Item 6FCITY OF
SOUTH LAKE
MEMORANDUM
June 21, 2011
TO: Shana Yelverton, City Manager
FROM: Jill Lind, Tourism Marketing Manager
SUBJECT: Approve a Community Events Participation Agreement with
Southlake Chamber of Commerce for the 2011 Oktoberfest
event
Action Requested: Consideration of a Community Events Participation
Agreement with Southlake Chamber of Commerce for the
2011 Oktoberfest event.
Background
Information: Oktoberfest is a three day arts and crafts festival held in
Southlake Town Square and coordinated by the Southlake
Chamber of Commerce. The event is free to the public and
offers local unique artists, children's arts and crafts, food and
beverages, and ongoing entertainment.
Financial
Considerations: The City has been asked to participate in the form of staffing,
facility rental, equipment, City fees and advertising (see
attached Application for details). The staff request will include
three (3) DPS Supervisors, five (5) DPS Officers, two (2) EMT,
and three (3) Parks Crew Leaders to monitor the vault and for
delivery and pickup of equipment. The facility rental costs will
include rental of Rustin Pavilion. The equipment costs will
include the rental of barricades. City fees will include sign
permit, tent permit fees and the Specific Use Permit
Application fee. Current advertising costs are estimated at
$3,818. Pending final determination and approval of
advertising outside of the City of Southlake by the Director of
EDT, and final costs on all other non - advertising items, the
actual City participation in advertising may increase or
decrease. Note however though that the total City costs of
participating in the event will NOT exceed the $10,000 total as
noted. Final funding will be based on actual costs incurred,
not to exceed $10,000.00 which is 50% of estimated cost of
$20,000.00.
City Council
Meeting Date —June 21, 2011
Page 2 of 2
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
objective to enhance resident quality of life and business
sustainability through tourism as well as Actively Promote
Opportunities for Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: Planning and Zoning Commission approved the SUP for the
event on June 9, 2011 meeting (4 -0)
Legal Review: This agreement was modeled after the standard community
services agreement utilized by the City and has been
reviewed by the City Attorney.
Alternatives: Alternatives may include:
• Approve the agreement as submitted
• Approve the agreement with modification
• Deny the agreement
Supporting
Documents: Supporting documents include:
• Community Events Participation Agreement
• Application for Community Event Participation
• Resolution adopting Community Event Participation Policy
Staff
Recommendation: Approve Community Events Participation agreement with
Southlake Chamber of Commerce for the 2011 Oktoberfest
event.
COMMUNITY EVENT PARTICIPATION AGREEMENT
BETWEEN CITY OF SOUTHLAKE AND
SOUTHLAKE CHAMBER OF COMMERCE FOR OKTOBERFEST
STATE OF TEXAS §
COUNTY OF TARRANT §
THIS AGREEMENT is entered into by and between the City of Southlake, Texas,
a home rule municipal corporation located in Tarrant County and Denton County,
Texas, acting by and through its duly authorized Mayor (hereinafter referred to as
"City "), and Southlake Chamber of Commerce (hereinafter referred to as "Applicant "), a
nonprofit organization operating in Southlake as an organization described in section
501(c)3 of the Internal Revenue Code, acting by and through its duly authorized
President.
WHEREAS, the purpose the Applicant is to provide a three day arts and crafts
festival that is free to the public; and,
WHEREAS, the City and the Applicant desire to enter into an Agreement
whereby the Applicant will provide services to citizens through their hosting of a
community event;
NOW, THEREFORE, City and Applicant do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
The Applicant shall provide the following services to the community:
1. Host Oktoberfest which is a community event which is free to the public. The
Applicant shall conduct the event as described in the attached Community Event
Participation Application.
SECTION 2
SOUTHLAKE CHAMBER OF COMMERCE OPERATIONS
1. The Applicant shall operate in accordance with its own approved by -laws.
2. The City shall have the right to review the books and records kept incident to the
services provided by the Applicant to the City.
