Special Events Task Force Homepage

RSS feed for this page

July 20, 2022

Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

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

Scraped at: July 15, 2022, 2:20 p.m.
June 15, 2022

Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

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

Scraped at: June 9, 2022, 10:50 p.m.
June 15, 2022

Recommendation for Consideration by SETF - City Staffing original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

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

Scraped at: June 9, 2022, 10:50 p.m.
June 15, 2022

Recommendation for Consideration by SETF - Post-Event Reporting original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

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: …

Scraped at: June 9, 2022, 10:50 p.m.
June 15, 2022

Play audio original link

Play audio

Scraped at: July 7, 2022, 5:50 p.m.
May 18, 2022

Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE MAY 18, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 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 i. Vote on Recommendations from February Meeting a. Public Safety Staffing b. City Staffing, Non-Public Safety c. Special Event Reporting d. Special Event Date Conflicts e. Sound (§4-20-43) f. Update from Organizers Currently Planning Events g. Determine Media Policy for SETF 3. NEW BUSINESS a. Special Event Ordinance Performance During Spring Festival Season b. Notification Requirements – Approval under (§14-8-28 E) 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. at Please 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

Scraped at: May 12, 2022, 1:20 p.m.
May 18, 2022

SETF April Approved Minutes original pdf

Thumbnail of the first page of the PDF
Page 1 of 4 pages

Special Events Task Force APRIL 2022 Meeting Minutes Wednesday, April 20, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. ‐ 4:00 p.m. Taskforce Members in Attendance: James Russell, Jeff Smith, Mandi Thomas, Laurel White, Ingrid Weigand, Shelley Phillips, Frances Thompson, Dan Carroll Staff in Attendance: Sara Henry (ACE), Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE), Brian Block (DSD), Frances Hargrove (ATD), Jason Maurer (PARD), Kevin Parker (EMS), Quentin Prior (AFD), Iby Setzer (ARR), Tara Long (DSD), Robert Alvarado (Code) Task Force Members Joining Virtually: Heath Riddles‐Sanchez CALL TO ORDER: Co‐Chair Russell called the task force to order at 2:03 p.m. 1. PUBLIC COMMUNICATION: No public communication 2. APPROVAL OF NOVEMBER MINUTES: The task force unanimously approved the meeting minutes for February 2022. 3. STAFF PRESENTATIONS A. ACE Reporting Capabilities Brydan Summers gave a presentation on ACE’s current reporting capabilities and limitations, as well as what information is available from Austin 311 for special event complaints. Member Weigand emphasized the usefulness of getting event set up and take down times and attendance numbers after events to better understand the impact multiple events can have. The Task Force decided they would craft a recommendation that staff provide reporting on the items identified in the subcommittee report for Tiers 3 and 4. An item will be placed on the May agenda to review this proposal and vote. Staff confirmed they review the consolidated list of 311 complaints for events and use that information to request modifications in plans for subsequent years. B. The Denial and Appeals Process Brydan Summers gave a presentation on how the denial and appeals process is administrated. Member White asked if an application is submitted on the deadline date would the appeal be taking place close to the actual event date? The answer is yes, and it’s incumbent on the applicant to submit before, or at least by, the application deadline. Staff reported that there have been denials over the past few years but no requests for appeals, staff typically work with organizers to address concerns to either give approval or be clear about why an event can not be approved. The Task Force discussed the concept of an expedited review process, where applicants could pay an additional fee for faster reviews. Mr. Summers explained that it would require staff from each partner department to be available for each …

