1994-12-130
M
City of Southlake, Texas
JOINT UTILIZATION COMMITTEE MEETING - Tu
Location: CISD Administration Building
School Board Room
1201 North Carroll Avenue
Southlake, Texas
Time:
Amanda:
1. Call to Order
7:00 p.m.
2. Approval of MINUTES for the November 8 meeting
3. Discussion:
4. Discussion:
5. Report:
6. Adjournment
Revised Joint Use Facilities Usage Agreement Draft
Signage - Rules & Regulations for Multi -Purpose Court
Progress on Gymnasium at Middle School
I hereby certify that the above agenda was posted on the official bulletin boards at City Hall,
667 North Carroll Avenue, Southlake, Texas, on Friday, December 9, at 5:00 p.m., pursuant
to hapter 551 of the Texas Government Code.
Of SO/ViN
X4, �_' ylv�z'�� 't.
City Secretary
m�
-y
If you plan to attend this public meeti have a di s It?Ahat requires special needs, please advise the City
Secretary 48 hours in advance at 481-558 yf�x , a$asonable accommodations will be made to assist you.
c:1 wpfWesV0/N114GANDA12113
0
k
INTERLOCAL AGREEMENT FOR PARK,
PLAYGROUND AND OTHER RECREATION FACILITIES
STATE OF TEXAS §
COUNTY OF TARRANT §
This Agreement is made by and between the City of Southlake, a home rule municipality,
acting herein by and through its duly authorized Mayor, Gary Fickes, hereinafter referred to as
the "City," and the Carroll Independent School District, a special purpose unit of government
organized and acting under the laws of the State of Texas, acting herein by and through its duly
authorized president of the Board of Trustees, Mike Brown, hereinafter referred to as the
"District. "
WITNESSETH:
WHEREAS, the District presently maintains and operates several school campuses,
athletic facilities, and playgrounds in the City and plans for more school sites, athletic facilities,
and playgrounds in the City in the future; and
WHEREAS, the City presently maintains and operates several parks, athletic facilities,
and playgrounds and plans for more parks, athletic facilities, and playgrounds in the future; and
WHEREAS, both the City and the District have determined the need for providing
certain recreational facilities for schools, as well as for the general public; and
WHEREAS, both the City and the District have recognized that the joint use of school
recreational facilities aid reailtes can ben fit
t both entities, recognizing that
school properties and facilities are intended primarily for school purposes and that the
%*a., educational needs of children are the highest priority; and
WHEREAS, the District, through its Board of Trustees, desires to continue to cooperate
with the City, through its City Council, in the joint construction, funding, operation,
maintenance and/or use of certain recreational facilities for the enjoyment and benefit of all
citizens.
NOW, THEREFORE, for and in consideration of the mutual premises herein contained,
the mutual benefits flowing to both the City and the District and other good and valuable
consideration recited herein, the receipt and sufficiency of which is hereby acknowledged, the
City and the District do hereby contract, covenant, warrant and agree as follows:
I.
The City shall be entitled to use the District recreational properties listed on Exhibit "A"
attached hereto (hereinafter referred to as the "District Property") in accordance with the terms
and conditions of this Agreement. The City shall be entitled to priority use of the District
Property upon approval by the District of a schedule of City activities and programs. A
schedule of City activities and programs utilizing District Property shall be submitted annually
for approval to the District by the City, substantially in the same form as shown on Exhibit "B"
attached hereto and incorporated herein, no later than August 4-5th .l. of each year. The District
shall approve the schedule as submitted, or with any modifications deemed necessary by the
District, no later than September 7 of each year. The City may use the District Property
for its authorized activities and programs, ineluding use by genefal publie, and for no other
purposes. Use of the District Property by the City for activities and programs not on the
approved schedule shall be allowed only if the District Property is available.
__ _ __
'the Jr tract shall lie enti .1 d'i o use . :Cat >f cr anal properti ised on > xhibit A"
c:\wpfiles\juc\facil.agr\kh December 7, 1994
i:.iii:<.iii:':Y.:.X.iiiiiiiii?%^:":.:":.:.:.::.:.:.:::.:'::::::::::::::::::::::::::::......::::::....:..:::::..._:::::::.::::....::.::::::::::::::..:: . ... .:....... ::...... :::::.::......:::::::. �::::..:::..:. �:::: .. .............................
n uns g tt � st r>E�t .. I t atl I` r1. uMM
.........................
