Parkland Events Task Force Final Report — original pdf

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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 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 Austin Parks and Recreation 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” policies to protect air and water quality, promote recyclable materials and reduce landfill waste should be emphasized.  Final Recommendations The Task Force was subject to the provisions of the Texas Open Meetings Act, and all meetings were open to the public and included opportunities for public comment. Interactive Feature: Select Table of Contents below to return to the main table of contents.  Report Table of Contents Page 2 of 73 Executive Summary (continued) The Task Force referenced a wide array of public input to produce the recommendations. The input ranged from absolutely no events on parkland to enthusiastically more events. The input included comments that some events damage parkland or create noise, parking, traffic, and trash issues in adjacent neighborhoods. Some input suggested that park rental fees for events should be increased and parkland trees should be better protected. Other input expressed preference for more low-cost, non-profit, and cultural events. Some input recommended that events should be held at parks in other areas of the City outside the urban core. It’s worth noting the diversity of the 17-member Task Force, with representatives from neighborhoods, music advocates, event producers and environmental advocates. Through all of our discussions and deliberations, there was one constant theme: All 17 members are park and community advocates who want collective and responsible success. As intended by Council, there were many different viewpoints expressed by Task Force members as represented in the final report. The recommendations before you were in fact adopted by the task force, however, not all were unanimously supported. The success of the Task Force has been predicated on a philosophy of inclusion and not from the standpoint of any one person or group. The Task Force members appreciate the opportunity to serve our community and produce this report for the Council. We hope these recommendations will be accepted and utilized to help ensure that City parks “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.” David King, Co-chair James Russell, Co-chair Parkland Events Task Force Parkland Events Task Force  Report Table of Contents Page 3 of 73 Annotated Final Recommendations Annotated Final Recommendations Summary Categories (each line item contains thoroughly detailed recommendations later in this final report) A. Applications and permits 1. Establish criteria for approving permit applications for events. City staff will use the planning evaluation matrix when reviewing potential and reoccurring events. 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. 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. 2. Recommendations from the PETF should inform the special events ordinance to help ensure consistent and unified special events policies. C. Environment 1. Encourage events to utilize green event policies. 2. Protect trees, vegetation, and environmentally sensitive areas. 3. The Parkland Events Task Force recommends the City implement a mandatory certification and training program for event organizers and contractors including tree protection, access and use of park grounds. 4. Develop a parking and traffic solution for parks that would reduce usage of green space parking, such as the Polo Field at Zilker Park. D. Fees 1. Fee Study Recommendation. E. Limits on events on parkland Adopt changes to current limits on events at Zilker Park, Vic Mathias Shores, and Fiesta Gardens. 1. Recommend policy to include outdoor events on Long Center property in limits on events at Vic Mathias Shores. 2. Create incentives for the relocation of events at Zilker Park, Vic Mathias Shores, and Fiesta Gardens that do not require the entire space to other venues to help minimize the impact and closure of streets. 3. Fireworks and impact to trail usage.  Report Table of Contents Page 4 of 73 Annotated Final Recommendations (continued) F. Alternative Venues 1. Identify parkland for potential events. 2. Establish criteria for designating a park as a special event venue. 3. Recommend full funding for master planning John Trevino Jr. Metropolitan Park within the FY 17 concept menu. G. Impacts As a principle, the PETF supports establishment of higher standards, and provision of required resources towards fees, impact mitigation and limits for heavily used parkland. Thirteen line items are included in the full recommendations. H. Fee waivers and City co-sponsored events 1. Establish a policy that the Council may not waive damage deposits for events on parkland. 2. Policies to waive fees and expenses for events cosponsored by the Council should be based on specific criteria adopted by resolution of the City Council. 3. 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 city officials, their staff, and City of Austin Boards and Commission members. I. Items Recommended for Inclusion in the Citywide Special Events Ordinance 1. Require each large event to conduct pre-event planning meetings with stakeholders that will be impacted by the event. 2. Require events to follow “green events” policies recommended by the PETF. 3. Rental and permit fees for street closures should be scaled to the street classification (neighborhood street, corridor street, major road, etc.). 4. Rental and permit fees for right-of-way (ROW) closures should be scaled to the size of the ROW and length of closure. J. Prior Action Items 1. Funding Parks to national standard levels. 2. Economic study of park and city events. See Detailed Recommendations Pages in This Document  Report Table of Contents Page 5 of 73 Task Force Overview Introduction Starting in August 2015, the Task Force held public meetings in various locations in the City to receive input from the public and develop recommendations concerning parkland events. Public input was also received through SpeakUpAustin, text messaging, email, and online surveys. A special-called public hearing was conducted to receive public input on the recommendations. The Task Force co-chairs provided updates to and received feedback from the Open Space, Environment, and Sustainability Committee (OSESC), Parks and Recreation Board (PARB), and the Environmental Commission. The Task Force received regular support from the following City of Austin departments:  Parks and Recreation Department (PARD)  Transportation Department  Law Department  Austin Center for Events  Austin Police Department The scope of work for the PETF included: 1) An inventory of special events at City parks, including the number of events, number of participants, and number of days each park is unavailable for general park use; 2) A review of existing park special events policies as well as existing practices related to events scheduling, coordination, and enforcement of contracts and agreements; 3) A comparative analysis of Parks and Recreation Department fees for park use received versus the cost of repair, maintenance, and other costs for each park facility; 4) An assessment of the impact that park special events have on surrounding neighborhoods, businesses, and infrastructure, in coordination with the work under way by the City Council's Mobility Committee regarding transportation impacts; 5) Identification of opportunities for new public and private venues to accommodate events, including an assessment of their carrying capacities and potential impact on surrounding neighborhoods, businesses, and infrastructure; 6) Recommendation of mechanisms that ensure fees collected for special events are sufficient for the maintenance and repairs for any post-event issues;  Report Table of Contents Page 6 of 73 Task Force Overview (continued) 7) Consideration of a policy change to direct fees collected for use of park facilities for a special event be directed to parks maintenance and operations; and 8) Determination of whether an adjustment to the number of events held at City parks, most particularly Auditorium Shores, Zilker Park, and Festival Beach, is appropriate. Membership Membership of the Parkland Events Task Force (PETF) consisted of:  Eleven (11) members, one appointed by each member of the City Council on the basis of the appointee's experience in park advocacy, special events promotion and planning, landscape architecture, neighborhood perspectives, cultural arts, or economic