2018-11-12 PB PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 8, 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, November 12, 2018
The regular Park Board meeting will begin at 6:00 p.m. at Southlake Town
Hall, 1400 Main Street. 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.
REGULAR AGENDA
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board
meeting held October 8, 2018. Please make any corrections to the
minutes part of the motion for consideration.
B. Absence of Parks and Recreation Board Members – The Board will
consider the absence of Park Board member Chad Bedwell from the
October 8, 2018 meeting. A copy of the Attendance Report is in your
packet.
3. Agenda Item No. 3. Public Forum
This is the public's opportunity to address the Board about non -agenda
items. During Public Forum, the Board will not discuss or take action on
any item brought up at this time
4. Agenda Item No. 4. Reports
A. Bob Jones Nature Center & Preserve – The City contracts the Bob
Jones Nature Center Organization to manage the operations of the
city-owned Bob Jones Nature Center & Preserve. Staff and
representatives from the Bob Jones Nature Center Organization will
update the Board on nature center participation, programs, and
Parks and Recreation Board
Meeting Date – November 12, 2018
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
events offered at the Bob Jones Nature Center & Preserve. The FY
2018 BJNCP Dashboard is included in your packet.
B. Southlake Tennis Center – The City contracts Roxy Tennis, LLC to
manage the operations of the city-owned Southlake Tennis Center.
Staff and representatives from Roxy Tennis will update the Board on
tennis center participation, programs and events offered at the
Southlake Tennis Center. The FY 2018 STC Dashboard is included
in your packet.
C. Recreation Programs – Staff will present a report at the meeting on
recreation programs, events and services offered by the Department
during FY 2018. The FY 2018 Recreation Programs Dashboard is
included in your packet.
D. Park Facility Rentals – Staff will present a report at the meeting on
park facility rentals for FY 2018. The FY 2018 Park Facility Rentals
Dashboard is included in your packet.
5. Agenda Item No. 5. 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.
B. Carillon Parc Steering Committee – Carillon Parc Steering
Committee Park Board representative Lori Palmer and Chris Tribble
will update the Board on the latest developments on the Carillon
Parc project.
C. December Park Board Meeting – The December 10, 2018 Parks &
Recreation Board meeting has been canceled. The next Park Board
meeting is scheduled January 14, 2019. Enjoy your holidays!
OTHER ITEMS OF INTEREST
7. City Council Action – The following park and recreation-related action items
were considered by City Council at the October 2, October 16, and
November 6, 2018 Council meetings.
Approved SPDC Matching Funds requests from Southlake Girls
Softball Association for soft-toss hitting stations at Bob Jones Park
and Southlake Dragon Youth Baseball Association for installation of
Parks and Recreation Board
Meeting Date – November 12, 2018
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
synthetic turf on Field 9 at Bicentennial Park [Park Board approved
September 10, 2018]
Approved FUA with Dragon Youth Football Association and
Grapevine Southlake Soccer Association [Park Board approved
September 10, 2018]
Approved renewal contract with Crowley Sports Officials for sports
officiating and scorekeeping services
Ordinance No. 1203, adopting the 2019 Standards of Care for
recreation programs for elementary school age children operated by
Community Services Department [Park Board approved October 8, 2018]
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)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARKS AND RECREATION BOARD MEETING: OCTOBER 8, 2018
LOCATION: Southlake Town Hall Council Chambers, 1400 Main Street, 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 Mitch Hill, Kevin
Craddock, Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: Chad Bedwell
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of
Community Services Kate Meacham, Community Relations Manager Jenni Lanier
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 6:00 p.m.
2. CONSENT AGENDA
2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD
MEETING HELD SEPTEMBER 10, 2018
There were no corrections to the minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board excused the absence of Kevin Craddock from the September 10, 2019
meeting.
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
APPROVED
A motion was made to approve the Consent items as presented.
Motion: Scharli
Second: Venesky
Ayes: Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: Craddock (absent)
2A - 1
Minutes of the October 8, 2018 Parks Board Meeting
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Vote: 5-0-1
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 6:01 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
4. CONSIDER
4A. RECOMMENDATION ON A REQUEST FOR A VARIANCE TO CITY PARK
REGULATIONS TO ALLOW ALCOHOL AT THE TOUR DE FOX BIKE RIDE TO BE
HELD NOVEMBER 3, 2018 IN BICENTENNIAL PARK
Director of Community Services Chris Tribble presented the request for a variance and
was available to answer questions.
Gary Metcalf, with Cadence Sports, representing the Michael J. Fox Foundation, spoke
in support of the event and presented background information about the organization.
The Board discussed the request and was in favor of the variance request.
