Item 6B13 `.ITY OF
SOUTHLAKE
Department of Planning & Development Services
CASE NO
PROJECT:
EXECUTIVE
SUMMARY:
REQUEST
DETAILS:
ACTION NEEDED:
STAFF REPORT
March 13, 2013
ZA13-027
Specific Use Permit for a Mass Gathering — CISD Relay for Life / Rachel's
Challenge
Carroll Independent School District is requesting approval of a specific use permit
for a mass gathering to host Relay for Life / Rachel's Challenge Rally, located at
Carroll High School, 800 and 900 N. White Chapel Blvd. and Durham Intermediate
School, 801 Shady Oaks Dr. SPIN # 7.
This will be the fourth year for the American Cancer Society sponsored event
which is held primarily at the Carroll High School site at 800 White Chapel
Boulevard with parking and overnight camping access at the Durham Intermediate
School site at 801 Shady Oaks Dr. Off -site shuttle parking will be available at
various Carroll ISD campuses. The Rachel's Challenge Rally will be a year-end
celebration for Carroll ISD students grades PK-12 to celebrate kindness and
compassion as part of the ongoing Rachel's Challenge curriculum. This rally will
be a family -oriented event. Relay for Life is a fun -filled, overnight event that offers
everyone an opportunity to participate in the fight against cancer. This event has
been successfully held since May 2010. The applicant is requesting a 3-year
approval period. Details of the event include:
• May 3-4, 2013; 5 PM through 7 AM with some set up on May 2nd
• Entertainment, food and games, survivor celebration and luminaria ceremony
• Team Tent Canopies (location shown on site plan under Attachment C)
• Event signage (under Attachment C)
• Overnight camping
• All night lighting and music
• Anticipated attendance — approximately 5,000
1. Conduct public hearing
2. Consider approval of specific use permit
ATTACHMENTS: (A) Background Information
(B) Vicinity Map
(C) Plans and Support Information
(D) Surrounding Property Owners Map
Case No.
ZA13-027
(E) Surrounding Property Owners Responses
(F) Resolution No. 13-012
STAFF CONTACT: Dennis Killough (817)748-8072
Lorrie Fletcher (817)748-8069
Case No.
ZA13-027
BACKGROUND INFORMATION
OWNER/APPLICANT: Carroll ISD
PROPERTY SITUATION: 800 and 900 N. White Chapel Blvd. and 801 Shady Oaks Dr.
LEGAL DESCRIPTION: Lot 1, Blk 1, and Lot 1, Block 2, Carroll ISD No. 2 Addition and Lot 1, Blk 1,
Carroll ISD No. 1 Addition
LAND USE CATEGORY: Public / Semi Public
CURRENT ZONING: "NR-PUD" Non -Residential Planned Unit Development District and "CS"
Community Service District
HISTORY: City Council approved this event for the first time for one (1) year on April
20, 2010 (ZA10-013).
City Council approved this event for two (2) years on May 3, 2011 (ZA11-
010).
P&Z ACTION: March 7, 2013; Approved (4-0) subject to the staff report dated March 7,
2013 and granting a 2-year approval period.
STAFF COMMENTS: The City Council shall consider the following in determining whether to
grant a Specific Use Permit for a mass gathering event according to the
Comprehensive Zoning Ordinance No. 480, Section 45.14c, as amended:
1. whether there is convenient and safe access for the ingress and egress
of pedestrians and vehicular traffic;
2. whether sufficient traffic control personnel is proposed to insure safety
to all members of the traveling public, including pedestrians, along all
public roadways in the proximity of the mass gathering and/or along
which the public is likely to travel to reach the mass gathering areas
shall be provided;
3. whether the mass gathering area is well drained and so arranged to
provide sufficient space for persons assembled, vehicles, sanitary
facilities, and appurtenant equipment;
4. whether sufficient illumination will be provided at night to protect the
safety of the persons assembled;
5. whether adequate parking areas, including disabled persons' parking
spaces, shall be provided for persons arriving by vehicular means. If
the promoter proposes to utilize temporary off -site parking, then the
promoter the mass gathering event the off -site temporary parking area
will not be utilized for purposes other than the mass gathering event;
and
6. whether adequate provisions have been made for food supply, medical
Case No. Attachment A
ZA13-027 Page 1
assistance, garbage disposal, water supply, parking, sanitation and
toilet facilities, vermin control, and safety.
7. The City Council may establish specific conditions depending upon the
nature of the proposed event and traffic, health and safety issues
according to Ordinance 480, Section 45.14.a, as amended.
A site exhibit and event description is included as Attachment `C' of this report.
Due to the limited nature of the request, no review summary has been prepared for
this request. The applicant, however, will need to comply with the details outlined
in this report.
Case No. Attachment A
ZA13-027 Page 2
Vicinity Map
Relay for Life/Rachel's Challenge
ZA13-027
Specific Use Permit
801 Shady Oaks Dr.
800 & 900 N. White Chapel Blvd.
20
0 480 960 1,9
5 Feet
Case No. Attachment B
ZA13-027 Page 1
2013 Site Plan
Case No. Attachment C
ZA13-027 Page 1
ENTERTAINMENT TIME LINE
TIME STAGE A
TIME STAGE B
5:45 6:00 Wind Ensemble/Rachel's Rally BAND
6:00 6:15 Dana's Dance DANCERS
6:15 6:30 MISS SOUTHLAKE VOCALIST
6:25 6:40 Dana's Dance DANCERS
6:35 6:50 MADELINE STELZER VOCALIST
6:55 8:10 OPENING CEREMONY
OPENING CEREMONY
OPENING CEREMONY
OPENING CEREMONY
TEAM LAP/DRUM LINE
TEAM LAPIDRUM LINE
8:15
8:30 GOD'S COUNTRY KIDS
8:35
8:50 GOD'S COUNTRY KIDS
8:55
9:10 Bailey Buck
9:15
9:30 Townsend Davis
9:35
9:50 Townsend Davis
9:55
10:30 Running on Faith/luminaries
Running on Faith/luminaries
Running on Faith/luminaries
Rvn.FaithLi—ninaries
10:35
10:50 KAYCEE KOONTZ
6:45
7:00
Spicar Karate
karate
7:05
8:00
opening ceremony
opening ceremony
teamla pldrumlin e
team lap/drumlin e
8:05
8:20
YUSHIN LEE BALLET
GYMNASTS
VOCAL GROUP
8:25
8:40
Southlake Gymnastics
VOCAL GROUP
8:45
9:00
OLD UNION CHOIR
CHOIR
VOCALIST
9:05
9:20
CMS CHOIR
CHOIR
VOCALIST
9:25
9:40
Eubanks Puppet Show
Puppets
VOCALIST
VOCALIST
10:55 11:10 MISS FORT WORTH VOCALIST
11:15 11:30 Melody Cherry VOCALIST
11:35 11:50 Miss Arlington VOCALIST
11:55 12:10 JEAN THOMAS LOUVI ERE VOCALIST
Case No.
