Item 4I CITY OF
SOUTHLAK 41 - 1
MEMORANDUM
January 31, 2017
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
SUBJECT: Southlake Parks Development Corporation Matching Funds
Request from Southlake Girls Softball Association for Batting
Cages Improvements at Bob Jones Park
Action Requested: City Council approval of the Southlake Parks Development
Corporation (SPDC) Matching Funds request from Southlake
Girls Softball Association
Background
Information: The Community Services Department recently received a
request for SPDC matching funds from Southlake Girls
Softball Association (SGSA) in the amount of $37,500 (or up
to 50%) to be matched with SPDC funds for improvements
to the batting cages at Bob Jones Park. The request
includes replacement of the batting cage dirt surface with
concrete and artificial turf. These improvements will allow the
batting cages to be all-weather, reduce wear and tear on the
pitching machines by removing the dirt that gets into them,
and eliminate the need to maintain the dirt in the cages. The
total cost for the proposed project is estimated to be
$75,000.
Staff has reviewed the request from Southlake Girls Softball
Association and recommends approval based on the request
meeting the criteria designated within the SPDC Matching
Funds Policy.
The request was recommended for approval (7-0) by the
Parks and Recreation Board on January 9, 2017 and (6-0)
by Southlake Parks Development Corporation on January
17, 2017.
A copy of the SPDC Matching Funds application is included
with the memo for your review.
Financial
Considerations: Approval of a matching funds request will assist with
offsetting capital costs of a project.
City of Southlake Values.-
Integrity
alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager 41 - 2
Meeting Date — February 7, 2017
Page 2 of 3
Availability of SPDC matching funds for the project was
reviewed when SPDC made their recommendation to City
Council. The Park Board's recommendation of the project
was based on the viability of the project itself to the overall
use of the City's parks and recreation system as per the
adopted Southlake 2030 Parks, Recreation & Open
Space/Community Facilities Master Plan, the evaluation
criteria and the benefit the project is to Southlake residents.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus areas of Quality Development and Partnerships and
Volunteerism and meets the Corporate Objectives to Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Actively Promote Opportunities for Partnerships
and Volunteer Involvement, Invest to Provide and Maintain
High Quality Public Assets, and Collaborate with Select
Partners to Implement Service Solutions.
Citizen Input/
Board Review: Southlake Girls Softball Association proposes to commit
funds in the amount of $37,500 towards the proposed
project.
Parks & Recreation Board recommendation (7-0) January 9,
2017
SPDC recommendation (6-0) January 17, 2017
City Council to consider February 7, 2017
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
■ SPDC Matching Funds Application
■ SPDC Matching Funds Policy
City of Southlake Values.-
Integrity
alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager 41 - 3
Meeting Date — February 7, 2017
Page 3 of 3
Staff
Recommendation: City Council approval of the SPDC Matching Funds request
from Southlake Girls Softball Association
City of Southlake Values.-
Integrity
alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Revised 03-4112 A
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:Add Concrete and Artificial Turf to Bob Jones Batting Cages
Project Location:Bob Jones Softball Complex
Contact Person:Greg Zenoble
Organization:Southlake Girls Softball Association
Mailing Address:PO Box 92643
City:Southlake State:TX ZIP:76092
Phone: Cell;214-215-2079 Fax:
Additional Contact Person:Andi Stone Phone:(817) 304-7297
Project Description:
Replace batting cage dirt with concrete, and cover concrete with artificial turf.
Project Justification;This will allow the batting cages to be all weather, and will also
greatly reduce the wear and tear on the pitching machines by eliminating the dirt that
gets into them. It will also eliminate the need to maintain the dirt in the cages.
Proposed Start Date:Winter of 2016 Proposed Completion Date:Early Spring 2017
Projected Cost:$75'000 Funds Requested:$37'500
0
i
Check One: Standard Match X OR In-Kind Match %Match Proposed:50/o
Does the individual/organization currently have its portion of the requested funds match?Yes
i
If not, when does the individual/organization anticipate having its portion of the match?
