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2001-11-07Shana Yelverton MEMORANDUM November 7, 2001 TO: Parks and Recreation Board Members FROM: Kevin Hugman, Director of Community Services SUBJECT: Board Meeting - Monday, November 12, 2001 NOTE: The meeting will be held at 7:00 p.m. in the Town Hall Training Room 3D (third floor). We were unable to reserve the DPS Training Facility for the November and December meetings due to previously scheduled commitments in that facility. Dinner will be available at 6:30 p.m. 1. Agenda Item No. 2A. Administrative Comments. • With approval of the FY 2002 budget, we added a second full time Recreation Specialist to the staff. We are pleased to have hired Cameron Powell to fill that position. Cameron has several years experience in recreation and leisure services, and previously worked for the City of Grapevine before being transferred to North Carolina with her husband. They were relocated to this area recently and we were fortunate to be able to attract her to Southlake. She will be responsible for special event planning, contract recreation programming and scheduling, and joint use facility scheduling. • We have received four applications to date for the Nature Center Committee. This item will be on your agenda next month for selection of committee members. • We are going to try and provide periodic reports to you from various organizations that have a relationship to the Parks and Recreation Board. The first one, included in your packet this month, is a report from Keep Southlake Beautiful on their recent efforts and projects. 2. Aizenda Item No. 3A. Approval of the Parks and Recreation Board meeting minutes of October 8, 2001. If you have corrections to the meeting minutes, please let Administrative Secretary Linda Carpenter know in advance or make it part of the motion for consideration. Linda can be reached via e-mail at larpenter@ci.southlake.tx.us or by calling her at (817) 481-1542. 3. Agenda Item No. 3B. Matching funds request from Grapevine-Southlake Soccer Association (GSSA) for field leveler. The packet item cover memo describes this Parks and Recreation Board Members November 12, 2001 Page 2 matching fund request in the amount of $2,000. Staff recommends Park Board approval and recommendation to SPDC. 4. Agenda Item No. 3C. Matching funds request from Southlake Women's Club for banner arms for placement of banners along Southlake Boulevard. The packet item cover memo describes this matching fund request in the amount of $1,000. Staff recommends Park Board approval and recommendation to SPDC. 5. Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the Board about non -agenda items. During this proceeding it is important that the Board not deliberate (discuss among yourselves) or take action on any item brought up at this time. The Boards' options during this topic are 1) to listen, 2) ask questions and respond to the presenter only, 3) request staff to look into the issue and report back to the Board or 4) request that the Chair put the item on a future agenda for the Board to discuss or consider. 6. Agenda Item No. 5A, 513, 5C and 5D. 2002 Facilities Utilization Agreements for Southlake Baseball Association (SBA), Southlake Girls Softball Association (SGSA), Grapevine-Southlake Soccer Association (GSSA) and Southlake Carroll Lacrosse Association (SCLA). As noted in the packet item cover memos for these agreements, the Facility Utilization Agreements address a number of contractual issues between the City and the youth sports associations. We have again reviewed these agreements with the cognizant associations. All of the youth sports association presidents have expressed approval of the agreements. The agreements for GSSA and SCLA also address lighting since it is anticipated to have lighting on the Bob Jones and Carroll Intermediate School fields. The agreements again include the assessment of a user fee. The fee is not meant to recapture all of our costs, but the additional revenue assisted in providing an additional parks maintenance person in the FY 2002 budget. We will likely be facing budget constraints for the next several years, coupled with an uncertain economic future, and the need for additional maintenance staff to meet the growing park system. 7. Agenda Item No. 5E. Recommendation to City Council for the naming of new Cit park (currently known as Sheltonwood Park). Staff solicited proposed names from Johnson Elementary School as directed by the Park Board. Eight proposals were submitted from the school and are included in your packet for review. The class that submits the winning park name will receive a pizza party hosted by our Department. 8. Agenda Item No. 6A. Liaison Reports. (a) Youth Parks and Recreation Board -- No report from staff. Parks and Recreation Board Members November 12, 2001 Page 3 (b) Recreation/Special Events - On Saturday, October 27, approximately 1,500 people attended the City's Harvest Fest celebration in Bicentennial Park. This year, Harvest Fest was held in conjunction with the City's Arbor Day Celebration. Activities included a petting zoo, strolling entertainers, photo -buttons, and eight inflatable attractions. Five different civic organizations offered carnival games, raising more than $500 for their organizations. The Holiday Celebration tree lighting and Town Square lighting event, is scheduled for Saturday, November 17 from 6:00-8:00 p.m. at Town Square. Entertainment will be provided by the Southlake Community Band, as well as various CISD choirs. Throughout the event there will be carriage rides, a bounce house, a bungee run, photo buttons with Santa, and you can meet Santa's helpers. This is a free event sponsored by the City of Southlake and Town Square, Incorporated. (c) Youth Sports Associations -- No report from staff. (d) Community Groups -- No report from staff. (e) SPIN - No report from staff. (f) SPDC - There was no SPDC meeting in October. (g) JUC -- JUC met Thursday, November 8, 2001. JUC considered approval of an interlocal agreement for Carroll Intermediate School playing field and revisions to the Interlocal Agreement for Parks, Playgrounds and Other Recreation Facilities. (h) City Council Monthly Report - There will not be a City Council meeting on Tuesday, November 20 due to the Thanksgiving holiday. It is uncertain at this time if the meeting will be postponed or cancelled. (i) Equestrians - The TPWD equestrian grant project is underway. The parking lot is essentially complete and picnic tables, circle pens, ranch faucets, and hitching posts are either on order or already in. Staff is working with Park Board member Cara White and the Southlake Equestrian Association on the implementation of these items and will schedule a work day (or two) in the upcoming weeks. We will let you know when it will be held should you like to volunteer to help. (j) Traffic Management Bond - The trail along the north side of Southlake Boulevard is essentially complete with the exception of the two bridge sections and the sections at SouthRidge Lakes Parkway and Shady Oaks that will be installed as part of the intersection improvements for those streets. Included in your packet is the latest Traffic Management Bond Program Status Sheet, including trail packages 2A, 2B, and 2C. ' Parks and Recreation Board Members November 12, 2001 Page 4 OTHER ITEMS OF INTEREST 9. City Council Action - FYI, the City Council took the following action on park related matters at their October 16 and November 5, 2001 meetings: • Approved the 2001 Facilities Utilization Agreement with the Southlake Carroll Lacrosse Association (SCLA) • Approved names for new neighborhood park ("Chesapeake Park") and new athletic facility ("Southlake Softball Complex") • Approved an Agreement for Community Services with Keep Southlake Beautiful. • Provided direction to staff regarding the contractual terms for a management agreement for the Southlake Tennis Center. 10. Other items included in your packet • TMB Project status sheet • Keep Southlake Beautiful (KSB) Report to Parks Board As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me. STAFF CONTACT INFORMATION: Telephone - (817) 481-2374 Facsimile - (817) 481-1594 400 North White Chapel, Southlake, Texas 76092-6242 Kevin Hugman, Director of Community Services, 817-481-1527; khugman@ci.southlake.tx.us Steve Polasek, Deputy Director of Community Services, 817-481-1543; (spolasek@)_) Ben Henry, Park Planning and Construction Superintendent, 817-481-1584; (bhenry@) ) Chris Carpenter, Senior Parks Planner, 817-481-1585; (ccarpenter@ ) Steve Moore, Recreation Supervisor, 817-481-1550; (smoore@) ) Linda Carpenter, Administrative Secretary, 817-481-1542; (Carpenter@ ) N:\Parks & Recreation\BOARDS\PKBOARD\MEMOS\01-1112mem.doc 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING October 8, 2001 MINUTES Board Members Present: Chris Miltenberger, Chairman; Frank Cornish, Bobby Rawls, Lisa Stokdyk, Tim O'Connor, Cara White, Vice -Chair; Mary Georgia, Secretary; Board Members Absent: Staff Members Present: Kevin Hugman, Director of Community Services; Chris Carpenter, Senior Park Planner; and Linda Carpenter, Administrative Secretary. Regular Session: Agenda Item No. 1. Call to Order The meeting was called to order by Chair Chris Miltenberger at 6:58 p.m. Agenda Item No. 2, Administrative Comments There were no Administrative Comments at this time during the meeting; however, prior to the conclusion of the meeting, Community Services Coordinator Emily Galpin briefed the Board on upcoming events and handed out promotion flyers as follows: Harvest Fest and Carnival / Arbor Day Celebration — October 27, 2001, 5:00 — 8:00 p.m. at Bicentennial Park. In addition to a Pumpkin Parade, Harvest Fest will include community organization game booths, barnyard petting zoo, magicians, singing cowboys, jugglers, hayrides, concessions and many inflatable attractions. Keep Southlake Beautiful (KSB) is working in partnership with the Community Services Department's Harvest Fest celebration to kick off "Southlake Cares for the Air" campaign. As part of the "Care for the Air" kickoff, the City will be celebrating Arbor Day, which will include a proclamation, recognition of the winners of the Fifth Grade National Arbor Day Poster Context and the Sixth Grade Arbor Day Poetry Contest, tree plantings, promotion of the City's Street Tree program, and encouraging citizens to plant a tree. KSB and the City will distribute free Texas SmartScape CDs to the first 1,000 residents. For more information about the Arbor Day Celebration and "Care for the Air" campaign, contact -Emily Galpin at Community Services, 817.481.1549. Household Hazardous Waste Day — November 10, 2001, 9:00 a.m. to 1:00 p.m., 667 North Carroll Avenue. Each year the City's DPS conducts two collection September 10, 2001 Parks & Recreation Board Regular yMeeting Page 1 of 16 i 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board events of household hazardous waste. Residents can bring their hazardous waste materials to the DPS at 667 North Carroll Avenue for proper disposal. Residents will need to bring proof of residency. For more information, contact Dale Skinner at 817.481.2957. Care for the Air: Recycle — Southlake's Home Depot, November 17, 9:00 a.m. to 1:00 p.m. This event will bring recognition of Texas Recycles Day. A bike rally is planned along with promotion of the City's curbside recycling program, a household item recycling collection, an inkjet recycling program and educational classes by Home Depot associates on topics such as composting and energy efficiency. For more information, contact KSB at 817.481.1549. State sponsors of the event are: Keep Texas Beautiful, TNRCC, Air & Waste Management Association, Recycling Coalition of Texas, TxDOT, Texas Corporate Recycling Council and Texas Water Foundation. Teen Movie Night on the Hill — Saturday, October 13, 9:00 p.m. at Bicentennial Park. Southlake Youth Action Commission (SYAC) and the Community Services Department are co -sponsoring the event. There is no cost for the movie. Drinks and concessions will be sold and a portion of the proceeds will go to help victims of the September 11`h tragedy. Everyone is invited! CONSENT AGENDA The Park Board agreed during Work Session to move agenda items 5-A, 5-B, 5-C, and 5- D to the Consent Agenda section to be voted upon by one motion along with the other consent items. A motion was made to approve Consent Agenda items 3-A, 3-B, 3-C, 3-D (with the deletion of the name Sheltonwood Park), 5-A, 5-B, 5-C, and 5-D. Motion: White Second: Cornish Ayes: Cornish, Georgia, Miltenberger, O'Connor, Rawls, Stokdyk, White Nays: None Vote: 7-0 Motion carried. ADDITIONAL INFORMATION ON CONSENT ITEMS Agenda Item No. 3-A, Approval of the Southlake Parks and Recreation Board meeting minutes of September 10, 2001. Approved as presented. Agenda Item No. 3-B, Recommendation of park dedication requirements for 5 proposed MF-1 zoned lots (10 dwelling units) and one SF-1 A zoned lot (1 dwelling unit) for a total of 11 dwelling units for Kimball Park Addition. September 10, 2001 Parks & Recreation Board Regular Meeting Page 2 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 The Kimball Park Addition proposed location is at the southwest corner of the 2 intersection of North Kimball Avenue and Highland Street. See attached proposed 3 concept plan and expense credit worksheet for more details of the development. 4 5 According to Section 7.03(A)(1) of the City of Southlake Subdivision Ordinance, the 6 parkland dedication requirements for residential development for this addition, at 5 7 proposed MF-1 lots with 2 dwelling units per lot (10 total) and one undeveloped SF-lA 8 lot (one dwelling unit total), for and overall total of 11 dwelling units, would be to 9 dedicate 0.28 acres of park land, or pay equivalent in park dedication fees, at $1,500 per 10 d.u. (x) 11 d.u., of $16,500, according to Section 7.05(A)(1) of the Ordinance. The 11 applicant requested to pay the park dedication fee of $16,500 in lieu of park land 12 dedication and did not request credit toward the required fees. 13 14 The Park Board approved the applicant's request during Consent Agenda, by a 7-0 vote. 15 Public hearings are scheduled before the P&Z and City Council. 16 17 Agenda Item No 3-C, Recommendation of park dedication requirements for Lot 1, Block 18 61, Timarron Addition (First American Bank). 19 20 This proposed addition is located at the southwest corner of the intersection of Southlake 21 Boulevard and Byron Nelson Parkway. See attached proposed concept plan and expense 22 credit worksheet for more details of the development. 23 24 According to Section 7.03(A)(2) of the City of Southlake Subdivision Ordinance, the 25 parkland dedication requirements for non-residential development for this addition, at 26 1.4612 acres, would be to dedicate 0.03 acres of park land, or pay equivalent in park 27 dedication fees, at $800 per gross acre (x) 1.4612 acres, of $1,168.96, according to 28 Section 7.05(A)(2) of the Ordinance. The applicant requested to pay the park dedication 29 fee of $1,168.96 in lieu of park land dedication and did not request credit toward the 30 required fees. In addition the applicant has requested to.escrow the construction cost of 31 the required 8' trail on F.M. 1709 at $31.00 per liner foot at the time of the developers 32 agreement with City Council. 33 34 The applicant currently has an approved concept plan, site plan and final plat for this 35 development. The Park Board approved the applicant's request during Consent Agenda, 36 by a 7-0 vote. 37 38 Agenda Item No. 3-D, Recommendation to City Council for the naming of new City 39 parks. 40 41 This item was on the agenda for the Park Board to make a recommendation to City 42 Council for the naming of three new City parks. 