1994-04-11CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
April 11, 1994
MINUTES
Board Members Present: Chairperson Janet Murphy; Members: Ann Barnes, Bethann
Scratchard, Rod Johnson, Vicki Johnson, Frank Dorer, Becci Rollins, and Carol Lee Hamilton.
Members Absent: Donn Renwick.
The meeting was called to order at 7:30 p.m. by Chairperson Janet Murphy.
Agenda Item No. 2. Approval of Minutes for February 7. 1994 and March 14. 1994
meetings.
Motion was made to approve the minutes of February 7, 1994 and March 14, 1994 as presented.
Motion: Scratchard
Second: V. Johnson
Ayes: Barnes, Dorer, Hamilton, R. Johnson, V. Johnson, Murphy, Rollins, Scratchard
Nays: none
Approved: 8-0
Agenda Item No. 3. Administrative Comments.
• Janet Murphy introduced Mickey O'Brien. Mr. O'Brien has expressed an interest in
joining the Park Board. He is one of the Commissioners for the Grapevine/Southlake
Soccer Association.
• The Timberlake Developer Agreement was approved by City Council at their 4/5/1994
meeting. Janet Murphy reminded the Board that the developer's proposed park land
dedication at Country Walk is to meet the requirements for both Timberlake Estates and
Country Walk Estates. Ms. Murphy commented that the developers have stated that they
also plan to make improvements including: necessary grading; berms and landscaping
around perimeter.
• 1st reading for the zoning request of Lonesome Dove Estates was approved at City
Council on 4/5/1994. The developers are still working with City staff on a drainage
solution.
• SPDC Bond Trip: Trip to Moody's and Standard and Poors is scheduled for Thursday
and Friday, April 14 and 15, 1994. Purpose of the meeting is to present to both the
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financial institutes the City's plans for the use of the additional 1/2 cent sales tax and
establish our ability to repay any bonds that we may issue.
• Food Lion store has officially closed.
• Tina Harvey reported on the following:
- The warm-up area is now fenced to help prevent the kids from getting hurt in the
future.
- Canopy has been installed at field one to help keep baseballs off private property.
Lights at the Intermediate School are now on a timer and visors were ordered to
direct the light.
• Rod Johnson complemented on the self defense class that was started at the park.
• The need for T-Shirts for the Park Board was discussed. The Board commented that it
would seem appropriate to have T-Shirts available when the Board participated in special
projects i.e., "Trash off Day."
• Janet Murphy informed the Board that Carol Lee Hamilton made two presentations in
regards to Park and Recreation issues to the Lions Club and the Southlake Chamber
Luncheon. Ms. Hamilton commented that she has a slide "show" with script available
for use.
Agenda Item No 4 Discussion, Bicentennial Park Facility construction, Ron Hobbs.
Ron Hobbs, the architect working on the construction of park facilities, presented to the Board
his ideas for the design of the concession building and asked that the Board offer their ideas.
The following are design issues that must be addressed:
• the buildings need to be vandal resistant
• consider, where possible, maintenance free design, keeping in mind quality,
image, and goals
• health codes need to be met
• must be totally handicapped accessible (all portions)
Mr. Hobbs stated that he wanted to get overall guidelines from the Board, then work with City
staff to iron out details. Currently a master plan for the site is being worked on.
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Some issues brought up by the Board include:
• a place to change for the umpires
• 2nd story (Mr. Hobbs explained that regardless of the use of the second story,
because of ADA requirements either an elevator or lift would have to be
installed.)
• shade:
- central atrium concept
- Awnings
- Picnic Pavilion; could also be used for arts and crafts and other fairs;
would like to see separate from concession stand
- Arcade
• 1 st aid corner
• Baby changing area in restrooms
• type of exterior
stucco --cracks; more damageable
- split face concrete block --durable; can be sandblasted
pre-fab concrete walls with rock
• storage: city and groups using concession stand need separate storage area
• roofing:
composition shingles
- metal without exposed metal fasteners --can be very nice these days --
durable; different colors
• Concession counters:
smooth finish sealed concrete or stainless steel
three serving areas
• Air conditioning --not seen in very many facilities. Need to provide good
ventilation
• Equipment:
- will need vent -a -hood
vendor should be responsible for equipment maintenance and repair
• accessibility: two exists --one on side and one from storage area
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Mr. Hobbs commented that he would work on visuals and bring to the Board at their next
meeting.