Scraped at: May 19, 2022, 7:20 p.m.
May 18, 2022

Proposed Recommendation for Post-Event Reporting original pdf

Thumbnail of the first page of the PDF
Page 1 of 1 page

Draft Proposal for Post-Event Reporting Recommendation The task force recommends that the Special Events Ordinance be amended to include a robust post-event reporting plan and that the resources necessary to incorporate such reporting be provided to the effected departments. The Special Events Ordinance defines the boundaries for special events incorporating the interests of event organizers, city staff and the public. There is currently no readily available accounting of the success of the ordinance in achieving its aims. The task force feels that post- event reporting is necessary to promote transparency, accountability, continuity (in the face of turnover among staff and event organizers) and a reliable basis for future decisions on events. That reporting should be consolidated so as to be accessible to interested members of the public. Recognizing that such reporting places an additional burden on staff, the task force recommends that the necessary additional resources be provided to implement this important task. Until post-event reporting is well-established, it should be required for only the most impactful events (currently designated as Tier 3 and 4 events). The task force has agreed upon the following matrix of items to be included in post-event reports, with the sources indicated: Item Event History (years of existence - one time or multi-year) If multi-year, year first established Name of Producer, Production Company Number of attendees per event day and in total Time of event (weekend/weekday; daytime/nighttime) Length of event (hours/days) Length of set-up/take-down that add to event days Neighborhood barricades required Yes/No Road closures Yes/No Free event/paid event Amplified Sound Yes/No Parking Plan required Yes/No Alcohol Served Yes/No Food Served Yes/No Source Application Application Application Requires confirmation Requires confirmation Requires confirmation Requires confirmation Application Application Application Application Application Application Application Length (in hours/days) of closure/barricades, including pre and post event Requires confirmation City Resources involved: Police/Fire/EMS/Solid Waste/PARD/Music Office Requires confirmation Complaints Received via 311 if any (Noise, Traffic, Parking, Public Nuisance, etc.) Post-Event Report Pass/Fail (if Fail, with comments) from AFD, APD, APH, EMS, PARD, Sound, Resource Recovery, Transportation Post-Event Report

Scraped at: May 19, 2022, 7:20 p.m.
May 18, 2022

Play audio original link

Play audio

Scraped at: May 24, 2022, 3:20 p.m.
May 18, 2022

Recommendation 20220518-002A: Improve Public Safety Department Staffing for Special Events original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20220518-2A Seconded By: Dan Carroll Date: 5/23/2022 Subject: Recommendations to Improve Public Safety Department Staffing for Special Events Motioned By: Ingrid Weigand Description of Recommendations to Council: Encourage the use of third-party contracts to bolster public safety departments’ staffing for special events. RECOMMENDATION #1 Authorize the Austin Police Department to enter agreements, such as what was authorized by City Council in Item #56 on their February 17, 2022 Meeting– File#22-1375 annually, as needed, in perpetuity. RECOMMENDATION #2 Encourage City Council to remove any barriers in the contract with the Austin Fire Department to enter into third-party agreements to help supplement their work. Rationale: RECOMMENDATION #1 The Special Events Task Force would like APD to be able to enter into these agreements annually, if needed, without requiring Council approval each year. RECOMMENDATIONS # 2 The Collective Bargaining Agreement between the City of Austin and Austin Firefighters Association Local 975 states that only Fire Fighters can perform fire prevention duties, not civilians. As such, it is unclear what, if any, responsibilities could be performed by third-party vendors to support or supplement the work of AFD. Vote For: James Russell, Jeff Smith, Dan Carroll, Shelley Phillips, Mandi Thomas, Frances Thompson, Ingrid Weigand, Laurel White Against: 1 of 2 Abstain: Cindy Lo Absent: Bobby Garza, Heath Riddles-Sanchez Attest: Brydan Summers Special Events Task Force Liaison Development Services Department 2 of 2

Scraped at: May 24, 2022, 3:20 p.m.
May 18, 2022

Approved Minutes original pdf

Thumbnail of the first page of the PDF
Page 1 of 5 pages

Special Events Task Force MAY 2022 Meeting Minutes Wednesday, May 18, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. ‐ 4:00 p.m. Taskforce Members in Attendance: Jeff Smith, Mandi Thomas, Laurel White, Ingrid Weigand, Frances Thompson, Dan Carroll, Cindy Lo Staff in Attendance: Sara Henry (ACE), Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE), Brian Block (DSD), Frances Hargrove (ATD), Jason Maurer (PARD), Kevin Parker (EMS), Quentin Prior (AFD), Iby Setzer (ARR), Tara Long (DSD), Robert Alvarado (Code) Task Force Members Joining Virtually: James Russell, Shelley Phillips CALL TO ORDER: Co‐Chair Smith called the task force to order at 2:02 p.m. PUBLIC COMMUNICATION: No public communication 1. APPROVAL OF APRIL MINUTES: The task force unanimously approved the meeting minutes for April 2022. 2. OLD BUSINESS A. Public Safety Staffing The Task Force unanimously approved two recommendations to be sent to City Council related to public safety department staffing at special events. The adopted recommendation language is: 1) Authorize the Austin Police Department to enter agreements, such as what was authorized by City Council in Item #56 on their February 17, 2022 Meeting– File#22‐1375 annually, as needed, in perpetuity. 2) Encourage City Council to remove any barriers in the contract with the Austin Fire Department to enter into third‐party agreements to help supplement their work. B. City Staffing, Non‐Public Safety The Task Force discussed their desire for the City to hire more staff to ensure quick processing of special event permit applications and staffing on‐site, as well as the desire to have an expedited permitting option. The Task Force discussed creating a recommendation to send to Council soon, as there are budget considerations and we are entering budget season. Co‐chair Russell committed to drafting recommendation language for consideration in the June meeting. C. Special Event Reporting The Task force discussed the need for reporting, including all data fields identified in the Subcommittee on Reporting’s proposed recommendation document. In particular, the need to provide reporting for Tier 3 and Tier 4 events and make that publicly available. Brydan Summers advised there are staff concerns around being able to respond to the inclusion of reporting in the Special Events Ordinance, and that though this is a project staff intend to work on, though it is not a high priority. The Task Force discussed putting language in the ordinance that guides staff and includes some …