ZA13-027
9:45
10:00
ASL Students
SIGNERS
10:05
10:40
mmaries F
mmaries
es
s �
10:45
11:00
Cheerleaders
CHEERLEADERS
11:05
11:20
Color Guard
FLAGS
11:25
11:45
Drill Team
DRILL TEAM
11:50
12:05
Top Flight Gymnastics
Attachment C
Page 2
Attachment for Relay -for -Life/ Rachael's Challenge Events
May 3-4, 2013 (and May of 2014 and 2015)
Common Description or Address of Property Locations
This event will be held primarily at the Carroll High School site at 800 White Chapel
Boulevard with parking and overnight access at the Dawson Elementary/Intermediate
School site at 801 Shady Oaks.
Off -site shuttle parking will be held at the various CISD campuses.
The Rachel's Challenge Rally will be a year-end celebration for Carroll ISD students in
grades PK-12 to celebrate kindness and compassion as part of the ongoing Rachel's
Challenge curriculum. This rally will be a family -oriented event. Relay for Life is a (un-
filled, overnight event that offers everyone an opportunity to participate in the fight
against cancer. These walks to raise funds for cancer research are the primary fundraising
activities held nationwide and sponsored by the American Cancer Society. In honor of
those who battle cancer 24 hours a day, team members typically take turns walking the
track throughout the night. This is a community -wide event that includes entertainment,
food and games, including a celebration for cancer survivors and a touching luminaria
ceremony to remember those who have lost their lives to cancer. Carroll ISD and the
American Cancer Society are hoping to have about 350 teams, totaling 5,000 or more at
the event.
Preliminary Drainage Study
This requirement was waived for the May 2010 event by Gordon Mayer, City Engineer.
Signed Aviasation Easement and Right -of -Way with Metes and Bounds Description
This requirement was waived for the May 2010 event by Dennis Killough, Deputy
Director of Planning and Development Services.
Legal Description of the Propert_y_(Platted Property
The CISD properties listed previously are described as Carroll ISD No 1 Addition, Blk,
Lot 1 and Carroll ISD No 2 Addition, Blk 1, Lot 1 which describe Durham
Intermediate/Elementary School and Carroll High School, respectively.
Site Plan and Site Plan Application
A copy of the site plan is enclosed for review by the City of Southlake.
Case No. Attachment C
ZA13-027 Page 3
Relay for Life Schedule of Events
May 3, 2013
Thursday, May 2
Initial event/team set up after school 4-8 p.m.
Friday, May 3
Vendor & team canopy tent set-up - 11 a.m. to 2 p.m.
School Lets Out - 3:15 p.m.
Parking Lot Barricades Go Up/Pre-issued Parking Passes Enforced
Resume Vendor, Booths & Team Canopy Set -Up - 4:00 p.m.
Shuttle Service from Remote Parking Begins - 4:30 p.m.
Food/Booths/Games/Entertainment Begin - 5:00 p.m.
VIP Reception mid field tent (by ticket only) - 5.30 p.m.
Rachel's Challenge Rally - 6:00 p.m.
Opening Ceremonies Kick Off Relay For Life - 7:00 p.m.
Cancer Survivors' Dinner (after opening laps) - 7:30 p.m.
Parking Lots Open For Use Without Passes - tentatively about 8 p.m.
VIP Reception mid field tent (by ticket only) - 9 p.m.
Luminaria Ceremony (lights out) - 10 p.m. (lights/activities resume after this ceremony)
Saturday, May 4
Fight Back Ceremony — Midnight
Closing Ceremonies/Breakfast tentative - 6 a.m.
Event cleanup/close - 7 a.m.
Case No. Attachment C
ZA13-027 Page 4
Responses to Information Request by COSL Planning Department
February 18, 2013
1) Food Supply
Food preparation, service and storage will be provided for pursuant to the requirements
of the Texas State Department of Health, the county in which the mass gathering event
takes place, or the City, whichever is more stringent.
Food preparation, service and storage will be provided by Individuals who may wish to
participate in the Relay for Life event. C1SD will not operate a concession stand for the
event.
Beyond this, ACS and C1SD will be inviting local restraurants and businesses to
participate in the event Food preparation, service and storage will be handled by the
entities (resturants) on site. ACS will contact the Tarrant County Health Department to
ensure that permits or actions are taken that comply with guidelines and requirements.
2) Water Supply
a) An adequate, safe supply of potable water, meeting the requirements of the
Texas State Department of Health, the county in which the mass gathering event
takes place, or the City, whichever is more stringent, shall be provided.
b) Transported water, if used, shall be obtained from an approved source, stored
and dispensed in an approved manner. Approval as used in this paragraph
means in compliance with standards adopted by the Texas State Department of
Health, the county in which the mass gathering takes place, or the City,
whichever is more stringent.
The water supply at the site will be provided by a combination of bottled water brought
onto site by participants and by public access to a ►imited number of water fountains.
The majority of potable water present will be supplied by participants in the form of
bottled water..
3) Sanitation
Toilet facilities will be provided for pursuant to the requirements of the Texas State
Department of Health, the county in which the mass gathering event takes place, or the
City, whichever is more stringent.
The District and American Cancer Society will provide 20 portable toilets for general use
of the public. These will be positioned per the proposed site plan submitted to COSL.
4) Refuse Disposal
Case No. Attachment C
ZA13-027 Page 5
a) Refuse shall be collected, stored, and transported in a manner that allows for
recycling and protects against odor, infestation of insects and/or rodents and any
other condition, which poses a threat to the health, safety, and welfare of the
patrons of the mass gathering event or the public.
b) Refuse and recycling containers shall be clearly marked and readily accessible.
c) The area where motor vehicles are parked shall have one (1) fifty (50) gallon
refuse container or its equivalent for every twenty-five (25) such motor vehicles
or one (1) sixteen (16) cubic yard trash container for every two thousand (2,000)
motor vehicles and an appropriate number of recycling containers.
d) All refuse will be collected from the assembly area at least twice each twelve (12)
hour period of the assembly, with a minimum of two (2) such collections for a
gathering exceeding six (6) hours, or more often if necessary, and disposed of at
a licensed waste disposal facility.
e) The grounds and immediate surrounding property shall be cleared of refuse
within twenty-four (24) hours following a mass gathering event.
f) In lieu of the above -mentioned requirements in this subsection, the promoter may
submit an alternative plan for refuse disposal for the consideration by the City
Council.
