13-012 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
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:
Approval subject to no changes in participation level and material scope; and subject to the conditions
set forth in this final staff report. The specific use permit shall be valid for a period of three years —
expiration date March 19, 2016.
SECTION 2.
This resolution shall become effective on the date of approval by the City Council.
PASSED AND APPROVED THIS 19 DAY OF MARCH, 2013.
CITY OF SOUTHLAKE
/ P a
BY: fir.
John Terrell, Mayo
ATTEST:
,,,,,,,,,,,,,,,,,
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r � • s
Alicia Richardson, TRIJC ?•
City Secretary °•••••••••`®
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.
6 • 14 - Games. ti l.•
Concessions, • ,
a • t.
i .•1,..„-. a c _ Vending •
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Walking "I nir k - `, i First Aid/DPS Site �`
Ovcmight ��* . �
Camping \ . i ' t • _s .14.1 - i_i VII
Stage and �„ - - - .,
large i p, t�
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gathering g g
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Restrooms , . - -
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ENTERTAINMENT TIME LINE
TIME STAGE A TIME STAGE B
5:45 6:03 Wind Ensemble /Rachel's Rally BAND
6:00 6:15 Dana's Dance DANCERS
6:15 6:33 MISS SOUTH LAKE VOCALIST
6:25 6:40 Dana's Dance DANCERS
6:35 6:5D MADELINE STELZER VOCALIST
6:45 7:00 Spicar Karate karate
6:55 8:10 r - NING CEREMONY
NING CEREMONY 7:05 8:00
k' NING CEREMONY
8:05 8:20 YUSHIN LEE BALLET GYMNASTS
8:15 8:30 GOD'S COUNTRY KIDS VOCAL GROUP
8:25 8:40 Sou:hlake 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 9:53 Townsend Davis VOCALIST
9:45 10:00 ASL Students SIGNERS
9:55 10:30 Running on Faith/luminaries
Running on Faith/luminari- 10:05 10:40
10:35 10:50 KAYCEE KOONTZ VOCALIST
10:45 11:00 Cheerleaders CHEERLEADERS
10:55 11:10 MISS FORT WORTH VOCALIST 11:05 11:20 Color Guard FLAGS
11:15 11:3D Melody Cherry VOCALIST 11:25 11:45 Drill Team DRILL TEAM
11:35 11:5D Miss Arlington VOCALIST 11:50 12:05 Top Flight Gymnastics
11:55 12:10 JEAN THOMAS LOUVIERE VOCALIST
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 fun -
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 Aviagation 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 Property (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.
Relay for Life Schedule of Events
May 3, 2013
Thursday, May
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
Fight Back Ceremony — Midnight
Closing Ceremonies /Breakfast tentative - 6 a.m.
Event cleanup /close - 7 a.m.
I
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. CISD will not operate a concession stand for the
event.
Beyond this, ACS and C/SD 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 limited 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
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 Southiake 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
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 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 luminaria 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
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.
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.
c _
Event Signage
On -Site signs include:
Banners will be placed along fence lines l . . R s1 nY fns
ID tt' Ground signs will be placed around -`" the track and throughout the event ;� rs.� ?t` , 7 M+
Flag signs that will be placed on the
field near the stage - C1
LLB
Off -site signs include: 3 tr
B C
b,n u s at the fight CO * tr O
agtnst caexc(' n 11
K , I •A
: « ,e.+." 3 or 4 ground signs will be placed at the
Sr f01k4414 intersection of White Chapel and FM 1709
.. , .qw • rslltussws The applicant has been informed that no
signs shall be placed in the public ROW
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INVOICE
Star - Telegram Customer ID: CIT57
808 Throcicmorton St. Invoice Number: 324584811 .
FORT WORTH, TX 76102
(817) 390 -7761 Invoice Date: 2/27/2013
Federal Tax ID 26- 2674582 Terms: Net due in 21 days
Due Date: 2/28/2013
Bill To: MAR - 5 2013 PO Number: 21300100
CITY OF SOUTHLAKE
1400 MAIN ST Order Number: 32458481
STE 440 Sales Rep: 073
SOUTHLAKE, TX 76092 -7604 Description: PUBLIC HEARING
Attn: Attn: ACCOUNTS PAYABLE Publication Date: 2/27/2013
PUBLIC HEARING NOTICE
CITY OF SOUTHLAKE, TEXAS ,
Notice is hereby given to all inter `" "' °'" " "'
ested persons that the City tof ;
PUBLIC I Southlake, Texas, will considev I3580 1 55 55 LINE $17.31 $952.10
r, following items in the y .at
Chambers at Town Hall, 1400 Main
Sales Disc Street, Southlake, Texas for: $868.05
City Council on Tuesday, March 19,
2013, at 5:30 p.m. or immediately
following the City Council Work
Misc Fee Session, will hold a public hearing $10.00
and consider:
• ZA13 -001, Site Plan for Memo
Corporation on property 'being de-
scribed as Lot 1, Block A, Eiltek
Addition anadditionito the City of
Southlake, Tarrant County, Texas I
located at 722 S. Kknlall Ave., Net Amount: $94.05
Southlake, Texas. 1' _ '. }'' 'urreDt,
zoning is "1 - " - Lig' "le c :trial''
Zoning District. SPII Indus,od
4 8 _ Al ighborhL Y
• Resolution 13-0,
Specific Use , P.' ,12 (ZA13 027)
Gathering Evt'' 'flit f ^r a Mass
for Life /pent known as W-tly
property be•tachel s Challenge 5n
Block 1,. C - :mg described as Lot 1,
and Le t,3rroll ISD No. 1 Addition
�� Carro "1, Block 2 & Lot 1, Block El ission
the ‘ col ISD No: 2 and addition to CNRISTY LYNNE HOLLAND
Count qty of Southlake, Tarrant tafy Publ State of Texas
• Shady ' ? Texas and located at 801 My Commission Expires
white Oaks Dr. and 800'& 900 N . Sul �I, ZQIb
THE ST1 hapel Blvd., : So y
Texas. 711. , - •-•
County o Community �iCi e Z �� g is pUD"
Non- Reside Planned Unfl
velopment. SPIN Neighborhood 4P7 •
Before m - The Planning &. Zoning Commission ounty and State, this day personally appeared Deborah Baylor Norwood, Bid and Legal Coordinator for
the Star- b 3o p ° m wand the City Council it on elegram, Inc. at Fort Worth, in Tarrant County, Texas; and who, after being duly swom, did depose and say
that the e Tuesday, April 16, 2013, at 5:30 nt was published 1 e above named paper on the listed dates: BIDS & LEGAL DEPT. STAR TELEGRAM
(8,17) 21f City CouncimWork Sessio w iil hold
a public hearing and consider: ` \ % `I il il \ -
• Ordinance No: 1061 Water Con -
servation Master Plan, a component Signed �_
of the Southlake 2030 Compre-
SUBSCR hensive Plan. ME, THIS Wednesday e ry 27, 2013.
All interes persons are urgarl to .
attend. eel
City of Southlake Notary Public .
Alicia Richardson, TRMC
City Secretary i
j
Thank You For Your Payment
Remit To: Star - Telegram Customer ID: CIT57 •
P.O. BOX 901051 Customer Name: CITY OF SOUTHLAKE
FORT WORTH, TX 76,101 -2051 Invoice Number: 324584811
Invoice Amount: $94.05
PO Number: 21300100
Amount Enclosed: $