development  Three (3) members consisting of one representative each from the Parks and Recreation Board, the Music Commission, and the Environmental Board  Three (3) members appointed by the City Council's Committee on Open Space and the Environment Task Force Members Appointed by: Colin Wallis Mayor Adler Ingrid Weigand MPT Tovo, District 9 Kannou Curette CM Houston, District 1 Alykhan Mohamed CM Garza, District 2 Gergo Perlaky CM Renteria, District 3 Debbie Stanley CM Casar, District 4 David King CM Kitchen, District 5 Stacy Farrugia CM Zimmerman, District 6 Patrick Brewer CM Pool, District 7 Michael Joyce CM Troxclair, District 8 Carol Lee CM Gallo, District 10 Pam Thompson Environmental Commission Buddy Quaid Music Commission Rick Cofer Parks & Recreation Board Bobby Garza Open Space, Environment & Sustainability Committee James Russell Open Space, Environment & Sustainability Committee Jeff Smith Open Space, Environment & Sustainability Committee  Report Table of Contents Page 7 of 73 Task Force Overview (continued) City of Austin Council District Map Source: City of Austin Planning and Zoning Department Source  Report Table of Contents Page 8 of 73 Task Force Overview (continued) Meeting Details  Range of Meeting Dates: August 25, 2015 - September 27, 2016 See full list of meeting dates/times  Public Meetings: Thirty (30) meetings held  Public Meeting Hours: Over 65 hours of public meeting time  Volunteer and Staff Time at Meetings: 1,125 hours  Number of Meetings: Nine (9) meetings in 2015 and Twenty One (21) meetings in 2016  Meeting Locations: 5 locations around the City of Austin PETF was subject to the provisions of the Texas Open Meetings Act, and all meetings were open to the public and included opportunities for public comment. Meeting Locations Map Red Dots = Meeting Locations  Report Table of Contents Page 9 of 73 Task Force Overview (continued) Council Resolution (adopted March 5, 2015) See Full City Council Resolution WHEREAS, Austin's public parks play a critical role in promoting public health and a sense of community, and the parks contribute to the economic vitality of the City; and WHEREAS, Austin's growing population and the popularity of special events in city parks are placing increasing demands on Austin's public park system; and WHEREAS, Council created the Policy Committee on Use of Parkland (PGUP) to address the balance between the everyday use of the park system, organized special events, and impacts on neighborhoods near the parks; and WHEREAS, the PGUP recommended placing a cap of 30, later reduced to 25, special events in Town Lake Park Metropolitan Park; and WHEREAS, Council resolutions adopted in 2012, 2013, and 2014 have directed studies on the impacts and costs of special events on adjacent neighborhoods, and the establishment of a special events team of City staff to act as a one-stop shop for special events; and WHEREAS, Analyses done to date have focused more on long-term redevelopment plans for Town Lake Metropolitan Park and less on other issues identified in the resolutions, such as the impact of increasing the number and size of events on the parklands, park event coordination and scheduling, comprehensive traffic and parking studies, mechanisms to ensure fees collected are used for maintenance and repair of the facility used for the event, and opportunities for new venues for events; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AUSTIN: A. The Parkland Events Task Force (PETF) is created 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. B. The PETF scope of work shall include: 1) an inventory of special events at City parks, including the number of events, number of participants, and number of days each park is unavailable for general park use; 2) a review of existing park special events policies as well as existing practices related to events scheduling, coordination, and enforcement of contracts and agreements;  Report Table of Contents Page 10 of 73 Task Force Overview (continued) 3) a comparative analysis of Parks and Recreation Department fees for park use received versus the cost of repair, maintenance, and other costs for each park facility, in coordination with the City Council's Economic Opportunity, Technology, Innovation and Creative Industries Committee and building upon the information gathered pursuant to Resolution No. 20130926-078; 4) an assessment of the impact that park special events have on surrounding neighborhoods, businesses, and infrastructure, in coordination with the work under way by the City Council's Mobility Committee regarding transportation impacts; 5) identification of opportunities for new public and private venues to accommodate events, including an assessment of their carrying capacities and potential impact on surrounding neighborhoods, businesses, and infrastructure; 6) recommendation of mechanisms that ensure fees collected for special events are sufficient for the maintenance and repairs for any post-event issues; 7) consideration of a policy change to direct fees collected for use of park facilities for a special event be directed to parks maintenance and operations; and 8) determination of whether an adjustment to the number of events held at City parks, most particularly Auditorium Shores, Zilker Park, and Festival Beach, is appropriate. C. Membership of the PETF shall be as follows: 1) 11 members, one appointed by each member of the City Council on the basis of the appointee's experience in park advocacy, special events promotion and planning, landscape architecture, neighborhood perspectives, cultural arts, or economic development; 2) three members consisting of one representative each from the Parks and Recreation Board, the Music Commission, and the Environmental Board; and 3) three members appointed by the City Council's Committee on Open Space and the Environment. D. The PETF shall be subject to the provisions of the Texas Open Meetings Act, and all meetings shall be open to the public and include opportunities for public comment.  Report Table of Contents Page 11 of 73 Task Force Overview (continued) BE IT FURTHER RESOLVED: The City Manager shall provide reasonably necessary resources and technical assistance to the PETF, including but not limited to the resources listed in the attached EXHIBIT A. In addition, the City Manager shall appoint one member of City staff from each of the following departments to serve as a resource for the PETF on an as needed basis: 1) Parks and Recreation Department; 2) Economic Development Department; 3) Office of Sustainability; 4) Austin Water Utility; 5) Watershed Development Department; 6) Austin Resource Recovery; 7) Austin Transportation Department; and 8) Austin Police Department. BE IT FURTHER RESOLVED: The PETF will provide periodic reports to the Council Committee on Open Space, Environment, and Sustainability and shall provide a draft final report to the Committee not later than June 5, 2015. The PETF expires upon the completion of its assigned tasks or one year after the effective date of this resolution, whichever is sooner.  Report Table of Contents Page 12 of 73 Task Force Overview (continued) EXHIBIT A RESOURCES TO BE PROVIDED TO THE PETF List of each event held at Auditorium Shores, Zilker Park, and Festival Beach. Acreage per venue. Number of attendees per day at each event. Dates of each event, including any time the park is closed to the public for maintenance, set-up, and break-down. Contracts for each event. Community benefits of each event. Costs to the City associated with maintenance, repair, or rehabilitation of parkland and vegetation as a result of each event. Revenue the City collects for each event. Revenues received by Austin Parks Foundation for each event. Process for City review of events. Alternative special events venues.  