The facility uses is a high school campus with dumpsters located on the west side of the
building adjacent to the area the event will be held The dumpsters are both designated
as simple refuse containers and for recycling.
5) Vermin Control
Insect, rodents, and other vermin shall be controlled by proper, sanitary practices,
extermination, or other safe and effective control methods, where necessary and animal
parasites shall be controlled.
This item does not appear to be applicable to this event
6) Safety
a) Electrical systems shall be installed and maintained in accordance with the
provisions of the applicable State standards and local standards and regulations,
and shall be approved by a City of Southlake electrical inspector.
b) Grounds, buildings, and related facilities shall be constructed, maintained and
used in a manner as to prevent fire and in accordance with the applicable State
and City fire prevention regulations.
c) Internal and external traffic and security control shall meet requirements of the
applicable State and local law enforcement agencies.
d) At least one law enforcement officer for each 500 persons expected to attend the
mass gathering (but not fewer than a total of three officers) shall be on site to
assist in crowd and traffic control. The City Council may require additional or
fewer officers, depending upon the information contained in the application. If
the promoter intends to use private security officers, then the identity and number
of such officers shall be described in the application.
e) The promoter shall ensure that adequate communication between local law
enforcement, fire prevention, and emergency personnel and any private security
Case No. Attachment C
ZA13-027 Page 6
personnel, including emergency response protocols, is provided for each mass
gathering event. An on -site communications center may be required.
f) The following rules will be enforced at this event in regards to open cooking in
the camping area of the event. There shall be no open ground burning or camp
fires. All camp fires or cooking fires shall be contained in an enclosed cooker.
Grills, cookers and other type containers that are designed to be cooked in will
be allowed. There needs to be water available in these areas for emergency use
by the people cooking. Anyone found in violation of this burning rule could
receive a citation and upon conviction a fine of up to $2,000.00 per violation. If
anyone has any questions to this rule may contact the Fire Marshal Office at 817-
748-8233.
The items found in this section are in place (i.e. a, b, c). The other items have been
planned in conjunction with police officers representative of the Southlake DPS. The
District will comply with city ordinances pertaining to open flames and fire. There will be
a Ilt candle enclosed in a luminaria bag. The fire marshal has stated that he will make a
decision at the event based on wind and crowd management as to whether this will be
allowed. The used of luminarla is a standard at Relay for Life events.
7) Medical
a) Any and all medical buildings or tents with adequate medical supplies shall be
available in a convenient location and shall be clearly identified as such.
b) An adequate number of emergency vehicles duly licensed by the State of Texas
as ambulance shall be available on the site beginning one half hour before the
mass gathering event begins and until all patrons have left the scene as
determined by the Director of Public Safety.
c) The promoter of the mass gathering event may be required to contact hospitals
in the local area prior to the date of the event and advise them that a mass
gathering event shall be held and the approximate number of people expected to
attend.
As outlined on the site plan, there will be a designated area for specific use as a first aid
station. The station will be manned by Southlake DPS EMTs. There services as those
provided by the police will be paid through the American Cancer Society.
The District commits to notifying Baylor Grapevine of the event's date and number of
possible participants.
8) Noise
The promoter shall control the level of sound emanating from the mass gathering
area pursuant to the City's Noise Ordinance (Article III of Chapter 11, Southlake
Code).
As outlined in previously submitted documents, the District and American Cancer
Society are requesting a variance on the sound ordinance permitting background music
to be played at a low level during the evening hours extending throughout the evening
until approximately 7 am the morning of May 4
Case No. Attachment C
ZA13-027 Page 7
9) Area
a) Trees, underbrush, large rocks and other natural features shall be left intact and
undisturbed whenever possible, and natural vegetative cover will be retained,
protected and maintained so far as possible to facilitate drainage, prevent
erosion, and preserve scenic attributes.
b) Grounds shall be maintained free from accumulations of refuse and any health
and safety hazards.
This item does not appear to be applicable to the site on which this event will be held.
10) Lighting
The mass gathering area shall be adequately lighted, but the lighting shall not
unreasonably reflect beyond the assembly area boundaries unless adjacent
properties are uninhabited and must comply with the City's Lighting Ordinance;
Similar to #8 above, the organizers of this event are requesting a variance of the lighting
ordinance allowing for football field lighting to left on all night.
11) Alcoholic Beverages
a) A Specific Use Permit is required to sell and consume alcoholic beverages at a
mass gathering event. The promoter shall restrict the time and location of such
sale so that alcoholic beverages are sold only during the particular event and so
that public safety and order will not be impaired.
b) The promoter shall comply fully with the laws of the State of Texas regulating the
sale and consumption of alcoholic beverages.
As it is illegal to possess alcoholic beverages on public school property, this item is not
applicable to this event.
12) Sell -out
The promoter shall notify the Director of Public Safety at least three (3) days in
advance if the mass gathering event is sold out. When the promoter learns that a
particular event is likely to be sold out, the promoter shall exercise due diligence to
promptly inform the general public that tickets will not be available for sale at the time
of the event. At a minimum, the promoter shall broadcast announcements in the
communications media serving the entire marketing area for the facility regarding the
substance of the preceding sentence.
The organizers are unclear as to what constitutes a "sell out" given the nature of the
event While planning has focused on crowds up to approximately 4,000 participants, it is
highly unlikely the event will draw such a crowd in its inaugural season. However, should
the fire marshal monitoring the event become concerned with the number of participant
organizers will be happy to stop allowing participants on site in this unlikely scenario.
Case No. Attachment C
ZA13-027 Page 8
e. Public Costs Escrow -A promoter may be required to deposit with the Director of Finance
at least two weeks prior to the mass gathering event an amount of money equal to 120%
of the estimated public costs of each contemplated mass gathering as set by the City
Council. The Director of Public Safety will prepare a public cost estimate and submit it to
City Council and the promoter. Public costs are those costs incurred by the City in
connection with the mass gathering event which relate to the mass gathering and which
would not be incurred by the City if such mass gathering was not held. Promptly after
each mass gathering event, the actual public costs shall be calculated, and the deposit
shall be refunded to the promoter to the extent it exceeds the actual public costs incurred.
If the actual public costs exceed the amount deposited, the promoter shall pay the excess
to the City within 10 days after being so notified.
