2018-04-09 PB PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 5, 2018
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting – Monday, April 9, 2018 at 6:00 p.m.
The Park Board meeting will begin immediately at 6:00 p.m.
Please advise staff if you are not able to attend this meeting
(lcarpenter@ci.southlake.tx.us or 817.748.8184). Thank you.
REGULAR AGENDA
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Consent
A. Approve minutes from the joint work session of the City Council
subcommittee on Facility Utilization Agreements and Parks and
Recreation Board held February 12, 2018. Please make any
corrections to the minutes part of the motion for consideration.
B. Approve minutes from the regular Parks and Recreation Board
meeting held February 12, 2018. Please make any corrections to
the minutes part of the motion for consideration.
C. Absence of Parks and Recreation Board Members – There are no
absences to consider at this meeting; all were present at February
12, 2018 meetings. A copy of the Attendance Report is in your
packet.
D. Cancellation of the July 9, 2018 regular Parks & Recreation Board
meeting – The purpose of this item is for the Board to take action to
cancel the regular meeting in July 2018.
3. Agenda Item No. 3. Public Forum
This is the public's opportunity to address the Board about non -agenda
items. During Public Forum, the Board will not discuss or take action on
any item brought up at this time
Parks and Recreation Board
Meeting Date – April 9, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4. Agenda Item No. 4. Consider
A. Recommendation on renewal of the Southlake Tennis Center
Management Agreement – The current agreement between the City
of Southlake and Stephen and Mia Poorman (dba Roxy Tennis
LLC), was approved by City Council April 3, 2012, for management
of the tennis center for an initial term of Ap ril 6, 2012-December 31,
2015. The agreement included three (3) successive three-year
renewal options with City Council approval. The City exercised its
first renewal option on June 16, 2015, for a term of January 1, 2016 -
December 31, 2018. Staff recommends the second, 3-year renewal
option, for the term January 1, 2019 –December 31, 2021. The
agreement is included within your packet, and there are no
substantial changes or modifications to the agreement requested.
Staff recommends renewal of the agreement based on Roxy’s
performance in meeting the needs of the tennis community.
5. Agenda Item No. 5. Discussion
A. Southlake Tennis Center Standard Operating Procedures – The
purpose of this item is to present the Standard Operating
Procedures for the Southlake Tennis Center as recommended by
City staff and Roxy Tennis LLC. A copy is included in your packet.
B. Upcoming Parks & Recreation Events - This is a standing item on
the agenda to allow staff to update the Board about upcoming Parks
& Recreation activities and events. A copy of the Parks &
Recreation Events schedule is included in your packet.
C. Update on Revised Policy for the Provision of Athletic Facilities –
The purpose of this item is to update the Board on the Revised
Policy for the Provision of Athletic Facilities approved by City
Council on March 6, 2018. The revised Policy is included in your
packet.
OTHER ITEMS OF INTEREST
6. City Council Action – The following park and recreation-related action items
were considered by City Council at the March 6, March 20 and April 3,
2018 meetings.
Approved revisions to the Policy for the Provision of Athletic
Facilities
Denied request from Southlake Girls Lacrosse Association for a
Facilities Utilization Agreement
Parks and Recreation Board
Meeting Date – April 9, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
City Council agendas are posted on the City’s webpage 6pm the Friday
preceding the City Council meeting. You may sign up to receive a copy of
the agenda at “Notify Me” tab at http://www.cityofsouthlake.com/list.aspx.
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8203
Facsimile – (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker@ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson@ci.southlake.tx.us
Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham@ci.southlake.tx.us)
Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARK AND RECREATION BOARD MEETING
Monday, April 9, 2018
6:00 P.M.
LOCATION: Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas 76092
REGULAR AGENDA:
1. Call to Order
2. Consent
A. Approve minutes from the joint Work Session of the City Council
Subcommittee on Facility Utilization Agreements and Southlake Parks &
Recreation Board held February 12, 2018
B. Approve minutes from the regular Parks and Recreation Board meeting held
February 12, 2018
C. Absence of Parks and Recreation Board members
D. Cancellation of the July 9, 2018 regular Parks & Recreation Board meeting
3. Public Forum
4. Consider
A. Recommendation on renewal of the Southlake Tennis Center Management
Agreement
5. Discussion
A. Southlake Tennis Center Standard Operating Procedures
B. Upcoming Parks & Recreation Events
C. Update on Revised Policy for the Provision of Athletic Facilities
6. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, April 6, 2018 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code.
Carol Ann Borges, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, p lease advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
JOINT WORK SESSION OF THE CITY COUNCIL SUBCOMMITTEE ON FACILITY UTILIZATION
AGREEMENTS AND SOUTHLAKE PARKS & RECREATION BOARD: FEBRUARY 12, 2018
LOCATION: Southlake Town Hall, Executive Conference Room, Southlake, Texas
TIME: 5:00 p.m.
CITY COUNCIL SUBCOMMITTEE ON FACILITY UTLIZATION AGREEMENTS PRESENT: Mayor
Pro Tem Randy Williamson, Deputy Mayor Pro Tem Shawn McCaskill, and Councilmember Place 5
John Huffman
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman, Vice Chair
Frances Scharli, Secretary Lori Palmer; and Board Members Mitch Hill, Mike Pazera, and Paul
Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: City Manager Shana Yelverton, Director of Community Services Chris Tribble,
Deputy Director of Community Services Kate Meacham, Deputy Director of Community Services
Candice Edmondson, and Ryan McGrail, Recreation Manager
AGENDA
1. CALL TO ORDER
Mayor Pro Tem Randy Williamson called to order the joint meeting at 5:06 p.m.
The purpose of the discussion was to review the City’s existing Policy for the Provision of
Athletic Facilities for potential revisions to ensure the most appropriate and operationally
sustainable allocation of City-owned athletic facility assets. The feedback from the discussion
will be included in staff’s presentation of the Policy revisions to the City Council.
2. OVERVIEW: POLICY FOR THE PROVISION OF ATHLETIC FACILITIES
Director of Community Services Chris Tribble presented an overview of the Policy for the
Provision of Athletic Facilities and responded to questions.
3. DISCUSSION: KEY POLICY ISSUES AND POTENTIAL POLICY REVISIONS
Director of Community Services Chris Tribble presented key policy issues and potential policy
revisions for committee discussion and input. Based on input from the work session, staff will
work with the City Attorney to develop a final proposed revision for City Council consideration.
The following key policy questions were discussed:
Do we want more than one FUA partner per sport?
Do we want to identify the City’s partners within the policy?
What are the criteria used to determine who we offer a FUA?
o Southlake residents
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Minutes of the February 12, 2018 Joint Work Session with Council Subcommittee & Parks Board
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
o Prioritizes recreational play
o 501c3
o Adequate liability coverage for City
o Affiliation with Regional/State/National organization
o Board equally representative of all participants and levels of play
o Procedures in place for handling concerns from parents/players/coaches
o Adequate method of selecting coaches and evaluating background checks
City Manager Shana Yelverton presented suggestions and examples for the subcommittee to
consider to aid with the review of the Policy and governance of FUAs.
