Item 9DCITY OF
SOUTH LADE
MEMORANDUM
February 25, 2009
TO: Shana Yelverton, City Manager
FROM: Greg Last, Director of Economic Development
SUBJECT: Consider a Community Events Participation Agreement with
GreenFellows, Inc. for the Southlake Green Day Event
Action Requested: Consideration of a Community Events Participation agreement
with GreenFellows, Inc. for the Southlake Green Day Event.
Background
Information: GreenFellows, Inc is a Non - Profit group working in conjunction
with the City to host Southlake Green Day. This event is
scheduled for March 28, 2009 from 9:00 a.m. — 4:00 p.m. at
Rustin Park.
Southlake Green Day is Southlake's point of connection to
learn about the many ways to be better stewards of the earth's
resources and various ways to save and invest in a
sustainable future, and improve daily living by going "green."
The event will feature vendors, manufacturers and other
businesses offering merchandise, products and pertinent
information about going "green." There will also be
demonstrations, lecturers and interactive "how to"
presentations about how the community can go the extra mile
to take care of the environment.
GreenFellows will also partner with the Carroll Independent
School District during education week to incorporate going
"green" with collecting recyclables and how to save energy.
Financial
Considerations: The City has been asked to participate in the form of staffing,
facility rental and equipment. The staff request will include one
(1) DPS, two (2) EMT to provide first aid and three (3)
Community Services staff to deliver and set up equipment as
well as monitoring electrical during the event. The equipment
will include the use of tables, tents and chairs. The estimated
cost of the staffing is $1,777.38. They are also requesting use
of Rustin Pavilion and equipment. GreenFellows, Inc. will
City Council
Meeting Date — March 3, 2009
Page 2 of 2
provide 50/50 match of the contributions by City of staffing
only.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
corporate objective to Actively Promote Opportunities for
Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: P & Z approved SUP for event at February 5, 2009 meeting
(6 -0)
City Council approved SUP for event at February 17, 2009
meeting (6 -0).
Legal Review: This agreement was modeled after the standard community
services agreement utilized by the City and has been
reviewed by the City Attorney.
Alternatives: Alternatives may include:
• City Council decision to approve
• City Council decision not to approve
Supporting
Documents: Supporting documents include:
■ Community Events Participation Agreement
• Application for Community Event Participation
Staff
Recommendation: Approve Community Events Participation agreement with
GreenFellows, Inc. for Southlake Green Day.
COMMUNITY EVENT PARTICIPATION AGREEMENT
BETWEEN CITY OF SOUTHLAKE AND
GREENFELLOWS, Inc. FOR SOUTHLAKE GREEN DAY
STATE OF TEXAS §
COUNTY OF TARRANT §
THIS AGREEMENT is entered into by and between the City of Southlake, Texas,
a home rule municipal corporation located in Tarrant County and Denton County,
Texas, acting by and through its duly authorized Mayor (hereinafter referred to as
"City "), and GreenFellows, Inc. (hereinafter referred to as "Applicant "), a nonprofit
organization operating in Southlake.
WHEREAS, the intent of Applicant is to provide an event that provides
information and promotes being good stewardship of the earth's resources; and,
WHEREAS, the City and the Applicant desire to enter into an Agreement
whereby the Applicant will provide services to citizens through their hosting of a
community event;
NOW, THEREFORE, City and Applicant do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
The Applicant shall provide the following services to the community:
1. Coordinate Southlake Green Day, a community event which promotes the
stewardship of the earth's resources. The Applicant shall conduct the event as
described in the attached Community Event Participation Application.
SECTION 2
GREENFELLOWS, INC. OPERATIONS
1. The Applicant shall operate in accordance with its own approved by -laws.
2. The City shall have the right to review the books and records kept incident to the
services provided by the Applicant to the City.
SECTION 3
USE OF CITY EQUIPMENT AND SUPPLIES
City agrees to offer, at the discretion of the City, the use of various equipment and
supplies to the Applicant for the Southlake Green Day event for services described in
Section 1 hereinabove. Equipment and supplies must be returned to the City in the
same or better condition as when provided. City also agrees to provide the services of
Community Event Participation Agreement - Green Day - Draft: 2009 -02 -25 - Page 1 of 2
City employees as listed in the attached Community Event Participation Application.
The Applicant will be responsible for incurring the cost for repairs or replacement of any
equipment or supplies which are damaged during use by the Applicant.
SECTION 4
PAYMENT FOR SERVICES
The City and the Applicant agree that the services provided by the other represent an
approximately equal value and, as such, the Applicant shall be required to provide a
50/50 match of the contributions by the City.
SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for the day of the Southlake Green Day
event on March 28, 2009 or one (1) day.
2. Either party may terminate this Agreement upon 30 days written notice to the
other party.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, the Applicant is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City. Neither
party shall have the authority to make binding representations or agreements on behalf
of the other.
