11-032 OFFICIAL RECORD
RESOLUTION NO. 11 -032
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A
MASS GATHERING FOR OKTOBERFEST LOCATED BETWEEN E.
SOUTHLAKE BOULEVARD, E. S.H. 114 AND N. CARROLL AVENUE,
SOUTHLAKE, TEXAS, BEING DESCRIBED AS PHASE I -IV,
SOUTHLAKE TOWN SQUARE, 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 for 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 (36) 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 for Oktoberfest, on property within the City
of Southlake, Texas, located between E. Southlake Boulevard, E. S.H. 114 and N. Carroll Avenue,
Southlake, Texas, location being described as Phase I -IV, Southlake Town Square, an addition to the
City of Southlake, 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: Approved for a period of three (3) years with the
Director of Planning and Development Services having the ability to review conditions and provide
revocability at their discretion; and pursuant to the staff report dated June 15, 2011.
SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS 21 DAY OF JUNE, 2011.
CITY OF SOUTHLAKE
By:
in
Y
John Tyrrell, ayor
ATTEST: ` ,�.p • .. " • k
l itJ o ^_ c
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Alicia Richardson, TRMC
City Secretary .....
i ii, '" I f *'* * `,,tes
EXHIBIT A
Property within the City Of Southlake, Texas, located between E. Southlake Boulevard, E. S.H. 114 and
N. Carroll Avenue, Southlake, Texas, location being described as Phase I -IV, Southlake Town Square,
an addition to the City of Southlake, Tarrant County, Texas.
EXHIBIT B
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June 2, 2011
Detail Sheet
Request for Specific Use Permit:
Section 45.14 (b)
i. Promoter information
Dana Davis, President
South lake Chamber of Commerce
1501 Corporate Circle, Suite 100
Southlake, TX 76092 -5957
ii. Mass Gathering Area
Oktoberfest is to be held at Southlake Town Square in the public parks area, located in Southlake,
Texas. A map of the event area is attached [Octoberfest 2011 v5.jpg]
We are reapplying for an SUP because this year's event footprint has been modified from
prior years. The 2011 event space will encompass the area used in previous years, plus the west
section of Main Street extending toward Carroll Ave. The added area is indicated on the event area
map as `New Area." This additional section will be used for a Sports Zone. with food sales and a
GoVision large screen jumbotron -style television and additional vendor and/or entertainment
space.
We will be adding several new promotional signs this year. There will be two electronic
message boards outside the boundaries of the event. The signs are supplied by Buyers Barricades,
and are as shown in the attached photo [Electronic sign.jpg]. The signs will be located on Hwy
114 before the Carroll Ave. exit, one on the eastbound and one on the westbound side. The signs
will be in position and working beginning on 9/27, and will be removed the morning of 10/3. We
are filing an Application for Use of State of Texas Right of Way for Temporary Signs with
TxDOT.
There will also be small signs, of the type used for public notices, giving directions for
event parking. These will be placed along N. Carroll Avenue, and at Town Square entrances and
we are requesting permission to place these directional signs in the median on N. Carroll Ave. at
Federal Way and Main Street to allow for adequate notice and to improve flow of traffic.
We will be adding banners to be displayed above the right of way in two locations on Main
Street, shown in the attached Location_of_banners.jpg. These banners will be attached by cable to
the existing anchors on the buildings (the same anchors that are used to attach Town Square's
holiday decorations). They will be put in place two weeks before the start of the event, and will be
removed the Monday after the event. The banners will be a maximum of 6' x 65', and will have a
minimum street clearance as required by Southlake DPS and Town Square. The location at Main
Street and State Street would be changed the Friday morning of Oktoberfest to reflect the
designation of the area west of this location on Main Street as the "[Sponsor Name] Sports Zone"
and will include the Oktoberfest logo and perhaps the sports zone sponsor logo.
Although not yet designed. initial banners will have the Oktoberfest logo and language
similar to the following:
"JOIN US AT THIS YEAR'S SOUTHLAKE OKTOBERFEST
SEPTEMBER 30 — OCTOBER 2
SOUTHLAKE TOWN SQUARE"
The banner that hangs on the Rustin Pavilion will be in place for that same two -week period. We
will work with the City of Southlake regarding placement of banners on Main Street and Rustin
Pavilion and will seek their assistance with that placement.
We request that the Specific Use Permit for this event be approved in perpetuity, until such
time as there are changes in the scope of what has been approved.
iii. Maximum Number of Patrons
We estimate attendance of up to 55,000 over the course of the three days. There are no plans to
control the number of attendees, as estimated attendance is within the limits of what the area can
reasonably accommodate.
iv. Dates and Times
Friday, September 30 5:00 pm — 11:00 pm
Saturday, October 1 10:00 am — 11:00 pm
Sunday, October 2 12:00 pm — 5:00 pm
v. Previous Mass Gatherings
This year marks the tenth annual Southlake Oktoberfest event. Plans essentially duplicate previous
years' events, except where noted.
1) Safety Issues
• Promoter's preparations
The Boy Scouts of America have been contracted to handle all trash cleanup during
the dates of September 30 through October 2. The same group handled cleanup in
previous years. In addition, staff and other volunteers will assist with additional
cleanup as necessary. Portable toilets, including handicapped accessible, will be
within the event area. All food vendors will have appropriate licensing and
insurance, and will manage their own cleanup.
• Security
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 in previous years. Traffic control is not an issue with the Town Square Parking
Garages. Security shifts will be scheduled directly through DPS.
• 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 food and
beverage tickets. They will be provided a wristband that designates them as being
over 21. Any worker who has a question regarding an individual's legal eligibility
to purchase alcohol will request that individual to present 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 21 portable toilets within the festival area, a sufficient number based on the
number of people expected to attend. The portable toilets will be provided by
Chamber and will be maintained in a sanitary manner during the event.
• 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
South lake 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
3) Performers
Several performers are scheduled to perform, including LeFreak. Additionally, other live
bands as well as local community group entertainment will be on hand. Although many are
paid performers, some are free. Addresses for all performers are not available.
4) Property Address
See Section 45.14 (b) (ii)
5) Owner Agreement
Southlake Town Square is currently working on the agreement. It will be provided to the
City of Southlake upon its completion.
Respectfully submitted,
Dana Davis
President
S O U T H L A K F
TOWN SQUARE
ei
•
June 1, 2011
To Whom It May Concern:
Please accept this letter as confirmation that Inland Southwest Management,
LLC, representing Southlake Town Square, supports the Southlake Chamber of
Commerce Oktoberfest from September 30 through October 2, 2011.
Please feel free to contact me at 817- 329 -5566 if you have any questions or
concerns.
Regards,
Timothy Timothy oorehead
General Manager
INLAND SOUTHWEST MANAGEMENT LLC
1256 MAIN STREET. SUITE 244. SOUTH LAKE. TEXAS 76092
TELEPHONE (817) 329 -5566 FAX (817) 310-0773
A Development By COOPER & STEBBINS