APPROVED
A motion was made to recommend approval variance request to allow alcohol at the
Tour De Fox Bike Ride to be held November 3, 2018 in Bicentennial Park.
Motion: Scharli
Second: Hill
Ayes: Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
4B. RECOMMENDATION ON 2019 STANDARDS OF CARE ORDINANCE NO. 1203
Deputy Director of Community Services Kate Meacham presented the 2019 Standards
of Care. Ms. Meacham answered questions regarding provisions for drop-in child watch
and children programs at The Marq.
APPROVED
A motion was made to recommend approval of the 2019 Standards of Care Ordinance
No. 1203 as presented.
Motion: Scharli
2A - 2
Minutes of the October 8, 2018 Parks Board Meeting
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Second: Craddock
Ayes: Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
5. DISCUSSION
5A. PARKS & RECREATION UPDATE
Deputy Director of Community Services Kate Meacham presented the Parks &
Recreation update on upcoming events and responded to questions.
Director Chris Tribble presented statistics on Champion Club memberships sales to-
date.
5B. FIELD CLOSURES
Director of Community Services Chris Tribble presented information on the City’s
inclement weather field closures process, procedures, weekday and weekend field
inspections schedule. The Board asked questions about inspection schedules,
communication with athletic associations designated liaison, field recovery time and
alternatives and flexibility to schedule make-up games.
Allison Morris, 1303 Kings Brook Court, Southlake, spoke about field closures and
opportunities to improve play access.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 6:41 p.m.
Motion: Scharli
Second: Craddock
Ayes: Craddock, Hill, Palmer, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
Tina Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
A video and audio recording of this meeting may be available upon request from the Office of City Secretary.
2A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 8, 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: Park Board members excuse the absence of Park Board member Chad
Bedwell at the regular Park Board meeting held October 8, 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: Park Board action to excuse the absence of Chad Bedwell from the October
8, 2018 meeting.
2B - 1
2018
`
10/8/18 11/12/18 12/10/18
1 Kevin Craddock 0 a r a 67%2 2018 92%
2 Tina Wasserman a a 0 a 0 0 0 a a a 100%7.5
3 Frances Scharli a a 0 a 0 0 0 a a a 100%7.5
4 Lori Palmer r a 0 a 0 0 0 a a a 83%6.75
5 Mitch Hill a a 0 a 0 0 0 a a a 100%7.5
6 Chad Bedwell 0 a a r 67%4.25
7 Paul Venesky r a 0 a 0 0 0 a a a 83%6.75
Mike Pazera a a 0 a 0 0 0 a a a 100%4.25
67%100%0 100%0 0 0 100%86%100%a In attendance
Total Hrs Per Month 0.75 1 0 1 0 0 0 1.5 2.75 0.5 7.5 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
6/19/18 City Council appointments to Park Board, including Craddock (Pl1), Palmer (Pl 4), Hill (Pl 5), Bedwell (Pl 1) and Venesky (Pl 7) 0 Meeting Canceled
8/9/18 A joint SPDC & Park Board meeting will be held, followed by the regular Park Board meeting.*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
2B - 2
Month Score Met Standard Year Photography Permits Birthday Parties
Other Special
Events Outreach Events
October 1 Yes FY2016 242 15 49 12
November 1 Yes FY2017 31 14 25 8
December 1 Yes FY2018 45 12 27 7
January 1 Yes Total 318 41 101 27
February 1 Yes Average 106.00 13.67 33.67 9.00
March 1 Yes
April 1 Yes
May 1 Yes FY NPS Score # of Complaints Met Standard
June 1 Yes Fall 2016 62 0 No
July 1 Yes Spring 2017 100 0 Yes
August 1 Yes Summer 2017 81 0 Yes
September 1 Yes Total 243 0
Total 12 Yes Average 81 0
Average 1 Yes
Variations: Number of NPS survey responses for 2016 - 65, 2017 - 10, 2018 - 48.
Customer Satisfaction FY18
Bob Jones Nature Center Dashboard - FY2018
Total Special Events & PermitsCleanliness of Facility FY18
Variations:
1. 210% increase for Spring participation 2. 58% decrease in number of volunteers * No definitive explaination on variances due to turn over in staff with BJNCO.
