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Item 4G & 4H Approval of Facilities Utilization Agreements Items 4G & 4H Items 4G and 4H will consider Facilities Utilization Agreements with Southlake Girls Softball Association the Dragon Youth Football Association. 1 Approval of Facilities Utilization Agreements with: Southlake Girls Softball Association Dragon Youth Football Requested Action Based on Task Force meetings held, the proposed Facilities Utilization Agreements with Southlake Girls Softball Association and Dragon Youth Football are presented tonight for City Council consideration and approval. The proposed FUAs will provide athletic fields for the youth girls softball program for 2016 and 2017 and fields for youth football program for 2016 through 2018. The current FUA with SGSA expired in December 2015 but has continued on a month-to-month basis since, and the FUA with DYF will expire December 31, 2016. 2 Background Information City coordinates with Southlake youth athletic associations to provide programs for residents Use of City fields authorized through FUA Separate agreement with each association Changes include the development of Policy for the Provision of Athletic Facilities As a review, the City coordinates with various youth sports associations to offer a variety of athletic programs through the arrangement referred to as a facilities utilization agreement or FUA. Separate agreements are held with each youth athletic organization participating in the use of City-owned fields and facilities. Revisions have been made to the FUAs with SGSA and DYF to clarify and update the language to reflect current practice and to incorporate the changes from the Task Force meetings. 3 Terms SGSA: July 2016 – Dec 2017 DYF: July 2016 – Dec 2018 Field Maintenance Fees Southlake Resident* $12 per player, per season Non-Resident $17 per player, per season * Resident paying City of Southlake property taxes FUA Term & Fees If approved, the proposed FUA with SGSA is from July 1, 2016 – December 31, 2017 and the proposed FUA with DYF is from July 1, 2016 through December 31, 2018. The standard field maintenance fees for each association are reflected in these FUAs with the City collecting $12 per player per season for Southlake Resident and $17 per player per season for Non-Residents. These Field Maintenance Fees assist the City with offsetting a portion of the maintenance and operations costs. 4 FUA REVISIONS Athletics Task Force was established to review, revise and clarify expectations for all Athletic Associations Updated FUA Updated Concessions Agreement Development of Policy for the Provision of Athletic Facilities As an outcome from the Athletic Task Force meetings the Facilities Utilization agreement was updated to include the new Policy for the Provision of Athletic Facilities. This document provides clarifications to how the City works with each of the associations. 5 City of Southlake Strategy Map The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing efficiency, fiscal responsibility, transparency, and sustainability. C1 Achieve the highest standards of safety & security C2 Provide travel convenience within City & region C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment Serve our Customers Manage the Business B1 Achieve best-in-class status in all City disciplines B2 Collaborate with select partners to implement service solutions B3 Enhance resident quality of life & business vitality through tourism B4 Provide high quality services through sustainable business practices B5 Enhance service delivery through continual process improvement B6 Optimize use of technology Provide Financial Stewardship Promote Learning and Growth F1 Adhere to financial management principles & budget F2 Invest to provide & maintain high quality public assets F3 Achieve fiscal wellness standards F4 Establish & maintain effective internal controls L1 Ensure our people understand the strategy & how they contribute to it L2 Enhance leadership capabilities to deliver results L3 Attract, develop & retain a skilled workforce L4 Recognize & reward high performers L5 Empower informed decision-making at all levels in the organization C6 Enhance the sense of community by providing excellent customer service and citizen engagement opportunities L6 Foster positive employee engagement Deliver on Our Focus Areas C5 Promote opportunities for partnerships & volunteer involvement C3 Provide attractive & unique spaces for enjoyment of personal interests Approval of the FUAs with Southlake Girls Softball Association and Dragon Youth Football Association is linked to the City’s Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objective to Collaborate with Select Partners to Implement Service Solutions. 6 Citizen / Board Review Meetings were held December 2015, January, March and June 2016 with representatives from the Associations, staff and the Athletic Task Force committee. The Park Board recommended approval of the proposed Facilities Utilization Agreement with Southlake Girls Softball Association and Dragon Youth Football Association (5-0) at their June 6, 2016 meeting. A copy of each proposed FUA was included in your packet for consideration. 7 Questions? 8