43 44 During the last three years, the City acquired two neighborhood parks and is in the 45 process of acquiring one athletic park. None of the three parks have been officially 46 named; however, they have been commonly referred to as Chesapeake Park, September 10, 2001 Parks & Recreation Board Regular Meeting Page 3 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 Sheltonwood Park and the Texas School of Baseball. Section 3 of the adopted procedure 2 for naming or renaming of park facilities states that a park may be named for any local, 3 state, or national geographic area, landmark, or event. Section 4 states that a park may be 4 named for a symbol or concept associated with the City of Southlake. See attached 5 memo dated October 2, 2001 from Deputy Director of Community Services Steve 6 Polasek for details about each of the three parks. 7 8 The Park Board voted 7-0 during Consent Agenda to make a recommendation to City 9 Council to name the new city parks as Chesapeake Park, and Southlake Softball 10 Complex, and to delete the name Sheltonwood Park. The Sheltonwood Park would be 11 named from community input and will be brought back to Park Board at a later date for 12 their recommendation to City Council. 13 14 Agenda Item No. 5-A, Recommendation of park dedication requirements for proposed 15 Lots 1-4, Block 1, Gumm-Scifres Addition (including Bank One). 16 17 This addition is proposed for the south side of Southlake Boulevard, east of Westwood 18 Drive and across the street from Village Center Drive. See attached proposed concept 19 plan and expense credit worksheet for more details about the development. 20 21 According to Section 7.03(A)(2) of the City of Southlake Subdivision Ordinance, the 22 parkland dedication requirements for non-residential development for this addition, at 23 5.0075 acres, would be to dedicate 0.10 acres of park land, or pay equivalent in park 24 dedication fees, at $800 per gross acre (x) 5.0075 acres, of $4,006, according to Section 25 7.05(A)(2) of the Ordinance. The applicant requested to pay the park dedication fee of 26 $4,006 in lieu of park land dedication and did not request credit toward the required fees. 27 28 The applicant currently has an approved concept plan and final plat for this development, 29 as well as an approved Site Plan for Bank One on Lot 2. The Park Board approved the 30 applicant's request during Consent Agenda, by a 7-0 vote. 31 32 Agenda Item No. 5-B, Recommendation of park dedication requirements for proposed 33 Lots 1 and 2, Greenway-Carroll Addition. 34 35 This addition is proposed for the southeast corner of the intersection of SH 114 and North 36 Carroll Avenue. See attached proposed concept plan and expense credit worksheet for 37 more details about the development. 38 39 According to Section 7.63(A)(2) of the City of Southlake Subdivision Ordinance, the 40 parkland dedication requirements for non-residential development for this addition, at 41 10.559 acres, would be to dedicate 0.21 acres of park land, or pay equivalent in park 42 dedication fees, at $800 per gross acre (x) 10.559 acres, of $8,447.20, according to 43 Section 7.05(A)(2) of the Ordinance. The applicant did not request credit toward 44 required fees. In lieu of park land dedication, the applicant requested to pay the park 45 dedication fee of $8,447.20 and to escrow the equivalent of the construction costs of the 46 off -road trails on Carroll Avenue and SH 114 required by the Southlake Pathways Trail September 10, 2001 Parks & Recreation Board Regular Meeting Page 4 of 16 -A- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board Master. Plan at the time of the developers agreement with City Council. That escrow amount would be calculated by the length of the trail times $31.00 per linear foot. The exact length to be determined during the site planning and staff review phases yet to come during the development of the two lots. The applicant is currently under staff Development Review Committee review and will soon be taking the plat forward for public hearings. The Park Board approved the applicant's request during Consent Agenda, by a 7-0 vote. Agenda Item No. 5-C, Facilities Utilization Agreement with the Southlake-Carroll Lacrosse Association (SCLA). This item was on the agenda for the Park Board to consider and make a recommendation to City Council for the approval of the Facility Usage Agreement with the Southlake Carroll Lacrosse Association (SCLA). In general, the facilities utilization agreement addresses such issues as practice dates, insurance requirements, hours of practice, field maintenance, and field requirements, etc. This agreement also includes the general field requirements for SCLA use of the Southlake Softball Complex (formerly known as Texas School of Baseball), fields 1-3. The Agreement was reviewed by the Southlake Carroll Lacrosse Association and SCLA made no significant changes to this agreement. The Park Board voted 7-0 during the Consent Agenda to make a recommendation to City Council to approve the Facility Utilization Agreement with the Southlake-Carroll Lacrosse Association. Agenda Item No. 5-D, Proposal by Cingular Wireless for clock tower/entry feature with enclosed telecommunications equipment in Bicentennial Park. This item was presented to the Park Board for their consideration of the proposed location of the antenna and for direction prior to moving forward with a formal development request. City Council will consider a lease agreement and Specific Use Permit in the near future. See attached schematic and location map for proposed tower location and design rendering. The Community Services Department was approached by a consultant representing Cingular Wireless about the proposed stand-alone telecommunications tower in the southern sector of Bicentennial Park. Staff indicated to the consultant that the southern end of the park is a main entry point and visible to travelers on FM 1709 and if any stand- alone equipment were to be located there, it must be developed with a high level of aesthetic appeal and should also probably serve a functional purpose for the park. A SPIN meeting was advertised (200 notices were sent to neighbors all around the park) and held on Thursday, October 4 at Town Hall. There were no citizens in attendance. September 10, 2001 Parks & Recreation Board Regular Meeting Page 5 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 And thus far, neither the staff SPIN contact nor Community Services department staff 2 have received any inquiries about the proposal. 3 4 The Park Board voted 7-0 during Consent Agenda to approve the proposal by Cingular 5 Wireless for clock tower/entry feature with enclosed telecommunications equipment in 6 Bicentennial Park. 7 8 Any development request (construction) will require public hearings at the Planning and 9 Zoning Commission and City Council for a revised site plan for Bicentennial Park and a 10 specific use permit for the telecommunications use. 11 12 REGULAR AGENDA 13 14 Agenda Item No. 4, Public Forum 15 16 Chairman Miltenberger asked if anyone present would like to speak during the Public 17 Forum. 18 19 Laurie Starks, 307 Timber Lake Way, Southlake, Texas, president of NETT (Northeast 20 Tarrant Tennis), spoke extensively about the tennis center management, Agenda Item 5- 21 F, following Public Forum, and her comments are found under that item. 22 23 Public Forum was closed. 24 25 Agenda Item No. 5-17, Proposed Guidelines for Proposals (RFP) for Tennis Center 26 management contract. 27 28 Director of Community Services Kevin Hugman presented the Guidelines and explained 29 that input was needed from the Park Board on the composition of the proposed 30 Guidelines to take to City Council, which would assist in soliciting proposals from 31 prospective contractors for management of the Southlake Tennis Center. 32 33 The proposed FY 2001-02 Budget included funding for the City to manage and operate 34 the Southlake Tennis Center. Staff proposed that a Tennis Center manager to oversee the 35 business operations and marketing, and the shop staff be City employees, with the 36 teaching professionals be contracted employees. The City Council expressed concern that 37 projected revenues were less than projected expenditures, resulting in an operating loss 38 for the City. Although the budget was approved as submitted, Council directed staff to 39 move towards another management agreement similar to the previous agreement. 40 41 The set of guidelines, developed by staff, delineate the Contractor's financial 42 responsibilities and the City's financial responsibilities. They will be used to develop a 43 Request for Proposals (RFP) from prospective contractors that will allow each RFP to be 44 submitted on the same basis of understanding. Proposals will be reviewed by staff and a 45 management agreement negotiated with the best suited contractor. The guidelines are a September 10, 2001 Parks & Recreation Board Regular Meeting Page 6 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 basis for an equitable evaluation and comparison of candidates. Proposals may take_ 2 exception to any guidelines. 3 4 Laurie Starks, 307 Timber Lake Way, Southlake, Texas, president of NETT (Northeast 5 Tarrant Tennis) presented information to the Board. 6 7 Ms. Starks provided a brief history of NETT and said they were the largest user of 8 the Southlake Tennis Center. League play continues year-round. She said a big 9 emphasis is placed on the junior programming. NETT worked very closely with 10 staff during the last manager recruitment period and developed a concept of what 11 NETT considered the best qualifications needed by the individual to manage the 12 facility. Ms. Starks said she was in the process of conducting independent 13 research of nine tennis facilities in Texas and handed the Park Board a summary 14 of the five facilities she had contacted thus far. Those contacted include: 1) Rose 15 Park Tennis Center (Lubbock), Mr. David Davis (an independent contractor), 2) 16 Richland Tennis Center, 3) Arlington Tennis Center, 4) Oakcreek Tennis Center 17 and 5) Hurst Tennis Center. (See the hand-out attached to these minutes for 18 comparison.) 19 20 Ms. Starks presented her views on the way the tennis center should be staffed. She 21 said the important thing to recognize was that the typical tennis center was not a 22 money-maker. She commented that NETT, as an organization, was very happy to 23 have the Tennis Center — that it was very well thought of within the USTA, Texas 24 section. 25 26 Ms. Starks said that typically the average tennis pro is not the best manager of 27 details and talked about how various tennis centers are run. The Richland Tennis 28 Center tennis pro is now a city employee and acts as the director of tennis. Other 29 facilities with city employed managers/director of tennis that receive benefits, 30 salary, receive compensation from the lessons given by the pros under their 31 supervision, are Arlington Tennis Center, Oakcreek Tennis Center, and Hurst 32 Tennis Center. She said that in those cases, 100% of the court fees go back to the 33 City. 34 35 She talked about the viewpoint given by David Davis, an independent contractor 36 with Rose Park Tennis Center in Lubbock. Mr. Davis was a former city employee 37 (10 years), but now operates as an independent contractor. Ms. Starks mentioned 38 that Rose Park has a much lower membership fee schedule and hours of operation 39 than Southlake. 40 41 Ms. Starks said her primary concern with the proposed Southlake RFP for tennis 42 management contract was the payback by the contractor to the City of the utility 43 fees. She said to expect the contractor to pay out of his pocket the electrical cost 44 (which run about $12,000 year) would be very, very difficult. 45 46 Her second concern was that computers were not being used at the Tennis Center. September 10, 2001 Parks & Recreation Board Regular Meeting Page 7 of 16 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board Ms. Starks talked about the drawbacks to the City because NETT conducts and administers the tennis leagues, instead of having the tennis center manager do so. As Ms. Starks presented her ideas, Park Board members sought her opinion about various parts of the proposed RFP guidelines being reviewed and offered their suggestions to staff. Mr. Miltenberger asked if NETT would want to turn the administration of the leagues over to the tennis pro? Ms. Starks explained the service that NETT provides for the leagues and responded "no." Ms. Starks talked about tournaments and how valuable tennis is in the community. She said that NETT would like to continue to help the Southlake Tennis Center to be a first-class facility. Ms. Starks talked about the benefits of having a husband -wife team run a tennis facility and mentioned the success had by LB -Houston in Dallas, which is managed by husband and wife. Mr. Hugman explained about having a separate "head pro" and that the head pro was responsible for the teaching staff and putting all the teaching programs together. Mr. Hugman delineated the responsibilities of the tennis pro and the tennis manager. Mr. Miltenberger quoted page 517-6, of the RFP draft, Fees and Compensation section, part 2, saying "Contractor will retain all fees and revenues associated with Tennis Center programs and operations, including court fees and memberships, pro shop sales, lessons, leagues..." and said that he believed that if NETT runs all the leagues, then that would take away a major portion of the contractor's income. In order for the contractor to make money, he would have to run the leagues and charge for that. Ms. Starks said there was an enormous amount of work involved in administering the leagues. Ms. Stokdyk asked Ms. Starks if she thought the City should pay a retainer fee (make the manager a city employee) to help subsidize the contractor and make it a success for the contractor? Ms. Starks responded she wasn't sure about that direction as she did not have any idea of what it cost to run a facility. Ms. Stokdyk questioned if the stipulation for the contractor to stock $20,000 in merchandise would be a burden to maintain? Ms. Starks said that previously Mr. Snailum had an arrangement with his other shop in Abilene and that he rotated merchandise that didn't sale at the two sites. Ms. Starks said very little money is made from the sale of clothes or on the shop, but that the Pro Shop is a service that people come to expect when they come to a tennis center. At least basic tennis equipment should be required. September 10, 2001 Parks & Recreation Board Regular Meeting Page 8 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 Mr. Miltenberger had concerns about the $20,000 merchandise requirement as well and 2 asked why the contractor would be required to have $20,000 in merchandise on hand? 3 Mr. Hugman responded that the intent was to have a stocked pro shop and explained how 4 Mr. Snailum operated items on consignment. Mr. Hugman said the $20,000 figure was a 5 recommendation from tennis people a few years ago to ensure that the shop would be 6 well stocked. 7 8 Ms. Starks talked about people's expectations of the tennis center. She said the 9 key to running a successful tennis center, is to get someone to manage it who is 10 entrepreneurial in nature and has the business head to manage the business side of 11 the center. It is not an easy job and it takes a certain temperament and disposition 12 to handle it. She said that a "partnership" relationship, such as husband -wife, has 13 been very successful at other centers and mentioned the fine reputation that Steve 14 and Leah Poorman have in the tennis community. She favored the team approach. 15 16 Members discussed the 20-hour lesson limitation, the hours of operation, membership 17 fees, monthly reports and computer software record keeping provisions in the RFP 18 guideline. 19 20 Ms. Georgia questioned the hours of operation and the limitation of the number of 21 hours the contractor could provide lessons. She asked Ms. Starks if Mr. Davis, 22 from the Rose Park Tennis Center, had similar stipulations? Ms. Starks replied he 23 did not. Ms. Starks felt the RFP provision inhibits the contractor's ability to make 24 money. 