Report Table of Contents Page 13 of 73 Scope of Work and Data Scope of Work Per Austin City Council Resolution No. 20150305-025 The PETF scope of work shall include: 1) an inventory of special events at City parks, including the number of events, number of participants, and number of days each park is unavailable for general park use; 2) a review of existing park special events policies as well as existing practices related to events scheduling, coordination, and enforcement of contracts and agreements; 3) a comparative analysis of Parks and Recreation Department fees for park use received versus the cost of repair, maintenance, and other costs for each park facility, in coordination with the City Council's Economic Opportunity, Technology, Innovation and Creative Industries Committee and building upon the information gathered pursuant to Resolution No. 20130926-078; 4) an assessment of the impact that park special events have on surrounding neighborhoods, businesses, and infrastructure, in coordination with the work under way by the City Council's Mobility Committee regarding transportation impacts; 5) identification of opportunities for new public and private venues to accommodate events, including an assessment of their carrying capacities and potential impact on surrounding neighborhoods, businesses, and infrastructure; 6) recommendation of mechanisms that ensure fees collected for special events are sufficient for the maintenance and repairs for any post-event issues; 7) consideration of a policy change to direct fees collected for use of park facilities for a special event be directed to parks maintenance and operations; and 8) determination of whether an adjustment to the number of events held at City parks, most particularly Auditorium Shores, Zilker Park, and Festival Beach, is appropriate.  Report Table of Contents Page 14 of 73 Scope of Work and Data (continued) Data Provided to the Task Force The City of Austin Parks and Recreation Department staff created a binder and loaded a portable hard drive with documents in order for the Parkland Event Task Force to best understand the current standards, processes, and state of public park usage. The binder was requested to be brought to each meeting in either physical or digital format. The appropriate documents were referred to in agendas for upcoming meetings as well as during presentations and discussions. The categories of documents provided are listed below and are listed in the appendix of this report (see appendix here). In addition, a detailed Parkland Event Task Force - Resource Website was maintained for Task Force members and the public to provide a transparent mechanism for sharing data. Documents were offered at the meetings and posted to the Parkland Event Task Force website as updates became available and information requests were made. 1) Parkland Event Task Force - Resource Website 2) List of each event held at Auditorium Shores, Zilker Park, and Festival Beach 3) Acreage per venue 4) Number of attendees per day at each event 5) Dates of each event, including any time the park is closed to the public for maintenance, set -up, and break -down 6) Contracts for each event 7) Community benefits of each event 8) Costs to the City associated with maintenance, repair, or rehabilitation of parkland and vegetation as a result of each event 9) Revenue the City collects for each event 10) Revenues received by Austin Parks Foundation for each event 11) Process for City review of events 12) Alternative special events venues  Report Table of Contents Page 15 of 73 Scope of Work and Data (continued) Additional Data Requested by the Task Force Impacts of Events April 2016 - the Task Force requested the property lineups be adjusted to include a summary of impacts  Lineup - Zilker 2015 with impacts  Lineup - Shores 2015 with impacts  Lineup - Fiesta/Festival Beach 2015 with impacts Alternative Venue Size and Capacity (Updated from 09/28/15, and 09/08/15) – Staff added square footage and rough estimate of capacity.  Alternative Venues List - other property  List of City Fees for Special Events (09/28/15 request)  Park General Fund Budget Revenue Break Out by Category (09/28/15 request) Environmental Impact Recommendations  Green Event Inventory  Green Event Planning  Greening of Events  Report Table of Contents Page 16 of 73 Final Recommendations Final Recommendations by Focus Area Main Menu Interactive Menu: Select a BLUE link to directly navigate to a specific final recommendation section. 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 Items Recommended for Inclusion in the Citywide Special Events Ordinance J Prior Action Items and Work Products  Funding Parks to National Standard Levels  Economic Study  Green Event Policies Work Product Task Force Adoption of Final Recommendations: September 27, 2016: Motion to approve - 10 yes, 2 no, 1 abstain. (Other items approved on an individual basis, or on prior dates are noted below the individual item.)  Report Table of Contents Page 17 of 73 Final Recommendations (continued) Final Recommendations Main Menu 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 majority vote by the Council to override a staff approval or denial of an application for an event on City of Austin parkland. See Adopting Action 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). “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.” See Full Resolution 05-17-2016  Report Table of Contents Page 18 of 73 Final Recommendations (continued) Final Recommendations Main Menu September 20, 2016 – amendment to original resolution The prior recommendation is amended to include an equitable balance of 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 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.” See Resolution Amendment 09-20-16 September 27, 2016 – new resolution to previous actions “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 Foundation to establish a permanent committee to coordinate and plan events at Town Lake Metropolitan Park.” See Full Resolution 09-27-16 2. Recommendations from the PETF should inform the special events ordinance to help ensure consistent and unified special events policies.  Report Table of Contents Page 19 of 73 Final Recommendations (continued) Final Recommendations Main Menu C. Environment 1. Encourage events to utilize green event policies. 2. Protect trees, vegetation, and environmentally sensitive areas. Identify additional staff resources needed to consistently implement and enforce the following: 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 areas for driving, staging, and storage for each park. 3. The Parkland Events Task Force recommends the City implement a mandatory certification and training program for event organizers and contractors including tree protection, access and use of park grounds. The program should be evaluated for expansion to include the citywide permit process, permit requirements and conducting event business in the City of Austin. See Full Resolution 4. Develop a parking and traffic solution for parks that would reduce usage of green space parking, such as the Polo Field at Zilker Park.  Report Table of Contents Page 20 of 73 Final Recommendations (continued) Final Recommendations Main Menu D. Fees (NOTE - State laws and City ordinances limit fees to the actual costs to the City. Cities cannot make a “profit” on fees.) 1. Fee Study Recommendation “In Fiscal Year 2017 conduct a thorough financial and operational fee study to determine whether fees charged for hosting special events in public places are appropriate for covering the cost of city-provided services and short-term and long-term maintenance of the public property and infrastructure used for the event.” See Full Resolution Considerations for the study should include whether or not the City can: a) Base fees on the total area of a park used for an event. b) Charge a premium rate for high-demand parkland. c) Increase user fees for Tier 4 events. d) Recalibrate maintenance and rental fees annually. e) Hold bonds/deposit long enough to identify damage to parkland. f) Direct user fees generated from events on parkland into a special purpose park fund that rolls over to the next parks budget year (without reducing general funds allocations or monetizing the parks). g) Additional items to be answered through analysis of fees: i. Can capital costs for parks be included in fees charged to events? ii. Can fees be calibrated to include total City of Austin costs incurred by events? h) Obtain legal opinion on what mechanisms could be taken to charge rental fees at market rate instead of user fees. 2. Determine if park conservancies and foundations can charge fees that exceed the cost of service for events on parkland.  Report Table of Contents Page 21 of 73 Final Recommendations (continued) Final Recommendations Main Menu E. Limits on events on parkland Adopt changes to current limits on events at Zilker Park, Vic Mathias Shores, and Fiesta Gardens. Recommendations for All Noted Sites  Event producers, neighborhoods and the City will work together to mitigate parking, traffic, noise, trash, and environmental impacts  Adopt an ordinance requiring a majority vote by the City Council to recommend increases to these limits SUMMARY RECOMMENDATIONS See full work paper Park Proposed Event Day Limits (current status) Zilker Park Proposed 24 event day limit via attrition/ incentives (Currently 29 event days) Auditorium/Vic Mathias Shores Proposed 17 event day limit via attrition/ incentives Retain overall 25 event-day limit (Currently 20 event days out of 25) Fiesta Gardens/ Festival Beach Proposed 17 event day limit via attrition/ incentives (Currently 19 event days) 1. Recommend policy to include outdoor events on Long Center property in limits on events at Vic Mathias Shores. 