It was the consensus of the Board to call a special meeting for April 25, 1994 to further discuss
the park facility construction and design and review Parks and Recreation budget.
Agenda Item No. 7. Discussion, Women's Chamber Charity Run, Sharon Meyers.
Sharon Meyers, Women's Division of the Chamber of Commerce, presented to the Board the
plans for a 5-10k race to be held September 17, 7:30 a.m. (or 8:00) to benefit the Southlake
Playground Initiative. The event will be called the Southlake "Stampede" and the run will take
place along East Continental. Ms. Meyers commented that they need volunteers to handle little
tasks, and they are looking for corporate sponsors and help with publicity. The Board agreed
to coordinate some advertising. Tina Harvey commented that the summer brochure for park
activities will be going out soon, and she could mention the run in the brochure.
Ms. Meyers informed the Board that the volunteer coordinator for this event is Cynthia
Edwards, and she can be contacted at home 498-9953 and at work (214)448-7563.
Agenda Item No. 5. Consider Park Use Policy Revisions.
Shana Rice presented to the Board her recommendations for revisions to the Park Use Policy.
Ms. Rice commented that she has been in constant contact with Janet Murphy to discuss the
revised policy, and has incorporated some of the suggestions made by Carol Lee Hamilton, and
has been working with the City attorney and other cities. (A summary of the revisions included
in the Board's packet are attached to the minutes.)
Motion was made to approve the Park Use Policy as amended by City staff's recommendations.
Motion: Hamilton
Second: Barnes
Ayes: Barnes, Dorer, Hamilton, R. Johnson, V. Johnson, Murphy, Rollins, Scratchard
Nays: none
Approved: 8-0
Agenda Item No.6. Mobil Land Agreement.
Shana Rice discussed with the Board the proposed use of Mobil land for practice fields on North
White Chapel. Ms. Rice explained that Mobil's tax attorney has expressed concern about
changing the use of the land because, according to the Tarrant Appraisal District, doing so could
jeopardize their agricultural exemption. Ms. Rice commented that Mobil has been working very
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hard to make the arrangements feasible. Ms. Rice informed the Board that our city attorneys
have looked into the matter, and they concurred with Mobil's attorney.
Agenda Item No. 8. Discussion, Draft Youth Association Contract.
Tina Harvey commented that the draft Youth Association Contract was distributed to both the
Baseball and Softball Associations for their review. Ms. Harvey stated that the Softball
Association has been in contact with her, and they expressed that they had no problems with the
contract as proposed. They did however comment that the concessions need to be contracted.
It was suggested that:
• wording be included about insurance similar to that included in land lease
agreements
• contract effective date needs to be included
• get Baseball and Softball Association input in writing
• have City attorney review contract
• bring back for consideration to the Board at the May meeting.
Agenda Item No. 9. Park Projects Update.
Easter Egg Hunt. Tina Harvey reported that approximately 450 kids participated. The event
appeared to be a great success. Tina expressed thanks to high school students including the Teen
Court students who served.
Parking. Tina Harvey stated that she has contacted the Public Works Department to discuss
re -stripping and no parking areas. Janet Murphy commented that she spoke with the City
Manager about cutting out the curb near field #3 and using that area for parking to help handle
the immediate need.
Political Signs. Carol Lee Hamilton expressed concern about the political signs being posted
at the Park. Tina Harvey commented that they remove signs from the park.
Practice Fields. Shady Oaks is scheduled to be ready, as practice fields, in August.
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Park and Recreation Board Meeting Minutes
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Page 6
Summer Programs. Tina Harvey commented that she is putting the final touches on programs
to be offered. There will be free play and league programs for the gym. Summer program
brochures should be out in the next couple of weeks.
The meeting was adjourned.
ATTEST:
Shana Rice, Assistant
City Manager
�l�
Anet�anet Murphy, Chairperson
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MI Y 3-1
User Fees
Variances to use
requirements
Use Restrictions
A
SUMMARY OF PARK USE POLICY REVISIONS
STAFF RECOMMENDATION
Retain fees as they currently exist
Revise policy so that Park Board
is making recommendation to City
Manager, who follows guidelines
articulated in policy.
