2018-09-10 PB PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 6, 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, September 10, 2018
The regular Park Board meeting will begin at 6:00 p.m. Please note the
meeting will be held at The Marq Southlake Legends Hall, 285 Shady Oaks
Drive, in Legacy III Meeting Room. Dinner will be served at 5:30 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.
WORK SESSION
1. Parks & Recreation Board Tour of Champions Club 6:00 p.m.
REGULAR AGENDA
2. Agenda Item No. 2. Call To Order 6:45 p.m.
3. Agenda Item No. 3. Consent
A. Approve minutes from the Joint Southlake Parks Development
Corporation and Parks and Recreation Board meeting held August
9, 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 April 9, 2018. Please make any corrections to the
minutes part of the motion for consideration.
C. Absence of Parks and Recreation Board Members – There is no
action required by the Board at this meeting since all members were
present at the August 9th meetings. A copy of the Attendance Report
is in your packet.
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4. Agenda Item No. 4. 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
5. Agenda Item 5. Consider
A. Recommendation on Southlake Parks Development Corporation
Matching Funds request from Southlake Girls Softball Association
for soft-toss hitting stations at Bob Jones Park – The purpose of this
item is to provide Southlake Parks Development Corporation
(SPDC) with a Park and Recreation Board recommendation on the
SPDC Matching Funds request from Southlake Girls Softball
Association (SGSA) in the amount of $37,500 (half of total project
cost of $75,000) cash contribution toward the purchase and
installation of 16 soft-toss hitting stations at Bob Jones Park. Each
station will consist of a 10’ x 12’ concrete slab with an anchored net
and are proposed for the area near the existing batting cages, the
small fence in the pitching warm-up area, and near each field. A
field map with proposed locations is provided with your packet
memo.
Staff has reviewed the request from Southlake Girls Softball
Association and recommends approval based on the request
meeting the criteria designated within the SPDC Matching Funds
Policy. SPDC will consider the request on October 2, 2018. City
Council will consider the request at their October 16, 208 meeting. A
copy of the SPDC Matching Funds application is included for your
review in the packet.
B. Recommendation on Southlake Parks Development Corporation
Matching Funds request from Dragon Youth Baseball for turf
improvements to Field 9 at Bicentennial Park – The purpose of this
item is to provide Southlake Parks Development Corporation
(SPDC) with a Park and Recreation Board recommendation on the
SPDC Matching Funds request from Dragon Youth Baseball
Association (DYB) in the amount of $75,000 (half of total project
cost of $150,000) cash contribution toward the purchase and
installation of synthetic turf on Field 9 at Bicentennial Park.
Staff has reviewed the request from Dragon Youth Baseball
Association and recommends approval based on the request
meeting the criteria designated within the SPDC Matching Funds
Policy. SPDC will consider the request on October 2, 2018. City
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 3 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Council will consider the request at their October 16, 208 meeting. A
copy of the SPDC Matching Funds application is included for your
review in the packet.
C-D. Recommendation on Facilities Utilization Agreements with Dragon
Youth Football Association and Grapevine Southlake Soccer
Association – The purpose of agenda items C-D are to seek Park
Board’s recommendation on Facilities Utilization Agreements (FUA)
with the football and soccer athletic associations respectively.
The proposed FUAs are for two (2) year terms, January 1, 2019-
December 31, 2020, and contain the same p rovisions previously
approved by the Park Board and City Council in 2017. All FUAs
include the approved “Policy for the Provision of Athletic Facilities”
as Exhibit A attachment to the FUA. The Policy, which outlined in
detail the association’s scope of services and the City’s obligations,
was approved by City Council June 21, 2016.
A copy of the proposed FUA for each of the individual associations
is included in your packet for consideration. City Council will
consider the FUAs at their October 16, 2018 meeting.
E. Appoint one Parks & Recreation Board Member to the Carillon Parc
project Steering Committee – The purpose of this agenda item is to
appoint one Parks & Recreation Board member to the Steering
Committee for the Carillon Parc development.
Carillon Parc is moving forward with the commercial/mixed use
portion of the development and City staff is making preparations for
the public spaces planned for this large-scale project. Due to the
magnitude of the project which will require involvement from
numerous Boards and Commissions, City Council decided at their
August 21st meeting to move forward with the formation of a project
Steering Committee.
You can watch the staff presentation and City Council discussion on
the creation of the new steering committee here via the City's
Video on Demand – (click on Work Session item #5 to watch the
video).
The composition of the Steering Committee will include the
following: Mayor, 3 Councilmembers (1 SPDC Chair), 1 Library
Board Member,1 Park Board Member, 1 Southlake Arts Council
Member,1 Community Enhancement & Development Corp. Member
and 1 Planning & Zoning Commission Member. The Mayor will
appoint Councilmembers to sit on the Committee, including the
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 4 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Chair of the SPDC, with respective boards choosing their
representation.
The Steering Committee will provide general governance oversight
for planning and development of public spaces and associated
amenities to be included in the Carillon Parc development. This
work will include:
Develop and recommend to Council project Vision, Goals and
Objectives to establish the framework for public space decisi on-
making;
Review and comment on project funding plan, including
budgets;
Work closely with project staff, consultants, and developer to
finalize conceptual plans for facilities; and,
Advise Council on other matters as requested.
The Parks and Recreation Board member serving on the Steering
Committee, along with myself will be responsible for keeping the
Board informed throughout the process.
At your September 10th, 2018 meeting, we will place an item on
your agenda to select a representative to the steering committee.
If you have interest in serving as the Parks & Recreation Board
representative to the committee, please let Chair Tina Wasserman
or I know prior to the meeting.
If you have any questions please feel free to contact me.
6. Agenda Item No. 6. Discussion
A. Parks & Recreation Update - This is a standing item on the agenda
to allow staff to update the Board on Parks & Recreation related
topics and upcoming activities and events. A copy of the Parks &
Recreation Events schedule is included in your packet.
OTHER ITEMS OF INTEREST
7. Park Tour – Just a reminder the Park Facilities Tour will be hosted
Monday, September 24, 9:00am – 11:30pm. Please let staff know if you
wish to attend.
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 5 of 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
8. City Council Action – The following park and recreation-related action items
were considered by City Council at the August 7 and August 21 Council
meetings.
Approved an amendment to the contract for citywide landscape
services with O’Donnell’s Landscape Services, Inc. to include the
installation of landscape and irrigation for the Kirkwood Blvd
Improvement Project (8/7/18 Item 4I)
Held Work Session on Carillon Parc Public Spaces and formed a
Carillon Parc Steering Committee consisting of the Mayor, three City
Council members, including the SPDC chair, and one representative
each from Community Enhancement Development Corporation,
Planning & Zoning Commission, Library Board, Park and Recreation
Board, and Southlake Arts Council. (8/21/18 Work Session Item 5)
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)
Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham@ci.southlake.tx.us)
Jenni Lanier, Community Relations Manager, 817-748-8186; (jlanier@ci.southlake.tx.us)
Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@ci.southlake.tx.us)
Joint Southlake Parks Development Corporation & Parks Board Meeting Minutes
August 9, 2018
Page 1 of 3
JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION
AND PARKS & RECREATION BOARD MEETING
AUGUST 9, 2018
LOCATION: SOUTHLAKE TOWN HALL, TRAINING ROOMS 3C & 3D
1400 MAIN STREET, SOUTHLAKE, TEXAS 76092
SPDC MEMBERS PRESENT: President Randy Williamson, Vice President John
Huffman, Secretary Sherry Berman, and members Tamara McMillan, Shawn McCaskill,
Shahid Shafi, and Tina Wasserman
PARKS & RECREATION MEMBERS PRESENT: Chair Tina Wasserman, Vice Chair
Frances Scharli, Secretary Lori Palmer, and members Chad Bedwell, Kevin Craddock,
Mitch Hill, and Paul Venesky
STAFF PRESENT: Chief Financial Officer Sharen Jackson, Director of Community
Services Chris Tribble, Deputy Director of Community Services Kate Meacham, Deputy
Director of Community Services Candice Edmondson, Assistant to the Director of
Community Services Cassie Tucker, Community Services Administrative Secretary
Linda Carpenter, and City Secretary Carol Borges
1. CALL TO ORDER
SPDC meeting called to order by President Williamson at 6:02pm.
