Item 7DCASE NO
City of Southlake
Department of Planning
ZA04-052
STAFF REPORT
July 28, 2004
PROJECT: Oktoberfest (Mass Gathering)
REQUEST: In cooperation with the City of Southlake and Cooper & Stebbins, L.P., the
Southlake Chamber of Commerce is requesting approval of a specific use permit for
a mass gathering event.
ACTION NEEDED: 1. Conduct public hearing
2. Consider specific use permit approval
ATTACHMENTS: (A) Background Information
(B) Vicinity Map
(C) Plans and Support Information
(D) Surrounding Property Owners Map
(E) Surrounding Property Owners Responses
(F) Resolution No. 04-058
STAFF CONTACT: Dennis Killough (481-2073)
Ken Baker (481-2046)
Case No.
ZA04-052
BACKGROUND INFORMATION
OWNERS: The City of Southlake and Cooper & Stebbins, L.P.
APPLICANT: The Southlake Chamber of Commerce
PURPOSE: The zoning regulations for Southlake Town Square require approval of a
SUP for mass gathering events.
PROPERTY SITUATION: The property is located on the northeast corner of the intersection of North
Carroll Avenue and East Southlake Boulevard (FM 1709).
LEGAL DESCRIPTION: The property is described as Southlake Town Square, Phase I, being 42.013
acres.
LAND USE CATEGORY: Town Center
CURRENT ZONING: "DT" Downtown District
HISTORY: This is the third annual Oktoberfest celebration held in the Town Square.
The event is typically held the first Friday, Saturday, and Sunday of October.
P&Z ACTION: July 22, 2004; Approved (4-0) and allowed to be held one weekend per year,
Friday through Sunday, for three (3) consecutive years without having to
receive a new SUP approval each year, with the following conditions:
A Plan be submitted and approved administratively by the City of
Southlake Department of Public Safety, Parks and Recreation and
Planning Department, subject to all applicable City ordinances and
codes, including the criteria for a mass gathering event described in
Ordinance 480, Section 45.14, as amended.
2. The event remains within the general scope of this plan.
STAFF COMMENTS: A site exhibit and general description of the event is included as attachment
`C' of this report. The expected attendance of the event is approximately
3 5, 000 over the three-day event.
Case No.
ZA04-052
Since this has become an annual event, the applicant is requesting that it be
approved and allowed to be held one weekend per year, Friday through
Sunday, for three (3) consecutive years without having to receive a new SUP
approval each year, with the following conditions:
A Plan be submitted and approved administratively by the City of
Southlake Department of Public Safety, Parks and Recreation and
Planning Department, subject to all applicable City ordinances and
Attachment A
Page 1
codes, including the criteria for a mass gathering event described in
Ordinance 480, Section 45.14, as amended.
2. The event remains within the general scope of this plan.
M\Community Development\WP-FILES\MEMO\2004cases\04-052SUP.doc
Case No.
ZA04-052
Attachment A
Page 2
`�
Case No.
ZA04-052
Vicinity Map
Oktoberfest
C MY
HALL
Uld
NORTHY4rEE
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Attachment B
Page 1
M
S OUTHLAKE
Cham6cr of Commerce
July 6, 2004
Dennis Killough
Senior Planner
City of Southlake
1400 Main Street, Suite 310
Southlake, TX 76092
Dear Dennis,
The Southlake Chamber of Commerce is requesting a Specific Use Permit for The
Southlake Oktoberfest 2004 that is being produced by The Soutllake Chamber of
Commcrce in cooperation with. Southlake Town Square and will be held on October 1, 2,
and 3 in Southlake Town Square.
Event Information:
This Oktoberfest celebration will be geared to families in the Southlake area and will
feature a large children's area., g>rcat food, entertainment throughout the weekend, and an
arts and crafts show. The Southlake Oktoberfest will be a free event with no restriction to
shoppers or the public in accessing the entire Town Square area.
Fun community events such as the Wiener -Dog Races will take place with proceeds
going to the Humane Society. Other community events are also being planned.
Even though the festival name might carry some beer connotations, the Chamber and
festival staff are working very closely with City Department of Public Safety and State
TABC officers to ensure a safe, family -oriented event. The goal of the event is to allow
families to stay together while enjoying the festivities.
Harris Methodist HEB Hospital and the Star -Telegram, along with Coca-Cola,
Washington Mutual, Bank of the West, Coors, and others are committed sponsors of
Southlake Oktoberfest to date.
