Special Events Task Force APRIL 2022 Meeting Minutes Wednesday, April 20, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. ‐ 4:00 p.m. Taskforce Members in Attendance: James Russell, Jeff Smith, Mandi Thomas, Laurel White, Ingrid Weigand, Shelley Phillips, Frances Thompson, Dan Carroll Staff in Attendance: Sara Henry (ACE), Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE), Brian Block (DSD), Frances Hargrove (ATD), Jason Maurer (PARD), Kevin Parker (EMS), Quentin Prior (AFD), Iby Setzer (ARR), Tara Long (DSD), Robert Alvarado (Code) Task Force Members Joining Virtually: Heath Riddles‐Sanchez CALL TO ORDER: Co‐Chair Russell called the task force to order at 2:03 p.m. 1. PUBLIC COMMUNICATION: No public communication 2. APPROVAL OF NOVEMBER MINUTES: The task force unanimously approved the meeting minutes for February 2022. 3. STAFF PRESENTATIONS A. ACE Reporting Capabilities Brydan Summers gave a presentation on ACE’s current reporting capabilities and limitations, as well as what information is available from Austin 311 for special event complaints. Member Weigand emphasized the usefulness of getting event set up and take down times and attendance numbers after events to better understand the impact multiple events can have. The Task Force decided they would craft a recommendation that staff provide reporting on the items identified in the subcommittee report for Tiers 3 and 4. An item will be placed on the May agenda to review this proposal and vote. Staff confirmed they review the consolidated list of 311 complaints for events and use that information to request modifications in plans for subsequent years. B. The Denial and Appeals Process Brydan Summers gave a presentation on how the denial and appeals process is administrated. Member White asked if an application is submitted on the deadline date would the appeal be taking place close to the actual event date? The answer is yes, and it’s incumbent on the applicant to submit before, or at least by, the application deadline. Staff reported that there have been denials over the past few years but no requests for appeals, staff typically work with organizers to address concerns to either give approval or be clear about why an event can not be approved. The Task Force discussed the concept of an expedited review process, where applicants could pay an additional fee for faster reviews. Mr. Summers explained that it would require staff from each partner department to be available for each …
Draft Proposal for Post-Event Reporting Recommendation The task force recommends that the Special Events Ordinance be amended to include a robust post-event reporting plan and that the resources necessary to incorporate such reporting be provided to the effected departments. The Special Events Ordinance defines the boundaries for special events incorporating the interests of event organizers, city staff and the public. There is currently no readily available accounting of the success of the ordinance in achieving its aims. The task force feels that post- event reporting is necessary to promote transparency, accountability, continuity (in the face of turnover among staff and event organizers) and a reliable basis for future decisions on events. That reporting should be consolidated so as to be accessible to interested members of the public. Recognizing that such reporting places an additional burden on staff, the task force recommends that the necessary additional resources be provided to implement this important task. Until post-event reporting is well-established, it should be required for only the most impactful events (currently designated as Tier 3 and 4 events). The task force has agreed upon the following matrix of items to be included in post-event reports, with the sources indicated: Item Event History (years of existence - one time or multi-year) If multi-year, year first established Name of Producer, Production Company Number of attendees per event day and in total Time of event (weekend/weekday; daytime/nighttime) Length of event (hours/days) Length of set-up/take-down that add to event days Neighborhood barricades required Yes/No Road closures Yes/No Free event/paid event Amplified Sound Yes/No Parking Plan required Yes/No Alcohol Served Yes/No Food Served Yes/No Source Application Application Application Requires confirmation Requires confirmation Requires confirmation Requires confirmation Application Application Application Application Application Application Application Length (in hours/days) of closure/barricades, including pre and post event Requires confirmation City Resources involved: Police/Fire/EMS/Solid Waste/PARD/Music Office Requires confirmation Complaints Received via 311 if any (Noise, Traffic, Parking, Public Nuisance, etc.) Post-Event Report Pass/Fail (if Fail, with comments) from AFD, APD, APH, EMS, PARD, Sound, Resource Recovery, Transportation Post-Event Report