1986
673
1265 1232
652
1287
1578
2023
1151
0
500
1000
1500
2000
2500
Fall Spring Summer
To
t
a
l
N
u
m
b
e
r
o
f
P
r
o
g
r
a
m
Pa
r
t
i
c
i
p
a
n
t
s
FY2016 FY2017 FY2018
0
3
6
56
5
0
5
0
10
20
30
40
50
60
Patron Individual Senior Family Photography Camera Club Lifetime
FY18 Total Memberships
224
305
128
182
297
232
0
50
100
150
200
250
300
350
FY2016 FY2017 FY2018
Nu
m
b
e
r
o
f
V
o
l
u
n
t
e
e
r
s
Youth Adult
1606
1008
397
3114 1072
249
0
500
1000
1500
2000
FY2016 FY2017 FY2018
Nu
m
b
e
r
o
f
V
o
l
u
n
t
e
e
r
Ho
u
r
s
Youth Adult
1034
336
811
628
304
828
1154
1225
549
0
200
400
600
800
1000
1200
1400
Fall Spring Summer
Yo
u
t
h
E
d
u
c
a
t
i
o
n
P
a
r
t
i
c
i
p
a
t
i
o
n
FY2016 FY2017 FY2018
952
337
198
604
348
222
424
798
342
0
100
200
300
400
500
600
700
800
900
1000
Fall Spring Summer
Ad
u
l
t
P
r
o
g
r
a
m
P
a
r
t
i
c
i
p
a
t
i
o
n
FY2016 FY2017 FY2018
256
237
260
225
230
235
240
245
250
255
260
265
Summer
Yo
u
t
h
S
u
m
m
e
r
C
a
m
p
P
a
r
t
i
c
i
p
a
t
i
o
n
FY2016 FY2017 FY2018
Updated: 11/8/2018
4A - 1
Month Score Met Standard FY2017 NPS Score # of Complaints Met Standard Year Total % Change
October N/A Yes 2016 43 3 No FY2016 $18,147.15
November N/A Yes 2017 100 2 Yes FY2017 $7,000.75 -61%
December N/A Yes 2018 30 6 No FY2018 $0.00 N/A
January N/A Yes Total 173 11 Total $25,147.90
February N/A Yes Average 57.7 3.7 Average $8,382.63
March N/A Yes
April N/A Yes
May N/A Yes Year Youth Adult Total Participants % Change
June N/A Yes FY2016 2,176 8,403 10,579
July N/A Yes FY2017 1,727 8,087 9,814 -7.23%
August N/A Yes FY2018 1,454 7,018 8,472 -13.67%
September N/A Yes Total 5,357 23,508 28,865
Total N/A Yes Average 1,786 7,836 9,622
Average N/A Yes
Variations: 1. NPS Survey received only 14 responses for 2016, 2 for 2017 and 66 for 2018. 2. The City issued a variance to Roxy Tennis LLC beginning in Fall 2016 to stop payments throughout construction. 3. Construction has impacted participation over the last
two years.
Southlake Tennis Center Dashboard - FY2018
Customer Satisfaction
Total Participants
Cleanliness of Facility Fees Collected By City
1790
4614
2369
4557
1700
4252
2028
3902
1999
4376
2461
1955
0
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
Oct - Dec Jan - Mar Apr - June July - Sept
To
t
a
l
N
u
m
b
e
r
o
f
P
a
r
t
i
c
i
p
a
n
t
s
FY2016 FY2017 FY2018
71
88
131
73
98
0 20 40 60 80 100 120 140
4-6 yrs
7-8 yrs
9-10 yrs
11-12 yrs
12+
Ag
e
R
a
n
g
e
Participation by Age
598 576 593
2928 2974
3295
432 368
620
2925
2756
720
166 164 104 101 77 116 62 76 127 131 84 171
270 286 324 203 224 240 232 218 374 355 284 334
0
500
1000
1500
2000
2500
3000
3500
Oct-Dec 2015 Oct-Dec 2016 Oct-Dec 2017 Jan-Mar 2016 Jan-Mar 2017 Jan-Mar 2018 Apr-June 2016 Apr-June 2017 Apr-June 2018 July-Sept 2016 July-Sept 2017 July-Sept 2018
Ad
u
l
t
Pa
r
t
i
c
i
p
a
t
i
o
n
Team Leagues STC Leagues Adult Drills
895
586
695 701
475
551 538
461 455
0
100
200
300
400
500
600
700
800
900
1000
January-May June-August September-December
Yo
u
t
h
Pa
r
t
i
c
i
p
a
t
i
o
n
FY2016 FY2017 FY2018
19
14
10
2
1
0
0
2
4
6
8
10
12
14
16
18
20
FY2016 FY2017 FY2018
To
u
r
n
a
m
e
n
t
s
Youth Adult
Updated: 11/8/2018
Year Total
Participants Residents Non-
Residents
FY2016 7,341 66%34%
FY2017 8,080 64%36%
FY2018 9,844 61%39%
Year Made Cancelled Total
FY2016 215 97 312
FY2017 237 81 318
FY2018 235 164 399
Community Services Department
Recreation Dashboard - FY 2018
Variations:
Total Participation
Seasonal Comparisons:
Variations:
Total Programs
960
0
211
6,410
819
1,444
150
0
234