RECD JUL 06 20N
-1-
1501 CA%rporateCircle, Suitc 117I1 S:a:ihh kc,T—a.7W92 R17ASI.9110 917.749SM !ax of iC rthl kech:imt er.cn:n wwu•.xi::ihlskcrluernl crx:r:n
Case No.
ZA04-052
Attachment C
Page 1
Components of Event:
Arts and Crafts Booths — We are hoping to have as many as 75 arts and crafts booths
scattered throughout the event
Entertainment — Continuous entertainment is scheduled in the pavilion with big -name
acts during the evening hours on Friday and Saturday night. All entertainment will be
provided free to the public.
Food Booths — Various restaurants and food vendors in Southlake and surrounding areas
are being solicited to participate in the event.
Beer Concessions — The Chamber is hoping to operate beer concession booths during the
hours still to be determined A separate SUP is being submitted for this portion of the event.
Expected Attendance
An attendance of over 35,000 people over the three days is expected due to the success of
other events already produced in Town Square. The streets closure request is still pending
and will be finalized with the Department of Public Safety as the number of vendors is
finalized.. See the attached map for anticipated street closure configurations. Portable
restrooms will be available in the areas indicated on the Road Closure map,
Sincerely,
Giovanna Pheflips
President
REC'D Y " 0 6 2004
Case No. Attachment C
ZA04-052 Page 2
M
SOUTHLAKE
[:.harnber of Cummercc
July G, 2004
Mass Gathering Permit Information:
Section 45.14 (b)
i. Promoter information
Rick Lott, Festival Director
Address:
1529 Cat Mountain Tr,
Keller, TX 76248
Giovanna Phillips, Chamber President
Shellie Johnson, VP Communications and Events
Melissa Kemmerer, Member Services Coordinator
Address for all of the above:
1501 Corporate Circle, Suite 100
Southlake, TX 76092
ii. Mass Gathering Area
Oktoberfest is to he held at Southlake Town Square in the public parks area, located in Southlake,
Texas. The area is the same as it was in 2003. A map of the affected areas is attached.
iii. Maximum Number of Patrons
An estimated attendance of up to 55,000 over the course of the threw days is anticipated. There are
no plans to control for the number of attendees as estimated attendance is within the parameters of
what the area can reasonably accommodate.
iv. Dates and Times
Friday, October 1: 5:00 p.m. — 11:00 p.m.
Saturday, October 2: 10:00 a.m, — I L00 p.m.
Sunday, October 3: 1 1:00 a.m. — 5:00 p.m.
V. Previous Mass Gatherin s
This year marks the third annual Southlake Oktoberfest event. All plans emulate previous years'
events.
1) SafeIssues
• Promoter's preparations
• The Soy Scouts of America have been contracted to handle all trash cleanup during
the dates of October I through 3. The same group handled cleanup in previous
years. In addition, staff and other volunteers will assist with additional cleanup as
necessary. Portable toilets will be on hand, including those with handicap
accessibility. All food Vendors will have appropriate licensing and insurance and
will manage their own cleanup.
• Securi REUD J U L f' 6 2004
1501 Corporate Circle, Suite 1(10 Sou thla kr, Trxas 7(,(N)2 817-i81-KI Ml 817.749-82207. (aX k-h—dil --n
Case No.
ZA04-052
Attachment C
Page 3
■ All security and traffic control is being handled directly through Southlake's
Department of Public Safety and paid for by the Southlake Chamber of Commerce
as it was in previous years. Overnight security will be provided by Southlake
Town Square. Per initial conversations with Chief Price, traffic control is not
anticipated to be a problem. Security shifts will be scheduled directly through
DPS.
■ Medical
■ As part of the security, an ambulance will be onsite during the festival. In addition,
Harris Methodist H;FB's mobile unit will remain onsitc throughout the weekend as
well.
* Minors
■ Minors are welcome to attend the event. With regard to alcohol, persons of legal
drinking age wil l be required to show identification when purchasing tickets being
used to purchase alcohol as well as to purchase a wristband that designates them as
being aver 21. A minitnum of one TABC licensed beer booth worker per beer
booth will be in a booth during the entire weekend. Any worker that has a question
regarding a person's legality will request that person to show their identification a
second time.
■ All information is provided by promoter, and therefore, based on his/her best
information and belief.
+ Water Supply
■ Water supply requirements listed in the ordinance are not applicable because the
event occurs in Southlake Town Square where city water is readily available.
+ Toilet Facilities
• We request a variance from the toilet facilities listed in the ordinance. We will
provide an adequate number of portable toilets in the festival area. These will be
provided by Southlake Town Square and will be maintained in a sanitary manner
during the event. Eight toilets will be on hand and will be sufficient based on the
anticipated number of attendees.
