2018-02-12 Joint Work Session CC Subcommittee on Facility Utilization Agreements & PBCITY OF
SOUTHLAKE
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 UTILIZATION AGREEMENTS PRESENT: Mayor
Pro Tern Randy Williamson, Deputy Mayor Pro Tern 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 Tern 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
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the February 12, 2018 Joint Work Session with Council Subcommittee & Parks Board
Page 2 of 3
o Prioritizes recreational play
0 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 501 c3 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
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the February 12, 2018 Joint Work Session with Council Subcommittee & Parks Board
Page 3 of 3
ATTEST:
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Carol Ann Borges, TRMC .. Cris Trib e, Director
City Secretary Community Services Department
AN AUDIO RECORDING MAY B1N4V LE.kUPON REQUEST FROM THE OFFICE OF CITY
SECRETARY.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork