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 …