• Minimum Area
■ We request a variance to the minimum area required in the ordinance because it is
not applicable. The Southlake Town Square site provides plenty of space for the
attendees.
■ Solid Waste Facilities
■ Southlake Parks and Recreation will place an adequate number of 55-gallon drums
at the event. As stated in Section 3-52 (c), the Soy Scouts will handle the
maintenance of these drums during the event as they did last year.
■ Noise Control
■ Noise control requirements are not applicable because of City Ordinance No. 778.
• Food Sanitation
■ All food vendors will be required to comply with all current health codes.
■ Medical and Nursing Care
• Southlake DPS will provide medical care and will comply with all current medical
requirements.
2) Diagram
See attached
RECa JUL 6 6 2004
Case No.
ZA04-052
Attachment C
Page 4
3) Performers
Several performers are anticipated, including:
o Emerald City who appeared in 2003
o Le Freak
o Bulletproof Brass
Additionally, other Iive bands as well as local community group entertainment will be on hand.
Although many are paid performers, some are free. The agreement contains dates, pricing, and
necessary equipment. Addresses for all performers are not available.
4) Property Address
See Section 45.14 (b) (ii)
5) Owner Agreement
Southlake Town Square CFO Patti Pickard is currently working on the agreement. It will
be provided to the City of Southlake upon its completion.
Res full submitted,
G' V a Phillips
Presi ent
REED J U L 0 6 2004
Case No.
ZA04-052
Attachment C
Page 5
FSOU'T H 1 Akt
TOWN SQUARE
E
To whom it may concern:
The Southlake Chamber oi`Commerce has been granted permission by Southlake Venture West,
L P , a Texas limited partnership, and Southlake Central Venture, a Texas joint venture (hereafter
collectively referred to as "Owner") to operate Oktobetfest in Southlake Io►vn Square from
October l — 3, 2004, in accordance with the attached diagram, and on the condition that, at its
expense, Southlake Chamber of'Cornmerce shall (1) obtain all licenses and permits that may be
reglaire-ti by the City: and (1) carry liability insurance fin amounts appropriate to the scale and
duration of the event), which shall name as additional insureds Southlake Venture West, L P.,
Southlake Central Venture and Cooper & Stebbins, L P
SOUTHLAKE CENTRAL VENTURE and
SOUTHLAKE VENTURE WEST, L.P.,
By: Cooper & Stebbins, L P
Its authorized agent
r �cGuL
Patricia S. Pickard,
Chief Financial Officer
Date of Signature:
REC'D J U L 14 2004
A Development By
COOPER & STEBBINS
1256 MAIN STREET SUITE 240. SOUTHLAKE. TExAs 76092
TEtrPKoNE (817) 329-5566 FAx (8171251-8717
Case No. Attachment C
ZA04-052 Page 6
Surrounding Property Owners
Oktoberfest
F.M. 1709
13 12 11
Owner
Zoning
Land Use
Acreage
1.
Greenway Rowlette 66 Lp
S-P-1
Medium Density Residential
1.214
2.
Strunk, Juergen F
AG
Medium Density Residential
3.359
3.
Mendez Ltd
AG
Medium Density Residential
3.206
4.
Linn, Patti
SF-20A
Medium Density Residential
0.531
5.
Wright, Michael J Etux Wanda
SF-20A
Medium Density Residential
0.475
6.
Reece, Richard T
SF-20A
Medium Density Residential
0.465
7.
Mystere Ent. Inc.
0-1
Office Commercial
0.847
8.
Flagstaff Partners Lp
0-1
Office Commercial
1.661
9.
The Fechtel Group
DT
Town Center
30.095
10.
Pkb Enterprises Ltd.
DT
Town Center
45.533
11.
Texas Health Resource Inc
S-P-2
Office Commercial
12.604
/ Cambridge 114 Inc,
12.
South Carroll/1709 Ltd.
S-P-2
Office Commercial
29.002
13.
Prade, C A Jr Flux Anita
AG
Medium Density Residential
16.190
14.
Southlake Venture
DT,C-3,S-P-1
Town Center
0.768
15.
United States Postal Service
S-P-1
Town Center
2.970
16.
City of Southlake
DT
Town Center
NA
Case No. Attachment D
ZA04-052 Page 1
Surrounding Property Owner Responses
Oktoberfest
Notices Sent: Fifteen (15)
Responses: None
Case No.
