Item 7CCity of Southlake
Department of Planning
STAFF REPORT
August 1, 2003
CASE NO
ZA03 -046
PROJECT: Oktoberfest (special events)
REQUEST: Southlake Chamber of Commerce, in cooperation with Southlake Town Square, is
requesting approval of a specific use permit for special events associated with
Oktoberfest.
ACTION NEEDED: 1. Conduct public hearing
2. Consider specific use permit approval
ATTACHMENTS: (A)
(B)
(C)
(D)
(E)
(F)
Background Information
Vicinity Map
Plans and Support Information
Surrounding Property Owners Map
Surrounding Property Owners Responses
Resolution No. 03 -059
STAFF CONTACT: Dennis Killough (481 -2073)
Bruce Payne (481 -2036)
Case No.
ZA03 -046
BACKGROUND INFORMATION
OWNER/APPLICANT: Southlake Chamber of Commerce
PURPOSE: The zoning regulations for Southlake Town Square require approval of a SUP
for special 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: Southlake Town Square, Phase I, being 42.013 acres.
LAND USE CATEGORY: Town Center
CURRENT ZONING: "DT" Downtown District
P &Z ACTION: July 17, 2003; Approved (4 -0 -1)
STAFF COMMENTS: This request is limited to the dates of October 3, 4 and 5, 2003 and limited to
the scope of the site exhibit and the event description included as attachment
`C' of this packet.
N:`,Coimnunity Development , WP - FILES MEMO '',2003cases`03- 046SUP.doc
Case No. Attachment A
ZA03 -046 Page 1
Vicinity Map
outhlake Town Square
o kto be rfet
1000 0 1000 2000 3000 Feet
N
Case No.
ZA03 -046
E
Attachment B
Page 1
Case No.
ZA03 -046
TO SQU Booth Map
Attachment C
Page 1
June 26, 2003
Bruce Payne
Planning Director
City of Southlake
1400 Main Street, Suite 310
Southlake, TX 76092
Dear Bruce,
The Southlake Chamber of Commerce is requesting a Specific Use Permit for The Southlake Oktoberfest
2003 that is being produced by The Southlake Chamber of Commerce in cooperation with the Southlake
Town Square and will be held on October 3,4, and 5 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 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.
Components of Event:
Arts and Crafts Booths — We are hoping to have as many as 50 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.
Case No. Attachment C
ZA03 -046 Page 2
Expected Attendance
An attendance of over 25,000 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 possible street closure
configurations. Portable restrooms will be available in the areas indicated on the Road Closure map.
Sincerely,
Giovanna Pflips
President
Case No. Attachment C
ZA03 -046 Page 3
Additional Event Description Items:
Hours:
Friday, October 3 — 5:00 p.m. to 11:00 p.m.
Saturday, October 4 — 10:00 a.m. to 11:00 p.m.
Sunday, October 5 — 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 3, 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.
Additional activities:
Saturday, October 4 — Our traditional 5K run will take place at 8:30 a.m. Although the route is yet to be
determined, it will be in keeping with previous years and is coordinated with approval from the
Department of Public Safety.
Staffing:
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: TBD
Ticket booths: Southlake Chamber of Commerce
Security:
As in 2002, 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 2002 is expected, including the return of The Drifters.
Case No. Attachment C
ZA03 -046 Page 4
OktoberFest 2003 Entertainment Schedule
Date Start Finish Band
Friday, October 3 5:00 P.M. 6:30 p.m. Oompah Band
7:00 p.m. 9:00 P.M. Me and My Monkey
9:30 p.m. 11:00 P.M. Emerald City
Saturday, October 4 10:00 a.m.
11:30 a.m.
Community Groups
11:30 a.m.
12:00 p.m.
Wiener Dog Races
12:00 p.m.
1:00 P.M.
Oompah Band
1:00 P.M.
1:30 p.m.
Alpine Dancers
1:00 P.M.
3:00 p.m.
Strolling
1:30 p.m.
3:30 p.m.
Oompah Band
4:00 p.m.
5:30 p.m.
6:00 p.m.
9:00 P.M.
Bullet Proof Brass
9:30 p.m.
11:00 P.M.
The Drifters
Sunday, October 5 11:00 a.m. 1:00 P.M. Oompah Band
1:00 P.M. 3:00 p.m. Strolling
1:30 p.m. 5:00 P.M. Crawfish
Case No. Attachment C
ZA03 -046 Page 5
Surrounding Property Owners
Oktoberfest
Southlake Town Square
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PROSPECT STREET
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MAIN ST w Z MAIN ST
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Case No. Attachment D
ZA03 -046 Page 1
Owner
Zoning
Land Use
Acreage
1.
B. Paulsen
1.
SF -20A
L
Med. Density Residential
1.
0.47
2.
M. Wright
2.
SF -20A
2.
Med. Density Residential
2.
0.53
3.
Southlake Venture West
3.
SP -1
3.
Mixed Use
3.
2.28
4.
U.S. Postal Service
4.
SP -1
4.
Mixed Use
4.
2.86
5.
Fetchel Group
5.
NR -PUD
5.
Mixed Use
5.
30.8
6.
PKB Enterprises
6.
NR -PUD
6.
Mixed Use
6.
40.5
7.
Tx. Health Resources
7.
SP -2
7.
Office Commercial
7.
12.6
8.