Parks & Recreation Board meeting called to order by Chair Wasserman at 6:02pm.
2A. APPROVAL OF THE MINUTES FROM THE MAY 1, 2018, 2018 SOUTHLAKE
PARKS DEVELOPMENT CORPORATION MEETING (SPDC ACTION)
Motion was made to approve the minutes from the May 1, 2018 SPDC meeting.
Motion: Huffman
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, and Williamson
Abstain: Wasserman (absent from May 1st meeting)
Approved: 6-0-1
2B. APPROVAL OF THE MINUTES FROM THE MAY 15, 2018, 2018 SPECIAL
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING (SPDC
ACTION)
Motion was made to approve the minutes from the May 15, 2018 SPDC meeting.
Motion: Huffman
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, Wasserman, and
Williamson
3A - 1
Joint Southlake Parks Development Corporation & Parks Board Meeting Minutes
August 9, 2018
Page 2 of 3
Approved: 7-0
3. PUBLIC FORUM
President Williamson opened the Public Forum at 6:03pm. There being no one wishing
to speak, President Williamson closed the Public Forum at 6:03pm.
4A. CONSIDER SPDC RECOMMENDATION ON PROPOSED FY 2019 SPDC
OPERATING BUDGET. PUBLIC HEARING (SPDC ACTION)
Director of Community Services Chris Tribble presented Item 4A and answered
questions from board members.
President Williamson opened the Public Hearing. There being no one wishing to speak,
President Williamson closed the Public Hearing.
Motion was made to approve the Proposed FY 2019 SPDC Operating Budget.
Motion: Huffman
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, Wasserman, and
Williamson
Approved: 7-0
4B. CONSIDER SPDC AND PARK BOARD RECOMMENDATION ON PROPOSED
FY 2019-2023 SPDC CAPITAL IMPROVEMENT PROGRAM AND FY 2019
SPDC CAPITAL BUDGET. PUBLIC HEARING (PARK BOARD AND SPDC
ACTION)
Director of Community Services Chris Tribble presented Item 4B and answered
questions from board members.
Vice President Huffman asked John Slocum to provide input regarding the Bob Jones
Nature Center.
President Williamson opened the Public Hearing. There being no one wishing to speak,
President Williamson closed the Public Hearing.
Parks Board motion was made to recommend approval of the Proposed FY 2019-2023
SPDC Capital Improvement Program and FY 2019 SPDC Capital Budget.
Motion: Scharli
Second: Hill
Ayes: Bedwell, Craddock, Hill, Palmer, Scharli, Venesky, and Wasserman
Approved: 7-0
SPDC motion was made to approve the Proposed FY 2019-2023 SPDC Capital
Improvement Program and FY 2019 SPDC Capital Budget.
3A - 2
Joint Southlake Parks Development Corporation & Parks Board Meeting Minutes
August 9, 2018
Page 3 of 3
Motion: Huffman
Second: Berman
Ayes: Berman, Huffman, McCaskill, McMillan, Shafi, Wasserman, and
Williamson
Approved: 7-0
5A. SPDC SALES TAX REPORT
Chief Financial Officer Sharen Jackson presented the sales tax report and answered
questions from board members.
5B. SPDC ATTENDANCE REPORT
No presentation or discussion.
6. ADJOURNMENT
SPDC meeting was adjourned by President Williamson at 7:22pm.
Parks & Recreation Board meeting was adjourned by Chair Wasserman at 7:22pm.
MINUTES APPROVED BY THE SPDC BOARD ON THIS, THE ______ DAY OF
_______________, 2018.
_____________________________________
RANDY WILLIAMSON, SPDC PRESIDENT
ATTEST:
___________________________________________
AMY SHELLEY, DEPUTY CITY SECRETARY
SOUTHLAKE PARKS DEVELOPMENT CORPORATION LIAISON
MINUTES APPROVED BY THE PARKS & RECREATION BOARD ON THIS, THE
______ DAY OF _______________, 2018.
_____________________________________
TINA WASSERMAN, PARKS CHAIR
ATTEST:
___________________________________________
CHRIS TRIBBLE, COMMUNITY SERVICES DIRECTOR
3A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARKS AND RECREATION BOARD MEETING: AUGUST 9, 2018
LOCATION: Southlake Town Hall, 3rd Floor Room 3C&3D, Southlake, Texas
TIME: 6:00 p.m.
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman,
Vice Chair Frances Scharli, Secretary Lori Palmer; and Board Members Chad Bedwell, Kevin
Craddock, Mitch Hill, 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, Assistant to the Director Cassie Tucker, Secretary Linda Carpenter
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 7:25 p.m.
2. CONSENT AGENDA
2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD
MEETING HELD APRIL 9, 2018
There were no corrections to the minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
There were no board member absences to excuse.
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 items as presented.
Motion: Scharli
Second: Palmer
Ayes: Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: Bedwell, Craddock (prior to appointment to board)
3B - 1
Minutes of the August 9, 2018 Parks Board Meeting at 7:00pm.
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Vote: 5-0
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 7:26 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
4. CONSIDER
4A. ELECTION OF OFFICERS FOR THE PARKS AND RECREATION BOARD
Chairman Wasserman presented Item 4A and requested nominations for the chair, vice
chair and secretary positions. A suggestion was made to maintain the existing officers.
The officers confirmed their interest to continue serving in their positions.
APPROVED
A motion was made to continue with the current slate of officers (Chair Tina
Wasserman, Vice Chair Frances Scharli, and Secretary Lori Palmer).
Motion: Hill
Second: Venesky
Ayes: Bedwell, Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 7-0
Motion carried.
4B. RECOMMENDATION ON FISCAL YEAR 2019 PARKS AND RECREATION
GENERAL FUND OPERATING BUDGET
Director of Community Services Chris Tribble presented an overview of the proposed
budget and initiatives for FY 2019 and was available to answer questions.
APPROVED
A motion was made to recommend approval of the Fiscal Year 2019 Parks and
Recreation General Fund Operating Budget as presented.
Motion: Scharli
Second: Hill
Ayes: Bedwell, Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 7-0
Motion carried.
3B - 2
Minutes of the August 9, 2018 Parks Board Meeting at 7:00pm.
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 7:38 p.m.
Motion: Craddock
Second: Venesky
Second: Hill
Ayes: Bedwell, Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 7-0
Motion carried.
Tina Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
An audio recording of this meeting may be available upon request from the Office of City Secretary.
3B - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 29, 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 Joint
SPDC/Parks Board and regular Park Board meetings held August 9, 2018.
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 August meetings.
