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Item 8 - Demonstration and PlansThe 3rd Annual Southlake Spring Festival (Springfest) ●Music,performance,foods,crafting,parade ●Saturday,February 10,2024,11:00am -4:00pm ●Rustin &Family Park ●Expected attendance:3,000 -5,000 people Background: Southlake Springfest was first created in 2022 jointly by the ideas of Mayor John Huffman and the local community to showcase the diversity &hospitality of Southlake.It ’s a festival to celebrate East &Southeast Asian cultures,with the day generally correlating with the Lunar New Year ’s Day.In the last 2 years,we had booths &performances representing cultures from Japan,Korea,China,Vietnam, Thailand,Malaysia,etc.We plan to invite &accommodate more cultures as the festival grows. Planning: ●We will have a committee to coordinate the event planning o A general coordinator,&about 10 different subcommittees ●Food truck /Food booth:about 10 (similar to last time) o We will centrally manage the permit application process ●Vendor booth (10 x 10 tent):about 25 (similar to last time) ●Culture booth (10 x 10 tent):about 12 (similar to last time) ●Stage Performances (music,dance,fashion show,martial art,etc.):about 25 ●Parades:dragon &lion to dance and parade on the streets surrounding the park o There will be no motor vehicles in the parade,only performers. ●Possibly looking to include fireworks and beer/wine -No this time Security: ●Up to 8 DPS Officers will be requested and stationed around the park ●We will have a team of volunteers scattered across the park to provide info &direct traffic o There is a general information booth o Each bouncing house will have one adult &one youth volunteer to maintain order Site Map: ●The streets to be blocked off are marked by the 4 orange circles o Dragons &lions will parade from Fountain Pl ->State St ->Main St ->Grand Ave (a few times),&the route is marked by green lines on the map. ●Tents will be secured by concrete block or water tanks o Tents are 10 x 10 feet in size,won’t be enclosed,&will be placed 12 feet from each other. o Tents will not be in places that obstruct /block fire lanes,and no stakes to the ground. o Inspection by the Fire Marshall will be requested after tents are installed. o In inclement weather or when the grass area runs out of spaces,tents may be placed on the concrete streets (along parking lots on the opposite sides from food trucks). 1 ●Food trucks,vendors,&culture booths:marked locations o They will not be in places that obstruct /block fire lanes. ●Generators will be provided for those booths needing electricity:marked locations o Will be 20-feet away from tents,&will be isolated from public contact. ●Stage:in marked location ●Heaters /Warmers will be provided (depending on weather) ●Portable toilets:up to 4 will be rented and put in the marked location ●Below is the planned site map,largely based on actual arrangement from the last event. Post Event Cleanup: ●A team of volunteers will walk the entire ground to remove any trash,debris,etc. o Dumpster:garbage bags will be collected periodically by a team of volunteers o Make every effort to restore the place to pre-event condition. 2 Event Timeline: ●Below is our planned event timeline,based on actual programming from the last event 3 Case No. ZA23-0065 Page 5 * Excerpt of Mass Gathering Event requirements from Section 45 of the Zoning Ordinance: • Please address the following provisions listed below or provide a reason as to why the provision does not apply to your event. If the provision has been requested and addressed by the review comments within this document, please mark it as N/A. 45.13 MASS GATHERING EVENT 1. The City Council may grant an application for a specific use permit for a mass gathering event if it finds the standards in this Ordinance are met. When considering an application for a permit, the City Council may establish specific conditions depending upon the nature of the proposed event and the traffic, health, and safety issues. 2. An application for a permit to hold a mass gathering event shall identify (i) the promoter; (ii) the mass gathering area; (iii) the maximum number of patrons anticipated or tickets to be sold for the gathering; (iv) the dates and time of day being considered for the mass gathering; (v) information pertaining to previous mass gatherings in the same mass gathering area or sponsored by the promoter or a related entity at other locations, within the previous two years; and (vi) shall provide other information which is reasonably related to the health, safety and welfare of the citizens, including: 1) a plan describing all measures and procedures designed to address safety concerns, including provisions for protecting the safety of those attendees at a general admission event; In the process of hiring police officers & security officers 2) a sketch or rendering showing the general layout or configuration of the mass gathering area and depicting the general location of the activities and facilities to be provided; See event site map in the narrative letter 3) the name and address of each performer who has agreed to or been invited to appear at the mass gathering; See performance list in the narrative letter 4) the address of the property at which the mass gathering is to be held; and In narrative letter 5) evidence of the agreement between the promoter and the property owner for use of said property for the mass gathering event. Working with City & Kite property for mobile toilet placement @ State St & Fountain Pl 3. In