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
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 …
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
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
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 …