25 26 Mr. Hugman gave the history of the current membership fee schedule. He said the 27 City set the court use fees, but that the membership fee was left open to the 28 contractor to set. 29 30 Ms. Georgia felt that that if the contractor is expected to provide monthly reports, 31 manage the business, report on expenditures and revenues, court usage, hours of 32 instruction, etc., then the RFP should be changed to say Contractor or staff, and 33 leave it up to Contractor to provide reports to the City and manage their business? 34 35 Mr. Miltenberger stressed how important it was that the City obtain bookkeeping 36 information about the Tennis Center expenses and revenues. He felt it would be 37 beneficial to the City to provide accounting software for management of Tennis 38 Center to enable good record keeping. 39 40 Ms. White talked about the record keeping responsibilities and said that a 41 bookkeeper could be hired, just like other businesses do, to keep up with all the 42 accounting. 43 44 Referring to the required monthly reports by the Contractor, Mr. Rawls said it had 45 been discussed previously about having a computer with a "swipe card" that 46 provides the report. He asked that the RFP require that the Contractor have a September 10, 2001 Parks & Recreation Board Regular Meeting Page 9 of 16 -2 ) *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 computerized report system. Mr. Hugman said the cost of the swipe -card system 2 would be a very significant capital item for a contractor to supply and mentioned 3 that the one used by the City of Hurst cost about $20,000. 4 5 Ms. Starks commented on how important a computerized system is to the 6 functioning of the tennis center to keep up with the league accounting. Software is 7 available and it may be possible that NETT would agree to pay a one time yearly 8 fee of $10 per person to pay for such software. Mr. Miltenberger added if the 9 utilities were omitted from the contractor's agreement and NETT charged its 10 members $10 fee each to get software package so that all the accounting 11 information could be kept, would that be an incentive for a pro to be able to make 12 it? The Contractor would not be paying utilities and they would have a good 13 software program to manage the programs. Ms. Starks agreed to talk to NETT 14 about the software issue. 15 16 Mr. Hugman said he would recommend leaving the RFP open ended and say that 17 software be provided at their recommendation. 18 19 Mr. Hugman told the Board the City wants someone that can come in and bring the 20 Tennis Center up and make it the facility it can be. That means that person will have to 21 spend time marketing and developing the programs with the expectation that they will 22 receive revenues from it. If the City wants it run as a revenue mutually profitable center, 23 then the contractor has to be able to run it as a business. 24 25 Mr. Hugman said the RFP guidelines were as a starting point and were meant to establish 26 the base rules to begin with, but that those guidelines were still open to negotiation or 27 consideration as the City moves through the process. 28 29 The RFP guidelines will be presented to City Council at their next meeting to' receive 30 Council direction on what guidelines they wish to move forward with. . 31 32 Payment of utilities as outlined in the RFP guidelines were discussed. 33 34 Ms. White asked Ms. Starks if Mr. Poorman was interested in running the Tennis 35 Center? Ms. Starks said she thought he was interested, but didn't know if he could 36 make it work with the requirement that the utilities be paid by the Contractor and 37 the court fee or monthly rental lease fee. She said he knows enough about the 38 business side to know where the revenue comes from and understands how many 39 hours he would have to work. She thought his main concern was specifically 40 about the utilities. 41 42 Ms. Stokdyk suggested deleting the utilities provision and come up with a 43 workable usage rental fee. Would that give an incentive to keep the programs 44 moving and going? 45 September 10, 2001 Parks & Recreation Board Regular Meeting Page 10 of 16 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board Ms. Starks suggested giving the Contractor and incentive if the electricity bill was under a certain amount each month. Mr. O'Connor asked if there was a graduated fee for night-time play? The City does not have one at this time, but could look into it a prime -time and non -prime time fee. Ms. Starks concluded her presentation with a comment about how the Tennis Center is viewed. She said the City needs to decide if the Tennis Center is going to operate as a recreational opportunity for its citizens or if it is to be a money-maker. She said that most municipal tennis facilities feel that if they recoup 75% of their outlay, they are considered successful. As far as the type of person to run the facility, Ms. Starks said you "get what you pay for" and stressed that if the Contract is set so that it must be run as a business, that person will cut every expense possible to make it profitable for themselves which means it will not -be a nice facility. She said we must get the right person, give them incentives and that NETT will work with them as an organization and continue to work with staff and the City. Mr. Miltenberger recommended removing the 20-hour lesson restriction, striking the lights provision, which he said can be negotiated in the rent. He said the rent can be decided by the City. He suggested including a provision that the City will provide some software for scheduling, etc. Mr. Hugman also noted that NETT Treasurer Lynn Jumper had recommended some type of fee escalation be included in the contract. A motion was made that the Guidelines for Prospective Tennis Center Contractor be changed as follows: Page 5F-5, "Ancillary Items, Facility," 1(b) be deleted; delete the 20 hours per week of tennis lessons stipulation under "Ancillary Items, Personnel" ; change the wording under "ancillary Items, Merchandise," (1) to say that the pro shop will be fully, well -stocked with merchandise to suitably serve customer needs instead of a dollar amount. The motion was not seconded or voted upon. Discussion followed. Mr. O'Connor recommended that "Agreement" section, part (4), include wording of "... (30) days notice, with cause, ninety (90) days otherwise." He also asked the Board to consider the requirement for posting a fidelity bond. Mr. Miltenberger offered that if the contractor does not pay rent, the contract would be terminated instantly. Mr. Hugman said there would be language included in the Guidelines that would protect the City's interest, whether it be a bond or some other action. Ms. Georgia said that under Page 517-5, "Ancillary Items, Facility," move part (d), computer software... down to section "2. CITY will be responsible for:" making it part (e), stating that the "City will provide software for reporting purposes." Ms. Georgia also September 10, 2001 Parks & Recreation Board Regular Meeting Page 11 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 recommended that same section, under part (d) be changed to read, "Payment of 2 electricity, natural gas, water and sewer utilities." 3 4 A motion was made by Mr. Miltenberger stating, "I make a motion that we delete 5 the 20 hours, we tell them that it will be an appropriately stocked Pro Shop, we 6 don't require them to pay the utilities, we provide software, we pay the lights, we 7 leave the amount of the rent blank and then we authorize Kevin to make the 8 appropriate changes in his document to accomplish those purposes." 9 Motion: Miltenberger 10 Second: Rawls 11 Ayes: Cornish, Georgia, Miltenberger, O'Connor, Rawls, Stokdyk, White 12 Nays: None 13 Vote: 7-0 14 15 Motion carried. 16 17 Agenda Item No. 5-E, Resolution No. 01-01, Establishing a Nature Center Development 18 Committee and making appointments. 19 20 This item is a reconsideration of a Park Board resolution to establish a Nature Center 21 Development Committee. The Committee would work to develop a concept plan for a 22 proposed Nature Center at Bob Jones Park. At the February 16, 2001 Park Board 23 meeting, a resolution was presented and revisions were recommended for the 24 composition of the committee. Resolution No. 01-01 reflects those changes and 25 additional staff recommendations. The Committee will be a sub -set of the Parks & 26 Recreation Board. 27 28 Mr. Hugman presented this item for consideration and responded to Board member 29 questions. 30 31 Ms. Stokdyk questioned whether there were other user groups appointed in the 32 same manner as the proposed Nature Committee and what were the benefits? Mr. 33 Hugman said he was not aware of any other committee and gave an explanation 34 of why the committee was being formalized in the current manner. 35 36 Ms. Stokdyk also had concerns about the "Ex-officio members" section of the 37 resolution and noted she did not understand why the limitations were being set on 38 four areas of employment or expertise. 39 40 Chairman Miltenberger asked Park Board members whether they wanted to move 41 forward with a resolution establishing a Nature Center Committee? 42 43 Ms. White responded that part of the dilemma was that the money has been taken 44 away. She said they are planning with $10,000 to spend, and that there is no 45 money in the CIP budget for the next five years, so the frustration is that they may 46 be planning for something that there may be no money to work with. She said it September 10, 2001 Parks & Recreation Board Regular Meeting Page 12 of 16 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board had not been established yet whether the City would keep the triple -wide that was donated to the City or if they would use Marilyn Tucker's house. Mr. Miltenberger recalled that because there had not been a decision made, SPDC asked the Park Board to bring them their recommendations. That was the impetus for the Park Board's decision to appoint a Nature Center Committee to look into it and make recommendations. Carol Lee Hamilton, resident, Southlake, Texas, was present and offered her views about the composition of the Nature Center Committee. Ms. Hamilton recommended that the approach be somewhat exploratory at this point — send out a call for anyone interested in the Nature Center and see what the response is. She said to think about toning down the representation directly from the Park Board. Ms. Hamilton recommended having only two Park Board members with the other five positions open to see who applies. Ms. Georgia suggested the Resolution be changed to say one Park Board member with an alternate to be provided should the Park Board member not be able to attend the Nature Committee meeting. A motion was made to approve [Resolution 01-011 with the following changes: Page 5E-2, regarding membership, change Section 1 (b) to be "one member of the Park & Recreation Board"; Section 1(c), 1(d), and 1(c) — insert for (c) "one member of Keep Southlake Beautiful, or citizen -at -large ..." (in keeping with the spirit of involving those committees, but accepting a citizen at large if a member of KSB is not available); Section 1 (d) — change to "one environmental science teacher, lay person with environmental background, or citizen -at -large ..."; Section 1 (f) -- change to "four members from the general public..." (which constitutes a committee of seven); and Page 5E-3, Section 4 — strike the title of the Section, "Ex-officio members" and rewrite the paragraph to read simply, "Other persons may be invited to participate at the request of the committee. These individuals may include the following: (keep the list as it is)..." Motion: Georgia Second: Rawls Discussion: Ms. Stokdyk felt there should be two members from Keep Southlake Beautiful so that there would be another person from Keep Southlake Beautiful to give a counter viewpoint of what they heard, three at -large citizen. Mr. Miltenberger and Ms. White said they were happy with two Park Board members and two KSB members, or September 10, 2001 Parks & Recreation Board Regular Meeting Page 13 of 16 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board one Park Board and one KSB member. Ms. Georgia said she thought it was fine — to limit to one Park Board and two KSB, but keep the wording to say "or citizen at -large" to keep the involvement in the community and if another Park Board member wanted to attend the meetings, there is no prohibition of that. The motion on the table was amended to read, one Park Board member, two Keep Southlake Beautiful or citizens -at -large members, one environmental science teacher or citizen -at -large member, and three members from the general public. Second: Rawls (re -stated his "second" vote) Ayes: Cornish, Georgia, Miltenberger, O'Connor, Rawls, Stokdyk, White Nays: None Vote: 7-0 Motion carried. Applications to the Nature Center Committee will be advertised in the usual method by placing an ad in the newspapers (Southlake Journal and Fort Worth Star -Telegram) as well as. advertised on the City's cable network and solicited in KSB. The revised portions of Section 1 of Resolution No. 01-01 will read: (a) One member of the Park & Recreation Board, appointed by the Park Board. (b) Two members of Keep Southlake Beautiful or citizens -at -large, appointed by Keep Southlake Beautiful Board of Directors. (c) One environment science teacher or lay person with environmental background, or citizen -at -large, appointed by the Park & Recreation Board. (d) Three members from the general public, appointed by the Parks & Recreation Board. Section 4 will read: Section 4: Others: Other persons may be invited to participate at the request of the committee. These individuals may include the following: (a) One professional from the U.S. Corp of Engineers (b) One professional from the Texas Forest Service (c) One professional from the Botanical Research Institute of Texas (d) One professional from the Nature Sciences Division of a University September 10, 2001 Parks & Recreation Board Regular Meeting --1, ; -_ �, - \ Page 14 of 16 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board 1 The deteriorating condition of the Nature Center and direction given by SPDC to staff to 2 not continue preservation of the building was talked about by Ms. Stokdyk, Ms. White, 3 Ms. Georgia, Mr. Rawls and Mr. Hugman. Ms. Stokdyk expressed her displeasure that 4 the building was not going to receive any renovation or use and that she had not heard 5 that SPDC was not proceeding with future plans for the building. Ms. Georgia 6 recommended that the City try to get use out of the building as is and move on. 7 8 Agenda Item No. 7, Liaison reports 9 10 Board members reviewed the following: 11 12 (a) Recreation/Special Events — See Administrative Comments section of 13 minutes for information. 14 15 (b) Youth Sports Associations — (Miltenberger/Cornish) No report this month. 16 17 (c) Community Groups — Rocky Top Riding Club will have a trail ride 18 (wagon or horse) October 20 at Chisholm Trail Ranch to benefit the 19 Rocky Top Therapy Center. October 27, 2001 there will be a "Walk, Run 20 and Ride" event at Bob Jones Park to come up with matching funds 21 needed to build the proposed bridge at the north end of Lake Grapevine. 22 Donations will be accepted. Contact Cara White for more details. 23 24 (d) SPIN — (White) — Joint SPIN/City Council meeting will be held October 9, 25 2001 at 6:30 p.m. at Town Hall. 26 27 (e) SPDC — (O'Connor/Rawls) — On September 18, 2001 SPDC approved the 28 FY 2001-02 Capital Projects budget and 5-Year Capital Improvements 29 Plan. 30 31 (f) JUC — (Rawls) - CISD representatives met with JUC members to discuss 32 the inclusion of the new gymnasiums into the Joint Use Agreement. Next 33 JUC meeting will be held in Thursday, October 11, 2001 at 6:00 p.m. in 34 TH 3-D, Town Hall. 35 36 (g) City Council Monthly Report — Mary Georgia will provide the Park Board 37 Report at the October 16, 2001 City Council meeting. 