AAIIAM
.........................
.........................
.........................
.................................................................................................................................................................................................................................
sei at ns t tt ' rz a` 'e € t A' :. .. at a ...::.-ryeI"
.:::............... ...................::::::: Fes: ::::.::::::::::::::%:::::.:
The District shall be responsible for maintaining the District Property; provided,
however, that each party agrees to pay for any damage to District Property which occurs while
it is being used by that party pursuant to this Agreement.
and` eii ::;: '.;:: ':'<'<'><>. a�z
X .t tart t.; i it I� � tl,.a :::: >I I �.. k
::::::::::::::::.::::::.a.:::::::::
................... . .
grounds care.
14ft� c:\wpfiles\juc\facil.agr\kh 3 December 7, 1994
U
The City shall'' be responsible for maintaining', the City Property; >providecl, -hwevra
each party agrees to pay for any d#g fa: City Property which occurs while It is bung use
................ .
.,.........:...:.....:.:.,................
i �t party pursuant to this Agreement. Maintenanc will include* bud ; s 4 t ttei "
lx and.gl
.....................................................................
.::::::.::...:::...................................................
....................................... :...........:>:......;:......... .....:.:...... r...:..... ..:..............I.-
......................... .;r:•::y::.: ':i>•.>:<: .....::�
k.
.:.:..::..:.:.:.<::::st::>6::::s...:::fk:>arde:::....vc::::Qf`::
>'€�ti
.............................
k:...j'.::;:9W::....:;4:::;::::::.:::{.::A::.:F.:{:�:jR::j:l:::jk:'►x:.::4:.'�ti:::?:i::#..:C:S.:.: ::.i: iii.s7:.i.ii.. ... ...:{.:.............;...::.:.:
I.:�.}..........::::a:..:.:::. g.
iii:iii:i:i:i:::::::.:::::::::i
.....
.. ;.. ...: • y:...: ':i': i...:.....�y{.:�+,.:(�jj:.:::Q..}{�;�..: ":t.:}:...:::'1}.}.�.:.:: :(.y:.�.:{i,,a(.�.:}.�..::.:T.: :.::.::�.{.�.�:f<. jjii. ..:..� �. ....p i.::d:..y4.:.:.....:..... :.:::: w .-.i. ... v:..:j:.: :::::� :. '.:iY }' '.}•:.
Q�.�.jj :.( .N#i1!:Mi{{VOY;�::isi.�,-/i.:ze4!I:V�i�12:�1:��'.:i:�X%: .K::: :::�::::.•. � T:': }�1J�{�j���� .i:::tf:'iy.'1�:�{':i •��i:�r(}�i.. :::.{:�
:.: ......iJ.:::::•:......:::::::.•...•.•.•.•.•�1��..v.•.•..,•..::::�:::::::•::::•:::.vy::::::::::. ..:::::: :..: .I...._...............:'�[y].��:: 13!!vv:
a€sitx ':lhe> iWSa�o planned maxnte once deeds .should be alio£ated fox b : � District
;:.;:.;:.::::::.:..; ....;:..:;:.;:.;. . :........ .::
The user of a shared jrttsn facility shall furnish and supply all consumable materials
and supplies necessary for carrying out its program and shall be subject to the reasonable rules
and regulations set by the respective governing body, or other designated entity, of the City
and/or Distri ct. 1f
.......... .
<: C<:> :a : G S: (:: eS :.,...:.
:>f;;, C:tYiA-1#d}I #
With respect to the District Property, the City does hereby agree, insofar as permitted
by law, to indemnify, hold harmless and defend, at its sole expense, the District from any
claims, damages, injuries, lawsuits, or causes of action arising out of or in any way connected
Lc:\wpfiIcs\juc\facil.agr\kh 4 December 7, 1994
�ftw
with the use of the District Property for a City activity during the time the City is conducting
the activity on the District Property.
W—ithx p . 0' Abe t Pr p r e 3t rtcl dt�e i e y a ree, th 4f at p t t
II
The District Superintendent and his or her designee and the City Manager and his or her
designee are authorized to make changes to the approved schedule of activities set forth in
Exhibit "B" as they may agree upon throughout the term of this Agreement.
..............
III:
..............
..............
..............
..............
The term of this Agreement shall be for a period of tst3 € years beginning
.....:.......................
from the date of execution of this Agreement. This Agreement shall be automatically extended
...................
for additional one-(1) � (�j year periods, unless terminated in writing by either party at least
sixty (60) days prior to the end of the original term or any extension thereof.
