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)
SPECIAL EVENTS TASK FORCE - REGULAR MEETING WEDNESDAY, OCTOBER 20, 2021 MINUTES The Special Events Task Force convened in a regular meeting on Wednesday, October 20, 2021 at 6310 Wilhelmina Delco Drive in Austin, Texas. Co-Chair Russell called the Board Meeting to order at 2:07 p.m. Board Members in Attendance: James Russell (Co-Chair), Jeff Smith (Co-Chair), Dan Carroll, Bobby Garza, Shelley Phillips, Ingrid Weigand, and Laurel White Staff in Attendance: Brian Block, Frances Hargrove, Sara Henry, Mike Jones, Steve Jones, Tara Long, William Manno, Iby Setzer, Brydan Summers 1. WELCOME AND INTRODUCTIONS 2. CITIZEN COMMUNICATION 3. STAFF BRIEFINGS There was no public comment offered. A. TASK FORCE OVERVIEW, ATTENDANCE REQUIREMENTS SETF Staff Liaison Brydan Summers provided an overview of meeting requirements as outlined within the Texas Opening Meetings Act and explained the City’s boards and commissions attendance policy. He also communicated the directive from Council that an interim report be submitted by December 31, 2021 and a final report by November 1, 2022, after which the task force would be dissolved. B. ROBERT’s RULES OF ORDER TRAINING Brydan Summers reviewed Robert’s Rules of Order procedures 4. NEW BUSINESS A. REVIEW PROPOSED 2022 TIMELINE AND AGENDA Co-Chair Russell took up the proposed 2022 timeline and agenda item first. Board Member Weigand suggested to move the road closure discussion to April’s meeting to ensure Board Member Carroll could be part of that discussion. There was unanimous consensus to move road closures to the April meeting. 1 Co-Chair Russell also raised concerns about the public’s availability to attend daytime meetings. Board Member Garza suggested some evening meetings, particularly as the task force begins to bring forward recommendations. There was additional conversation about board member availability including a proposal by Board Member White to hold at least one evening meeting after the Spring Festival Season for event stakeholders to be able to speak to their experiences. There was unanimous consensus to approve the proposed third Wednesday of the month meeting schedule with no meetings in December and March, and at least one public meeting in the evening following the 2022 Spring Festival Season. Co-Chair Russell affirmed the task force’s intention to provide a recommendation for aggregated data and that the matter would be added to the November meeting agenda. B. DISCUSS INTERIM REPORT (SUMMARY AND TIMELINE) Co-Chair Russell inquired with staff whether the City of Austin Law Department had provided guidance on the format …
SPECIAL EVENTS TASK FORCE WEDNESDAY, NOVEMBER 17, 2021 RECOMMENDATION LANGUAGE RECOMMENDATION #1 4-20-1 (14) SPECIAL EVENT means an event that (a) Has 100 or more attendees per day 50 or more attendees at any time at a city facility, other than the Austin Convention Center, Long Center, City Hall, or Palmer Events Center; (b) Impacts a city street, sidewalk, alley, walkway, or other city public right-of-way other than as permitted under Chapter 14-6 (Temporary Street Closures); or (c) Is temporary, involves 100 or more attendees per day 50 or more attendees at any time; and (i.) (ii.) Is inconsistent with the permanent use to which the property may legally be used, or the occupancy levels permitted on the property; and Includes one of the following: set up of temporary structures, including, but not limited to, tents, stages, or fences; use of sound equipment in an area described in Section 4-20-43(A); or provision of food or beverages, including alcohol. RECOMMENDATION #2 4-20-21 CATEGORIES OF SPECIAL EVENTS (B) A Tier 2 event is a special event that: attendees per day; or (1) Is an assembly lasting at a city facility that estimates attendance at less than 2,500 (2) is an assembly lasting four days or less, that is held primarily on private property, and that estimates attendances at less than 2,500 attendees per day; or (3) is stationary and impacts up to two blocks of a street sidewalk, or city right of way. RECOMMENDATION #3 4-20-21 CATEGORIES OF SPECIAL EVENTS (B) A Tier 2 event is a special event that: attendees per day; or at one time. (1) Is an assembly lasting at a city facility that estimates attendance at less than 2,500 (2) is an assembly that is held primarily on private property and that estimates attendances at less than 2,500 attendees per day; or at one time. (3) is stationary and impacts up to two blocks of a street sidewalk, or city right of way.