38 39 (h) Equestrians — (White) - No report at this time. 40 41 (i) Traffic Management Bond/Portal Committee — No report at this time. 42 43 Ms. Galpin made a presentation to the Board about upcoming community events as noted 44 in the Administrative Comments section of the minutes. 45 September 10, 2001 Parks & Recreation Board Regular Meeting Page 15 of 16 72) � \ 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 35 36 *** Un-official Minutes *** Not Approved by the Parks & Recreation Board Agenda Item No. 7, Adjournment A motion was made to adjourn the meeting at 8:57 p.m. Motion: Rawls Second: White and Georgia Ayes: Cornish, Georgia, Miltenberger, O'Connor, Rawls, Stokdyk and White Nays: None Abstention: None Vote: 7-0 Motion carried. Chris Miltenberger Parks & Recreation Board Chair Mary Georgia Secretary Attachments: Item 3-13, Park Dedication — Kimball Park Add. — concept plan, worksheet, park location map Item 3-C, Park Dedication — First American Bank Add. — concept plan, worksheet, park location map Item 3-D, Naming of three parks — cover memo dated 10/2/01 Item 5-A, Park Dedication — Lots 1-4, Blk 1, Gumm-Scifres Add. Including Bank One — concept plan worksheet, park location map Item 5-13, Park Dedication — Lots 1 and 2, Greenway-Carroll Add. - concept plan worksheet, park location map Item 5-D, Cingular Wireless Tower in Bicentennial Park proposal — schematic drawing and location map Item 5-F, RFP guidelines for Tennis Center Contract— Ms. Stark's research document N:\Parks & Recreation\BOARDS\PKBOARD\MINUTES\2001\091001.doc September 10, 2001 Parks & Recreation Board Regular Meeting Page 16 of 16 City of Noutmake, i exas TO FROM SUBJECT MEMORANDUM November 7, 2001 Kevin Hugman, Director of Community Services Steve Polasek, Deputy Director of Community Services Matching funds request from Grapevine Southlake Soccer Association for Grade Rite field leveler Action Requested: Parks and Recreation Board recommendation for approval of request from the Grapevine Southlake Soccer Association (GSSA) for matching grant funding in the amount of $2,000 for a Grade Rite field leveler. Background Information: The Grapevine Southlake Soccer Association has submitted a request to the City for consideration of matching funds for the purchase of a Grade Rite field leveler. Heavy use of the fields, general field maintenance, and natural weathering can cause undulations in open spaces over time. Once established, these low and high areas can cause improper field drainage, wear patterns, and disruptive playing conditions. The proposed field leveler would cut the high areas and use existing or added fill to raise the low spots. The leveler also contains spring tines which can be used to till and remove unwanted roots systems and debris from top soil prior to re -seeding. The cost of a 7' wide field leveler is approximately $4,000. Financial Considerations: Acceptance of this proposal would commit the City to fund the purchase of a field leveler for a cost of up to $2,000 as part of the FY2001/02 SPDC Matching Funds Program. The approved SPDC Matching Funds budget is $100,000. No matching funds have been allocated to date. Citizen Input/ Board Review: The Grapevine Southlake Soccer Association Board approved applying for the SPDC Matching Funds Grant at their September 10, 2001 meeting. Legal Review: Not Applicable. Alternatives: Parks Board discussion and consideration may result in various project alternatives. Supporting Documents: Supporting documents include the following items: ■ SPDC Matching Funds request form Kevin Hugman, Director of Community Services November 7, 2001 Page 2 Staff Recommendation: Parks and Recreation Board agenda for approval and recommendation to SPDC for City participation in the purchase of a field leveler for an amount not to exceed $2,000 with funding allocated through the SPDC Matching Funds Program. f City of Southlake, i exas PROJECT MATCHING FUNDS REQUEST FORM Project Name: Surface Leveling Equipment Contact Person: Peter Gaal (GSSA Southlake Fields Commissioner) Mailing Address: 223 Timber Lake Way City: Southlake State: TX ZIP: 76092 Day Phone: 817-313-7026 Night Phone: Fax Number: Additional Contact Person: Judy Stanfield Day Phone: 817-410-9950 PROJECT DESCRIPTION: The Grapevine/Southlake Soccer Association (GSSA) provides organized, youth, recreational soccer within Grapevine and Southlake. Game fields are located in both cities. Within Southlake, Bob Jones Park is the area allotted for soccer play. The vision of GSSA is to have Bob Jones Park become the premier soccer complex within Southlake to service the needs of the soccer playing community of the city. . This matching funds request is to purchase a 7' Grade Rite leveler. The GSSA is prepared to pay our portion of the matching grant. The purchase of this equipment will allow the City to maintain the playing fields by leveling the fields to remove irregularities, ruts, holes and other uneven portions of the park that currently pose a safety risk to players and referees and detracts from game. The equipment will also be invaluable when new fields are created to insure a smooth and even playing surface. Upon purchase of the equipment and the subsequent leveling of game fields, Bob Jones Park will move a step closer to becoming a complete soccer complex. Proposed Start Date: November 28, 2001 Projected Completion Date: 3 to 4 weeks Projected Cost: $4,000 Amount of Funds Requested: $2,000 J city of aoutniake, i exas MEMORANDUM November 7, 2001 TO: Parks and Recreation Board FROM: Kevin Hugman, Director of Community Services SUBJECT: Matching funds request from Southlake Women's Club for banner arms for placement of banners along Southlake Boulevard Action Requested: Parks and Recreation Board recommendation for approval of request from the Southlake Women's Club for matching grant funding in the amount of $1,000 for banner arms. Background Information: The Southlake Women's Club (SWC) has submitted a request to the City for consideration of matching funds for the purchase of banner arms and brackets.- SWC hosts the annual Art in the Square, a juried event attracting more than 100 artists, and including street and stage performances, children's entertainment, and food and beverages. The event is a fundraising venue that allows SWC to provide funds to selected charities. Representatives of SWC have proposed placing banners along Southlake Boulevard to further generate advertising and interest for the event. They have approached TXU Electric about the use of their poles and have received verbal approval. SWC proposes that the City match funds for the purchase of banner arms and brackets, which will be usable for other events or seasonal promotions (e.g., City of Keller regularly places seasonal banners along Price Street and SH 377). Financial Considerations: Acceptance of this proposal would commit the City to fund the purchase of scroll bars and band brackets for a cost of up to $1,000 as part of the FY2001/02 SPDC Matching Funds Program. The approved SPDC Matching Funds budget is $100,000. No matching funds have been allocated to date. Citizen Input/ Board Review: Sherri Whitt, 2002 Art in the Square Chairman has submitted a letter committing $2,000 in funding. Legal Review: Not Applicable. Alternatives: Parks Board discussion and consideration may result in various project alternatives. Supporting Documents: Supporting documents include the following items: Parks and Recreation Board November 7, 2001 Page 2 ■ SPDC Matching Funds request form and letter from Sherri Whitt Staff Recommendation: Parks and Recreation Board approval and recommendation to SPDC for City participation in the purchase of scroll bars and banner brackets for an amount not to exceed $1,000 with funding allocated through the SPDC Matching Funds Program. PROJECT MATCHING FUNDS REQUEST FORM n Li_ �ri; eri rG. -� - Project Name: r Contact Person: Ghcmh i lie" Mailing Address: i�/�` 6-d Mbay Phone: City: J,, State: L ZIP: ____— Fax No. n , n n � 4 -0-1 / `� Night Phone: — — a� 1 �L 3 Z/ F �� i� Additional Contact Person:, mlvjCj-Dayftone:—�:L� I '7 PROJECT DESCRIPTION: Projected Completion Date: r' b Z Required Start Date: Amount of Fun Projected Cost: ds Requested: I.c., Project and Community Matching Fund Request Policy, Page 4 of 3 C— J - Art ire �h0 a d-r 0 Honorary Chairman Rebecca Miller NBC 5 Meteorologist Chairman Sherri Whitt Co -Chairmen Julie Minter Vida Carns President southlake Women's Club, Inc. Robin Snyder Advisory Board Lee Cardwell .wuthern Sales Patsy DuPree Deputy Mayor Pro Tem Kelley Herring Star -Telegram Tal Milan Milan Gallery Cami Spurgin Renditions Tom O'Brien NBC 5 Gen. Mgr. Brian Stebbins Cooper & Stebbins Michael Stephens Hyatt DFW Vicki Truitt State Rep. Dist.98 Andrew Wayne Re/Max Lone Star Art in the Square 2001 featured 96 artists and attracted over 40,000 people. Participation increased by over 100% from the inaugural event in 2000 and we expect to attract even more artists and participants in 2002. Because of generous sponsors, the Southlake Women's Club provided over $80,000 in direct support to 12 deserving charities. For its' past accomplishments Art in the Square has been recognized and listed in the 2001 Art Source Event Book. I am pleased to let you know that plans are underway for the 2002 event which is scheduled for April 26 - 28, 2002 at Southlake Town Square. The 2002 art festival jointly hosted by the City of Southlake, Southlake Women's Club the City of Southlake and Southlake Town Square will again be a free juried event showcasing over 100 artists, the Kids Korner, continuous STREET AND STAGE entertainment and food and refreshments in the street Le Bistro. The Star Telegram will publish an Art in the Square tabloid in the Sunday edition prior to the event. Baylor Medical Center @ Grapevine, NBC 5, Dan Sweeney State Farm, Star Telegram and Fort Worth, Texas Magazine are early returning sponsors for 2002. We are extremely pleased to announce Rebecca Miller, NBC 5 Meteorologist as Honorary Chairman for 2002. In order to increase attendance and better market the event, the Southlake Women's Club has secured $2000 from the Star Telegram to have banners made that will be mounted 10 to 14 days prior to the event on 10 to 15 TXU electrical poles along Fm1709/ Southlake Blvd. from Commerce Street to Davis Blvd. For your information TXU Electric has given verbal permission for use of their poles, I am waiting for the necessary paperwork. Additional funds are needed for the scroll bars and band brackets. We are requesting $1000 under the Project and Community Matching Funds Request Policy through the SPDC and Parks and Recreation Board. The scroll bars and band brackets would become property of the city for future use. I have enclosed a statement of cost from Cartwright Signs in Garland. Please contact me at 817-410-9663 if you have any questions. Any additional marketing of Art in the Square is an excellent avenue of increasing exposure and revenue for the merchants of Southlake which ultimately helps the City of Southlake. Respectfully Submitted by Sherri Whitt, Chairman 2002 1002 Chimney Hill Trail Southlake, TX 76092 S"t4wev `wamews; 9).qa 93oav92611 Saut &16, %axa&76092 A. _ . Cartwright Signs 2631 S. Garland 'Ave. _ Garland, Texas 75041 817-410-3833 FAX 817-329-2992 bepassO1@flash.net August 13, 2001 Shari Witt 1002 Chimney Hill Dr. Southlake, TX. 76092 Re: SWC Banners 2' x 6' DF banners fabricated and installed with Scroll bars and band brackets $ 292.90ea. 2' x 6' DF banners fabricated and installed with materials provided $ 227.90ea. Thank you, Brenda. Passariello City of Southlake, Texas MEMORANDUM November 7, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Moore, Recreation Supervisor SUBJECT: Facilities Utilization Agreement with the Southlake Baseball Association (SBA) Action Requested: Parks and Recreation Board consideration of the Facilities Utilization Agreement with the Southlake Baseball Association (SBA). Background Information: The Southlake Baseball Association (SBA) currently serves approximately 1000 children during the Fall and 1300 children during the -Spring. The participants are between. the ages of 6 and 16. Annually, the City of Southlake and SBA enter into an agreement for the use of game and practice fields for spring and fall seasons, as well as All -Star tournaments. The agreement also covers the use of the baseball concession stand in Bicentennial Park. In general, the facilities utilization agreement is intended to address such issues as season dates, insurance requirements, hours of play, field maintenance, field requirements, and concession stand use, among others. Through the years, staff has reviewed other municipal field usage agreements as part of the development process for the current document. The draft agreement is also reviewed annually by staff in order to address any recent changes and is then forwarded to the Association for review and comment. Based on the review of staff and the association, changes to this year's agreement include: • Extend time for use of lights during tournament play. • Practice and game dates for the year 2002. • Minor wording modifications intended to clarify the document. Also included as part of the agreement are the general field requirements for SBA which include: • Bicentennial fields #4 - #10 • Bicentennial practice fields #1 and #2 • Durham practice field #2 • Koalaty Park practice fields #2 and #4 ■ Chesapeake practice field. Financial Consideration: Not applicable. Kevin Hugman, Director of Community Services November 7, 2001 page 2 Citizen Input/ Board Review: The Agreement will be reviewed by the Southlake Baseball Association and is expected to be approved at their November meeting. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. Alternatives: • Board comment and input on the facilities utilization agreement. • Board recommendation not to approve the facilities utilization agreement as presented. Supporting Documents: • Proposed 2002 Facilities Utilization Agreement with SBA Staff Recommendation: Parks and Recreation Board recommendation to City Council for the approval of the Facility Utilization Agreement with Southlake Baseball Association. CITY OF SOUTHLAKE PARKS AND RECREATION DIVISION 2002 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the City of Southlake, Texas, herein called "CITY", and the Southlake Baseball Association, herein called "SBA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: I. PREMISES The CITY agrees to provide game fields and practice fields as defined by Exhibit "E", SBA Field requirements. SBA shall provide field requirements and dates for Spring and Fall seasons shall be provided by SBA to CITY at least 90 days prior to opening day of a season. Facilities in Exhibit "E" are herein called "Premises" in accordance with the terms of this Agreement. II. SEASONS AND HOURS The seasons of this Agreement shall be Spring Season, Fall Season and All Stars on the days of Monday through Sunday, with each facility usage to not begin before 4:00 p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SBA agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturda The following are approximate dates for significant activities: Coach Look Practice Begins Opening Day: Bronco, Pony, Shetland Pinto, Mustang Colt, End of Regular Season All Stars Spring January 26, 2002 February 11, 2002 March 18, 2002 May 25, 2002 June, July, first week of August Fall August 17 , 2002 August 26, 2002. September 7, 2002 November 9, 2002 None The facilities provided by this Agreement are herein called "Premises." III. FEES AND ASSIGNMENT SBA shall not charge any fees for admission without prior approval of the Parks and Recreation Board for any event. (Example: approved tournaments) SBA reserves the right to request a voluntary donation for admission to events other than regularly scheduled league games. SBA agrees to provide signs clearly indicating donations are requested only for the SBA activity occurring on Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 1 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. Premises. Access to other Premises activities shall be clearly available. SBA shall not assign this agreement nor shall it rent out any property of the CITY without prior written consent of the CITY. IV. UNLAWFUL ACTIVITIES SBA shall not engage in any activities on the premises which are in violation of any existing state, federal, local law or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. V. PERMISSION FOR INSTALLATION OR CONSTRUCTION SBA, in accordance with the City's Donation Policy shall submit for approval of any proposal to install or construct temporary or permanent structures, signs, equipment, or other related items. SBA is allowed a maximum of two (2) signs listing SBA sponsors for the current and previous year. Signs are not to exceed the size of (4 feet X 8 feet). A pennant style sign will be' allowed on each field that lists the previous years season winners. The signs are not to exceed the size of (3 feet X 5 feet). VI. INDEMNITY SBA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY SBA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTUOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS, OFFICIALS AND EMPLOYEES. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT. VII. FOOD SERVICE SBA shall ensure that all food or drink prepared, served, sold, or stored complies with all CITY, state, county and federal law. See attachment "F" for concession stand uses. Vill. DOCUMENTS AND OFFICERS SBA shall submit to the Parks and Recreation Division a copy of rules and regulations, charters, constitution, and by-laws of SBA. Names, addresses and phone numbers of all officers and board members of SBA shall also be submitted to the Parks and Recreation Division within two weeks after election or appointment. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 2 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. Southlake Parks and Recreation Division shall submit to SBA the Names, addresses and phone numbers of alE-appropriate contacts of the Parks and Recreation Division. IX. ROSTERS AND SCHEDULES SBA shall furnish to the Parks and Recreation Division rosters of all participants domicile and a listing of the full schedule for the season. The rosters shall be submitted within two weeks after completion of registration and the full schedule shall be submitted at least one week prior to the first reaular season game TQtlRNAMEIIjfE©G�SllE,`BL:SCIBMf''"EDTC)TLESS X. FIELD MANAGER SBA shall furnish the Parks and Recreation Division the name(s) and telephone number(s) of person(s) designated as field manager(s). It shall be the responsibility of the field manager to meet with and discuss field conditions with a Parks and Recreation Division representative. It shall also be the responsibility of the field manager to submit a work order form to the Parks and Recreation Division to request any maintenance not specifically mentioned within this agreement or any needed repairs or supplies. The SBA Field Manager shall meet before each season with the Parks Crew Leader to be briefed on maintenance procedures and techniques. XI. INSURANCE SBA at its own expense, shall obtain and keep in force during the term of this agreement public liability insurance as will protect SBA and CITY from all claims for damages to property and persons, and such insurance policy shall carry the CITY of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect CITY from and against all liability for claims arising out of or in connection with SBA's use and occupation of the premises. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas. The type and limit of liability insurance is as follows: TYPE MINIMUM LIMIT 'Comprehensive General $1,000,000-Combined Single Limit Coverage Public Liability For Bodily Injury and Property Damage $1,000,000-On a Per Occurrence Basis, and Medical Payment Coverage All insurance policies shall be subject to the examination and approval of the Office of the CITY Manager for Southlake, for their adequacy as to content, protection and named insurance company. SBA shall furnish to CITY copies of such insurance policies within (30) thirty days of the execution of this Agreement or prior to the commencement of any activities by SBA at the CITY of Southlake Park Facilities, whichever comes first. SBA understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under this Article shall be cause for termination of this Agreement. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 3 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. Insurance required by this Agreement for the CITY as additional insured or an additional named insured shall be primary insurance and not contributing with any other insurance available to CITY under any third party liability policy. SBA further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SBA agrees to procure insurance to cover accident medical expenses for all players. This insurance benefit will be designed to pay the excess of any expenses payable by other valid and collectible insurance to an insured person for an injury caused by a covered accident. XII. FIELD MAINTENANCE FEE SBA agrees to pay the CITY a field maintenance fee of $8.00 per player per season to cover costs for lighting and maintaining fields in playing condition. This fee is due to the Southlake Parks and Recreation Division within three (3) weeks after completion of re-gular registration. XIII. PUBLIC ADDRESS SYSTEM No Public address system may be used after 8:00 p.m. XIV. COMMISSIONER SBA agrees to provide a league representative on -site at each SBA organized league or tournament game held on the premises. XV. EXHIBITS The CITY and SBA agree that the exhibits attached to this agreement are incorporated into this agreement as if set out in their entirety. Exhibits included are: 1. MAINTENANCE EXHIBITS "A" Maintenance Agreement for Public Fields 2. CLOSURE OF ATHLETIC FIELDS EXHIBITS "B" Field Inspection and Closure Agreement 3. STORAGE FACILITIES AGREEMENT "C" CITY Storage Location Assignments 4. EQUIPMENT AGREEMENT "D" 2002 Equipment List and Requirements 5. SBA FIELD REQUIREMENTS "E" 2002 Field Requirements 6. Concession Stand "F" 2002 Concession XVI. SCHEDULING Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 4 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. The CITY reserves the right to utilize the premises when SBA activities are not scheduled. If SBA fails to use the premises for its designated and scheduled activities, the CITY may terminate Agreement. XVII. DEFAULT If either party, CITY or SBA, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days after providing written notice to the party in default. XVIII. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. This Agreement is made and entered into on the day of 2001. Sandra LeGrand, CITY Secretary Approved as to form CITY Attorney ..CITY of SOUTHLAKE by: Rick Stacy, Mayor CITY of Southlake Doug Jamison, President Southlake Baseball Association This Agreement approved by the Board of Directors, Southlake Baseball Association, and entered into the minutes of the Board meeting held , 2001. Secretary Southlake Baseball Association Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. PAGE 5 of 14 EXHIBIT "A" 1VIAINTENANCE AGREEMENT FOR PUBLIC FIELDS 1. The CITY shall maintain the infield and all turf areas in the outfield to include mowing, weed control, fertilizing and herbicide spraying. 2. The CITY shall perform all pre -season clay and turf maintenance to include adding soil conditioners, clay renovation, and cutting infield arcs and base paths. The CITY shall build the pitcher's mound if needed. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or back filling low areas when deemed necessary. 3. The CITY shall drag the infields Monday through Friday and on Saturday mornings for scheduled league play, weather permitting. The CITY will drag and line the fields for the initial game. All other games will be the responsibility of SBA. SBA shall apply water and stripe as required during Saturday games. 4. SBA shall be responsible for payment of any damage caused to the fields with regards to the dragging of the infields if found to be caused by SBA. This includes but is not limited to sprinklers heads, bases, base plugs, base anchors, quick couplers, and the outfield grass apron._ SBA shall leave a space of one (1) foot between all edges of the outfield when dragging the infield. 5. All equipment used by SBA must be approved by the Parks and Recreation Division and all users must complete a training course provided by the parks maintenance employees prior to the beginning of the season. Only users who have attended the training and signed the waiver with the Parks Division will be able to drag the fields. 6. The CITY shall mark all foul lines. 7. The CITY shall maintain all backstops, fences, and gates. SBA will ensure that the fencing will not be used for warm-up hitting causing damage. SBA will ensure that soft toss will not be allowed except in designated soft toss areas. SBA will ensure that no pitching machines will be set up to disperse balls directly into the side of the fencing. The pitching machine can be used on Pitcher's mound, batting cage or against pitching practice fence only. Damage to fencing as a result of warm up hitting, soft toss, or other activities may result in SBA being responsible for payment of any repair to damaged fencing. 8. The CITY shall maintain all bleachers and dugout. 9. The CITY shall provide and maintain all area and ball field lighting systems. 10. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infield. If field conditions warrant additional watering, SBA may water as needed. CITY will provide the quick coupler connections to Association at the beginning of the season. 11.The CITY shall be responsible for the maintenance of any outfield irrigation systems and watering of the outfield areas. 12. The CITY shall maintain the rest- rooms in a sanitary condition. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 6 of 14 Print Date 1117/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. 13. The CITY shall be responsible for all public scoreboards and the lines leading to the scoreboards. SBA shall maintain and provide any repairs to the scoreboard control boxes and pay for replacement of the scoreboard control boxes if misplaced or lost by SBA. 14.The CITY shall provide and install the home plate and base plugs and anchors. Any base plugs lost will be replaced by SBA. 15. The CITY shall be responsible for chalking of baselines and any other field markings necessary for scheduled league play, Monday through Friday. The CITY shall provide line chalk for the purposes of completing these markings only on fields maintained and scheduled through the CITY. SBA may drag and line fields between games as necessary. SBA shall provide line chalk for its own additional uses and may line fields as needed in addition to the above. SBA shall provide necessary maintenance equipment for its use. Maintenance procedures and equipment should conform to CITY approval and field maintenance guidelines. The CITY shall provide 60 bags of chalk for the spring season and 20 bags of chalk for the fall season for striping of the infields. Any additional bags of chalk must be purchased by SBA for the remainder of the season. 16. SBA shall place bases and pitchers rubbers for each game. (CITY will provide one set of bases and one pitcher's rubber for each field. Bases will be labeled CITY -SBA or CITY -SBA) The CITY will install and maintain base pegs in ground, and provide necessary tools. If the bases are stolen or lost, the association is responsible for replacement. For Shetland division, the first base is to. be a league approved double base. SBA will request and instruct coaches to remove and store bases and pitching rubber following completion of each day's play. At the end of the season each association will return to CITY one set of bases and pitching rubber for each field. 17.SBA shall be responsible for daily game day collection of all litter on their fields to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be placed in the receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. 18. SBA is prohibited from performing any maintenance to any turf or infield areas (except as stated in #3, 4, 5 above), without permission from the CITY. 19. SBA shall ensure that all secured areas remain locked and/or are locked at the completion of each activity. SBA shall chain gates to the fields after the conclusion of all practices and games. The CITY will provide the Field Manager keys necessary for emergency access to main gate(s) and to all field gates. 20. SBA shall ensure that all field lights are turned off at the completion of all practices and games in accordance with Section II. Seasons and Hours. Under no circumstances should the lights be left on when fields are not in use. The CITY will provide the Field Manager keys necessary for access to all light switches. 21. The CITY shall maintain all fencing associated with batting cages and SBA will maintain and secure all netting. 22. SBA will provide all necessary maintenance equipment, used for its purposes, not specifically named in this agreement. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 7 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure or Postponement 1. Raining at game time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closures (Weekdays) 1. The CITY will inspect Athletic Fields by 4:00 p.m. and will, if conditions warrant, consult with the appropriate SBA Field Manager, Commissioner, or their designate, about the status of the field(s). The Parks Crew leader or his designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 2. The Parks Crew leader or his designee will take responsibility for making a decision based upon field condition or weather. 3. After games have begun and inclement weather becomes a factor, SBA officials shall follow the same guidelines for deciding cancellation or postponement. (Weekends) The Parks Crew leader or his designee will monitor the weather and field conditions and consult with the appropriate SBA Field Manager, Commissioner, or their designate, about the status of the field(s) by 7:30 a.m. Saturday morning. Status for Saturday p.m. games will be reevaluated at 11:30 a.m. and the field decision will be made prior to Noon Saturday. The SBA field manager will be notified immediately of any field closures. 2. After games have begun and inclement weather becomes a factor, SBA officials shall follow the same guidelines for deciding cancellation or postponement. CITY Staff Guidelines for Implementation The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Parks Crew Leader responsible for athletic field maintenance. 2. In the Parks Crew Leader's absence, his designee shall make the decision concerning Athletic Field Closures. 3. The Park Maintenance staff shall consult with the Parks Crew Leader, If feasible, on any decision concerning athletic field closures. NOTIFICATIONS Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 8 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. 1. The appropriate SBA Field Manager has the responsibility to notify the SBA and the participants about the field closure decision. 2. The CITY staff will place notification of field conditions on the "field condition" phone line - (8'4f by 4:00 p.m. on weekdays and 7:30 a.m. on weekends when activities are scheduled. The information line phone number is subject to change. The CITY will provide SBA with revisions. 3. The maintenance crews will require a minimum of 24 hours prior notice of rescheduled games by SBA. If 24 hour notice is not received the CITY will not prepare fields for use. 4. If a game is canceled due to rain, that game cannot be moved to another field without the approval of the Park Crew Leader. 5. Associations are required to comply with and enforce all posted facility signage. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 9 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. EXHIBIT "C" STORAGE FACILITIES AGREEMENT 1. SBA shall have use of the storage area located at 450 W. Southlake Blvd. in the concession building. This storage area will be shared with Southlake Parks and Recreation. 2. The term of this agreement for storage usage shall be from January 1 through December 31 of year of the Facilities Agreement. 3. The CITY will check out a key to SBA at the beginning of the season and the key must be returned to the Parks and Recreation office within the first week after the conclusion of the season. 4. CITY storage areas are reserved for CITY purposes only and access is limited to CITY personnel. 5. SBA waives any claim against the CITY for loss of or damage to equipment stored in storage area. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 10 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. EXHIBIT "D" 2002 EQUIPMENT LIST AND REQUIREMENTS 1. The SBA will be given the following equipment for use on Fields #4 through #10 at Bicentennial Park: Equipment 7 Sets of Bases 7 Pitching Rubbers 21 Field Plugs Condition Good Good Good 2. The above mentioned equipment will be distributed to SBA at the start of the season and must be returned within one week of the end of the season. If any equipment is missing or damaged, SBA is held responsible for the replacement of the missing or damaged equipment. 3. Keys will be distributed to SBA at the beginning of the season to the main gates, fields, lights, and buildings. These keys must be returned to the parks and recreation office within one week of the conclusion of the season. 4. SBA is responsible for the care of all keys distributed to them. If a key is misplaced or lost, SBA will be responsible for any costs involved with changing the locks. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. PAGE 11 of 14 EXHIBIT "E" 2002 FIELD REQUIREMENTS SPRING Division Opening Day Estimated Teams League Games Weeks of Season Weeks of Tournament Practices per Week SHETLAND 3/18/02 26 10 10 3 2 PINTO 3/18/02 30 14 10 3 2 MUSTANG 3/18/02 28 16 10 3 2 BRONCO 3/18/02 16 16 10 3 2 PONY 3/18/02 j 12 j 16 10 3 2 COLT 3/18/02 1 4 1 16 10 3 2 FIELD REQUIREMENTS: Fields Practice Dates Game Dates Pinto #4 2/11/02-5/25/02 3/18/02-5/25/02 Pinto #5 2/11/02-5/25/02 3/18/02-5/25/02 Bicentennial #6 2/11/02-5/25/02 3/18/02-5/25/02 Bicentennial #7 2/11/02-5/25/02 3/18/02-5/25/02 Bicentennial #8 2/11/02-5/25/02 3/18/02-5/25/02 Bicentennial #9 2/11 /02-5/25/02 3/18/02-5/25/02 Bicentennial #10 2/11/02-5/25/02 3/18/02-5/25/02 Durham #2 2/11/02-5/25/02 No Games Bicentennial Practice Fields #1 & #2 2/11/02-5/25/02 No Games Chesapeake Park 2/11/02-5/25/02 Mondays -Fridays After 4 p.m. Saturdays until 3 p.m. No Sundays No Games Koalty Park #2 & #4 2/11/02-5/25/02 No Games Only teams that are still participating in the All -Star activities shall be permitted to continue practicing. Estimated number of participants: 1300 Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 12 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. 1 EXHIBIT "E" 2002 FIELD REQUIREMENTS FALL Division Opening Day Estimated Teams League Games Weeks of Season Weeks of Tournament Practices per Week SHETLAND 9/7/02 20 10 9 0 2 PINTO 9/7/02 20 12 9 0 2 MUSTANG 9/7/02 18 12 9 0 2 BRONCO 9/7/02 14 12 9 0 2 PONY 1 9/7/02 8 12 9 0 2 COLT 1 9/7/02 4 12 9 0 2 FIELD REQUIREMENTS: Fields Practice Dates Game Dates Pinto #4 8/26/02-11/9/02 9/7/02-11/9/02 Pinto #5 8/26/02-11/9/02 9/7/02-11/9/02 Bicentennial #6 8/26/02-11/9/02 9/7/02-11/9/02 Bicentennial #7 8/26/02-11/9/02 9/7/02-11/9/02 Bicentennial #8 8/26/02-11/9/02 9/7/02-11/9/02 Bicentennial #9 8/26/02-11 /9/02 9/7/02-11 /9/02 Bicentennial #10 8/26/02-11/9/02 9/7/02-11/9/02 Durham #2 8/26/02-11/9/02 No Games Bicentennial Practice Fields # 1 & #2 8/26/02-11/9/02 - No Games Chesapeake Park 8/26/02-11/9/02 Mondays -Fridays After 4 p.m. Saturdays until 3 p.m. No Sundays No Games Koalty Park #2 & #4 8/26/02-11/9/02 No Games =:> Estimated number of participants:- 1000 Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 13 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. EXHIBIT "F" 2002 CONCESSION AGREEMENT The parties to this request which are in understanding and agreement are the CITY of Southlake, Texas, herein called "CITY", and the Southlake Baseball Association, herein called "SBA." The parties agree and understand to the following: 1. SBA will at all times during the term of this agreement maintain the concession stand in a sanitary manner in compliance with CITY, County and State statutes and ordinances. 2. SBA is responsible to ensure that the concession stand pass inspection by the County Health Department and that the health permit issued be posted in the concession stand. 3. SBA shall clear the area of all trash, garbage, paper, containers, litter, etc. generated by the concession stand. A dumpster and trash receptacles are furnished by the CITY. 4. The CITY will furnish SBA one key to the concession stand. This key must be returned to the Parks and Recreation office within one week after the conclusion of the season. 5. The CITY shall be responsible for all water and electric bills for the concession stand. 6. The CITY shall be responsible for underground utility line and pipes leading to and from the concession stand. The CITY is responsible for the building structure of the concession stand. The CITY shall be responsible for any mechanical maintenance or repairs on CITY owned equipment within the concession stand. 7. SBA shall be responsible for keeping on only the essential appliances during non -operating hours. Only refrigerators, freezers and ice machines may be left on. Air conditioners and lights shall be turned off when not in use. SBA shall be responsible for the upkeep and maintenance of SBA owned equipment. SBA waives any claim against the CITY for loss of or damage to equipment or inventory stored in storage area or in the concession stand. 8. SBA shall be responsible for securing insurance for any inventory owned by Association. The CITY will not allow unsupervised admission to the concession stand during non use hours by SBA. 9. The CITY reserves the right to utilize the concession stand when not in use by SBA. CITY agrees to provide 72 hour notice to SBA prior to such use. 10. The CITY agrees to not allow harvesting of the ice machine on days with scheduled SBA games. 11. The attachment "2002 Concessions Agreement" is for the concession stand located at 450 W. Southlake Blvd. Rev. -Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 14 of 14 Print Date 11/7/01 SOUTHLAKE BASEBALL ASSOCIATION, INC. City of Southlake, Texas MEMORANDUM November 7, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Moore, Recreation Supervisor SUBJECT: Facilities Utilization Agreement for Southlake Girls Softball Association (SGSA) Action Requested: Parks and Recreation Board consideration of the Facilities Utilization Agreement with the Southlake Girls Softball Association (SGSA). Background Information: The Southlake Girls Softball Association (SGSA) currently serves approximately 600 children between the ages of 8 and 18. Annually, the City of Southlake and SGSA enter into an agreement for.the use of game and practice fields for spring and fall season, as well as tournaments. The agreement also covers the use of the softball concession stand in Bicentennial Park. In general, the facilities utilization agreement is intended to address such issues as season dates, insurance requirements, and concession stand use, among others. Through the years, staff has reviewed other municipal field usage agreements as part of the development process for the current document. The draft agreement is also reviewed annually by staff in order to address any recent changes and is then forwarded to the Association for review and comment. Based upon the review of staff and the association, changes to this year's agreement include: • Practice and game dates for the year 2002. • Minor wording modifications intended to clarify the document. Also included as part of the agreement are the general field requirements for SGSA which include: Bicentennial fields #1, #2, and #3. Koalaty Park practice fields #1 and #3. Durham Elementary practice field #1. Financial Consideration: Not Applicable. 5ar1 Kevin Hugman, Director of Community Services November 7, 2001 Page 2 Citizen Input/ Board Review: Agreement has been submitted to Southlake Girls Softball Association for review and approval. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. Alternatives: • Board comment and input on the facilities utilization agreement. • Board decision not to enter into an agreement with SGSA. Supporting Documents: • Proposed 2002 Facilities Utilization Agreement with (SGSA). Staff Recommendation: Parks and Recreation Board recommendation to City Council for the approval of the Facility Utilization Agreement with Southlake Girls Softball Association. CITY OF SOUTHLAKE PARKS AND RECREATION DIVISION -2002 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the CITY of Southlake, Texas, herein called "CITY", and the Southlake Girls Softball Association, herein called "SGSA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: I. PREMISES The CITY agrees to provide game fields and practice fields as defined by Exhibit "E", SGSA Field requirements. SGSA shall provide field requirements and dates for Spring and Fall seasons to CITY at least 90 days before opening day of a season. Facilities in Exhibit "E" are herein called "Premises" in accordance with the terms of this Agreement. II. SEASONS AND HOURS The seasons of this Agreement shall be Spring Season, Fall Season and tournaments - on the days of Monday through Sunday, with each facility usage to not begin before 4:00 p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SGSA agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday. The following are approximate dates for significant activities: Coach Look Practice Begins Opening Day End of Regular Season Tournament Play Spring January 26, 2002 February 11, 2002 March 16, 2002 May 25, 2002 June 15-16, 2002 August 17-18, 2002 FALL August 24, 2002 August 31, 2002 September 14, 2002 November 9, 2002 The facilities provided by this Agreement are herein called "Premises." III. FEES AND ASSIGNMENT SGSA shall not charge any fees for admission without prior approval of the Parks and Recreation Board for any event. (Example: approved tournaments) SGSA reserves the right to request a voluntary donation for admission to events other than regularly scheduled league games. SGSA agrees to provide signs clearly indicating donations are requested only for the SGSA activity occurring on Premises. Access to other Premises activities shall be clearly Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 1 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION available. SGSA shall not assign this agreement nor shall it rent out any property of the CITY without prior written consent of the CITY. IV. UNLAWFUL ACTIVITIES SGSA shall not engage in any activities on the premises which are in violation of any existing state, federal, local law or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. V. PERMISSION FOR INSTALLATION OR CONSTRUCTION SGSA, in accordance with the CITY's Donation Policy shall submit for approval any proposal to install or construct temporary or permanent structures, signs, equipment, or other related items. Permanent structures shall become the property of the CITY. SGSA is allowed a maximum of three (3) signs listing SGSA sponsors for the current and previous year. Signs are not to exceed the size of (4 feet x 8 feet). A pennant style sign will be allowed on each field that lists the previous years season winners. The signs are not to exceed the size of (3 feet x 5 feet). VI. INDEMNITY SGSA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY SGSA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS, OFFICIALS AND EMPLOYEES. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT. VII. FOOD SERVICE SGSA shall ensure that all food or drink prepared, served, sold, or stored complies with all CITY, state, county and federal law. VIII. DOCUMENTS AND OFFICERS SGSAshallsubmit to the Parks and Recreation Division a copy of rules and regulations, charters, constitution, and by-laws of SGSA. Names, addresses and phone numbers of all Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 2 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION officers and board members of SGSA shall also be submitted to the Parks and Recreation Division within two weeks after election or appointment. Southlake Parks and Recreation Division shall submit to SGSA the Names, addresses and phone numbers of all appropriate Parks and Recreation Division contact personnel prior to each season. IX. ROSTERS AND SCHEDULES SGSA shall furnish to the Parks and Recreation Division rosters of all participants domicile and a listing of the full schedule for the season. The rosters shall be submitted within two weeks after completion of registration and the full schedule shall be submitted at least one week prior to the first regular season game. TCU1f11MEN7 X. FIELD MANAGER SGSA shall furnish the Parks and Recreation Division the name(s)and telephone number(s) of person(s) designated as field manager(s). It shall be the responsibility of the field manager to meet with and discuss field conditions with a Parks and Recreation Division representative. It shall also be the responsibility of the field manager to submit a work order form to the Parks and Recreation Division to request any maintenance not specifically mentioned within this agreement or any needed repairs or supplies. The SGSA Field Manager shall meet before each season with the Parks Crew Leader to be briefed on maintenance procedures and techniques. XI. INSURANCE SGSA at its own expense, shall obtain and keep in force during the term of this agreement public liability insurance as will protect SGSA and CITY from all claims for damages to property and persons, and such insurance policy shall carry the CITY of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect CITY from and against all liability for claims arising out of or in connection with SGSA's use and occupation of the premises. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. $1,000,000-On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the CITY Attorney for Southlake, for their adequacy as to content, protection and named insurance company. SGSA shall furnish to CITY copies of such insurance policies within (30) thirty days of the execution of Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 3 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION this Agreement or prior to the commencement of any activities by SGSA at the CITY of Southlake Park Facilities and CISD Athletic Facilities, whichever event occurs first. SGSA understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional insured shall be primary insurance and not contributing with any other insurance available to CITY under any third party liability policy. SGSA further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. XII. FIELD MAINTENANCE FEE SGSA agrees to pay the CITY a field maintenance fee of $8.00 per player per season to cover costs for lighting and maintaining fields in playing condition. This fee is due to the Southlake Parks and Recreation Division within three (3) weeks after completion of re_qular registration. XIII. PUBLIC ADDRESS SYSTEM No public address system may be used after 8:00 p.m. XIV. COMMISSIONER SGSA agrees to provide a league representative on -site at each SGSA organized league or tournament game held on the premises. XV. 