Community Event Participation Agreement - Oktoberfest 2011- 2011 -06 -14 - Page 1 of 3
SECTION 3
USE OF CITY EQUIPMENT AND SUPPLIES
City agrees to offer, at the discretion of the City, the use of various equipment and
supplies to the Applicant for the Oktoberfest event for services described in Section 1
hereinabove. Equipment and supplies must be returned to the City in the same or better
condition as when provided. City also agrees to provide the services of City employees
as listed in the attached Community Event Participation Application. The Applicant will
be responsible for incurring the cost for repairs or replacement of any equipment or
supplies which are damaged during use by the Applicant.
SECTION 4
PAYMENT FOR SERVICES
The City and the Applicant agree that the services provided by the other represent an
approximately equal value and, as such, the Applicant shall be required to provide a
50/50 match of the contributions by the City.
SECTION 5
TERM OF AGREEMENT
1. The term of this agreement shall be for the dates of the Oktoberfest event on
September 30 — October 2, 2011 or three (3) days.
2. Either party may terminate this Agreement upon 30 days written notice to the
other party.
SECTION 6
INDEPENDENT CONTRACTOR
In performing the services hereunder, the Applicant is acting as an independent
contractor, and shall not be deemed an employee, agent or partner of the City. Neither
party shall have the authority to make binding representations or agreements on behalf
of the other.
SECTION 7
NO WAIVER OF GOVERNMENTAL IMMUNITY
Notwithstanding any provision of this Agreement to the contrary, nothing contained in
this agreement shall be construed to limit or waive any governmental or sovereign
immunity of the City, or any immunity applicable to its officers, agents, servants or
employees.
Community Event Participation Agreement - Oktoberfest 2011- 2011 -06 -14 - Page 2 of 3
IN WITNESS WHEREOF the City and the Applicant have executed this
agreement as of this day of June, 2011.
Approved as to legal form
and adequacy:
Attorney at Law
ATTEST:
Alicia Richardson, TRMC
City Secretary
Mayor, City of Southlake President, Southlake Chamber
of Commerce
Community Event Participation Agreement - Oktoberfest 2011- 2011 -06 -14 - Page 3 of 3
CITY OF
SOUTHLAKE
Community Event Participation Policy
Appendix A
Application for Community Event Participation
Name of Event: Oktoberfest
Applicant: Southlake Chamber of Commerce
Contact Name: Dana Davis
Title: President
Phone: 817 -481 -8200
1 Fax: 817 -749 -8202
1 Cell: 817 -965 -6488
Email Address: dana southlakechamber.com
Web: www.southlakechamber.com
Paid Organizer Company: Promoter Line
Contact Name: Jen Thompson
Title: President
Phone: 817 -557 -1009
1 Fax: 817 -510 -0036
1 Cell: 817 -312 -6101
Email Address: 't resents romoterline.com
Web: www.promoterline.com
Please identify any unique requests for City assistance related to this event: (e.g. street
closures
1. Street Closures
2. Electricity Check
Grounds maintenance to include mowing and sprinkler shutoff.
Unless determined separately via City Council approval of a Specific Use Permit, by
Signing this application, the applicant agrees to comply with all City ordinances including
but not limited to the following:
• Zoning Ord. No. 480, Sections 34 and 45 • Park Use Policy Ord. No. 827, Chapter 12
• Solicitation Ord. No. 850 • Texas Alcohol and Beverage Code
• Sign Ord. No. 704 -C • Tarrant County Health Dept.
• Noise Ord. No. 778
Please respond to the following questions:
1. Anticipated attendees *: 40,000 - 55,000
( *Note that greater than 300 attendees requires a Mass Gathering Notification be given to the
Primary Contact, greater than 1,000 attendees requires approval of a Specific Use Permit from
City Council.)
