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Item 7 - Staff ReportCase No. ZA24-0003 S T A F F R E P O R T April 12th, 2024 CASE NO: ZA24-0003 PROJECT: Specific Use Permit for Oktoberfest EXECUTIVE SUMMARY: The Southlake Chamber of Commerce is requesting approval of a renewal for the Specific Use Permit for a Mass Gathering Event for Oktoberfest on property described as Southlake Town Square addition, City of Southlake, Tarrant County, Texas, and generally located between N. Carroll Ave., E. Southlake Blvd., Central Ave., Federal Way, and Prospect Ave., Southlake, Texas. Current Zoning: “DT” Downtown District. SPIN Neighborhood #8. DETAILS: The Southlake Chamber of Commerce seeks renewal of the specific use permit (SUP) for Oktoberfest, scheduled to expire on June 4th, 2024. The event space for the 2024 Oktoberfest will maintain the same boundaries as previous years, with an anticipated attendance comparable to the 2023 event, which saw approximately 50,000 attendees over three days. This marks the 23rd year of the event hosted by the Southlake Chamber of Commerce. All activities and entertainment align with those presented with the 2019 Specific Use Permit application. The applicant requests continued access to the park property on the Thursday preceding the event at 9 a.m. to facilitate the set-up of a large tent in the park's center. General parking and traffic flow will not be affected, with setup expected to conclude by midnight on Thursday. The 2024 Event Schedule is as follows: Friday, October 4 12 p.m. – 11 p.m. Saturday, October 5 10 a.m. – 11 p.m. Sunday, October 6 12 p.m. – 8 p.m. This event has been held annually since 2002. The previous approval by City Council on June 4, 2019, allowed the event to be held for five (5) consecutive years with the Director of Planning & Development Services having the ability to review conditions and provide revocability at their discretion. Due to the many years of experience by the event organizers and the stability and maturity of the event, the applicant is respectfully requesting that the event be permitted for three years per agreement with KITE. Case No. ZA24-0003 ACTION NEEDED: 1. Conduct public hearing 2. Consider approval of a Specific Use Permit ATTACHMENTS: (A) Background Information (B) Vicinity Map (C) SUP Review Summary No. 2, dated April 12, 2024 (D) Surrounding Property Owners Map and Responses • Presentation • Narrative • Site Plan • SPIN Report STAFF CONTACT: Peyton Sherman (817) 748-8269 Jenny Crosby (817) 748-8195 Case No. Attachment A ZA24-0003 Page 3 BACKGROUND INFORMATION APPLICANT: Southlake Chamber of Commerce PROPERTY SITUATION: Southlake Town Square at the northeast corner of FM 1709 and Carroll Avenue. LEGAL DESCRIPTION: Southlake Town Square LAND USE CATEGORY: Town Center CURRENT ZONING: “DT” Downtown District HISTORY: The Oktoberfest event has been successfully held annually in the Town Square for the past seventeen years. The event is typically held the first Friday, Saturday, and Sunday of October. August 20, 2002 – City Council approved (7-0) SUP’s for Special Events (Southlake Town