2. Create incentives for the relocation of events at Zilker Park, Vic Mathias Shores, and Fiesta Gardens that do not require the entire space to other venues to help minimize the impact and closure of streets. 3. Fireworks and impact to trail usage. a) Establish consistent criteria for display of fireworks in parks. b) Fireworks at Auditorium Shores are limited to the 4th of July and New Year’s Eve, and at most one (1) special event day per year to commemorate anniversary or landmark dates of an existing event.  Report Table of Contents Page 22 of 73 Final Recommendations (continued) Final Recommendations Main Menu F. Alternative Venues 1. Identify parkland for potential events. See Full Resolution a) Summary of resolution i. “In the Request for Proposals for creating a new Master Plan for Walter E. Long Metropolitan Park, include in the scope of work for the Master Plan evaluation of using Walter E. Long Metropolitan Park as an alternative event venue for hosting large special events; and ii. Include funds in the Fiscal Year 2017 budget for studying the feasibility, requirements, and estimated costs for developing the existing publicly-owned land at Bolm Road and the John Trevino Metropolitan Park as alternative event venues that can accommodate large special events in addition to providing new public park space for the growing Austin population; and iii. In Fiscal Year 2017 conduct a thorough financial and operational fee study to determine whether fees charged for hosting special events in public places are appropriate for covering the cost of city-provided services and short-term and long-term maintenance of the public property and infrastructure used for the event.” 2. Establish criteria for designating a park as a special event venue. From the Alternative Spaces Subcommittee, the following criteria should be utilized when designating a park as a special event venue: a. Size and capacity b. Development timeline c. Development status d. Bond funding e. Accessibility f. Bikeable/walkable g. Distance to residential h. Rating for hotel access i. Existing infrastructure j. Traffic concern 3. Recommend full funding for master planning John Trevino Jr. Metropolitan Park within the FY 17 concept menu.  Report Table of Contents Page 23 of 73 Final Recommendations (continued) Final Recommendations Main Menu G. Impacts As a principle, the PETF supports establishment of higher standards, and provision of required resources towards fees, impact mitigation and limits for heavily used parkland. Working Definitions Open – full accessibility – normal day in the park without event uses. In Use – no fences, no barriers, significant portion of the park reserved/impacted by the event. Includes increased pedestrian and vehicular activity. Partially Open - greater than 50% available without a ticket and unfenced. Minimally Open - more than 50% closed, only available to ticketed patrons. Closed – no accessibility - ticketed participation only. Definitions should apply to all parks. See Adopting Action 1. Establish impact zone and special event zone to facilitate planning and management of events on parkland. 2. The task force recommends immediate implementation of a Special Events Permit Parking (SEPP) Program for neighborhoods that are in or adjacent to the special event impact zone with specific priority focus on the Zilker, Bouldin and Festival Beach area neighborhoods. The program shall be established with focus on increased fines for parking, changes to City procedure and practice to encourage effective towing or booting authorization and ticketing by non-sworn personnel. City staff shall pilot the program no later than the fall of 2016. See Full Resolution 3. Increase fines for parking and traffic violations in the impact zone. See Full Resolution 4. Strictly enforce towing in the impact zone. Increase Austin Police Department’s towing capacity during events. This will help reduce response times for towing and allow police officers to spend more time on enforcement. 5. Increase fines for unpermitted vendors located in the special event zone.  Report Table of Contents Page 24 of 73 Final Recommendations (continued) Final Recommendations Main Menu 6. Increase staffing for the traffic management center during events to monitor traffic flow and signals in the impact zone for Tier 3 and 4 events that impact major roads during rush hour or peak traffic times. 7. Establish a temporary flagger team to augment police resources at key intersections during events to provide additional information and assistance to drivers and pedestrians. Incorporate non-sworn personnel where possible. 8. Amend City codes to establish pedicab traffic flow enhancement zones during events. The traffic flow enhancement zone would designate approved and prohibited routes for pedicabs to help facilitate and enhance traffic flow. 9. Accommodate general park users that are displaced by events. Install signs to redirect them to nearby parks. 10. Encourage a sound impact plan for all special events with amplified music. 11. Encourage stakeholder meetings with affected neighborhoods to help plan and prepare for medium and large events. 12. Work with event producers to ensure a streamlined setup and teardown process for events. 13. Sound Ordinance revisions: a. Amend City sound ordinances to require “C” weighting measurement in all sound limit regulations. See Adopting Action b. Provide continued funding for a sufficient number of sound meters that have A, and C weighting capabilities. c. Amend Parks code to change sound curfew extension requests from the current 10 pm to 2 am to 10 pm to 11 pm.  Report Table of Contents Page 25 of 73 Final Recommendations (continued) Final Recommendations Main Menu H. Fee waivers and City co-sponsored events 1. Establish a policy that the Council may not waive damage deposits for events on parkland. 2. Policies to waive fees and expenses for events cosponsored by the Council should be based on specific criteria adopted by resolution of the City Council. 3. 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 city officials, their staff, and City of Austin Boards and Commission members. See Adopting Action I. Items Recommended for Inclusion in the Citywide Special Events Ordinance 1. Require each large event to conduct pre-event planning meetings with stakeholders that will be impacted by the event. 2. Require events to follow “green events” policies recommended by the PETF. See Green Events Policy 3. Rental and permit fees for street closures should be scaled to the street classification (neighborhood street, corridor street, major road, etc.). 4. Rental and permit fees for right-of-way (ROW) closures should be scaled to the size of the ROW and length of closure. 5. Fees for street and right-of-way closures should be set so that closures with larger impacts on traffic and public access pay higher fees.  