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2003-019 ResolutionRESOLUTION NO. 03-019 OFFICIAL RECORD A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, APPROVING A MASS GATHERING PERMIT ASSOCIATED WITH THE EVENTS OF ART IN THE SQUARE ON PROPERTY DESCRIBED AS SOUTHLAKE TOWN SQUARE PHASE I, FOR THE DATES OF APRIL 25-27, 2003. WHEREAS, Southlake City Code, Chapter 3 Article II governs mass gatherings; outdoor music festivals; and, WHEREAS, Section 3-52 provides for a promoter desiring to hold a mass gathering or an outdoor music festival to file a permit application with the city secretary; and, WHEREAS, on January 29, 2003, Representative(s) of the Southlake Women's Club issued a formal request for a mass gathering permit related to the planned Art in the Square event to be held April 25-27, 2003; now, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS, THAT: Section 1. All of the findings in the preamble are found to be true and correct and the City Council hereby incorporates said findings into the body of this resolution as if copied in their entirety. Section 2. Southlake Women's Club permit and variance requests are hereby approved for permit issuance to hold Art in the Square event, April 25-27, 2003 in Southlake Town Square Phase I. Section 3. This resolution is effective upon passage by the City Council. PASSED AND APPROVED THIS THE 18" DAY OF February 2003. Attest: Q v Lori Farwell City Secretary Mayor Rick Stacy L To: Lori Farwell, City of Southlake Secretary OFFI"4i RECORD From: Terri Messing, Art in the Square Chairman Subject: Mass Gathering Permit request Date: January 29, 2003 Please accept this letter as an application by the Southlake Women's Club for a Mass Gathering Permit for Art in the Square 2003. Sec 3-52 b 1. Art in the Square is sponsored by the Southlake Women's Club. The chairman is Terri Messing, 1505 Coventry Lane, Southlake Texas. Co- chairmen are Nancy Pfleg,929 Turnberry lane, Southlake, Texas and Pam Mason, 1104 Calais Drive, Southlake, Texas. Co-sponsors of the event are the City of Southlake and Southlake Town Square. 2. Art in the Square is an annual fundraising event with proceeds designated for child and family charities. The 2003 budget is attachment #1. 3. Art in the Square takes place at Southlake Town Square. Layout for the event and new back stage are attachments #2 and #3. 4. The property is owned by Cooper and Stebbins, 1256 Main St #240, Southlake, Texas. Statement of agreement for land use is attachment #4. 5. Art in the Square is scheduled for April 25-27, 2003. Hours are Friday 4-9, Saturday 10-9, Sunday 11-6. Concerts will be held Friday and Saturday nights from 9-10:30. C 6. Art in the Square is a free event. Past experience has demonstrated that Town Square can accommodate the anticipated attendance. The Southlake Women's Club has and will work closely with the Department of Public Safety to assure a safe event. A maximum of 2000 tickets will be sold to the Jewel concert Saturday night. 7. Best Buy is providing Jewel for the Saturday night entertainment. Our contact'at Best Buy is Mark Kirklin, his email address is Mark. Kirklin@bestbuy.com 8. Southlake Women's Club will work closely with city staff to assure appropriate standards of sanitation and health. See below for specifics. 9. Southlake Department of Public Safety will staff the event as determined/ by the Chief of Police Services. Art in the Square will pay their fees. Overnight security will also be provided and sponsored by Southlake Town Square. A list of security personnel is not yet available. 10. Southlake DPS will also provide emergency medical services throughout the entire event. 11. Southlake Women's Club will encourage parents to supervise their children. Our volunteers as well as DPS will be present to assist any lost minors. 12. The information contained in this application is true and based on my best information. 13. The filing fee is waived since this is a city -sponsored event.D ( CE Q E JAN 3 0 2003 OFFICE OF CITY SECRETARY Sec 3-52 c 1. Water supply requirements listed in the ordinance are not applicable because the event takes place at Southlake Town Square and city water is readily available. 