Visitor Impact Task Force March 14, 2017 3:00pm Hyatt Regency Austin Hill Country Ballroom 208 Barton Springs Austin, TX 78704 CURRENT BOARD MEMBERS: Gavin Garcia - Music Industry Representative Catlin Whitington - Music Industry Representative Lulu Flores - Arts Community Representative MariBen Ramsey - Arts Community Representative James Russell - Special Events Industry Representative Julie Niehoff - Special Events Industry Representative Tom Noonan - Austin Convention & Visitors Bureau Representative Shelly Schadegg - Hotel Industry Representative Bill Worsham - Public Safety Community Representative Alyson McGee - Preservation Community Representative Dan Keshet - Parks Community Representative Mark Tester - Convention Center Representative Dewitt Peart - Downtown Commission Representative Ashwin Ghatalia - Tourism Workforce Representative Stephen Sternschein - Tourism Workforce Representative Jonathan Mahone - Community Member Representative Pam Thompson - Environmental Community Representative Skeeter Miller - Restaurant Industry Representative Richard Mendoza - Public Works Department Representative (ex-officio) Gordon Derr - Transportation Department Representative (ex-officio) AGENDA 1. CALL TO ORDER: 3:00pm 2. CITIZEN COMMUNICATION: GENERAL a. Citizens wishing to speak will need to sign up ten minutes before the meeting is called to order. Citizen communications will be limited to the first ten speakers and each citizen communicator will be given three minutes to speak. 3. APPROVAL OF MINUTES a. From the February 28, 2017 meeting 4. STAFF BRIEFINGS a. Discussion from the Austin Convention Center Department regarding visitor’s contributions to the general funds (Carla Steffen) b. Discussion from the Parks and Recreation Department on their relationship with tourism, particularly heritage/historic tourism 5. NEW BUSINESS a. Discussion on the impact of tourism on the Hotel Industry in Austin (Austin Hotel Representatives) 6. OLD BUSINESS a. Discussion and possible action to make recommendations from initial ideas (post- it notes exercise) from each Task Force member on recommendations to deliver to City Council in future report. 7. FUTURE AGENDA ITEMS a. Discussion and possible action to make recommendations on items for future agendas 8. ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Larry Schooler at Communication and Public Information Office Department, at 512.974.6004, larry.schooler@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For …
Visitor Impact Task Force March 14, 2017 3:00pm Hyatt Regency Austin Hill Country Ballroom 208 Barton Springs Austin, TX 78704 MINUTES In Attendance: Gavin Garcia - Music Industry Representative Lulu Flores - Arts Community Representative MariBen Ramsey - Arts Community Representative James Russell - Special Events Industry Representative Julie Niehoff - Special Events Industry Representative Tom Noonan - Austin Convention & Visitors Bureau Representative Shelly Schadegg - Hotel Industry Representative Dan Keshet - Parks Community Representative Mark Tester - Convention Center Representative Dewitt Peart - Downtown Commission Representative Ashwin Ghatalia - Tourism Workforce Representative Pam Thompson - Environmental Community Representative Richard Mendoza - Public Works Department Representative (ex-officio) Absent: Catlin Whitington - Music Industry Representative Bill Worsham - Public Safety Community Representative Alyson McGee - Preservation Community Representative Stephen Sternschein - Tourism Workforce Representative Jonathan Mahone - Community Member Representative Skeeter Miller - Restaurant Industry Representative Gordon Derr - Transportation Department Representative (ex-officio) Staff and Others In Attendance: Mark Washington, ACM Larry Schooler, CPIO, Facilitator Felicia Ojeda, Austin Convention Center Department Jay Blazek Crossley, Urban Life in Downtown Austin Bill Bunch, SOS Alliance Kate Singleton, Preservation Austin Mike Cannatti, Barton Springs Conservancy AGENDA 1. CALL MEETING TO ORDER a. Meeting called to order at 3:05pm by Chair, James Russell 2. CITIZEN COMMUNICATION: GENERAL a. Jay Blazek Crossley, Urban Life in Downtown Austin b. Bill Bunch, SOS Alliance c. Kate Singleton, Preservation Austin d. Mike Cannatti, Barton Springs Conservancy 3. Approval of Minutes from February 28, 2017 Meeting, all voters approved 4. STAFF BRIEFING a. Austin Convention Center Department, Carla Steffen presented the Overview of Local Tax Contributions by Visitors 5. NEW BUSINESS a. Panel Discussion with Austin Hotel Industry Representatives on Impacts of Tourism on Hotels– Gene McMenamin (Omni Hotel), Drew McQuade (W Hotel and AHLA Chairman), Erik Jensen (Hyatt Hotel), and Douglas Manchester (Fairmont Hotel) 6. OLD BUSINESS a. Requested that the Task Force Members review the notes from the Post-it Notes from February 28, 2017 Meeting on initial ideas for recommendations to deliver to City Council in future report 7. FUTURE AGENDA ITEMS a. Discussed possible recommendations on items for future agendas 8. ADJOURNMENT a. Meeting Adjourned at 5:35pm The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or …