Redevelopment and Expansion History Project Proof of Concept Project Considerations Project Financing Hilton Bond Indenture and RFQ Release Next Steps June 10, 2021- Request for Council approval of the Construction Manager at Risk (CMR) Methodology Allows the Convention Center team to release RFQ and RFP for architect/design work and the Construction Manager, respectively, with notification to Council prior to release June 10, 2021- Council Resolution 20210610-096 City Council affirms its commitment to the planning principles documented in Resolution No. 20190523-029, the Palm District Planning Initiative and provides guidance for design elements and direction to be included in the Request for Qualifications (RFQ) for architecture/engineering services for redevelopment and expansion The new Center will be a larger, more efficient facility within a smaller footprint, and the project will deliver an active, community-friendly event facility that enhances the culturally rich fabric of the Palm District Rentable Square Footage Current Space (sq. ft.) Master Plan Target (sq. ft.) Proof of Concept (sq. ft.) Meeting Space 65,000 120,000 – 140,000 Exhibit Space 247,000 450,000 Multipurpose Space* Ballroom Space 64,000 100,000 – 120,000 152,000 372,000 100,000 85,000 Total 376,000 670,000-710,000 709,000 *Multipurpose Space will bring Exhibit space in line with Master Plan Source: HVS Existing Site Barrier between east and west No ground level public interaction Low density No green space Inadequate space for event demand Overview Reaches target size with a vertical approach Integrated redevelopment with adjacent community investments (Project Connect, Palm District) Economically beneficial to the City Larger facility, smaller footprint Exhibit halls and loading docks underground Allows for P3 development on the site 2nd and 3rd street reopened to multi-modal traffic, reconnecting east and west Public Benefits Bringing the local community back Expansive green space at street level Integration with CapMetro’s Project Connect Blue Line and Palm District initiative Street grid reopened and connected east and west P3 development Substantial retail opportunities at ground level Community space along Red River Project construction and operations remain fully funded through the Convention Center allocation of Hotel Occupancy Tax (HOT), 2% expansion HOT, and Convention Center revenues. Funding model developed in conjunction with City finance team and outside financial advisors The Convention Center Expansion Team and consultants have finalized the RFQ and continues to make progress on the many remaining facets of the …
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 Mission & Purpose of the Tourism Commission PURPOSE AND DUTIES. The purpose of the board is: (A) The Tourism Commission is established to provide expertise and recommendations to the city council concerning hotel occupancy tax revenue collected by the city and issues related to and that promote tourism. (B) The commission shall advise the city council on: (1) matters relating to the allocation, investment, and budgets for the hotel occupancy tax revenue and other related funds; (2) city infrastructure and facility investments related to tourism; (3) special events and other city events that have a major tourism component; (4) review and recommendations for marketing related to advertising of Austin, Austin special events, music, art, cultural, and other existing or future tourist attractions; (5) studies, reports, and plans related to the Austin Convention Center and any plans for expansion; (6) state and federal legislation related to the municipal use of hotel occupancy taxes; (7) and any other items related to tourism and hotel occupancy taxes deemed necessary by the (C) The commission shall consist of 11 members, nominated by each council member and the mayor city council or the Tourism Commission. and appointed by the city council. (D) The commission shall convene its first meeting no later than Austin 28, 2018, meeting monthly as required to provide timely recommendations to Council. MEMBERSHIP. (A) The board is composed of eleven members appointed by the city council. (B) A member serves at the pleasure of the city council. (C) Board members serve for a term of four years beginning March 1st on the year of appointment. (D) An individual board member may not act in an official capacity except through the action of the board. (E) A board member who is absent for three consecutive regular meetings or one-third of all regular meetings in a “rolling” twelve-month timeframe automatically vacates the member’s position subject to the holdover provisions in Section 2-1-27 of the City Code. This does not apply to an absence due to illness or injury of the board member, an illness or injury of a board member’s 1 2 3 4 5 6 …
