 11 1. 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? 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 organization’s 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 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. 6. Neutrality: Is the event non-partisan politically? Are all religions and ethnical backgrounds allowed 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 challenges of 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 City Manager Approval: If the Director deems that the event as proposed by the applicant meets the purpose and intent of the Policy, a memo will be placed before the City Manager for 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 Manager, the applicant must work with the Coordinator to prepare an adequate Participation Agreement for City Manager consideration. 2. Denial of Application: If the Director does not find that the application for City participation in the proposed event meets the Council adopted Policy, the applicant shall be informed of the decision and the reasons for the finding. 4H - 6 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 4 of 11 a. Appeal to City Manager: The applicant may appeal the decision of the Director to the City Manager. All decisions by the City Manager shall be final. 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. 4H - 7 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 5 of 11 Appendix A Community Event Participation Policy Application for Community Event Participation Application Date ________________________________ EVENT INFORMATION Event Location Event Name Date(s) of Event Event Times Date/Time of Event Set-up Date/Time of Event Break Down Projected Attendance Number of Years Hosting Event Purpose of Event 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. Event Host/Organizational Name Organization/Event Website Non-Profit Organization Yes No Main Contact Alternate Contact Address Phone City, ST, ZIP Email Phone Email 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) 4H - 8 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 6 of 11 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 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. 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? ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ 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? ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ 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. ________________________________________________________________________________________________ 4H - 9 Revised Community Event Participation Policy - 2018-10-1 DRAFT Page 7 of 11 ________________________________________________________________________________________________ ________________________________________________________________________________________________ Marketing Efforts: Does the applicant have a marketing program to enhance the likelihood of success of the event? What is the plan? ________________________________________________________________________________________________ ________________________________________________________________________________________________ ________________________________________________________________________________________________ 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) __ Marketing/Advertising Plan 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 4H - 10 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 No If Yes, compliance with City of Southlake Fire Department Mobile Food Truck General Requirements is required. Contact 817-748-8233 or 817-748-8909. Event Banner Displayed Yes 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 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. Indemnification 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. 4H - 11 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 / 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 insured/or 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. 4H - 12 Setup/Breakdown & Cleanliness 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. 4H - 13 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. ________________________________ Applicant’s Name – Please Print Legibly Applicant’s Signature Date DO NOT WRITE BELOW THIS LINE City Manager Review Date Approved Denied Comments: 4H - 14 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 1 of 6 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 Council’s strategic focus areas and stated strategic objectives. 1. Partnerships and 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 partnerships and 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 Security: 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 requirements of 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. Comment [JL1]: Updated language to”Promote opportunities for partnerships & volunteerism Comment [JL2]: And Tourism Comment [JL3]: Community Events for the purposes of this policy must also meet one of the event definitions (Mega Event, Major Event, Regional Event( found in the City’s HOT Guidelines. Comment [JL4]: City staff person designated by the Director of Comment [JL5]: and Tourism 4H - 15 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 2 of 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 approved by the Director. Examples might include: police protection, emergency medical services, street closure set-up, banner displays, website exposure, cooperative marketing, etc. G. Major Event: Significant proportion of national participants. National audience. Significant media coverage. High level benefits. H. Mega Event: Primarily national / international participants. Primarily national / international audience. Extensive media coverage. Significant and widespread benefits. I. Participation Agreement: Shall mean a Community Event Participation Services Agreement between the City and the applicant organizing and responsible for the event. J. Policy: Shall mean the Community Event Participation Policy adopted by City Council. K. Regional Event: 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. L. 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 Applicants: 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 completed application 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. Comment [JL6]: New definition Comment [JL7]: New definition Comment [JL8]: New definition Comment [JL9]: at least thee months 4H - 16 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 3 of 6 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 engaged in community activities? If the applicant is not involved locally, is the event unique enough to support? 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 organization’s 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 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. 6. Neutrality: Is the event non-partisan politically? Are all religions and ethnical backgrounds allowed 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 challenges of 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 proposed by 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. Comment [JL10]: City Manager Comment [JL11]: City Manager 4H - 17 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 4 of 6 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 adopted Policy, the applicant shall be informed of the decision and the reasons for the finding. a. Appeal to City Council: The applicant may appeal the decision of the Director to City Council. All decisions by the City Council shall be final. 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. Comment [JL12]: City Manager Comment [JL13]: City Manager Comment [JL14]: City Manager 4H - 18 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 5 of 6 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 any unique requests for City assistance related to this event: (e.g. street closures) 1. 2. 3. By Signing this application, the applicant agrees to comply with all City ordinances including but not limited to the following:  Mass Gathering Ord. No. XXXX  Solicitation Ord. No. XXXX  Noise Ord. No. XXXX  ? Please respond to the following questions: 1. Anticipated attendees: 2. Duration of event: Comment [JL15]: New Application 4H - 19 Community Event Participation Policy - Approved by City Council 2008-10-21 - Page 6 of 6 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 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? 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 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. Answer: 8. Neutrality: Is the event non-partisan politically? Are all religions and ethnical backgrounds allowed 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: 4H - 20 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 4H - 21 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 4H - 22 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 4H - 23 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 4H - 24 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 4H - 25 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 4H - 26 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 4H - 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