3C - 1
2018
`
10/8/18 11/12/18 12/10/18
1 Vacant a a 0 a 0 0 0 a 100%4.25 2018 67%
2 Tina Wasserman a a 0 a 0 0 0 a 100%4.25
3 Frances Scharli a a 0 a 0 0 0 a 100%4.25
4 Lori Palmer r a 0 a 0 0 0 a 75%3.5
5 Mitch Hill a a 0 a 0 0 0 a 100%4.25
6 Mike Pazera a a 0 a 0 0 0 a 100%4.25
7 Paul Venesky r a 0 a 0 0 0 a 75%3.5
67%100%0 100%0 0 0 100%a In attendance
Total Hrs Per Month 0.75 1 0 1 0 0 0 1.5 4.25 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
8/9/18 A joint SPDC & Park Board meeting will be held, followed by the regular Park Board meeting.0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
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 8/9/18 9/10/18
Individual
Attendance
Rate
Hrs To
Date
3C - 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 29, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds Request from
Southlake Girls Softball Association for soft-toss hitting
stations at Bob Jones Park
Action Requested: Park Board recommendation on the Southlake Parks
Development Corporation (SPDC) Matching Funds request
from Southlake Girls Softball Association
Background
Information: The Community Services Department recently received a
request for SPDC matching funds from Southlake Girls
Softball Association (SGSA) in the amount of $37,500 (half
of total project cost) for installation of soft-toss hitting
stations at Bob Jones Park. The request includes installation
of up to 16 stations in the softball facility. The proposed
locations for the hitting stations are near the existing batting
cages, the small fence in the pitching warm-up area, and
near each field. Each station would consist of a 10’ x 12’
concrete slab with an anchored net. The total cost for the
proposed project is estimated to be $75,000. These
improvements will provide effective batting practice and
alleviate overcrowding at the existing revamped batting
cages.
Staff has reviewed the request from SGSA and recommends
approval based on the request meeting the criteria
designated within the SPDC Matching Funds Policy.
A representative from SGSA may be present at the meeting
to respond to any questions from the Park Board.
SPDC will consider the request at their meeting on October
2, 2018, prior to City Council consideration on October 16,
2018.
A copy of the SPDC Matching Funds application from SGSA
is included with the memo for your review.
5A - 1
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Financial
Considerations: Approval of a matching funds request will assist with
offsetting capital costs of a project. Availability of SPDC
matching funds for the project are reviewed when SPDC
makes their recommendation to City Council. The Park
Board’s consideration of the project is based on the viability
of the project itself to the overall use of the City’s parks and
recreation system as per the adopted Southlake 2030 Parks,
Recreation & Open Space/Community Facilities Master
Plan, the evaluation criteria and the benefit the project is to
Southlake residents.
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Southlake Girls Softball Association proposes to commit
funds in the amount of $37,500 towards the proposed
project.
Parks & Recreation Board recommendation September 10,
2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Southlake
Girls Softball Association
Map of proposed location of soft-toss hitting stations
5A - 2
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Photos of similar soft-toss hitting stations
Staff
Recommendation: Park Board recommendation to approve the SPDC Matching
Funds request from Southlake Girls Softball Association
5A - 3
Revised 03.08.12
1
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:_________________
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
5A - 4
X X X X X X X X
X
X
X
X
X
X
X
3-4
3-4 3-4
3-4
X
5A - 5
5A - 6
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 29, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds Request from
Dragon Youth Baseball for installation of synthetic turf on
Field 9 at Bicentennial Park
Action Requested: Park Board recommendation on the Southlake Parks
Development Corporation (SPDC) Matching Funds request
from Dragon Youth Baseball
Background
Information: The Community Services Department recently received a
request for SPDC matching funds from Dragon Youth
Baseball (DYB) in the amount $75,000 (half of total project
cost) for installation of synthetic turf on Field 9 at
Bicentennial Park. The total cost for the proposed project is
estimated to be $150,000.
The proposed improvements to Field 9 will ensure proper
training of players on a consistent surface, as well as avoid
weather related closures, and maintain a consistent
schedule.
Staff has reviewed the request from DYB and recommends
approval based on the request meeting the criteria
designated within the SPDC Matching Funds Policy.
A representative from DYB may be present at the meeting to
respond to any questions from the Park Board.
SPDC will make a recommendation on the request at their
October 2, 2018 meeting, prior to City Council consideration
on October 16, 2018.
A copy of the SPDC Matching Funds application from DYB is
included with the memo for your review.
Financial
Considerations: Approval of a matching funds request will assist with
offsetting capital costs of a project. Availability of SPDC
5B - 1
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
matching funds for the project are reviewed when SPDC
makes their recommendation to City Council. The Park
Board’s consideration of the project is based on the viability
of the project itself to the overall use of the City’s parks and
recreation system as per the adopted Southlake 2030 Parks,
Recreation & Open Space/Community Facilities Master
Plan, the evaluation criteria and the benefit the project is to
Southlake residents.
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Dragon Youth Baseball proposes to commit funds in the
amount of $75,000 towards the proposed project.
Parks & Recreation Board recommendation September 10,
2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Dragon Youth
Baseball
Map of Field 9
Photos of similar synthetic turf fields
Staff
Recommendation: Park Board recommendation to approve the SPDC Matching
Funds request from Dragon Youth Baseball
5B - 2
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Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
matching funds for the project are reviewed when SPDC
makes their recommendation to City Council. The Park
Board’s consideration of the project is based on the viability
of the project itself to the overall use of the City’s parks and
recreation system as per the adopted Southlake 2030 Parks,
Recreation & Open Space/Community Facilities Master
Plan, the evaluation criteria and the benefit the project is to
Southlake residents.
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Dragon Youth Baseball proposes to commit funds in the
amount of $75,000 towards the proposed project.
Parks & Recreation Board recommendation September 10,
2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Dragon Youth
Baseball
Map of Field 9
Photos of similar synthetic turf fields
Staff
Recommendation: Park Board recommendation to approve the SPDC Matching
Funds request from Dragon Youth Baseball
5B - 2
Revised 03.08.12
1
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:_________________
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
5B - 3
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5B - 8
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
matching funds for the project are reviewed when SPDC
makes their recommendation to City Council. The Park
Board’s consideration of the project is based on the viability
of the project itself to the overall use of the City’s parks and
recreation system as per the adopted Southlake 2030 Parks,
Recreation & Open Space/Community Facilities Master
Plan, the evaluation criteria and the benefit the project is to
Southlake residents.
Strategic Link: The matching funds request is linked to the City’s Strategy
Map related to the focus areas of Quality Development and
Partnerships and Volunteerism and meets the corporate
objectives to provide attractive and unique spaces for
enjoyment of personal interests, collaborate with select
partners to implement service solutions, and invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review : Dragon Youth Baseball proposes to commit funds in the
amount of $75,000 towards the proposed project.
Parks & Recreation Board recommendation September 10,
2018
SPDC recommendation October 2, 2018
City Council to consider October 16, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents:
SPDC Matching Funds Application from Dragon Youth
Baseball
Map of Field 9
Photos of similar synthetic turf fields
Staff
Recommendation: Park Board recommendation to approve the SPDC Matching
Funds request from Dragon Youth Baseball
5B - 2
Revised 03.08.12
1
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:_________________
Project Description:
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: Funds Requested:
Check One: Standard Match OR In-Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
5B - 3
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 6, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on Facilities Utilization Agreement with
Dragon Youth Football
Action Requested: Park Board recommendation on the Facilities Utilization
Agreement with Dragon Youth Football for 2019 through
2020.
Background
Information: The City coordinates with several Southlake youth athletic
associations to provide youth sports programs to residents.
Use of all City-owned athletic fields is authorized by the City
Council through a Facilities Utilization Agreement (FUA).