If park buildings are to be used
by the public, the City of
Southlake must make the facilities
available to any group requesting
use. Groups not operating in the
City (non-residents) may use the
facilities only on an as -available
basis.
Other Issues All fees specified in City's fee
schedule; users must comply with
health department codes; other
"clean up" changes
L
COMMENTS
Fees charged must be
consistent, or there is a risk
of perceived discrimination
against certain groups.
Fees charged must not be
arbitrary or discriminatory.
If the fee schedule provides
different charges for
different groups, strong
guidelines for determining
fees must be in place.
This change allows Park
Board members to serve on
the Southlake Park
Development Corporation.
Again, the City cannot
discriminate in its Park Use
Policy.
PARK USE POLICY
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Bicentennial Park, located on White Chapel Blvd. north of FM 1709,
offers recreational facilities for all citizens of Southlake
ether nen profit ei�e� ens within �= ^- 1-. For information
and reservations, call 481-5581 ext. 79& . or write to -the
1 W-70M.
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_....:vim ::.10-lSouthl e '
DEFINITIONS:
1. Non-profit organization
a. An organization holding a valid non-profit charter
approved by the State of Texas (a copy of this charter is
required when renting the park facilities); or
b. An organization sponsored by a public school district
within the City of Southlake.
2. Coordinator
The full-time City of Southlake paid staff personnel
responsible for parks and recreation coordination.
FACILITIES AND FEES:
I. The Lodge in the Park and Community Buildings.
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n the City
1. g The Lodge and individual rooms
:<
ri '"the""Community Building may be reserved for
regular meetings during weekdays (Monday through
Friday). The Coordinator will be responsible for
handling all reservations and scheduling.
istration fee
is to be paid
renewable—eaeh year by Geteber I. A list of
regular meeting dates must be submitted with the
registration fee. A security depositigga
�:,+-:SS%•'v f ♦ ff'; r'/:' ?:'?i.:rik.8: Z'•}'•>'Ji
'r . '4v : is required at
the time o registration and may be left on file
for the duration of the regularly scheduled meeting
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dates. The security deposit will be refunded if
the facility has been left clean and in order, and
all keys issued are returned to the Coordinator or
police dispatch at City Hall on time.
No group or individual may reserve the Lodge or
Community Building for regular meetings from 4:30
p.m. on Friday to 12:00 midnight Sunday. These
hours are reserved on a first -come basis only, and
reservations cannot be made more than six (6) days
in advance. No group or individual may use the
facility for more than three (3) consecutive
weekends, not to exceed twelve (12) weekends in a
Lode :: ;:<:<.;n::.:
2.
The: <n�.
`w=be scheduled for special activities,
sucTi as fund-raising events or holiday parties, on
a first -come basis at a rate
of $-19. t£iiree hour
minimum).
razes—ef: $4:5 00 per reem per he •r (r �-hee hei3r
r
minifRum
` er $4 5. A--pew}ems€er the en i
=ea a s-i=g}e use is at the di s e r e t l ei3—the
Geerdinater. .
A TV/VCR in a locking cabinet with wheels is
:.
available for a ...................€#eFf,€ {f
Y T 'e request for tie use
. . l e ..... /VCR must be submitted with the facility
use request.
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Park Use Policy
Page 3
B. et -her e-itipenserretee—
Nit
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C. Scheduling and Access.
1. The Lode#tt:::;:<;$ shall be locked
........:::::::::::.::::::::.:.:::::.:::::::::................................::.
when not in use.
2. The keys will be available and can be obtained from
the Coordinator or police dispatch at City Hall.
3. Access to The Lodge or to the rooms) in the
Community Building is limited to the scheduled
group when meetings are in session.
4. Access to The Lodge and Community Building is
controlled by the Coordinator. Multiple activities
and/or groups may be scheduled at the same time.
No group may schedule the Community Building for a
use that precludes the use of the other available
meeting rooms.
5. If the facility is not left clean and in proper
order (as determined by the Coordinator), or if the
keys are not returned within one-half hour
following a meeting, the security deposit will be
forfeited and another security deposit must be
submitted prior to further use of the facility.