M E M O R A N D U M 11/17/2021 Mayor and Council Special Events Task Force Interim Report James Russell, SETF Co‐Chair and Jeff Smith, SETF Co‐Chair TO: FROM: DATE: SUBJECT: The purpose of this memo is to provide Mayor and Council with an interim report on the progress of the Special Event Task Force, as required by Resolution No. 20210902‐049. The Special Events Ordinance instructed for the creation of a Special Event Task Force (SETF) to assess the efficacy of the ordinance, the associated rules, and ACE processes. The task force consists of 11 voting members appointed by Mayor and City Council, as well as City staff that participate in the Austin Center for Events serving as ex officio members. Meetings began in June of 2019 and continued through February 2020, when the COVID‐19 pandemic caused the SETF to take a hiatus. A total of eight meetings took place during that time frame. During those meetings there were no votes taken to move specific recommendations forward to City Council. However, after the re‐authorization of the Task Force in September 2021, members met in October and November and voted to recommend the following three changes for Mayor and Council’s consideration. Recommendations 1) 4‐20‐1 (14) SPECIAL EVENT means an event that (a) Has 100 or more attendees per day 50 or more attendees at any time at a city facility, other than the Austin Convention Center, Long Center, City Hall, or Palmer Events Center; (b) Impacts a city street, sidewalk, alley, walkway, or other city public right‐of‐way other than as permitted under Chapter 14‐6 (Temporary Street Closures); or and (i.) (ii.) (c) Is temporary, involves 100 or more attendees per day 50 or more attendees at any time; Is inconsistent with the permanent use to which the property may legally be used, or the occupancy levels permitted on the property; and Includes one of the following: set up of temporary structures, including, but not limited to, tents, stages, or fences; use of sound equipment in an area described in Section 4‐20‐43(A); or provision of food or beverages, including alcohol. 2) 4‐20‐21 CATEGORIES OF SPECIAL EVENTS (B) A Tier 2 event is a special event that: (1) Is an assembly lasting at a city facility that estimates attendance at less than 2,500 attendees per day; or (2) is an assembly lasting four days or less, that is held primarily on …
SPECIAL EVENTS TASK FORCE - RECOMMENDATION 20211117-2A Date: 11/17/2021 Subject: Recommended Changes to the Special Events Ordinance Motioned By: Jeff Smith Recommendation: Modify sections 4-20-1 and 4-20-21 of City Code (Special Events) Description of Recommendation to Council: RECOMMENDATION #1 4-20-1 (14) SPECIAL EVENT means an event that Seconded By: Laurel White (a) Has 100 or more attendees per day 50 or more attendees at any time at a city facility, other than the Austin Convention Center, Long Center, City Hall, or Palmer Events Center; (b) Impacts a city street, sidewalk, alley, walkway, or other city public right-of-way other than as permitted under Chapter 14-6 (Temporary Street Closures); or (c) Is temporary, involves 100 or more attendees per day 50 or more attendees at any time; and (i.) (ii.) Is inconsistent with the permanent use to which the property may legally be used, or the occupancy levels permitted on the property; and Includes one of the following: set up of temporary structures, including, but not limited to, tents, stages, or fences; use of sound equipment in an area described in Section 4-20-43(A); or provision of food or beverages, including alcohol. RECOMMENDATION #2 4-20-21 CATEGORIES OF SPECIAL EVENTS (B) A Tier 2 event is a special event that: attendees per day; or (1) Is an assembly lasting at a city facility that estimates attendance at less than 2,500 (2) is an assembly lasting four days or less, that is held primarily on private property, and that estimates attendances at less than 2,500 attendees per day; or 1 of 2 (3) is stationary and impacts up to two blocks of a street sidewalk, or city right of way. RECOMMENDATION #3 4-20-21 CATEGORIES OF SPECIAL EVENTS (B) A Tier 2 event is a special event that: attendees per day; or at one time. (1) Is an assembly lasting at a city facility that estimates attendance at less than 2,500 (2) is an assembly that is held primarily on private property and that estimates attendances at less than 2,500 attendees per day; or at one time is stationary and impacts up to two blocks of a street sidewalk, or city right of way. Rationale: RECOMMENDATION #1 This change would bring the Special Events definition into alignment with the International Fire Code definition of an event. This would also expand the protections in Chapter 4-20 for applicants with event attendance from 50-99 people. RECOMMENDATIONS # 2 …
Special Events Task Force Wednesday, October 20, 2021 2: 00 p.m. - 4:00 p.m. First Floor, Room 1401 Masks are required at all City of Austin facilities congruent to Order No. 20210811-033 by the Mayor of the City of Austin. 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 October Agenda 2:00 p.m. Welcome and Introductions 2:15 p.m. Public Comment Administrative Items: Task Force Overview, Attendance Requirements Robert’s Rules of Order Training New Business: Review and Discuss SETF Summary to Date Review Proposed 2022 Timeline and Agenda Member Vote on 2022 Timeline and Agenda Discuss Interim Report (Summary and Timeline) Meeting Adjourns 2:25 p.m. 2:40 p.m. 3:00 p.m. 3:15 p.m. 3:35 p.m. 3:40 p.m. 4:00 p.m. For additional support contact Brydan Summers, Special Events Task Force Staff Liaison at brydan.summers@austintexas.gov or (512) 974-4854. The next SETF meeting is scheduled for Wednesday, November 17, 2021 from 2.00 p.m. to 4:00 p.m.