The District respectfully requests this provision be waived.
f. The promoter may be required to present evidence of public liability insurance in at least
the following amounts: (i) $1,000,000 Bodily Injury (per person); (ii) $2,000,000 Bodily
Injury (per occurrence); and (iii) $1,000,000 property damage, which insurance policy
shall name the City, its officers and employees as additional insureds and shall contain a
clause providing that the policy may not be canceled by either party except upon not less
than 30 days written notice to the City. A copy of the insurance policy shall be provided
to the City at the time of the filing of the application. Additionally, the City, its officers and
employees shall be named as additional insureds.
A copy of this Information from Carroll ISD and the American Cancer Society is enclosed.
g. The City Council or Administrative Official may revoke a mass gathering event permit
issued pursuant to this Ordinance upon finding of one or more of the following:
1) that the promoter has violated one or more of the provisions of the specific use
permit;
2 ) if the City Council finds that the permit was obtained by fraud or misrepresentation;
or if the preparations for the mass gathering event will not be completed prior to the
planned commencement of the mass gathering event.
Clearly understood by all.
Case No. Attachment C
ZA13-027 Page 9
Event Signage
On -Site signs include:
Banners will be placed along fence lines
Ground signs will be placed around
the track and throughout the event
Flag signs that will be placed on the
field near the stage
Off -site signs include:
3 or 4 ground signs will be placed at the
intersection of White Chapel and FM 1709.
The applicant has been informed that no
signs shall be placed in the public ROW
Case No. Attachment C
ZA13-027 Page 10
Surrounding Property Owners
Relay for Life / Rachel's Challenge
27 22 64 65 3 fi8 59
5 61 63 62 2 1 67 sa
56 60 8
5 55 9
6
53 11 a
F-I - 72
72 12 3
72 4
72 5 14
72 15
16
72 17
18
69 g �47 6 45 44 43 42 49 135134 33 32 31 30 29 28 �2+6 2
�]T 23 qg 50 57 36 40 39 38 37
SPO # I Owner I Zonina I Land Use I Acreaae I Resoonse
1.
Riordan Capital Properties Lp
SF1-A
Public/Semi-Public, Low
Density Residential
0.99
NR
2.
Hubbard, Bill Mark
SF1-A
Public/Semi-Public, Low
Density Residential
1.48
NR
3.
Riordan Capital Properties Lp
SF1-A
Low Density Residential
0.99
NR
4.
Carroll ISD
CS
Public/Semi-Public, Medium
Density Residential, Low
Density Residential
28.98
NR
5.
Carroll ISD
NRPUD
Public/Semi-Public, Medium
Density Residential
45.38
NR
6.
Carroll ISD
NRPUD
Public/Semi-Public, Low
Density Residential
2.79
NR
7.
Carrizal, Alberto & Meri
SF20A
Medium Density Residential
0.62
NR
8.
Gregory,Natalie & David G
SF20A
Medium Density Residential
0.49
NR
9.
Tedford, Gareth Etux Sharon C
SF20A
Medium Density Residential
0.47
NR
10.
Cole, Thomas C Etux Carolyn J
SF20A
Medium Density Residential
0.45
NR
11.
O'Neal, Robert M & Jill E
SF20A
Medium Density Residential
0.53
NR
12.
Dorman, Dianne Louise
SF20A
Medium Density Residential
0.49
NR
13.
Wallace, Heather D
SF20A
Medium Density Residential
0.46
NR
Case No. Attachment D
ZA13-027 Page 1
14.
Turk, David F Etux Suzanne E
SF20A
Medium Density Residential
0.52
NR
15.
Southlake Property Llc
SF20A
Medium Density Residential
0.52
NR
16.
Peyrovi, Alireza Etux Heather
SF20A
Medium Density Residential
0.53
NR
17.
Egel, Ramon W
SF20A
Medium Density Residential
0.57
NR
18.
Ledbetter, Bob
SF20A
Medium Density Residential
0.58
NR
19.
Rochester, Richard R
SF20A
Medium Density Residential
0.55
NR
20.
Zerbe, Stephen J & Susan M
SF20A
Medium Density Residential
0.50
NR
21.
Spiegelman, Paul & Teresa
SF1-A
Public/Semi-Public, Low
Density Residential
4.39
NR
22.
Keene, J Randall Etux Terri G
SF1-A
Public/Semi-Public, Low
Density Residential
5.09
NR
23.
Jung, Teri F
AG
Medium Density Residential
0.99
NR
24.
Hendricks, James & Elizabeth
SF20A
Medium Density Residential
0.53
NR
25.
Williams, Van V Etux Cindy
SF20A
Public/Semi-Public, Medium
Density Residential
0.49
NR
26.
Welschmeyer, Mark Etux Diane
SF20A
Public/Semi-Public, Medium
Density Residential
0.46
F
27.
Weaver, Ron Etux Kristen M
SF20A
Public/Semi-Public, Medium
Density Residential
0.46
NR
28.
French, James Etux Priscilla D
SF20A
Public/Semi-Public, Medium
Density Residential
0.46
NR
29.
Hodan, Daniel M Etux Audrey C
SF20A
Public/Semi-Public, Medium
Density Residential
0.46
NR
30.
Mueller, Bob Etux Joni
SF20A
Medium Density Residential
0.46
NR
31.
Savage, Steven Etux Christine
SF20A
Medium Density Residential
0.47
NR
32.
Meacham, Jeremy C Etux Tressa
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
NR
33.
Cerone, Christopher & Christie
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
NR
34.
Stone, David P Etux Susan
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
F
35.
Howle, John A Etux Deborah L
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
NR
36.
Walker, Derald W Etux Julie L
SF20A
Medium Density Residential
0.43
NR
37.
McNamara, Joseph Etux Marilyn
SF20A
Medium Density Residential
0.49
NR
38.
Toure, Mohamed Etux Denise
SF20A
Medium Density Residential
0.56
NR
39.
Boubekri, Nourredine
SF20A
Medium Density Residential
0.46
NR
40.
Barlow, Kathryn G
SF20A
Medium Density Residential
0.46
NR
41.
McIntyre, James B & Martha Tr
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
NR
42.
Jackson, William F Jr
SF20A
Public/Semi-Public, Medium
Density Residential
0.47
NR
43.
Fallon, William J Etux Tamara
SF20A
Public/Semi-Public, Medium
Density Residential
0.46
NR
44.
Graff, Jon Etux Julie
SF20A
Public/Semi-Public, Medium
Density Residential
0.49
NR
Case No.
ZA13-027
Attachment D
Page 2
45.
