REGULAR CALLED MEETING of the SPECIAL EVENTS TASK FORCE OCTOBER 19, 2022 – 2:00 P.M. PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 WILHEMINA DELCO DRIVE AUSTIN, TEXAS Some members of the BOARD/COMMISSION may be participating by videoconference. Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email Brydan Summers, 512-974-4854, Brydan.summers@austintexas.gov CURRENT BOARD MEMBERS/COMMISSIONERS: James Russell, Co-Chair Jeff Smith, Co-Chair Dan Carroll Bobby Garza Cindy Lo Shelley Phillips AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL Heath Riddles-Sanchez Mandi Thomas Frances Thompson Ingrid Weigand Laurel White 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. APPROVAL OF MINUTES Approve the minutes of the Special Events Task Force regular meeting on September 21, 2022. 1. DISCUSSION AND ACTION ITEMS 2. Update from Organizers Currently Planning Events – SETF Member RoundTable on Their Experiences 3. Discuss and Possible Action on Recommendations to Codify Tier 2 Completeness Checks and Notifications in the Administrative Rules Discuss and Possible Action on the Final Report to Mayor and Council 4. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Brydan Summers at Development Services Department, at 512-974-4854, Brydan.summers@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For more information on the Special Events Task Force please contact Brydan Summers at 512- 974-4854, Brydan.summers@austintexas.gov
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20221019-4 Date: 10/19/2022 Subject: Special Events Task Force Final Report and Recommendations Motioned By: Laurel White Recommendation: Approve the final version of the Special Events Task Force and submit to Mayor and Council. Description of Recommendation to Council: Seconded By: Ingrid Weigand The Task Force submits to Mayor and Council the following Final Report and list of recommendations for their consideration to adopt in totality. Rationale: As directed by Resolution No. 20210902-049 on September 2, 2021, The Special Events Task Force has been charged with providing Mayor and Council with a Final Report and recommended changes to the Special Events Ordinance by October 31, 2022. This report is the culmination of the Task Force’s efforts and deliberations. Vote For: Dan Carroll, Bobby Garza, Shelley Phillips, James Russell, Jeff Smith, Frances Thompson, Ingrid Weigand, Laurel White, Against: None Abstain: Absent: Cindy Lo, Heath Riddles-Sanchez, Mandi Thomas Attest: Brydan Summers Brydan Summers Special Events Task Force Liaison Development Services Department SPECIAL EVENTS TASK FORCE Final Report and Recommendations This document details the Special Event Task Force’s recommendations and topics for consideration for City Council, as directed in the Special Events Ordinance – Ordinance No. 20180510‐018 1 Executive Summary The Special Events Task Force (SETF or Task Force) was created by Ordinance number 20180510‐018 approved by the Austin City Council on May 10, 2018. The Task Force held its first meeting on June 12, 2019, when all eleven voting members were seated, and the eleven ex officio members were identified. We had hoped to provide our final report by the prescribed timeline on March 31, 2020, but were forced into a hiatus due to COVID‐19. The Task Force is grateful that on September 2, 2021 the Council re‐authorized our work so that we could continue to assess the performance of the Special Events Ordinance and provide recommendations for its improvement. In the Special Events Ordinance, the Council directed the Task Force to “provide the Council with a report and any recommended changes.” This overarching directive guided the Task Force through its deliberations and informed the following key Task Force recommendations: ACE (Austin Center for Events) Administration Amplified Sound Ordinance Definitions Notifications to the Public Staffing, Primarily Public Safety Post Event Reporting The Task Force was subject to the provisions of the Texas Open Meetings Act, and all meetings were open to …
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20221019-3 Seconded By: Ingrid Weigand Date: 10/19/2022 Subject: Recommended Changes to the Special Events Administrative Rules Motioned By: Laurel White Recommendation: Modify section Description of Recommendation to Council: The Task Force recommends updating the ACE Administrative Rules to describe how ACE accepts applications, processes application fees, performs completeness checks, and notifies applicants of the status of their application. This process should ensure that if a plan will not move forward with further review because the site or location is inappropriate that the applicant will be notified in a timely manner. Rationale: ACE began charging fees in October 2022. As such, the administrative rules should be updated to reflect this change. In addition, Tier 2 events currently do not require staff to provide preliminary approval within 10 days of submittal the way Tier 3 and Tier 4 events do. Staff have indicated that applications that have had a completeness check, and been accepted for review, have informal preliminary approval for these events. Meaning staff