Loading...
2019-02-11 PB PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M February 8, 2019 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, February 11, 2019 The regular Park Board meeting will begin at 6:00 p.m. at Southlake Town Hall, 1400 Main Street in the Council Chambers. 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 January 14, 2019. 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 Paul Venesky from the January 14, 2019 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. Southlake Youth Athletic Associations Reports – Representatives from Southlake’s youth athletic associations have been invited to the meeting to present information related to their respective association. Dashboard Parks and Recreation Board Meeting Date – February 11, 2019 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork participation statistics, by association, are included within your packet for review prior to the meeting. 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. No packet documents. OTHER ITEMS OF INTEREST 6. City Council Action – The following park and recreation-related action items were considered by City Council at the January 15 and February 5, 2019 Council meetings. • Approved Resolution No. 80-054A, Revision of the Community Event Participation Policy. • Approved final concept and contract with artist Michael Warrick for public art to be installed at the Zena Rucker Road and Tower Road intersection roundabout. • Approved a one-year Facilities Utilization Agreement with Southlake Girls Lacrosse Association • Approved the purchase of park maintenance equipment from Kubota Tractor Corporation for an amount not to exceed $66,000. • Approved the purchase of landscape and irrigation supplies from SiteOne Landscape Supply for an amount not to exceed $130,000 • Approved a Professional Services Agreement with Schrickel, Rollins & Associates, Inc. for design services related to the Bicentennial Park Phase 3 Park Improvements and Bicentennial Water Tower Improvements, for an amount not to exceed $120,000. 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: Parks and Recreation Board Meeting Date – February 11, 2019 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 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, Strategic Operations Manager , 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: JANUARY 14, 2019 LOCATION: Southlake Town Hall Executive Conference Room, 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 Chad Bedwell, Mitch Hill, Kevin Craddock PARKS AND RECREATION BOARD MEMBERS ABSENT: Paul Venesky STAFF PRESENT: Assistant City Manager Ben Thatcher, Director of Community Services Chris Tribble, Deputy Director of Community Services Kate Meacham REGULAR AGENDA 1. CALL TO ORDER Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to order at 5:59 p.m. 2. CONSENT AGENDA 2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD MEETING HELD NOVEMBER 12, 2018 There were no corrections or changes to the November 12, 2018 Park Board meeting Minutes. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS Park Board members Lori Palmer, Chad Bedwell and Paul Venesky were absent at the November 12, 2018 meeting. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. Minutes of the January 14, 2019 Parks Board Meeting Page 2 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork APPROVED A motion was made to approve the Consent items (Minutes and absences of Park Board members Lori Palmer, Chad Bedwell and Paul Venesky from November 12, 2018 meeting) as presented. Motion: Scharli Second: Hill Ayes: Craddock, Hill, Scharli and Wasserman Nays: None Abstain: Palmer, Bedwell (Absent 11/12/18 meeting) Vote: 4-0 Motion carried. 3. PUBLIC FORUM Chairman Tina Wasserman opened public forum. There being no one to speak, Chairman Wasserman closed public forum. 4. CONSIDER There were no items for the Board to consider at this meeting. 5. DISCUSSION 5A. PARKS & RECREATION UPDATE Director Chris Tribble presented the parks and recreation update, providing information about community events and activities. He informed the Board about changes in management of the Bob Jones Nature Center from Bob Jones Nature Center organization to the City of Southlake effective February 2019; a request for a girls lacrosse Facilities Utilization Agreement for City Council consideration January 15, 2019; Bicentennial Park Phase 3 improvements (enclosed tennis courts); improvements at Bob Jones Park playground and the Parkwood Drive (former senior center location) City property; and Champion Club memberships. Mr. Tribble responded to questions from the Board. 