...................................._ __.....'.�..t..l.4 ... _...............t........t .............................................................................................t..I.N.............�...X:: 6............. . h
................................. ......
IL c:\wpfiles\juc\facil.agr\kh 5 December 7, 1994
4,
0
M
Neither party to this Agreement shall, without first obtaining written consent of the other
party, assign, pledge, or in any way encumber this Agreement, in whole or in part, or sublet
the District Property
or any part thereof.
Nothing in this Agreement shall change or affect the duties, responsibilities, liabilities
or immunities provided to the parties under the Texas Tort Claims Act, Sections 101.001 et
seq., of the Texas Civil Practice and Remedies Code.
XIS
The parties agree to continue to search for new areas of cooperation and to that end shall
meet together regularly, along with interested community groups and appropriate City and
District administrative officials. The parties wAl MO enter into separate "joint utilization
agreements" for the construction d funding, of City and
District facilities where such activities are deemed to be in the best interests of the parties. Each
joint utilization agreement vAH1��11 set forth the specific terms and conditions under which such
activities are to be conducted.
S p ace:" aii 'tit 11M I AUCOMntS� t� t�1V iattoz , M.. IM d/ t U. 0f �-11 .rtd
TtStxtCt faeIt#s may. be entered itp a adderidums lhtsgeeme ni, txrtt stCl aet�vrttes are
cleezn d :tk ........................... : t ae<; i %xe 1S > f .€he parties ' `he ads endums shalt id"' lWye cep z �z 0
c:\wpfiles\juc\facil.agr\kh 6
December 7, 1994
This Agreement contains all of the agreements made by and between the parties hereto
regarding the use of District Property d ty k rQp+.i and no additional agreements or
................................................
............................................. .
understandings shall be applicable to the use of District Property < Pa' M T unless first
agreed to, in writing, by the parties.
..............
�r
..............
..............
..............
..............
This Agreement and all of its terms and provisions, as well as the rights and duties of
the parties hereto, shall be governed by the laws of the State of Texas. In the event that a
lawsuit is filed by either party arising out of the terms and provisions of this Agreement, venue
for the lawsuit shall be in Tarrant County, Texas.
X1
..............
..............
..............
The undersigned officers of the parties are the properly authorized officials and have the
necessary authority to execute this Agreement on behalf of the parties. Each party hereto
certifies to the other that any necessary resolutions or orders extending said authority have been
duly passed and are now in full force and effect.
CITY OF SOUTHLAKE
M.
ATTEST:
City Secretary
Mayor
IL c:\wpfiles\juc\faci1.agr\kh 7 December 7. 1994
Dr. Rf; 7
CARROLL INDEPENDENT SCHOOL DISTRICT
M.
ATTEST:
Secretary, Board of Directors
President, Board of Trustees
c:\wpfiles\juc\facil.agr\kh 8 December 7, 1994
EXHIBIT A - JOINT USE FACILITIES
*,%W DISTRICT PROPERTY
Carroll Elementary
Backstop practice fields
2 Soccer practice fields (south of building)
Johnson Elementary
Backstop practice fields
Soccer practice fields (east of building)
Shady Oaks Elementary / Intermediate (opens August 1995)
2 Backstop practice fields
3 Soccer practice fields
Gymnasium / Activity Room
Cafetorium
Carroll Intermediate
Multi -purpose court (lighted)
Ballfield (lighted)
Soccer practice area (east of multi -purpose court)
Football game field (lighted) ???
Concession stand
Carroll Middle School
Gymnasium
Gymnasium / Recreation Center / Activity Room (opens 8/95)
Baseball field / Concession
Football practice field
CITY PROPERTY
Bicentennial Park
Community Center
The Lodge
Ballfields 1, 2, 3 (4, 5, 6, 7 -- Opens 9/95) (Lighted)
Soccer practice fields (1-5 -- Opens 9/95)
Concession stands
Country Walk Park (Adjacent to Carroll Elementary) (Opens Spring 95)
6 Backstop practice fields
4 Soccer practice fields
c:\wpfi1es\juc\faci1.agr\kh December 7, 1994
r
CITY OF SOUTHLAKE / CARROLL INDEPENDENT SCHOOL DISTRICT
REQUEST FOR USE OF JOINT FACILITIES
I . Application for facility use should first be made to the City Parks and Recreation Division.