1
41 - 5
City of Southlake
Policies and Procedures
Policy: Southlake Parks Development Corporation Matching Funds Policy
Source: City Council/SPDC/Parks & Recreation Board
Category: Parks and Recreation
I. Statement of Purpose
The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables
the City to leverage its capital funding to assist with the ongoing advancement of the
Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation
of the City's Strategy Map.
The purpose of this policy is to provide a process for considering requests by petitioning
individuals or organizations for Southlake Parks Development Corporation (SPDC)
Matching Funds projects. The following policy will become effective immediately upon
approval of City Council.
Proposed SPDC Matching Funds projects will be considered on a project by project
basis. The City will determine the percentage match up to 100%. Proposed projects
requesting in-kind services matching will be handled per Section V of this policy.
A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the
Focus Areas of Quality Development and Partnerships and Volunteerism, and meets
the Corporate Objectives to Invest to Provide and Maintain High Quality Public
Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal
Interests;and to Promote Opportunities for Partnerships and Volunteer Involvement.
II. SPDC Matching Funds Project Application Procedures
A. Anyone proposing a SPDC Matching Funds project should submit a proposal in
writing to the Director of Community Services by April 301h for consideration for the
following fiscal year (October 1 — September 30). Other projects may be considered
after April 301h as funding is available. A form for this purpose will be available
through the Department of Community Services.
B. The proposal should include a complete and detailed description of the project and,
to the extent applicable, pictures and/or detailed drawings, estimated budgets,
preferred location of the project, mechanism of funding the project, any stipulations
that might go along with the project, and a justification for the project.
C. The City Council, at its discretion, may grant variances to this policy.
III. SPDC Matching Funds Project Evaluation Criteria
A. Proposed projects will be considered on a project by project basis and should be
consistent with the overall intended use of the parks as per the adopted Parks,
Recreation & Open Space/Community Facilities Master Plan as well as the following
criterion:
1. Is the project linked to the City's Strategy Map?
2. Is the project linked to the Focus Areas and Objectives of the City's Strategy
Map?
SPDC Matching Funds Policy 41 - 6
Approved 6-0 by City Council March 20, 2012
Page 2 of 5
3. Is the project related to a currently funded CIP project?
4. Is the project related to a project in the adopted 5-year CIP?
5. Does the project benefit Southlake residents?
6. Does the project enhance a current parks and recreation system asset?
7. Does the project assist with the acquisition of a capital purchase?
8. Does the project have a useful life of at least (5) years?
9. Does the project accelerate the completion of a CIP or Parks, Recreation &
Open Space/Community Facilities Master Plan project?
B. The City of Southlake reserves the right to accept or reject any project submitted for
approval, and while every intention is to complete approved projects, the City
reserves the right not to complete a project if found to be in the best interest of the
City, and any costs incurred by the petitioner will not be refunded. The petitioner will
receive the City's decision in writing after the decision is made.
IV. SPDC Matching Funds Project Approval Process
A. The Director of Community Services will review the proposed project for its
consistency with the overall intended use of the City's parks and recreation system
as per the adopted Parks, Recreation & Open Space/Community Facilities Master
Plan, and the evaluation criteria listed in Section III.
B. If the Director of Community Services determines that the project is consistent with
the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is
consistent with the evaluation criteria, he/she will place the proposal on an agenda
for the Parks and Recreation Board to consider recommending to the SPDC and the
City Council.
C. If the Director of Community Services determines that the project is not consistent
with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or
is not consistent with the evaluation criteria, he/she will inform the petitioning
individual or organization in writing of the decision and the reasons for the finding.
The petitioning individual or organization may appeal the Director's decision not to
consider the project to the Parks and Recreation Board. The Parks and Recreation
Board will make a recommendation as to whether the project should be considered.
D. The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
E. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request on an agenda for the SPDC to discuss, and
on a subsequent SPDC agenda for their consideration and recommendation to the
City Council.
