Item 7H•,uy V1 0VUU114nc, I VAUS
MEMORANDUM
August 13, 2003
TO: Billy Campbell, City Manager
FROM: Rick Black, Director of Public Safety (Ext. 2421)
SUBJECT: Resolution No. 03 -046, Approve a Mass Gathering Permit for events associated
with Oktoberfest, on property described as Southlake Town Square, Phase I,
and being 42.013 acres located on the northeast corner of the intersection of
North Carroll Avenue and East Southlake Boulevard (FM 1709).
Action Requested: City Council review and consideration of Resolution No. 03 -046 for a Mass
Gathering Permit as requested by the Southlake Chamber of Commerce.
Background
Information: Oktoberfest is an annual fundraising event with proceeds designated for the
Chamber of Commerce operations. The first annual event was held last year.
Promoter and co- sponsors of this event include the Southlake Chamber of
Commerce, the City of Southlake, and Southlake Town Square. This free
event is scheduled for October 3 -5, 2003 and includes numerous arts and
crafts booths, ethnic foods and beverages, and entertainment. Chapter 3 of
the City Code governs amusements and entertainments, specifically mass
gatherings and outdoor music festivals. This ordinance, currently being
updated by the Planning and Public Safety Departments, requires a hearing to
be conducted with the promoter to ensure compliance with the ordinance via
an interview and investigation with the county health officer and Deputy
Director of Police Services. On August 5, 2003, DPS officials met with
representatives of the Southlake Chamber of Commerce and reviewed the
ordinance and application.
Financial
Considerations: There is no cost to the City. There is potential for increase in sales revenue
and resulting sales tax revenue within Southlake Town Square during the
event.
Financial Impact:
Citizen Input/ No citizen input has been received. Not subject to any Board review.
Board Review:
Legal Review: Not Applicable
Page 1
Billy Campbell, City Manager
August 13, 2003
Page 2
Alternatives: The Council may approve the request, deny the request, or approve it subject
to whatever conditions they deem appropriate.
Supporting
Documents: Resolution No. 03 -046
Mass Gathering Permit Request filed August 5, 2003 from the Southlake
Chamber of Commerce
Staff
Recommendation: Place the permit request on the August 19, 2003 City Council meeting
agenda for disposition.
RB /mp
Page 2
City of aoutntaxe, i eaas
RESOLUTION NO. 03-046
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, APPROVING A MASS GATHERING PERMIT
ASSOCIATED WITH THE EVENTS OF OKTOBERFEST ON
PROPERTY DESCRIBED AS SOUTHLAKE TOWN SQUARE PHASE I,
FOR THE DATES OCTOBER 3-5,2003.
WHEREAS, Southlake City Code, Chapter 3 Article II governs mass gatherings;
outdoor music festivals; and,
WHEREAS, Section 3 -52 provides for a promoter desiring to hold a mass gathering or
an outdoor music festival to file a permit application with the City Secretary; and,
WHEREAS, on August 5, 2003, Representatives of the Southlake Chamber of
Commerce issued a formal request for a mass gathering permit related to the planned Oktoberfest
event to be held in Town Square on October 3 -5, 2003; now,
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. All of the findings in the preamble are found to be true and correct and the City
Council hereby incorporates said findings into the body of this resolution as if
copied in their entirety.
Section 2. Southlake Chamber of Commerce permit and variance requests are hereby
approved for permit issuance to hold Oktoberfest event, October 3 -5, 2003, in
Southlake Town Square Phase I.
Section 3. This resolution is effective upon passage by the City Council.
PASSED AND APPROVED THIS DAY OF , 2003.
Andy Wambsganss, Mayor
ATTEST:
Lori Farwell
City Secretary
Page 3
M
SOUTHLAn
Chamber of Commerce
August 6, 2003
Mass Gathering Permit Information:
Section 3 -52 (b)
1. Promoter information
Rick Lott, Festival Director
Address:
1529 Cat Mountain Tr.
Keller, TX 76248
Giovanna Phillips, Chamber President
Melissa Kemmerer, Member Services Coordinator
Tarrah Phillips, Eient and Public Relations Coordinator
Address for all of the above:
1501 Corporate Circle, Suite 100
Southlake, TX 76092
2. Financial statement — attached for 2002
3. Description
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 2002. A map of the affected areas is attached.
4. Owner
The owner of the property is the City of Southlake.
5. Dates and Times
Friday, October 3: 5:00 p.m. —11:00 p.m.
Saturday, October 4: 10:00 a.m. —11:00 p.m.
Sunday, October 5: 11:00 a.m. — 5:00 p.m.
6. Attendance
An estimated attendance of up to 40,000 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.
7. Performers D E C E 0[ D
Several performers are anticipated, including:
• The Drifters who appeared in 2002 `A1 — 6 2D
• Emerald City
• Crawfish
o Me & My Monkey — A Beatles Tribute OFFICE OF CITY SECRETARY
• Bulletproof Brass
Additionally, other live 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.
Page 4
8. Promoter's preparations
The Boy Scouts of America have been contracted to handle all trash cleanup during the dates of
October 3 through 5. The same group handles cleanup last year as well. 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.
9. Securi
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 2002. 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.
10. 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.
11. 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.
12. All information is provided by promoter, and therefore, based on his/her best information and
belief.
13. Filing fee — not assessed.
Section 3 -52 (c)
1 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.
2. 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.
3. 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.
4. 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.
5. Noise Control
Noise control requirements are not applicable because of City Ordinance No. 778.
6. Food Sanitation
All food vendors will he required to comply with all current health codes.
7. Medical and Nursins Care
Southlake DPS will provide medical care and will comply with all current medical requirements.
Page 5
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Revenue
Amount
Sponsors
$ 82,000.00
Concessions
$ 10,579.70
Fees
$ 87,909.12
Vendors
$ 17,615.00
Merchandise
$ 325.00
Total Revenue
$ 198,428.82
Expense
Amount
Entertainment
$ 32,169.68
Advertising
$ 7,148.70
Services
$ 36,120.33
Production
$ 19,671.50
Cost of Sales
$ 71,118.71
Total Expenses
$ 166,228.92
Total Revenue (Loss)
$ 32,199.90
Page 7
® TOWN S QUARE �
..........
Southlake Oktoberfest 2002
SOUTHLAK
TOWN S QUARE
C1
To whom it may concern:
The Southlake Chamber of 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 Oktoberfest in Southlake Town Square from
October 3 — 5, 2003, in accordance with the attached diagram, and on the condition that, at its
expense, Southlake Chamber of Commerce shall (1) obtain all licenses and permits that may be
required by the City, and (2) carry liability insurance (in 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
By: �ZL1.Glk. A •
Patricia S. Pickard,
Chief Financial Officer
Date of Signature:
8'/-5
Page 9
A Development By
COOPER & STEBBINS
1256 MAIN STREET, SUITE 240, SOUTHLAKE, TEXAS 76092
TELEPHONE (817) 325 FAX (817) 251 -8717
Oktoberfest
Proposed 'Two -Way
East/West Traffic Flow
Page 10