Item 7FCity of Southlake, Texas
MEMORANDUM
February 13, 2003
TO: Billy Campbell, City Manager
FROM: Rick Black, Director of Public Safety
SUBJECT: Resolution No. 03 -019, Approval of a Mass Gathering Permit for Art in the
Square Event promoted by the Southlake Women's Club.
Action Requested: City Council review and consideration of Resolution No. 03 -019 for a mass
gathering permit as requested by the Southlake Women's Club.
Background
Information: Art in the Square is an annual fundraising event with proceeds designated for
child and family charities. Promoter and co- sponsors of this event include the
Southlake Women's Club, City of Southlake and Southlake Town Square.
This free event is scheduled for April 25 — 27, 2003 in Southlake Town Square
and includes concert events on Friday and Saturday nights from 9 p.m. to
10:30 p.m. 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 interview and investigation by the county
health officer and deputy director of police services. On January 28, 2003,
DPS officials met with representatives of the Southlake Women's Club and
reviewed the ordinance and application.
Financial
Considerations: There is no cost to the City. There is potential for increase sale's revenue
within Southlake Town Square.
Financial Impact: Past events have presented no evidence of a negative financial impact to the
City of Southlake.
Citizen Input/
Board Review: No citizen input has been received. Not subject to any Board review.
Legal Review: None
Alternatives: The council may approve the request, deny the request, or approve it subject to
whatever conditions they deem appropriate.
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 2 of 10
Supporting
Documents:
Staff
Recommendation:
Resolution No. 03 -019
Mass Gathering Permit Request filed January 29, 2003 from Terri Messing,
Art in the Square Chairman
Place the permit request on the February 18, 2003, City Council meeting for
disposition.
I' -%I
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 3 of 10
RESOLUTION NO. 03 -019
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, APPROVING A MASS GATHERING
PERMIT ASSOCIATED WITH THE EVENTS OF ART IN THE
SQUARE ON PROPERTY DESCRIBED AS SOUTHLAKE TOWN
SQUARE PHASE I, FOR THE DATES OF APRIL 25 -27, 2003.
WHEREAS, Southlake City Code, Chapter 3 Article 11 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 January 29, 2003, Representative(s) of the Southlake Women's Club issued a
formal request for a mass gathering permit related to the planned Art in the Square event to be held
April 25 -27, 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 Women's Club permit and variance requests are hereby approved for permit
issuance to hold Art in the Square event, April 25 -27, 2003 in Southlake Town Square
Phase I.
Section 3. This resolution is effective upon passage by the City Council.
PASSED AND APPROVED THIS THE DAY OF 2003.
Attest:
Mayor Rick Stacy
Lori Farwell
City Secretary
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 4 of 10
To: Lori Farwell, City of Southlake Secretary
From: Terri Messing, Art in the Square Chairman
Subject Mass Gathering Permit request
Date: January 29, 2003
Please accept this letter as an application by the Southlake Women's Club for a
Mass Gathering Permit for Art in the Square 2003.
Sec 3 -52 b
1. Art in the Square is sponsored by the Southlake Women's Club. The
chairman is Terri Messing, 1505 Coventry Lane, Southlake Texas. Co-
chairmen are Nancy Pfleg,929 Turnberry lane, Southlake, Texas and Pam
Mason,1104 Calais Drive, Southlake, Texas. Co- sponsors of the event are
the City of Southlake and Southlake Town Square.
2. Art in the Square is an annual fundraising event with proceeds designated
for child and family charities. The 2003 budget is attachment #1.
3. Art in the Square takes place at Southlake Town Square. Layout for the
event and new back stage are attachments #2 and #3.
4. The property is owned by Cooper and Stebbins, 1256 Main St #240,
Southlake, Texas. Statement of agreement for land use is attachment #4.
5. Art in the Square is scheduled for April 25-27, 2003. Hours are Friday 4 -9,
Saturday 10-9, Sunday 11 -6. Concerts will be held Friday and Saturday
nights from 9- 10:30.
6. Art in the Square is a free event. Past experience has demonstrated that
Town Square can accommodate the anticipated attendance. The
Southlake Women's Club has and will work closely with the Department of
Public Safety to assure a safe event. A maximum of 2000 tickets will be
sold to the Jewel concert Saturday night.
7. Best Buy is providing .Jewel for the Saturday night entertainment. Our
contact at Best Buy is Mark Kirklin, his email address is
Mark. Kirklin@bestbuy.com
8. Southlake Women's Club will work closely with city staff to assure
appropriate standards of sanitation and health. See below for specifics.
9. Southlake Department of Public Safety will staff the event as determined
by the Chief of Police Services. Art in the Square will pay their fees.