5B. CARILLON PARC STEERING COMMITTEE Director Chris Tribble presented Item 5B. This is a standing item on the agenda to allow Carillon Parc Steering Committee Park Board representative Lori Palmer and Chris Tribble to update the Board on the Carillon Parc project. There was no activity to report at this meeting. 5C. SOUTHLAKE SPORTS COMPLEX CONCEPT PLAN Minutes of the January 14, 2019 Parks Board Meeting Page 3 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Director Chris Tribble presented Item 5C and responded to questions. Assistant City Manager Ben Thatcher also was available to address questions. Director Tribble facilitated a discussion of the recommendations for the City’s Sports Complex at 2100 Crooked Lane presented in the adopted 2030 Park Recreation and Open Space/Community Facilities (PROS-CF) Master Plan. The Board provided feedback to staff about their expectations for the facility’s future use and design for each of the following recommendations. • Synthetic Turf on Large Field – Keep on Master Plan • New/Renovated Building – Eliminate building and repurpose space to obtain as many rectangular fields as possible; Park Board’s concept for the park is not to limit fields for practice, but design so competition use of the fields is possible • Pavilions & Shade Structures / Restroom – Favor centralized building for concessions, restroom, shade, maintenance & storage • Playground – May be relocated/deleted • Batting Cages – Two to four batting cages desired; at least one per field • Multipurpose Sports Field Improvements – Increase size of multipurpose field • Maintenance Building/Storage • Park Entry Feature – Desire two park entrances; circular drives for drop-off, pick- up; also explore an overflow parking arrangement with church • Trails & Parking Improvements – Shared parking with City Service Center; desire to maintain buffer on north side, but investigate road relocation that would still provide proper buffer; keep looped walking trail • Landscape & Irrigation – Turf at least infield of baseball fields; if a well is needed, could it be located on Public Works property • Skate Park – May be included in 2035 Master Plan, if additional land could be acquired • Add Wall Ball walls to next Master Plan • Plan around existing (new) sports lighting configuration • Fencing along property line where determined • Dog Park in southern park of City – Include in 2035 Master Plan James Williams, Schrickel, Rollin and Associate, was present to answer questions and to receive Park Board comments and concepts for the Southlake Sports Complex. 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 7:19 p.m. Motion: Scharli Second: Craddock Minutes of the January 14, 2019 Parks Board Meeting Page 4 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Ayes: Bedwell, Craddock, Hill, Palmer, Scharli 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M January 24, 2019 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 Paul Venesky at the January 14, 2019 Park Board meeting. 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 Paul Venesky from the January 14, 2019 meeting. Updated: 2/8/2019 Year DYFA Outside Tournaments Outside Camps/Clinics Year User Fees Year Total Participants Yearly Difference Year Spring Summer Fall Fall 2016 0 0 1 Fall 2016 1,260.00$ Fall 2016 556 0 Fall 2016 0 0 0 Fall 2017 0 0 1 Fall 2017 496.00$ Fall 2017 434 -122 Fall 2017 0 0 1 Fall 2018 0 0 0 Fall 2018 1,728.00$ Fall 2018 430 -4 Fall 2018 0 0 0 Total 0 0 1 Total 3,484.00$ Total 1420 0 Total 0 0 1 Average 0.00 0.00 0.33 Average 1,161.33$ Average 473.33 0.00 Average 0.00 0.00 0.33 Violations: No violations documented for Fall 2018 usage Dragon Youth Football Association Tournaments Total Participants User Fees Violations Variations: Prior to 2016 reporting was only for participants/teams that utilized city facilities. 2016 Field Allocations: Bicentennial Park Open Space and Noble Oaks (offered Miracle Field and Bob Jones Amp.). 2017 Field Allocations: Noble Oaks (offered Bicentennial Park Open Space, Miracle Field, Bob Jones Amp. and Chesapeake Park). 