considering whether to grant a mass gathering event special use permit, the City Council shall consider the following: 1) whether there is convenient and safe access for the ingress and egress of pedestrians and vehicular traffic; See event site map in the narrative letter 2) whether sufficient traffic control personnel is proposed to insure safety to all members of the traveling public, including pedestrians, along all public roadways in the proximity of the mass gathering and/or along which the public is likely to travel to reach the mass gathering areas shall be provided; Will hire police officers & security officers Case No. ZA23-0065 Page 6 3) whether the mass gathering area is well drained and so arranged to provide sufficient space for persons assembled, vehicles, sanitary facilities, and appurtenant equipment; N/A 4) whether sufficient illumination will be provided at night to protect the safety of the persons assembled. N/A – this is a daytime event 5) whether adequate parking areas, including disabled persons’ parking spaces, shall be provided for persons arriving by vehicular means. If the promoter proposes to utilize temporary off-site parking, then the promoter the mass gathering event the off-site temporary parking area will not be utilized for purposes other than the mass gathering event; and N/A 6) whether adequate provisions have been made for food supply, medical assistance, garbage disposal, water supply, parking, sanitation and toilet facilities, vermin control, and safety. N/A – see other paragraphs d. The promoter of a mass gathering event shall comply with the following requirements during the mass gathering event and these requirements shall be deemed as part of a specific use permit granted for such an event: 1) Food Supply Will submit a Food Vendor Permit Application Food preparation, service and storage will be provided for pursuant to the requirements of the Texas State Department of Health, the county in which the mass gathering event takes place, or the City, whichever is more stringent. 2) Water Supply N/A - no water usage in the event a) An adequate, safe supply of potable water, meeting the requirements of the Texas State Department of Health, the county in which the mass gathering event takes place, or the City, whichever is more stringent, shall be provided. b) Transported water, if used, shall be obtained from an approved source, stored and dispensed in an approved manner. Approval as used in this paragraph means in compliance with standards adopted by the Texas State Department of Health, the county in which the mass gathering takes place, or the City, whichever is more stringent. 3) Sanitation Toilet facilities will be provided for pursuant to the requirements of the Texas State Department of Health, the county in which the mass gathering event takes place, or the City, whichever is more stringent. Working with Kite Realty for placement of mobile toilets 4) Refuse Disposal Working with Community Waste Disposal to get a dumpster a) Refuse shall be collected, stored, and transported in a manner that allows for recycling and protects against odor, infestation of insects and/or rodents and any other condition, which poses a threat to the health, safety, and welfare of the patrons of the mass gathering event or the public. b) Refuse and recycling containers shall be clearly marked and readily accessible. c) The area where motor vehicles are parked shall have one (1) fifty (50) gallon refuse container or its equivalent for every twenty-five (25) such motor vehicles or one (1) sixteen (16) cubic yard trash container for every two thousand (2,000) motor vehicles and an appropriate number of recycling containers. Case No. ZA23-0065 Page 7 d) All refuse will be collected from the assembly area at least twice each twelve (12) hour period of the assembly, with a minimum of two (2) such collections for a gathering exceeding six (6) hours, or more often if necessary, and disposed of at a licensed waste disposal facility. e) The grounds and immediate surrounding property shall be cleared of refuse within twenty-four (24) hours following a mass gathering event. f) In lieu of the above-mentioned requirements in this subsection, the promoter may submit an alternative plan for refuse disposal for the consideration by the City Council. 5) Vermin Control N/A - no vermin in the event Insect, rodents, and other vermin shall be controlled by proper, sanitary practices, extermination, or other safe and effective control methods, where necessary, and animal parasites shall be controlled. 6) Safety Working with Police Officers & private security company a) Electrical systems shall be installed and maintained in accordance with the provisions of the applicable State standards and local standards and regulations, and shall be approved by a City of Southlake electrical inspector. See Site Map for generator info b) Grounds, buildings, and related facilities shall be constructed, maintained and used in a manner as to prevent fire and in accordance with the applicable State and City fire prevention regulations. No stakes of any kind – See Narrative Letter c) Internal and external traffic and security control shall meet requirements of the applicable State and local law enforcement agencies. Included in site map to city staff d) At least one law enforcement officer for each 500 persons expected to attend the mass gathering (but not fewer than a total of three officers) shall be on site to assist in crowd and traffic control. The City Council may require