Following a lengthy discussion, there was clear consensus on the following points:
a) Only one (1) FUA per sport except in the case where there is a gender specific designation
within the sport
b) Programs must prioritize Southlake residents
c) Must make recreational level play a priority
d) Must provide liability coverage
e) Must maintain 501c3 status
f) Must be recognized by and affiliated with a regional, state, or national governing body
organization
g) It is the City’s expectation that…
Association board organization is representative of all ages and genders
Association board has procedures in place for handling program concerns
Association board has an adequate method for selecting coaches and evaluating
background checks
h) FUA applicants must certify that they meet the City’s qualifications, or explain why.
There was additional discussion on the following questions:
a) Under what conditions would the City terminate or not renew a FUA?
b) Will a FUA group have an opportunity to cure?
c) If there are 2 FUA applicants that meet the City’s criteria, how do we handle that?
d) Will the City authorize a temporary FUA to a petitioning group if they meet the criteria?
e) Is there room to accommodate more groups, and still maintain the integrity of our field
conditions?
4. ADJOURNMENT
Mayor Pro Tem Randy Williamson adjourned the joint meeting.
Randy Williamson, Mayor Pro Tem Tina Wasserman, Chairman
City Council Subcommittee on Parks & Recreation Board
Facilities Utilization Agreements
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Minutes of the February 12, 2018 Joint Work Session with Council Subcommittee & Parks Board
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
ATTEST:
_________________________________
Carol Ann Borges, TRMC Chris Tribble, Director
City Secretary Community Services Department
AN AUDIO RECORDING MAY BE AVAILABLE UPON REQUEST FROM THE OFFICE OF CITY
SECRETARY.
2A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARKS AND RECREATION BOARD MEETING: FEBRUARY 12, 2018
LOCATION: Southlake Town Hall, City Council Chambers, Southlake, Texas
TIME: 7:00 p.m. or immediately following Joint Work Session
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman,
Vice Chair Frances Scharli, Secretary Lori Palmer; and Board Members Mitch Hill, Mike
Pazera, Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of
Community Services Kate Meacham, Deputy Director of Community Services Candice
Edmondson, and Recreation Manager Ryan McGrail
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 7:19 p.m.
2. CONSENT AGENDA
2A. APPROVAL OF THE MINUTES FROM THE JANUARY 8, 2018 REGULAR THE PARKS AND
RECREATION BOARD MEETING
A correction was made to the meeting time.
2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board excused the absence of Park Board member Lori Palmer and Paul Venesky
from the January 8, 2018 meeting.
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
APPROVED
A motion was made to approve the Consent agenda including the correction to minutes
and absences as presented.
Motion: Scharli
Second: Hill
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
2B - 1
Minutes of the February 12, 2018 Parks Board Meeting
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 7:21 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
Agenda Item 5A, SPDC Matching Funds Request from Bob Jones Nature Center Organization,
was considered next, out of the regular agenda sequence. See Item 5A for comments and
action.
4. REPORTS
Deputy Director Candice Edmondson highlighted statistical information for Dragon
Youth Football Association, Grapevine Southlake Soccer Association, Miracle League
of Southlake, Southlake Girls Softball Association, Dragon Youth Baseball Association
and Southlake Carroll Lacrosse Association and responded to questions. Dashboard
reports were provided in the meeting packet.
The following representatives from Southlake’s youth athletic associations addressed
the Board and responded to questions concerning their organization’s Dashboard
report.
Robert Ladd, Dragon Youth Football Association representative, 4015 Via Vista,
Southlake.
David Cerami, Grapevine-Southlake Soccer Association representative, 111 Sam Bass
Ridge Road, Southlake.
Brett Orr, Southlake Girls Softball Association representative, 415 White Chapel Downs
Drive, Southlake.
Nick Smith, Dragon Youth Baseball Association representative, 701 Chaucer, Southlake
Deputy Director Candice Edmondson was available to answer questions concerning
Miracle League Southlake and the Southlake Carroll Lacrosse Association in the
absence of representatives.
Many of the associations’ comments addressed issues concerning meeting the deadline
for submission of schedules to the City.
The Board made several recommendations concerning the dashboard reports, including
possible adjustment to the Facilities Utilization Agreement regarding submission of
2B - 2
Minutes of the February 12, 2018 Parks Board Meeting
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
schedules as needed; notation concerning grouping of players versus listing the number
of teams in the lacrosse dashboard report; and recording of historical data of
participation by gender and age in the reports.
The next athletic association Dashboard reports will be presented at the September
2018 meeting.
5. CONSIDER
5A. RECOMMENDATION ON A SOUTHLAKE PARKES DEVELOPMENT
CORPORATION MATCHING FUNDS REQUEST FROM THE BOB JONES NATURE
CENTER ORGANIZATION FOR THE DEVELOPMENT OF A NATURE
PLAYGROUND AT THE BOB JONES NATURE CENTER & PRESERVE
Director Chris Tribble presented the matching funds request from the Bob Jones Nature
Center organization to develop a nature playground at Bob Jones Nature Center and
responded to questions.
Lori Higgins, Executive Director, Bob Jones Nature Center, was present in support of
the matching funds request.
APPROVED
A motion was made to recommend approval of the SPDC matching funds request for
the development of a nature playground at the Bob Jones Nature Center.
Motion: Scharli
Second: Venesky
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
5B. CONSIDER RESCHEDULING THE REGULAR MARCH 2018 MEETING TO MARCH
5, 2018
Director Chris Tribble presented Item 5B and the Board discussed moving the regular
meeting to March 5, 2018 at 6:00 p.m.
APPROVED
A motion was made to move the March 12th Park Board meeting to March 5, 2018.
Motion: Scharli
Second: Hill
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
2B - 3
Minutes of the February 12, 2018 Parks Board Meeting
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
6. DISCUSSION
6A. PARKS & RECREATION UPDATE
Deputy Director of Community Services Kate Meacham presented the Parks &
Recreation activities and events report.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 8:19 p.m.
Motion: Scharli
Second: Pazera
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
Tina Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
A video recording of this meeting may be viewed at www.CityofSouthlake.com/VideoOnDemand or an audio recording may be
available upon request from the Office of City Secretary.
2B - 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 5, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Absence of Parks and Recreation Board Member(s) – Standing Agenda Item
Action Requested: No action required as all Park Board members were present at the
February 12, 2018 joint and regular meetings. The March Park Board
meeting was canceled.