Overview of Local Tax Contributions by Visitor IndustryPresented by Austin Convention Center Department to the Visitor Impact Task ForceMarch 14, 2017 Local Tax Contribution by Visitor Industry2015 Estimates of All Sources Hotel Occupancy Tax Distribution –with FY2015 amountsLocal Tax Contribution by Visitor Industry2015 Hotel Occupancy Tax DescriptionFY2015 Amount(Actuals)FY2017 Amount*(Budgeted)Direct Visitor-Related Contributions to the General Fund$38,000,000$41,000,000Visitor-Related General Fund Costs**:Police Special Events –Nonreimbursed$1,772,994$3,683,205Parks: Central Parks Management$384,750$859,154ZilkerPark Maintenance$483,029$1,221,422Trail Maintenance$1,743,949$1,354,444Barton Springs Pool$944,774$1,050,210Museums and Cultural Programs$5,314,738$5,884,483AFD -Inspection, Review and Support$2,899,637$2,823,160EMS Special Events$2,191,125$1,464,933Subtotal $15,734,996 $18,341,011 Music and Entertainment Office (EDD)***$542,053$816,792Total$16,277,049$19,157,803Amount Remaining for Other General Fund Costs$21,722,951$21,842,197Local Tax Contribution by Visitor IndustryGeneral Fund Contributions and Certain General Fund Costs* Per review of past State reports, average annual increase since 2002 has been ~$1.5M per year ** Amounts represent 100% of the activity’s budget, even though the visitor element if only a portion*** Funded in part by General Fund transfer …or, another way to think about it –Ask, “What can $41 million in Visitor-Related General Fund Contributions get you?”From City’s FY2017 Budget, $41 Million would cover any oneof the following:Police11% of Total75% of Investigations34% of Patrol215% of Traffic Enforcement293% of Specialized Patrol and EventsFire22% of Total32% of Combat Operations73% of All Other RequirementsEMS49% of Total73% of Emergency Field Operations148% of All Other RequirementsParks and Recreation51% of Total103% of Community Services100% of All Other RequirementsOther87% of Library Total; 257% of Circulation109% of Development Services Total129% of Social Service Contracts Total106% of Health and Human Services TotalNote: Any reduction in the Visitor-Related contribution to the General Fund would result in decreased services or increased fees or property taxes paid by the citizens of AustinLocal Tax Contribution by Visitor IndustryGeneral Fund Contributions –Looking at it another way QuestionsLocal Tax Contribution by Visitor Industry
https://communityimpact.com/austin/city-county/2016/09/21/hotel-tax-reviewed/HERITAGE GRANTS$195,988$115,260$137,876$117,500$212,074ACVB Heritage Grants Presentation to VITF (Jan. 17, 2017)“HISTORY” OF HERITAGE GRANT FUNDING
PARKLAND EVENTS TASK FORCE September 27 2016, 4 pm – 6 pm Zilker Botanical Garden Meeting Room 2220 Barton Springs Rd, Austin, TX 78746 TASK FORCE MEMBERSColin Wallis, Mayor Adler Kannou Curette, District 1 Alykhan Mohamed, District 2 Vacant, District 3 Debbie Stanley, District 4 David King, District 5 Stacy Farrugia, District 6 Patrick Brewer, District 7 Michael Joyce, District 8 Ingrid Weigand, District 9 Carol Lee, District 10 Bobby Garza, Open Space, Environment, and Sustainability Committee James Russell, Open Space, Environment, and Sustainability Committee Jeff Smith, Open Space, Environment, and Sustainability Committee Pam Thompson, Environmental Board Rick Cofer, Parks and Recreation Board Buddy Quaid, Austin Music Commission AGENDA A. CALL TO ORDER B. APPROVAL OF MINUTES 1) Approve Minutes from September 20, 2016 meeting. C. CITIZEN COMMUNICATION 1) The first 10 speakers signed up prior to the meeting being called to order will each be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. D. NEW BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Final report draft executive summary. 2) Final report. E. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Draft policy recommendations. 2) Draft Green Event policies. 3) Impacts and impact reduction measures, policies, or practices of special events regarding impact mitigation on surrounding neighborhoods, areas and businesses. 4) Special event policies related to event day or use, limits, process, scheduling, and coordination. F. NEW BUSINESS: FUTURE ITEMS FROM TASK FORCE MEMBERS OR CITY STAFF Future agenda items will NOT be discussed at the current meeting, but will be offered for possible briefing, discussion, and action at a FUTURE meeting. G. ADJOURNMENT The task force may take up items in any order, and may take action on any item except citizen’s communication. The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Jason Maurer, with the Austin Parks and Recreation Department, at 512-974-2427, for additional information; TTY users route through Relay Texas at 711. For more information on the Parkland Events Task Force, please contact Jason Maurer at jason.maurer@austintexas.gov or by phone at 512-974-2427.