M E M O R A N D U M 3/25/2021 Mayor and Council Special Events Task Force Interim Report James Russell, SETF Co‐Chair and Jeff Smith, SETF Co‐Chair TO: FROM: DATE: SUBJECT: The purpose of this memo is to provide Mayor and Council with an interim report on the progress of the Special Event Task Force, as required by Resolution No. 20210902‐049. The Special Events Ordinance instructed for the creation of a Special Event Task Force (SETF) to assess the efficacy of the ordinance, the associated rules, and ACE processes. The task force consists of 11 voting members appointed by Mayor and City Council, as well as City staff that participate in the Austin Center for Events serving as ex officio members. Meetings began in June of 2019 and continued through February 2020, when the COVID‐19 pandemic caused the SETF to take a hiatus. A total of eight meetings took place during this time frame. During those meetings there were no votes taken to move specific recommendations forward to City Council. However, the following are potential recommendations and other topics for consideration that the SETF will revisit in its coming meetings. Potential Recommendations Change definition of Special Event to “50 or more attendees at any time” from 100 attendees per day. Section 4‐20‐1(14)(a) and (c) o This change would bring the SEO definition into alignment with the fire code definition of an event, AFD does the same amount of work for either. This would also expand the protections in the SEO for applicants with event attendance from 50‐99 people. Change event length in definition of Tier 3 events to “is an assembly lasting five days or less…” Section 4‐20‐21(B)(2) o One key difference between an event lasting 4 days versus 5 days or more, is the application deadline. In instances where the only difference is the number of days and the site plan is the same, ACE has been waiving the application deadline down to 30 days. Sound can only be permitted for 4 days in a 30 day period. o This may impact Tier 3, would need to discuss further. Change the number of attendees required for all Tier/deadline classifications to be reflective of a venue/location’s peak capacity o City staff has added a question to the AB+C portal application that asks to estimate the max daily attendance and the max anticipated attendance at any …
Special Events Task Force Task Force Overview and Robert's Rules Training October 20, 2021 Brydan Summers 1 SETF Purpose “The City Council creates a task force to assess the efficacy of this ordinance, the associated rules, and ACE processes.” -Special Events Ordinance, Part 10 “The City Council reauthorizes the Special Events Task Force” -September 2, 2021 • Interim report due no later than December 31, 2021 • Final Report and recommended changes no later than October 31, 2022 • SETF expires on November 1, 2022 2 SETF Composition • 11 members appointed by Mayor and Council • City staff serve as non-voting, ex-officio members • 6 members are needed to be physically present to provide a quorum • The Task Force shall comply with Texas Government Code 551 (Open Meetings Act) • “A board member automatically vacates the member’s position if the member is absent for three consecutive regular meetings or one-third of all regular meetings in a rolling 12-month timeframe.” -Code of Ordinances, Section 2-1-26 3 Open Meetings Act Requirements • Agenda must be posted 72 hours in advance of the meeting agenda • Discussion should be limited to only items on the • The meeting minutes will be recorded by City staff • Task Force members will approve the previous meeting’s minutes by a vote • All meeting documents and vote totals will be made public 4 What is Robert’s Rules? • A tool for representative bodies • Promotes efficient and predictable meetings item at a time • Provides a procedure for taking up one • Ensures rule of the majority while protecting rights of the minority The City of Austin recognizes Robert’s Rules as the adopted method of parliamentary procedure for Boards and Commissions. 5 Decorum The objective of members is to conduct the City’s business In our case, to improve the Special Events Ordinance • Member Expectations • Seek recognition from the chair to speak or make motions timeframe clarification • Keep discussion germane to agenda items within the set • Silence is consent – Share your thoughts and seek Co-Chair Expectations • Recognize members, in order, to speak • Facilitate fair debate • Call for votes Ex Officio Member Expectations • Do not have voting rights • Serve as subject matter experts 6 Main Motions A motion is a proposal on which membership can take an action or stance on an issue. Six Steps to …