2. We request a variance from the toilet facilities listed in the ordinance. We will prove an adequate number of portable toilets in the festival area and inside the concert gates. These will be maintained in a sanitary manner during the event. The number of portable toilets has been sufficient in the past and many in attendance at Art in the Square will stay for a limited amount of time. 3. We request a variance to the minimum area required in the ordinance because it is not applicable. Again, history and experience has shown that there is enough space at Town Square for the event. 4. Southlake Parks and Recreation will place an adequate number of 55 - gallon drums at the event. Boy Scout Troop 1910 will provide volunteers to collect trash during the 3 -day event. This includes keeping the grounds clear of trash, emptying trash containers, transporting trash to dumpsters and replacing containers with new liners. Southlake Town Square will be responsible for cleaning the streets each night. 5. Noise control requirements are not applicable because of City Ordinance No. 778. 6. All food vendors will be required to comply with all current health codes. 7. DPS will provide medical care and will comply with all current medical requirements. Sec 3-53 b We request a variance to the investigation requirements because they out of date. Respectfully submitted, Terri Messing mt.messing@vedzon.net 817-251-4300 PROJECTED INCOME/#_XPENdE 2002-2003 ART IN THE SQUARE BUDGET Income Artists 38,000.00 Drawing 8,000.00 Le Bistro 500.00 Beer/Wine 30,000.00 Cokes 4,000.00 Food Vendors 5.000.00 Total Le Bistro 39,000.00 Kids' Korner 7,000.00 Sponsorship 66,000.00 T-shirt Revenue 1.500.00 TOTAL INCOME 158,500.00 Expenses Artists Prospectus 500.00 Postage 75.00 Nametags 500.00 Printing 200.00 Paper 225.00 Meals Provided 5350 0Q Total Artists 1,950.00 Drawing 500.00 Entertainment Artists 20,500.00 Set -Up 3,500.00 Signs/Schedules 200.00 Busing Total Entertainment 24,200.00 Le Bistro BeerWine (Permits $500) 4,500.00 Soda/Water 4,000.00 Ice 2,500.00 Generator 3,000.00 Generator Fuel 800.00 Table/Chairs 3,500.00 Fencing 400.00 Clean-up 0.00 Supplies 650.00 Shade 500.00 Tips 300.00 Trash clean up 1.200.00 Total Le Bistro 21,350.00 Kids' Korner 2,600.00 Miscellaneous Storage Insurance Security Porta Potties Administrative Walkie Talkies Maintenance tips Total Miscellaneous Publicity Signs/Banners Flyers Photographers Postage Total Publicity Sponsorship Printing Postage VIP Party (includes tips) Other Total Sponsorship T-shirts Volunteers Square Art Youth in the Square Total Sales Tax TOTAL EXPENSES TOTAL REVENUE 400.00 1,600.00 8,200.00 1,000.00 800.00 90.00 100.00 12,19000 4,000.00 80.00 500.00 650.00 6,230.00 600.00 150.00 2,000.00 200.00 2,950.00 3,000.00 1,350.00 800.00 1,000.00 3,400.00 80,320.00 78,180.00 tsacK Mage 338 39 42 43 3d 40 4120fit - ~ r ' ,' c. .• w; ,, Le Bistro' 45 NIs 7Ks$ J` " t .. =Q • cam. .• =`. - _ & °•1''v '..- ., y .- _ . 1i.r.`i.- r 46' 17 cn 47 16 cn 0 Town Hall o ' 48 cn cn.; 4, 13 15 _ 14 ` u.- r ter- =- = so c ci'".. - z-, =t•,13K - - Fi.2'Fr.Y-.--_d.'' - - ;,-?T - '`w.'r _'-z' } '`. , s"ar'_' - <x LI 53 52 LIU 10 2 10 _ r 7 54 I 5 s c,6 3 © 3 w J. . may 12 lap a y }sem' I 12 x.10 -il 13 In Is!8 16'• j R 57 FZ10, 1541 10 104- s V12 13 73F_ 59 14 Y_ al 2 , 2 167 60 tpA* sick_ sem- , x Asol 51 11 - cWtip2%5 -S.r - AYE To whom it may concern: 5 SpUTHLAKF TOWN S QUARE M The Southlake Women's Club has been granted permission by Southlake Venture West, L.P., a Texas limited partnership, and Southlake Central Venture, a Texas joint venture (hereafter collectively referred to as "Owner") to operate Art in the Square on the private portions of Southlake Town Square from April 25 — 27, 2003, on the condition that, at its expense, Southlake Women's Club shall (1) obtain all licenses and permits that may be required by the City; and (2) carry liability insurance (in amounts appropriate to the scale and duration of the event), which shall name as additional insureds Southlake Venture West, L.P., Southlake Central Venture and Cooper & Stebbins, L.P. SOUTHLAKE CENTRAL VENTURE and SOUTHLAKE VENTURE WEST, L.P., By: Cooper & Stebbins, L.P. Its authorized agent By. Frank L. Bliss, Executive Vice President Date of Signature:-- 3 7,0 A Development By COOPER & STEBBINS 1256 MAIN STREET, SUITE 240, SOUTHLAKE, TExAs 76092 TELEPHONE (817) 329-5566 FAx (817) 251-8717