McLendon, James Etux Amanda
SF20A
Public/Semi-Public, Medium
Density Residential
0.48
NR
46.
Morgan, Robert
SF20A
Public/Semi-Public, Medium
Density Residential
0.49
NR
47.
Paul, Brian A Etux Paula G
SF20A
Public/Semi-Public, Medium
Density Residential
0.50
NR
48.
Gross, Kenneth Etux Betsy
SF20A
Public/Semi-Public, Medium
Density Residential
0.52
NR
49.
Ordinario, A P Jr Etux Evangel
SF20A
Medium Density Residential,
Low Density Residential
0.84
NR
50.
Maykus, Kosse K Etux Debra
SF20A
Medium Density Residential
1.32
NR
51.
Coscia, Paul Etux Mayra L
SF20A
Medium Density Residential
0.47
NR
52.
Hmo Assoc Of Shady Oaks Inc
RPUD
Medium Density Residential
0.04
NR
53.
Hmo Assoc Of Shady Oaks Inc
RPUD
Medium Density Residential
0.01
NR
54.
Hmo Assoc Of Shady Oaks Inc
RPUD
Medium Density Residential
0.24
NR
55.
Standard Pacific Of Texas Inc
SF20A
Medium Density Residential
0.53
NR
56.
Standard Pacific Of Texas Inc
SF20A
Medium Density Residential
0.55
NR
57.
Standard Pacific Of Texas Inc
SF20A
Medium Density Residential
0.53
NR
58.
Hmo Assoc Of Shady Oaks Inc
SF20A
Low Density Residential,
Medium Density Residential
0.35
NR
59.
Southlake Ch Assembly Of God
CS
Public/Semi-Public, Medium
Density Residential
6.90
NR
60.
Runyan, Billy W Etux Betty
AG
Public/Semi-Public, Low
Density Residential
0.99
F
61.
Hamilton, Ronald L
AG
Low Density Residential
1.49
NR
62.
Campbell, Jose
AG
Public/Semi-Public, Low
Density Residential
0.71
NR
63.
Yetman, Bert M Etux Helga B
AG
Public/Semi-Public, Low
Density Residential
0.72
NR
64.
Williamson, Ray C
SF1-A
Public/Semi-Public, Low
Density Residential
2.60
NR
65.
Yetman, Bert M Etux Helga B
SF1-A
Public/Semi-Public, Low
Density Residential
4.94
F
66.
Dunn, Nina Louise
AG
Public/Semi-Public, Low
Density Residential
1.06
NR
67.
Dunn, Nina Louise
AG
Low Density Residential
0.46
NR
68.
Paty, Barbara Ann
AG
Low Density Residential
2.05
NR
69.
McDonald, Beverly G
AG
Public/Semi-Public, Medium
Density Residential
2.06
NR
70.
Scherer, Hugh C
AG
Medium Density Residential
0.69
NR
71.
Robinson, Wendy M
AG
Medium Density Residential
0.54
NR
72.
Terra/Shady Oaks Lp
RPUD
Medium Density Residential
23.62
NR
Responses
Case No.
ZA13-027
F: In Favor O: Opposed To U: Undecided NR: No Response
Attachment D
Page 3
Notices Sent:
Responses Received
Case No.
ZA13-027
Seventy-two (72)
Four (4) — Attached
Attachment D
Page 4
Surrounding Property Owner Responses
Notification Response Form
ZA13-027
Meeting Date: March 7, 2013 at 6:30 PM
Stone, David P Etux Susan
305 W Chapel Downs Dr
Southlake Tx, 76092
30587H 1 10
PLEASE PROVIDE COMPLETED FORMS VIA MAIL, FAX OR HAND DELIVERY
BEFORE THE START OF THE SCHEDULED PUBLIC HEARING.
Being the owner(s) of the property so noted above, are hereby
n favor of opposed to undecided about
(circle or underline one)
the proposed Specific Use Permit referenced above.
Space for comments regarding your position:
Signature:
Additional Signature:
Printed Name(s):
Must be property owner(s) whose a e s are
Phone Number (optional):
Date��
Date:c�_L_�7_
at top. Otherwise`contact the Planning Department. One form per property.
Case No. Attachment E
ZA13-027 Page 1
Notification Response Form
ZA13-027
Meeting Date: March 7, 2013 at 6:30 PM
Welschmeyer, Mark Etux Diane
145 W Chapel Downs Dr
Southlake Tx, 76092
30587H 1 2
PLEASE PROVIDE COMPLETED FORMS VIA MAIL, FAX OR HAND DELIVERY
BEFORE THE START OF THE SCHEDULED PUBLIC HEARING.
Being the of the property so noted above, are hereby
in favor of opposed to undecided about
(circle or underline one)
the proposed Specific Use Permit referenced above.
Space for comments regarding your position:
Sign
Additional Signature:
Printed Name(s): /f, —
Must be property owner(s) whose name(s) are printed
Phone Number (optional):
Otherwise contact the Planning Department.
Date: c61
Date: d3 013
per property.
Case No. Attachment E
ZA13-027 Page 2
Notification Response Form
ZAI3-027
Me+eUng Date: Marrh 7, 201 a at 6:30 PM
Stone, David P Etux Susan
305 W Chapel Downs Dr
outhlake Tx, 76092
30587H 1 10
PLEASE PRO)ADE COMPLETED FORMS ILIA MAIL, FAX OR HAND DELIVERY
BEFORE THE START OF THE SCHEDULED PUBLIC HEARING.
Being the owner(s) of the property so noted above, are hereby
n favor ot�, opposed to undecided about
(circle or underline one)
the proposed Specific Use Pcrrnit refsrencred above -
Space for comments regarding your position:
Signature' Date
Additional lgnature: } ' Date:
Printed Names):�_.���,R?c
Must be propEdy mr-rcrfa] s-qtiva�1 arr Rmed at tap. Ctherense cl tha Planning DwarimaiL 'Jne form per
Phone Number (optional):
Case No. Attachment E
ZA13-027 Page 3
r9)1 = YEW-4"- F4N %U- : el7y-RL571�=.
Notification Responee Form
ZA13-027
sleeting Date; Marr.ra r, 2010 at 6M PM
Yvtman, Oart M EWx W61919 8
PO Pox 1 110
Grapevine ' rx, 70MY
A 708 RA76 01
}kr. 05 -.W13 0?;5g3M F;
..'Direct qumbo lmd magi reOPO $ to:
Plaril�q�.�'Do+relop��r�cSerxEei9 �'.