5,762
233
1,701
146
0
203
4,972
788
1,279
0 1,000 2,000 3,000 4,000 5,000 6,000 7,000
Family
0-2 yrs
3-5 yrs
6-12 yrs
13-17 yrs
18+ yrs
Participation by Age FY2016 FY2017 FY2018
60% 63% 60%
40% 37% 40%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
FY2016 FY2017 FY2018
Participation by Gender Boys Girls
38 40
102
59
41
62
0
20
40
60
80
100
120
140
160
180
FY2016 FY2017 FY2018
Number of Programs Cancelled Existing New
200
$54,523
$11,175
$191,766
$217,770
$1,524 $17,022 $4,738
$66,835
$7,937
$225,550 $214,990
$6,181 $26,065 $3,769
$67,370
$1,500
$269,375
$224,397
$4,320 $24,396 $3,430
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
Aquatics Arts & Crafts Athletics/Sports Cultural/Educational Dance/Fitness Therapeutic Recreation Special Events
FY2016 FY2017 FY2018
410
10
5,206
2,673
348
808
389
406
68
4,382
1,768
488
722
246
58
116
3,598
1,821
623
497
353
Aquatics
Arts & Crafts
Athletics/Sports
Cultural/Educational
Dance/Fitness
Therapeutic Recreation
Special Events
0 1,000 2,000 3,000 4,000 5,000 6,000
FY2016 FY2017 FY2018Total Participation
1,587
1,925
2,408
1,882 1,782 1,801 1,606 1,802 1,697
868
1,071
1,605
700 763
1,201
744 737
1,132
0
500
1,000
1,500
2,000
2,500
3,000
Fall 2015 Fall 2016 Fall 2017 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018
Number of Participants Resident Non-Resident
$145,345
$168,703
$191,309
$91,496
$120,671 $132,476
$261,677 $261,953 $271,003
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
Fall 2015 Fall 2016 Fall 2017 Spring 201 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018
Total Revenue
Total Revenue: $510,571
Updated: October 8, 2015
Year Total Hours Change Year Events Change
FY2016 386 FY2016 25
FY2017 680.5 294.5 FY2017 29 4
FY2018 590 -90.5 FY2018 34 5
Total 1656.5 Total 88
Average 552.17 Average 29.33
Variations: Showing steady increase in community events from FY16 to FY18.
Southlake Facility Rental Dashboard - FY2017
Total Hours
Variations: Reduction in Bicentennial Playground Pavilion rentals by 39 from FY17 to FY18 due to rain and 'new' factor wearing off.
Public Events
225
316
271
0 50 100 150 200 250 300 350
FY2016
FY2017
FY2018
Total Number of Rentals
1
217
2 5 0 0 2
296
5
13
0 0 0
252
11 7 1 0 0
50
100
150
200
250
300
350
Buildings Pavilions Athletic Fields Tournaments/Clinics Hockey Court Hockey Court (Lacrosse)
Number of Rentals
FY2016
FY2017
FY2018
$19,493
$22,640
$20,420
$17,500
$18,000
$18,500
$19,000
$19,500
$20,000
$20,500
$21,000
$21,500
$22,000
$22,500
$23,000
FY2016 FY2017 FY2018
Total Revenue
FY2016 FY2017 FY2018
Total
115 113 100
105
185
164
0
50
100
150
200
250
300
350
FY2016 FY2017 FY2018
Number of Rentals
(excluding Lacrosse and
Tournaments)
Non Resident Resident
0
22
3
6
2
1
3
2
110
43
25
0
20
6
9
3
2
7
3
122
71
53
0
20
5
7
1
0
7
5
101
61
45
0 20 40 60 80 100 120 140
BJNC Pavilion
BJ Fishing Pier
Liberty Garden
Liberty Park at Sheltonwood
Lonesome Dove Pavilion
Noble Oaks Pavilion
Royal and Annie Smith Pavilion
Rustin Pavilion
Bicentennial Park Pavilion 1
Bicentennial Park Pavilion 2
Bicentennial Park Pavilion 3
Number of Pavilion Rentals
FY2018
FY2017
FY2016
Updated: 11/8/2018
Parks and Recreation Report
•Home for the Holidays Tree Lighting- Town Square November 17
•Breakfast & Snacks with Santa- Legends Hall December 1
•Menorah Lighting- Town Square December 2
•Holiday Break Camp Mania- Durham Intermediate November 19-21
•Holiday Break Camp Mania- Durham Intermediate December 26-28
•Holiday Break Camp Mania- Durham Intermediate December 31 January 4
5A - 1