Square NRPUD) and the Sale of Alcoholic Beverages for Oktoberfest for a period of one (1) year (ZA02-069 & ZA02-072). August 5, 2003 – City Council approved (5-0) SUP’s for Special Events (Southlake Town Square NRPUD) and the Sale of Alcoholic Beverages for Oktoberfest for a period of one (1) year (ZA03-046 & ZA03-047). August 3, 2004 – City Council approved (5-0) SUP’s for Mass Gathering Event (Southlake Town Square DT) and the Sale of Alcoholic Beverages for Oktoberfest for a period of three (3) years (ZA04-052 & ZA04-053). August 21, 2007 – City Council approved (7-0) SUP for Mass Gathering Event (Southlake Town Square DT) for Oktoberfest for a period of three (3) years (ZA07-096). The SUP requirement for Sale of Alcoholic Beverages had been eliminated. March 2, 2010 – City Council approved (7-0) SUP for Mass Gathering Event (Southlake Town Square DT) for Oktoberfest for a period of three (3) years (ZA10-005). June 21, 2011 – City Council approved (6-0) SUP for Mass Gathering Event (Southlake Town Square DT) for Oktoberfest for a period of three (3) years (ZA11-024). Renewal was necessary due to expansion of the event boundary for the Sport Zone, on the west side of Main Street. June 3, 2014 – City Council approved (7-0) SUP for Mass Gathering Event (Southlake Town Square DT) for Oktoberfest for a period of five (5) years, allowing Senior Director of Planning & Development Services the ability to review conditions and provide revocability at his/her discretion (ZA14-048). June 4, 2019; Approved (7-0) subject to the Staff Report dated May 28, 2019; noting the approval is for the 2019 event schedule hours as presented with the condition that RPAI approves of those hours and Case No. Attachment A ZA24-0003 Page 4 noting the approval is for a period of five (5) years. Expiration date June 4, 2024. Additional mass gathering SUPs approved in Southlake Town Square include: • Art in the Square; held annually since May 2000. Current approved SUP is valid in perpetuity. • Stars & Stripes; held annually since October 1999. Current approved SUP is valid in perpetuity. • Home for the Holidays; held annually since November 1999. Current approved SUP is valid in perpetuity. • Showcase in the Square; held annually 2012 - 2019. SUP expired July 1, 2019. • CISD Homecoming Parade; held annually in SLTS since 2013. Current approved SUP is valid until April 2029. • Diwalifest; held annually in the Town Square. Current approved SUP is valid until August 2026. • Southlake Springfest; held annually since February 2022. Current SUP is limited to a one-year approval. CITIZEN INPUT: This item was presented at SPIN on March 26, 2024. PLANNING & ZONING COMMISSION: CITY COUNCIL: STAFF COMMENTS: Attached is SUP Review Summary No. 2, dated April 12, 2024. City Council shall consider the following in determining whether to grant a Specific Use Permit for a mass gathering event according to the Comprehensive Zoning Ordinance No. 480, Section 45.13c, as amended: 1. whether there is convenient and safe access for the ingress and egress of pedestrians and vehicular traffic; 