PARKLAND EVENTS TASK FORCE RECOMMENDATION Recommendation Number: 20160920-E4: Special event policies related to event day or use, limits, process, scheduling, and coordination. Adopt an ordinance to require a majority vote by the Council to override a staff approval or denial of an application for an event on City of Austin parkland. Date of Approval: _____September 20, 2016______ Record of the vote: Approved 7 yes, 2 no, 1 abstain. Attest: City Staff Liaison to Task Force
PARKLAND EVENTS TASK FORCE RECOMMENDATION Recommendation Number: 20160927-D2: Final Report review and approval. The task force adopts the final recommendations, green events policy items, and limits recommendations. Date of Approval: _____September 27, 2016______ Record of the vote: Approved on a 10 yes – 2 no – 1 abstain vote. Attest: City Staff Liaison to Task Force
PARKLAND EVENTS TASK FORCE RECOMMENDATION Recommendation Number: 20160927-E4: Special event policies related to event day or use, limits, process, scheduling, and coordination. Whereas the City of Austin has established limits on the number of events that can be held at Townlake Metropolitan Park to mitigate continued impact, including sound, traffic and parking, to the surrounding neighborhoods, and preserve park access and use for the Austin public Whereas in 2016 the Long Center began unilaterally to host its own events and rent its property to event organizers that are outside those established limits (the Skyline Theater Concert Series), Whereas the use of the external premises as a concert venue are not expressly prohibited in the lease agreement between the City of Austin and the Long Center, that use does not meet the spirit of the original Voter Referendum passed on November 3, 1998. That vote approved the lease of what was then the Palmer Auditorium to the nonprofit group Arts Center Stage which would renovate the building to create a community performing arts venue, Whereas this use also does not meet the spirit of the Long Center’s own mission, which is: The Long Center is founded on the belief that the performing arts are essential components in the quality of life of our community. Our performing arts organizations—from the smallest to the largest—deserve and need facilities that reflect their contribution to the community. Therefore, our mission is to create and manage a state-of-the-art, multi-venue facility that will host the broad spectrum of Austin's performing arts organizations, Whereas the Parkland Events Taskforce understands that the Long Center needs to develop new revenue streams, Therefore, be it resolved that the City of Austin enforce existing contract provisions, review the existing lease agreement with the Long Center, and establish an agreement for the use of alienated park for outdoor events, Be it resolved if the Long Center wishes to establish other new events outside the physical structure of its venue, the City of Austin, (Austin Center for Events, Parks and Recreation Department), the Long Center, as well as the affected neighborhoods will develop a working group to consider gaining permits and approval for such events, Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at Vic Mathias Shores, and Austin Parks …
PARKLAND EVENTS TASK FORCE RECOMMENDATION Recommendation Number: 20160927-E4: Final Report review and approval. The task force adopts the definitions regarding park use and access. Working Definitions Open – full accessibility – normal day in the park without event uses Closed – no accessibility - ticketed participation only Partially Open (greater than 50% available without a ticket and unfenced) Minimally Open (more than 50% closed, only available to ticketed patrons) In Use – no fences, no barriers, significant portion of the park reserved/impacted by the event. Includes increased pedestrian and vehicular activity Definitions should apply to all parks. Date of Approval: _____September 27, 2016______ Record of the vote: Unanimous approval 13-0 vote. Attest: City Staff Liaison to Task Force