Report Table of Contents Page 26 of 73 Final Recommendations (continued) Final Recommendations Main Menu J. Prior Action Item and Work Products 08-09-16 recommendation - funding parks to national standard levels 08-09-16 - recommendation - economic study of park and city event  Report Table of Contents Page 27 of 73 Final Recommendations (continued) Final Recommendations Main Menu Limits Work Product Notes from discussion General Notes Event Days Events Retained Events that Could Relocate Proposals Austin City Limits Kite Festival Garden Festival Blues on the Green Trail of Lights Zilker Relays Note – Hillside Theatre (task force did not consider large event) 3 large events 6 days 1 day 2 days 4 days 15 days 1 day 22 days (not considered) 29 days total 5 relocate Proposed 24 limit via attrition/ incentives FFF SXSW Urban Music Festival Austin’s New Year Austin Reggae Festival 4th of July Tri Rock Triathlon Cap Tex Tri Triathlon Food and Wine Capital 10K Marathon Relay Sunshine Run 5 large events 3 days 3 days 2 days 1 day 3 days 1 day 1 day 1 day 2 days 1 day 1 day 1 day 20 current 9 relocate Proposed 17 limit via attrition/ incentives Veg Fest Cinco de Mayo Bengali Festival (undersized) Heart of Texas Regatta Pride (oversized) Hot Sauce Festival Pumpkinhead Regatta Celtic Festival Diezyseis Ice Cream Festival Head of the Colorado Craft Brewer’s Festival Dragon Boat Festival Clean Sweep (undersized) 1 day 2 days 1 day 1 day 1 day 1 day 1 day 2 days 2 days 1 day 2 days 1 day 2 days 1 day 19 current 3 relocate Proposed 17 limit via attrition/ incentives  Report Table of Contents Page 28 of 73 Final Recommendations (continued) Final Recommendations Main Menu Limits Work Product (continued) Zilker Park:  Retain ACL Fest (two weekends)  Retain Holiday Trail of Lights (15 days)  Retain Zilker Kite Festival (one day)  Move Blues on the Green to Auditorium Shores Auditorium/Vic Mathias Shores:  Retain the 25 event-day limit  Move some smaller events to Waterloo Park when it opens  Recommend that the City renegotiate the contract with the Long Center to prohibit outdoor events on the Long Center property after 2016 Fiesta Gardens:  Retain existing number of event days and events Zilker Park, Auditorium/Vic Mathias Shores, Fiesta Gardens:  Event producers, neighborhoods and the City will work together to mitigate parking, traffic, noise, trash, and environmental impacts  A supermajority vote by the Parks and Recreation Board and City Council is required to recommend increases to these limits  Report Table of Contents Page 29 of 73 Final Recommendations (continued) Final Recommendations Main Menu Green Event Recommendations Work Product Context: (Parenthetical notes are City Ordinances)  Austin events provide great value to the community 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 indicated origin coding source for the following section) Origin Source Key Where Applicable (dSEO) – draft Special Events Ordinance (PARD) – existing PARD requirements/code (PETF) – task force recommendation  Report Table of Contents Page 30 of 73 Final Recommendations (continued) Final Recommendations Main Menu The City should create a comprehensive planning manual that outlines the requirements for a green event, including educational resources about strategies for complying with the guidelines/agreements. (PETF) 1. All events must adhere to park rules. 2. An environmental awareness message will be developed 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 with the attendees multiple times each day. Some form of incentivizing these actions while at the festival should be utilized. (PETF) 3. 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 trash and diversion containers. It also includes any clean-up crew education and compliance. (dSEO) 4. 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. 5. All cardboard should be broken down and put in designated recycling location 6. After a special event, an event organizer shall provide proof of waste management services that were provided at the special event. (dSEO) 7. Utilize/promote paperless ticketing option (if relevant). (PETF) 8. 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 people, per the adopted rules. (PARD)  Report Table of Contents Page 31 of 73 Final Recommendations (continued) Final Recommendations Main Menu 9. When in a burn ban, fires, smoking and use of solid fuel is prohibited by law at any time, at any park. No exceptions. (PARD) 10. Single-use carryout bags, as defined in City Code section 15-6-121 (Definitions) may not be provided or distributed during a special event. 11. Expanded polystyrene (Styrofoam) may not be provided or distributed during a special event held at a city facility, streets, sidewalks, or other city right-of-way. (dSEO) (already exists in PARD regulations) 12. Events should not use items that are difficult to recycle such as individually packaged handout items “swag”. Encourage capturing contact for future digital communication rather than branded handout items. (PARD) 13. Items for distribution must have stickers, cellophane or plastic, or other packaging removed before being presented to the guest. (PARD) 14. Promotional stickers should be “presented” to the guest from master/bulk role. Individual stickers at events should have the backing removed prior to presentation. (PARD) 15. Glass containers may not be provided or distributed during a special event held at a city facility, streets, sidewalks, or other city right-of-way. (dSEO) 16. A trip reduction or Transportation Demand Management plan is required for Tier 2 and Tier 3 special events and must be approved by ACE/ATD. (dSEO) 17. Provide sufficient off-site parking or shuttle service, or both, when required to minimize any substantial adverse impacts on general parking and traffic circulation in the vicinity of the event. 18. Tier 4 special events shall provide ACE the following (dSEO) : a. waste reduction and diversion plan that includes recycling and organics composting b. emissions reduction plan c. A transportation demand management plan and facilities for bicycle parking d. any other information required in rules adopted pursuant to Chapter 1-2 (Adoption of Rules)  Report Table of Contents Page 32 of 73 Final Recommendations (continued) Final Recommendations Main Menu 19. Provide suitable protection around storm water inlets to prevent debris from entering the storm water system. (dSEO) 20. For water-based events and shoreline-based events, implement prevention of litter and water pollution, and provide for clean-up post event. (PETF) 21. No application of pesticides, herbicides, or other related or similar chemicals to be applied to any city property directly or indirectly without the written consent and approval of the City, and as required, other regulatory agencies. (PARD) 22. Protect trees and critical root zones. (PARD) 23. Ground mats should be picked up at the end of each day to allow the turf/grounds underneath and reset the following day. (PARD) 24. Parking/Driving on Park grounds is restricted ONLY to vehicles with a City Parks permit. Organizers will direct you to the closest paved loading/unloading area. Please plan ahead by bringing items such as garden-type flatbed wagons. There is NO authorization to directly drive on park land without a permit. (PARD) 25. Vendors should clean their general locations/sites regularly in addition to health codes. All landfill trash must be removed and fully cleaned, including a full area grounds check each day. (PARD) 26. Food & Beverage Service a. Events are discouraged from using items that are difficult to recycle or compost (such as utensils and straws), and are encouraged to select bulk products as alternatives to the following: Individually packaged condiments; picnic packs of plastic-wrapped fork, knife, napkin and pepper/salt; drink/juice boxes and pouches. (PARD) b. Consider serving foods that do not require plates or utensils. If necessary, biodegradable service ware is strongly preferred. (PARD) c. Promote cup refills and non-single-use bottles. (PARD) d. Make water dispensers available with compostable cups and organics collection bin adjacent. (PETF) e. Encourage inclusion of vegetarian and vegan options, and where possible source using local, seasonal, sustainably-raised food. (PETF) f. Have a food donation strategy lined up prior to event. (PETF)  Report Table of Contents Page 33 of 73 Final Recommendations (continued) Final Recommendations Main Menu 27. Encourage electric over diesel or gas generators. For Example…Check out the Austin Energy 1000 watt solar trailer. (PETF) 28. No idling unless necessitated by medical, public safety or food preservation needs. (PETF) 29. Provide new staff support for a green event certification program or event-based equivalent of the Green Business Leaders program that includes incentives. (PETF)  Report Table of Contents Page 34 of 73 Public Outreach and Gathering Public Input Over the course of its existence, the Task Force utilized several different tools to gauge public sentiment around events at Austin’s parks. Beginning on the eve of the 2015 Austin City Limits Music Festival, the Task Force began an online discussion at SpeakUpAustin.org (see link here), in which they asked the public about the most significant benefits and challenges associated with parkland events and what changes the public would recommend be made to the permitting of events on Austin’s parkland. The Task Force received more than 300 comments in response to these questions. The public could also respond to these questions via the HeartGov text message platform. Several hundred responses came in via text, many from attendees of the Austin City Limits festival. Separately, the Task Force conducted a survey of businesses whose primary location is in close proximity to either Zilker Park, Vic Mathias Shores, or Fiesta Gardens. Staff visited businesses in person to get their responses to questions on the survey. The responses are included as an appendix to the report. Additionally, the Task Force asked for public comment via SpeakUpAustin.org (see link here) on a set of park spaces that Task Force members wanted to consider as alternative event venues to Zilker, Auditorium/Vic Mathias Shores, and Fiesta Gardens. The Task Force received nearly 200 responses to questions posed about these four spaces (Walter E. Long Park, John Trevino Jr. Park, Bolm Road Park, and Onion Creek Metropolitan Park). Finally, the Task Force requested public comment via SpeakUpAustin.org (see link here) on its final recommendations and utilized that feedback to revise its draft. See all Public Input Data Summaries in Appendix  Report Table of Contents Page 35 of 73 Public Outreach and Gathering Public Input (continued) Summary Results of Outreach by Method Email Submissions – In each of the requests for commentary from the public the email address Reservations@austintexas.gov was offered for feedback submission. The comments were collected by staff and shared with the PETF.  