The proposed FUA with Dragon Youth Football (DYF) is an
agreement to provide athletic fields for the football program
January 1, 2019 – December 31, 2020.
A copy of the proposed FUA with DYF is attached for your
consideration.
City Council will consider the proposed FUA at their meeting
on October 16, 2018.
Financial
Considerations: The Association will pay field maintenance fees of $12.00
per resident per season and $17.00 per non-resident per
season, to assist the City with offsetting a portion of the
maintenance and operations costs.
Strategic Link: This item is linked to the City’s Strategy Map related to the
focus area of Performance Management & Service Delivery
and meets the corporate objectives to Collaborate with
Select Partners to Implement Service Solutions.
5C - 1
Park and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Citizen Input/
Board Review: Parks & Recreation Board consideration September 10,
2018
City Council consideration October 16, 2018
Legal Review: The agreement has been reviewed by the City Attorney.
Alternatives: Alternatives include:
Approve as presented
Approve with input as desired
Decision not to approve
Attachments: Proposed Facilities Utilization Agreement with DYF
Staff
Recommendation: Park Board recommendation to approve t he Facilities
Utilization Agreement with Dragon Youth Football for 2019-
2020.
5C - 2
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
THE STATE OF TEXAS §
§
COUNTY OF TARRANT §
The parties to this Agreement are the City of Southlake, Texas, herein called "CITY,"
and the Dragon Youth Football Association, herein called "ASSOCIATION."
WHEREAS, the CITY owns, operates, and maintains certain athletic facilities for
the recreation, use, benefit, and enjoyment of its residents and the general public; and
WHEREAS, the ASSOCIATION desires to lease (or utilize) the CITY’S athletic
facilities to provide a youth football program in accordance with the terms and
conditions of this Agreement,
NOW, THEREFORE, IN CONSIDERATION of the covenants and agreements
hereinafter contained and subject to the terms and conditions hereinafter stated, the
parties hereto do mutually agree as follows:
SECTION 1
SCOPE OF SERVICES
A. The ASSOCIATION agrees to provide a recreational youth football program that
adheres to the City of Southlake’s organization values outlined in Section 9 of the
Agreement.
B. The CITY agrees to allocate the required number of fields to meet the
Association’s program needs for 2019–2020. Specific field allocations will be
made in accordance with the City of Southlake Policy for the Provision of Athletic
Facilities, which is made a part of this Agreement by reference and identified
herein as Exhibit A.
SECTION 2
TERMS OF AGREEMENT
1. This Agreement will be effective on the date signed by the CITY’S Mayor.
2. The term of this Agreement shall be from January 1, 2019 through December
31, 2020.
3. Football shall consist of the following seasons:
a. Fall (typically August – November)
5C - 3
The beginning of a season is the first day the ASSOCIATION utilizes the field(s)
for coach look, tryouts, scrimmages, clinics, camps, etc., for that corresponding
season. The end of a season is the last day the ASSOCIATION utilizes the
field(s), as described above, for that corresponding season.
4. If the ASSOCIATION desires additional facility usage outside of the above listed
seasons it must rent the fields from the CITY at the City Council approved field
rental rates.
5. Fields not being utilized by the ASSOCIATION or the CITY will be made
available for public use as per the Policy for the Provision of Athletic Facilities
(Exhibit A). The CITY will work with the ASSOCIATION to identify any available
fields.
6. Minor, functional and operational amendments to this Agreement must be
approved by the Director of Community Services. Except as otherwise authorized
herein, any other substantive amendments to this Agreement must be approved
in writing by the City Council following a recommendation by the Parks and
Recreation Board.
SECTION 3
USE OF PREMISES
The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any
property of the CITY. Only the CITY may rent CITY property. All inquiries into field
rentals and tournaments should be directed to the CITY; specifically, the Department of
Community Services, at (817) 748-8019. Due to the necessity of inter-league play in
order to complete some leagues, the ASSOCIATION shall assure that an
ASSOCIATION team is scheduled for each game played on a CITY field.
The ASSOCIATION shall not engage in any business on premises or do anything in
connection therewith which shall be in violation of this Agreement, any existing state or
federal law, or CITY ordinance, or use the same in such manner as to constitute a
nuisance.
SECTION 4
FIELD MAINTENANCE FEES
The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of
$12.00 per resident player per season, and a non-resident field maintenance fee of
$17.00 per non-resident player per season within two (2) weeks after the last
regular season game to help off-set the costs for lighting and maintaining the fields in
playing condition. The fee must be paid for all players utilizing CITY fields regardless of
the level or division of play.
5C - 4
SECTION 5
INSURANCE
The ASSOCIATION, at its own expense, shall obtain and keep in force during the term
of this Agreement public liability insurance as will protect the ASSOCIATION and the
CITY from all claims for damages to property and persons, and such insurance policy
shall name the City of Southlake as an additional insured, in an amount of at least one
million dollars ($1,000,000) with such policy designed to cover the cost of defense and
liability for injuries suffered by spectators and competitors in the organized athletic
activity. The insurance shall protect the CITY from and against all liability for claims
arising out of or in connection with the ASSOCIATION’s use and occupation of the
premises, and shall provide that such policy cannot be cancelled or terminated without
thirty days prior written notice to the CITY. All insurance shall be issued by a company
or companies of sound and adequate financial responsibility and authorized to do
business in Texas, acceptable to the CITY.
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage For Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake for their adequacy as to content, protection, and named
insurance company. The ASSOCIATION shall furnish to the CITY certificates of such
insurance within (10) ten days of the execution of this Agreement or prior to the
commencement of any activities by the ASSOCIATION at the City of Southlake
Park Facilities, whichever event occurs first. The ASSOCIATION understands and
agrees that it has the sole responsibility to provide this information and that failure to
timely comply with the requirements under the Article shall be cause for termination of
this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to the CITY
under any third party liability policy.
The ASSOCIATION further agrees that with respect to the above required insurance,
the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
5C - 5
SECTION 6
INDEMNIFICATION
THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN
ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT
PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN
MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT
THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT
CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED
DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL
INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING
BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS
DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE
ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE
ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES
OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE
ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE
ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION
TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE
DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION
SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION
OF THE FACILITY.
THE ASSOCIATION AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS
THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM
ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC
LOSS, PERSONAL INJURY, OR PROPERTY DAMAGE ARISING OUT OF THE
ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING
BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF OR ALLEGED TO ARISE OUT
OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION
OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY’S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN SECTION 5 OF THIS AGREEMENT. TO THE EXTENT
THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE
THIS AGREEMENT, THE REMEDIES AVAILABLE TO ASSOCIATION TO ENFORCE
THIS AGREEMENT ARE LIMITED TO MANDAMUS OR SPECIFIC PERFORMANCE.
ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF
ATTORNEY’S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES.
5C - 6
SECTION 7
MISCELLANEOUS EXHIBITS
It is especially provided and agreed by and between the ASSOCIATION and the CITY
that the exhibits referenced herein or attached hereto are incorporated into this
Agreement as if set out in their entirety said exhibits being:
1. Exhibit “A” – Policy for the Provision of Athletic Facilities
SECTION 8
TERMINATION OF AGREEMENT
1. CITY or ASSOCIATION shall notify the other party in writing of a breach of
any term of this Agreement and allow ten (10) days to cure the breach. If the breach is
not cured after the expiration of ten (10) days, then the non-breaching party may
terminate this Agreement upon the expiration of 30 days from the date of the original
written notice of breach without further notification to the breaching party.