City of Southlake Values.-
Integrity
alues.Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
2
SPDC Matching Funds Policy 41 - 7
Approved 6-0 by City Council March 20, 2012
Page 3 of 5
F. The SPDC will consider the proposed project and the corresponding matching funds
request and make its recommendation to the City Council. The SPDC's
consideration of the proposed project and the corresponding matching funds request
will be based on the extent to which the project is consistent with the overall intended
use of the City's parks and recreation system as per the adopted Parks, Recreation
& Open Space/Community Facilities Master Plan, the evaluation criteria, the overall
benefit of the project to Southlake residents, and the funding available for the project.
G. Following the SPDC consideration of the proposed project and the corresponding
matching funds request, and if subsequently recommended for approval by the
SPDC, the Director of Community Services will place the proposal on an agenda for
the City Council to consider for final approval.
H. The petitioner (individual or organization) reserves the right to withdraw the proposed
project at any time during the approval process.
I. All approved projects will be managed by the City; will become the property of the
City once completed or received; and will be used at the sole discretion of the City.
J. The length of time required to complete the project will be determined by the Director
of Community Services, and will be used when considering the project.
K. The petitioner must complete any fundraising requirements, if necessary, and deliver
their portion of the matching funds to the City before the City will begin work on the
project.
L. The petitioner must deliver their portion of the matching funds to the City within six
(6) months of the final approval date unless additional time is granted at the time of
approval. If the petitioner fails to meet this requirement, the petitioner will be
required to reapply for matching funding.
M. The projects status will be monitored by the Director of Community Services.
V. In-Kind Services Matchinq
In-kind services that result in a tangible asset may be eligible. Examples include, but are
not limited to, Architectural/Engineering drawings, Construction Management services,
materials. In-kind services will only apply to expenses that the City would typically incur
for project implementation. The Director of Community Services will work with the
Finance Director to determine if the proposed in-kind request results in a tangible asset.
A. Applications for in-kind services matching should typically be approved prior to the
in-kind service being rendered or materials being purchased.
B. The petitioner for in-kind services matching must provide sufficient financial
documentation from third party vendors regarding typical industry standard costs for
materials and/or services. The Director of Community Services will review the
documentation, evaluate it using comparable industry standard costs the City
typically incurs, and make a recommendation to the SPDC on a reasonable market
value of the material costs and/or service fees.
City of Southlake Values.-
Integrity
alues.Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
3
SPDC Matching Funds Policy 41 - 8
1 _ 8
Approved 6-0 by City Council March 20, 2012
Page 4 of 5
C. A timeline by which the in-kind services will be completed/received shall be
submitted with the application.
D. The SPDC may recommend, and the City Council will determine the percentage in-
kind match after their analysis to determine what benefit is being received by the City
versus the requesting entity with completion of the project.
E. Matching funds for in-kind services will not be expended until the in-kind services are
completed/received as determined by the Director of Community Services.
F. The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
G. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request (including the in-kind services match) on an
agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their
consideration and recommendation to the City Council.
H. The SPDC will consider the proposed project and the corresponding matching funds
request (including the in-kind services match) and make its recommendation to the
City Council. The SPDC's consideration of the proposed project and the
corresponding matching funds request (including the in-kind services match) will be
based on the extent to which the project is consistent with the overall intended use of
the City's parks and recreation system as per the adopted Parks, Recreation & Open
Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of
the project to Southlake residents, and the funding available for the project.
I. Following the SPDC consideration of the proposed project and the corresponding
matching funds request (including the in-kind services match), and if subsequently
recommended for approval by the SPDC, the Director of Community Services will
place the proposal on an agenda for the City Council to consider for final approval.
VI. Recognition of Matching Funds Projects
As determined by the Director of Community Services, a permanent plaque may be
designated in the park or facility in recognition of the project to include the name of the
project, its contributor(s), date of the project, and reference that the project was
completed with funding through the SPDC Matching Funds Program. The Director of
Community Services will determine the placement location and content of the plaque.
A royal Date: Jame 3,1997 Approved by: City Council
1.AnrendrnentDate November 2,1999 Approved by: City Council
2.AnrendrnentDate March 2,2010 Approved by: City Council
3.AnrendrnentDate March 20,2012 Approved by: City Council
City of Southlake Values.-
Integrity
alues.Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
4
Revise08.]�
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZI P:
Phone: Cell: Fax:
Additional Contact Person: Phone:
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
1