Scraped at: July 1, 2022, 4:50 p.m.
April 20, 2022

Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE FEBRUARY 16, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 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 i. Possible Action on Safety Topics a. Discussion on Public Safety Sections of the Special Events Ordinance b. Update from Organizers Currently Planning Events c. Review of Administrative Rules in Conflict with the SEO 3. NEW BUSINESS a. Subcommittee Report on Post Event Evaluations b. Review Permit Denial, Appeals Process, and Revocation Process Font Size: 12; Font: Times New Roman; Font Style: Regular c. Review Enforcement 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 Font Size: 12; Font: Times New Roman; Font Style: Regular

Scraped at: April 14, 2022, 6:20 p.m.
April 20, 2022

ACE Appeals Process SOP original pdf

Thumbnail of the first page of the PDF
Page 1 of 3 pages

Standard Operating Procedure – Special Event Permit Denial Appeals Process Effective Date: 12/28/2021 Purpose The Special Events Ordinance lays out a requirement for a special event application denial appeal process in section 4-20-35. This standard operating procedure further details how that process will be administered and the roles of those involved. Special Events Ordinance Language § 4-20-35 Appeal of Special Event Application Denial (A) If ACE denies a special event application, the event organizer may appeal the denial to the appeal team. (B) The event organizer must deliver an appeal to ACE no later than 10 business days after the event organizer is notified that the application was denied. (C) The appeal team must act on the appeal within 10 business days and may uphold or reverse the denial. (D) In considering the appeal, the appeal team shall apply the same criteria as ACE under Section 4-20-34 (Approval or Denial of Special Event Application). Roles and Responsibilities Austin Center for Events Staff Any City staff member with the Austin Center for Events or partner departments that is made aware of a request for an appeal shall provide the applicant with instructions to appeal, or notify other ACE staff members to follow up with the applicant. ACE staff that were involved with the intial review and denial of the special event application will recuse themselves from the appeals process. An ACE or Development Services Department staff member will serve as the Appeals Coordinator. This assignment will be back-filled if the current appeals coordinator can no longer perform the duties and a notification will be sent to ACE staff and the Appeals Team members alerting them to who is now responsible. Appeals Coordinator The Appeals Coordinator will maintain the roster of the Appeals Team members and ensure replacements are installed as vacancies open. If the coordinator was involved in the initial review they will delegate another ACE or DSD staff member to be the Appeals Coordinator. The Appeals Coordinator is responsible for contacting the Appeals Team Members, scheduling the appeal meeting, ensuring timelines are met, and following up with the applicant. Appeals Team Members Appeals Team members will make themselves available within the 10-business day window of when the request for an appeal has been received to meet and render a decision. If the Team Member is unable to fulfill their duties, they will select a replacement within their department that outranks …