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; Case No. Attachment A ZA24-0003 Page 5 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; 4. whether sufficient illumination will be provided at night to protect the safety of the persons assembled; 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 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. The City Council may establish specific conditions depending upon the nature of the proposed event and traffic, health and safety issues according to Ordinance 480, Section 45.13.a, as amended. Case No. Attachment D ZA24-0003 Page 1 Case No. Attachment D ZA24-0003 Page 1 SUP REVIEW SUMMARY Case No.: ZA24-0003 Review No.: Two Date of Review: 04/12/24 Project Name: Specific Use Permit – Oktoberfest APPLICANT: Southlake Chamber of Commerce 1501 Corporate Circle Southlake, TX 76092 Phone: 817-481-8200 CITY STAFF HAS REVIEWED THE ABOVE REFERENCED PROJECT RECEIVED BY THE CITY ON 04/10/2024 AND WE OFFER THE FOLLOWING STIPULATIONS. THESE STIPULATIONS ARE HEREBY MADE CONDITIONS OF SITE PLAN APPROVAL UNLESS SPECIFICALLY AMENDED BY THE CITY COUNCIL. IF YOU HAVE ANY QUESTIONS OR NEED FURTHER CLARIFICATION, PLEASE CONTACT PEYTON SHERMAN. Planning Review Peyton Sherman Planner Phone: (817) 748-8269 Email: psherman@cityofsouthlake.com Informational Comments: * Please note that any or all of the Mass Gathering regulations may be applied to your event request. See Zoning Ordinance 480, as amended, Section 45.13. * A Special Event Permit will be required every year for this event. Any necessary sign and/or tent permits will also need to be submitted every year. * Each year, a current confirmation from the property owner will need to be submitted to the city prior to that year’s event. * All food vendors associated with the event(s) shall be required to obtain necessary Tarrant County Health Department permits. * Promotional signage approval and permits by appropriate City staff for the pavilion banner and small directional signs is required; and by the property owner for the banners hung across Main Street; and, TxDOT for the electronic message boards on S.H. 114. * The applicant understands that the small directional signs cannot be placed in the public right of way. The applicant shall pursue permission from the City Engineer to place 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 Case No. Attachment D ZA24-0003 Page 2 purposes. These signs are intended to direct traffic to parking areas. * On the date(s) of the event, anything that requires inspection cannot be moved, modified, or changed after inspection. * No obstructions of any kind are allowed on sidewalks or walkways. * No tent stakes in the ground. * No glass containers are allowed. Fire Department Review Contact: Lorenzo Chavez, Fire Inspector Phone: 817-748-8233 Fax: 817-748-8181 • Ensure emergency vehicle entry/exit access is maintained along Fountain and Grand. FD recommends relocating carnival rides out of this corridor as the footprint of the rides block portions of the emergency vehicle access. • Food truck and food tent vendors must not block sidewalks with overflow storage