Background
Information: The “Absence Policy for Parks and Recreation Board” adopted July 12,
2004 and revised March 2, 2010, provides a mechanism for consideration
of absences of Board members from regular or special Park Board
meetings. This item is listed as a standing item on meeting agendas.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: City Council approved the Policy Ordinance Review Committee (P.O.R.C.)
revisions to the Parks and Recreation Board Absence Policy March 2, 2010
Park Board approved the Absence Policy at the July 12, 2004 meeting.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: No action required as all members present at the February meetings.
2C - 1
2018
10/8/18 11/12/18 12/10/18
1 Vacant a a 0 100%1.45 2018 67%
2 Tina Wasserman a a 0 100%1.45
3 Frances Scharli a a 0 100%1.45
4 Lori Palmer r a 0 50%1
5 Mitch Hill a a 0 100%1.45
6 Mike Pazera a a 0 100%1.45
7 Paul Venesky r a 0 50%1
67%100%0 a In attendance
Total Hrs Per Month 0.45 1 0 r Not in attendance, no substitute
m Substitute in attendance
2/12/18 A joint work session with City Council subcommittee on FUAs and Park Board met prior to the regular Park Board meeting.n Vacant position
0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
8/13/18 9/10/18
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
Park and Recreation Board Attendance Report
Place Name 1/8/18 2/12/18 3/12/18 4/9/18 5/14/18 6/11/18 7/9/18
2C - 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 4, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on renewal of the Southlake Tennis Center
Management Agreement
________________________________________________________________
Action
Requested: Park Board recommendation on a renewal of the Southlake Tennis
Center Management Agreement with Stephen and Mia Poorman
(dba Roxy Tennis LLC)
Background
Information: The current agreement between the City of Southlake and Stephen
and Mia Poorman (dba Roxy Tennis LLC), was approved by City
Council April 3, 2012, for management of the tennis center for an
initial term that expired December 31, 2015. The agreement
included three (3) successive three-year renewal options with City
Council approval. In June 2015, City Council opted to renew the
agreement for the first, 3-year renewal term, set to expire
December 31, 2018.
The proposed renewal is for a three (3) year term, January 1,
2019—December 31, 2021, and would be the second renewal
option. There have been no substantial changes or modifications to
the agreement requested.
Based on the performance of Roxy Tennis, LLC throughout the
existing agreement, staff recommends the renewal of the
agreement for the management of the tennis center and to provide
tennis services to the community.
A copy of the proposed Southlake Tennis Center Management
Agreement is attached for Board consideration. A copy of the
current tennis center dashboard report is also included for your
information.
Financial
Considerations: The Contractor is responsible for all staffing, equipment, supplies,
telephone, food & beverage, and retail inventory costs. The
Contractor pays the City 20% of gross revenue for leagues and
4A - 1
Park & Recreation Board
Meeting Date – April 9, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
25% of gross revenue for tournament play (approximately $21,000
annually). In no event will the annual payment to the City be less
than $15,000.
Strategic Link: This item is linked to the City’s Strategy Map related to the focus
area of Performance Management and Service Delivery and meets
the Corporate Objectives to Collaborate with Select Partners to
Implement Service Solutions.
Citizen Input/
Board Review: Parks & Recreation Board recommendation April 9, 2018
City Council consideration April 17, 2018
Legal Review: City Attorney reviewed previous agreement.
Alternatives: Recommendation to renew the Southlake Tennis Center
Management Contract with Roxy Tennis, LLC
Recommendation not to renew the Southlake Tennis Center
Management Contract with Roxy Tennis, LLC
Supporting
Documents: Proposed renewal agreement
Southlake Tennis Center Dashboard Report
Staff
Recommendation: Staff recommends approval of the renewal of the Southlake Tennis
Center Management Agreement with Roxy Tennis, LLC, for the
term January 1, 2019–December 31, 2021.
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Month Score Met Standard FY2017 NPS Score # of Complaints Met Standard Year Total % Change
October AY e s 2016 43 3 No FY2016 $18,147.15
November AY e s 2017 100 2 Yes FY2017 $7,000.75 ‐61%
December AY e s 2018 N/A N/A N/A FY2018 $0.00 N/A
January AY e s Total 143 5T o t a l$25,147.90
February AY e s Average 47.67 2.50 Average $8,382.63
March AYes
April AYes
May AYes Year Youth Adult Total Participants % Change
June AY e s FY2016 2,176 8,403 10,579
July AY e s FY2017 1,727 8,087 9,814 ‐7.20%
August AY e s FY2018 (YTD)455 1,021 1,476 N/A
September AYes Total 4,358 17,511 21,869
Total A Yes Average 1,452.67 5,837.00 7,289.67
Average A Yes
Variations: Only 2 responses for 2017 NPS v. 14 responses for 2016. The City issued a variance to Roxy Tennis LLC beginning in Fall 2016 to stop payments throughout construction.
Southlake Tennis Center Dashboard ‐ FY2018
Customer Satisfaction
Total Participants
Cleanliness of Facility Fees Collected By City
1729
4127
1312
3411
1577
3976
1137
3124
1152
0
500
1000
1500
2000
2500
3000
3500
4000
4500
Oct ‐ Dec Jan ‐ Mar Apr ‐ June July ‐ Sept
To
t
a
l
Nu
m
b
e
r
of
Pa
r
t
i
c
i
p
a
n
t
s
FY2016
FY2017
FY2018
75
88
146
80
66
0 2 04 06 08 0 1 0 0 1 2 0 1 4 0 1 6 0
4‐6 yrs
7‐8 yrs
9‐10 yrs
11‐12 yrs
12+
Ag
e
Ra
n
g
e
Participation by Age
598 576 593
2928 2974
432 368
2925
2756
166 164 104 101 77 62 76 131 84270286324203 224 232 218 355 284
0
500
1000
1500
2000
2500
3000
3500
Oct‐Dec 2015 Oct‐Dec 2016 Oct‐Dec 2017 Jan‐Mar 2016 Jan‐Mar 2017 Jan‐Mar 2018 Apr‐June 2016 Apr‐June 2017 Apr‐June 2018 July‐Sept 2016 July‐Sept 2017 July‐Sept 2018
Ad
u
l
t
Pa
r
t
i
c
i
p
a
t
i
o
n
Team Leagues STC Leagues Adult Drills
895
586
695701
475
551 455
0
100
200
300
400
500
600
700
800
900
1000
January‐May June‐August September‐December
Yo
u
t
h
Pa
r
t
i
c
i
p
a
t
i
o
n
FY2016
FY2017
FY2018
19
14
19
2
11
0
2
4
6
8
10
12
14
16
18
20
FY2016 FY2017 FY2018
To
u
r
n
a
m
e
n
t
s
Youth
Adult
4A - 27
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 4, 2018
To: Parks and Recreation Board
From: Chris Tribble, Director of Community Services
Subject: Southlake Tennis Center Standard Operating Procedures
Action
Requested: Park Board discussion on Southlake Tennis Standard Operating
Procedures
Background
Information: Renewal of the Southlake Tennis Center Management Agreement
between the City and Stephen and Mia Poorman is on the agenda
for City Council consideration April 17, 2018. Timing of the renewal
coincides with completion of the new Southlake Tennis Center
facility. With the renewal currently being considered and the new
tennis facility soon to be operational, it is appropriate to review
existing standard operating procedures for the use and
management of the tennis facility, and make revisions and/or
initiate new operating procedures.