2. Date(s) and duration of event (include any set up timing as well): Friday, 9/30 5:00am through
Sunday, 10 /2, 8:00pm. Actual event times: 9/30 5 -1 1pm; 10 /1 loam —1 1pm; 10/2 Noon 5pm.
3. Applicant's Community Involvement Ts the applicant active in the community? Are they
local and frequently engaged in community activities? If the applicant is not involved locally, is
the event unique enough to support?
Answe: Yes, we are an active community participant and are sponsoring the event for the 10`
ear.
4. City Recognition Will the City be recognized as a "co- sponsor "? What additional exposure
or recognition will the City receive?
Answer: This year will be the 10 that the City will be listed as an event sponsor on posters,
publications and more.
Community Event Participation Application - Form date: 2011 -05 -25 - Page 1 of 3
5. Experience of Applicant Does the applicant have a history of successfully holding the event?
Has the applicant worked successfully with the City on this or other similar events in the past? Is
the applicant able to demonstrate the organization's ability to perform the duties necessary to
fund and implement the proposed event?
Answer: We have successfully held nine Oktoberfests, with each annual event growing in
attendance and popularity.
6. Marketing Efforts fforts Does the applicant have a marketing program to enhance the likelihood of
success of the event?
We advertise in various community magazines and newspapers, the Texas Event Guide, Where
It's At, on websites and more. Sponsors also promote the event as well.
7. Matching It is the intent of this Policy to require that the applicant provide a 50/50
match of the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the
applicant would be required to make a payment of $2,500 to the City. Answer: We agree to
reimburse the City for an amount equal to 50% of the costs incurred, currently estimated as
shown on page 1 of this application.
8. Neutrality Is the event non - partisan politically? Are all religions and ethnical backgrounds
allowed to attend and participate? Does the event make no effort to promote or facilitate the
promotion of a particular position or political candidate.
Yes.
9. Tourism Impact What are the beneficial tourism impacts of the proposed event? Factors
might include: anticipated draw, likelihood of overnight hotel room reservations, visitor
expenditures in the City, etc.
Answer: Numerous vendors and attendees come from across the country to attend. We have
wiener dog race participants from across the state as well. Many of these people spend money at
local restaurants and retailers while here. Further, for many, it's their first experience in
Southlake, which generates interest in returning in the future.
Submitted by:
Company Name: Southlake Chamber of
Commerce
Typed Name: Dana Davis
Title: President
Date: _ - . - �6 —
Approved 14 Council
Greg [.ast`E �Vomic Director of Ec Development
Date: 17 r
Community Event Participation Application - Form date: 2011 -05 -25 - Page 2 of 3
Staff Member /Position # Employees
Est, Hrs
Actual Hrs
Rate
Est, Staff Costs
Actual Staff Costs
Parks Worker
Tables (Per Day)
Grand Total City Costs ( =50 %)
$19.45
$0.00
$0.00
Park Crew Leader
3
36.5
$26.95
$983.68
$0.00
Parks Supervisor
Tents (Per Day)
$34.42
$0.00
$0.00
Recreation Leader
Stage (Per 6 hours)
$12.09
$0.00
$0.00
Recreation Specialist
Stage (Additional Hours)
$13.09
$0.00
$0.00
Recreation Coordinator
Stage Ski rti ng (Per Day)
$29.24
$0.00
$0.00
DP5Officer
5
124
$56.39
$6,992.36
$0.00
DPS Supervisor
3
61
$69.76
$4,255.36
$0.00
Fire EMT
2
54
$56.39
$3,045.06
$0.00
Public Works Worker
Rustin Pavilion (Per 3 hours)
3
$19.45
$0.00
$0.00
Public Works Crewleader
Rustin Pavilion (Additional Hours)
1
$26,95
$0,00
$0,00
Public Works Supervisor
Southlake Scene (Per 1/2 Page)