1 ENVIRONMENTAL COMMISSION MOTION 20220518 003a Date: May 18, 2022 Subject: Proposed changes to the Land Development Code § 25-7-93 and 25-7-96 to include a commercial redevelopment exception Seconded by: Kevin Ramberg Motion by: Jennifer Bristol RATIONALE: WHEREAS, the National Oceanic and Atmospheric Administration completed a study of historical rainfall for Texas in 2018 called Atlas 14 that showed that the Austin area is experiencing heavier rainfall more frequently and that the probability of severe flooding is greater than previously realized. WHEREAS, in response, the City of Austin revised its floodplain regulations and adopted interim floodplain maps until a citywide floodplain study could be completed. As part of the revised floodplain regulations, a Residential Redevelopment Exception was created, among other items, to promote redevelopment that reduces flood risk for development residential properties. WHEREAS, the Environmental Commission recognizes the City staff are requesting changes to Land Development Code § 25-7-93 and § 25-7-96 to promote flood risk reduction when redeveloping commercial properties. THEREFORE, the Environmental Commission recommends the proposed changes to Land Development Code § 25-7-93 and § 25-7-96 with the following Environmental Commission Conditions: Environmental Commission Conditions: • Continue to inform the public through outreach and public comment events • Include the high hazard maps for those outreach events. VOTE: 9-2 For: Qureshi, Schiera, Ramberg, Bristol, Barrett Bixler, Aguirre, Thompson, Bedford, and Nickells Against: Brimer and Scott Abstain: None Recuse: None Absent: None Approved By: Kevin Ramberg, Environmental Commission Chair 2
ENVIRONMENTAL COMMISSION MOTION 20220518 004a Date: May 18, 2022 Subject: 1881 Westlake Drive, SP-2021-0349D Seconded by: Perry Bedford Motion by: Jennifer Bristol RATIONALE: WHEREAS, the Environmental Commission recognizes the applicant is requesting to vary from LDC 25-8- 281(C)(2)(b) to allow the construction within 150-foot of a rimrock Critical Environmental Feature (CEF). WHEREAS, the Environmental Commission recognizes the site is located in the Lake Austin and Bee Creek watersheds, Water Supply Rural, Drinking Water Protection Zone. WHEREAS, the Environmental Commission recognizes that staff recommends this variance with conditions, having determined the findings of fact to have been met. THEREFORE, the Environmental Commission recommends the variance request with the following: Staff Conditions: 1. Remove existing boat dock and access path as specified on plans. 2. restore disturbed areas per City Standard Specification 609S. 3. All construction to occur via barge. VOTE: 11-0 For: Bedford, Qureshi, Scott, Thompson, Schiera, Barrett Bixler, Nickells, Bristol, Ramberg, Aguirre, Brimer Against: None Abstain: None Recuse: None Absent: None 1 Approved By: Kevin Ramberg, Environmental Commission Chair 2
1 ENVIRONMENTAL COMMISSION MOTION 20220518 004b Date: May 18, 2022 Subject: Crossroads Logistics Center Additions, SP-2021-0169D Seconded by: Perry Bedford Motion by: Jennifer Bristol RATIONALE: WHEREAS, the Environmental Commission recognizes the applicant is requesting to vary from LDC 25-8-342 to allow fill over 4 feet up to 17 feet. WHEREAS, the Environmental Commission recognizes the site is located in the Gilleland Creek, Suburban watershed, Desired Development Zone. WHEREAS, the Environmental Commission recognizes that staff recommends this variance, having determined the findings of fact to have been met. THEREFORE, the Environmental Commission recommends the variance request with the following: Staff Conditions: Increase setback area by a minimum of 1.09 acres for existing CEF. • • Preserve trees/natural areas. • Apply City of Austin Landscaping Ordinance on ETJ site. • • Provide structural containment of fill with a retaining wall. Increase tree inches on-site/mitigation. VOTE 11-0 For: Bedford, Qureshi, Scott, Thompson, Schiera, Barrett Bixler, Nickells, Bristol, Ramberg, Aguirre, Brimer Against: None Abstain: None Recuse: None Absent: None Approved By: Kevin Ramberg, Environmental Commission Chair 2
BOARD/COMMISSION RECOMMENDATION Downtown Commission Recommendation Number: 20220518-2c Downtown Public Improvement District Authorization The Downtown Commission recommends that the Austin City Council support the authorization of the Downtown Public Improvement District. Commissioner Joel Sher Seconded By: Commissioner Ralph Ishmael Date of Approval: May 18, 2022 For: Chair August Harris, Vice Chair Christopher Lehman, Commissioner Ralph Ishmael, Commissioner Laura Templeton, Commissioner Joel Sher, Commissioner Megan Meisenbach, Absent: Commissioner Kelan Robinson, Commissioner Josh Lickteig, Commissioner Mike Lavigne. Commissioner Preston Reine was off the dais. Vacant: Commissioner District 3 Attest: Christine Maguire, Commission Executive Liaison, Economic Development Department Christine Maguire, Economic Development Department Recommendation Motioned By: Vote 6-0 Against: None Abstain: None