The purpose of this item is for staff to present the general Standard
Operating Procedures (SOP) for the Southlake Tennis Center.
The scope of the SOP includes schedule of operations, facility
usage fees, reservations, league scheduling, after hours court
usage and reporting. The SOP ensures the most appropriate and
operationally sustainable use and management of City resources.
The SOP has been developed by and recommended by City staff
and Roxy Tennis LLC. A copy of the SOP is included with the
memo.
Department SOPs are approved by administrative action and do
not require Park Board or City Council approval; however, a copy is
provided for informational use and feedback.
Financial
Considerations: N/A
5A - 1
Parks and Recreation Board
Meeting Date – April 9, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: This item is linked to the City’s Strategy Map related the focus
areas of Performance Management & Service Delivery and meets
the corporate objectives to Provide high quality services through
sustainable business practices, and to Enhance service delivery
through continual process improvement.
Citizen Input/
Board Review: Park and Recreation Board presentation and feedback April 9,
2018
City Council information April 17, 2018
Administrative Approval April 18, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: Southlake Tennis Center Standard Operating Procedures
Recommendation: No recommendation needed.
5A - 2
Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER TS-001
SUBJECT: GENERAL PROCEDURES PAGE 1 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
APPLICABILITY:
The policies and procedures shall be followed by the CONTRACTOR and its employees
and sub-contractors, CITY employees, patrons, and spectators utilizing the Southlake
Tennis Center.
PURPOSE:
To establish procedures and policies to govern the operations of the Southlake Tennis
Center, which includes the facility building and 19 tennis courts, and the two (2) open
courts located in the northeast section of Bicentennial Park, adjacent to the water tower.
DEFINITIONS:
FACILITY – Southlake Tennis Center located at 450 W Southlake Blvd., Southlake, TX
BICENTENNIAL PARK COURTS - Two (2) open courts located in the northeast section
of Bicentennial Park, adjacent to the water tower.
PROCEDURE:
Bicentennial Park Courts
Schedule of Operations:
The two courts shall be made available per the following schedule:
1. Monday through Friday, 9:00 am to 1:00 pm - the courts shall be made available
to the CONTRACTOR for exclusive use. On occasion, CITY may make these
courts available to CONTRACTOR for tournaments or special events.
2. During the hours specified in (1) above, if the courts are not being used by the
CONTRACTOR, and at all other times, these two courts are available to the
general public at no charge on a first come, first served basis. No reservations
will be taken or accepted.
3. The CITY shall post signage that outlines the use of these courts, including a
maximum time of use when players are waiting.
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STANDARD OPERATING PROCEDURE (SOP)
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PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
4. Court lights shall be turned off by 10:30 pm each night.
Facility Usage Fees:
1. No fees shall be assessed to the general public for using these courts for open
play during the times not specified for use by CONTRACTOR.
2. All persons shall be prohibited from using these courts to conduct fee based
lessons, drills, camps, etc. unless they are associated with CONTRACTOR.
3. The CITY will make a good faith effort to police the courts for unauthorized use.
The CONTRACTOR will make the CITY aware of issues as they are presented.
Southlake Tennis Center
Schedule of Operations:
The Southlake Tennis Center shall be operational seven (7) days a week, except during
inclement weather and the following holidays: New Year’s Day, Easter, Thanksgiving
Day, Christmas Eve, Christmas Day, and New Year’s Eve. All other closures must be
mutually agreed upon between the CONTRACTOR and CITY.
1. CONTRACTOR will maintain hours of operation as approved in writing by the
CITY.
2. CONTRACTOR shall not stay open past 10:00 pm on any day. CONTRACTOR
will be permitted to close or partially close the facility for inclement weather (on-
going rain or snow, temperatures below 40 F or approaching severe weather)
with appropriate notice given to the CITY. The CITY reserves the right to
approve the closing of the facility at all other times deemed necessary.
3. Court lights shall be turned off no later than 10:30 pm each night. The Tennis
Center CONTRACTOR is responsible for the judicious use of the court lights,
insuring that they are not unnecessarily used.
4. CONTRACTOR will maintain guaranteed hours of operation for enclosed courts
for public use outside of programming hours during the school year of 4:30 –
7:00p and during summer of 9:00a – 12:00p and 6:00 – 7:00p. During program
hours individuals may be placed on a waitlist and notified of if a court becomes
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available. A disclaimer will be presented to all individuals booking the enclosed
courts at time of purchase regarding preference to programs during those hours.
Facility Usage Fees:
1. If established, annual membership less shall be set by the CITY in the City Fee
Schedule. Membership categories may include Family, Senior, Adult, and Youth
along with resident and non-resident categories.
2. All fees will be set in the City Fee Schedule with the exception of food, beverage,
and merchandise and will be set by the CONTRACTOR. All fees set by the
CONTRACTOR shall be competitive to fees charged at other public tennis
facilities in the region.
3. A session for all play shall consist of a reservation for up to 2 hours. The full
amount is charged regardless of the amount of time played. Court fees will be
refunded if weather prohibits play for less than 1 hour.
4. A refund of court fees will be given if the court is deemed unplayable within an
hour of play due to weather. If more than one hour has been used, the court fee
is not refunded.
Reservations:
1. A minimum number of tennis courts will be available for reservations or walk-on
open play at all times, except during league play, junior development classes, or
sanctioned tournaments, as stipulated in the management agreement between
the CITY and the CONTRACTOR.
2. No more than five (5) tournaments per year that utilize the entire facility for the
duration of the event may be scheduled at the Tennis Center. No more than two
(2) tournaments may be scheduled in any one month, regardless of size.
3. The CONTRACTOR shall be responsible for scheduling and assigning courts for
activities and events.
4. Each individual may reserve one (1) open play court session per week. This
does not apply to leagues, tournaments, or lessons.
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5. Court reservations shall be available by phone on a first come, first served basis.
a. Residents may book courts up to 7 days in advance. Only one court can
be booked per reservation.
b. Non-Residents may book courts up to 48 hours in advance. Only one
court can be booked per reservation.
c. In both cases, a second session may not be scheduled until the first
session within that week has been completed.
6. Players must wait until no more than 10 minutes prior to their court time to start
play on the court if the court is vacant.
7. Players who start more than 15 minutes prior to their court time or stay more than
15 minutes after their start time will be assessed an additional court fee.
8. Players with league reservations may start their warm up no more than 30
minutes prior to the start of their matches, provided courts are available. The
Tennis Center does not guarantee that courts will be available for warm up prior
to league matches.
9. Players who cancel their court reservation within 24 hours of play will be
assessed a court fee, unless the cancellation is the result of unplayable
conditions.