1
$34.42
$0.00
$0.00
Tota I
Barricades (Per day)
3
20
1 $15,276.46
$0.00
In -Kind Item /Equipment /Facility
Quantity
# Hours
# Days
Rate /Fee
Est. In -kind Costs
Actual Staff Costs
Tables (Per Day)
Grand Total City Costs ( =50 %)
$10,000,00
$8.00
$0.00
$0.00
Chairs (Per Day)
$1.25
$0.00
$0.00
Tents (Per Day)
$75.00
$0.00
$0.00
Stage (Per 6 hours)
$1,000.00
$0.00
$0.00
Stage (Additional Hours)
$50,00
$0.00
$0.00
Stage Ski rti ng (Per Day)
$15.00
$0.00
$0.00
Stage Extentions (Per Day)
$25.00
$0.00
$0.00
Theater Lights (Per Day)
$100.00
$0.00
$0.00
Sound System (Per Day)
$200.00
$0.00
$0.00
Rustin Pavilion (Per 3 hours)
3
3
$60.00
$540.00
$0.00
Rustin Pavilion (Additional Hours)
1
3
$20.00
$60.00
$0.00
Southlake Scene (Per 1/2 Page)
1
$125.00
$125.00
$0.00
Barricades (Per day)
3
20
$3.00
$180.00
$0.00
Cones ( Per Day)
$1.00
$0.00
$0.00
SUP Application
$300.00
$0.00
$0.00
Tent Permit
$25.00
$0.00
$0.00
Sign Permit
$25.00
$0.00
$0.00
Total
$905.00
$0.00
Advertising Costs
Est. Costs Actual Costs
Promotion of Event and Activities.
( *As approved by Director of Economic Development)
3818,54
Total Event Costs
Est.Grand Total
Actual Grand Total
Grand Total
$20,000.00
$0.00
Grand Total City Costs ( =50 %)
$10,000,00
$0,00
Community Event Participation Application - Form date: 2011-05-25 - Page 3 of 3
City of Southlake, Texas
RESOLUTION N0.08 054
F RECOR
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, ESTABLISHING A COMMUNITY EVENT
PARTICIPATION POLICY.
WHEREAS, the City Manager shall be responsible to the Council for the proper
administration of all affairs of the City including the preparation of general policies; and
WHEREAS, according to the City of Southlake (the "City ") Charter section 4.14(6) the
City Manager is responsible for administration of the City budget after adoption by the City
Council; and
WHEREAS, the City of Southlake assesses and collects a municipal hotel occupancy tax
in accordance with Chapter 351 of the Texas Tax Code; and
WHEREAS, the City Manager recognizes the need to add new policies to define City
practice regarding use of hotel occupancy tax revenues with third party community events, and
to provide a process whereby third parties wishing to sponsor a community event in the City may
request City participation, and;
WHEREAS, the Community Event Participation Policy accomplishes the purposes
described above in a manner that accommodates the legitimate interests of the City, now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. The City of Southlake hereby approves the Community Event Participation Policy,
specifying general policies relating to City participation in community events.
Section 2. This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS 21st DAY OF OCTOBER, 2008.
Andy Wambsganss, Mayor
ATTEST:
VTH1 -1 �7
`` ®�l:Q •••eeeey `�� i
Lori Payne, Cit ecretary = ! s
Community Event Participation Policy
1. Statement of Purpose The purpose of this Policy is to establish guidelines for processing
requests for City participation in Community Events.
A. Strategic Plan Alignment This Policy is being considered due to its support of the
City's overall Strategic Plan and alignment with the Council's strategic focus
areas and stated strategic objectives.
Partnerships and Volunteerism The City Council identified "Partnerships
and Volunteerism" as a focus area when adopting the strategic plan in 2005.
Since then, an objective has been included on the City strategy map:
"Actively promote opportunities for partnerships and volunteer involvement
(individual and group)." A case can be made, therefore, that this kind of
partnership would be properly aligned with the City's strategy since a
partnership of this kind brings together community groups and the City to
offer high quality events that promote the City.
