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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