2. In addition to any other provision or remedy of this Agreement, the CITY may
keep a record of violations of any term of this Agreement, the City of Southlake Values,
or any of the associated Exhibits. The failure of the City to notify ASSOCIATION of any
such violation(s) shall not be deemed a waiver of any other right or remedy of the CITY.
In case of three or more violations, the CITY’S Department of Community Services may
schedule a meeting with ASSOCIATION to review the violations and determine whether
or not the violations are curable. If the violations cannot be cured, then this Agreement
may be terminated after the expiration of the then current season.
SECTION 9
CITY OF SOUTHLAKE VALUES
The City of Southlake has adopted values that are the fundamental principles that guide
how members of the CITY conduct themselves in pursuit of the mission and vision. All
business conducted with the CITY shall adhere to the CITY’s organizational values as
described below:
• Integrity: Being worthy of the public's trust in all things. We deal honestly and
respectfully with each other and the public at all times.
• Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in
service delivery.
• Accountability: Taking personal responsibility for our actions or inaction while
putting the interests of the taxpayer first.
• Commitment to Excellence: Behaving responsively in our delivery of service to
the public. Our work is characterized by its quality and by the diligence with
which it is carried out. We proactively seek to solve problems in advance.
5C - 7
• Teamwork: Recognizing the importance of working together to meet our citizen's
needs, communicating clearly, sharing resources and information freely.
The values set forth in Section 9 are goals to which CITY officials, staff and employees
are expected to adhere to in activities concerning this Agreement. The failure to adhere
to, comply with, or take action consistent with these values should be reported to an
appropriate CITY official, staff member, or employee, and such action or failure to act
shall not be considered a material breach of this Agreement, but may be taken into
consideration by the CITY as provided in Section 8, Paragraph 2.
SECTION 10
SUCCESSORS AND ASSIGNS
CITY and ASSOCIATION each binds itself and its successors, executors, administrator
and assigns to the other party of this Agreement and to the successor, executors,
administrators and assigns of such other party in respect to all covenants of this
Agreement. Neither CITY nor ASSOCIATION shall assign or transfer its interest herein
without the prior written consent of the other.
SECTION 11
APPLICABLE LAW
This Agreement is entered into subject to the Charter and ordinances of CITY as they
may be amended from time to time, and is subject to and is to be construed, governed
and enforced under all applicable State of Texas and Federal laws. ASSOCIATION will
make any and all reports required per Federal, State or local law including, but not
limited to, proper reporting to the Internal Revenue Service, as required in accordance
with ASSOCIATION'S income. Situs of this Agreement is agreed to be Tarrant County,
Texas, for all purposes including performance and execution.
SECTION 12
SEVERABILITY
If any of the terms, provisions, covenants, conditions or any other part of this Agreement
are held for any reason to be invalid, void or unenforceable, the remainder of the terms,
provisions, covenants, conditions or any other part of this Agreement shall remain in full
force and effect and shall in no way be affected, impaired or invalidated.
SECTION 13
REMEDIES
No right or remedy granted herein or reserved to the parties is exclusive of any other
right or remedy herein by law or equity provided or permitted, but each shall be
cumulative of every other right or remedy given hereunder.
5C - 8
SECTION 14
ENTIRE AGREEMENT
This Agreement and the Exhibits embody the complete agreement of the parties hereto,
superseding all oral or written previous and contemporaneous agreements between the
parties relating to matters herein, and except as otherwise provided herein, cannot be
modified without written agreement of the parties.
SECTION 15
NON-WAIVER
It is further agreed that one (1) or more instances of forbearance by CITY in the
exercise of its rights herein shall in no way constitute a waiver thereof. No covenant or
condition of this Agreement may be waived without consent of the parties. Forbearance
or indulgence by either party shall not constitute a waiver of any covenant or condition
to be performed pursuant to this Agreement.
SECTION 16
HEADINGS
The headings of this Agreement are for the convenience of reference only and shall not
affect in any manner any of the terms and conditions hereof.
SECTION 17
VENUE
The parties to this Agreement agree and covenant that this Agreement will be
enforceable in the City of Southlake, Texas; and that if legal action is necessary to
enforce this Agreement, exclusive venue will lie in Tarrant County, Texas.
SECTION 18
NO THIRD PARTY BENEFICIARY
For purposes of this Agreement, including its intended operation and effect, the parties
(CITY and ASSOCIATION) specifically agree that: (1) the Agreement only affects
matters/disputes between the parties to this Agreement, and is in no way intended by
the parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with CITY or
ASSOCIATION or both; and (2) the terms of this Agreement are not intended to release,
either by contract or operation of law, any third person or entity from obligations owi ng
by them to either CITY or ASSOCIATION.
5C - 9
SECTION 19
GOVERNMENTAL IMMUNITY
ASSOCIATION understands and agrees that CITY is a Texas home-rule municipality
and that by entering into this Agreement, the CITY is performing a governmental
function. No term or condition of the Agreement shall be construed or interpreted as a
waiver, express or implied, of any of the governmental or soverign immunities, rights,
benefits, or protections of CITY.
This Agreement is made and entered into on the _____ day of _______________,
______.
CITY OF SOUTHLAKE
_________________________ by: _________________________
City Secretary Mayor
City of Southlake
_________________________ __________________________
Approved as to form President
City Attorney Dragon Youth Football
5C - 10
1
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 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
• Provide and maintain high quality parks and community facilities within budget
5C - 11
2
• 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
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)
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)
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)
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.
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).
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3
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
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
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4
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
• 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.)
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5
• 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
• 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
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6
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
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.
5C - 16
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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.
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.
5C - 17
8
(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
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
5C - 18
9
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
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.
5C - 19
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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)
Use of fire pits are allowed in designated areas. Fires may be prohibited entirely if a fire ban is
in effect.
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
5C - 20
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 6, 2018
TO: Park and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on Facilities Utilization Agreement with
Grapevine Southlake Soccer Association
Action Requested: Park Board recommendation on the Facilities Utilization
Agreement with Grapevine Southlake Soccer Association for
2019 through 2020.
Background
Information: The City coordinates with several Southlake youth athletic
associations to provide youth sports programs to residents.
Use of all City-owned athletic fields is authorized by the City
Council through a Facilities Utilization Agreement (FUA).
The proposed FUA with Grapevine Southlake Soccer
Association (GSSA) is an agreement to provide athletic
fields for the football program January 1, 2019 – December
31, 2020.
A copy of the proposed FUA with GSSA is attached for your
consideration.
City Council will consider the proposed FUA at their meeting
on October 16, 2018.
Financial
Considerations: The Association will pay field maintenance fees of $12.00
per resident per season, to assist the City with offsetting a
portion of the maintenance and operations costs.
Specific to the GSSA agreement is a provision to waive
required field maintenance fees for non-residents. Unlike
other associations, GSSA works with both the City of
Southlake and the City of Grapevine to provide soccer to the
youth. As part of this co-operative the City of Southlake will
only charge for Southlake Residents.
5D - 1
Parks and Recreation Board
Meeting Date – September 10, 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 to the
focus area of Performance Management & Service Delivery
and meets the corporate objectives to Collaborate with
Select Partners to Implement Service Solutions.
Citizen Input/
Board Review: Parks & Recreation Board consideration September 10,
2018
City Council consideration October 16, 2018
Legal Review: The agreement has been reviewed by the City Attorney.
Alternatives: Alternatives include:
Approve as presented
Approve with input as desired
Decision not to approve
Attachments: Proposed Facilities Utilization Agreement with GSSA
Staff
Recommendation: Park Board recommendation to approve the Facilities
Utilization Agreement with Grapevine Southlake Soccer
Association for 2019-2020.