'EXHIBITS The CITY and SGSA agree that the exhibits attached to this agreement are incorporated into this agreement as if set out in their entirety. Exhibits included are: 1. MAINTENANCE EXHIBITS "A" Maintenance Agreement for Public Fields 2. CLOSURE OF ATHLETIC FIELDS EXHIBITS "B" Field Inspection and Closure Agreement 3. STORAGE FACILITIES AGREEMENT "C" CITY Storage Location Assignments 4. EQUIPMENT AGREEMENT 5. "D" 2002 Equipment List and Requirements 5. SGSA FIELD REQUIREMENTS "E" 2002 Field Requirements Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 4 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION 6. Concession Stand "F" 2002 Concession Agreement XVI. SCHEDULING The CITY reserves the right to utilize the premises when SGSA activities are not scheduled. If SGSA fails to use the premises for its designated and scheduled activities, the CITY may terminate this Agreement. XVII. DEFAULT If either party, CITY or SGSA, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. XVIII. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. This Agreement is made and entered into on the day of _ 2001. CITY OF SOUTHLAKE by: Sandra LeGrand, CITY Secretary Approved as to form CITY Attorney Rick Stacy, Mayor CITY of Southlake Matt Tuggey, President Southlake Girls Softball Association This Agreement approved by the Board of Directors, Southlake Girls Softball Association, and entered into the minutes of the Board meeting held , 2001. Secretary Southlake Girls Softball Association Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT Print Date 11/7101 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION PAGE 5 OF 15 EXHIBIT "A" MAINTENANCE AGREEMENT FOR PUBLIC FIELDS The CITY shall maintain the infield and all turf areas in the outfield to include mowing, weed control, fertilizing and herbicide spraying. 2. The CITY shall perform all pre -season clay and turf maintenance to include adding soil conditioners, clay renovation, and cutting infield arcs. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or back filling low areas when deemed necessary. 3. The CITY shall drag the infields Monday thru Friday, and on Saturday mornings for scheduled league play, weather permitting. The CITY will drag and line the fields for the initial game. All other games will be the responsibility of SGSA. SGSA shall apply water and stripe as required during Saturday games. 4. SGSA shall be responsible for payment of any damage caused to the fields with regards to the dragging of the infields if found to be caused by SGSA. This includes but is not limited to sprinklers heads, bases, base plugs, base anchors, quick couplers, and the outfield grass apron. SGSA shall leave a space of one (1) foot between all edges of the outfield when dragging the infield. 5. All equipment used by SGSA must be approved by the Parks and Recreation Division and all users must complete a training course provided by the parks maintenance employees prior to the beginning of the season. Only users who have attended the training and signed the waiver with the Parks Division will be able to drag the fields. 6. The CITY shall mark all foul lines. 7. The CITY shall maintain all backstops, fences and gates. SGSA will ensure that the fencing will not be used for warm-up hitting. SGSA will ensure that soft toss will not be allowed except in designated soft toss areas. SGSA will ensure that no pitching machines will be set up to disperse balls directly into the side of the fencing. The pitching machine can be used on the pitcher's mound, batting cages and against the practice fence only. Damage to fencing as a result of warm-up hitting, soft toss, or other activities may result in SGSA being responsible for payment of any repairs to damaged fencing. 8. The CITY shall maintain all bleachers and dugouts. 9. The CITY shall provide and maintain all area and ball field lighting systems. 10. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infield. If field conditions warrant additional watering, SGSA may water Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 6 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION as needed. CITY will provide the quick coupler connections to Association at the beginning of the season. 11. The CITY shall be responsible for the maintenance of any outfield irrigation systems and watering of the outfield turf area. 12. The CITY shall maintain the rest rooms in a sanitary condition. 13. The CITY shall be responsible for all public scoreboards and the lines leading to the scoreboards. SGSA shall maintain and provide any repairs to the scoreboard control boxes and pay for replacement of the scoreboard control boxes if misplaced or lost by SGSA. Control boxes shall be kept and stored by SGSA throughout the year. 14. The CITY shall provide and install the home plate, base plugs, and base anchors. Any base plugs or anchors lost will be replaced by SGSA. 15. The CITY shall be responsible for chalking of baselines and any other field markings necessary for scheduled league play, Monday through Friday. The CITY shall provide line chalk for the purposes,of completing these markings only on fields maintained and scheduled through the CITY. SGSA may drag and line fields between games as necessary. SGSA shall provide line chalk for its own additional uses and may line fields as needed in addition to the above. SGSA shall provide necessary maintenance equipment for its use. Maintenance procedures and equipment should conform to CITY approval and field maintenance guidelines. The CITY shall provide chalk for the spring and fall seasons for striping of the infields. 16. SGSA shall place bases and pitchers rubbers for each game. (CITY will provide bases and pitchers rubber for each field. Bases will be labeled CITY-SGSA or CITY SGSA.) The CITY will install and maintain base pegs in ground, and provide necessary tools. If bases are stolen or lost, the association is responsible for replacement. SGSA will request and instruct coaches to remove and store bases and pitching rubber following completion of each day's play. At the end of the season, each association will return to the CITY one set of bases and pitching rubber for each field. 17. SGSA shall be responsible for daily game day collection of all litter on their fields to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be -placed in the receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. 18. SGSA is prohibited from performing any maintenance to any turf or infield areas - (except as stated in #3,4,5 above), without permission from the CITY. 19. SGSA shall ensure that all secured areas remain locked and/or are locked at the completion of each activity. SGSA shall chain gates to the fields after the conclusion of all practices and games. The CITY will provide the Field Manager keys necessary for emergency access to main gate(s) and to all field gates. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 7 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION 20. SGSA shall ensure that all field lights are turned off at the completion of all practices and games in accordance with Section ll. Seasons and Hours. Under no circumstance should lights be left on when fields are not in use. The CITY will provide the Field Manager keys necessary for access to all light switches. 21. The CITY shall maintain all fencing associated with batting cages and SGSA will maintain and secure all netting. 22. SGSA will provide all necessary maintenance equipment, used for its purposes, not specifically named in this agreement. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 8 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure or Postponement 1. Raining at game time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closures (Weekdays) The CITY will inspect Athletic Fields by 4:00 p.m. and will, if conditions warrant, consult with the appropriate SGSA Field Manager, Commissioner, or their designate, about the status of the field(s). The Parks Crew Leader or his designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 2. The Parks Crew Leader or his designee will take responsibility for making a decision based upon field condition or weather. 3. After games have begun and inclement weather becomes a factor, the umpires and/or SGSA officials shall follow the same guidelines for deciding cancellation or postponement. (Weekends) A Parks Division employee will monitor the weather and field conditions and consult with the appropriate SGSA Field Manager, Commissioner, or their designate, about the status of the field(s) by 7:30 a.m. Saturday morning. Status for Saturday p.m. games will be reevaluated at 11:30 a.m. and the field decision will be made prior to 12:00 p.m. Saturday. The SGSA field manager will be notified immediately of any field closures. 2. After games have begun and inclement weather becomes a factor, the umpires and/or SGSA officials shall follow the same guidelines for deciding cancellation or postponement. CITY Staff Guidelines for Implementation The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Parks Crew Leader or his designee while working closely with the SGSA representative. 2. In the Parks Crew Leader's absence, the Park Division designee shall make the decision concerning Athletic Field Closures. 3. The Park Division designee shall consult, if feasible, with the Parks Crew Leader on any decision concerning athletic field closures. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 9 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION NOTIFICATIONS 1. The appropriate SGSA Field Manager has the responsibility to notify the SGSA and the participants about the field closure decision. 2. The CITY staff will place notification of field conditions on the "field condition" phone line (81,fi} by 4:00 p.m. on weekdays and 7:30 a.m. on weekends when activities are scheduled. This phone number is subject to change. The CITY will provide SGSA with revisions. 3. The maintenance crews will require a minimum of 24 hours prior notice of rescheduled games by SGSA. If 24 hour notice is not received the CITY will not prepare fields for use. 4. If a game is canceled due to rain, that game cannot be moved to another field without the approval of the Parks Crewleader. 5. Associations are required to comply with and enforce all posted facility signage. Rev. Date 10/18/01 FACILITIES UTILIZATION AGREEMENT PAGE 10 OF 15 Print Date 11/7/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "C" STORAGE FACILITIES AGREEMENT 1. SGSA shall have use of the two side storage rooms and middle section storage room of the storage shed located at Field #2 at Bicentennial Park. This storage building will be shared with Southlake Parks & Recreation Division. 2. The term of this agreement for storage usage shall be from January 1 through December 31 of year of the Facilities Agreement. 3. SGSA shall provide own security lock and provide CITY with a key allowing access in order to restock supplies needed by SGSA. 4. CITY storage areas are reserved for CITY purposes only and access is limited to CITY personnel. 5. SGSA waives any claim against the CITY for loss of or damage to equipment stored in storage area. Rev. Date 1 /11 /01 FACILITIES UTILIZATION AGREEMENT PAGE 11 OF 15 Print Date 1 /11 /01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "D" 2002 EQUIPMENT LIST AND REQUIREMENTS 1. The SGSA will be given the following equipment for use on Fields #1 thru #3 at Bicentennial Park: Equipment Condition 3 Sets of Bases Good 3 Double First Base Good 3 Pitching Rubbers Good 16 Field Plugs Good 2. The above mentioned equipment will be distributed to SGSA at the start of the season and must be returned within one week of the end of the season. If any equipment is missing or damaged, SGSA'is held responsible for the replacement of the missing or damaged equipment. 3. Keys will be distributed to SGSA at the beginning of the season to the main gates, fields, lights, and buildings. These keys must be returned to the parks and recreation office within one week of the conclusion of the season. 4. SGSA is responsible for the care of all keys distributed to them. If a key is misplaced or lost, SGSA will be responsible for any costs involved with changing the locks. Rev. Date 1/11101 FACILITIES UTILIZATION AGREEMENT PAGE 12 OF 15 Print Date 1/11/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "E" 2002 FIELD REQUIREMENTS SPRING Division Opening Day Estimated Teams League Games Weeks of Season Days of Tournament Practices per Week 6u 3/16/02 8 12 10 2 2 8u 3/16/02 10 12 10 2 2 10u 3/16/02 10 12 10 2 2 12u 3/16/02 10 12 10 2 2 14u 3/16/02 6 10 10 2 2 16u 3/16/02 2 1 10 10 2 2 CPRLN(, FIFI n RFn1 IIRFMFNTS' Fields Practice Dates Game Dates Bicentennial #1 No Practices —Game field only 3/16/02-5/25/02 Bicentennial #2 2/11/02-5/25/02 �'No prac�c�s or games eo,n Fridays cci%c,ari league P!ar 3/16/02-5/25/02 Bicentennial #3 2/11/02-5/25/02 3/16/02-5/25/02 Koalty Park #1 & #3 2/11/02-5/25/02 3/16/02-5/25/02 Durham Elementary #1 2/11/02-5/25/02 3/16/02-5/25/02 => A maximum of four (4) continuing tournament teams will be permitted to practice beyond the May 25, 2002 dates. Each team will be allowed a total of two (2) practices per week. SGSA agrees to submit a practice schedule to the City prior to the start of the extended practice sessions. Field preparation will not be performed by the CITY during extended practice sessions. => ASA sanctioned tournament: SGSA "B" Regional tournament June 15--16 10 & under/12 & under Limited to 24 teams from DFW Metro Rev. Date 1 /11 /01 FACILITIES UTILIZATION AGREEMENT PAGE 13 OF 15 Print Date 1/11/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "E" 2002 FIELD REQUIREMENTS FALL Division Opening Day Estimated Teams League Games Weeks of Season Days of Tournament Practices per Week 6u 9/14/02 8 8 8 2 2 8u 9/14/02 10 8 8 2 2 10u 9/14/02 10 8 8 2 2 12u 9/14/02 10 8 8 2 2 14u 9/14/02 6 8 8 2 2 16u 9/14/02 2 8 8 2 2 FALL FIELD REQUIREMENTS: Fields Practice Dates Game Dates Bicentennial #1 No Practices —Game field 9/14/02-11/9/02 only Bicentennial #2 8131/02-11/9/02 9/14/02-11/9/02 (Na practrcq or Barnes clur�>* g a 9l teagYe pMy orr Mandajrs or Fridays) Bicentennial #3 8/31/02-11/9/02 9/14/02-119/02 Koalty Park #1 & #3 8/31/02-11/9/02 9/14/02-11/9102 Durham Elementary #1 8/31/02-11/9/02 9/14/02-11/9/02 => A maximum of four (6) continuing tournament teams will be permitted to practice beyond the November 17, 2002 dates. Each team will be allowed a total of two (2) practices per week. SGSA agrees to submit a practice schedule to the City prior to the start of the extended practice sessions. Field preparation will not be performed by the CITY during extended practice sessions. => ASA sanctioned tournament: SGSA "B" Regional tournament August 17-18 10 & under/12 & under Limited to 24 teams from DFW Metro Rev. Date 1 /11 /01 FACILITIES UTILIZATION AGREEMENT PAGE 14 OF 15 Print Date 1 /11 /01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION EXHIBIT "F" 2002 CONCESSION AGREEMENT The parties to this request which are in understanding and agreement are the CITY of Southlake, Texas, herein called "CITY", and the Southlake Girls Softball Association, herein called "SGSA." The parties agree and understand to the following: 1. SGSA will at all times during the term of this agreement maintain the concession stand in a sanitary manner in compliance with CITY, County and State statutes and ordinances. 2. SGSA is responsible to ensure that the concession pass inspection by the County Health Department and that the health permit issued be posted in the concession stand. 3. SGSA shall clear the area of all trash, garbage, paper, containers, litter, etc. generated by the concession stand. A dumpster and trash receptacles are furnished by the CITY. 4. The CITY will furnish SQSA one key to the concession stand. This key must be returned to the Parks and Recreation office within one week after the conclusion of the season. 5. The CITY shall be responsible for all water and electric bills for the concessions stand. 6. The CITY shall be responsible for underground utility line and pipes leading to and from the concession stand. The CITY is responsible for the building structure of the concession stand. The CITY shall be responsible for any mechanical maintenance or repairs on CITY owned equipment within the concession stand. 