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220518-2A Seconded By: Dan Carroll Date: 5/23/2022 Subject: Recommendations to Improve Public Safety Department Staffing for Special Events Motioned By: Ingrid Weigand Description of Recommendations to Council: Encourage the use of third-party contracts to bolster public safety departments’ staffing for special events. RECOMMENDATION #1 Authorize the Austin Police Department to enter agreements, such as what was authorized by City Council in Item #56 on their February 17, 2022 Meeting– File#22-1375 annually, as needed, in perpetuity. RECOMMENDATION #2 Encourage City Council to remove any barriers in the contract with the Austin Fire Department to enter into third-party agreements to help supplement their work. Rationale: RECOMMENDATION #1 The Special Events Task Force would like APD to be able to enter into these agreements annually, if needed, without requiring Council approval each year. RECOMMENDATIONS # 2 The Collective Bargaining Agreement between the City of Austin and Austin Firefighters Association Local 975 states that only Fire Fighters can perform fire prevention duties, not civilians. As such, it is unclear what, if any, responsibilities could be performed by third-party vendors to support or supplement the work of AFD. Vote For: James Russell, Jeff Smith, Dan Carroll, Shelley Phillips, Mandi Thomas, Frances Thompson, Ingrid Weigand, Laurel White Against: 1 of 2 Abstain: Cindy Lo Absent: Bobby Garza, Heath Riddles-Sanchez Attest: Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
Downtown Commission May 18, 2022 D I A N N A G R E Y, H O M E L ES S S T R AT EGY O F F I C E R Today’s Topics Camping Ordinance HEAL Initiative Summit & American Rescue Plan Act (ARPA) Investment Framework Homelessness Social Service & Housing Solicitations Housing Production Cold Weather Shelter & Crisis Shelter Downtown Austin Alliance: Monthly Unsheltered Homeless Count Public Space Management Summary of Local & State Public Camping Laws Proposition B – Effective 5/11/2021 HB 1925 – Effective 9/1/2021 Phased implementation. COA routes citations or arrests through the Downtown Austin Community Court (DACC). COA routes citations or arrests through the Downtown Austin Community Court (DACC). § 9‐4‐11 Prohibited Public Camping • Establishes a misdemeanor offense if a person camps in a public area that is not designated as a camping area by the Parks and Recreation Department. § 9‐4‐13 Prohibited Solicitation • A person commits an offense if the person solicits in an aggressive manner. § 9‐4‐14 Prohibited Sitting or Lying in Downtown Area Establishes a State‐wide prohibition on public camping. Defines responsibility for storage of personal belongings. Creates pathway for local entities to apply to State for approval of designated and resourced camping locations. Local entities found by a court to be in violation of the law will lose all State grant funds for a period of two years. 242 citations or individual enforcement actions as of 4/22/2022 HEAL Initiative Housing‐Focused Encampment Assistance Link Encampments Receiving HEAL Intervention to Date Terrazas Branch Library Menchaca/Ben White underpass 183/Oak Knoll underpass Lady Bird Lake Hike & Bike Trail (near Buford Tower) Old San Antonio Road/Slaughter Creek IH‐35 Frontage Road/St. Johns Avenue West Bouldin Creek (near Dougherty Arts Center & Alliance Children’s Garden) St. John Neighborhood Park Gillis Park Fiscal Year 2022 Goal: Actual through 5/17/22: Inception to date: Shelter Acceptance Rate: 200 Served 119 256 90% Race Equity: HEAL Relative to the Homeless and Travis County Population Hispanic / Latin(o(a)(x) 34% 27% 11% 8% 37% 40% Black / African American White 55% 49% 72% 0% 10% 20% Travis County 30% 50% 60% 70% 80% HEAL 40% Homelessness Population The Summit Investment Plan A summary of the outcomes and investments by category People Served or Housing Units Year 1 1,008 Year 3 2,089 Year 2 …