ZA04-052
Attachment E
Page 1
RESOLUTION NO. 04-058
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A
MASS GATHERING EVENT ON PROPERTY WITHIN THE CITY OF
SOUTHLAKE, TEXAS, LOCATED AT THE NORTHEAST CORNER
OF E. SOUTHLAKE BLVD. AND N. CARROLL AVENUE, BEING
LEGALLY DESCRIBED AS SOUTHLAKE TOWN SQUARE PHASE I,
AN ADDITION TO THE CITY OF SOUTHLAKE, TARRANT
COUNTY, TEXAS, ACCORDING TO THE PLAT RECORDED IN
CABINET A, SLIDE 4892, PLAT RECORDS, 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.
WHEREAS, a Specific Use Permit for a mass gathering event 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 (37) and Section 45.14 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 event on property located at the
northeast corner of E. Southlake Blvd. and N. Carroll avenue, being legally described as Southlake Town
Square Phase I, an addition to the City of Southlake, Tarrant County, Texas, according to the plat recorded in
Cabinet A, Slide 4892, Plat Records, Tarrant County, Texas, more fully and completely described in Exhibit
Case No. Attachment F
ZA04-052 Page 1
"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:
1.
2.
3.
4.
SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS
ATTEST:
Lori Farwell
City Secretary
DAY OF , 2004.
CITY OF SOUTHLAKE
I0
Andy Wambsganss, Mayor
Case No. Attachment F
ZA04-052 Page 2
EXHIBIT "A"
Property located at the northeast corner of. E. Southlake Blvd. and N. Carroll avenue, being legally described
as Southlake Town Square Phase I, an addition to the City of Southlake, Tarrant County, Texas, according to
the plat recorded in Cabinet A, Slide 4892, Plat Records, Tarrant County, Texas.
Case No.
ZA04-052
Attachment F
Page 3
M
5OUTHLAKE
ChL-6cr of C:—crcc
July 6, 2004
Dennis Killough
Senior Planner
City of Southlake
1400 Main Street, Suite 310
Southlake, TX 76092
Dear Dennis,
The Southlake Chamber of Commerce is requesting a Specific Use Permit for The
Southlake Oktoberfest 2004 that is being produced by The Southlake Chamber of
Commerce in cooperation with Southlake Town Square and will be held on October 1, 2,
and 3 in Southlake Town Square.
Event Information:
This Oktoberfest celebration will be geared to families in the Southlake area and will
feature a large children's area, great food, entertainment throughout the weekend, and an
arts and crafts show. The Southlake Oktoberfest will be a free event with no restriction to
shoppers or the public in accessing the entire Town Square area.
Fun community events such as the Wiener -Dog Races will take place with proceeds
going to the Humane Society. Other community events are also being planned.
Even though the festival name might carry some beer connotations, the Chamber and
festival stag' are working very closely with City Department of Public Safety and State
TABC officers to ensure a safe, family -oriented event. The goal of the event is to allow
families to stay together while enjoying the festivities.
Harris Methodist H) B Hospital and the Star -Telegram, along with Coca-Cola,
Washington Mutual, Bank of the West, Coors, and others are committed sponsors of
Southlake Oktoberfest to date.
REC D J U L 0 6 20N
-I-
1501 Corpora tc 0 rele, Suite IOn & ,31hlakc„Trsar NAM R17ASI 9200 917.749.8202 f— I[IidP d-111 ,l: kreh i F.cr.eI— wwu %onilrlake.r.1-nil—con i
Case No.
ZA04-052
Attachment F
Page 5
Components of Event:
Arts and Crabs Booths — We are hoping to have as many as 75 arts and crafts booths
scattered throughout the event
Entertainment — Continuous entertainment is scheduled in the pavilion with big -name
acts during the evening hours on Friday and Saturday night. All entertainment will be
provided free to the public.
Food Booths — Various restaurants and food vendors in Southlake and surrounding areas
are being; solicited to participate in the event.
Beer Concessions — The Chamber is hoping to operate beer concession booths during the
hours still to be determined A separate SUP is being submitted for this portion of the event.
Expected Attendance
An attendance of over 35,000 people over the three days is expected due to the success of
other events already produced in Town Square. The streets closure request is still pending
and will be finalized with the Department of Public Safety as the number of vendors is
finalized. See the attached map for anticipated street closure configurations. Portable
restrooms will be available in the areas indicated on the Road Closure map.
Sincerely,
Giovanna Ph eflips
President
-2-
REC'D J 1 " 0 6 2004
Case No. Attachment F
ZA04-052 Page 6
July d, 2004
Section 45.14 (b)
Case No.