S. Carroll /1709 Ltd
8.
SP -2
8.
Office Commercial
8.
29.1
9.
A. Prade
9.
SP -2
9.
Office Commercial
9.
18.0
10.
Southlake Venture
10.
SP -2
10.
Med. Density Residential
10.
0.51
11.
Southlake Venture
11.
SP -2
11.
Med. Density Residential
11.
0.25
12.
Greenway Rowlett
12.
SP -2
12.
Med. Density Residential
12.
1.17
13.
J. Strunck
13.
AG
13.
Med. Density Residential
13.
3.00
14.
Mendez Ltd
14.
AG
14.
Med. Density Residential
14.
3.00
Case No. Attachment D
ZA03 -046 Page 1
Surrounding Property Owner Responses
Oktoberfest
Southlake Town Square
Notices Sent: Fourteen (14)
Responses: None
Case No.
ZA03 -046
Attachment E
Page 1
RESOLUTION NO. 03 -059
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR
SPECIAL EVENTS ASSOCIATED WITH "OKTOBERFEST" ON
PROPERTY WITHIN THE CITY OF SOUTHLAKE, TEXAS, BEING
LEGALLY DESCRIBED AS SOUTHLAKE TOWN SQUARE, PHASE I,
AND BEING 42.013 ACRES, MORE FULLY AND COMPLETELY
DESCRIBED IN EXHIBIT "A ", AND AS DEPICTED ON THE
APPROVED CONCEPT PLAN ATTACHED HERETO AND
INCORPORATED HEREIN AS EXHIBIT `B" AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, a Specific Use Permit for Special Events associated with "Oktoberfest" 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 (44) 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 Special Events associated with "Olctoberfest" on property
being legally described as Southlake Town Square, Phase I, and being 42.013 acres, more fully and completely
described in Exhibit "A ", and as depicted on the approved Concept Plan attached hereto and incorporated
herein as Exhibit `B" and providing an effective date, subject to the provisions contained in the comprehensive
Case No. Attachment F
ZA03 -046 Page 1
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.
4.
SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS DAY OF , 2003.
CITY OF SOUTHLAKE
I�
ATTEST:
Lori Farwell
City Secretary
Andy Wambsganss, Mayor
Case No. Attachment F
ZA03 -046 Page 2
EXHIBIT "A"
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, Slides 4892 and 4893, Plat Records, Tarrant
County, Texas, and being approximately 42.013 acres.
Case No.
ZA03 -046
Attachment F
Page 3
EXHIBIT `B"
SpUTHIAke ..
TO SQ UARE Booth Map
Case No.
ZA03 -046
Attachment F
Page 4
June 26, 2003
Bruce Payne
Planning Director
City of Southlake
1400 Main Street, Suite 310
Southlake, TX 76092
Dear Bruce,
The Southlake Chamber of Commerce is requesting a Specific Use Permit for The Southlake Oktoberfest
2003 that is being produced by The Southlake Chamber of Commerce in cooperation with the Southlake
Town Square and will be held on October 3,4, and 5 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 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.
Components of Event:
Arts and Crafts Booths — We are hoping to have as many as 50 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.
Case No. Attachment F
ZA03 -046 Page 5
Expected Attendance
An attendance of over 25,000 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 possible street closure
configurations. Portable restrooms will be available in the areas indicated on the Road Closure map.
Sincerely,
Giovanna Pflips
President
Case No.
ZA03 -046
Attachment F
Page 6
Additional Event Description Items:
Hours:
Friday, October 3 — 5:00 p.m. to 11:00 p.m.
Saturday, October 4 — 10:00 a.m. to 11:00 p.m.
Sunday, October 5 — 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 3, 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.
Additional activities:
Saturday, October 4 — Our traditional 5K run will take place at 8:30 a.m. Although the route is yet to be
determined, it will be in keeping with previous years and is coordinated with approval from the Department
of Public Safety.
Staffing:
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: TBD
Ticket booths: Southlake Chamber of Commerce
Security:
As in 2002, 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 2002 is expected, including the return of The Drifters.
Case No. Attachment F
ZA03 -046 Page 7
OktoberFest 2003 Entertainment Schedule
Date Start Finish Band
Friday, October 3 5:00 P.M. 6:30 p.m. Oompah Band
7:00 p.m. 9:00 P.M. Me and My Monkey
9:30 p.m. 11:00 P.M. Emerald City
Saturday, October 4 10:00 a.m.
11:30 a.m.
Community Groups
11:30 a.m.
12:00 p.m.
Wiener Dog Races
12:00 p.m.
1:00 P.M.
Oompah Band
1:00 P.M.
1:30 p.m.
Alpine Dancers
1:00 P.M.
3:00 p.m.
Strolling
1:30 p.m.
3:30 p.m.
Oompah Band
4:00 p.m.
5:30 p.m.
6:00 p.m.
9:00 P.M.
Bullet Proof Brass
9:30 p.m.
11:00 P.M.
The Drifters
Sunday, October 5 11:00 a.m. 1:00 P.M. Oompah Band
1:00 P.M. 3:00 p.m. Strolling
1:30 p.m. 5:00 P.M. Crawfish
Case No. Attachment F
ZA03 -046 Page 8
EXHIBIT "C"
This page reserved for the approved City Council motion.
Case No.
ZA03 -046
Attachment F
Page 9