2018 Field Allocations utilized Southlake Sports Complex. Payment received is only for 13 of 21 teams and the 144 players who utilized space. Overall total participation for Fall 2018 was 298 Football/132 cheer total 430. 421 353 298 135 81 132 0 100 200 300 400 500 600 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f P a r t i c i p a n t s Cheer Non-residents Residents 121 72 56 66 63 52 0 20 40 60 80 100 120 140 K - 1st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade 6th Grade Ag e R a n g e Participation by Age - Fall 2018 K - 1st Grade 2nd Grade 3rd Grade 4th Grade 5th Grade 6th Grade 69% 31% 0% 10% 20% 30% 40% 50% 60% 70% 80% Participation by Gender- Fall 2018 Boys Girls 216 81 678 0 0 0 0 100 200 300 400 500 600 700 800 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f F i e l d U s a g e H o u r s # Practice Field Hours # Game Field Hours 9 16 21 0 5 10 15 20 25 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f T e a m s Number of Teams 556 430 434 Updated: 2/8/2019 Year GSSA Outside Tournaments Outside Camps/Clinics Year User Fees Year Total Participants Yearly Difference Year Spring Summer Fall 2016 0 0 0 2016 $15,672.00 2016 2,859 0 2016 0 0 0 2017*0 0 0 2017*$15,840.00 2017*2,588 -271 2017*0 0 1 2018 1 0 1 2018 $16,884.00 2018 2,763 175 2018 0 0 0 Total 1 0 1 Total $48,396.00 Total 8,210 Total 0 0 1 Average 0.33 0.00 0.33 Average $16,132.00 Average 2736.67 Average 0.00 0.00 0.33 *YTD *YTD *YTD Variations: No data or records for Summer 2018 Violations: 1)Game schedule not submitted two weeks prior to start of season. Grapevine-Southlake Soccer Association Camps, Clinics & Tournaments Total Participants User Fees Violations 669 624 718 0 649 696 704 836 594 677 0 705 674 664 0 200 400 600 800 1000 1200 1400 1600 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f R e c r e a t i o n P a r t i c i p a n t s Non-Residents Residents 0 435 675 294 434 318 187 87 25 0 100 200 300 400 500 600 700 800 3-4 yrs 5-6 yrs 7-8 yrs 9-10 yrs 11-12 yrs 13-14 yrs 15-16 yrs 17 - 19 yrs Ag e R a n g e Participation by Age - 2018 3-4 yrs 5-6 yrs 7-8 yrs 9-10 yrs 11-12 yrs 13-14 yrs 15-16 yrs 17 - 19 yrs 40% 60% 0% 10% 20% 30% 40% 50% 60% 70% Participation by Gender - 2018 Girls Boys 2046 1980 2013 0 1794 1860 1400 449 408 428 0 320 525 576 0 500 1000 1500 2000 2500 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Fi e l d U s a g e H o u r s # Practice Field Hours # Game Field Hours 151 123 147 0 127 144 144 0 20 40 60 80 100 120 140 160 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f T e a m s 1395 1505 1218 1370 1368 1354 Updated: 2/8/2019 Year Total Participants Yearly Difference Year Spring Summer Fall 2017 425 0 2017 0 0 0 2018 470 45 2018 0 0 0 0 0 0 0 0 0 0 Total 895 0 Total 0 0 0 Average 447.50 0.00 Average 0 0 0 Miracle League of Southlake Total Participants Violations Variations: Spring 2018 practice varies, calendars we labeled practice specifically on dates calculated. Violations: 39 31 32 31 174 206 180 202 0 50 100 150 200 250 Spring 2017 Spring 2018 Fall 2017 Fall 2018 Nu m b e r o f P a r t i c i p a n t s Non-Residents Residents212 213 3 213 116 138 0 50 100 150 200 250 3-5 6-12 13-17 18+ A g e R a n g e Participation by Age - Fall 2017 22% 78% Participation by Gender - Fall 2017 Girls Boys 7 23 6 6 78 70 70 74 0 10 20 30 40 50 60 70 80 90 Spring 2017 Spring 2018 Fall 2017 Fall 2018 Fi e l d U s a g e H o u r s # Practice Field Hours # Game Field Hours 16 18 16 18 15 15.5 16 16.5 17 17.5 18 18.5 Spring 2017 Spring 2018 Fall 2017 Fall 2018Nu m b e r o f T e a m s Recreation 233 237 Updated: 2/8/2019 Year SBA Tournaments Outside Tournaments Outside Camps/Clinics Year User Fees Year Total Participants Yearly Difference Year Spring Summer Fall 2016 1 1 1 2016 $22,219.00 2016 1,548 2016 0 0 0 2017 1 2 1 2017 $22,216.00 2017 1,864 316 2017 3 0 2 2018 1 1 1 2018 $23,951.00 2018 1,644 -220 2018 0 0 1 Total 3 4 3 Total $68,386.00 Total 5,056 Total 3 0 3 Average 1 1 1 Average $22,795.33 Average 1,685.33 Average 1 0 1 *YTD *YTD *YTD *YTD Violations: 1) Game schedule not received two weeks prior to start of season. 