2. The application must be forwarded to the School District for final approval.
3. The approved application will be returned to the Parks and Recreation Division in order that the group requesting the facility may
be notified of the approval.
4. In the case of District property, the principal will be notified of approved rentals.
5. Rental fees will be paid to the City of Southlake before use.
6. Custodians will be compensated at the rate established by CISD for rentals of District property.
7. The group renting the facility will be totally responsible for the payment to CISD or the City of Southlake for any damages occurring
as a result of the rental.
8. The City of Southlake and Carroll ISD are in no way responsible for accidents or injury resulting from renting facilities to any group.
9. The rental group designee signing this agreement is authorized by the rental group to bind the group to the terms and conditions listed
in this agreement.
10. The City of Southlake and Carroll ISD reserve the right to end any agreement with no more than thirty days notice, without cause.
it. The City of Southlake and Carroll ISD reserve the right to end any agreement, with cause, within seven days.
Rental Group: Contact Person:
Day Phone Number: Evening Phone Number:
Purpose:
Dates of Intended Use: Date and Time Requested:
TOTAL COST: $ DEPOSIT: $
APPROVALS:
City of Southlake: Date:
Carroll ISD: Date:
NOTIFICATION: School Principal: Date:
The undersigned agrees to hold harmless and indemnify the City of Southlake, the City Council, Board and Commission members,
officials, and other employees; and the Carroll Independent School District, its Board members, officials, and other employees from any and
all claims made by them or on their behalf for any losses reported between (date/time) and
, which may be made by reason of the group's use of City or District property.
The undersigned hereby releases and forever discharges the City of Southlake, the City Council, Board and Commission members,
officials, and other employees; and the Carroll Independent School District, its Board members, officials, and other employees who might be
claimed to be liable for any and all claims, demands, damages, actions, causes of action, suits, judgements, or executions by reasons of any
losses incurred between (date/time) and which may be made by
reason of the group's use of City or District property.
It is further stipulated and agreed that the laws of the State of Texas shall control in the construction of this instrument.
IN WITNESS WHEREOF, we have hereunto set our hands this day of , A.D. 19
In the presence of
Witness:
STATE OF TEXAS Witness:
COUNTY OF
c: \wpfiIcs\jw\mcregst. frm
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
RESERVATION RECEI
NAME
PHONE
ORGANIZATION
RESERVATIONS HAVE BEEN MADE FOR:
ON FROM
FIELD LOCATION
LIGHTS WILL / WILL NOT BE NEEDED
FEE $ RECEIPT #
F
NAME
PHONE
ORGANIZATION
DATE
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
RESERVATION RECEIPT
RESERVATIONS HAVE BEEN MADE FOR:
ON FROM
FIELD LOCATION DATE
LIGHTS WILL / WILL NOT BE NEEDED
FEE $ RECEIPT #
`.
TO
TIME
TO_
TIME
r
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
PROCEDURE FOR SCHEDULING CITY ATHLETIC FIELDS
September 13, 1994 (Dmn veni-)
NOTE: Groups or associations with current facilities usage agreements
noting fields specifically designated for their use are exempt from the
following procedure.
1. Athletic fields must be reserved through the Recreation Division
and a reservation slip will be issued to the reserving team or group.
Reservations must be made in person at the Recreation Division from 8:00
a.m. to 5:00 p.m. Monday through Friday. Reservations will be accepted
beginning each Monday, 8:00 a.m. for that week only. EACH PERSON WILL
BE ISSUED ONLY ONE RESERVATION SLIP AT A TIME AND NO RESERVATIONS MAY BE
MADE BY PHONE.
2. All reservation slips will have the date of the scheduled activity,
time period, field name and number, and fees paid. Reservations will be
valid only for the date indicated.
3. Reservations will be made on a weekly basis. Reservations will be
accepted starting on Monday of each week, with teams being allowed one
time period per week. Teams may obtain extra periods by coming in after
4:00 p.m. on the day they want the 2nd reservation. Exception- 4:00
p.m. Friday for Saturday and Sunday.
4. Time periods will be arranged as follows:
Monday
through Friday
Saturday and
Sunday
4:30 -
6:00
p.m.
9:00
- 10:30 a.m.
4:30
- 6:00
p.m.
6:00 -
7:30
p.m.
10:30
- 12:00 p.m
6:00
- 7:30
p.m.
7:30 -
9:00
p.m.
