SPECIAL EVENTS TASK FORCE REGULAR CALLED MEETING MEETING MINUTES 15, JUNE, 2022 The Special Events Task Force convened in a regular meeting on 15, June, 2022, at 6310 Wilhelmina Delco Drive in Austin, Texas. Chair Smith called the Special Event Task Force Meeting to order at 2:01 p.m. Task Force Members in Attendance: Co-Chair Jeff Smith, Shelley Phillips, Mandi Thomas, Frances Thompson, Ingrid Weigand, Laurel White, Board Members/Commissioners in Attendance Remotely: Co-Chair James Russell, Health Riddles-Sanchez PUBLIC COMMUNICATION: GENERAL No public communication was offered. 1. APPROVAL OF MINUTES OLD BUSINESS 2. The minutes from the meeting of 5/18/2022 were approved on Member Weigand’s motion, Member White second, and on a unanimous vote. A. City Staffing for Special Events, Non-Public Safety Mr. Summers clarified that on-site staffing in this instance was for non-public safety departments such as PARD, ATD, Code, or any instance where City staff are present during special events. The Task Force considered the following recommendation language proposed by Co-Chair Russell: Description of Recommendations to Council: Encourage funding for positions needed to process ACE applications and provide on site staffing for special events. 1 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. The Task Force discussed if an expedited process should be included and whether staff had concerns about their staffing. Mr. Summers (ACE) said staff would consider working on an expedited process, but the Task Force should take action if they want to direct us to create one, he also indicated staff felt they were regularly bringing their staffing needs in budget proposals but would welcome support of the event community to emphasize the importance of funding staff in the future. …
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 …
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
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 …
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 …
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
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 …
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
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
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
Special Events Task Force November 2021 Meeting Minutes Wednesday, November 17, 2021 Permitting and Development Center - Third Floor, Room 3205 2: 00 p.m. - 4:00 p.m. Taskforce Members in Attendance: James Russell, Jeff Smith, Heath Riddles, Frances Thompson, Mandi Thomas, Ingrid Weigand, Laurel White Staff in Attendance: Sara Henry, Frances Hargrove, Jason Maurer, Kevin Parker, Mike Jones (APD), Robert Alvarado, Quentin Prior, Brain Oehler (AFD), Bill Manno, Brydan Summers, Brian Block, Iby Setzer Task Force Members Absent: Bobby Garza, Cindy Lo, Shelley Phillips, Dan Carroll, Staff Absent: Tony Hernandez, Bryan Walker Guests: Christian Flores, CBS Austin CALL TO ORDER: Co-Chair Russell called the taskforce to order at 4:10 p.m. 1. APPROVAL OF OCTOBER MINUTES: The taskforce unanimously approved the meeting minutes for October 2021. 2. STAFF BRIEFINGS A. Update on ACE reporting capabilities Mr. Summers presented on ACE reporting capabilities. ACE transitioned to the permitting system AMANDA (AB+C Portal) in 2019, the data available before this migration is limited. Mr. Summers presented on history of data and data limitations for Austin Center for Events. He shared process improvements in the works including being able to track how quickly ACE teams can perform reviews. He explained ACE is looking to tighten up performance measures so we can give stakeholders an assessment for how we are doing. It will take several years to standardize all the ACE departments, so this is a long-term process. Member Weigand explained that the taskforce is looking for post event data collection, Co-Chair Russell explained what they are looking for is something similar to what was implemented by the Parkland Taskforce, and would like to see this model extended beyond park events. Mr. Maurer suggested adding these core sections into the application process on the front end so that data can be collected systematically. Staff would need a clear understanding of the type of data requested from stakeholders to add it. It was determined to add this item to a future agenda for further discussion. Member Weigand requested for 3-1-1 to be able to track events by events. Ms. Henry explained that would not be possible and described the current 3-1-1 Special Events SR process which is in place to support event questions in general and support emergency response where needed. ACE is able respond to 3-1-1 calls in real time for on-site emergency or logistics management, as needed, as well as aggregate the data in …
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 …
SPECIAL EVENTS TASK FORCE WEDNSEDAY, NOVEMBER 17, 2021 PERMITTING AND DEVELOPMENT CENTER, ROOM 3205 6310 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; Elaine Garrett, 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: GENERAL 1. APPROVAL OF MINUTES 2. STAFF BRIEFINGS Update on ACE reporting capabilities 2. OLD BUSINESS a. Recommendations for Mayor and Council from 2019-2020 Meetings b. Interim Report a. Discussion on Public Safety Sections of the Special Events Ordinance b. Update from Event Organizers Planning Events Under the New Special Events i. Possible Action on Safety Topics NEW BUSINESS 3. Ordinance 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 or email Brydan Summers at the 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 the Development Services Department, at (512-974-4854, Brydan.summers@austintexas.gov)
