23-030 RESOLUTION NO. 23-030
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A
MASS GATHERING FOR SPINGFEST LOCATED BETWEEN E.
SOUTHLAKE BLVD., CARROLL AVE., PROSPECT ST., FEDERAL
WAY, AND CENTRAL AVE., SOUTHLAKE, TEXAS, BEING DESCRIBED
AS A PORTION OF SOUTH LAKE 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 Springfest 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 45.1 (36) of the City's
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 Springfest, on property within the
City of Southlake, Texas, located between E. Southlake Blvd., Carroll Ave., Prospect St., Federal
Way, and Central Ave, being described as a portion of 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:
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December 19, 2023: Approved (7-0)subject to Staff Report dated December 19,
2023 and Specific Use Permit Review Summary No. 2 dated December 19,
2023, noting approval of the requested Specific Use Permit for a mass gathering
event for Springfest for February 10, 2024 and allowing an alternate inclement
weather date of February 17th, 2024, also permitting the alternate site map
presented this evening if needed, also limiting the SUP to a one year approval.
Also noting that vendors cannot block sidewalks in front of tenant or retail spaces.
SPECIFIC USE PERMIT REVIEW SUMMARY
Case No.: ZA23-0065 Review No.: Two Date of Review: 12/19/23
Project Name: Specific Use Permit—Southlake Spring Festival
APPLICANT: Owner(If different)
Larry Zhou City of Southlake
316 Montrose Ln Family Park/Rustin Pavilion
Southlake, TX 76092 1400 Fountain Place
Phone: 719-459-0327 __ Phone: (817) 748- 8269
Fax: Fax:
CITY STAFF HAS REVIEWED THE ABOVE REFERENCED PROJECT RECEIVED BY THE CITY ON
12/15/2023 AND 12/19/2023 AND WE OFFER THE FOLLOWING STIPULATIONS. THESE
STIPULATIONS ARE HEREBY MADE CONDITIONS OF APPROVAL UNLESS SPECIFICALLY
AMENDED BY THE CITY COUNCIL. IF YOU HAVE ANY QUESTIONS OR NEED FURTHER
CLARIFICATION, PLEASE CONTACT PEYTON SHERMAN (817) 748-8269.
Planning Review
Peyton Sherman
Planner
Phone: (817) 748-8269
Email:psherman@cityofsouthlake.com
The following comments are based on the review of plans received on 12/15/2023 AND 12/19/223.
Comments may be incorporated into the formal review to be considered by either the Planning and
Zoning Commission or City Council. It is the applicant's responsibility to contact the department
representative shown above and make modifications as required by the comment.
1. Ensure that each tent on the site map is clearly labeled with the corresponding person or
business name. Additionally, communicate the designated numbers on the site map to
vendors, enabling city staff to accurately locate and inspect their setups on the day of the
event.
2. Vendors must ensure that their supplies do not obstruct pedestrian walkways or
encroach/obstruct upon any storefronts.
3. All vendors participating in the event must have their setups fully arranged at least 2 hours
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before the event's start time. This allows ample time for city staff to conduct necessary
inspections.
4. All vendors must comply with the regulations established by the Tarrant County Health
Department and the City of Southlake regarding food vendor permits or mobile food truck
vendor permits. Additionally, food vendors at any event must submit information to Tarrant
County before the event to PH Information(cr�tarrantcounty.com. Event Coordinator must
submit form to PH Information@tarrantcounty.com.This allows Tarrant County to be aware
of the upcoming event. Once they receive food vendor applications, they match it to the
application. Contact Information: Elena M. Ortega, EMOrtega@tarrantcountytx.gov, 817-
321-4960
5. The installation of barriers must be completed after 10 PM on the night before the event
(02/09/24).
6. Expand the Fountain Place barricades to accommodate sufficient space for portable toilet
facilities. Ten portable toilets are required, with five to be positioned along both the eastern
and western boundaries of Fountain Place. Please contact Michelle Theisen, Property
Manager, KITE Realty (817-585-2080 or mtheisen@kiterealty.com) to obtain a written
agreement for the expanded barriers. Alternatively, if able to locate the portable toilet
facilities in a location within the initial site map provided, you would not need to reach said
agreement with KITE.
7. Relocate the southern barricades to 1709 and State Street, as well as 1709 and Grand Ave.
8. Water barricades are necessary for the barriers blocking 1709 and State Street/Grand Ave.
9. All barriers not explicitly designated as water barricades should be A-Frame barricades.
10. Provide details on insurance to be provided. 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 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 insured.
11. Specify the exact time when cleaning operations will be fully restored to pre-event conditions.
It is mandatory to arrange for porter services to facilitate post-event cleaning operations,
starting immediately after the conclusion of the event.
12. Please ensure that these changes are reflected on both the site map and the narrative
wherever applicable.
Informational Comments:
* A contact list identifying the primary coordinator in charge of each aspect of the event will be
required (for example, identify the event coordinator, contact for all food vendors, tents, event set
up/breakdown and cleaning. the coordinator for security, etc.)
* On the date(s) of the event, anything that requires inspection cannot be moved, modified, or
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changed after inspection.
* No obstructions of any kind are allowed on sidewalks or walkways.
* No stakes of any kind in the ground.
* Any unforeseen issues with post event clean-up could result in possible fines/violations of the SUP.
