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Item 4C C'IIY 0) SOUTHLAI« 4c - 1 MEMORANDUM October 5, 2017 TO: Shana K. Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Southlake Parks Development Corporation Matching Funds request from Grapevine Southlake Soccer Association for an amount not to exceed $3,263 for soccer goals at Bob Jones Park Action Requested: City Council approval of the Southlake Parks Development Corporation (SPDC) Matching Funds request from Grapevine Southlake Soccer Association for the purchase of soccer goals at Bob Jones Park. Background Information: The proposed SPDC matching funds request from Grapevine Southlake Soccer Association (GSSA) is for a 100% match of $3,263 for the purchase of twelve, 6.5 ft. x 18.5 ft. goals and four, 4 ft. x 6 ft. goals. The total cost for all sixteen goals is $13,050. Only half of the goals will be used on Southlake fields; therefore, the matching funds request is for half ($6,525) of the total cost of the purchase. The remaining goals will be used on City of Grapevine soccer fields. GSSA is requesting that the $6,525 be split 50/50 ($3,263 each) between GSSA and SPDC. The United States Soccer Federation is requiring that all club and recreation soccer associations in the US start using the new goal sizes beginning this fall (August 2017). Mandated size requirements and play format information is explained in detail on the attached SPDC matching funds application. GSSA has received an estimate for the purchase of the goals from Soccer Innovation and the total cost of $13,050 was paid by GSSA to expedite the order and delivery of the goals in time for the fall season. If the request for SPDC matching funds is approved, the City will reimburse GSSA for the requested amount of$3,263. City of Southlake Values.- Integrity alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork Shana K. Yelverton, City Manager 4C - 2 Meeting Date — October 17, 2017 Page 2 of 4 $13,050 / 2 = $6,525 $6,525 / 2 = $3,263 Staff has reviewed the request from GSSA and recommends approval based on the request meeting the criteria designated within the SPDC Matching Funds Policy. The request was recommended for approval (5-0) by the Parks and Recreation Board on August 14, 2017. The Southlake Parks Development Corporation will consider a recommendation on October 17, 2017 prior to the City Council meeting. Financial Considerations: Grapevine Southlake Soccer Association has committed funds in the amount of $13,050 towards the total purchase and is seeking SPDC participation in the amount of$3,263. Funding for the request is available in the FY 2018 Matching Funds Budget. The current available balance is $264,588. If the SPDC Matching Funds request from Grapevine Southlake Soccer Association in the amount of $3,263 is approved, an unencumbered balance of $261,325 will remain in the Matching Funds Budget. Approved matching funds projects from 2013 to present include: • Southlake Carroll Lacrosse Association for up to $85,000 towards construction of a wall ball court at North Park (May 2017) • Southlake Girls Softball Association for up to $37,500 for improvements to the batting cages at Bob Jones Park (February 2017) • Southlake Cricket Club for $1,743 for cricket pitch at Bob Jones Park (December 2015) City of Southlake Values.- Integrity alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork Shana K. Yelverton, City Manager 4C - 3 Meeting Date — October 17, 2017 Page 3 of 4 • Miracle League of Southlake for $2,000 towards construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (October 2015) • Bob Jones Nature Center Organization for up to $50,000 towards development of a pollinator garden at the Bob Jones Nature Center & Preserve (November 2014) • Southlake Cricket Club for $6,916 towards the construction of the cricket pitch at Bob Jones Park (September 2014) • Miracle League of Southlake for $1 ,661 .60 towards construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (May 2014) • 2012/13 Leadership Southlake Class for up to $25,000 for signage at Bob Jones Nature Center & Preserve (April 2013) • Miracle League of Southlake for $10,250 towards construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (April 2013) Strategic Link: The matching funds request is linked to the City's Strategy Map related to the focus areas of Partnerships and Volunteerism and Performance Management & Service Delivery. The request also meets the corporate business objectives to collaborate with select partners to implement service solutions and invest to provide and maintain high quality public assets. Citizen Input/ Board Review: Parks & Recreation Board recommended approval (5-0) August 14, 2017 SPDC recommendation October 17, 2017 City Council consideration October 17, 2017 Legal Review: N/A City of Southlake Values.