10. The courts may be in full use at any given time, provided the minimum numbers
of courts stipulated in the management agreement are available for open play.
League Scheduling
The CONTRACTOR has the responsibility to decide which team leagues can be hosted
at the facility and which leagues will be supported by the facility. Consideration will be
given to the required number of courts available for reservations, and other tennis
programming, such as lessons, camps, etc.
1. Team captains must reserve a team slot every season prior to being approved
for league play.
2. Teams are given slots provided they meet the following criteria:
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a. The team captain requests a team slot by the deadline established for
each league season. The deadline will be posted in the Tennis Center,
online, and by email.
b. The team played in the previous season of that league.
c. 50% of the team is made up of returning members.
3. Team captains are required to submit a copy of the team roster no later than the
final date to register their team with the league. The roster will contain the name,
address, phone number and email of each player.
4. A new roster must be submitted every season prior to the start of league play.
5. When there is a team waiting list, teams are required to consist of no less than
50% Southlake residents to play for that season.
a. The team must remain at 50% for the entire season unless the Captain
can establish an exception, such as a season ending injury or move.
b. Southlake residents must play in at least two matches per season to meet
the residency requirement.
c. Players must be a Southlake resident. A resident is defined as an
individual who resides in the City of Southlake. Individuals must show
proof of residency through a valid Texas Driver’s License or Texas
Identification Card, current utility bill, or another acceptable form of
identification as deemed by the City of Southlake.
6. Team league fees for the entire season are due no later than the first match day
of the season, regardless of when the team has their first home match. Team
league fees that are paid more than one week after the season has started will
incur a late fee of $25.00.
7. An individual team may have no more than two slots per season while teams are
on a waiting list. A team is considered the same team if more than 50% of the
players are the same, regardless of the team captain.
8. League court fees are not refundable due to weather or cancellation. Every effort
will be made to find courts for make-up matches.
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9. Once a match has been rescheduled, the reservation cannot be cancelled
without additional court fees being assessed, since the courts have been blocked
out and other teams may have wanted the courts at that time. Rescheduled
matches that are rained out will be rescheduled again without charge.
After Hours Free Play Courts
Courts 16-18 have been double gated to allow players to use these courts during the
hours the facility is closed.
1. The CONTRACTOR will switch the lock on the gate no later than 15 minutes
after the established closing time.
2. The CONTRACTOR reserves the right not to open the gate for after-hours free
play when a major tournament or event, which will be using these courts, is
scheduled to start at 8:00 am the following morning. The specific dates will be
given to the CITY at least one week prior.
3. The CONTRACTOR reserves the right not to open the gates when inclement
weather has closed the facility.
Reports
1. The CITY reserves the right to ask for a review of the CONTRACTOR
management information, including activities, participation levels, finances, policy
recommendations as determined by the management contract.
2. The CONTRACTOR shall keep the CITY staff fully informed of all pertinent
CONTRACTOR management activities and operations.
3. Additional reports may be required with adequate notice.
Approved: ______________________________________ Date: ___________
Director Name, Title
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Name of Event Hosting Organization Type of Event Start Date End Date Times Location
Run4Elise Swim4Elise 5K Sat. April 7 Sat. April 7 8:30am Gateway Church
Masterworks Concert City of Southlake Community event Sat. April 14 Sat. April 14 7:00-8:30pm Town Square
Art in the Square Southlake Women's Club Art Festival Fri. April 27 Sun. April 29 Town Square
National Day of Prayer Southlake Baptist, Gateway, other Southlake churches Community event Wed. May 3 Wed. May 3 TBD Rustin Pavilion
Movies at The Marq City of Southlake Community event Fri. May 11 Fri. May 11 8:00pm Aria Amphitheater
Young Life 5K Southlake Young Life 5K Sat. May 12 Sat. May 12 8:30am Dragon Stadium
Masterworks Concert City of Southlake Community event Sat. May 19 Sat. May 19 7:00-8:30pm Aria Amphitheater
Movies at The Marq City of Southlake Community event Fri. May 25 Fri. May 25 8:00pm Aria Amphitheater
Summer Kickoff City of Southlake Community event Sat. June 2 Sat. June 2 10:00am-12:00pm Bicentennial Park
Masterworks Concert City of Southlake Community event Sat. June 2 Sat. June 2 7:00-8:30pm Town Square
Movies at The Marq City of Southlake Community event Fri. Jun 8 Fri. Jun 8 8:00pm Aria Amphitheater
Masterworks Concert City of Southlake Community event Sat. June 16 Sat. June 16 7:00-8:30pm Town Square
Movies at The Marq City of Southlake Community event Fri. June 22 Fri. June 22 8:00pm Aria Amphitheater
Stars & Stripes City of Southlake Community event Tues. July 3 Tues. July 3 6:00-11:00pm Town Square
Masterworks Concert City of Southlake Community event Sat. July 21 Sat. July 21 7:00-8:30pm Aria Amphitheater
Upcoming Events Schedule 2018
4/5/2018
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City of Southlake
Policies and Procedures
Policy: Policy for the Provision of Athletic Facilities
Source: City Council
Category: Community Services Department
I. Guiding Principles
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.
We do this by adhering to the City’s Strategy Map which focuses on Safety & Security,
Infrastructure, Mobility, Quality Development, Partnerships & Volunteerism, and Performance
Management & Service Delivery.
The Southlake City Council has adopted this Policy for the Provision of Athletic Facilities to
ensure the most appropriate and operationally sustainable allocation of the City owned athletic
facility assets.
The policy will guide the management and provision of the City’s athletic facilities (excluding
those at The Marq Southlake and the Southlake Tennis Center).
II. Management
The Department of Community Services is charged with overseeing all aspects of the City’s
Park and Recreation system, including the management and allocation of all athletic facilities as
per this policy to ensure we are Serving Our Customers, Managing the Business and Providing
Financial Stewardship of these City owned assets.
The Department has developed the following objectives to guide its business operations related
to the management of the park and recreation system.
• Ensure a safe and secure parks and recreation system for customers
• Develop and maintain outstanding parks, community facilities & public spaces
• Provide meaningful opportunities for volunteer involvement
• Deliver exceptional customer service
• Promote lifelong learning & active lifestyles through high quality facilities, programs & events
• Enhance customer engagement by providing strategic messaging for community facilities,
programs & events
• Collaborate with select partners to implement service solutions
• Partner with community stakeholders to identify & implement needs of the community
• Enhance resident quality of life & business vitality through tourism
• Enhance service delivery through process development and continual process improvement
• Provide high value services through efficient management of resources
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• Provide and maintain high quality parks and community facilities within budget
• Ensure the cost effective and efficient investment of taxpayer dollars on infrastructure
• Improve quality of life through progressive implementation of Southlake’s Comprehensive
Plan recommendations.