additional or fewer officers, depending upon the information contained in the application. If the promoter intends to use private security officers, then the identity and number of such officers shall be described in the application. Working to hire Police Officers & Security Officers e) The promoter shall ensure that adequate communication between local law enforcement, fire prevention, and emergency personnel and any private security personnel, including emergency response protocols, is provided for each mass gathering event. An on-site communications center may be required. Working with Police Officers & Security Officers 7) Medical No dangerous or competitive activities for the event a) Any and all medical buildings or tents with adequate medical supplies shall be available in a convenient location and shall be clearly identified as such. b) An adequate number of emergency vehicles duly licensed by the State of Texas as ambulance shall be available on the site beginning one half hour before the mass gathering event begins and until all patrons have left the scene as determined by the Director of Public Safety. c) The promoter of the mass gathering event may be required to contact hospitals in the local area prior to the date of the event and advise them that a mass gathering event shall be held and the approximate number of people expected to attend. 8) Noise Will apply for Temporary Noise Exemption Permit Case No. ZA23-0065 Page 8 The promoter shall control the level of sound emanating from the mass gathering area pursuant to the City’s Noise Ordinance (Article III of Chapter 11, Southlake Code). 9) Area Will comply – see Narrative Letter a) Trees, underbrush, large rocks and other natural features shall be left intact and undisturbed whenever possible, and natural vegetative cover will be retained, protected and maintained so far as possible to facilitate drainage, prevent erosion, and preserve scenic attributes. b) Grounds shall be maintained free from accumulations of refuse and any health and safety hazards. 10) Lighting N/A - this is a daytime event The mass gathering area shall be adequately lighted, but the lighting shall not unreasonably reflect beyond the assembly area boundaries unless adjacent properties are uninhabited and must comply with the City’s Lighting Ordinance; 11) Alcoholic Beverages N/A - no alcohol a) A Specific Use Permit is required to sell and consume alcoholic beverages at a mass gathering event. The promoter shall restrict the time and location of such sale so that alcoholic beverages are sold only during the particular event and so that public safety and order will not be impaired. b) The promoter shall comply fully with the laws of the State of Texas regulating the sale and consumption of alcoholic beverages. 12) Sell-out N/A - this is a free event open to the public The promoter shall notify the Director of Public Safety at least three (3) days in advance if the mass gathering event is sold out. When the promoter learns that a particular event is likely to be sold out, the promoter shall exercise due diligence to promptly inform the general public that tickets will not be available for sale at the time of the event. At a minimum, the promoter shall broadcast announcements in the communications media serving the entire marketing area for the facility regarding the substance of the preceding sentence. e. Public Costs Escrow-A promoter may be required to deposit with the Director of Finance at least two weeks prior to the mass gathering event an amount of money equal to 120% of the estimated public costs of each contemplated mass gathering as set by the City Council. The Director of Public Safety will prepare a public cost estimate and submit it to City Council and the promoter. Public costs are those costs incurred by the City in connection with the mass gathering event which relate to the mass gathering and which would not be incurred by the City if such mass gathering was not held. Promptly after each mass gathering event, the actual public costs shall be calculated, and the deposit shall be refunded to the promoter to the extent it exceeds the actual public costs incurred. If the actual public costs exceed the amount deposited, the promoter shall pay the excess to the City within 10 days after being so notified. N/A f. The promoter may be required to present evidence of public liability insurance in at least the following amounts: (i) $1,000,000 Bodily Injury (per person); (ii) $2,000,000 Bodily Injury (per occurrence); and (iii) $1,000,000 property damage, which insurance policy shall name the City, its officers and employees as additional insureds and shall contain a clause providing that the policy may not be Case No. ZA23-0065 Page 9 canceled by either party except upon not less than 30 days written notice to the City. A copy of the insurance policy shall be provided to the City at the time of the filing of the application. Additionally, the City, its officers and employees shall be named as additional insureds. Working to get event insurance g. The City Council or Administrative Official may revoke a mass gathering event permit issued pursuant to this Ordinance upon finding of one or more of the following: 1) that the promoter has violated one or more of the provisions of the specific use permit; 2) if the City Council finds that the permit was obtained by fraud or misrepresentation; or 3) if the preparations for the mass gathering event will not be completed prior to the planned commencement of the mass gathering event.