Scraped at: April 14, 2022, 6:20 p.m.
April 20, 2022

SETF February Meeting Minutes original pdf

Thumbnail of the first page of the PDF
Page 1 of 3 pages

Special Events Task Force February 2022 Meeting Minutes Wednesday, February 16, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. - 4:00 p.m. Taskforce Members in Attendance: James Russell, Jeff Smith, Cindy Lo, Mandi Thomas, Laurel White Staff in Attendance: Sara Henry, Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE) Task Force Members Joining Virtually: Bobby Garza, Heath Riddles-Sanchez, Frances Thompson Staff Joining Virtually: Iby Setzer (ARR), Kevin Parker (ATCEMS), Jason Maurer (PARD). Frances Hargrove (ATD) Guests: CALL TO ORDER: Co-Chair Russell called the task force to order at 2:07 p.m. 1. APPROVAL OF NOVEMBER MINUTES: The task force unanimously approved the meeting minutes for November 2021. 2. OLD BUSINESS Austin Police Department (APD) A. Discussion on Public Safety Sections of the Special Events Ordinance APD Special Event Sergeant Mike Jones briefed the Task Force on an item on the February 17, 2022 council agenda that would allow APD to contract with Code4, a third party vendor, to hire other public safety agencies to help staff city and city-sponsored special events. Following several questions from Chair Russell on the matter, Sergeant Jones clarified that these agencies will follow their respective policies and protocols, but APD would ultimately retain overall authority as the lead agency and would coordinate with the supervisors from other agencies. He added that private events can currently contract with Code4. Austin Fire Department (AFD) Chair Russell inquired whether a third-party agreement might be feasible for AFD. Chief Prior responded that the current AFD staffing level does not require supplementation because they have significantly fewer individuals on site at special events compared to APD, but did raise the issue of needing additional special event review personnel in the future. Austin-Travis County EMS (ATCEMS) Chair Russel asked whether staffing is a concern for ATCEMS. Commander Parker explained that ATCEMS has a history of partnering with outside healthcare providers. He acknowledged that the organization is mindful of current staffing shortages and the agency has recently made some salary adjustments that they hope will act as an incentive. Chair Russell asked all three public safety agencies whether there are elements of the Special Event Ordinance (SEO) That are onerous to them? Chief Prior suggested that the ordinance could be revised to allow AFD to enter into third-party agreements. The Task Force asked Mr. Summers to record two recommendations for future consideration. 1) Council …

Scraped at: April 14, 2022, 6:20 p.m.
April 20, 2022

Revised Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE APRIL 20, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 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 REVISED AGENDA CALL TO ORDER PUBLIC COMMUNICATION 1. APPROVAL OF MINUTES 2. OLD BUSINESS i. Possible Action on Safety Topics a. Discussion on Public Safety Sections of the Special Events Ordinance b. Update from Organizers Currently Planning Events c. Review of Administrative Rules in Conflict with the SEO 3. NEW BUSINESS a. Subcommittee Report on Post Event Evaluations b. Review Permit Denial, Appeals Process, and Revocation Process Font Size: 12; Font: Times New Roman; Font Style: Regular c. Review Enforcement 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 Font Size: 12; Font: Times New Roman; Font Style: Regular

Scraped at: April 15, 2022, 11:20 p.m.
April 20, 2022

Play audio original link

Play audio

Scraped at: April 23, 2022, 5:20 a.m.
April 20, 2022

SETF April Approved Minutes original pdf

Thumbnail of the first page of the PDF
Page 1 of 4 pages

Special Events Task Force APRIL 2022 Meeting Minutes Wednesday, April 20, 2022 Permitting and Development Center – First Floor, Room 1401 2: 00 p.m. ‐ 4:00 p.m. Taskforce Members in Attendance: James Russell, Jeff Smith, Mandi Thomas, Laurel White, Ingrid Weigand, Shelley Phillips, Frances Thompson, Dan Carroll Staff in Attendance: Sara Henry (ACE), Mike Jones (APD), Quentin Prior (AFD), Bill Manno (ACE), Brydan Summers (ACE), Brian Block (DSD), Frances Hargrove (ATD), Jason Maurer (PARD), Kevin Parker (EMS), Quentin Prior (AFD), Iby Setzer (ARR), Tara Long (DSD), Robert Alvarado (Code) Task Force Members Joining Virtually: Heath Riddles‐Sanchez CALL TO ORDER: Co‐Chair Russell called the task force to order at 2:03 p.m. 1. PUBLIC COMMUNICATION: No public communication 2. APPROVAL OF NOVEMBER MINUTES: The task force unanimously approved the meeting minutes for February 2022. 3. STAFF PRESENTATIONS A. ACE Reporting Capabilities Brydan Summers gave a presentation on ACE’s current reporting capabilities and limitations, as well as what information is available from Austin 311 for special event complaints. Member Weigand emphasized the usefulness of getting event set up and take down times and attendance numbers after events to better understand the impact multiple events can have. The Task Force decided they would craft a recommendation that staff provide reporting on the items identified in the subcommittee report for Tiers 3 and 4. An item will be placed on the May agenda to review this proposal and vote. Staff confirmed they review the consolidated list of 311 complaints for events and use that information to request modifications in plans for subsequent years. B. The Denial and Appeals Process Brydan Summers gave a presentation on how the denial and appeals process is administrated. Member White asked if an application is submitted on the deadline date would the appeal be taking place close to the actual event date? The answer is yes, and it’s incumbent on the applicant to submit before, or at least by, the application deadline. Staff reported that there have been denials over the past few years but no requests for appeals, staff typically work with organizers to address concerns to either give approval or be clear about why an event can not be approved. The Task Force discussed the concept of an expedited review process, where applicants could pay an additional fee for faster reviews. Mr. Summers explained that it would require staff from each partner department to be available for each …

