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2019-02-11 Parks Board PacketCITY OF SOUTHLAK MEMORANDUM 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 (Icarpenter(a).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 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — February 11, 2019 Page 2 of 3 participation statistics, by association, are included within your packet for review prior to the meeting. 5. Aaenda 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/1ist.asp . As always, we appreciate your commitment and service to the City. Chris Tribble STAFF CONTACT INFORMATION: City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — February 11, 2019 Page 3of3 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(a)ci.southlake.tx.us) Cassie Tucker, Strategic Operations Manager , 817-748-8036, (ctucker(a)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; (L1anier ci.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Iarpenter(aDci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF © SOUTH LAKE PARK AND RECREATION BOARD MEETING Monday, February 11, 2019 6:00 P.M. LOCATION: Southlake Town Hall Council Chambers 1400 Main Street Southlake, Texas 76092 TIME: 6:00 P.M. REGULAR AGENDA: 1. Call to Order 2. Consent A. Approve minutes from the Parks and Recreation Board meeting held January 14, 2019 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Reports A. Southlake Youth Athletic Associations Reports 5. Discussion A. Parks & Recreation Update 6. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 14 0 Main Street, Southlake, Ti 'a: ay, February 8, 2019 by 6:00 p.m. pursuant to Ch r 551 of the Texas G0* 1. Q�I'll 4 Amy qh9ley, TRM ; >- City S retary us If you plan to attend this public mee and ha,#e�al4i0�ility that requires special needs, please advise the City Secretary 48 hours in advance at 817. P1jjq$�dnable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the January 14, 2019 Parks Board Meeting Page 2 of 4 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 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the January 14, 2019 Parks Board Meeting Page 3 of 4 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 /_1aUZT9 /4�: A motion was made to adjourn the meeting at 7:19 p.m. Motion: Scharli Second: Craddock City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the January 14, 2019 Parks Board Meeting Page 4 of 4 Ayes: Bedwell, Craddock, Hill, Palmer, Scharli and Wasserman Nays: None Abstain: None Vote: 6-0 Motion carried. Tina Wasserman, Chairman Parks & Recreation Board Chris Tribble, Director 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 CITY OF SOUTHLAKE MEMORANDUM 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork GO-cVa DP Dragon Youth Football Association 600 556 Cheer i Non-residents N 500 � 434 430 Residents ca �V 400 i a 300 0 L E 200 Z .. 100 0 Fall 2016 Fall 2017 Fall 2018 800 # Practice Field Hours v7 700 r27R # Game Field Hours L 0 600 Mo N 500 400 L 4- 0 300 L 216 E 200 Z 100 81 0 0 0 0 �- Fall 2016 Fall 2017 Fall 2018 25 of Number of Teams E 20 H � 15 O � 10 E 5 Z 0 Fall 2016 Fall 2017 Fall 2018 Participation by Age -Fall 2018 6th Grade 5th Grade ■ K - 1st Grade 2nd Grade 4th Grade tw .. 