will work with the applicant to further modify the plan so that a permit will be issued. Codifying this process should provide Tier 2 applicants with re-assurance in their planning without modifying City Code. Furthermore, the Task Force has identified that staffing at AFD is critical to ensuring plans are appropriate for different sites, particularly if there is a change of use or if special events have not taken place at that location. Increasing staffing at AFD will help to ensure these applications can be reviewed in a timely manner so applicants know about the feasibility of their event sooner. The Special Events Task Force was shown administrative rules draft language drafted by ACE staff which will be the baseline language that moves through the rules process. Vote For: Laurel White, Ingrid Weigand, James Russell, Jeff Smith, Dan Carroll, Shelley Phillips, Frances Thompson Against: None 1 of 2 Abstain: Absent: Mandi Thomas, Heath Riddles-Sanchez, Cindy Lo Attest: Brydan Summers Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
SPECIAL EVENTS TASK FORCE REGULAR CALLED MEETING MEETING MINUTES 10, OCTOBER 2022 The Special Events Task Force convened in a regular meeting on 10, October 2022, at 6310 Wilhelmina Delco Drive in Austin, Texas. Chair Russell called the Special Event Task Force Meeting to order at 2:04 p.m. Task Force Members in Attendance: Co-Chair James Russell, Co-Chair Jeff Smith, Laurel White, Ingrid Weigand, Frances Thompson, Laurel White, Cindy Lo, Dan Carroll Board Members/Commissioners in Attendance Remotely: Shelley Phillips, Bobby Garza PUBLIC COMMUNICATION: GENERAL No public communication was offered. APPROVAL OF MINUTES The minutes from the meeting of 9/21/2022 were approved on Member Thompson’s motion, Co-Chair Smith’s second, and on a unanimous vote. DISCUSSION AND ACTION ITEMS Update from Organizers Currently Planning Events – SETF Member RoundTable on Their Experiences Co-Chair Russell shared that he had two events in the review process, the Veteran’s Day Parade and Trail of Lights. He did not have any concerns. Member White explained her venue gets a lot of billing emails now with the new fees, but is probably a unique situation. Member Carroll stated that they are having difficulty getting law enforcement staffing for their events, they have a large multi-county event this weekend. Discuss and Possible Action on Recommendations to Codify Tier 2 Completeness Checks and Notifications in the Administrative Rules Mr. Summers explained the history of the Task Force trying to address providing preliminary approval for Tier 2 events, and that the proposed recommendation language will 1. 2. 3. 1 direct ACE to update the administrative rules to accomplish this. The Task Force requested that the paragraph in the recommendation’s rationale related to AFD be also included in the staffing section of the final report. Member White asked if the proposed administrative rule language would be included in the recommendation. Mr. Summers explained the administrative rules process and suggested it may not be appropriate for Council to take action on administrative rules language as that is not how the rules process is intended to work. The Task Force decided to add the following language to the recommendation: “The Special Events Task Force was shown administrative rules draft language drafted by ACE staff which will be the baseline language that moves through the rules process.” Member White motioned to approve the recommendation as amended, Co-Chair Russell seconded, it passed unanimously. Discuss and Possible Action on the Final Report to Mayor and Council Member …
REGULAR CALLED MEETING of the SPECIAL EVENTS TASK FORCE SEPTEMBER 21, 2022 – 2:00 P.M. PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 WILHEMINA DELCO DRIVE AUSTIN, TEXAS Some members of the BOARD/COMMISSION may be participating by videoconference. Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email Brydan Summers, 512-974-4854, Brydan.summers@austintexas.gov CURRENT BOARD MEMBERS/COMMISSIONERS: James Russell, Co-Chair Jeff Smith, Co-Chair Dan Carroll Bobby Garza Cindy Lo Shelley Phillips AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL Heath Riddles-Sanchez Mandi Thomas Frances Thompson Ingrid Weigand Laurel White 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. APPROVAL OF MINUTES Approve the minutes of the Special Events Task Force regular meeting on August 17, 2022. 1. DISCUSSION AND ACTION ITEMS 2. Update from Organizers Currently Planning Events – SETF Member RoundTable on Their Experiences Discuss and Possible Action on Recommendations to Require Preliminary Approval for Discuss and Possible Action on Recommendations to Section 4-20-33, Clarifying Discuss and Possible Action on Recommendations to Section 4-20-21, Modifying the Discuss and Possible Action on Recommendations Entry Fee Requirements for Events Review, Discuss and Possible Action on the Draft Final Report to Mayor and Council 3. 4. 5. Tier 2 Events Notification Requirements Definition of a Tier 1 Event 6. 7. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Brydan Summers at Development Services Department, at 512-974-4854, Brydan.summers@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For more information on the Special Events Task Force please contact Brydan Summers at 512- 974-4854, Brydan.summers@austintexas.gov