5D - 2
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
THE STATE OF TEXAS §
§
COUNTY OF TARRANT §
The parties to this Agreement are the City of Southlake, Texas, herein called "CITY,"
and the Grapevine Southlake Soccer Association, herein called "ASSOCIATION."
WHEREAS, the CITY owns, operates, and maintains certain athletic facilities for
the recreation, use, benefit, and enjoyment of its residents and the general public; and
WHEREAS, the ASSOCIATION desires to lease (or utilize) the CITY’S athletic
facilities to provide a youth soccer program in accordance with the terms and conditions
of this Agreement,
NOW, THEREFORE, IN CONSIDERATION of the covenants and agreements
hereinafter contained and subject to the terms and conditions hereinafter stated, the
parties hereto do mutually agree as follows:
SECTION 1
SCOPE OF SERVICES
A. The ASSOCIATION agrees to provide a recreational youth soccer program that
adheres to the City of Southlake’s organization values outlined in Section 9 of the
Agreement.
B. The CITY agrees to allocate the required number of fields to meet the
Association’s program needs for 2019–2020. Specific field allocations will be
made in accordance with the City of Southlake Policy for the Provision of Athletic
Facilities, which is made a part of this Agreement by reference and identified
herein as Exhibit A.
SECTION 2
TERMS OF AGREEMENT
1. This Agreement will be effective on the date signed by the CITY’S Mayor.
2. The term of this Agreement shall be from January 1, 2019 through December
31, 2020.
3. Soccer shall consist of the following seasons:
a. Spring (typically February – May)
5D - 3
b. Fall (typically August – November)
The beginning of a season is the first day the ASSOCIATION utilizes the field(s)
for coach look, tryouts, scrimmages, clinics, camps, etc., for that corresponding
season. The end of a season is the last day the ASSOCIATION utilizes the
field(s), as described above, for that corresponding season.
4. If the ASSOCIATION desires additional facility usage outside of the above listed
seasons it must rent the fields from the CITY at the City Council approved field
rental rates.
5. Fields not being utilized by the ASSOCIATION or the CITY will be made
available for public use as per the Policy for the Provision of Athletic Facilities
(Exhibit A). The CITY will work with the ASSOCIATION to identify any available
fields.
6. Minor, functional and operational amendments to this Agreement must be
approved by the Director of Community Services. Except as otherwise authorized
herein, any other substantive amendments to this Agreement must be approved
in writing by the City Council following a recommendation by the Parks and
Recreation Board.
SECTION 3
USE OF PREMISES
The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any
property of the CITY. Only the CITY may rent CITY property. All inquiries into field
rentals and tournaments should be directed to the CITY; specifically, the Department of
Community Services, at (817) 748-8019. Due to the necessity of inter-league play in
order to complete some leagues, the ASSOCIATION shall assure that an
ASSOCIATION team is scheduled for each game played on a CITY field.
The ASSOCIATION shall not engage in any business on premises or do anything in
connection therewith which shall be in violation of this Agreement, any existing state or
federal law, or CITY ordinance, or use the same in such manner as to constitute a
nuisance.
SECTION 4
FIELD MAINTENANCE FEES
The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of
$12.00 per resident player per season within two (2) weeks after the last regular
season game to help off-set the costs for lighting and maintaining the fields in playing
condition. The fee must be paid for all players utilizing CITY fields regardless of the
level or division of play, including “select” players. Non-resident fees are waived and
collected as part of their agreement with the City of Grapevine.
5D - 4
SECTION 5
INSURANCE
The ASSOCIATION, at its own expense, shall obtain and keep in force during the term
of this Agreement public liability insurance as will protect the ASSOCIATION and the
CITY from all claims for damages to property and persons, and such insurance policy
shall name the City of Southlake as an additional insured, in an amount of at least one
million dollars ($1,000,000) with such policy designed to cover the cost of defense and
liability for injuries suffered by spectators and competitors in the organized athletic
activity. The insurance shall protect the CITY from and against all liability for claims
arising out of or in connection with the ASSOCIATION’s use and occupation of the
premises, and shall provide that such policy cannot be cancelled or terminated without
thirty days prior written notice to the CITY. All insurance shall be issued by a company
or companies of sound and adequate financial responsibility and authorized to do
business in Texas, acceptable to the CITY.
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage For Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake for their adequacy as to content, protection, and named
insurance company. The ASSOCIATION shall furnish to the CITY certificates of such
insurance within (10) ten days of the execution of this Agreement or prior to the
commencement of any activities by the ASSOCIATION at the City of Southlake
Park Facilities, whichever event occurs first. The ASSOCIATION understands and
agrees that it has the sole responsibility to provide this information and that failure to
timely comply with the requirements under the Article shall be cause for termination of
this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to the CITY
under any third party liability policy.
The ASSOCIATION further agrees that with respect to the above required insurance,
the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
5D - 5
SECTION 6
INDEMNIFICATION
THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN
ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT
PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN
MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT
THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT
CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED
DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL
INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING
BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS
DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE
ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE
ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES
OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE
ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE
ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION
TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE
DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION
SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION
OF THE FACILITY.
THE ASSOCIATION AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS
THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM
ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC
LOSS, PERSONAL INJURY, OR PROPERTY DAMAGE ARISING OUT OF THE
ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING
BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF OR ALLEGED TO ARISE OUT
OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION
OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY’S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN SECTION 5 OF THIS AGREEMENT. TO THE EXTENT
THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE
THIS AGREEMENT, THE REMEDIES AVAILABLE TO ASSOCIATION TO ENFORCE
THIS AGREEMENT ARE LIMITED TO MANDAMUS OR SPECIFIC PERFORMANCE.
ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF
ATTORNEY’S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES.
5D - 6
SECTION 7
MISCELLANEOUS EXHIBITS
It is especially provided and agreed by and between the ASSOCIATION and the CITY
that the exhibits referenced herein or attached hereto are incorporated into this
Agreement as if set out in their entirety said exhibits being:
1. Exhibit “A” – Policy for the Provision of Athletic Facilities
SECTION 8
TERMINATION OF AGREEMENT
1. CITY or ASSOCIATION shall notify the other party in writing of a breach of
any term of this Agreement and allow ten (10) days to cure the breach. If the breach is
not cured after the expiration of ten (10) days, then the non-breaching party may
terminate this Agreement upon the expiration of 30 days from the date of the original
written notice of breach without further notification to the breaching party.
2. In addition to any other provision or remedy of this Agreement, the CITY may
keep a record of violations of any term of this Agreement, the City of Southlake Values,
or any of the associated Exhibits. The failure of the City to notify ASSOCIATION of any
such violation(s) shall not be deemed a waiver of any other right or remedy of the CITY.
In case of three or more violations, the CITY’S Department of Community Services may
schedule a meeting with ASSOCIATION to review the violations and determine whether
or not the violations are curable. If the violations cannot be cured, then this Agreement
may be terminated after the expiration of the then current season.
SECTION 9
CITY OF SOUTHLAKE VALUES
The City of Southlake has adopted values that are the fundamental principles that guide
how members of the CITY conduct themselves in pursuit of the mission and vision. All
business conducted with the CITY shall adhere to the CITY’s organizational values as
described below:
• Integrity: Being worthy of the public's trust in all things. We deal honestly and
respectfully with each other and the public at all times.
• Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in
service delivery.