III. Athletic Field Allocations
With the ongoing development of the park system, the City Council has made it a priority to
ensure a full range of athletic opportunities are available to Southlake citizens.
The City directly manages several year-round athletic programs in-house, but also partners with
local, volunteer managed athletic associations to offer several other year-round athletic
programs. These partnerships are authorized by the City Council through a Parks Facility
Utilization Agreement (FUA).
An FUA is an agreement between the City and an athletic association that desires to lease the
City’s athletic facilities to provide an athletic program for the recreation, use, benefit, and
enjoyment of Southlake residents and the general public.
The City Council determines who the City will lease its athletic facilities to, and will make final
decisions on the authorization and termination of all FUA’s at their discretion.
The following is a guideline and list of criteria developed by the City Council to assist them in
making their determination when considering the eligibility of a potential FUA partner.
• The City will authorize only one FUA per sport except in the case where there is a
gender specific designation with the sport.
• The program must prioritize Southlake residents.
• The program must make recreational level play a priority.
• Clubs, academies, select programs, independent teams, etc., will not be considered.
• The program must be recognized by and affiliated with a regional, state or national
sanctioning body organization.
• The program must provide and maintain liability insurance coverage naming the City as
additionally insured.
• The program must prove and maintain 501c3 status.
• The program’s board must be representative of all ages and genders.
• The program’s board must have procedures in place for handling program concerns.
• The program’s board must have an adequate method for selecting coaches and
evaluating coaches background checks.
• By signing the FUA, the program certifies that it meets these qualifications.
The City’s goal is to provide outstanding athletic fields, which meet the Southlake standard, for
the uses detailed below in priority order:
1. Recreational level league games, practices and league tournaments offered by the City and
approved athletic associations, where the teams are primarily made up of Southlake
residents (Seasonal field allocations will be prioritized based on the primary season for
each sport – see below)
2. Non-organized field/court usage (i.e., open play) on a first-come, first-served basis by
Southlake residents (on fields that are not locked or closed for maintenance)
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3. Higher level (i.e., select level) league games and practices offered by the City, approved
athletic associations and the CISD, once the needs at the recreational level are met. Priority
will be given to higher level teams primarily made up of Southlake residents over teams that
are not (Seasonal field allocations will be prioritized based on the primary season for each
sport – see below)
4. Field/court rentals by Southlake residents for exclusive personal use (no organized team
use)
5. Field/court rentals by Southlake businesses & non-profits for infrequent use (such as for a
corporate or church event, fee based sports clinics, etc.)
6. Tournament play (see Tournament section below)
7. Field/court rentals by non-Southlake residents for exclusive personal use (no organized
team use)
8. Field/court rentals by non-Southlake businesses & non-profits for infrequent use (such as for
a corporate or church event, fee based sports clinics, etc.)
To ensure athletic fields are maintained to the Southlake standard, the City designates fields as
either Game Fields or Practice Fields. Game Fields are designated for City managed or
approved athletic association league games and tournament play. Practice Fields are
designated for City managed or approved athletic association league practices and
scrimmages.
Seasonal field allocations will be prioritized based on the primary season (i.e., when sanctioned
league games are played) for each sport. Primary seasons for each sport are as follows:
Spring Baseball, City Flag Football, Lacrosse, Soccer and Softball
Summer Softball
Fall Baseball, City Flag Football, Football, Soccer and Softball
The City reserves the right to allocate the usage of all City owned fields for City programs and
for approved athletic association programs as deemed appropriate by the Director of
Community Services. The City will have priority for any City event.
The City does not allocate, nor rent athletic fields or athletic courts for organized team use;
unless the team is officially registered in either a City managed athletic program or an approved
athletic association program.
In addition to the game fields the City allocates for approved athletic association league games,
the City also allocates the required number of practice fields to meet the athletic association’s
program needs for practices each season.
The athletic association may distribute the total hours of practice space allocated as they see fit
to meet the needs of their program (i.e., the athletic association determines how many hours per
week their participants practice, not the City).
To maximize the use of each athletic facility, the total hours of practice space allocated is based
on the number of teams registered per season the previous year. The allocation may be
adjusted to accommodate any increase or decrease in league participation for the current
season.
To develop the total number of practices hours allocated, the City, in utilizing the recent field
requirements of the approved athletic associations as a guide, has developed the following
formula to calculate the total hours of practice space allocated to each association seasonally.
The formula is consistent with the National Standards for Youth Sports as recommended by the
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National Alliance for Youth Sports organization. Three (3) hours of practice space, per team, per
week for youth (10 & under), and six (6) hours of practice space, per team, per week for middle
school aged (11 & up). The City will allocate an additional 10% of practice space, beyond the
number of hours of practice space per team, per week, to account for potential field closures
related to inclement weather.
The City will make the allocations no less than thirty (30) days prior to the start of practices for
each season. The allocations will be specific to the park, complex, field, day and time.
The athletic association will only have access to the specific fields allocated and only on the
days and times allocated.
Athletic facilities may only be used by the approved athletic associations during the following
days and times for season practices and games.
DAY BEGIN END
Sunday 12:00PM 10:00PM
Mon – Thurs 4:00PM 10:00PM
Friday 4:00PM 11:00PM
Saturday 8:00AM 11:00PM
Exception: Field use at North Park shall cease by 9:00PM daily (Sunday – Saturday)
The athletic association is responsible for turning off all field lights when no longer in use each
day. The City will set field lights to automatically turn off thirty (30) minutes after each day’s end
time.
IV. Communication
In working with the City’s approved athletic association programs, the Department of
Community Services shall:
• Provide board member orientation on an annual basis for all athletic association board
members/representatives
• Meet with key athletic association board members/representatives at least one month prior
to each season to discuss the details and logistics for the upcoming season
• Meet with key athletic association board members/representatives as needed throughout
the year
• Provide, manage and monitor the City’s athleticfields@ci.southlake.tx.us email for all
communications related to field scheduling
In working with the City, the City’s approved athletic association programs shall:
• Designate one (1) person as the association’s field manager that will serve as the one (1)
point of contact for all day-to-day communications related to field usage, scheduling and
maintenance requests
• Submit season start and end dates no less than one (1) month prior to the beginning of each
season to the City via email athleticfields@ci.southlake.tx.us
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• Submit a complete schedule for practices/scrimmages and games (field number, age group,
dates, times) no less than one (1) week prior to the beginning of the season to the City via
email athleticfields@ci.southlake.tx.us in the format designated by the City
• Submit requests to reschedule games no less than one (1) business day in advance to the
City via email athleticfields@ci.southlake.tx.us (Note: All requests to reschedule games
must be approved by the City). Requests not received prior to one (1) business day will not
be honored
• Submit requests to reschedule games that require the reconfiguration/restriping of fields at
least three (3) business days in advance to the City via email
athleticfields@ci.southlake.tx.us
• Schedule all necessary sports field lights for practices/scrimmages and games by using the
Musco Control-Link password assigned to the field manager
• Submit the names, addresses, e-mail addresses and phone numbers of all officers and
board members no less than two (2) weeks after election or appointment
• Submit field maintenance fee payment with rosters of all participants including name, age,
gender, residency, league played in (Recreational or Select), and all other information
requested to complete seasonal report no less than two (2) weeks after the season
• The athletic association president or board representative shall attend one Parks &
Recreation Board meeting annually for the purpose of making a presentation addressing the
state of the athletic association and to discuss any other items related to the program
V. Field Care & Maintenance
In maintaining and preparing fields for play, the City shall:
• Ensure all parks and athletic facilities are safe, available and ready for play based on the
approved schedules submitted by the associations
• Provide & maintain all area and athletic field/court lighting systems
• Maintain the restrooms in a safe and sanitary condition
• Be responsible for the operation and maintenance of the irrigation system
• Provide electrical power for the operation of the scoreboards
• Maintain/repair the scoreboards
• Perform all turf maintenance
o Mowing
o Fertilization
o weed control/herbicide spraying
may require up to 24 hours field closure
City will give a 48 hour notice
City will not close a field with a scheduled game
• Prepare game fields for games Monday through Friday; including painting/chalking all field
lines, as necessary for regularly scheduled and properly rescheduled games. (Note: Fields
will not be prepared for any game(s) that are not on the City approved schedule.)