- Integrity alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork Shana K. Yelverton, City Manager 4C - 4 Meeting Date — October 17, 2017 Page 4 of 4 Alternatives: Alternatives include: • Approval of request as presented • Approval of request with modifications • Decision not to approve request Supporting Documents: • GSSA Matching Funds Application • USSF Standards Chart • Soccer Innovation Cost Estimate Staff Recommendation: City Council approval of the SPDC Matching Funds request from Grapevine Southlake Soccer Association in an amount not to exceed $3,263 for soccer goals at Bob Jones Park City of Southlake Values.- Integrity alues:Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork PROJECT MATCHING FUNDS REQUEST FORM 4C - 5 Project Name: Purchase of New Soccer Goals (Required per USSF Mandate) Contact Person: Dax Martin (Southlake Fields Commissioner, GSSA) Mailing Address: (for GSSA) 1001 W. Northwest Hwy, Suite D City: Grapevine State: TX Zip: 76051 Day Phone: 214-738-5421 Night Phone: 214-738-5421 Fax No: N/A Additional Contact Person: Melissa Edwards (President, GSSA) Day Phone: 214-232-2818 PROJECT DESCRIPTION: GSSA is required to purchase new soccer goals due to the USSF (United States Soccer Federation) Mandate. This mandate requires ALL club and recreation soccer associations in the US to have follow a set of standards for play that regulate, among other things, the sizes of the goals. All associations must fully implement these standards for play this fall (August 2017). This mandate requires that all U9-U12 play be conducted on fields outfitted with goals that measure 6.5x18.5. This is a size that neither Southlake Parks and Recreation or Grapevine Parks and Recreation have in their inventory. Therefore, GSSA must purchase 6 sets (or 12 total goals) of 6.5x18.5 goals. The mandate also changes format of play (how many players on the field) for many age divisions. This particular change will see an additional age group playing games on the fields outfitted with the 4x6 goals. With the addition of this age group playing on these fields, it is necessary to purchase 2 more sets (4 total goals) of 4x6 goals. GSSA has already received an estimate for the purchase of these goals (12 — 6.5x18.5 goals and 4 — 4x6 goals) and the total cost will be $13,049.92. Thankfully, Grapevine Parks and Recreation has already offered to pick-up the goals from the vendor,which will save us greatly on shipping and handling. Obviously, these newly purchased goals will be distributed across all the fields we have access to in both Southlake and Grapevine. Therefore, we are not requesting Matching Funds for the full expected cost of $13,049.92. Instead, we are asking for Matching Funds for half of the expected purchase price: $13,049.92/2 =$6,524.96 $6,524.96/2 =$3,262.48 Attached is the estimate from the goal vendor as well as a slide from the USSF mandate presentation regarding the new Standards Chart. Required Start Date: July 1, 2017 Project Completion Date: August 21,2017 Projected Cost: $13,049.92 Amount of Funds Requested: $3,262.48 Parks and Recreation—Project and Community Funds Matching Policy Page 3 of 3 N:lPolicies and ProceduresICS Dept Policies&Procedures JParks and Recreation Board(SPDC Matching Funds Request.DOC LO cuLo X �- m Ln co �- x r- cu Ln m Ln r L 7 CD ?� x I� xLO N CD LO ob X m m © 7r x a)Ln m >- m p Ltd } X C\j co co C Lo Cf © r- � c X h } N 0 in } N cnC] C Ln x > Lod ` 7 L cX a Lo Cv W co _ o - E e■ © d�> Cx Z Ln C Cf) o m [� X Ln `V C� 4-3 N > Eco O co d , mX LO L © r X z C E m f 0 co CY) LO 0 a m LU 0 w . O f- - C: o 3 o rr ■ E W � o �� U) — Soccer Innovations Estimate 3120 Towerwood Drive Date Estimate No. Dallas, TX 75234 6/5/2017 3302 Ship To Grapevine Southlake Soccer Association Grapevine,TX Customer Pickup Payment Method P.O. No. FOB Dallas Other Item Description Qty U/M Rate Total G-PP618 Premier Pro Goal 6x18: 6.5 x18 Premier 12 1,399.99 16,799.88T Pro Aluminum White Powder Coated Goal with built in net channel: (1 Goal, 1 Net, 1 Back Bar, 4 anchor nails, Channel Clips + Setup Instructions) G-A46 Premier Small Sided Goal 4x6: 1 1/2" 4 149.99 599.96T Round Aluminum Powder Coated Goal w/ White Net+ Carry Bag GA-PPWK Premier Pro Goal Wheel Kit (Set of Two) 6 0.01 0.06T Subtotal 17,399.90 Discount Discount -25.00% -4,349.98 Shipping and... Shipping and handling - Customer Pickup 0.00 0.00 Phone# Subtotal $13 049.92 vvww.soccerinnovations.com 877-757-9255 Sales Tax (0.0%) $0.00 Here is your Estimate! We look forward FEIN:20-1452248 to doing business with you! Total $13,049.92