ENVIRONMENTAL COMMISSION MEETING MINUTES Wednesday, May 18, 2022 The Environmental Commission convened in a public meeting on Wednesday, May 18, 2022 at the Permitting and Development Center (PDC) Room 1406, 6310 Wilhelmina Delco Drive, Austin, Texas 78752 Commissioners attending in person: Haris Qureshi Rachel Scott Melinda Schiera Jen Bristol Kevin Ramberg Ana Aguirre Rick Brimer Audrey Barrett Bixler Commissioner attending remotely: Perry Bedford Pam Thompson Colin Nickells Commissioners absent: None Staff in Attendance: Eric Brown Kaela Champlin John Clement Jameson Courtney Katie Coyne Susan Daniels Tunde Daramola Shamir Dorsey Donna Galati Joydeep Goswami Liz Johnston Mike McDougal Leslie Lilly Kevin Shunk CALL TO ORDER Chair Ramberg called the meeting to order at 6:03 P.M. 1 1. 2. 3. 4. PUBLIC COMMUNICATION: GENERAL The first 10 speakers who register to speak no later than noon the day before the meeting will be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. None APPROVAL OF MINUTES AND ACTION a. Approval of the May 4, 2022 Environmental Commission Regular Meeting Minutes (5 minutes) A motion to approve the May 4, 2022 Environmental Commission Regular Meeting Minutes was approved on Commissioner Bedford’s motion, Commissioner Scott’s second on a 10-0. Commissioner Barrett Bixler was off the dais. ENVIRONMENTAL OFFICER UPDATES a. Update on Samsung wastewater spill—Katie Coyne, Environmental Officer, Watershed Protection Department (5 minutes) Item conducted as posted. No action taken. ITEMS FOR CONSIDERATION AND POSSIBLE ACTION a. Discuss and consider an ordinance amending Title 25 of the City Code related to floodplain regulations. City Staff: Kevin Shunk and Jameson Courtney, Watershed Engineering Division Manager, Watershed Protection Department (30 minutes) A motion to approve the proposed code changes related to floodplain regulations was approved with conditions on Commissioner Bristol’s motion, Commissioner Ramberg’s second on a 9-2 vote. Those voting aye were Commissioners Qureshi, Schiera, Ramberg, Bristol, Barrett Bixler, Aguirre, Thompson, Bedford, and Nickells. Those voting nay were Commissioners Scott and Brimer. b. Discuss and consider a recommendation on proposed changes to City Land Development Code Title 25 (§ 25-1, § 25-2, § 25-8) to address challenges to the successful design and construction of public mobility projects in the right-of-way (30 minutes) A motion to approve the proposed code changes to City Land Development Code Title 25 (§ 25-1, § 25-2, § 25-8) was approved with conditions on Commissioner Bristol’s motion, Commissioner Ramberg’s second on an 8-3 vote. Those voting …
Special Events Task Force MAY 2022 Meeting Minutes Wednesday, May 18, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. ‐ 4:00 p.m. Taskforce Members in Attendance: Jeff Smith, Mandi Thomas, Laurel White, Ingrid Weigand, Frances Thompson, Dan Carroll, Cindy Lo Staff in Attendance: Sara Henry (ACE), Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE), Brian Block (DSD), Frances Hargrove (ATD), Jason Maurer (PARD), Kevin Parker (EMS), Quentin Prior (AFD), Iby Setzer (ARR), Tara Long (DSD), Robert Alvarado (Code) Task Force Members Joining Virtually: James Russell, Shelley Phillips CALL TO ORDER: Co‐Chair Smith called the task force to order at 2:02 p.m. PUBLIC COMMUNICATION: No public communication 1. APPROVAL OF APRIL MINUTES: The task force unanimously approved the meeting minutes for April 2022. 2. OLD BUSINESS A. Public Safety Staffing The Task Force unanimously approved two recommendations to be sent to City Council related to public safety department staffing at special events. The adopted recommendation language is: 1) Authorize the Austin Police Department to enter agreements, such as what was authorized by City Council in Item #56 on their February 17, 2022 Meeting– File#22‐1375 annually, as needed, in perpetuity. 2) Encourage City Council to remove any barriers in the contract with the Austin Fire Department to enter into third‐party agreements to help supplement their work. B. City Staffing, Non‐Public Safety The Task Force discussed their desire for the City to hire more staff to ensure quick processing of special event permit applications and staffing on‐site, as well as the desire to have an expedited permitting option. The Task Force discussed creating a recommendation to send to Council soon, as there are budget considerations and we are entering budget season. Co‐chair Russell committed to drafting recommendation language for consideration in the June meeting. C. Special Event Reporting The Task force discussed the need for reporting, including all data fields identified in the Subcommittee on Reporting’s proposed recommendation document. In particular, the need to provide reporting for Tier 3 and Tier 4 events and make that publicly available. Brydan Summers advised there are staff concerns around being able to respond to the inclusion of reporting in the Special Events Ordinance, and that though this is a project staff intend to work on, though it is not a high priority. The Task Force discussed putting language in the ordinance that guides staff and includes some …