Special Events Task Force Summary, 2019 ‐ 2020 As directed by the Special Events Ordinance (SEO), members of the Special Events Task Force (SETF) began meeting in June of 2019 to discuss recommendations to improve the SEO. A total of 8 meetings took place with the final meeting being held in February of 2020, at which point the COVID‐19 pandemic caused the SETF to take a hiatus. Additional meetings are being planned to continue the work of the SETF with the hopes that events taking place in 2021 and 2022 can be used test the effectiveness of the SEO in meeting its stated goals. While that is ongoing, this document is meant to memorialize the decisions and main topics of discussion produced from the earlier meetings. The members of the Special Events Task Force during those meetings were: Members James Russell (Co‐Chair) – Mayor Adler Jeff Smith (Co‐Chair) – CM Kitchen Bobby Garza – MPT Garza Cindy Lo – CM Harper‐Madison Laurel White – CM Renteria Shelley Phillips – CM Casar Heath Riddles – CM Flannigan Mandi Thomas – CM Pool Dan Carroll – CM Ellis Ingrid Weigand – CM Tovo Frances Thompson – CM Alter Potential Recommendations Ex Officio Members (City Staff) Bill Manno, Special Events Program Manager Brian Block, Program Manager, Music Office Mike Jones, Police Sergeant Elaine Garrett, Code Division Manager Frances Hargrove, Special Events Manager Tony Hernandez, Program Manager Jason Maurer, Sales and Events Manager Kevin Parker, EMS Commander Rolando Rodriguez, Fire Battalion Chief Vincent Cordova, Planner II Bryan Walker, Planner II Change definition of Special Event to “50 or more attendees at any time” from 100 attendees per day. Section 4‐20‐1(14)(a) and (c) o This change would bring the SEO definition into alignment with the fire code definition of an event, AFD does the same amount of work for either. This would also expand the protections in the SEO for applicants with event attendance from 50‐99 people. Change event length in definition of Tier 3 events to “is an assembly lasting five days or less…” Section 4‐20‐21(B)(2) o One key difference between an event lasting 4 days versus 5 days or more, is the application deadline. In instances where the only difference is the number of days and the site plan is the same, ACE has been waiving the application deadline down to 30 days. Sound can only be permitted for 4 days …
Special Events Taskforce 2021 ‐ 2022 Members James Russell (Co‐Chair) – Mayor Adler Jeff Smith (Co‐Chair) – CM Kitchen Bobby Garza – MPT Garza Cindy Lo – CM Harper‐Madison Laurel White – CM Renteria Shelley Phillips – CM Casar Heath Riddles – CM Flannigan Mandi Thomas – CM Pool Dan Carroll – CM Ellis Ingrid Weigand – CM Tovo Frances Thompson – CM Alter Ex Officio Members (City Staff) Brydan Summers, SETF Staff Liaison Sara Henry, Austin Center for Events PIO Manager 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 Purpose Strategy Assess the efficacy of the Special Events Ordinance, the associated rules, and ACE processes. Divide ordinance by sections and review section parts. Review broader effectiveness of ordinance after spring festival season. Compile all recommendations. Staff will write final report and take notes at meetings. Attendance and Quorum Attendance is required for all members and ex officio members. The task force shall comply with Texas Government Code Chapter 551 (Open Meetings Act). Six task force members constitute a quorum. All members necessary to provide a quorum must be physically present at a meeting to conduct business, will provide an on‐line option. Ex Officio Members – One alternate per department is allowed. Members – Per Council direction, identified members are on the Task Force Meetings Before each meeting, the internal and external executive teams will meet with the staff liaison to develop the following months agenda and objectives. Ex Officio Executive Team: Brydan Summers, Frances Hargrove, Jason Maurer, Sara Henry, Brian Block, William Manno Member Executive Team: James Russell, Jeff Smith Meetings will last 2 hours be held in person once a month at the PDC with the option for staff and members to join virtually. Meetings will be held on the same day and time of every month (Propose 3rd Wednesday of every month from 2‐4pm) unless this day falls on a City holiday. Draft Agenda October 2021 Initial meeting B&C training, Robert’s Rules, attendance requirements Review purpose to review efficacy Review timeline Share interim report November 2021 Interim report – …