• Accountability: Taking personal responsibility for our actions or inaction while
putting the interests of the taxpayer first.
• Commitment to Excellence: Behaving responsively in our delivery of service to
the public. Our work is characterized by its quality and by the diligence with
which it is carried out. We proactively seek to solve problems in advance.
5D - 7
• Teamwork: Recognizing the importance of working together to meet our citizen's
needs, communicating clearly, sharing resources and information freely.
The values set forth in Section 9 are goals to which CITY officials, staff and employees
are expected to adhere to in activities concerning this Agreement. The failure to adhere
to, comply with, or take action consistent with these values should be reported to an
appropriate CITY official, staff member, or employee, and such action or failure to act
shall not be considered a material breach of this Agreement, but may be taken into
consideration by the CITY as provided in Section 8, Paragraph 2.
SECTION 10
SUCCESSORS AND ASSIGNS
CITY and ASSOCIATION each binds itself and its successors, executors, administrator
and assigns to the other party of this Agreement and to the successor, executors,
administrators and assigns of such other party in respect to all covenants of this
Agreement. Neither CITY nor ASSOCIATION shall assign or transfer its interest herein
without the prior written consent of the other.
SECTION 11
APPLICABLE LAW
This Agreement is entered into subject to the Charter and ordinances of CITY as they
may be amended from time to time, and is subject to and is to be construed, governed
and enforced under all applicable State of Texas and Federal laws. ASSOCIATION will
make any and all reports required per Federal, State or local law including, but not
limited to, proper reporting to the Internal Revenue Service, as required in accordance
with ASSOCIATION'S income. Situs of this Agreement is agreed to be Tarrant County,
Texas, for all purposes including performance and execution.
SECTION 12
SEVERABILITY
If any of the terms, provisions, covenants, conditions or any other part of this Agreement
are held for any reason to be invalid, void or unenforceable, the remainder of the terms,
provisions, covenants, conditions or any other part of this Agreement shall remain in full
force and effect and shall in no way be affected, impaired or invalidated.
SECTION 13
REMEDIES
No right or remedy granted herein or reserved to the parties is exclusive of any other
right or remedy herein by law or equity provided or permitted, but each shall be
cumulative of every other right or remedy given hereunder.
5D - 8
SECTION 14
ENTIRE AGREEMENT
This Agreement and the Exhibits embody the complete agreement of the parties hereto,
superseding all oral or written previous and contemporaneous agreements between the
parties relating to matters herein, and except as otherwise provided herein, cannot be
modified without written agreement of the parties.
SECTION 15
NON-WAIVER
It is further agreed that one (1) or more instances of forbearance by CITY in the
exercise of its rights herein shall in no way constitute a waiver thereof. No covenant or
condition of this Agreement may be waived without consent of the parties. Forbearance
or indulgence by either party shall not constitute a waiver of any covenant or condition
to be performed pursuant to this Agreement.
SECTION 16
HEADINGS
The headings of this Agreement are for the convenience of reference only and shall not
affect in any manner any of the terms and conditions hereof.
SECTION 17
VENUE
The parties to this Agreement agree and covenant that this Agreement will be
enforceable in the City of Southlake, Texas; and that if legal action is necessary to
enforce this Agreement, exclusive venue will lie in Tarrant County, Texas.
SECTION 18
NO THIRD PARTY BENEFICIARY
For purposes of this Agreement, including its intended operation and effect, the parties
(CITY and ASSOCIATION) specifically agree that: (1) the Agreement only affects
matters/disputes between the parties to this Agreement, and is in no way intended by
the parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with CITY or
ASSOCIATION or both; and (2) the terms of this Agreement are not intended to release,
either by contract or operation of law, any third person or entity from obligations owing
by them to either CITY or ASSOCIATION.
5D - 9
SECTION 19
GOVERNMENTAL IMMUNITY
ASSOCIATION understands and agrees that CITY is a Texas home-rule municipality
and that by entering into this Agreement, the CITY is performing a governmental
function. No term or condition of the Agreement shall be construed or interpreted as a
waiver, express or implied, of any of the governmental or soverign immunities, rights,
benefits, or protections of CITY.
This Agreement is made and entered into on the _____ day of _______________,
______.
CITY OF SOUTHLAKE
_________________________ by: _________________________
Carol Ann Borges, TRMC Mayor
City Secretary City of Southlake
_________________________ __________________________
Approved as to form President
City Attorney Grapevine Southlake Soccer Assoc,
5D - 10
1
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 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
• Provide and maintain high quality parks and community facilities within budget
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• 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
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)
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)
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)
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.
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).
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3
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
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
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4
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
• 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.)
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• 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
• 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
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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
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.
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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.
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.
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(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
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
5D - 18
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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
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.
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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)
Use of fire pits are allowed in designated areas. Fires may be prohibited entirely if a fire ban is
in effect.
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
5D - 20
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
September 6, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Appoint Parks and Recreation Board member to the Carillon
Parc Project Steering Committee
Action Requested: Selection of Parks Board member to serve on the Carillon
Parc Project Steering Committee.
Background
Information:
Carillon Parc is moving forward with the commercial/mixed
use portion of the development and City staff is making
preparations for the public spaces planned for this large-
scale project. Due to the magnitude of the project which will
require involvement from numerous Boards and
Commissions, City Council decided at their August 21st
meeting to move forward with the formation of a project
Steering Committee.
You can watch the staff presentation and City Council
discussion on the creation of the new steering
committee here via the City's Video on Demand – (click on
Work Session item #5 to watch the video).
The composition of the Steering Committee will include the
following: Mayor, 3 Councilmembers (1 SPDC Chair), 1
Library Board Member,1 Park Board Member, 1 Southlake
Arts Council Member,1 Community Enhancement &
Development Corp. Member and 1 Planning & Zoning
Commission Member. The Mayor will appoint
Councilmembers to sit on the Committee, including the Chair
of the SPDC, with respective boards choosing their
representation.
The Steering Committee will provide general governance
oversight for planning and development of public spaces and
associated amenities to be included in the Carillon Parc
development. This work will include:
5E - 1
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Develop and recommend to Council project Vision,
Goals and Objectives to establish the framework for
public space decision-making;
Review and comment on project funding plan,
including budgets;
Work closely with project staff, consultants, and
developer to finalize conceptual plans for facilities;
and,
Advise Council on other matters as requested.
The Parks and Recreation Board member serving on the
Steering Committee, along with myself will be responsible for
keeping the Board informed throughout the process.
It is appropriate at this time to have Park Board members
consider their interest in serving as the Park Board liaison to
the Carillon Parc Project Steering Committee. If you have
interest in serving as the Board’s representative, please let
me or Chair Wasserman know prior to the meeting.
It should be mentioned, a meeting schedule for the Steering
Committee has not been established, and meetings will be
held on an “as needed” basis.
Financial
Considerations: None
Strategic Link: This item is linked to the City’s Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
corporate objectives to Actively Promote Opportunities for
Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: The Park Board selection of Park Board representative to
the Carillon Parc Project Steering Committee by a formal
motion and vote at September 10, 2018 meeting
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: ∙ Assistant City Manager Memo
∙ Carillon Parc Steering Committee Roles &
Responsibilities
5E - 2
Parks and Recreation Board
Meeting Date – September 10, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Staff
Recommendation: Appoint a member to serve on the Carillon Parc Project
Steering Committee
5E - 3
M E M O R A N D U M
August 14, 2018
TO: Shana K. Yelverton, City Manager
FROM: Ben Thatcher, Assistant City Manager
SUBJECT: Worksession Item 5 - Carillon Parc Public Spaces – Roles &
Responsibilities
Action
Requested: City Council discussion of the roles and responsibilities of each City
board during the Carillon Parc public space planning process.