3rd Grade a f 4th Grade ca M — 5th Grade W 6th Grade bb 3rd Grade Q 2nd Grade K - 1st Grade 0 20 40 60 80 100 120 140 Tournaments Outside Outside Year DYFA Tournaments Camps/Clinics Fall 2016 0 0 1 Fall 2017 0 0 1 Fall 2018 0 0 0 Total 0 0 1 Average 0.00 0.00 0.33 User Fees Year User Fees Fall 2016 $ 1,260.00 Fall2017 $ 496.00 Fall 2018 $ 1,728.00 Total $ 3,484.00 Average $ 1,161.33 Participation by Gender- Fall 2018 80 % Boys Girls 70 % 69% 60% 50 40 31% 30 20% 10% - MAI, 0% Total Participants Tota I Yearly Year Participants Difference Fall2016 556 0 Fall2017 434 -122 Fall2018 430 -4 Total 1420 0 Average 473.33 0.00 Violations Year Spring Summer Fall Fall 2016 0 0 0 Fall 2017 0 0 1 Fall 2018 0 0 0 Total 0 0 1 Average 0.00 0.00 0.33 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. (Violations: No violations documented for Fall 2018 usage Updated: 2/8/2019 Grapevine-Southlake Soccer Association tax 1600 1505 ■ Non -Residents 1400 1395 1354 1370 1368 0 Residents CA 1218 Q 1200 M 1000 ' .W 800 M a� i 600 0 400 �a L o E 200 Z 0 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 2500 -•-# Practice Field Hours H 2O46 1980 2013 -a-# Game Field Hours 2000 1794 1860 O 2 W 1500 1400 tX0 M N D 1000 M 525 576 uL 500 449 428 320 0 0 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 160 140 v7 120 M 100 O H 80 O 60 L 40 E 20 Z 0 Spring 2016 Spring 2017 Spring 2018 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Participation by Age - 2018 Participation by Gender - 2018 ■ Girls ■ Boys 17 -19 yrs 25 3-4 yrs 70% ■ 5-6 yrs ■ 7-8 yrs 60% 15-16 yrs 87 ■ 9-10 yrs 60 ■ 11-12 yrs 13-14 yrs 1$7 ■ 13-14 yrs 50% ■ 15-16 yrs ■17-19yrs 40% 11-12 yrs 318 40% C M 9-10 yrs 434 0 300 NO a 7-8 yrs Z94 20% 5-6 yrs 675 10% 3-4 yrs 435 7 0% 0 100 200 300 400 500 600 700 800 Camps, Clinics & Tournaments User Fees Total Participants Violations Outside Outside Yearly Year Spring Summer Fall Year GSSA Tournaments Camps/Clinics Year User Fees Year Total Participants Difference 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 81210 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. Updated:2/8/2019 W LIRA E of Southlake Miracle League of Southl a ke IRA E of S outhla+e 250 237 Non -Residents 213 212 Residents C 200 M CL V LM LM 150 ca 0 100 E z 50 0 Spring 2017 Spring 2018 Fall 2017 Fall 2018 90 80 i � 70 0 60 � 50 � 40 30 20 .� 10 0 18.5 18 � 17.5 17 0 16.5 � 16 E 15.5 3 Z 15 78 74 # Practice Field Hours - 70 70 - # Game Field Hours _ 7 Spring 2017 11 L6C Spring 2017 23 Spring 2018 Spring 2018 6 Fall 2017 Fall 2017 6 Fall 2018 Fall 2018 Recreation Participation by Age -Fall 2017 Participation by Gender - Fall 2017 ia+ 138 FI_`q Girls Boys 13-v 116 biA DC W s-1z 213 WA a-s 3 0 50 100 150 200 IL 250 Total Participants Total Yearly Year Participants Difference 2017 425 0 2018 470 45 0 0 0 Total 895 0 Average 447.50 0.00 Variations: Spring 2018 practice varies, calendars we labeled practice specifically on dates calculated. Violations: Violations Year Spring Summer Fall 2017 0 0 0 2018 0 0 0 0 0 0 0 Total 0 0 0 Average 0 0 0 Updated: 2/8/2019 Dragon Youth Baseball Association 900 849 ■ Non- residents 800 ' 717 ■ Residents ,CL 700 664 V LM 600 ,1 a 506 � 500 459 O ._ W 400 • : L . V CC 300 26 4— 1, lit O 200Ij 1 114 110 E 100 • Z 0 Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 200 180 160 140 NM 120 O L •EL V 100 LM 80 a 60 � Z 40 3000 Mo 2000 v7 i O 1000 � _ _ 0 Spring/Summer 2016 1296 Spring 2016 Spring 2017 Spring/Summer 2017 1141 Spring 2018 Spring/Summer 2018 180 Select Non- 162 Residents Select 125 Residents Fall 2016 Fall 2017 Fall 2018 2326 2352 2339 # Practice Field Hours 1250 1080 1165 # Game Field Hours 622 454 538 0 0 0 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 80 � T O 60 E40 -I