* Expenses related to police, fire and code inspection staffing will be provided to the event coordinator.
Fire Department Review
GENERAL COMMENTS:
1) Provide mobile food truck vendor checklist document to all food trucks/mobile
food vendors. Please advise them to follow the checklist and to bring a physical
copy to the event so the fire inspector can adequately review.
2) Provide generators for the main stage. Please clarify the type of power/heating
generators used for the event.
3) All tents must have secured bracing, with sandbags or concrete barriers; no stakes
are allowed.
4) All tents must have a minimum separation of 12'from all other tents if you want to
avoid a tent permit requirement.
5) Please ensure that these changes are reflected on both the site map and the
narrative wherever applicable.
Police Department Review
1) Minimum of four(4)to six (6) uniformed Officers to work the event.
2) Hired security staff required to man the barriers located at the intersections of 1709
and Grand Ave/State St, along with the barriers located on the eastern and western
site map boundaries of Fountain Place. (One for each barricade- four total security
officers). The security officers must occupy the mentioned barriers for the entirety of the
event.
3) Provide Planning and Police Department with primary contact information for the hired
security company no later than 30 days prior to the day of the event so PD can
communicate event planning prior to the event date.
4) Please ensure that these changes are reflected on both the site map and the narrative
wherever applicable.
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SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS 19TH DAY OF December 2023.
CITY OF SOUTHLAKE
�i-
By:
��`� John an M 0
ATTEST: I(e.
o • '`v9:
Am S e ey, TRMC= •
City ecretary
•
Exhibit A
Property within the City of Southlake, Texas, located between E. Southlake Blvd., Carroll Ave., Prospect
St., Federal Way., and Central Ave., being described as a portion of Southlake Town Square.
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Exhibit B
The 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
o If bad weather, it will be postponed to the following Saturday on Feb 17 if possible.
• 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.
• - No this time
Security:
• Up to 8 DPS & Security 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 8 orange blocks
o Those at Main St, State St, & Grand Ave are water barricades (both ends).
o Dragons & lions will parade from Fountain PI -> 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
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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).
• 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 by proper
fencing.
• 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 the last event. See Appendix for an
alternative location for mobile toilets.
Street Oarricad,, Green lines:dragons/lions parade route on street along the square
Main Street r Main Street Main Street Main Street > In
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Light blue trapezoids:represent tent placements that are 12-ft from each other.
Post Event Cleanup:
• A team of volunteers will walk the entire ground to remove any trash, debris, etc.
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Dumpster: garbage bags will be collected periodically by a team of volunteers
Make every effort to restore the place to pre-event condition.
Event Timeline:
• Below is our planned event timeline, based on actual programming from the last event
ri,. . sa�
• Jan 21, 11:00 -4:00 Ca)Town Square ••
III illr OUTHLAK
1 PRING FESTIVAL ' v
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Performance Activities
11:20 ; 1. Fishing Song by Music&Tales Dragon Parades
11:30 2. Lion Dance Pictures with Dragons&Lions
3. Thai Dance Bounce Houses
12:00 • 4. Taekwondo by NTA Souvenirs sale Ct some booms
Band 5. Youth from New Life Gospel
Church Calligraphy
12:30 I 6. Karate by Trinity Martial Arts
Chinese Knots
* Fitness Academy Face Painting/Rock Painting
7. Children's Choir:Snowflakes and Good Wishes Tree
I Home Sweet Home Name Writing in Asian Languages
1:00 8. National Anthem Puppet Show
i 9. Mayor's Speech Tea Ceremony and Tasting
I 10. Sponsors on stage Peking Opera Mask Crafts
11_ Tarrant Elite Taekwondo
1:30 * 12. Multi Ethnic Fashion Show Tents from various vendors
13. Solo Song:Grain in Ear and many mare
2:oo I 14. Fishing Song by Music&Tales Food Trucks&Booths:
* 15_ Performance by Hat Music . 1956 Pizza
Productions
2:30 16. Tibetan Dance:Shepherds Girls • Boardwalk Bites(corn dog&
17. Dragon Dance by CHS Chinese • Beanvoy(hot drink,boba tea)
Club funnel cake)
*, 18. Solo Song: Love Like a Tide • Coconut Paradise(cold dessert)
I 19. Zumba Dance by Sign of Love • Fat NI(Chinese food) `
3:00 20. Music.Singing&Dancing by • FF Express(Japanese&Korean
• DFW Performing Arts food)
Conservatory • Hashi Japanese Kitchen(Asian
3:30 I 21. Taekwondo by J Tiger Martial finger food)
Arm • K0I Way(Indonesian food)
* 22. Solo Song:A Memorable Evening • Peace Love Donuts• •
• • ••
`, •a -Program subjects to change f
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Appendix: Alternative Site Map
• If Kite Realty does not approve the mobile toilet location as outlined in the Preferred Site
Map, we will (1) move the Fountain PI barrier closer to State St, and (2) relocate the mobile
toilets to the parking lot area on the south end of Grand Ave. These are the only two
changes from the Preferred Site Map.
Street Barricades Green lines:dragons/lions parade route on street along the square
Main Street r Main Street Main Street Main Street > El
Thai Cultures J Vietnamese Cultures af
rn
Generator I g
Korean Cultures AC r urch
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ootental To Gror
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Japanese ji II Hurst
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Light blue trapezoids:represent tent placements that are 12-tt from each other.
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