PARKLAND EVENTS TASK FORCE August 2, 2016, 4 pm – 7 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 July 19, 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 E. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Special event policies related to event day or use limits, process, scheduling, and coordination. 2) Special event policies related to process, scheduling, coordination, enforcement, and impacts. 3) Impacts and impact reduction measures, policies, or practices of special events regarding impact mitigation on surrounding neighborhoods, areas and businesses. 4) Discussion of Green Event policies. 5) Briefing by the Waller Creek Conservancy on Waterloo Park status. 6) 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 …
PARKLAND EVENTS TASK FORCE August 2, 2016, 4 pm – 7 pm Zilker Botanical Garden Meeting Room 2220 Barton Springs Rd, Austin, TX 78746 TASK FORCE MEMBERS PRESENT 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 TASK FORCE MEMBERS ABSENT Colin Wallis, Mayor Adler Kannou Curette, District 1 Alykhan Mohamed, District 2 Debbie Stanley, District 4 Patrick Brewer, District 7 Stacy Farrugia, District 6 MINUTES A. CALL TO ORDER‐ Meeting called to order by David King @5:25 pm. B. APPROVAL OF MINUTES 1) Motion to Approve Minutes from July 19, 2016 meeting by Jeff Smith and Seconded by James Russell. Motion passed with 8 members voting AYE 0 voted No and 1 member abstained. C. CITIZEN COMMUNICATION‐ No Citizen Communication D. OLD BUSINESS: BRIEFING, DISCUSSION, AND POSSIBLE ACTION 1) Special event policies related to event day or use limits, process, scheduling, and coordination. Motion by Jeff Smith to create a recommendations committee to review, evaluate and recommend policy action items to the task force Seconded by James Russell 8 members voted Aye 1 voted No‐ MJ motion passed. Subcommittee meetings shall be conducted concurrently with posted task force meetings. The subcommittee shall be comprised of James Russell, Carol Lee, Jeff Smith, Bobby Garza, David King, and Pam Thompson. 2) Special event policies related to process, scheduling, coordination, enforcement, and impacts. Discussion of Forestry’s role at special events information presented by Keith Mars and Lara Schuman. Forestry staff to take Patrick Brewer’s recommendations and review against existing guideline document. Forestry to report back at the 8/9 meeting, No Formal Action Taken. 3) Impacts and impact reduction measures, policies, or practices of special events regarding impact mitigation on surrounding neighborhoods, areas and businesses. No Formal Action Taken. 4) **Discussion of Green Event policies, Presentation by Brandi Burton , Rick Cofer proposed to work Brandi to come up with some guidelines to bring forward as potential recommendations. 5) **Briefing by the Waller Creek Conservancy on Waterloo Park status presented by Peter Mullan C.E.O. 6) Status of task force member requests from previous meetings and upcoming meeting schedule. Conduct Doodle Poll to get a consensus on the …
DRAFT Required elements of special events with expected attendance of 500 attendees or more that use either gasoline- or diesel-powered generators, vehicles including carts for loading/unloading and/or other engines such as hand-held equipment including leaf blowers used directly by the event or by a contractor in support of the event permit holder. 1) A vehicle and equipment inventory to be submitted to the COA Office of Special Events after the completion of the set up to include the following: A) A list of the generators by model year/horsepower, vehicles by model year/horsepower and other equipment model year/horsepower or engine size in cc's that are on-site during the special event. A list of chemicals kept on site to include but not limited to ones that contain bleach, ammonia, turpentine or other toxic compounds. 2) A final or amended inventory of vehicles and equipment after the special event occurs, if different from the original list to include the following: A) A list of the generators by model year/horsepower, vehicles by make,model , year & engine displacement V-4, V-6 or V-8 and and other equipment that are on-site during the special event. If electric generators and carts are used please note them in the final equipment inventory. B) The estimated amount of hours that these vehicles or equipment are idling or in operation each day on site or going back and forth from the site and how many days they were used. 3) The development of an environmental awareness message by COA staff, special event staff and, if requested, interested stakeholders to encourage special event attendees to take action to reduce their impact while at the festival by reducing, reusing or recycling items that often go into the waste stream and/or a message related to improving air quality by changing their commute to the special event. Where possible the environmental awareness message can be shared by microphone with the attendees multiple times each day. Some form of incentivizing these actions while at the festival should be utilitized. As an example, this is done successfully at Blues on the Green.