12:00
- 1:30 p.m.
7:30
- 9:00
p.m.
9:00 -
10:30
p.m.
1:30
- 3:00 p.m.
9:00 -
10:30
p.m.
3:00
- 4:30 p.m.
5. Field reservation fees are specified in the city fee schedule.
Current fees are:
Rentals (NO LIGHTS) $7.50 per 1.5 hours
Rentals (WITH LIGHTS) $15.00 per 1.5 hours
(Refunds or credit will be issued for inclement weather.)
6. In the case of inclement weather, it is the RESPONSIBILITY of the
TEAM MANAGER ONLY to contact the Parks and Recreation field conditions
number at 481-5581 ext. 758. The recorded message, which will be
changed each weekday at 4:00 p.m. and on weekends at 9:00 a.m., will
detail the playing conditions of the fields at that time. The
determination of field conditions for playable use concerning
reservations shall be left at the discretion of the Parks and Recreation
Division. Any team playing on closed fields will be prohibited from
further field usage throughout the remainder of the season.
BUILDING USE POLICIES
as approved in the Park Use Policy
FEES: Lodge Building - $10.00 per hour (minimum of three hours)
Community Building - $15.00 per hour (minimum of three hours)
Refundable Deposit - $50.00
Annual fee - $25.00 (for non-profit organizations operating within the
City of Southlake)
DEPOSIT: If the facility is not left clean and in proper order, or if the keys are not returned
within one-half hour following a meeting, the security deposit will be forfeited and
another security deposit must be submitted prior to further use.
DAMAGES: Users of the facility are responsible for all damages occurring to the facility, its
furnishings, equipment and other property related to the use of the facility, through
user's negligence or the negligence of guests, invitees, etc. Payment of the security deposit does
not release the user of the facility from responsibility for damages. Any user found in violation
will not only forfeit the security deposit, but may be denied further use of the facility.
ACCESS: Access to the Lodge and Community Building is controlled by the Parks and Recreation
Coordinator. Multiple activities and/or groups may be scheduled at the same time.
The keys will be available and can be obtained from the Coordinator or evening
hours at the police dispatch office located at 667 North Carroll, north end of City
Hall.
RESERVATIONS:
Non-profit organizations operating within the City of Southlake may schedule
reservations for regular meetings during weekdays. No regular meetings may be
reserved from 4:30 p.m. on Friday to 12:00 midnight Sunday.
Non-profit organizations may schedule reservations for special activities on a first
come basis at the rates as stated above. A waiver of fees for a single use is at the
discretion of the Coordinator.
Other citizens or groups may schedule reservations at the rates as stated above.
TV/VCR: A TV/VCR is available for a fee of $5.00 per use. The request must be submitted
with the facility use request.
ALCOHOL: No alcoholic beverages will be consumed or sold in Bicentennial Park or city -operated
facilities.
RED DYES: Liquids containing red dyes should not be served within the park buildings.
City of Southlake, Texas
MEMORANDUM
December 7, 1994
TO: Joint -Utilization Committee
FROM: Kim McAdams, Park Project Manager
SUBJECT: Consider Signage for Joint -use Multi -purpose Court
City staff plans on holding in -line hockey leagues at the Intermediate School Court this spring and
summer. The court lights are now on timers which shut off at 10:00 pm. The city will be making
some more budgeted improvements to the court in the next couple of months, adding hockey
walls, bleachers, water fountain, etc. We see this court becoming a very popular place and
heavily used.
Staff is suggesting some type of rules sign needs to be posted. But now that brings up some new
questions of who is going to enforce the rules and what kind of rules should be included? I would
like for you to review the attached staff recommendations and offer any suggestions or concerns
you foresee.
CISD & City of Southlake
JOINT -USE PROJECT
MULTI -PURPOSE COURT
Improvements Funded by Park Dedication Fees -1994
For reservation information call City of Southlake
Parks & Recreation 481-5581 ext. 756
ENJOY YOUR STAY AND
PLEASE FOLLOW THESE RULES & REGULATIONS:
Hours: 6 am to 10 pm (lights on timers)
To turn on lights, flip switch north of court on utility pole.
Park in designated areas only.
No motorized vehicles or bicycles allowed on court.
Alcoholic beverages prohibited.
All pets must be secured on a leash.
Owners responsible for pet's waste.
No glass containers allowed.
Please place litter in trash receptacles.
Rules enforced by