PLEASE PROVIDE COMPLMD FORMS lf'#A MAID_, FAx 4R HAND DELIVERY
BEFORE THE START Of THE SCHEDULED PLIBUG HEARIMG.
BeOg the owrw(s) Ql the property so r'OM 000va. are hereby
in favoreropposed to rdeoidl about
(circle or underline one)
the prnpazed specific Ltee Parm4 rwWrenoed abovc-
Space kw comments regarding your position:
p.0. Box 927iT ; "W w �
Signature, _c- --- Date:
Additianarl Signature,
Date:
Printed Name(s):
PA�rsI:.rPral-rt1'oume a; wPoM i5.eniF,;.+y+,iFS F71�'! �t1�7- OtherorltacanPee-NePranriV Depomm. One fonperRN9Brti,
Phone Number lootionall:
Case No. Attachment E
ZA13-027 Page 4
RESOLUTION NO. 13-012
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, GRANTING A SPECIFIC USE PERMIT FOR A
MASS GATHERING EVENT KNOWN AS RELAY FOR LIFE / RACHEL'S
CHALLENGE ON PROPERTY DESCRIBED AS LOT 1, BLOCK 1,
CARROLL ISD NO. 1 ADDITION AND LOT 1, BLOCK 1, AND LOT 1,
BLOCK 2, CARROLL ISD NO. 2 ADDITION, CITY OF SOUTHLAKE,
TARRANT COUNTY, TEXAS; AND LOCATED AT 801 SHADY OAKS
DRIVE AND 800 & 900 NORTH WHITE CHAPEL BOULEVARD,
SOUTHLAKE, TEXAS, MORE FULLY AND COMPLETELY DESCRIBED
IN EXHIBIT "A", AND AS DEPICTED ON THE APPROVED PLAN
ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "B"
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, a Specific Use Permit for a mass gathering event known as Relay for Life / Rachel's
Challenge has been requested by a person or corporation having a proprietary interest in properties
zoned as "CS" Community Service District and "NR-PUD" Non-residential Planned Unit Development
District; and,
WHEREAS, in accordance with the requirements of Section 45.14 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 to allow a mass gathering event, on property within the City Of
Southlake, Texas, located at 801 Shady Oaks Drive and 800 & 900 North White Chapel Boulevard,
Southlake, Texas, location being described as Lot 1, Block 1, Carroll ISD No. 1 Addition and Lot 1, Block
1, and Lot 1, Block 2, Carroll ISD No. 2 Addition, City of Southlake, Tarrant County, Texas, more fully
and completely described in Exhibit "A", and as depicted on the approved plan attached hereto and
Case No. Attachment F
ZA13-027 Page 1
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:
SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS DAY OF , 2013.
CITY OF SOUTHLAKE
M
ATTEST:
Alicia Richardson, TRMC
City Secretary
John Terrell, Mayor
Case No. Attachment F
ZA13-027 Page 2
EXHIBIT A
Property located at 801 Shady Oaks Drive and 800 & 900 North White Chapel Boulevard, Southlake,
Texas, location being described as Lot 1, Block 1, Carroll ISD No. 1 Addition and Lot 1, Block 1, and Lot
1, Block 2, Carroll ISD No. 2 Addition, City of Southlake, Tarrant County, Texas.
Case No. Attachment F
ZA13-027 Page 3
EXHIBIT B
Case No. Attachment F
ZA13-027 Page 4
ENTERTAINMENT TIME LINE
TIME
STAGE A
TIME
STAGE B
5:45
6:00 Wind Ensemble/Rachel's Rally
BAND
6:00
6:15
Dana's Dance
DANCERS
6:15
6:30 MISS SOUTH LAKE
VOCALIST
6:25
6:40
Dana's Dance
DANCERS
6:35
6:50 MADELINE STELZER
VOCALIST
6:45
7:00
Spicar Karate
karate
6:55
8:10 OPENING CEREMONY
OPENING CEREMONY
7:05
8:00
opening ceremony
OPENING CEREMONY
opening ceremony
OPENING CEREMONY
teamlapldrumline
TEAM LAP/DRUM LINE
/drumline
TEAM LAP/DRUM LINE
LaInlapIdtiumline
TEAM LAPIDRUM LINE
_L�►!Rf,Q(l�N! 1NF
8:05
8:20
YUSHIN LEE BALLET
GYMNASTS
8:15
8:30 GOD'S COUNTRY KIDS
VOCAL GROUP
8:25
8:40
Southlake Gymnastics
8:35
8:50 GOD'S COUNTRY KIDS
VOCAL GROUP
8:45
9:00
OLD UNION CHOIR
CHOIR
8:55
9:10 Bailey Buck
VOCALIST
9:05
9:20
CMS CHOIR
CHOIR
9:15
9:30 Townsend Davis
VOCALIST
9:25
9:40
Eubanks Puppet Show
Puppets
9:35
9:50 Townsend Davis
VOCALIST
9:45
10:00
ASL Students
SIGNERS
9:55
10:30
Running on Faith/luminaries
Running on FaithAuminaries
10:05
10:40
luminaries j
Bunning on FaithAuminaries
luminaries
unpin :_v,n.Fai�hllumit�aries
IcI , j
10:35
10:50 KAYCEE KOONTZ
VOCALIST
10:45
11:00
Cheerleaders
CHEERLEADERS
10:55
11:10 MISS FORT WORTH
VOCALIST
1 1:05
11:20
Color Guard
FLAGS
11:15
11:30 Melody Cherry
VOCALIST
11:25
11:45
Drill Team
DRILL TEAM
1 1:35
11:50 Miss Arlington
VOCALIST
1 1:50
12:05
Top Flight Gymnastics
11:55
12:10 JEAN THOMAS LOUVI ERE
VOCALIST
Case No. Attachment F
ZA13-027 Page 5
Attachment for Relay -for -Life/ Rachael's Challenge Events
May 3-4, 2013 (and May of 2014 and 2015)
Common Description or Address of Property Locations
This event will be held primarily at the Carroll High School site at 800 White Chapel
Boulevard with parking and overnight access at the Dawson Elementary/Intermediate
School site at 801 Shady Oaks.
Off -site shuttle parking will be held at the various CISD campuses.
The Rachel's Challenge Rally will be a year-end celebration for Carroll ISD students in
grades PK-12 to celebrate kindness and compassion as part of the ongoing Rachel's
Challenge curriculum. This rally will be a family -oriented event. Relay for Life is a (un-
filled, overnight event that offers everyone an opportunity to participate in the fight
against cancer. These walks to raise funds for cancer research are the primary fundraising
activities held nationwide and sponsored by the American Cancer Society. In honor of
those who battle cancer 24 hours a day, team members typically take turns walking the
track throughout the night. This is a community -wide event that includes entertainment,
food and games, including a celebration for cancer survivors and a touching luminaria
ceremony to remember those who have lost their lives to cancer. Carroll ISD and the
American Cancer Society are hoping to have about 350 teams, totaling 5,000 or more at
the event.