Date(s) Input Accepted: August 25, 2015 – September 27, 2016 Ongoing Citizen Communication – The first fifteen minutes of each PETF meeting was dedicated to commentary from the general public. Any member of the public was allowed to speak during the given time and the public was welcome to attend each meeting.  Date(s) Input Accepted: August 25, 2015 – September 27, 2016  In-person comments received: 22 comments Targeted Business Impact Survey – Businesses that may be affected by events on parkland were contacted with a request to fill out a survey describing the impact of special events. The responses were shared and analyzed during task force meetings.  Date(s) Input Accepted: December 3, 2015 – March 31, 2016  Responses received: 48 responses  Appendix Graphical Responses  Appendix Survey Locations  Business Survey Results SpeakUpAustin Forums – This online forum serves as a place to pose a question to the public, receive commentary, and allows responses from staff. Three (3) SpeakUpAustin Forums were hosted during the term of the task force work.  Date(s) Input Accepted: October 2, 2015 – December 23, 2015  Events in Parks: 3 topics ,480 responses SpeakUpAustin Summary  (see link here)  Appendix Media Advisory  Appendix Word Cloud  Date(s) Input Accepted: June 20, 2016 – July 16, 2016  Alternate Locations: 4 topics, 277 responses  (see link here)  Report Table of Contents Page 36 of 73 Public Outreach and Gathering Public Input (continued) SpeakUpAustin Forums (continued)  Date(s) Input Accepted: August 31, 2016 – September 16, 2016  Final recommendations: 3 topics, 94 responses  (see link here)  Appendix Media Advisory Text Survey – The general public was invited to text responses to a topic. The texts were aggregated by staff and common themes were noted.  Dates Input Accepted: October 2, 2015 – November 12, 2015  Responses Gathered: 514 people with over 2,772 text messages  Appendix Word Clouds  Text Survey Summary Conversation Corps – Each month, the public is invited to attend one-hour long conversations held at different locations around the city. Conversations are facilitator led on various topics and summary of input is shared with topic decision-makers.  Five (5) conversations with a total of Twenty Five (25) attendees  Appendix Flyer  Conversation Corp Summary Public Hearing – Upon completion of the Draft Recommendations, the PETF invited the public for commentary. Invitation for comments was posted through a press release, Online citywide with the Nextdoor application, Social Media, SpeakUpAustin as well as emailed via Austin Notes, Posted at Parks and Recreation Facilities, distributed by PETF members, and through 3-1-1 operators.  Date(s) Input Accepted: 09/05/2016 – 9/13/2016  Responses gathered: Ten (10)  Three (3) citizens commented in person at the Public Input meeting  Seven (7) citizens sent emails in relation to the Public Input meeting  Business Survey Summary  Report Table of Contents Page 37 of 73 Work Plan and Structure Work Plan During the course of regular meetings draft recommendations were created from an aggregate list of ideas, thoughts, and extended conversation topics among Parkland Event Task Force (PETF) members. The list was categorized and presented by the co-chairs to the PETF as a list of draft policy recommendations that were then discussed and approved or dismissed by the PETF. After discussing the draft recommendations, the PETF requested public input to help guide the final recommendations. Given the scope of work in Resolution Number 20150305-025 the Parkland Event Task Force found it helpful to create three focus areas. Resolution item numbers 3, 6, and 7 were deemed as relevant to park expenses and fees. Resolution item numbers 1 and 5 were deemed relevant to special event parkland and possible alternative spaces. Separate subcommittees were formed, met to discuss each grouping, and presented on progress to the PETF during regularly scheduled meetings. Resolution items number 2 and 4 were discussed among the group at large. Work Groups and Subcommittees Focus Area 1 - Scope Item Number: 3, 6, and 7 Fees Subcommittee (established 10-13-2015) Members: James Russell, Alykhan Mohamed, Jeff Smith, Buddy Quaid, Carol Lee, Bobby Garza, Pam Thompson, Stacey Farrugia Council Resolution Scope of Work Focus Items 3) A comparative analysis of Parks and Recreation Department fees for park use received versus the cost of repair, maintenance, and other costs for each park facility, in coordination with the City Council's Economic Opportunity, Technology, Innovation and Creative Industries Committee and building upon the information gathered pursuant to Resolution No. 20130926-078; 6) Recommendation of mechanisms that ensure fees collected for special events are sufficient for the maintenance and repairs for any post-event issues; 7) Consideration of a policy change to direct fees collected for use of park facilities for a special event be directed to parks maintenance and operations; Subcommittee Results: Recommendation Number: 20160419-E1  In Fiscal Year 2017 conduct a thorough financial and operational fee study to determine whether fees charged for hosting special events in public places are appropriate for covering the cost of city-provided services and short-term and long-term maintenance of the public property and infrastructure used for the event.  Report Table of Contents Page 38 of 73 Work Plan and Structure (continued) Focus Area 2 - Scope Item Number: 1 and 5 Alternative Spaces Subcommittee (established 1-12-2016) Members: Patrick Brewer, Pam Thompson, Jeff Smith, Colin Wallis, Gergo Perlaky Council Resolution Scope of Work Focus Items 1) An inventory of special events at City parks, including the number of events, number of participants, and number of days each park is unavailable for general park use; 5) Identification of opportunities for new public and private venues to accommodate events, including an assessment of their carrying capacities and potential impact on surrounding neighborhoods, businesses, and infrastructure; Subcommittee Results: Recommendation Number: 20160419-E1 (appendix research)  In the Request for Proposals for creating a new Master Plan for Walter E. Long Metropolitan Park, include in the scope of work for the Master Plan evaluation of using Walter E. Long Metropolitan Park as an alternative event venue for hosting large special events  Include funds in the Fiscal Year 2017 budget for studying the feasibility, requirements, and estimated costs for developing the existing publicly-owned land at Bolm Road and the John Trevino Metropolitan Park as alternative event venues that can accommodate large special events in addition to providing new public park space for the growing Austin population Focus Area 3 - Scope Item Number: 2 and 4 Council Resolution Scope of Work Focus Items 2) A review of existing park special events policies as well as existing practices related to events scheduling, coordination, and enforcement of contracts and agreements; 4) An assessment of the impact that park special events have on surrounding neighborhoods, businesses, and infrastructure, in coordination with the work under way by the City Council's Mobility Committee regarding transportation impacts; Developed Definitions for park accessibility: The Task Force found it helpful to create definitions of park accessibility that specifically define the nature and availability of use to the public during a park special event. The definitions also serve an important role in unifying the language used to describe park uses during events, versus widespread varying terms/beliefs currently used by the public.  