Executive Summary Annotated Final Recommendations Summary Categories Each line contains thoroughly detailed recommendations later in this final report A. ACE Administration conflicts 1. Provide guidance to staff to prioritize events requesting their traditional date in scheduling 2. Require ACE to issue a preliminary recommendation to approve and application within 10 business days for Tier 2 events 3. Reduce the threshold for events seeking closure permits from events held for 10 years or more without violations or changes to the event to 5 years B. Amplified Sound C. Definitions 1. Extend allowable hours for amplified sound by one hour on Independence Day 2. Clarifies the 30 day period in which only four days of amplified sound are allowed 1. Bring the definition of a special event into alignment with the International Fire Code (Enacted by Council on 2/3/2022) 2. Amend the definition of a Tier 2 events so that it is based only on attendance at one time, not per day (Enacted by Council on 2/3/2022) D. Notifications E. Staffing 1. Clarify notification deadlines for events less than 5 years old 2. Clarify notification deadlines for events greater than 5 years old 1. Authorize the Austin Police Department to enter into agreements with vendors for on-site event security annually, in perpetuity 2. Remove barriers for the Austin Fire Department to enter into third-party agreements to supplement their work F. Reporting 1. Require that ACE collect data and produce public reports on Tier 3 and 4 events Introduction In 2018, City Council approved passage of the Special Events Ordinance. Included in this ordinance was a directive for the creation of the Special Event Task Force, a group of 11 voting members appointed by Mayor and Council and 11 ex officio members comprised of staff from City departments that participate in the Austin Center for Events. The Task Force was charged is to “assess the efficacy of this ordinance, associated rules and ACE processes”. The Task Force began work in April of 2019 and was tasked to return a report and recommended changes by March 31, 2020. On December 6, 2019, Deputy City Manager Rivera-Vandermyde requested an extension to provide an opportunity for Task Force members to follow the events process in action during the spring festival season to better inform their recommendations. Due to the COVID-19 pandemic, the Task Force was not able to evaluate the Special Events Ordinance in spring festival …
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220922-6 Seconded By: Date: 9/21/2022 Subject: Recommended Changes to the Special Events Ordinance Motioned By: Recommendation: Modify section Description of Recommendation to Council: The Task Force recommends amending the ACE Administrative Rules to remove the definition of a Fee Paid Event Fee-Paid Event means a right-of-way event that is in a fixed or stationary location and requires the payment of a gate fee to access the public right-of- way Rationale: References to Fee Paid Events have been removed from Chapter 14-8. This removes language in the rules that appears no where else and can be confusing. Events Vote For: Against: Abstain: Absent: Attest: Brydan Summers Special Events Task Force Liaison Development Services Department 1 of 1
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220922-4 Seconded By: Date: 9/21/2022 Subject: Recommended Changes to the Special Events Ordinance Motioned By: Recommendation: Modify section Description of Recommendation to Council: The Task Force recommends amending Section 4-20-33 of the Special Events Ordinance to modify subsection (C) and create a new subsection (D). The current subsection D would be re- titled subsection (E). The recommended amendment language is as follows: 4-20-33 (C) In addition to the notice required under Subsection (A), for an event that has been held for 4 years or less, organizer shall provide notice to interested persons and neighborhood associations within 10 calendar days after ACE issues a preliminary recommendation if a special event: no later than 120 days prior to the event start date of a special event: 4-20-33 (D) D – If an event has been held for 5 or more years and has not received a violation or changed its character, nature, location, or route shall provide notice to interested persons and neighborhood associations no later than 30 days in advance of the event. 4-20-33 (D) E Am event organizer may provide the notice required in Subsections (A) and (C) in one document. Rationale: Events that are over five years and have not received violations or changed significantly have different requirements and process than events less than five years old. This language differentiates the requirements between the two event types and updates the Ordinance language to reflect how notification requirements are currently administered by the Austin Transportation Department. 