2. Safety and Security The strategy map includes a focus area of "Safety and
security." This, coupled with the objective of "Collaborate with select
partners to implement service solutions" addresses the matter of the City's
fundamental obligation to ensure that residents and visitors of Southlake are
safe and secure, whatever their activity. If we develop a successful
partnership with these community groups, coordinate our efforts, and,
perhaps, share the costs, the City has ultimately met this stated strategic
objective.
B. Compliance with the Hotel Occupancy Tax State Laws Funds utilized under this
policy shall comply in all instances with the requirements of Chapter 351 of the
Texas Tax Code as it pertains to the eligibility and expenditure of hotel
occupancy tax funds.
2. Policy Administration This Policy will be administered through the Department of
Economic Development.
3. Definitions The following definitions shall be utilized in this Policy.
A. City Shall mean the City of Southlake, Texas.
B. Community Event Shall mean an event held within the Southlake City limits
having broad appeal and interest by attendees both from the City and outside the
City and meeting the evaluation criteria defined herein.
C. Coordinator Shall mean the Marketing and Tourism Coordinator in the
Department of Economic Development.
D. Director Shall mean the Director of Economic Development.
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 1 of 6
E. Eligible Applicants Shall mean community organizations active in our region on
an ongoing basis.
F. In -Kind Participation Shall include the utilization of City staff, providing of City
equipment, utilization of City facilities or similar participation as approved by the
Director. Examples might include: police protection, emergency medical
services, street closure set -up, banner displays, website exposure, cooperative
marketing, etc.
G. Participation Agreement Shall mean a Community Event Participation Services
Agreement between the City and the applicant organizing and responsible for the
event.
H. Policy Shall mean the Community Event Participation Policy adopted by City
Council.
I. Tourism Team Shall mean the City staff team working collectively to implement
tourism programs in the City. The members of this team may vary by type of
event to be evaluated or reviewed. It may also at times include third party
participants who can contribute a unique aspect to the team.
4. Submittal Requirements The following shall be applicable to establishing an adequate
submittal for participation by the City.
A. Eligible pplicants Applications will only be accepted from Eligible Applicants
as defined herein.
B. Application An applicant must submit a fully executed application identified in
Appendix `A' herein. This application may be amended periodically by staff if
needed to better administer this Policy. The completed application shall be
submitted to the Coordinator for review.
C. Submittal Deadlines Applications must be submitted three (3) months prior to
the date of the event.
5. Application Review Upon receipt of the application, the following shall apply to the
review and evaluation of the application.
A. Evaluation Criteria The following criteria shall be utilized by the Coordinator
when reviewing the application and in consideration of any recommendation for
participation.
1. Applicant's Community Involvement Is the applicant active in the
community? Are they local and frequently engaged in community
activities? If the applicant is not involved locally, is the event unique
enough to support?
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 2 of 6
2. City Recognition Will the City be recognized as a "co- sponsor "? What
additional exposure or recognition will the City receive?
3. Experience of Applicant Does the applicant have a history of successfully
holding the event? Has the applicant worked successfully with the City on
this or other similar events in the past? Is the applicant able to demonstrate
the organization's ability to perform the duties necessary to fund and
implement the proposed event?
4. Marketing Efforts Does the applicant have a marketing program to
enhance the likelihood of success of the event?
5. Matching Fund It is the intent of this Policy to require that the applicant
provide a 50150 match of the contributions by the City, e.g. if staff hours for
an event was equal to $5,000, the applicant would be required to make a
payment of $2,500 to the City.
6. Neutrality Is the event non - partisan politically? Are all religions and
ethnical backgrounds allowed to attend and participate? Does the event
make no effort to promote or facilitate the promotion of a particular position
or political candidate?
7. Tourism Impact What are the beneficial tourism impacts of the proposed
event? Factors might include: anticipated draw, likelihood of overnight
hotel room reservations, visitor expenditures in the City, etc.