DRAFT Green Event Planning for Community Events at COA Venues or on COA Right-of-Way 1) What is the most effective method of improving environmental outcomes at special events related to transportation, energy use, water use, fuel use, waste diversion and protecting human health? 2) What is the most effective method of educating event participants and spectators to understand the value of the “Green” measures that are showcased at a “Green” special event. For events for 149-499 participants – Environmental improvement measures are grouped in these categories: transportation, energy use, water use, fuel use, waste diversion and protecting human health. The event organizers would be asked to choose 1 measure (if relevant) for each category and these measures would need to be emphasized through the event marketing channels for the event invite and to the best of their ability at the event check-in table as well. PARD and the COA Office of Special Events would add the “Green” event categories with a description to their respective websites with a reminder to event planners to archive their plan for future use. For events for 149 participants and more – a dedicated “Green” volunteer planner would be assigned to work with a volunteer committee for sustainability for the event or hire a professional “Green” event planner who will work with the committee as well. Both would be responsible for using the measures listed below and developing at least 3 measures from the list below. A post event report supplied to the COA Office of Special Events or PARD would evaluate the success of each of these measures on a scale of 1-10. Improving environmental outcomes: At COA-sponsored or co-sponsored events a concise report with a simple grading scheme would be provided to the COA Office of Special Events who would collaborate with the Office of Sustainability and the Transportation Dept. to evaluate future improvement opportunities. For community events the report would be labeled, archived and sent to the event planners the following year if they made a reservation for a COA venue or requested a City permit. Recommended measure options for “greening” special events on COA parkland Incorporate Zero Waste Guidelines into your event: http://www.austintexas.gov/sites/default/files/files/Resource_Recovery/Event_Recycling_GUidelines_1.7.16_.pdf Use the Event Recyling Rebate offered by Austin Resource Recovery https://www.austintexas.gov/page/event-recycling-rebate Use a Water Monster or similar in place of bottled water paired with compostable cups. Encourage attendees to bring their own reusable water bottles Make attendees aware …
Parkland Events Task Force Draft Policy Recommendation 19 July 2016 DRAFT Page 1 of 1 Issue: Greening of Events & Parkland The Parkland Events Task Force (PETF) received draft proposals for reducing the environmental impact of special events that are held on City of Austin property and was asked to consider a policy recommendation that supports these proposals. 1. Background Data: The Greening of Events proposals are expressed in an undated draft document titled “Green Event Planning for Community Events at COA Venues or on COA Right-of-Way” (hereinafter referred to as Greening Document 1) and an undated , untitled draft document that addresses generators and hand-held equipment such as leaf blowers (hereinafter referred to as Greening Document 2). Greening Document 1 proposes a process for event producers to choose from a “menu” of environmental improvement measures, with follow-up scoring and reporting, for events of 149-499 participants. Greening Document 2 proposes additional focus and requirements for gasoline- or diesel-powered generators, carts, and hand-held equipment such as leaf blowers for events with >500 participants. Neither of these documents provides details of the cost estimates for compliance by the event organizers, staff resources required for implementation and oversight, or quantifies the benefits that could be realized. Policy Proposal: In regard to the proposals found in Greening Document 1 and 2, the PETF recommends that these proposals be pursued within context of the existing adopted policies outlined by the Austin Resource Recovery Master Plan (approved by City Council on Dec 15, 2011) and the Austin Community Climate Plan (approved on June 4, 2015). 2. Background Data: The Parks & Recreation Department is far behind in achieving the City goal of Zero Waste by 2040. Although this policy directs the City Manager to “Lead by Example” in the implementation of waste diversion programs, only 1 of the City’s 300 parks has recycling containers and only 2 of 51 public pools have on-site recycling (per Austin Monitor July 15, 2016 article “Why don’t Austin parks have recycling bins?”) Policy Proposal: The City/PARD should provide on-site recycling containers within all city parks, pools, and recreation centers that have at least 100 visitors a day by October 2017. 3. Background Data: The review of 1 major event contract provided to the PETF indicates that the event organizer is required to provide for and actively promote recycling of all plastic bottles, aluminum cans, and cardboard. Glass and …