1 of 2 Events Vote For: Against: Abstain: Absent: Attest: Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220922-4 Seconded By: Date: 9/21/2022 Subject: Recommended Changes to the Special Events Ordinance Motioned By: Recommendation: Modify section 4-20-21 (A) (2) Description of Recommendation to Council: (2) is moving and consists exclusively of people completely contained in a police-escorted bubble; or Rationale: ACE occasionally receives applications for small parades in which streets are not barricaded, examples include neighborhood 4th of July parades and high school homecoming parades. The original Tier 1 definition only includes people escorted in a police bubble. Adding floats will allow for these types of events to be classified as Tier 1, which is appropriate given their scale and impact, and provides greater flexibility for applicants in terms of the application deadline. Events Vote For: Against: Abstain: Absent: Attest: Brydan Summers Special Events Task Force Liaison 1 of 2 Development Services Department 2 of 2
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 202200922-3 Seconded By: Date: 9/21/2022 Subject: Recommended Changes to the Special Events Ordinance Motioned By: Recommendation: Modify sections 4-20-32 (A) and Description of Recommendation to Council: RECOMMENDATION #1 4-20-32 (A) For a Tier 2, Tier 3, or Tier 4 event, ACE will issue, within 10 business days of receiving a complete application, a preliminary recommendation to approve the application provided that the following conditions are met: (1) no other approved or pending special events conflict with the event organizer's proposed special event; (2) a prior special event permit or a permit issued under Chapter 14-8 {Temporary Closure for Special Events and Block Parties) was not revoked by the City in the preceding 12 months; (3) the City has sufficient resources to address public health and safety concerns raised by the special event; and (4) the event will not cause an unresolvable conflict in the public right-of-way or at a public facility. (5) For a Tier 2 event, the submitted site plan meets criteria for AFD to preliminarily review and agree the land, structure, and capacities are acceptable for proposed use. Rationale: The Task Force feels that Tier 2 events lack assurance of preliminary approval that is helpful for event organizers. Currently, City staff are only required to take final action to approve or deny Tier 2 applications no later than 30 days after the application is deemed complete, although the application deadline for applicants is also 30 days from the event date. This change brings Tier 2 application processing into alignment with Tiers 3 and 4. Vote For: Against: 1 of 2 Abstain: Absent: Attest: Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
1. 2. 3. REGULAR CALLED MEETING of the SPECIAL EVENTS TASK FORCE AUGUST 17, 2022 – 2:00 P.M. PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 WILHEMINA DELCO DRIVE AUSTIN, TEXAS Some members of the BOARD/COMMISSION may be participating by videoconference. Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email Brydan Summers, 512-974-4854, Brydan.summers@austintexas.gov CURRENT BOARD MEMBERS/COMMISSIONERS: James Russell, Co-Chair Jeff Smith, Co-Chair Dan Carroll Bobby Garza Cindy Lo Shelley Phillips AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL Heath Riddles-Sanchez Mandi Thomas Frances Thompson Ingrid Weigand Laurel White 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. APPROVAL OF MINUTES Approve the minutes of the Special Events Task Force regular meeting on June 15, 2022. DISCUSSION AND ACTION ITEMS Update from Organizers Currently Planning Events – SETF Member RoundTable on Their Experiences Discuss and Review Previously Approved Recommendations That Have Not Yet Been Sent to Council and Recommend Steps To Expedite Recommendations If Desired Discuss and Possible Action on Recommendations to the Sale of Goods Section of Discuss and Possible Action on Recommendations to an Expedited Process for Special 4. 5. Chapter 4-20 ACE Regulations of High-Capacity Venues Discussion on Changes to Special Event Fees Event Permitting 6. 7. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Brydan Summers at Development Services Department, at 512-974-4854, Brydan.summers@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For more information on the Special Events Task Force please contact Brydan Summers at 512- 974-4854, Brydan.summers@austintexas.gov
SETF Recommendations Not Sent to Council as of 7/20/2022 April 20, 2022 Recommendation #1: 4‐20‐43 (G) (2): (G) Unless Subsections (F) or (G) apply, ACE may approve the use of sound equipment between 10:00 a.m. and: (1) 10:30 p.m. Sunday through Wednesday; or (2) 11:00 p.m. on Thursday or Independence Day if it falls on a Sunday, Monday, Tuesday, or Wednesday; or (3) 12:00 midnight on: (a) Friday, (b) Saturday, or (c) the night before New Years' Day, Memorial Day, Independence Day, or Labor Day. Recommendation #2: 4‐20‐43 (J) & (K) (J) ACE may approve the use of sound equipment for no more than four consecutive days or non‐ consecutive days during a 30‐day period. (K) A premises may be the subject of only one approval to use sound equipment at a special event during a 30‐day period, which begins the day after the approval