• Provide contract porter services on weekends. The porter service schedule will be set as
deemed appropriate by the Parks Manager or designee. The porter service will be limited to
cleaning restrooms and the removal of full trash bags from the trash receptacles as needed.
• Provide litter collection
• Perform all clay and turf maintenance to include adding clay, clay renovation, and cutting
infield arcs and base paths
• Provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed
necessary
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• Maintain all back-stops, fences, gates, dugouts and bleachers in a safe and secure
condition
• Provide and install field equipment (bases, pitching rubbers, goals, etc.)
Authorized users shall:
• Be responsible for daily policing of all litter at the facility to include playing areas, dugouts,
fences, backstops, bleachers, concession stands and adjacent grounds
• Place all litter in the bins, cans, and receptacles provided by the City. Note: If within the
City’s judgment, the authorized user does not comply with litter collection, a notification letter
will be issued by the City requesting immediate compliance. Further non-compliance will
result in a fee of $35.00 per hour/per staff member for litter clean up
• Be prohibited from performing any maintenance to any City property
• Secure the facility when leaving (lock storage rooms, lock concession stands, secure
scoreboard controllers, lock all field gates and building doors, turn off all field lights, interior
building lights, and pavilion lights)
• Be appropriately trained by City staff on the use of any field prep supplies and hand
equipment if the association desires to prep fields more frequently than what is provided by
the City
VI. Field Closures
Athletic fields will be closed to allow for the ongoing maintenance required to provide athletic
fields that meet the Southlake standard.
• All athletic fields are closed during the months of December & January
• All athletic fields will be closed for twelve (12) consecutive days during the City’s
maintenance periods in June
o The City will attempt to rotate fields and split maintenance on fields in an effort to keep
half of the fields open for practices
o Maintenance during this period includes:
Mowing/Verti-cutting as necessary (if heavy buildup of thatch)
Aeration / Top dressing / Fertilization of fields
Over-seeding/sod replacement in heavy wear spots (City to determine which
fields one (1) month prior. Requires 10-20 days for seed germination or time for
sod to take root)
Watering time needed to water in fertilizer and keep any seed or sod moist to
allow for germination and to take root
Infield and complex maintenance
• Heavy use rectangular athletic fields (football/lacrosse/soccer) will be closed for two (2)
weeks in September/October to allow for overseeding with rye grass
o Depending on the weather, the City will make every possible effort to work with
authorized users to schedule the overseeding around game schedules
Athletic fields may also be closed due to inclement weather and/or safety concerns. Field
closures due to inclement weather may be necessary if it is raining at game/practice time, if the
fields/courts are too wet, and/or in the interest of participant safety and/or preservation of good
playing surfaces. The procedures for inclement weather field closures are as follows:
• Weekdays
o Inspect athletic fields by 3:00PM
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o Make a decision based upon field condition or weather
o List any closings on the City Field Closure Line (817) 748-8028 by 4:00PM
o The website www.teamsideline.com/southlake is updated Monday through Friday by
4:00PM
o The Parks Manager or designee will have the final responsibility for canceling games
with regards to field conditions for weekday games
o If the conditions are marginal, the field information may include a notice that such
conditions are subject to change with an updated notification by 4:00PM
o After games have begun and inclement weather becomes a factor, association officials
shall follow the same guidelines as City staff for deciding cancellation or postponement
• Weekends
o If a final decision for the weekend is not possible at 3:00PM Friday, the Parks Manager
or designee familiar with the athletic fields will monitor the weather and field conditions
throughout the weekend and make decisions on field closure as needed
o Inspect Athletic Fields by 7:00AM on Saturday and Sunday (Note: Every effort will be
made to ensure all fields are inspected by 7:00AM, however, due to the number of fields
it may take longer depending on the specific situation)
o The City Field Closure Line (817) 748-8028 will also be updated by 8:00AM for Saturday
and Sunday games. (Note: The website is only updated Monday – Friday)
o Status for Saturday & Sunday afternoon/evening games may be reevaluated at the
discretion of the Parks Manager or designee at 11:00AM and the field decision will be
made prior to Noon that day
o The decision of the Parks Manager or designee shall be final
VII. Tournaments
The City realizes the importance of athletic tournaments. These events have a major impact on
the local economy, as well as provide a revenue source for the City and the City’s approved
athletic association programs. The City may provide athletic facilities for organizations
requesting to host a tournament in Southlake.
All tournament requests must be submitted to the City and shall only be authorized by the City
through its Tournament Facilities Utilization Agreement.
Tournament approvals are based on field availability, and will not interfere with previously
approved, scheduled City or approved athletic association program usage.
VIII. Concessions
All food/beverage related concession operations are provided either by the approved athletic
association programs or by the City as per the City’s Concessions Stand Agreement.
IX. Vendors
All potential vendors must be pre-approved by the City along with a list of merchandise offered. No
vendor will be allowed to sell any merchandise without the approval of the City and may not be in
competition with items sold by the concessionaire. Vendor fees apply. Vendor trailers will be
restricted to designated areas located within the parking lot.
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X. Building Access & Vehicle Permits
The City will work with the association to determine the appropriate number of key fobs and
vehicle permits to be issued.
The City will issue key fobs to authorized approved athletic association program representatives
for access to concession stands and storage rooms.
The association may request permission in writing to utilize a golf cart or workman type utility
vehicle on City property. If approved, a permit will be issued by the City to the association on a
per vehicle basis. Misuse of the vehicle, as determined by the City, may result in the
cancellation of the permit and ability of the association to use these vehicles.