B. Staff Review The Coordinator will engage the Tourism Team to jointly discuss
the merits and challenges of the application. The Director, upon a
recommendation from the Coordinator, shall determine the acceptability of the
application and response to the applicant.
1. Recommendation for Council Action If the Director deems that the event
as proposed by the applicant meets the purpose and intent of the Policy, an
action item will be placed before the City Council for their approval of a
Participation Agreement outlining all aspects of the participation request.
a. Participation Agreement Prior to placement of the participation
request before the City Council, the applicant must work with the
Coordinator to prepare an adequate Participation Agreement for
Council consideration.
2. Denial of Application If the Director does not find that the application for
City participation in the proposed event meets the Council adopted Policy,
the applicant shall be informed of the decision and the reasons for the
finding.
a. Appeal to City Council The applicant may appeal the decision of
the Director to City Council. All decisions by the City Council
shall be final.
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 3 of 6
C. Participation Limitations Following are specific limitations to City participation
under the guidelines of this Policy.
In -Kind Participation Only The extent of City participation shall be limited
to "in- kind" participation as defined herein. No cash contributions shall be
provided.
2. Funding No application for City participation shall be approved when
funds are not available for the event.
a. Funding Cap No single event shall receive a City contribution in
excess of ten thousand ($10,000) dollars.
Staffing No application for City participation shall be approved when staff
required to support the event are not available for the event.
6. Post Event Evaluation The applicant shall be required to participate in a post -event
debriefing meeting to identify opportunities, challenges, and recommended
improvements for any future events.
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 4 of 6
Appendix A
Application for Community Event Participation
Name of Event:
Applicant:
Primary Contact Name:
Title:
Phone:
Fax:
Cell:
Email Address:
Web:
Paid Organizer Name:
Title:
Phone:
Fax:
Cell:
Email Address:
Web:
Requested In -Kind City Staffing ( *Staff Estimate)
Est. Cost*
Staff Member
Anticipated Duties
TOTAL
Other Requested In -Kind Items ( *Staff Estimate)
Est. Cost*
In -Kind Item
Proposed Utilization
TOTAL
Please identify any unique requests for City assistance related to this event: e.. street closures
1.
2.
3.
By Signing this application, the applicant agrees to comply with all City ordinances including but
not limited to the following:
• Mass Gathering Ord. No. XXXX
• Solicitation Ord. No. XXXX
. Noise Ord. No. XXXX
• ?
Please respond to the following questions:
1. Anticipated attendees:
2. Duration of event:
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 5 of 6
3. Applicant's Community Involvement Is the applicant active in the community? Are they local and
frequently engaged in community activities? If the applicant is not involved locally, is the event unique
enough to support?
Answer:
4. City Recognition Will the City be recognized as a "co- sponsor "? What additional exposure or
recognition will the City receive?
Answer:
5. Experience of Applicant Does the applicant have a history of successfully holding the event? Has
the applicant worked successfully with the City on this or other similar events in the past? Is the
applicant able to demonstrate the organization's ability to perform the duties necessary to fund and
implement the proposed event?
Answer:
6. Marketing Efforts fforts Does the applicant have a marketing program to enhance the likelihood of success
of the event?
Answer:
7. Matching Fund It is the intent of this Policy to require that the applicant provide a 50150 match of
the contributions by the City, e.g. if staff hours for an event was equal to $5,000, the applicant would be
required to make a payment of $2,500 to the City.
Answer:
8. Neutrality Is the event non - partisan politically? Are all religions and ethnical backgrounds allowed
to attend and participate? Does the event make no effort to promote or facilitate the promotion of a
particular position or political candidate.
Answer:
9. Tourism Impact What are the beneficial tourism impacts of the proposed event? Factors might
include: anticipated draw, likelihood of overnight hotel room reservations, visitor expenditures in the
City, etc.
Answer:
Submitted on this the day of , 2008
Name:
Title:
Community Event Participation Policy - Approved by City Council 2008 -10 -21 - Page 6 of 6