Item 6DM E M O R A N D U M
December 1, 2009
TO: Shana Yelverton, City Manager
FROM: Jill Cherry, Marketing & Tourism Coordinator
Consider a Community Events Participation Agreement with
SUBJECT:
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 27, 2010 from 10:00 a.m. – 5:00 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 $1,542.50. They are also requesting use
of Rustin Pavilion and equipment. GreenFellows, Inc. will
City Council
Meeting Date – December 1, 2009
Page 2 of 2
provide 50/50 match of the contributions by City of staffing and
various items such as equipment and facility rental.
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
objective to Enhance resident quality of life and business
sustainability through tourism as well as Actively Promote
Opportunities for Partnerships and Volunteer Involvement.
Citizen Input/
Board Review:
P & Z approved SUP for event at October 22, 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 - 2009-11-23 - 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 27, 2010 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 ____________, 20______.
Approved as to legal form
and adequacy:
____________________________________________________________
Attorney at Law Mayor, City of Southlake President, GreenFellows, Inc.
Community Event Participation Agreement
-Green Day - 2009-11-23 - Page 2 of 2
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. (P & Z Approved SUP at 10-22-09 meeting)
Applicant
: GreenFellows, Inc.
Contact NameTitle
: Audra Lewandowski : President/Committee Chair
PhoneFaxCell
: 817/308-3823 ::
Email AddressWeb
:audra@southlakegreenday.com:www.SouthlakeGreenDay.com
Paid Organizer Company
: LJR Group
Contact NameTitle
: Lisa Ross : Chief Executive Officer
PhoneFaxCell
: 817/337-4609 : 817/562-1935 :
Email AddressWeb
:lisa@ljrgroup.com: www.ljrgroup.com
Requested In-Kind City Staffing
Est. Cost* Staff Member Anticipated Duties
$213.841 Parks Worker (9a-5p) Monitor circuit breaker for some electrical use at event.
9am – 5 pm = 9 hrs
$78.542 Part-Time Rec. Staff Deliver, set up and break down of tents, tables, and chairs
2 hour Set Up/2 hour Break Down
$451.121 DPS – Police Patrol Event
9:30am-5:30pm = 8 hrs
rd
$169.001 DPS – Police Patrol 3 Floor Conf. Rooms for Guest Speaker
10:30am-12pm = 1.5 hrs 2:30pm-4pm = 1.5 hrs
*By Staff TOTAL $912.50 X .50 = $456.25
Other Requested In-Kind Items
Est. Cost* In-Kind Item Proposed Utilization
$160.0020 Tables For use at booths
$125.00100 ChairsFor use at booths
$220.00Rustin Pavilion Use for event activities
$125.00Southlake Scene ½ Page advertising in Southlake Scene
*By Staff TOTAL $630.00 X .50 = $315.00
Please identify any unique requests for City assistance related to this event: (e.g. street closures)
1.Closure of Fountain Place for the day
2.Closure of side street near Nike/Bombay
Community Event Participation Application - Form date: 2009-11-23 - Page 1 of 3
3.
Unless determined separately via City Council approval of a Specific Use Permit, by Signing this
application, the applicant agrees to comply with all City ordinances including but not limited to
the following:
Zoning Ord. No. 480, Sections 34 and 45 Park Use Policy Ord. No. 827, Chapter 12
Solicitation Ord. No. 850 Texas Alcohol and Beverage Code
Sign Ord. No. 704-C Tarrant County Health Dept.
Noise Ord. No. 778
Please respond to the following questions:
1. Anticipated attendees*:
Open to the public- 1,500 persons (est.)
(*Note that greater than 300 attendees requires a Mass Gathering Notification be given to the Primary
Contact, greater than 1,000 attendees requires approval of a Specific Use Permit from City Council.)
2. Date(s) and duration of event (include any set up timing as well):
th
March 27 from 10am to 5pm, set up at 8am.
3.Applicant’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: 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 & T-shirts.
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: Yes. This is a second-year event and the first year went well. No issues.
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 LJR 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. The event will also be publicized throughout CISD.
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 equal to 50% of the costs incurred, currently
Community Event Participation Application - Form date: 2009-11-23 - Page 2 of 3
estimated as shown on page 1 of the application.
8.Neutrality: 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 Impact: 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.
Submitted by: Approved for Council Consideration:
___________________________________________________________
Company Name: Greg Last,
CED
Typed Name: Director of Economic Development
Title:
Date: ______________________
Date: ______________________
Community Event Participation Application - Form date: 2009-11-23 - Page 3 of 3