Preliminary Drainage Study
This requirement was waived for the May 2010 event by Gordon Mayer, City Engineer.
Signed Aviasation Easement and Right -of -Way with Metes and Bounds Description
This requirement was waived for the May 2010 event by Dennis Killough, Deputy
Director of Planning and Development Services.
Legal Description of the Propert_y_(Platted Property
The CISD properties listed previously are described as Carroll ISD No 1 Addition, Blk,
Lot 1 and Carroll ISD No 2 Addition, Blk 1, Lot 1 which describe Durham
Intermediate/Elementary School and Carroll High School, respectively.
Site Plan and Site Plan Application
A copy of the site plan is enclosed for review by the City of Southlake.
Case No. Attachment F
ZA13-027 Page 6
Relay for Life Schedule of Events
May 3, 2013
Thursday, May 2
Initial event/team set up after school 4-8 p.m.
Friday, May 3
Vendor & team canopy tent set-up - 11 a.m. to 2 p.m.
School Lets Out - 3:15 p.m.
Parking Lot Barricades Go Up/Pre-issued Parking Passes Enforced
Resume Vendor, Booths & Team Canopy Set -Up - 4:00 p.m.
Shuttle Service from Remote Parking Begins - 4:30 p.m.
Food/Booths/Games/Entertainment Begin - 5:00 p.m.
VIP Reception mid field tent (by ticket only) - 5.30 p.m.
Rachel's Challenge Rally - 6:00 p.m.
Opening Ceremonies Kick Off Relay For Life - 7:00 p.m.
Cancer Survivors' Dinner (after opening laps) - 7:30 p.m.
Parking Lots Open For Use Without Passes - tentatively about 8 p.m.
VIP Reception mid field tent (by ticket only) - 9 p.m.
Luminaria Ceremony (lights out) - 10 p.m. (lights/activities resume after this ceremony)
Saturday, May 4
Fight Back Ceremony — Midnight
Closing Ceremonies/Breakfast tentative - 6 a.m.
Event cleanup/close - 7 a.m.
Case No. Attachment F
ZA13-027 Page 7
Responses to Information Request by COSL Planning Department
February 18, 2013
1) Food Supply
Food preparation, service and storage will be provided for pursuant to the requirements
of the Texas State Department of Health, the county in which the mass gathering event
takes place, or the City, whichever is more stringent.
Food preparation, service and storage will be provided by Individuals who may wish to
participate in the Relay for Life event. C1SD will not operate a concession stand for the
event.
Beyond this, ACS and C1SD will be inviting local restraurants and businesses to
participate in the event Food preparation, service and storage will be handled by the
entities (resturants) on site. ACS will contact the Tarrant County Health Department to
ensure that permits or actions are taken that comply with guidelines and requirements.
2) Water Supply
a) An adequate, safe supply of potable water, meeting the requirements of the
Texas State Department of Health, the county in which the mass gathering event
takes place, or the City, whichever is more stringent, shall be provided.
b) Transported water, if used, shall be obtained from an approved source, stored
and dispensed in an approved manner. Approval as used in this paragraph
means in compliance with standards adopted by the Texas State Department of
Health, the county in which the mass gathering takes place, or the City,
whichever is more stringent.
The water supply at the site will be provided by a combination of bottled water brought
onto site by participants and by public access to a ►imited number of water fountains.
The majority of potable water present will be supplied by participants in the form of
bottled water..
3) Sanitation
Toilet facilities will be provided for pursuant to the requirements of the Texas State
Department of Health, the county in which the mass gathering event takes place, or the
City, whichever is more stringent.
The District and American Cancer Society will provide 20 portable toilets for general use
of the public. These will be positioned per the proposed site plan submitted to COSL.
4) Refuse Disposal
Case No. Attachment F
ZA13-027 Page 8
a) Refuse shall be collected, stored, and transported in a manner that allows for
recycling and protects against odor, infestation of insects and/or rodents and any
other condition, which poses a threat to the health, safety, and welfare of the
patrons of the mass gathering event or the public.
b) Refuse and recycling containers shall be clearly marked and readily accessible.
c) The area where motor vehicles are parked shall have one (1) fifty (50) gallon
refuse container or its equivalent for every twenty-five (25) such motor vehicles
or one (1) sixteen (16) cubic yard trash container for every two thousand (2,000)
motor vehicles and an appropriate number of recycling containers.
d) All refuse will be collected from the assembly area at least twice each twelve (12)
hour period of the assembly, with a minimum of two (2) such collections for a
gathering exceeding six (6) hours, or more often if necessary, and disposed of at
a licensed waste disposal facility.
e) The grounds and immediate surrounding property shall be cleared of refuse
within twenty-four (24) hours following a mass gathering event.
f) In lieu of the above -mentioned requirements in this subsection, the promoter may
submit an alternative plan for refuse disposal for the consideration by the City
Council.
The facility uses is a high school campus with dumpsters located on the west side of the
building adjacent to the area the event will be held. The dumpsters are both designated
as simple refuse containers and for recycling.
5) Vermin Control
Insect, rodents, and other vermin shall be controlled by proper, sanitary practices,
extermination, or other safe and effective control methods, where necessary and animal
parasites shall be controlled.
This item does not appear to be applicable to this event.
6) Safety
a) Electrical systems shall be installed and maintained in accordance with the
provisions of the applicable State standards and local standards and regulations,
and shall be approved by a City of Southlake electrical inspector.
b) Grounds, buildings, and related facilities shall be constructed, maintained and
used in a manner as to prevent fire and in accordance with the applicable State
and City fire prevention regulations.
c) Internal and external traffic and security control shall meet requirements of the
applicable State and local law enforcement agencies.
d) At least one law enforcement officer for each 500 persons expected to attend the
mass gathering (but not fewer than a total of three officers) shall be on site to
assist in crowd and traffic control. The City Council may require additional or
fewer officers, depending upon the information contained in the application. If
the promoter intends to use private security officers, then the identity and number
of such officers shall be described in the application.
e) The promoter shall ensure that adequate communication between local law
enforcement, fire prevention, and emergency personnel and any private security
Case No. Attachment F
ZA13-027 Page 9
personnel, including emergency response protocols, is provided for each mass
gathering event. An on -site communications center may be required.
f) The following rules will be enforced at this event in regards to open cooking in
the camping area of the event. There shall be no open ground burning or camp
fires. All camp fires or cooking fires shall be contained in an enclosed cooker.