and/or active portable cooking appliances because of, among other things, potential burn hazards posed to attendees using the sidewalks. FD recommends placing the vendors near the edge of the street instead of the curb stop. • Large generator placement must not block portions of the sidewalk. Placement should follow IFC section 3106.6 listed here Police Department Review Contact Blas A. Hernandez – Police Captain Phone: 817-748- 8617 • Increase presence inside main beer tent and bar areas later in the evening on Friday night and Saturday night. Case No. Attachment D ZA24-0003 Page 3 • Consider adding a cutoff time for all alcohol sells that is consistent across all events • Increase communication with event coordinators to end event on time and make needed announcements to clear the area. • Increase coordination with vendors to prevent them from obstructing roadway access points for an inappropriate amount of time. Community Services Review Contact: Vicky Schiber, Community Relations Manager Phone: 817-748-8186 • We would prefer to have the large “Die Festhalle” tent moved off the grass and onto the street, possibly Main Street. • Please work with us to create a turf mitigation plan prior to the event. • Please ensure not to blow the mulch out of the tree wells when power washing streets and sidewalks, if so please replace. • Please ensure all stationary trash cans in the park are emptied at the end of the event. • Park site to be left in good or better condition than found before set-up. • Please add the location of beer staging and dumpsters to the event site map. Economic Development Review Contact: Robert Briggs, Deputy Director-Economic Development & Tourism Phone: 817-748-8003 Contact: Dylan Duque, Economic Development & Tourism Specialist Phone: 817-748-8919 1. No comments Case No. ZA24-0003 Attachment E Page 4 SURROUNDING PROPERTY OWNERS MAP & RESPONSES SPO # Owner Zoning Physical Address Acreage Response 1 SOUTHLAKE, CITY OF DT 1299 DIVISION ST 0.440710704 NR 2 SOUTHLAKE, CITY OF DT 1297 DIVISION ST 0.3544502 NR 3 SLTS LAND LP C3 401 N CARROLL AVE 0.473918203 NR 4 1400 PLAZA PLACE SOUTHLAKE OWN DT 1400 PLAZA PL 1.108343469 NR 5 SLTS GRAND AVENUE II LP DT 1411 PLAZA PL 0.181669263 NR 6 SLTS GRAND AVENUE II LP DT 410 GRAND AVE W 0.067598157 NR 7 UNITED STATES POSTAL SERVICE SP1 300 STATE ST 1.717242613 NR 8 SLTS GRAND AVENUE II LP DT 400 GRAND AVE W 0.216365812 NR 9 SOUTHLAKE, CITY OF DT 399 GRAND AVE W 0.216820443 NR 10 SLTS GRAND AVENUE II LP DT 310 GRAND AVE W 0.395855825 NR 11 SLTS GRAND AVENUE II LP DT 429 GRAND AVE E 0.263630522 NR 12 SLTS GRAND AVENUE II LP DT 389 GRAND AVE W 0.005089113 NR 13 SLTS GRAND AVENUE II LP DT 1445 PLAZA PL 0.124878657 NR Case No. ZA24-0003 Attachment E Page 5 14 SLTS GRAND AVENUE II LP DT 379 GRAND AVE W 0.005271828 NR 15 SLTS GRAND AVENUE II LP DT 1450 PLAZA PL 0.768884069 NR 16 SLTS GRAND AVENUE II LP DT 388 GRAND AVE E 0.004568998 NR 17 SLTS GRAND AVENUE II LP DT 378 GRAND AVE E 0.004901741 NR 18 SLTS GRAND AVENUE II LP DT 316 GRAND AVE W 0.248328102 NR 19 SLTS GRAND AVENUE II LP DT 327 GRAND AVE E 0.425228456 NR 20 SLTS