PARKLAND EVENTS TASK FORCE September 27 2016, 4 pm – 6 pm Zilker Botanical Garden Meeting Room 2220 Barton Springs Rd, Austin, TX 78746 Task Force Members Present Task Force Members Absent Kannou Curette, District 1 Colin Wallis, Mayor Adler Alykhan Mohamed, District 2 Stacy Farrugia, District 6 Debbie Stanley, District 4 Patrick Brewer, District 7 David King, District 5 Michael Joyce, District 8 Ingrid Weigand, District 9 Carol Lee, District 10 Bobby Garza, Open Space, Environment, and Sustainability Committee James Russell, Open Space, Environment, and Sustainability Committee Jeff Smith, Open Space, Environment, and Sustainability Committee Pam Thompson, Environmental Board Rick Cofer, Parks and Recreation Board Buddy Quaid, Austin Music Commission Minutes A. Meeting Called to Order- @ 4:01 pm by James Russell B. Approval of Minutes 1. Approved Minutes from September 20, 2016 meeting Motion by Jeff Smith Seconded by Bobby Garza, motion passed with no objections. C. Citizen Communication- None D. New Business: a. Final report approval-Motion to approve made by Ingrid Weigand, seconded by Buddy Quaid motion passed 10 voted Yes 2 No and 1 abstained E. MEETING ADJOURNED
Final Report and Recommendations This document provides the analyses and deliberations of the Parkland Events Task Force, to develop and report recommendations for changes relevant to Austin City Council Resolution No. 20150305-025 Parkland Events Task Force Table of Contents Interactive Menu: Select a BLUE link to directly navigate to a specific report section. Executive Summary ....................................................................... 1 Annotated Final Recommendations ............................................. 3 Task Force Overview ..................................................................... 5 Introduction ................................................................................. 5 Membership ................................................................................. 6 Meeting Details ............................................................................ 8 City Council Resolution .............................................................. 9 Scope of Work and Data .............................................................. 13 Scope of Work ............................................................................ 13 Resources and Data Provided to the Task Force ................... 14 Task Force Additional Information Requests ........................ 15 Final Recommendations .............................................................. 16 Public Outreach and Gathering Public Input ........................... 34 Outreach Methods ..................................................................... 35 Summary Results of Outreach ................................................. 35 Work Plan and Structure ............................................................ 37 Work Plan .................................................................................. 37 Work Groups and Subcommittees .......................................... 38 Definitions .................................................................................. 38 Appendix ....................................................................................... 40 Report Table of Contents Page 1 of 73 Executive Summary The Parkland Events Task Force (PETF or Task Force) was created by resolution 20150305-025 approved by the Austin City Council on June 5, 2015. The Task Force held its first meeting on August 25, 2015, when all seventeen members were seated. The Council resolution directed the Task Force to “develop recommendations to ensure that all City parks, but most particularly Auditorium/Vic Mathias Shores, Zilker Park, and Festival Beach, remain first and foremost assets for the citizens of Austin to enjoy and that the parks are preserved and enhanced for future generations of Austinites and visitors to experience and enjoy.” This overarching directive guided the Task Force through its deliberations and informed the following key Task Force recommendations: The number of events at Auditorium/Vic Mathias Shores, Zilker Park, and Festival Beach should be reduced through attrition to achieve a better balance between events and public access to these parks. Bolm Road Park, John Trevino, Jr. Park, Onion Creek Metropolitan Park, and Walter E. Long Park should be considered as potential sites for events to help ensure that neighborhoods in East Austin have more equitable opportunities for cultural and neighborhood-oriented events and to serve as alternative sites for events at over-utilized urban parks. Affected neighborhoods should have a formal role in the decisions about and planning for events at nearby parks. The City should conduct a comprehensive financial analysis of the fees for events …