Grills, cookers and other type containers that are designed to be cooked in will
be allowed. There needs to be water available in these areas for emergency use
by the people cooking. Anyone found in violation of this burning rule could
receive a citation and upon conviction a fine of up to $2,000.00 per violation. If
anyone has any questions to this rule may contact the Fire Marshal Office at 817-
748-8233.
The items found in this section are in place (i.e. a, b, c). The other items have been
planned in conjunction with police officers representative of the Southlake DPS. The
District will comply with city ordinances pertaining to open flames and fire. There will be
a lit candle enclosed in a luminarla bag. The fire marshal has stated that he will make a
decision at the event based on wind and crowd management as to whether this will be
allowed. The used of luminarla is a standard at Relay for Life events.
7) Medical
a) Any and all medical buildings or tents with adequate medical supplies shall be
available in a convenient location and shall be clearly identified as such.
b) An adequate number of emergency vehicles duly licensed by the State of Texas
as ambulance shall be available on the site beginning one half hour before the
mass gathering event begins and until all patrons have left the scene as
determined by the Director of Public Safety.
c) The promoter of the mass gathering event may be required to contact hospitals
in the local area prior to the date of the event and advise them that a mass
gathering event shall be held and the approximate number of people expected to
attend.
As outlined on the site plan, there will be a designated area for specific use as a first aid
station. The station will be manned by Southlake DPS EMTs. There services as .those
provided by the police will be paid through the American Cancer Society.
The District commits to notifying Baylor Grapevine of the event's date and number of
possible participants.
8) Noise
The promoter shall control the level of sound emanating from the mass gathering
area pursuant to the City's Noise Ordinance (Article III of Chapter 11, Southlake
Code).
As outlined in previously submitted documents, the District and American Cancer
Society are requesting a variance on the sound ordinance permitting background music
to be played at a low level during the evening hours extending throughout the evening
until approximately 7 am the morning of May 4
Case No. Attachment F
ZA13-027 Page 10
9) Area
a) Trees, underbrush, large rocks and other natural features shall be left intact and
undisturbed whenever possible, and natural vegetative cover will be retained,
protected and maintained so far as possible to facilitate drainage, prevent
erosion, and preserve scenic attributes.
b) Grounds shall be maintained free from accumulations of refuse and any health
and safety hazards.
This item does not appear to be applicable to the site on which this event will be held.
10) Lighting
The mass gathering area shall be adequately lighted, but the lighting shall not
unreasonably reflect beyond the assembly area boundaries unless adjacent
properties are uninhabited and must comply with the City's Lighting Ordinance;
Similar to #8 above, the organizers of this event are requesting a variance of the lighting
ordinance allowing for football field lighting to left on all night.
11) Alcoholic Beverages
a) A Specific Use Permit is required to sell and consume alcoholic beverages at a
mass gathering event. The promoter shall restrict the time and location of such
sale so that alcoholic beverages are sold only during the particular event and so
that public safety and order will not be impaired.
b) The promoter shall comply fully with the laws of the State of Texas regulating the
sale and consumption of alcoholic beverages.
As it is illegal to possess alcoholic beverages on public school property, this item is not
applicable to this event.
12) Sell -out
The promoter shall notify the Director of Public Safety at least three (3) days in
advance if the mass gathering event is sold out. When the promoter learns that a
particular event is likely to be sold out, the promoter shall exercise due diligence to
promptly inform the general public that tickets will not be available for sale at the time
of the event. At a minimum, the promoter shall broadcast announcements in the
communications media serving the entire marketing area for the facility regarding the
substance of the preceding sentence.
The organizers are unclear as to what constitutes a "sell out" given the nature of the
event. While planning has focused on crowds up to approximately 4,000 participants, it is
highly unlikely the event will draw such a crowd in its inaugural season. However, should
the fire marshal monitoring the event become concerned with the number of participant
organizers will be happy to stop allowing participants on site in this unlikely scenario.
Case No. Attachment F
ZA13-027 Page 11
e. Public Costs Escrow -A promoter may be required to deposit with the Director of Finance
at least two weeks prior to the mass gathering event an amount of money equal to 120%
of the estimated public costs of each contemplated mass gathering as set by the City
Council. The Director of Public Safety will prepare a public cost estimate and submit it to
City Council and the promoter. Public costs are those costs incurred by the City in
connection with the mass gathering event which relate to the mass gathering and which
would not be incurred by the City if such mass gathering was not held. Promptly after
each mass gathering event, the actual public costs shall be calculated, and the deposit
shall be refunded to the promoter to the extent it exceeds the actual public costs incurred.
If the actual public costs exceed the amount deposited, the promoter shall pay the excess
to the City within 10 days after being so notified.
The District respectfully requests this provision be waived.
The promoter may be required to present evidence of public liability insurance in at least
the following amounts: (i) $1,000,000 Bodily Injury (per person); (ii) $2,000,000 Bodily
Injury (per occurrence); and (iii) $1,000,000 property damage, which insurance policy
shall name the City, its officers and employees as additional insureds and shall contain a
clause providing that the policy may not be canceled by either party except upon not less
than 30 days written notice to the City. A copy of the insurance policy shall be provided
to the City at the time of the filing of the application. Additionally, the City, its officers and
employees shall be named as additional insureds.
A copy of this Information from Carroll ISD and the American Cancer Society is enclosed.
g. The City Council or Administrative Official may revoke a mass gathering event permit
issued pursuant to this Ordinance upon finding of one or more of the following:
1) that the promoter has violated one or more of the provisions of the specific use
permit;
2 ) if the City Council finds that the permit was obtained by fraud or misrepresentation;
or if the preparations for the mass gathering event will not be completed prior to the
planned commencement of the mass gathering event.
Clearly understood by all.
Case No. Attachment F
ZA13-027 Page 12
Event Signage
On -Site signs include:
Banners will be placed along fence lines
Ground signs will be placed around
the track and throughout the event
Sea
j�O*Gv w
we AWLS 7061
Flag signs that will be placed on the
field near the stage
Off -site signs include:
�ww M N
pod / o%
f 05 yra V^
we At% it"
3 or d ground signs will be placed at the
intersection of White Chapel and I'M 1709
The applicant has been informed that no
signs shall be placed in the public ROVE'
Case No. Attachment F
ZA13-027 Page 13