associated with the premises expires. Revise to combined J & K: ACE may approve the use of sound equipment for no more than four consecutive days or non‐consecutive days during a 30‐day period, the initial 30‐day period begins on the 1st day approved for the use of sound equipment associated with the premises and the next 30‐ day period begins 31 days later. (L) The City will only allow a premises to be the subject of an approval to use sound equipment at a special event for up to 19 days per calendar year. May 18, 2022 Recommendation #1: Amend Section 4‐20‐32 (C) to: Except as otherwise provided, when multiple Tier 3 and Tier 4 events are requested for the same day and location, ACE will prioritize applications based on the number of years a special event has been conducted in the City. When two or more special events have been conducted for the same number of years, applications will be reviewed on a first come, first serve basis. the event that is requesting its traditional date will have first priority on that date. Recommendation #2: amend 4‐20‐33 (C) to: In addition to the notice required under Subsection (A), an event organizer shall provide notice to interested persons and neighborhood associations within 10 calendar days after ACE issues a preliminary recommendation if a special event: no later than 120 days prior to the event start date if a special event: (1) is a Tier 3 or 4 special event; and (2) requires a closure permit …
1. 2. 3. 4. REGULAR CALLED MEETING of the SPECIAL EVENTS TASK FORCE JULY 20, 2022 – 2:00 P.M. PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 WILHEMINA DELCO DRIVE AUSTIN, TEXAS Some members of the BOARD/COMMISSION may be participating by videoconference. Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email Brydan Summers, 512-974-4854, Brydan.summers@austintexas.gov CURRENT BOARD MEMBERS/COMMISSIONERS: James Russell, Co-Chair Jeff Smith, Co-Chair Dan Carroll Bobby Garza Cindy Lo Shelley Phillips AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL Heath Riddles-Sanchez Mandi Thomas Frances Thompson Ingrid Weigand Laurel White 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. APPROVAL OF MINUTES Approve the minutes of the Special Events Task Force regular meeting on June 15, 2022. DISCUSSION AND ACTION ITEMS Update from Organizers Currently Planning Events Review of Previously Approved Recommendations to Determine When They Should Be Sent to Council Sale of Goods Font Size: 12; Font: Times New Roman; Font Style: Regular An Expedited Process for Special Event Permitting ACE Regulations of High-Capacity Venues Discussion on Changes to Special Event Fees 5. 6. 7. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please call Brydan Summers at Development Services Department, at 512-974-4854, Brydan.summers@austintexas.gov for additional information; TTY users route through Relay Texas at 711. For more information on the Special Events Task Force please contact Brydan Summers at 512- 974-4854, Brydan.summers@austintexas.gov Font Size: 12; Font: Times New Roman; Font Style: Regular
SPECIAL EVENTS TASK FORCE JUNE 15, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1406 6310 E WILHELMINA DELCO DRIVE AUSTIN, TEXAS Some members of the Special Events Task Force may be participating by videoconference. Public comment will be allowed in-person or remotely by telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation. To register, please contact Brydan Summers at 512-974-4854 or Brydan.summers@austintexas.gov. CURRENT BOARD MEMBERS: Members: James Russell (Co-Chair), Jeff Smith (Co-Chair), Bobby Garza, Cindy Lo, Laurel White, Shelley Phillips, Heath Riddles, Mandi Thomas, Dan Carroll, Ingrid Weigand , Frances Thompson Ex Officio Members (City Staff): Brydan Summers, SETF Staff Liaison; Sara Henry, Austin Center for Events Communications; Bill Manno, Special Events Program Manager; Brian Block, DSD Program Manager, Music Office; Mike Jones, Police Sergeant; Robert Alvarado, Code Division Manager; Frances Hargrove, ATD Special Events Manager; Tony Hernandez, DSD Program Manager; Jason Maurer, PARD Sales and Events Manager; Kevin Parker, EMS Commander; Quentin Prior, Fire Battalion Chief; Iby Setzer, ARR Planner Senior; Bryan Walker, DSD Planner II AGENDA CALL TO ORDER PUBLIC COMMUNICATION 1. APPROVAL OF MINUTES 2. OLD BUSINESS a. City Staffing for Special Events, Non-Public Safety b. Special Event Reporting c. Special Event Ordinance Performance During Spring Festival Season d. Update from Organizers Currently Planning Events e. Direction on Sending Approved Recommendations to Council 3. NEW BUSINESS a. Temporary Road Closures, Including Block Parties b. Waste Planning and Emissions c. Sale of Goods FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. Please at Brydan.summers@austintexas.gov or 512-974-4854, for additional information; TTY users route through Relay Texas at 711. For more information on the Special Events Task Force, please contact Brydan Summers at Brydan.summers@austintexas.gov or 512-974-4854. the Development Services Department, call Brydan Summers at