SECTION 7
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing contained in
this agreement shall be construed to limit or waive any governmental or sovereign
immunity of the City, or any immunity applicable to its officers, agents, servants or
employees.
IN WITNESS WHEREOF the City and the Applicant have executed this
agreement as of this day of , 2009.
Approved as to legal form
and adequacy:
Attorney at Law Mayor, City of Southlake President, GreenFellows, Inc.
Community Event Participation Agreement - Green Day - Draft: 2009 -02 -25 - Page 2 of 2
CITY OF
SOUTHLAKE
9
Community Event Participation Policy
Appendix A
Application for Community Event Participation
Name of Event: Southlake Green Day
General Description of Event: The event can best be described as a green expo, It will host exhibitors -
businesses- that sell green products or services. Although they will not be selling products during the
event, they will be educating attendees about the benefits of their green products /services. We are also
partnering with CISD. We will have a recycling campaign (partnering with Abitibi) for K. -6 students.
Included in that is a drawing for a bike(s). The exhibitors do pay a nominal fee for a 10x10 booth space.
These monies will pay for advertising/marketing, public costs, porta- potties, various administrative
costs, etc. (City Council Approved SUP at 2- 17-09 meeting)
GreenFellows, Inc.
- Applicant:
Contact Name: Audra Lewandowski
Title: President/Committee Chair
- Primary
Phone: 817/308 -3823
1 Fax:
I Cell:
Email Address: audraasoitthlakegreenday.com
Web: www.SouthlakeGreenDa .coin
Paid Organizer Name: LJR Group
Title:
Phone: 817/337-4609
1 Fax:
Cell:
Email Address: lisa(cr irgroup.com
Web:
Re uestcd In -Kind Ci Staffin
Est. Cost*
Staff Member
Anticipated Duties
$213.84
1 Parks Worker ( -5 )
Monitor circuit breaker for some electrical use at event.
$78.54
2 Part-Time Rec. Staff
Deliver, set up and break down of teats, tables, and chairs
$49500
1 DPS — Police
(8:30a -5:30
Patrol Event
$990.00
2 EMT (8:30a- 5:30p)
Provide First Aid
*By Staff
TOTAL $1,777.38
Other Requested In -Kind Items
Est. Cost*
In -Kind Item
Proposed Utilization
$600.00
10 Tents
For the 10x10 booths for exhibitors
$160.00
20 Tables
For use at booths
$125.00
100 Chairs
For use at booths
$220.00
Rustin Pavilion
Use for event activities
*By Staff J.
TOTAL $1,105.00 (No Char e)
Please identify any unique requests for City assistance related to this event: e.. street closures
1. Closure of Fountain Place for the day
2. Closure of side streets near The Gap and Nike
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. 480
• Noise Ord. No. 778
Community Event Participation Application - Form date: 2009 -02 -23 - Pagel of 3
• Solicitation Ord. No. 850
• Ord. 827 Chapter 12, Article II
Please respond to the following questions:
1. Anticipated attendees:
Open to the public- 1,500 persons (est.)
2, Duration of event:
March 28' from gam to 4 m, set up at lam.
3. Annlicant'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: Yes, The committee members are active in the community, personally and professionally.
Also, this event is unique and very timely.
4. City Recognition Will the City be recognized as a "co- sponsor "? What additional exposure or
recognition will the City receive?
Answer: Yes. The city's logo will appear on the event flyers & website. Currently, KSB and Bob .lones
Nature Center have their logo on the Southlake Green Day website. Each of these organizations will
also have booths at the event.
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: We have contracted with a local Public Relations and event planning company, The L.IR
to help execute the event.
- Group,
6. Marketing Efforts Does the applicant have a marketing program to enhance the likelihood of success
of the event?
Answer. With the guidance of the L.1R Group, we will have the event listed in local
magazines /newspapers, the internet, and signage /flyers around town. A Press Release will go out about
30 -days prior to the event. An html email will also be generated for exhibitors to send to their client
base inviting them to the event.
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: We agree to reimburse the City for an amount egLial to 50% of the costs incurred, currently
estimated as shown on page I of the application.
8. Neutrali : 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: No. This event is not political in nature.
9. Tourism Irrr act: 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: May have a few out-of-town guests /speakers. Mostly local attendees expected.
Community Event Participation Application - Form date: 2009- 02 -23 - Page 2 of 3
Submitted by:
�)
ota Greeffell ows, Inc.
ame: Audra Lewandowski
Title: Presiden ' Committee Chair
Date: i !
Approved or Coune' Consi eration:
I'd Greg Last
Director of Economic Development
Date: 'Z - Z 5 - -+ 6 1, ' - ?
Community Event Participation Application - Form date: 2009- 02 -23 - Page 3 of .3