ZA04-052
M
SOUTH LAKE
Chamhrr of Commrrrr
Mass Gathering Permit Information:
i. Promoter information
Rick Lott, Festival Director
Address:
1529 Cat Mountain Tr.
Keller, TX 76248
Giovanna Phillips, Chamber President
Shellie Johnson, VP Communications and Events
Melissa Kemmerer, Member Services Coordinator
Address for all of the above:
1501 Corporate Circle, Suite 100
Southlake, TX 76092
ii. Mass Gathering Area
Oktoberfest is to be held at Southlake Town Square in the public parks area, located in Southlake,
Texas. The area is the same as it was in 2003. A map of the affected areas is attached.
iii. Maximum Number of Patrons
An estimated attendance of up to 55,000 over the course of the three days is anticipated. There are
no plans to control for the number of attendees as estimated attendance is within the parameters of
what the area can reasonably accommodate.
iv. dates and Times
Friday, October 1: 5:00 p.m. — 1 1:00 p.m.
Saturday, October 2: 10:00 a.m. -- I l :00 p.m.
Sunday, October 3: 1 1:00 a.m. — 5:00 p.m.
V. Previous Mass Gatherings
This year marks the third annual Southlake Oktoberfest event. All plans emulate previous years'
events.
1) SAL —Issues
• Promoter's preparations
• The Soy Scouts of America have been contracted to handle all trash cleanup during
the dates of October 1 through 3. The same group handled cleanup in previous
years. In addition, staff and other volunteers will assist with additional cleanup as
necessary. Portable toilets will be on hand, including those with handicap
accessibility. All food vendors will have appropriate licensing and insurance and
will manage their own cleanup.
■ Securl REG-D J U L G 6 2004
1501 Corporate Circle. Suite 100 tiuuthlake,Texai7fO12 817-481-KiAl HI7.749-821P fax i.kA —uhlakerh—hrr-corn vm--ahlakmlunilzer.r—i
Attachment F
Page 7
• All security and traffic control is being handled directly through Southlake's
Department of Public Safety and paid for by the Southlake Chamber of Commerce
as it was in previous years. Overnight security will be provided by Southlake
Town Square. Per initial conversations with Chief Price, traffic control is not
anticipated to be a problem. Security shifts will be scheduled directly through
DPS.
• _Medical
• As part of the security, an ambulance will be onsite during the festival. In addition,
Harris Methodist HEB's mobile unit will remain onsite throughout the weekend as
well.
■ Minors
■ Minors are welcome to attend the event. With regard to alcohol, persons of legal
drinking age will be required to show identification when purchasing tickets being
used to purchase alcohol as well as to purchase a wristband that designates them as
being over 21. A minimum of one TABC licensed beer booth worker per beer
booth will be in a booth during the entire weekend. Any worker that has a question
regarding a person's legality will request that person to show their identification a
second time.
■ All information is provided by promoter, and therefore, based on his/her best
information and belief.
• Water Supply
• Water supply requirements listed in the ordinance are not applicable because the
event occurs in Southlake Town Square where city water is readily available.
• Toilet Facilities
• We request a variance from the toilet facilities listed in the ordinance. We will
provide an adequate number of portable toilets in the festival area. These will be
provided by Southlake Town Square and will be maintained in a sanitary manner
during the event. Eight toilets will be on hand and will be sufficient based on the
anticipated number of attendees.
• Minimum Area
• We request a variance to the minimum area required in the ordinance because it is
not applicable. The Southlake Town Square site provides plenty of space for the
attendees.
■ Solid Waste Facilities
• Southlake Parks and Recreation will place an adequate number of 55-gallon drums
at the event. As stated in Section 3-52 (c), the Boy Scouts will handle the
maintenance of these drums during the event as they did last year.
* Noise Control
• Noise control requirements are not applicable because of City Ordinance No. 778.
• Food Sanitation
• All food vendors will be required to comply with all current health codes.
• Medical and Nursing Care
• Southlake DPS will provide medical care and will comply with all current medical
requirements.
2) Diagram
See attached
RECO J U L G 6 2004
Case No. Attachment F
ZA04-052 Page 8
3) Performers
Several performers are anticipated, including:
o Emerald City who appeared in 2003
o Le Freak.
o Bulletproof Brass
Additionally, other 'live hands as well as local community group entertainment will be on hand.
Although many are paid performers, some are free. The agreement contains dates, pricing, and
necessary equipment. Addresses for all performers are not available.
4) Property Address
See Section 45.14 (b) (ii)
5) Owner Agreement
Southlake Town Square CFO Patti Pickard is currently working on the agreement. It will
be provided to the City of Southlake upon its completion.
Res full submitted,
Grov a Phillips
Press ent
RED'D J U 0 6 2004
Case No.
ZA04-052
Attachment F
Page 9