GRAND AVENUE II LP DT 301 STATE ST 0.487107344 NR 21 TOWN SQUARE VENTURES LP SP1 331 N CARROLL AVE 0.75780658 NR 22 SLTS GRAND AVENUE II LP DT 286 GRAND AVE 0.554712699 NR 23 COPELAND, STEPHEN N SF20A 375 BINKLEY CT 0.087236192 NR 24 ARNOLD, AUSTIN SF20A 325 BINKLEY CT 0.313747396 NR 25 SLTS GRAND AVENUE II LP DT 251 GRAND AVE 0.597577424 NR 26 KG SOUTHLAKE OWNER LLC DT 351 CENTRAL AVE 0.043773196 NR 27 CRUMP, CHRISTOPHER DT 350 CENTRAL AVE 0.58130843 NR 27 LAIDLAW, TODD DT 350 CENTRAL AVE 0.58130843 NR 27 GRAMMER FAMILY LIVING TRUST DT 350 CENTRAL AVE 0.58130843 NR 27 GATTEN, NATHAN J DT 350 CENTRAL AVE 0.58130843 NR 27 BHYF HOLDINGS LLC DT 350 CENTRAL AVE 0.58130843 NR 27 PAUL & TERESA SPEGELMAN FAMILY DT 350 CENTRAL AVE 0.58130843 NR 27 TEELE, STANLEY DT 350 CENTRAL AVE 0.58130843 NR 27 PVILLE 78-2 LLC DT 350 CENTRAL AVE 0.58130843 NR 27 CALI PARKVIEW LLC DT 350 CENTRAL AVE 0.58130843 NR 27 TRUST ESTABLISHED UNDER THAT D DT 350 CENTRAL AVE 0.58130843 NR 27 YOUNG, RONNY DT 350 CENTRAL AVE 0.58130843 NR 27 KIM, JIN DT 350 CENTRAL AVE 0.58130843 NR 27 BEHL, DAWN DT 350 CENTRAL AVE 0.58130843 NR 27 1712 HOLDINGS, SERIES LLC DT 350 CENTRAL AVE 0.58130843 NR 27 MCGUIRE, ED DT 350 CENTRAL AVE 0.58130843 NR 27 STUBBLEFIELD, MICHAEL DT 350 CENTRAL AVE 0.58130843 NR 27 PETIT, HAROLD DT 350 CENTRAL AVE 0.58130843 NR 27 HUFFMAN, JERRY M DT 350 CENTRAL AVE 0.58130843 NR 27 LAMB, CHARLES DT 350 CENTRAL AVE 0.58130843 NR 27 BATTLE, ROY DT 350 CENTRAL AVE 0.58130843 NR 27 COOPER GD LLC DT 350 CENTRAL AVE 0.58130843 NR 27 CLARK, GLYNDA DT 350 CENTRAL AVE 0.58130843 NR 27 MAXINE B HALL LIVING TRUST DT 350 CENTRAL AVE 0.58130843 NR 27 SLJ II LLC DT 350 CENTRAL AVE 0.58130843 NR 27 2016 PARKVIEW CONDOMINIUMS DEV DT 350 CENTRAL AVE 0.58130843 NR 27 ELLIOTT AND BARBARA COHEN REVO DT 350 CENTRAL AVE 0.58130843 NR 27 THE JOHN CURTIS FLOWERS TRUST DT 350 CENTRAL AVE 0.58130843 NR 27 RICHARDS, DANIEL DT 350 CENTRAL AVE 0.58130843 NR Case No. ZA24-0003 Attachment E Page 6 27 CAMPANELLO, JOHN DT 350 CENTRAL AVE 0.58130843 NR 27 MANSKEY, JAMES DT 350 CENTRAL AVE 0.58130843 NR 27 LAWREL DRAKE PROPERTIES LLC DT 350 CENTRAL AVE 0.58130843 NR 27 THE ADAM & SHARON PSARIANOS FA DT 350 CENTRAL AVE 0.58130843 NR 27 MAMODIA 2015 FAMILY TRUST DT 350 CENTRAL AVE 0.58130843 NR 27 MOORE, ROBERT DT 350 CENTRAL AVE 0.58130843 NR 27 MELISSA J HUTTON SEPARATE PROP DT 350 CENTRAL AVE 0.58130843 NR 27 2016 PARKVIEW CONDOMINIUMS DEV DT 350 CENTRAL AVE 0.58130843 NR 28 MEETING STREET OWNERS ASSOCIAT DT 301 CENTRAL AVE 0.062571755 NR 29 MENDEZ LTD AG 240 N CARROLL AVE 0.597020506 NR 30 KIM, EUGENE DT 1501 MEETING ST 0.158343334 NR 31 LOGAN, MICHAEL DT 1503 MEETING ST 0.043975739 NR 32 TOWN SQUARE VENTURES LP DT 1200 MAIN ST 0.576482418 NR 33 BROWNSTONES AT TOWN SQUARE OWN DT 198 SUMMIT AVE 0.038774526 NR 34 TOWN SQUARE VENTURES LP DT 1460 MAIN ST 0.484354526 NR 35 DURANT, TOM DT 1500 MAIN ST 0.127734467 NR 36 TUSA, ROBIN DT 1510 MAIN ST 0.015457362 NR 37 CALVO, LEOPOLDO DT 1508 MAIN ST 0.046806079 NR 38 ANDREW AND AMANDA WILSON REVOC DT 1506 MAIN ST 0.062677149 NR 39 JULIA, THOMAS DT 1504 MAIN ST 0.061174094 NR 