Report Table of Contents Page 39 of 73 Work Plan and Structure (continued) Definitions Term Definition  Open: Full access to public – no events  Partially Open: More than 50% of park accessible without a ticket - unfenced  Minimally Open: More than 50% of park closed to public – only available to ticketed patrons  In Use: No fences, no barriers – significant portion of the park is reserved or impacted by event  Closed: No access to public – ticketed event, maintenance, recovery etc. Pre and Post Evaluation Measuring Event Impact: (see matrix here) The Task Force sought to determine the amount of impact to the parks, the surrounding neighborhood, and the visiting population during special events. The following categories were determined to offer a gauge of the positive impacts and challenges created by public events in parks.  Park Accessibility  Length of Park Use  Post Event Recovery  Cost of Post Event Repairs  Time of Year  Local Service Providers  Economic Impact  Event Tenure  Cost  Community Enhancement  Citizen Engagement  Trash and Recycling Provided  Additional Greening Effort  Roads and Parking  Additional Parking Plans  Amplified Sound  Report Table of Contents Page 40 of 73 Appendix References Parkland Event Task Force Website Park Special Events Website City Stage – Austin Center for Events Website Austin Center for Events Guidebook City Council and Board Updates and Briefing Presentations February 24, 2016 – Open Space, Environment and Sustainability Committee April 26, 2016 – Austin Parks and Recreation Board Public Input Summaries SpeakUpAustin Summary Text Survey Summary Conversation Corp Summary Business Survey Results  Report Table of Contents Page 41 of 73 Appendix (continued) Meeting Dates, Times, and Locations The below chart depicts meeting dates, hours served, meeting times, and the locations of each meeting. Agendas, supporting documents, and past meeting minutes were posted on the Parkland Event Task Force website for each of the meetings. While public hearings are noted on the chart, public commentary was encouraged at each meeting. Meeting Number Meeting Date Hours Spent Meeting Hours Place 1 8/25/2015 2.00 3-5 pm Fiesta Gardens Building 2 9/8/2015 2.00 4-6 pm Fiesta Gardens Building 3 9/28/2015 2.00 4-6 pm Fiesta Gardens Building 4 10/13/2015 2.00 4-6 pm Northwest Recreation Center 5 10/20/2015 2.00 4-6 pm Fiesta Gardens Building 6 11/3/2015 2.00 4-6 pm Northwest Recreation Center 7 11/17/2015 2.00 4-6 pm Fiesta Gardens Building 8 12/1/2015 2.00 4-6 pm Northwest Recreation Center 9 12/15/2015 2.00 4-6 pm Fiesta Gardens Building 10 1/12/2016 2.00 4-6 pm Zilker Botanical Gardens 11 1/26/2016 2.00 4-6 pm Zilker Botanical Gardens 12 2/23/2016 2.00 4-6 pm Zilker Botanical Gardens 13 3/8/2016 2.00 4-6 pm Fiesta Gardens Building 14 3/22/2016 2.00 4-6 pm Fiesta Gardens Building 15 4/5/2016 2.00 4-6 pm Fiesta Gardens Building 16 4/19/2016 2.00 4-6 pm Fiesta Gardens Building 17 5/3/2016 2.00 4-6 pm Fiesta Gardens Building 18 5/17/2016 2.00 4-6 pm Fiesta Gardens Building 19 6/7/2016 2.00 4-6 pm Fiesta Gardens Building 20 6/14/2016 2.00 4-6 pm Lions Municipal Golf Course 21 6/28/2016 2.00 4-6 pm Fiesta Gardens Building 22 7/12/2016 2.00 4-6 pm Lions Municipal Golf Course 23 7/19/2016 3.00 4-7 pm Lions Municipal Golf Course 24 8/2/2016 3.00 4-7 pm Zilker Botanical Gardens 25 8/9/2016 3.00 4-7 pm Zilker Botanical Gardens 26 8/23/2016 3.00 4-7 pm Sparky Park 27 8/29/2016 4.00 4-9 pm Sparky Park 28 9/13/2016 2.00 6-8 pm Zilker Botanical Gardens 29 9/20/2016 3.00 4-7 pm Lions Municipal Golf Course 30 9/27/2016 2.00 4-6 pm Zilker Botanical Gardens 30 meetings total 8/25/15 - 9/27/16 67.00 5 Different Locations  Report Table of Contents Page 42 of 73 Appendix- Public Input Shortly after the Task Force held its first meeting a press release was published to be disseminated among media outlets including the City of Austin website, Nextdoor, and Speak Up Austin. The intention of the press release was to continue the momentum of feedback the public submitted in response to individual Task Force members calling for public commentary regarding special events at parks.  Report Table of Contents Page 43 of 73 Appendix- Public Input (continued) Conversation Corps is a facilitated small group discussion frequently used by the City of Austin to gather feedback from the public regardina a variety of topics. Flyers are created and distributed among social groups as well as online regarding the next topic as well as locations for discussions.  Report Table of Contents Page 44 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 45 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 46 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 47 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 48 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 49 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 50 of 73 Appendix- Public Input (continued)  Report Table of Contents Page 51 of 73 Appendix- Public Input (continued) The media advisory below was created for the special called public input hearing for the Task Force to receive feedback on draft recommendations. The press release was posted on the City of Austin main website, Parkland Event Task Force website, Nextdoor, and emailed by the individual task force members.  Report Table of Contents Page 52 of 73 Appendix- Public Input (continued) The flyer below was created to advertise the special called public input meeting regarding the Task Force’s draft recommendations. This flyer was used in conjunction with the official press release to be posted on SpeakUpAustin, Nextdoor, and social media outlets.  Report Table of Contents Page 53 of 73 Appendix- Public Input (continued) SpeakUpAustin - Events at Austin Parks – Word Cloud: A word cloud is an image created by a computer program based on the amount of times a specific word is used in a given document. The public feedback from the SpeakUpAustin forum regarding Events at Austin Parks was uploaded into a document and then submitted into a word cloud generator. The larger the word the more frequently it appeared in commentary.  Report Table of Contents Page 54 of 73 Appendix- Public Input (continued) Text Survey Benefits of Special Events at Parks – Word Cloud  Report Table of Contents Page 55 of 73 Appendix- Public Input (continued) Text Survey Challenges of Special Events at Parks – Word Cloud  Report Table of Contents Page 56 of 73 Appendix- Public Input (continued) Map of Businesses Requested for Input The following map depicts the bussinesses that were requested to offer feedback regarding the impacts of special events at Zilker Park, Vic Mathias, and Festival Beach. Feedback was requested in the topics ranging from impacts on profits, pedestrian traffic, and challenges faced.  Report Table of Contents Page 57 of 73 Appendix- Public Input (continued) Business Survey Responses The following charts are a result of the survey offered to businesses that are in close proximity or may be impacted by park special events at Zilker Park, Vic Mathias, and Festival Beach. 051015BarOtherRestaurantRetailService/RentalsPrimary Service The Business Provides What Park is Closest to the Business?Vic MathiasZilkerFestival BeachOtherZilkerFestival BeachOtherVicMathias0246810SubstantialDecreaseDecreaseNeutral/NoDifferenceIncreaseSubstantialIncreaseRate Impact of Closest Park on Overall Revenue 051030% or more20% - 30%0 - 5%Positive Change in Overall Revenue as Result of Park Events024681012Not Significantly BeneficialNeutralImportantSignificantly BeneficialOverall, Rate the Benefit of Park Events to Business Report Table of Contents Page 58 of 73 Appendix- Public Input (continued) SpeakUpAustin - Alternative Park Spaces for Events Responses: Closed July 27, 2016 Respondents: 51 Participants / 4 Topics / 179 Answers / 67 Votes Onion Creek Metro Park  Residents have hesitations with Onion Creek Metro Park because it is prone to flooding  Residents have hesitations with Onion Creek Metro Park because of traffic and parking concerns  Residents may support smaller events at Onion Creek Metro Park John Trevino  Residents have hesitations with John Trevino Park because of access and traffic concerns Bolm Road  Residents are happy with the accessibility of Bolm Road Park  Residents have concern over noise from large events Walter E. Long Park  Residents have concern over traffic and accessibility  Residents may support infrastructure improvements and more accessibility within the park  Residents like the amount of open space available at the Walter E Long Park  Residents may support more small, one day events at this site Text Survey Responses:  Respondents: 375 Attendees / 60 Residents / 24 Event Workers  43 responses came from those who self-identified as both event attendees and residents  8 responses came from those who self-identified as attendees and event workers  4 responses came from those who self-identified as attendees, residents, and event workers Attendee Responses:  Benefits Summary:  Open and friendly feel of events  Economic benefits  Restoration and upkeep to parks through accrued funds.  