Parkland Events Task Force Final Report Page 1 of 1 Executive Summary The Parkland Events Task Force was created by resolution 20150305-025 approved by the Austin City Council on June 5, 2015. The Task Force held its first meeting on August 25, 2015, when all seventeen members were seated. The Council resolution directed the Task Force to “develop recommendations to ensure that all City parks, but most particularly Auditorium Shores, Zilker Park, and Festival Beach, remain first and foremost assets for the citizens of Austin to enjoy and that the parks are preserved and enhanced for future generations of Austinites and visitors to experience and enjoy.” This overarching directive guided the Task Force through its deliberations and informed the following key Task Force recommendations: • The number of events at Auditorium Shores, Zilker Park, and Festival Beach should be reduced through attrition to achieve a better balance between events and public access to these parks. • Bolm Road Park, Johnny Trevino, Jr. Park, Onion Creek Metropolitan Park, and Walter E. Long Park should be considered as potential sites for events to help ensure that neighborhoods in East Austin have more equitable opportunities for cultural and neighborhood-oriented events and to serve as alternative sites for events at over-utilized urban parks. Affected neighborhoods should have a formal role in the decisions about and planning for events at nearby parks. • The City should conduct a comprehensive financial analysis of the fees for events to ensure that they are sufficient to cover all of the City’s costs associated with events including but not limited to use of parkland and public right-of-ways; street, road, and trail closures; police, fire, and emergency services; traffic and parking management; and short- and long-term maintenance. • A pre- and post-event evaluation matrix should be developed and utilized by the parks department to identify the economic and community benefits that events provide and to mitigate the impacts that they have on public access to parks, traffic, neighborhoods, parkland trees, and the environment. • Policies to protect parkland trees, vegetation, and environmentally sensitive areas should be enhanced and enforced; and “green events” polices to protect air and water quality, promote recyclable materials and reduce landfill waste should be emphasized. (The complete list of Task Force recommendations and resolutions is located in Appendix ???.) The Task Force referenced a wide array of public input to produce the recommendations. The input ranged …
Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 1 of 14 DRAFT Recommendations Focus Area Main Menu ALL DRAFT ITEMS APPROVED BY CONSENSUS, UNLESS NOTED UNDER LINE ITEMS WITH VOTE. A Applications and permits: B Planning and coordination: C Environment: D Fees: E Limits on events on parkland: F Alternative venues: G Impacts: H Fee waivers and City co-sponsored events: I Foundations and Non-profits: J Items Recommended for Inclusion in the Citywide Special Events Ordinance: K Other/Prior Action Items: Appendix A Green Event Policies *Parkland Events Task Force = PETF Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 2 of 14 A Applications and permits: Main Menu As a principle, the PETF supports and encourages low and no-cost events (in terms of ticket price) in the Austin Park system. 1. Establish criteria for approving permit applications for events. City staff will use the planning evaluation matrix when reviewing potential and reoccurring events. SEE MATRIX 2. Adopt an ordinance to require a majority vote by the Council to override a staff approval or denial of an application for an event on City of Austin parkland. Vote: 9 Yes -1 No -0 Abstain to approve draft language. Vote reconsidering: 7 Yes, 2 No, 1 abstain. B Planning and coordination: Main Menu 1. Establish a standing committee to help plan and coordinate events at the Long Center, Palmer Events Center, Vic Mathias Shores, and Butler Park. The committee should include representatives from adjacent neighborhoods, Long Center, Ballet Austin, Austin Symphony, Parks and Recreation Department, Palmer Events Center, Austin Opera, Daugherty Arts Center, event producers, Austin Parks Foundation, and Austin Center for Events (ACE). SEE FULL RESOLUTION “Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at Vic Mathias Shores, and Austin Parks Foundation to establish a permanent committee to coordinate and plan events at Town Lake Metropolitan Park. The committee shall include an equitable balance of members.” 9/20/16 – The prior recommendation is amended to include an equitable balance of Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 3 of 14 members. “Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at …