Overnight security will also be provided and sponsored by Southlake
Town Square. A fist of security personnel is not yet available.
10. Southlake DPS will also provide emergency medical services throughout
the entire event.
11. Southlake Women's Club will encourage parents to supervise their
children. Our volunteers as well as DPS will be present to assist any lost
minors.
12. The information contained in this application is true and based on my best
information.
13. The filing fee is waived since this is a city- sponsored event. � [- e n o
JAN 3 0 2003
OFFICE $ECRETAny
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 5 of 10
Sec 3 -52 c
1. Water supply requirements listed in the ordinance are not applicable
because the event takes place at Southlake Town Square and city water
is readily available.
2. We request a variance from the toilet facilities listed in the ordinance.
We will prove an adequate number of portable toilets in the festival area
and inside the concert gates. These will be maintained in a sanitary
manner during the event. The number of portable toilets has been
sufficient in the past and many in attendance at Art in the Square will stay
for a limited amount of time.
3. We request a variance to the minimum area required in the ordinance
because it is not applicable. Again, history and experience has shown that
there is enough space at Town Square for the event.
4. Southiake Parks and Recreation will place an adequate number of 55-
gallon drums at the event. goy Scout Troop 1910 will provide volunteers to
collect trash during the 3 -day event. This includes keeping the grounds
clear of trash, emptying trash containers, transporting trash to dumpsters
and replacing containers with new liners. Southlake Town Square will be
responsible for cleaning the streets each night.
5. Noise control requirements are not applicable because of City Ordinance
No. 778.
6. All food vendors will be required to comply with all current health nodes.
7. ❑PS will provide medical care and will comply with all current medical
requirements.
Sec 3 -53 b
We request a variance to the investigation requirements because they out of
date.
Respectfully submitted,
Terri Messing
mt.messing@verizon.net
817 -251 -4300
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 6 of 10
qnlo
PROJECTED INCOMiEIEXPENSE 2002 -2003 ART IN THE SQUARE BUDGET
Income
Artists
$38,000.00
Drawing
$8,000.00
Le Bistro
BeerfWine
$30,000.00
Cokes
$4,000.00
Food Vendors
15. 000.00
Total Le Bistro
$39,000.00
Kids' Korner
$7,000.00
Sponsorship
$65,000.00
T-shirt Revenue
57.500.00
TOTAL INCOME
1158,500.00
Expenses
Artists
Prospectus
$500.00
Postage
$75.00
Nametags
$500.00
Printing
$200.00
Paper
$225.00
Meals Provided
$350.0
Total Artists
$1,850.00
Drawing
$500.00
Entertainment
Artier
$20,500.00
Set -Up
$3,500.00
SignslSchedules
$200.00
Busing
Total Entertainment
$24,200.00
Le Bistro
BeeNWine (Permits $500)
$4,500.00
Soda/Water
$4,000.00
Ice
$2,500.00
Generator
$3.000.00
Generator Fuel
$800.00
Tabl / Chairs
$3,500.00
Fencing
$400.00
Clean -up
$o.00
Supplies
$850.00
Shade
$500.00
Tips
$300.00
Trash clean up
$1.200.00
Total Le Bistro
$21,350.00
Kids• Kamer
$2,500.00
Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 7 of 10
Miscellaneous
$4,000.00
Storage
$400.00
Insurance
$1,600.00
Security
$8,200.00
Ponta Potties
$1,000
Administrative
$800.00
Walkie Talkies
$94.00
Maintenance tips
$400.00
Total Miscellaneous
$12,190.00
Publicity
Signst5anners
$4,000.00
Flyers
$80
Photographers
$500.00
Postage
$5 8.00
Total Publicity
$5,230.00
Sponsorship
Priming
$600
Postage
$150.00
VIP Party (includes tips)
$2,000.00
Other
Total Sponsorship
,00
$2,950.00
T -shirts
$3,000.00
Volunteers
$1,350.00
Square Art
$800.00
Youth in the Square
$1,000.00
Total Sales Tax
$3,400.00
TOTAL EXPENSES
$90,320.00
TOTAL REVENUE
$78,180.00
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Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 9 of 10
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Billy Campbell, City Manager
February 13, 2003
Request for Mass Gathering Permit
Page 10 of 10
AJ� rr , n �— _-0-- `i`
To whom it may concern:
S OUTHLAK,,
TOWN S Q.UARIE
a
The Southlake Women's Club 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 Art in the Square on the private portions of
Southlake Town Square from April 25 — 27, 2003, on the condition that, at its expense,
Southlake Women's Club 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: W
Frank L. Bliss,
S
1
Executive Vice President
Date of Signature:��
A Development By
COOPER & STE BB [ N S