40 TOWN SQUARE VENTURES LP DT 1230 MAIN ST 0.280419076 NR 41 STRUNCK, JUERGEN F DT 220 N CARROLL AVE 0.307186369 NR 42 STRUNCK, JUERGEN F AG 200 N CARROLL AVE 0.42527757 NR 43 SOUTHLAKE, CITY OF DT 1501 MAIN ST 0.478972644 NR 44 TOWN SQUARE VENTURES LP DT 1429 MAIN ST 0.325370386 NR 45 TOWN SQUARE VENTURES LP DT 181 GRAND AVE 0.387937186 NR 46 TOWN SQUARE VENTURES LP DT 180 STATE ST 0.416701616 NR 47 TOWN SQUARE VENTURES LP DT 1235 MAIN ST 0.336736651 NR 48 SOUTHLAKE, CITY OF DT 145 CENTRAL AVE 0.053110733 NR 49 TOWN SQUARE VENTURES IV LP DT 115 CENTRAL AVE 0.081079189 NR 50 TOWN SQUARE VENTURES IV LP DT 125 CENTRAL AVE 0.396164894 NR 51 TOWN SQUARE VENTURES LP DT 1200 E SOUTHLAKE BLVD 1.01020339 NR 52 GREENWAY-SOUTHLAKE OFFICE PRTN SP1 1110 E SOUTHLAKE BLVD 0.269577578 NR 53 TOWN SQUARE VENTURES LP DT 115 GRAND AVE 0.382317737 NR 54 TOWN SQUARE VENTURES LP DT 112 STATE ST 0.377109635 NR 55 TOWN SQUARE VENTURES IV LP DT 1510 E SOUTHLAKE BLVD 0.132493637 NR 56 TOWN SQUARE VENTURES IV LP DT 1500 E SOUTHLAKE BLVD 0.281517087 NR 57 TOWN SQUARE VENTURES LP DT 1430 E SOUTHLAKE BLVD 0.266997284 NR 58 CARROLL/1709 LTD SP2 1201 E SOUTHLAKE BLVD 0.541174013 NR Case No. ZA24-0003 Attachment E Page 7 59 CARROLL/1709 LTD SP2 1425 E SOUTHLAKE BLVD 0.138506681 NR 60 SOUTHLAKE, CITY OF SP2 1401 E SOUTHLAKE BLVD 0.360190274 NR 61 CARROLL/1709 LTD SP2 1451 E SOUTHLAKE BLVD 0.878836592 NR 62 CAMBRIDGE 114 INC SP2 1545 E SOUTHLAKE BLVD 0.145344311 NR 63 CAMBRIDGE 114 INC SP2 1555 E SOUTHLAKE BLVD 0.081766227 NR 64 SLTS GRAND AVENUE II LP DT 1431 PLAZA PL 0.229465878 NR 65 SUNSHINE LIVING TRUST DT 1514 MAIN ST 0.061170735 NR 66 HISAMI RESOURCES LLC DT 1512 MAIN ST 0.062702743 NR 67 ALANIS, RENE MARCELO SF20A 1175 OWNBY LN 0.431966306 NR 68 DOWDY, ROBERT WESLEY SF20A 300 BINKLEY CT 0.663888876 NR 69 SLTS LAND LP DT 1651 E SH 114 5.313460942 NR 70 GLASS, RUTH DT 1509 MEETING ST 0.069923598 NR 71 BAYS, KIMBERLY DT 1507 MEETING ST 0.085877136 NR 72 JBGB BROWN FAMILY LIMITED PART DT 1505 MEETING ST 0.08237348 NR 73 NELSON, KENNETH R DT 1516 MAIN ST 0.061752636 NR 74 KIENAST, JOSEPH P DT 1518 MAIN ST 0.061986346 NR 75 STEBBINS, PATRICIA DT 1511 MEETING ST 0.079501916 NR 1000 SLTS GRAND AVENUE LP DT 371 STATE ST 1.855849912 U 1001 SOUTHLAKE, CITY OF DT 351 STATE ST 1.970855202 U 1002 SLTS GRAND AVENUE II LP DT 1401 FEDERAL WAY 2.438262009 U 1003 SOUTHLAKE, CITY OF DT 1451 FEDERAL WAY 1.365177939 U 1004 TOWN SQUARE VENTURES LP DT 1240 MAIN ST 4.077603415 U 1005 TOWN SQUARE VENTURES LP DT 1422 MAIN ST 0.672587551 U 1006 TOWN SQUARE VENTURES LP DT 1256 MAIN ST 0.666740201 U 1007 SOUTHLAKE, CITY OF DT 1400 MAIN ST 0.690236992 U 1008 TOWN SQUARE VENTURES LP DT 141 GRAND AVE 3.617334528 U 1009 SOUTHLAKE, CITY OF DT 1400 FOUNTAIN PL 0.809167856 U 1010 SOUTHLAKE, CITY OF DT 1400 E SOUTHLAKE BLVD 0.940508062 U 1011 TOWN SQUARE VENTURES LP DT 140 STATE ST 3.276427379 U 1012 TOWN SQUARE VENTURES LP DT 1400 CIVIC PL 0.745062032 U 1013 SLTS GRAND AVENUE II LP DT 1361 FEDERAL WAY 1.411053594 U Responses: F: In Favor O: Opposed To U: Undecided NR: No Response Notices Sent: Seventy (70) Responses Received: None