2)Fall 2018 Roster and Payment not received within two weeks of the end of the season. Dragon Youth Baseball Association Total Participants User FeesCamps, Clinics & Tournaments Violations 557 765 504 93 217 82 345 333 408 160 84 160 21 46 28 98 126 98 0 100 200 300 400 500 600 700 800 900 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f R e c r e a t i o n P a r t i c i p a n t s Non- residents Residents 115 127 204 190 193 181 155 285 168 26 0 50 100 150 200 250 300 4U 5U 6U 7U 8U 9U 10U 11-12U 13-14U 15-18U A g e R a n g e Particiapation by Age 2018 2480 2480 2480 1250 1080 1165 2326 2352 2339 1296 987 1141 0 0 0 454 622 538 0 1000 2000 3000 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Fi e l d U s a g e Ho u r s # Practice Field Hours # Game Field Hours 443 75 72 69 10 15 10 42 45 39 13 11 15 13 11 15 11 15 13 0 20 40 60 80 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f Te a m s Recreatio n 113 111 142 105 134 147 36 20 42 20 28 33 0 20 40 60 80 100 120 140 160 180 200 Spring/Summer 2016 Spring/Summer 2017 Spring/Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f S e l e c t Pa r t i c i p a n t s Select Non- Residents Select Residents 184 131 506 849 664 717 459 162 180 125 114 110 26 149 Updated: 2/8/2019 Year SGSA Tournaments Outside Tournaments Outside Clinics/Camps Year User Fees Year Total Participants Yearly Difference Year Spring Summer Fall 2016 1 4 0 2016 11,940.00$ 2016 800 2016 0 0 0 2017 2 3 0 2017 11,408.00$ 2017 764 -36 2017 0 0 1 2018 2 1 0 2018 10,177.00$ 2018 677 2018 0 0 0 Total 5 8 0 Total 33,525.00$ Total 2,241 0 Total 0 0 1 Average 1.67 2.67 0.00 Average 11,175.00$ Average 747.00 0.00 Average 0.00 0.00 0.33 *YTD *YTD *YTD *YTD Varations: Fall 2018 game hours varied due to amount or rainouts and make up dates needing to be rescheduled. Violations: 1)Game schedule not submitted two weeks prior to start of season. Southlake Girls Softball Association Camps, Clinics & Tournaments Total Participants User Fees Violations 150 156 133 134 134 114 90 78 63 71 56 61 0 50 100 150 200 250 300 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f R e c r e a t i o n Pa r t i c i p a n t s Non-Residents Residents 21 66 116 146 169 94 65 0 0 20 40 60 80 100 120 140 160 180 3-4 yrs 5-6 yrs 7-8 yrs 9-10 yrs 11-12 yrs 13-14 yrs 15-16 yrs 16 and Up Ag e R a n g e Participation by Age -Fall 2017 3-4 yrs 5-6 yrs 7-8 yrs 9-10 yrs 11-12 yrs 13-14 yrs 15-16 yrs 16 and Up 1530 1530 1875 765 765 500 1530 1056 1625 363 246 372 0 0 0 334 325 637 0 500 1000 1500 2000 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Fi e l d U s a g e Ho u r s # Practice Field Hours # Game Field Hours 21 21 18 17 16 17 14 16 12 17 15 15 0 5 10 15 20 25 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f Te a m s Recreation Select 22 15 9 26 11 20 136 167 126 171 147 151 0 50 100 150 200 250 Spring/Summer 2016 Spring/Summer 2017 Spring/Summer 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f S e l e c t Pa r t i c i p a n t s Select Non- Residents Select Residents 175 240 234 190 158 194 171 158 135 196 182 205 Updated: 2/8/2019 Year SCLA Outside Tournaments Outside Camps/Clinics Year User Fees Year Total Participants Yearly Difference Year Spring Summer Fall 2016 1 1 4 2016 9,267.00$ 2016 701 0 2015 0 0 0 2017 0 0 2 2017 7,916.00$ 2017 613 -88 2016 0 0 0 2018 0 1 6 2018 5,676.00$ 2018 476 -137 2017*3 0 0 Total 1 2 12 Total 22,859.00$ Total 1,790 0 Total 3 0 0 Average 0.33 0.67 4.00 Average 7,619.67$ Average 596.67 0.00 Average 1.00 0.00 0.00 *YTD *YTD *YTD *YTD Variations: Game fields were not used during Fall Season starting 2017. Practice fields at SSC were not utilized, only Bicentenial Park Hockey rink. Violations: Southlake Carroll Lacrosse Association Camps, Clinics & Tournaments Total Participants User Fees Violations 350 349 267 241 152 108 54 63 64 56 49 37 0 50 100 150 200 250 300 350 400 450 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f P a r t i c i p a n t s Non-Residents Residents 17% 19% 23% 26% 16% 0%5%10%15%20%25%30% K-2 Grade 3-4 Grade 5-6 Grade 7-8 Grade High School Participation by Age -2018 85 317 16 58 0 50 100 150 200 250 300 350 400 Girls Boys Participation by Gender - 2018 Youth High School 1480 1480 1480 1480 226 224 133.5 324 301 12 0 0 0 0 0 0 200 400 600 800 1000 1200 1400 1600 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018* Fi e l d U s a g e H o u r s # Practice Field Hours # Game Field Hours Box Lacrosse Usage Hours 331 404 412 297 201 145 26 26 20 15 0 12 0 5 10 15 20 25 30 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Nu m b e r o f T e a m s Number of Teams 101 375