Background
Information: City Council approved the Zoning Change and Development Plan for
Carillon Parc on final reading at the June 19, 2018 City Council
meeting. The development plan incorporates a number of public uses
including, but not limited to, a public library, parks and open spaces,
and public art. As part of the development of the library, there has
been initial discussion of the potential for second floor performing arts
and museum spaces.
As preparations are made for the development of the project, it will be
necessary for City Council to work with its appointed board and
commission members to finalize plans for the public spaces, and work
closely with the development team through final construction and
occupancy.
Staff is proposing the formation of a Steering Committee, comprised of
representatives from involved boards and commissions, to assist
Council with the development process. The Steering Committee will
provide general governance oversight for planning and development of
public spaces and associated amenities to be included in the Carillon
Parc development. This work will include:
Review of City of Southlake comprehensive plan elements for
project alignment. Update as necessary;
Develop and recommend to Council project Vision, Goals and
Objectives to establish the framework for public space decision-
making;
5E - 4
Review and comment on project funding plan, including
budgets;
Work closely with project staff, consultants, and developer to
finalize conceptual plans for facilities; and,
Advise Council on other matters as requested.
A matrix detailing the roles and responsibilities of each board is
attached for Council review.
Financial
Considerations: The cost of managing the project through the Steering Committee
process would be minimal; however, the investment in the public
spaces could be significant and require multiple funding sources. As
such, Council will need to carefully consider the planning and
implementation of public space development ideas, and provide
guidance and oversight to involved boards and commissions.
Strategic Link: This item aligns to Council’s strategic focus areas of Infrastructure and
Partnerships/Volunteerism. The project can be linked to the corporate
objective of C3-Provide attractive and unique spaces for the enjoyment
of personal interests.
Citizen Input /
Board Review: The Steering Committee concept will be reviewed with Southlake
board members once Council sets the direction.
Legal Review: No legal review has been initiated. This will be done once Council
establishes its preferred direction.
Alternatives: Council could choose to take no action, leaving the development of the
project to the process that would be normally followed. Given the
magnitude of the Carillon Parc project, and the financial
considerations, staff is recommending a more coordinated approach.
Supporting
Documents: The packet contains two documents. First, a Steering Committee
Charge is included, outlining the composition and purpose of the
group. Second, a roles and responsibilities matrix is included in the
packet.
Staff
Recommendation: Staff recommends Council discussion of the steering committee
concept, with associated roles and responsibilities, at the August 21,
2018 City Council meeting.
5E - 5
Carillon Parc Public Spaces
Roles & Responsibilities
Item Staff Steering
Committee
City Council P&Z SPDC CEDC Park Board Library Board Arts Council Developer
Develop public space planning project goals
and objectives
Recommend Consider &
advise Council
Consider to
adopt
Informed
(courtesy)
OR
Make
recommendation
if goal language
incorporated into
comp plan
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Public space project budget Recommend Consider &
advise Council
Consider for
budget adoption
Informed
(courtesy)
Consider costs
attributable to
SPDC and adopt
budget
Informed
(courtesy)
Informed; make
budget
recommendation
to Council on
park items
Informed; make
budget
recommendation
to Council on
library capital
project and
operations
Informed; make
budget
recommendation
to Council on
public art items
Consulted for
proper
coordination
Professional Services Contract(s) Recommend
needed
professional
assistance;
recommend final
form contracts
Informed
(courtesy)
Consider for
approval
Informed
(courtesy)
Consider
contracts to be
funded through
SPDC
Informed
(courtesy)
Consider &
advise Council
on matters
related to parks
Consider &
advise Council
on matters
related to library
Consider &
advise Council
on matters
related to public
art
Consulted for
proper
coordination
Library Concepts Work with
consultant, make
recommendation
Consider &
advise Council
Consider for final
approval
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consider &
advise Council
Informed
(courtesy)
Consulted for
proper
coordination
Second Floor Space Concepts Using general
direction from
Council, work
with consultant
and make
recommendation
Consider plan
for Council-
identified use
Identify use(s),
provide direction
to staff;
Consider for final
approval
Informed
(courtesy)
Informed
(courtesy)
OR
Consider plan
for Council-
identified uses to
be funded
through SPDC
Informed
(courtesy)
Informed
(courtesy)
Consider plan
for Council-
identified uses, if
they involve
library
operations
Consider plan
for Council-
identified uses, if
they involve
public
art/performance
operations
Consulted for
proper
coordination
Public Park Concepts Recommend,
using
developer’s
general
concepts
Consider &
advise Council
Consider for final
approval
Informed
(courtesy)
Consider plan if
funded through
SPDC
Informed
(courtesy)
Consider &
advise Council
Informed
(courtesy)
Consider &
advise Council
on any public art
inclusions
Consulted for
proper
coordination
5E - 6
Item Staff Steering
Committee
City Council P&Z SPDC CEDC Park Board Library Board Arts Council Developer
Site Plan (park, library)
Recommend Informed
(courtesy)
Consider for final
approval
Consider &
make
recommendation
to Council
Informed
(courtesy)
Informed
(courtesy)
Consider &
advise Council
(parks)
Informed
(courtesy)
Informed
(courtesy)
Consulted for
proper
coordination;
serve as
applicant
Public Participation Agreements Recommend
based on MOU
approved by
Council
Informed
(courtesy)
Consider for final
approval
Informed
(courtesy)
Consider plan
for portions
funded through
SPDC
Review &
Comment on
new requests or
amendments to
MOU
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Approve as party
to agreement
Preliminary Platting – Park, Library lots Coordinate with
developer to
ensure City
details are
accurate
Informed
(courtesy)
Consider for
approval
Consider &
advise Council
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consulted for
proper
coordination;
serve as
applicant
Final Platting – Park, Library lots Coordinate with
developer to
ensure City
details are
accurate
Informed
(courtesy)
Informed
(courtesy)
Consider for final
approval
informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consulted for
proper
coordination;
serve as
applicant
Construction Management Manage City
budget and
construction
quality interests
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Informed
(periodic
updates)
Manage overall
construction
process;
coordinate with
City on budget
and construction
quality interests.
Change Orders that exceed budget or staff
spending authority OR materially affect scope
of project
Prepare &
approve if within
budget and staff
spending
authority
Informed
(courtesy) if
change order
materially affects
scope of project
Consider if
change order
materially affects
scope of project
or exceeds staff
spending
authority
Informed
(courtesy)
Consider if
change order
materially affects
scope of project
or exceeds staff
spending
authority (SPDC
funding)
Informed
(courtesy)
Informed
(courtesy)
Consider if park
change order
materially affects
scope of project
Informed
(courtesy)
Consider if
library change
order materially
affects scope of
project
Informed
(courtesy)
Consider if art
project change
order materially
affects scope of
project
Consulted for
proper
coordination
5E - 7
Parks and Recreation Report
•BJNC Butterfly Festival- Bob Jones Nature Center Sept 22
•National Night Out – Family Park Sept 29
•CISD Cross Country Meet – Bob Jones Park Oct 4
•Oktoberfest- Town Square Oct 5-7
•CISD Cross Country District Meet- Bob Jones Park Oct 11
•Homecoming Parade- Town Square Oct 17
•PKD Walk- Town Square Oct 27
•Masterworks Concert- Aria Amphitheater Oct 27
•Monster Mash- Aria Amphitheater Oct 28
6A - 1