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220615-2A Seconded By: Date: 6/15/22 Subject: Recommendations to City Staffing to Support Special Events Motioned By: Description of Recommendations to Council: Encourage funding for positions needed to process ACE applications and provide on site staffing for special events. RECOMMENDATION The Special Event Task Force encourages City Council and ACE departments to increase funding, as needed, for positions that support special event permit application reviews and on- site staffing for special events. Rationale: In addition to an increase in special event applications in 2022 as the industry emerges from the pandemic, the City of Austin has added three new high-capacity venues that regularly program large events. As the City enters the budget cycle, the Task Force stresses the importance of ACE departments to identify where there are gaps in staffing, communicate their needs to the Budget Office, and for Council to fund these positions. Special event permit applicants benefit from timely reviews that allow for preliminary approval, and adequate review and on-site staffing ensures events can take place on their desired date and be successful. Vote For: Against: Abstain: Absent: Attest: 1 of 2 Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220615-2B Seconded By: Date: 6/15/22 Subject: Recommendation to Include Post-Event Reporting in the Special Events Ordinance Motioned By: Description of Recommendations to Council: Recommendation to include a requirement in the Special Events Ordinance that City staff collect data on large events, which is then made available to the public. RECOMMENDATION Amend the Special Events Ordinance to include the following: 4-20-37 Post-Event Reporting (A) ACE will collect data on Tier 3 and Tier 4 events for the purposes of reporting. (B) Information about these events will be made available to the public within 60 days of the final day of the event. (C) The implementation of this reporting requirement shall take place before 2026. (D) Information that will be collected and reported includes: a. Event history, including years in existence. b. If the event has taken place multiple years, the first year it was established c. Name of the event producer and/or production company d. The number of attendees per even day and in total e. Time of the event, including which days and times of the day f. Length of the event in days and hours g. Length of time for the set-up/take down h. Whether or not neighborhood barricades were required. i. Information on any road closures that took place in connection to the event. j. Length of time that road closures and barricades were in place, including set- up/take down time. k. Whether or not the event was free or required a ticket purchase. l. Whether or not the event had amplified sound. m. Whether or not a parking plan was required. n. Whether or not alcohol was served o. Which of the following City resources were needed: Police, Fire, EMS, Solid Waste Services, Parks and Recreation Department, Entertainment Services Division. p. Complaints received via 311 1 of 2 q. Whether or not ACE departments would recommend approving the event again under the same application, including any comments or changes that are recommended or required. Rationale: The Task Force believes that post-event reporting is necessary to promote transparency, accountability, continuity, and a reliable basis for future decisions on events. The reporting should be consolidated and accessible to interested members of the public. Recognizing that such reporting places an additional burden on staff, the task force recommends that the necessary additional resources be provided to implement this important task. Vote For: Against: Abstain: …
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220615-2A Seconded By: Mandi Thomas Date: 6/15/22 Subject: Recommendations to City Staffing to Support Special Events Motioned By: Ingrid Weigand Description of Recommendations to Council: Encourage funding for positions needed to process ACE applications and provide on site staffing for special events. RECOMMENDATION The Special Event Task Force encourages City Council and ACE departments to increase funding, as needed, for positions that support special event permit application reviews and on- site staffing for special events. Rationale: In addition to an increase in special event applications in 2022 as the industry emerges from the pandemic, the City of Austin has added new high-capacity venues that regularly program large events. As the City enters the budget cycle, the Task Force stresses the importance of ACE departments to identify where there are gaps in staffing, communicate their needs to the Budget Office, and for Council to fund these positions. Special event permit applicants benefit from timely reviews that allow for preliminary approval, and adequate review and on-site staffing ensures events can take place on their desired date and be successful. Vote For: James Russell, Jeff Smith, Shelley Phillips, Mandi Thomas, Frances Thompson, Ingrid Weigand, Laurel White Against: Abstain: Absent: Dan Carroll, Bobby Garza, Cindy Lo, Heath Riddles-Sanchez Attest: Brydan Summers 1 of 2 Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2