Report Table of Contents Page 59 of 73 Appendix- Public Input (continued) SpeakUpAustin – Alternative Park Spaces for Events Responses (continued)  Challenges Summary:  Transportation and difficulty in getting to and from the event location  Impact on the parks  More shaded areas, greater number of water filling stations, better cell phone reception, and greater enforcement of park rules  Areas for Improvement Summary:  Events in parks were a "great cultural experience"  Find ways to efficiently move traffic and decrease effects on surrounding areas  Ameliorate the alienation many regular park users feel due to increased traffic and noise Resident Responses:  Benefits Summary:  Ease of travel to and from the festival.  Ability to meet new people and share Austin experience.  Challenges Summary:  Sound  Transportation  Closures for event and restoration  Areas for Improvement Summary:  Diversify locations for festivals beyond Zilker Park and Auditorium Shores  Neighborhood residents would like benefits such as discounted passes to events  Greater amounts of family friendly festivals Event Worker Responses:  Benefits Summary:  Economic benefit  money paid and donated to help restore and beautify land  Bring people to them they otherwise may never have visited.  Challenges Summary:  Difficult to access through public transportation  Limited availability of parking  Lack of infrastructure and resources for accommodating attendee needs  Difficulty to enforce rules of the festival  Areas for Improvement Summary:  Improving public transportation options  Revenue from park usage to benefit the parks  Report Table of Contents Page 60 of 73 Appendix- Data Provided to the Task Force Meeting Agendas and Approved Meeting Minutes  Agenda and Approved Meeting Minutes listing for All Meetings Park Event Calendars  Lineup Zilker 2014  Lineup Zilker 2015  Lineup Zilker - 2015 (calendar view)  Lineup Shores 2014  Lineup Shores 2015  Lineup Shores - 2015 (calendar view)  Lineup Fiesta/Festival Beach 2014  Lineup Fiesta/Festival Beach 2015  Lineup Fiesta - 2015 (calendar view)  Lineup - all sites  Lineup - all sites (calendar view)  Lineup - list of unmet demand  Lineup - Zilker 2015 with impacts  Lineup - Shores 2015 with impacts  Lineup - Fiesta/Festival Beach 2015 with impacts Revenue, Fees, and Fee Waivers  Revenue- 3 Year Overview  Fees- Legal Issues Overview  Fees- Other City Fee Analysis  Council- Active Co-sponsored Events  Council Fee Waivers 13-14  Council Fee Waivers 14-15 Previous Council  Council Fee Waivers 14-15 Current  Park Property Special Event Fees  Fees - Finance Presentation (09/28/15 meeting presentation)  List of City Fees for Special Events (09/28/15 request)  Park General Fund Budget Revenue Break Out by Category (09/28/15 request)  Report Table of Contents Page 61 of 73 Appendix- Data Provided to the Task Force (continued) Policies, Samples, and Planning Information  Contract- Event Checklist  Contract Template  Permit Process Flow Chart  Common Definitions  Event Classifications  Annual Events  Special Events Policy  Access and Use Policy  Urban Forest Assessment Directions  Weather and Cancellation  Planning Principles Advisory Information, Planning Guidelines and Helpful Information for Events  Alcohol Sales and Consumption  Building Permits  Fire Department Food and Propane Use Guidelines  Health - Food Handling Guidelines  Insurance  Moonwalk/Rockwalls  Single Use Bags Restriction Ordinance - effective March 1, 2013  Smoke Free Parks Ordinance  Tent Policy - Parks  Tent Regulations - Austin Fire Department  Turf Access and Tree Protection  Directions for Submitting a Completed Site Plan for Tree Impact Review Pre-Task Force Feedback  Stakeholder Feedback  Stakeholder- Sample Meeting Agenda  Mitigation Toolbox  Organizer Feedback  Enforcement and Compliance Tools  Report Table of Contents Page 62 of 73 Appendix- Data Provided to the Task Force (continued) Venue Lists and Maps  Special Event Venue List  Alternative Venues- City Property (updated from 9/8 meeting)  Added list of ALL City of Austin metropolitan parks.  Alternative Venues List - other property (updated from 09/28/15, and 09-08)  Added square footage estimates. Added rough estimate of capacity.  Map - Special Events Sites Citywide  Map - Zilker  Map - Shores  Map - Fiesta Gardens  Map - Festival Beach  Map - Other City Property  City of Austin Properties (approx. 10+ acres) Includes flood plain layers.  Map - metropolitan parks, special event venues and top 4 alternative draft locations Metro parks, Existing PARD Venues, Top 4 Alternative Locations  Metropolitan Parks (from task force list) (yellow pins)  Existing Special Event Venues (yellow pins)  Top 4 Alternative Proposed/Draft Venus (green pins) Business Survey Locations Special Events Areas – sub parcels, and event use areas  Yellow – overall at large park parcels  Blue or purple – sub parcels of use areas commonly used by events.  If you click on the blue or purple, the label should pop up of the event(s) that use that specific area. Photo Galleries of Selected Proposed Alternative Venues  Bolm Property - https://goo.gl/photos/wKcxwv3xU76V3TBE7  Bolm - water images during flood gate operations - https://goo.gl/photos/Dzk3Xw5CUywKYxJ7A  Trevino Property - https://goo.gl/photos/bDGSrYF6NLH54GDj8  Walter Long Property - https://goo.gl/photos/6SwVohtZum9Mw9TH6  Report Table of Contents Page 63 of 73 Appendix- Alternative Parks Subcommittee  Report Table of Contents Page 64 of 73 Appendix- Alternative Parks Subcommittee (continued) Map of Priority Parks  Report Table of Contents Page 65 of 73 Appendix- Alternative Parks Subcommittee (continued)  Report Table of Contents Page 66 of 73 Appendix- Alternative Parks Subcommittee (continued)  Report Table of Contents Page 67 of 73 Appendix- Alternative Parks Subcommittee (continued) Bolm Road – Flood Plain  Report Table of Contents Page 68 of 73 Appendix- Alternative Parks Subcommittee (continued) John Trevino Jr. Park – Flood Plain Onion Creek Metro Park – Flood Plain  Report Table of Contents Page 69 of 73 Appendix- Alternative Parks Subcommittee (continued)  Report Table of Contents Page 70 of 73 Appendix- Alternative Parks Subcommittee (continued)  Report Table of Contents Page 71 of 73 Appendix- Alternative Parks Subcommittee (continued)  Report Table of Contents Page 72 of 73 Appendix Pre and Post Evaluation Measuring Event Impact The Task Force sought to determine the amount of impact to the parks, the surrounding neighborhood, and the visiting population during special events. The following evaluation endeavors to determine the positive impacts and challenges posed by public events in parks before and after special events. .  Report Table of Contents Page 73 of 73 City of Austin Officials Mayor and City Council Steve Adler, Mayor Kathie Tovo, Mayor Pro Tem, District 9 Ora Houston, District 1 Delia Garza, District 2 Sabino “Pio” Renteria, District 3 Gregorio “Greg” Casar, District 4 Ann Kitchen, District 5 Don Zimmerman, District 6 Leslie Pool, District 7 Ellen Troxclair, District 8 Sheri Gallo, District 10 City Manager Elaine Hart, Interim City Manager Ray Baray, Chief of Staff Rey Arellano, Assistant City Manager Sue Edwards, Assistant City Manager Robert Goode, Assistant City Manager Bert Lumbreras, Assistant City Manager Mark Washington, Assistant City Manager Parks and Recreation Department Sara L. Hensley, CPRP, Director Kimberly A. McNeeley, CPRP, Assistant Director Liana Kallivoka, Interim Assistant Director Angela Means, Interim Assistant Director Parks and Recreation Board Jane Rivera, Chair Richard DePalma, Vice Chair Michael Casias, Board Member Rick Cofer, Board Member Tom Donovan, Board Member Alesha Larkins, Board Member Francoise Luca, Board Member Susan Roth, Board Member Alex Schmitz, Board Member Mark Vane, Board Member Pat Wimberly, Board Member