necreatio Z 20 0 -I Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 Particiapation by Age 2018 15-18U 26 13-14U � 168 11-12 U MEL 285 10U 155 � biA 9U 181 C per[ 8U 193 Q7U Al 190 6U 204 SU � 127 4U 115 0 50 100 150 200 250 300 Camps, Clinics & Tournaments SBA Outside Outside Year Tournaments Tournaments Camps/Clinics 2016 1 1 1 2017 1 2 1 2018 1 1 1 Total 3 4 3 Average 1 1 1 *YTD User Fees Year User Fees 2016 $22,219.00 2017 $22,216.00 2018 $23,951.00 Total $68,386.00 Average $22,795.33 *YTD Total Participants Year Total Yearly Participants Difference 2016 1,548 2017 11864 316 2018 11644 -220 Total 5,056 Average 1,685.33 *YTD Violations Year Spring Summer Fall 2016 0 0 0 2017 3 0 2 2018 0 0 1 Total 3 0 3 Average 1 0 1 *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. Updated: 2/8/2019 Southlake Girls Softball Association 300 Non -Residents r Residents 240 234 250 p 196 ._ 4-0 m 205 190 CA i }+ 200 .1 175 V � W m Q ._ p ;'j 150 L a , w � E 100 50 R 0 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 250 Select Non- 4-J 200 182 194 Residents N (1) +r 158 135 158 171 Select m Residents 4. O 150 ,CL s_ V E 100 a =5 • z , 50 0 Spring/Summer 2016 Spring/Summer 2017 Spring/Summer 2018 Fall 2016 Fall 2017 Fall 2018 2000 1875 1530 1530 1625 # Practice Field Hours 1530 � tx0 1500 -■-#Game Field Hours M N 1056 M 1000 765 765 M O 500 637 = 500 363 246 372 334325 --- I,L 0 0 0 - 0 __W Spring 2016 Spring 2017 Spring 2018 Summer 2016 Summer 2017 Summer 2018 Fall 2016 Fall 2017 Fall 2018 25 Recreation y— 20 Select O � cn 15 M 10 E � � � Z 5 0 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Participation by Age -Fall 2017 3-4 yrs 16 and Up 0 5-6 yrs 7-8 yrs 15-16 yrs 65 9-10 yrs 11-12 yrs 13-14 yrs 94 13-14 yrs 15-16 yrs tx0 11-12 yrs � y 1,916 and Up 1 M DC 9-10 yrs 146 tx0 Q 7-8 yrs 116 5-6 yrs moon J66 3-4 yrs 21 0 20 40 80 100 120 140 160 180 60 Camps, Clinics & Tournaments SGSA Outside Outside Year Tournaments Tournaments Clinics/Camps 2016 1 4 0 2017 2 3 0 2018 2 1 0 Total 5 8 0 Average 1.67 2.67 0.00 User Fees Year User Fees 2016 $ 11,940.00 2017 $ 11,408.00 2018 $ 10,177.00 Total $ 33,525.00 Average $ 11,175.00 Total Participants Year Total Yearly Participants Difference 2016 800 2017 764 -36 2018 677 Total 2,241 0 Average 747.00 0.00 Violations Year Spring Summer Fall 2016 0 0 0 2017 0 0 1 2018 0 0 0 Total 0 0 1 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. Updated: 2/8/2019 Southlake Carroll Lacrosse Association 30 N Number of Teams E 25 M 20 O 15 L. 10 3 5 Z 0 Spring 2016 Spring 2017 Spring 2018 Fall 2016 Fall 2017 Fall 2018 Participation by Age -2018 Participation by Gender - 2018 Youth High School 400 375 High School 350 7-8 Grade 300 250 5-6 Grade 200 150 3-4 Grade 101 100 50 K-2 Grade 0 0% 5% 10% 15% 20% 25% 30% Girls Boys Camps, Clinics & Tournaments Outside Outside Year SCLA Tournaments Camps/Clinics 2016 1 1 4 2017 0 0 2 2018 0 1 6 Total 1 2 12 Average 0.33 0.67 4.00 *YTD User Fees Year User Fees 2016 $ 9,267.00 2017 $ 7,916.00 2018 $ 5,676.00 Total $ 22,859.00 Average $ 7,619.67 *YTD Total Participants Year Total Yearly Participants Difference 2016 701 0 2017 613 -88 2018 476 -137 Total 11790 0 Average 596.67 0.00 Variations: Game fields were not used during Fall Season starting 2017. Practice fields at SSC were not utilized, only Bicentenial Park Hockey rink. Violations: *YTD Violations Year Spring Summer Fall 2015 0 0 0 2016 0 0 0 2017* 3 0 0 Total 3 0 0 Average 1.00 0.00 0.00 *YTD Updated:2/8/2019