Item 7ECASE NO
City of Southlake
Department of Planning
ZA04-053
STAFF REPORT
July 28, 2004
PROJECT: Oktoberfest (Alcohol Sales)
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
the sale of alcoholic beverages at Oktoberfest.
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. 04-059
STAFF CONTACT: Dennis Killough (481-2073)
Ken Baker (481-2046)
Case No.
ZA04-053
BACKGROUND INFORMATION
OWNERS: The City of Southlake and Cooper & Stebbins, L.P.
APPLICANT: The Southlake Chamber of Commerce
PURPOSE: A specific use permit is required for the sale of alcoholic beverages.
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, and being
42.013 acres.
LAND USE CATEGORY: Town Center
CURRENT ZONING: "DT" Downtown District
P&Z ACTION: July 22, 2004; Approved (4-0) allowed during the three day period of the
Oktoberfest, 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:
1. 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 an event description are included as attachment `C' of this
packet.
This is an SUP allowing alcohol sales only for the three day event. The
TABC will issue a temporary permit for the event following the City
approval of the SUP.
Since this has become an annual event, the applicant is requesting that it be
approved and allowed during the three day period of the Oktoberfest (ZA04-
052) one weekend peryear, Friday through Sunday, for three (3) consecutive
years without having to receive a new SUP approval each year, with the
following conditions:
1. A Plan be submitted and approved administratively by the City of
Case No. Attachment A
ZA04-053 Page 1
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.
M\Community Development\MEMO\2004cases\04-053SUP. doc
Case No.
ZA04-053
Attachment A
Page 2
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Case No.
ZA04-053
Vicinity Map
Oktoberfest
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Attachment B
Page 1
M
SOUTHLAKE
C h1 I1111rt ur Co, Ot 111C I C r
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 Octobcr 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,
Pun 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 Pubic 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, Sank of the West, Coors, and ethers are committed sponsors of
Southlake Oktoberfest to date.
RECD J U L 0, b 20N
-l-
1561 Corlxmitt CircIt, 5uitr. I M I Southlakcjcxax 7002 817ASI.82UP 917.749.8202 fax In fiMsoinhlakechamhcr.c www.southiakr hamber.com
Case No.
ZA04-053
Attachment C
Page 2
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 Ph flips
President
-2-
RECD Y " 0 6 2004
Case No. Attachment C
ZA04-053 Page 3
Additional Event Description Items:
Hours:
Friday, October 1 — 5:00 p.m. to 11:00 p.m.
Saturday, October 2 —10:00 a.m. to 11:00 p.m.
Sunday, October 3 —11:00 a.m. to 5:00 p.m.
Festival director Rick Lott as well as Chamber president Giovanna Phillips will be the
primary onsite contacts with regard to vendor relations.
Setup/Cleanup:
Setup will begin Friday October 1, 2003 at 7:00 a.m. Clean-up will take place
immediately following the event's close at 5:00 p.m. and should conclude by 10:00 p.m.
at the latest.
Staffmg:
Local community groups, including Chamber volunteers will be the primary staffing
agents for the event. The following is a tentative outline:
Beer booths: Greater Southlake Women's Society
Clean-up: Boy Scouts of America
Gates: Citizens DPS alumni
Ticket booths: Southlake Chamber of Commerce
Security:
As in previous years, all security will be contracted with the City of Southlake's
Department of Public Safety. Initial conversations with Chief Price indicate that no
traffic control or parking problems are anticipated. However, if any do arise, we will
work the DPS on that as well.
Entertainment:
The City pavilion will serve as the only entertainment stage. The stage will include local
community groups as well as professional entertainment (See attached tentative schedule
of events). Entertainment similar to that in previous years is expected, including the
return of Emerald City.
REC'D JUL.. 0 b 2nO4
-3-
Case No. Attachment C
ZA04-053 Page 4
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 Etux 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
ZA04-053 Page 1
Surrounding Property Owner Responses
Oktoberfest
Notices Sent: Fifteen (15)
Responses: None
Case No.
ZA04-053
Attachment E
Page 1
RESOLUTION NO. 04-059
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR
THE SALE OF ALCOHOLIC BEVERAGES 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 the sale of alcoholic beverages 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 (1) and Section 45.6 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 the sale of alcoholic beverages 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
Case No. Attachment F
ZA04-053 Page 1
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, 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
M.
Andy Wambsganss, Mayor
Case No. Attachment F
ZA04-053 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.
ZA04-053
Attachment F
Page 3
M
50UTHLAKF
Cl--bcr of (_ o—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 Racers will take place with proceeds
going to the Humane Society. Other community events are also being planned.
Even though the festival name might cant' 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 J U L 0 6 20n4
-I-
1501 Corporate Circle.S,aite 100 rmmh1Ac.T.xa%i(M2 RUAR1.9200 817.744.8202 fi— i.ine jw1,h,I.,]—..1 .... ... www•—11,lak—hnrnlx,..:ii
Case No.
ZA04-053
Attachment F
Page 5
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 detennined A separate SLAP 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 /11i�pps
President
-2-
RECD J I H 0 6 2004
Case No. Attachment F
ZA04-053 Page 6
Additional Event Description Items:
Fours:
Friday, October 1 — 5:00 p.m. to 11:00 p.m.
Saturday, October 2 — 10:00 a.m. to 11:00 p.m.
Sunday, October 3 — 11:00 a.m. to 5:00 P.M.
Festival director Rick Lott as well as Chamber president Giovanna Phillips will be the
primary onsite contacts with regard to vendor relations.
Setup/Cleanup:
Setup will begin Friday October 1, 2003 at 7:00 a.m. Clean-up will take place
immediately following the event's close at 5:00 p.m. and should conclude by 10:00 p.m.
at the latest.
Staffing:
L.ncal community groups, including Chamber volunteers will be the primary staffing
agents for the event. The following is a tentative outline:
Beer booths: Greater Southlake Women's Society
Clean-up: Soy Scouts of America
Gates: Citizens DPS alumni
Ticket booths: Southlake Chamber of Commerce
Security:
As in previous years, all security will be contracted with the City of Southlake's
Department of Public Safety. Initial conversations with Chief Price indicate that no
traffic control or parking problems are anticipated. However, if any do arise, we will
work the LIPS on that as well.
Entertainment:
The City pavilion will serve as the only entertainment stage. The stage will include local
community groups as well as professional entertainment (See attached tentative schedule
of events). Entertainment similar to that in previous years is expected, including the
return of Emerald City.
-3-
Case No.
ZA04-053
RED JUL 0 6 2004
Attachment F
Page 7
M
SOUTH LADE
Chhniher ref C<immcrcc
July 6, 2004
Mass Gathering Permit Information:
Section 45.14 (bl
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 al l 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 neap 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 I :00 p.m.
Sunday, October 3: 1 1:00 a.m. -- 5:00 p.m.
V. Previous Mass Gathedrxgs
This year marks the third annual Southlake Oktoberfest event. All plains emulate previous years'
events.
1) Safety Issues
• Promoter's preparations
• The Boy 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, statTand 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.
• S curiv RECD J U L 0 6 2004
1501 Corporate Circle, Suite 100 Southlake,i'mm76W2 917.351.82Ix1 817749-8201 arc wu unahlakml-nM.—r—
Case No. Attachment F
ZA04-053 Page 8
• 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
ZA04-053 Page 9
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,
G` v a Phillips
Presi ent
REC D J U_ 0 6 2004
Case No. Attachment F
ZA04-053 Page 10