Scraped at: May 19, 2022, 7:20 p.m.
Feb. 16, 2022

Agenda original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE FEBRUARY 16, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 E WILHELMINA DELCO DRIVE AUSTIN, TEXAS 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 CITIZEN COMMUNICATION 1. APPROVAL OF MINUTES 2. OLD BUSINESS i. Possible Action on Safety Topics a. Discussion on Public Safety Sections of the Special Events Ordinance b. Update from Organizers Currently Planning Events c. Review of Administrative Rules in Conflict with the SEO 3. NEW BUSINESS a. Subcommittee Report on Post Event Evaluations b. Review Permit Denial, Appeals Process, and Revocation Process c. Review Enforcement FUTURE AGENDA ITEMS ADJOURNMENT Font Size: 12; Font: Times New Roman; Font Style: Regular call Brydan Summers 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, at Font Size: 12; Font: Times New Roman; Font Style: Regular

Scraped at: Feb. 4, 2022, 8:20 p.m.
Feb. 16, 2022

Subcommittee Draft Proposal original pdf

Thumbnail of the first page of the PDF
Page 1 of 1 page

Item Event History (years of existence - one time or multi-year) If multi-year, year first established Name of Producer, Production Comany Number of attendees per event day and in total Time of event (weekend/week-day; day time/night time) Length of event (hours/days) Length of set-up/take-down that add to event days Neighborhood barricades required Yes/No Road closures Yes/No Length (in hours/days) of closure/barricades, including pre and post event Free event/paid event Amplified Sound Yes/No Parking Plan required Yes/No Alcohol Served Yes/No Food Served Yes/No City Resources involved: Police/Fire/EMS/Solid Waste/PARD/Music Office Complaints Received via 311 if any (Noise, Traffic, Parking, Public Nuisance, etc.) Pass/Fail (if Fail, with comments) from AFD, APD, APH, EMS, PARD, Sound, Resource Recovery, Transportation Source Application Application Application Requires confirmation Requires confirmation Requires confirmation Requires confirmation Application Application Requires confirmation Application Application Application Application Application Requires confirmation Post-Event Report Post-Event Report

Scraped at: Feb. 4, 2022, 8:20 p.m.
Feb. 16, 2022

Revised Agenda for Hybrid Meeting Format original pdf

Thumbnail of the first page of the PDF
Page 1 of 2 pages

SPECIAL EVENTS TASK FORCE FEBRUARY 16, 2022 – 2:00 PM – 4:00 PM PERMITTING AND DEVELOPMENT CENTER – ROOM 1401 6310 E WILHELMINA DELCO DRIVE AUSTIN, TEXAS Some members of the Special Events Task Force may be participating by videoconference 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 REVISED AGENDA CALL TO ORDER CITIZEN COMMUNICATION 1. APPROVAL OF MINUTES 2. OLD BUSINESS a. Discussion on Public Safety Sections of the Special Events Ordinance i. Possible Action on Safety Topics b. Update from Organizers Currently Planning Events c. Review of Administrative Rules in Conflict with the SEO 3. NEW BUSINESS a. Subcommittee Report on Post Event Evaluations b. Review Permit Denial, Appeals Process, and Revocation Process c. Review Enforcement FUTURE AGENDA ITEMS ADJOURNMENT Font Size: 12; Font: Times New Roman; Font Style: Regular 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. the Development Services Department, call Brydan Summers at 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. For more information on the Special Events Task Force, please contact Brydan Summers at Brydan.summers@austintexas.gov or 512-974-4854. Font Size: 12; Font: Times New Roman; Font Style: Regular

Scraped at: Feb. 10, 2022, 9:20 p.m.