6. Users of the facility(ies) are responsible for all
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Park Use Policy
Page 4
Q" damages occurring to the facility, -its furnishings,
equipment and other property related to the use of
the facility, through user's negligence or the
negligence of guests, invitees, etc. Payment of
the security deposit does not release the user of
the facility from responsibility for damages. Any
user found in violation will not only forfeit the
security deposit, but may be denied further use of
the facility.
II. Ballfields.
There are wee ballfields available to the citizens of
Southlake and non-profit organizations operating within the
City. Groups outside the City will be given consideration on
an as available basis. The Southlake Baseball Association,
Southlake Girls Softball Association, and any activity
sanctioned/sponsored by the City of Southlake shall be exempt
from the following fees.
A. Lighting Fees.
1. Field #1 is a tournament size, lighted field and
Field #2 and #3 are smaller, lighted fields. Each
field can be reserved for a base rate
::.
heur €e�a�i- rx��f—ewe-}ems-ram— .:.:a
}..: {•;;%•Y.,•}:� n••v,•%x: •••iA': •. rn...r .}:•^.,C.:.yi ._.� ..�Y ...,.{y .. }�C•j+•.<: i {4}i:. "f.:i•\ti:x::i•.:.'i-0�6}:{•:v:
V:.:: r:"1 paid iri:: advance.
B. Field Preparation Fees.
1. If Bicentennial Park personnel are requested to
prepare the ballfields for play (i.e. drag it,
chalk it, and place, bases_) , the f._.l_'__wing fees:;;.
will be aid
n advance.
III. Concession Stand.
Citizens of Southlake and non-profit organizations within the
City must request the concession stand in advance and must
provide volunteers to staff the stand.
The City of Southlake may have a contract granting a
particular vendor exclusivity. Organizations should check
with City staff with etaf` before procuring supplies for the
concession stand.
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Park Use Policy
Page 5
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There must be at least one adult present in the concession
stand while it is open-€�;�?#'3t�'". `fig
IV. Tennis Courts.
Use of the tennis courts will be on a first -come basis for one
hour periods when others are waiting. Tennis rackets may be
rented from the Coordinator's office. at the rate ef $2.
V. Overnight Park Use
The park may be reserved on an overnight basis subject to
approval by the City Council. In deliberating the merits of
the use, the Council shall consider the factors outlined in
Zoning Ordinance #480, Sec. 45.5. Council shall specifically
consider the length of time for the use, any fees or deposits
to be charged and security to be provided.
VI.
11117\.Ll GILLIi 4\GW ✓t-
An or `'" y organization
g e association that desires to utilize the
athletic fields belonging to the City of Southlake for the
purpose of establishing an organized program of athletic
competition, such as soccer leagues, softball leagues, little
leagues, or other comparable activities on a continuing basis
for structured athletic competition shall be required to
provide proof of insurance. Such organizations shall have a
general liability policy, naming the City as additional
insured, in an amount of at least one million dollars
($1,000,000) with such policy specifically designed to cover
the cost of defense and of liability for injuries suffered by
competitors in the organized athletic activity. Organizations
subject to this provision shall be required to deposit proof
of insurance in a form acceptable to the City Manager with the
City Secretary prior to commencing use of City athletic
fields.
The requirements set out above are designed and intended to be
applicable only to formal organizations and leagues who
sponsor and control organized continuing athletic activities
on a seasonal basis. The insurance requirement is not
applicable to individual citizens or groups of citizens who
desire to use athletic fields on a one time basis. The
purpose of this regulation is to protect the City against any
costs which might arise from an organized program of league
activities with its increased risk of competitor injury due to
volume of activity.
VII. Alcoholic Beverages.
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Park Use Policy
Page 6
l
No alcoholic beverages will be sold or consumed in
Bicentennial Park.
! have :eead it
and understand
=,and agree- te— fellew all
preeedui-es, pe3iieiies,
andL-estrietiens
as s=tzerth in the —Pane Use
the Gity ef Setithlake-will be
Pe3iey. All pertinent
er-dinanees-
this lease
of
adhered teas part
of
QW, el-ganizatien
Date
Printed
" i ire
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