PARKLAND EVENTS TASK FORCE September 20 2016, 4 pm – 7 pm Lions Municipal Golf Course 2901 Enfield Road, Austin, Texas 78730 TASK FORCE MEMBERSColin Wallis, Mayor Adler Kannou Curette, District 1 Alykhan Mohamed, District 2 Vacant, District 3 Debbie Stanley, District 4 David King, District 5 Stacy Farrugia, District 6 Patrick Brewer, District 7 Michael Joyce, District 8 Ingrid Weigand, District 9 Carol Lee, District 10 Bobby Garza, Open Space, Environment, and Sustainability Committee James Russell, Open Space, Environment, and Sustainability Committee Jeff Smith, Open Space, Environment, and Sustainability Committee Pam Thompson, Environmental Board Rick Cofer, Parks and Recreation Board Buddy Quaid, Austin Music Commission AGENDA A. CALL TO ORDER B. APPROVAL OF MINUTES 1) Approve Minutes from September 13, 2016 meeting. C. CITIZEN COMMUNICATION 1) The first 10 speakers signed up prior to the meeting being called to order will each be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. D. NEW BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Task Force subcommittee organization, structure and appointments. 2) Final report draft executive summary. E. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Draft policy recommendations. 2) Draft Green Event policies. 3) Impacts and impact reduction measures, policies, or practices of special events regarding impact mitigation on surrounding neighborhoods, areas and businesses. 4) Special event policies related to event day or use, limits, process, scheduling, and coordination. 5) Status of task force member requests from previous meetings and upcoming meeting schedule. F. NEW BUSINESS: FUTURE ITEMS FROM TASK FORCE MEMBERS OR CITY STAFF Future agenda items will NOT be discussed at the current meeting, but will be offered for possible briefing, discussion, and action at a FUTURE meeting. G. ADJOURNMENT The task force may take up items in any order, and may take action on any item except citizen’s communication. The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Jason Maurer, with the Austin Parks and Recreation Department, at 512-974-2427, for additional information; TTY users route through Relay Texas at 711. For more information on the Parkland Events Task Force, please contact Jason Maurer at jason.maurer@austintexas.gov …
PARKLAND EVENTS TASK FORCE September 20, 2016, 4 pm – 7 pm Lion’s Municipal Golf Course 2901 Enfield Road, Austin, Texas 78730 TASK FORCE MEMBERS PRESENTColin Wallis, Mayor Adler David King, District 5 Patrick Brewer, District 7 Ingrid Weigand, District 9 Carol Lee, District 10 James Russell, Open Space, Environment, and Sustainability Committee Jeff Smith, Open Space, Environment, and Sustainability Committee Pam Thompson, Environmental Board Rick Cofer, Parks and Recreation Board Buddy Quaid, Austin Music Commission Bobby Garza, Open Space, Environment, and Sustainability Committee TASK FORCE MEMBERS ABSENT Kannou Curette, District 1 Stacy Farrugia, District 6 Michael Joyce, District 8 Debbie Stanley, District 4 Alykhan Mohamed, District 2 MINUTES A. CALL TO ORDER‐ Meeting called to order by David King @ 4:02 pm. B. APPROVAL OF MINUTES Motion to Approve Minutes from August 13, 2016 meeting by James Russell Seconded by Ingrid Weigand. Motion passed with 11 members voting AYE 0 voted No. C. CITIZEN COMMUNICATION‐ No Citizen Communication D. NEW BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Task Force subcommittee organization, structure and appointments. No New Subcommittees Appointed. 2) Final report draft executive summary. Provided to task force members for input. E. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Draft policy recommendations. Task Force Reviewed Policy Recommendations and made revisions of Items and voted on amendments: a) Applications and permits item A2 passed 9‐1 b) Planning and Coordination item B1‐ passed, 10‐0 c) Planning and coordination item B2 passed 9‐1, d) Deleted item C1a under Environment , e) Refined language on item C3 under Environment , f) Item D2 added to Fees section , g) Impacts item G13 a. 7 Yes 2 No 1 Abstained passed. h) Fee Waivers and City Co‐Sponsored Events item H3 , Recommend evaluation of policies concerning the provision of complimentary, no cost or low cost tickets, badges or passes to events on city parkland to elected officials, their staff, and City of Austin Boards and Commission members. 6 Yes 5 No passed. 2) Draft Green Event policies. Accepted Green Event policies rolled into Draft Policy Recommendations. 3) Impacts and impact reduction measures, policies, or practices of special events regarding impact mitigation on surrounding neighborhoods, areas and businesses. NO ACTION TAKEN 4) Special event policies related to event day or use, limits, process, scheduling, and coordination. NO ACTION TAKEN 5) Status of task force member requests from previous meetings and upcoming meeting schedule. NO …
Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 1 of 14 DRAFT Recommendations Focus Area Main Menu ALL DRAFT ITEMS APPROVED BY CONSENSUS, UNLESS NOTED UNDER LINE ITEMS WITH VOTE. A Applications and permits: B Planning and coordination: C Environment: D Fees: E Limits on events on parkland: F Alternative venues: G Impacts: H Fee waivers and City co-sponsored events: I Foundations and Non-profits: J Items Recommended for Inclusion in the Citywide Special Events Ordinance: K Other/Prior Action Items: Appendix A Green Event Policies *Parkland Events Task Force = PETF Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 2 of 14 A Applications and permits: Main Menu As a principle, the PETF supports and encourages low and no-cost events (in terms of ticket price) in the Austin Park system. 1. Establish criteria for approving permit applications for events. City staff will use the planning evaluation matrix when reviewing potential and reoccurring events. SEE MATRIX 2. Adopt an ordinance to require a majority vote by the Council to override a staff approval or denial of an application for an event on City of Austin parkland. Vote: 9 Yes -1 No -0 Abstain to approve draft language. Vote reconsidering: 7 Yes, 2 No, 1 abstain. B Planning and coordination: Main Menu 1. Establish a standing committee to help plan and coordinate events at the Long Center, Palmer Events Center, Vic Mathias Shores, and Butler Park. The committee should include representatives from adjacent neighborhoods, Long Center, Ballet Austin, Austin Symphony, Parks and Recreation Department, Palmer Events Center, Austin Opera, Daugherty Arts Center, event producers, Austin Parks Foundation, and Austin Center for Events (ACE). SEE FULL RESOLUTION “Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at Vic Mathias Shores, and Austin Parks Foundation to establish a permanent committee to coordinate and plan events at Town Lake Metropolitan Park. The committee shall include an equitable balance of members.” 9/20/16 – The prior recommendation is amended to include an equitable balance of Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 3 of 14 members. “Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at …
Page 1 of 5 Parkland Events Task Force Green Event Recommendations Context: (Parenthetical notes are City Ordinances) Austin events provide great value to the community events and we want to ensure that their implementation align with community values and policies. There are more than 100 ways to green events, in categories ranging from Materials Management and Waste Prevention, Air Quality, Transportation Management, Landscape care and more Austin has an adopted Zero Waste Strategic Plan (20090115-050) Austin has an adopted goal of Net-Zero GHG emissions community-wide by 2050, or sooner if feasible (20140410-024) Austin has a range of relevant adopted policies addressing single use bags (20120301-078), glass, smoking (20111215-019), bicycle parking (20121108-055), and water bottles (20080522-024). New Recommendations, Draft Special Event Ordinance Regulations, And Existing Regulations/Policies: (Please note the color coding for the following section) The City should create a Parkland Events (and eventually a broader Special Events) planning manual that outlines the requirements in ALL the different categories and comprehensively integrates the green requirements. The manual could also include links to educational resources about strategies for complying with the guidelines/agreements. Items………..(Origin) 1. All events must adhere to park rules. 2. A waste management plan is required for all special events and must be based on the number of attendees at a special event and include proof of waste management services that will be provided. A waste plan must be approved by ACE that includes the proposed locations of all the landfill Origin Source Key Where Applicable dSEO – draft Special Events Ordinance PARD – PARD requirements Page 2 of 5 trash and diversion containers. It also includes any clean-up crew education and compliance. (dSEo) 3. A waste reduction and diversion plan is required for Tier 2 and Tier 3 special events, must be approved by ACE/ARR (dSEo), and should include: a. Triple bins with clear signage indicating what should be recycled, composted and landfilled. b. Best practice - monitors/volunteers educating people what goes where 4. All cardboard should be broken down and put in designated recycling location 5. After a special event, an event organizer shall provide proof of waste management services that were provided at the special event (dSEo) 6. Utilize/promote paperless ticketing option (if relevant). (new) 7. By ordinance, there is no smoking at any park properties unless a City Council authorized designated smoking area is created for events with 1000 or more …
Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 1 of 10 DRAFT Recommendations Focus Area Menu A Applications and permits: B Planning and coordination: C Environment: D Fees: E Limits on events on parkland: F Alternative venues: G Impacts: H Fee waivers and City co-sponsored events: I Foundations and Non-profits: J Items Recommended for Inclusion in the Citywide Special Events Ordinance: K Other/Prior Action Items: *Parkland Events Task Force = PETF Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 2 of 10 A Applications and permits: As a principle, the PETF supports and encourages low and no-cost events (in terms of ticket price) in the Austin Park system. 1. Establish criteria for approving permit applications for events. City staff will use the planning evaluation matrix when reviewing potential and reoccurring events. SEE MATRIX 2. Adopt an ordinance to require a supermajority vote by the Council to override a staff approval or denial of an application for an event on City of Austin parkland. NOTE: A supermajority shall be defined as ⅔ of the Council, or eight votes. B Planning and coordination: 1. Establish a standing committee to help plan and coordinate events at the Long Center, Palmer Events Center, Vic Mathias Shores, and Butler Park. The committee should include representatives from adjacent neighborhoods, Long Center, Ballet Austin, Austin Symphony, Parks and Recreation Department, Palmer Events Center, Austin Opera, Daugherty Arts Center, event producers, Austin Parks Foundation, and Austin Center for Events (ACE). SEE FULL RESOLUTION “Direct the City Manager to establish a permanent committee that includes the Long Center, PARD, Palmer Events Center, Ballet Austin, Austin Opera, Austin Symphony, Daugherty Arts Center, adjacent neighborhoods, producers for events at Vic Mathias Shores, and Austin Parks Foundation to establish a permanent committee to coordinate and plan events at Town Lake Metropolitan Park.” 2. Recommendations from the PETF should inform the special events ordinance to help ensure consistent and unified special events policies. Parkland Events Task Force (PETF)* DRAFT POLICY RECOMMENDATIONS Page 3 of 10 C Environment: 1) Encourage events to utilize green event policies. a) The City should provide additional resources for enforcement. 2) NOTE - (Task force may revisit this section) Protect trees, vegetation, and environmentally sensitive areas. City of Austin PARD staff will define: a) Permissible ingress and egress access points for each park. b) Site circulation plan (traffic flow, etc) for each park. c) Clearly defined No-Go …
PARKLAND EVENTS TASK FORCE September 13, 2016, 6 pm – 8 pm Zilker Botanical Garden Meeting Room 2220 Barton Springs Rd, Austin, TX 78746 TASK FORCE MEMBERSColin Wallis, Mayor Adler Kannou Curette, District 1 Alykhan Mohamed, District 2 Vacant, District 3 Debbie Stanley, District 4 David King, District 5 Stacy Farrugia, District 6 Patrick Brewer, District 7 Michael Joyce, District 8 Ingrid Weigand, District 9 Carol Lee, District 10 Bobby Garza, Open Space, Environment, and Sustainability Committee James Russell, Open Space, Environment, and Sustainability Committee Jeff Smith, Open Space, Environment, and Sustainability Committee Pam Thompson, Environmental Board Rick Cofer, Parks and Recreation Board Buddy Quaid, Austin Music Commission AGENDA A. CALL TO ORDER B. APPROVAL OF MINUTES 1) Approve Minutes from August 29, 2016 meeting. C. PUBLIC HEARING 1) Public hearing on the Parkland Events Task Force Draft Final Recommendations. D. NEW BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION E. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Review list of draft policy recommendations and creation of a list of items potentially requiring final discussion or adjustment. F. NEW BUSINESS: FUTURE ITEMS FROM TASK FORCE MEMBERS OR CITY STAFF Future agenda items will NOT be discussed at the current meeting, but will be offered for possible briefing, discussion, and action at a FUTURE meeting. G. ADJOURNMENT The task force may take up items in any order, and may take action on any item except citizen’s communication. The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Jason Maurer, with the Austin Parks and Recreation Department, at 512-974-2427, for additional information; TTY users route through Relay Texas at 711. For more information on the Parkland Events Task Force, please contact Jason Maurer at jason.maurer@austintexas.gov or by phone at 512-974-2427.