The association may request permission in writing to allow specific association representatives
to drive their automobiles into the complex on the pedestrian pathways. The permit will only be
issued by the City to association representatives responsible for the delivery of concession and
building supplies to the concession/restroom/storage facilities. The permit allows for the drop-off
and pick-up of concession and building supplies. At no time, may an automobile be parked
inside the complex, as these areas are reserved for pedestrians only. All automobiles must be
parked in the parking lot. The association must contact the Department of Community Services
for a permit. Violators may be ticketed by Southlake Police.
XI. Lighting Prediction System
The City has implemented the THOR GUARD Lightning Prediction System in its
community parks.
Lightning is a severe hazard that must be viewed seriously. Everyone should seek shelter any
time they believe lightning threatens them, even if a signal has NOT been sounded.
You will be warned by our THOR GUARD lightning prediction system, which sounds ONE 15
second blast of the horn signaling suspension of ALL activities, the strobe light will begin flashing
and remain flashing until safe conditions return. You should seek immediate shelter.
Activities may resume after THREE 5 second blasts of the horn are sounded and the strobe light
stops flashing.
XII. Park Regulations
The following regulations and restrictions are prescribed for the use of City parks:
(1) Alcoholic beverages prohibited. It shall be unlawful for any person to possess or
consume any alcoholic beverage in any City park.
(2) Riding, driving or walking horses in any City park. Except on designated horse trails, it
shall be unlawful for any person to walk, drive or ride a horse or horses within any City
park.
(3) Riding or driving off-road motorized vehicles in City any park. Except on designated off-
road trails, it shall be unlawful for any person to drive or ride an off-road vehicle within
any City park. For the purposes of this section, an off-road vehicle is a motorized vehicle
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designed and equipped for use off any paved roadway with such definition to specifically
include off-road motor bikes, go-carts, and dune buggies.
(4) Vehicular traffic prohibited in certain areas. Except in designated overflow parking areas,
it shall be unlawful for any motor vehicle to stand, stop, and park or cross onto or into
any portion of a City park other than upon a roadway or parking area so designated for
such purposes.
(5) Time limitations on public use of park. Except for a City sponsored event, it shall be
unlawful for any person to use, enter into or be within a City park during any posted
hours which the park is closed.
(6) Littering. Littering is hereby prohibited in any City park. Littering shall include leaving
trash or other items by persons picnicking within a City park and not placing trash and
other items in appropriate trash receptacles provided in such park.
(7) Firearms prohibited. It shall be unlawful for any person to carry on or about himself or to
discharge a gun, pistol, rifle, or other firearm within any City park except that a person
duly licensed by the state to carry a concealed handgun may carry a concealed handgun
in accordance with state law.
(8) Bicycles, skates, etc. It shall be unlawful for any person to ride a bicycle, scooter, skate
board, in-line skates, or roller skates on any tennis court or basketball court owned or
leased by the City, or in any other public areas posted by the City.
(9) Hitting golf balls prohibited. Except in designated areas, it shall be unlawful for any
person to hit golf balls in City parks.
(10) Smoking prohibited except in designated areas. It shall be unlawful to smoke in
bleachers, dugouts, or other congested outdoor areas at City parks.
(11) Glass containers prohibited in City parks. It shall be unlawful for any person to possess a
glass container in a City park.
(12) Defacing public property.
a. No person shall remove, destroy, mutilate, or deface any structure, monument,
statue, vase, fountain, wall, fence, railing, vehicle, bench, building or other
property located in any public park.
b. No person shall cut, break, deface, injure, or remove the trees, shrubs, plants,
grasses, or turf within any public park.
(13) Wild animals. It shall be unlawful to catch, injure, kill, strike, or attempt to strike with any
object or weapon any animals within a public park, excluding fish, which may be
obtained in designated fishing areas following the rules and regulations established by
the state.
(14) Climbing, etc., prohibited. It shall be unlawful to climb any trees or walk, stand or sit
upon monuments, vases, fountains, walls, fences, railings, vehicles, or any other
property not designated or customarily used for such purposes in any public park.
(15) Pollution of waters. It shall be unlawful to throw, discharge to, or otherwise place or
cause to be placed in the waters of any fountain, pond, lake, stream, or other body of
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water in or adjacent to any park or any tributary, stream, storm sewer, or drain flowing
into such waters any substance, matter, or anything liquid or solid, which will or may
result in the pollution of said waters.
(16) Boating and swimming. It shall be unlawful to swim, wade, boat, or canoe in any area
unless such area is designated for that purpose; provided, however, the Director of
Community Services may permit the temporary occurrence of such activities for special
programs and events.
(17) Closing of game fields. The Director of Community Services or his designated
representative is authorized to assign any game field owned or leased by the City as a
closed field for maintenance or to protect the surface of the game field from damage. It
shall be unlawful for non-City employees to go upon a game field which has been
designated as a closed field and has posted a sign indicating that "Field is closed.
Trespassing on a closed field could result in a $250.00 - $500.00 fine."
(18) Erecting structures prohibited.
a. No person shall place or erect any structure, sign, bulletin board, post, pole, or
advertising of any kind in a public park, and no stakes may be driven into the
ground.
b. No person shall attach to any tree, shrub, fence, railing, post, or structure within
any public park, any sign, bulletin board, or other advertising device of any kind.
c. The prohibitions contained in subsections a. and b. of this section shall not be
applicable to persons acting pursuant to and with the written authorization of the
Director of Community Services or his designee.
(19) Projectile devices. No person shall possess, fire, or discharge a device capable of
propelling a projectile, including without limitation, any air gun, pistol, bow and arrow,
cross bow, or sling shot in a public park; provided, however, the Director of Community
Services may permit the temporary occurrence of such activities in a public park for
special programs and events.
(20) Sale of merchandise. It shall be unlawful for any person to sell or offer for sale any food,
drinks, confections, merchandise, or services in any park or playground unless such
person has a written agreement or permit issued by the City permitting the sale of such
items in such park or playground. This section shall have no application to sports
organizations or social organizations selling items to their own members, or at functions
sanctioned by the City.
(21) Sound amplification. It shall be unlawful to use any type of sound amplification system in
a public park without the written consent of the Director of Community Services.
XIII. City Ordinance
Leashing or chaining. It shall be unlawful for an owner to allow any animal to run at large and
not be restrained by means of a leash or chain of sufficient strength and length to control the
actions of such animal while on public property or on property other than that of the owner of the
animal. (Note: Does not apply to Dog Park)
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Use of fire pits are allowed in designated areas. Fires may be prohibited entirely if a fire ban is
in effect.
Revised Date: March 6, 2018 Approved by: City Council
Original Approval Date: June 21, 2016 Approved by: City Council
Recommendation Date: June 6, 2016 Recommended by: Parks & Recreation Board
Recommendation Date: June 1, 2016 Recommended by: City Council/Parks & Recreation Board Athletics Task Force
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