7. SGSA shall be responsible for keeping on only the essential appliances during non - operating hours. Only refrigerators, freezers and ice machines may be left on. Air conditioners and lights shall be turned off when not in use. SGSA shall be responsible for the upkeep and maintenance of SGSA owned equipment. SGSA waives any claim against the CITY for loss of or damage to equipment or inventory stored in the concession area or in the concession stand. 8. SGSA shall be responsible for securing insurance for any inventory owned by Association. The CITY will not allow unsupervised admission to the concession stand during non use hours by SGSA. 9. The CITY reserves the right to utilize the concession stand when not in use by SGSA. The CITY agrees to provide 72 hour notice to SGSA prior to such use. 10. The CITY agrees to not allow harvesting of the ice machine on days with scheduled SGSA games. 11.The attachment "2002 Concessions Agreement" is for the concession stand located at 400 N. White Chapel Rev. Date 1/11/01 FACILITIES UTILIZATION AGREEMENT PAGE 15 OF 15 Print Date 1 /11 /01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION City of Southlake, Texas MEMORANDUM November 7, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Moore, Recreation Supervisor SUBJECT: Facilities Utilization Agreement with the Grapevine Southlake Soccer Association (GSSA) Action Requested: Parks and Recreation Board consideration of the Facilities Utilization Agreement with the Grapevine Southlake Soccer Association (GSSA). Background Information: The Grapevine-Southlake Soccer Association (GSSA) currently serves approximately 2822 children during the Fall season and 3103 during the Spring season. The participants are between the ages of 4 and 19. Annually, the City of Southlake and GSSA enter into an agreement for the use of game and practice fields for spring and fall seasons. In general, the facilities utilization agreement is intended to address such issues as season dates, insurance requirements, hours of play, field maintenance, field requirements, and concession stand use, among others. Through the years, staff has reviewed other municipal field usage agreements as part of the development process for the current document. The draft agreement is also reviewed annually by staff in order to address any recent changes and is then forwarded to the Association for review and comment. Based on the review of staff and the association, changes to this year's agreement include: • Proposed practice and game dates for the year 2002. • Minor wording modifications intended to clarify the document. • Wording to address installation of lights at Bob Jones Park. Also included as part of the agreement are the general field requirements for GSSA which include: • Bob Jones Park game fields #1 through #8 • Bob Jones Park south practice fields • Carroll Elementary School soccer practice area • Johnson Elementary School practice area • St. Martin's practice fields #1 and #2 • Durham Elementary practice fields #1 and #2 J.- Kevin Hugman, Director of Community Services November 7, 2001 page 2 Financial Consideration: Not Applicable Citizen Input/ Board Review: The Agreement is currently being reviewed by the Grapevine Southlake Soccer Association. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. Alternatives: • Board comment and input on the facilities utilization agreement. • Board recommendation not to approve the facilities utilization agreement as presented. Supporting Documents: • Proposed 2002 Facilities Utilization Agreement with GSSA Staff Recommendation: Parks and Recreation Board recommendation to City Council for the approval of the Facility Usage Agreement with the Grapevine Southlake Soccer Association. CITY OF SOUTHLAKE PARKS AND RECREATION DIVISION 2002 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the City of Southlake, Texas, herein called "City", and the Grapevine-Southlake Soccer Association, herein called "GSSA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: I. PREMISES City agrees to provide game fields and practice fields as defined by Exhibit "C", GSSA Field requirements. GSSA shall provide field requirements and dates for Spring and Fall to City at least 90 days prior to opening day of a season. Facilities in Exhibit "C" are herein called "Premises" in accordance with the terms of this Agreement. II. SEASONS AND HOURS The following are approximate dates for significant activities: Spring Fall Practice Begins February 8, 2002 August 19, 2002 Opening Day February 23, 2002 September 7, 2002 End of Regular Season *May 18, 2002 November 30, 2002 Tournament Play. May 13-19, 2002 Mid December, 2002 * Tournament play overlaps with end of season to allow for rainout make -ups The facilities provided by this Agreement are herein called "Premises." III. FEES AND ASSIGNMENT GSSA shall not charge any fees for admission without prior approval of the Parks and Recreation Board for any event. (Example: approved tournaments) GSSA reserves Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 1 of 12 Print Date 11/9/01 GRAPEVINE SOUTIS SOCR ASSOCIATION / )t . the right to request a voluntary donation for admission to events other than regularly scheduled league games. GSSA agrees to provide signs clearly indicating donations _are requested only for the GSSA activity occurring on Premises. Access to other Premises activities shall be clearly available. GSSA shall not assign this agreement nor shall it rent out any property of the City without prior written consent of the City. IV. UNLAWFUL ACTIVITIES GSSA shall not engage in any activities on the premises which are in violation of any existing state, federal, local law or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. V. PERMISSION FOR INSTALLATION OR CONSTRUCTION GSSA, in accordance with the City's Donation Policy shall submit for approval any proposal to install or construct temporary or permanent structures, signs, equipment, or other related items. Permanent structures shall become the property of the City. GSSA is allowed a maximum of two (2) signs listing GSSA sponsors for the current and previous year. Signs are -not to exceed the size of (4 feet X 8 feet). VI. INDEMNITY GSSA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY GSSA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS, OFFICIALS AND EMPLOYEES. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANYGOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT. VII. FOOD SERVICE GSSA shall ensure that all food or drink prepared, served, sold, or stored complies with all city, state, county and federal law. Vill. DOCUMENTS AND OFFICERS GSSA shall submit to the Southlake Parks and Recreation Division a copy of rules and regulations, charters, constitution, and by-laws of GSSA. Names, addresses and Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 2 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCR ASSOCIATION "-" `, C-.. -- phone numbers of all officers and board members of GSSA shall also be submitted to the Parks and Recreation Division within two weeks after election or appointment. Southlake Parks and Recreation Division shall submit to GSSA the Names, addresses and phone numbers of all Parks and Recreation Division supervisors and directors and Parks Board members within two weeks after election or appointment. IX. ROSTERS AND SCHEDULES GSSA shall furnish to the Parks and Recreation Division rosters of all participants domicile and a listing of the full schedule for the season. The rosters shall be submitted within two weeks after completion of registration and the full schedule shall be submitted at least one week prior to the first regular season game. TQURN�tN1EN7 X. FIELD MANAGER GSSA shall furnish the Parks and'Recreation Division the names and telephone numbers of persons designated as field managers. It shall be the responsibility of the field manager to meet with and discuss field conditions with a Parks and Recreation Division representative. It shall also be the responsibility of the field manager to submit a work order form to the Parks and Recreation Division to request any maintenance not specifically mentioned within this agreement or any needed repairs or supplies. The GSSA Field Manager shall meet before each season with the Parks Crew Leader to be briefed on maintenance procedures and techniques. XI. INSURANCE GSSA at its own expense, shall obtain and keep in force during the term of this agreement public liability insurance as will protect GSSA and CITY from all claims for damages to property and persons, and such insurance policy shall carry the.City of .. Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect CITY from and against all liability for claims arising out of or in connection with GSSA's use and occupation of the premises. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 3 of 12 Print Date 1119/01 GRAPEVINE SOUTHLAK�F SOCCER ASSOCIATION All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake, for their adequacy as to content., protection and named insurance company. GSSA shall furnish to CITY certificates of such insurance within (30) thirty days of the execution of this Agreement or prior to the commencement of any activities by GSSA at the City of Southlake Park Facilities and CISD Athletic Facilities, whichever event occurs first. GSSA understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to CITY under any third party liability policy. GSSA further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. XII. FIELD MAINTENANCE FEE Beginning in the fall of 2002, GSSA agrees to pay the City a field maintenance fee assessed at a per season rate of $8.00 per GSSA participant multiplied by the percentage of total league games in a season played on City of Southlake fields. The fee is due to the Southlake Parks and Recreation Division within (3) weeks after completion of each seasonal registration. XIII. EXHIBITS The City and GSSA agree that the exhibits attached to this Agreement are incorporated into this Agreement as if set out in their_entirety. Exhibits included are: 1. MAINTENANCE EXHIBITS "A" Maintenance Agreement for Public Fields 2. CLOSURE OF ATHLETIC FIELDS EXHIBITS "B" Field Inspection and Closure Agreement 3. GSSA FIELD REQUIREMENTS "C" 2002 Field Requirements XIV. SCHEDULING The City reserves the right to utilize the premises when GSSA activities are not scheduled. If GSSA fails to use the premises for its scheduled activities, the City may terminate this Agreement. XV. DEFAULT Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 4 of 12. Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION If either party, City or GSSA, violates any term of this Agreement, either party may find the other -in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. XVI. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. This Agreement is made and entered into on the day of 2001. CITY of SOUTHLAKE by: Sandra LeGrand, City Secretary Rick Stacy, Mayor City of Southlake Approved as to form City Attorney Tony DeBruno, President Grapevine-Southlake Soccer Association This Agreement approved by the Board of Directors, Grapevine-Southlake Soccer Association, and entered into the minutes of the Board meeting held 2001. Secretary Grapevine -South lake Soccer Association Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 5 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION tom-" , ---I 3. The City shall mark field lines when necessary for scheduled league play. 4. The City shall provide line chalk/paint for completing markings only on fields maintained and scheduled through the City. GSSA shall provide line chalk/paint for its own additional uses and may line fields as needed in addition to the above. 5. The City shall be responsible for the maintenance of all goals, bleachers, and restrooms. 6. The City shall be responsible for the maintenance of any turf irrigation system and watering of the field. 7. The City will install and maintain goals. The GSSA is responsible for the set up and removal of goal nets and corner flags for all practices and games. 8. GSSA shall be responsible for daily practice and game day collection of all litter on their fields to include playing areas, fences, bleachers, concession stands and adjacent grounds. All litter shall be placed in the receptacles provided by the City. he City shall provide pick up for these receptacles. Any overflow trash resulting. from concession use should be placed in the "dumpster" receptacle. 9. GSSA shall be prohibited from performing any maintenance to any turf areas without permission from the City. 10. GSSA will provide all necessary maintenance equipment, used for its purposes, not specifically named in this Agreement. 11. GSSA shall ensure that all field lights are turned off at the completion of all practices and games in accordance with Section II. Seasons and Hours. Under no circumstances should the lights be left on when fields are in use. The CITY will provide the Field Manager keys necessary for access to all light switches. Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 6 of 122 Print Date 11/9/01 GRAPEVINE SOUTHLA-I SOCCER ASSOCIATION EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure or Postponement 1. Raining at game time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closures (Weekdays) 1. The City will inspect Athletic Fields by 4:00 p.m. and will, if conditions warrant, consult with the appropriate GSSA Field Manager, Commissioner, or their designate, about the status of the field(s). The Parks Employee will have sole responsibility for canceling games with regards to field conditions for weekday games.. 2. The Parks and Recreation Division representative will take responsibility for making a decision based upon field condition or weather. 3. After games have begun and inclement weather becomes a factor, the umpires and/or GSSA officials shall follow the same guidelines for deciding cancellation or postponement. (Weekends) 1. Inspect Athletic Fields by 4:00 p.m. on Friday. 2. Parks Division employee shall have sole responsibility of canceling games on the weekends. Saturday games may be canceled on Friday and if under the discretion of the Parks Crewleader or his designee the field conditions warrant this action. The GSSA field manager will be notified immediately of any field closures. 3. If a decision at 4:00 p.m. Friday is not possible, a Parks Division employee will monitor the weather and field conditions, arrive at the fields by 7:30 a.m. Saturday morning. The Parks employee will make a decision by 8:00 a.m. and will notify the GSSA field manager of any field closures. CITY Staff Guidelines for Implementation 1. The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Parks Crew Leader responsible for athletic field maintenance, while working closely with the GSSA representative. 2. In the Parks Crew Leader's absence, the second Park Crew Leader shall make the decision concerning Athletic Field Closures. Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 7 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAI SOCCER ASSOCIATION 3. In the absence of both Parks Crew -Leaders, a person designated by the Director or Deputy Director of Community Services shall make decisions concerning athletic field closures. NOTIFICATIONS 1. The appropriate GSSA Field Manager has the responsibility to notify the GSSA and the participants about the field closure decision. 2. The city staff will place notification of field conditions on the "field condition" phone line (817-481-1596) by 4:00 p.m. on weekdays and 8:00 a.m. on weekends when activities are scheduled. 3. The maintenance crews will require a minimum of 24 hours prior notice of rescheduled games by GSSA. If a 24 hour notice is not received the City will not prepare fields for use. 4. Associations are required to comply with and enforce all posted facility signage. _ Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 8 of 12 Print Date 11/9/01 GRAPEVINE SOUTHL KE SOCCER ASSOCIATION EXHIBIT "C" 2002 FIELD REQUIREMENTS SPRING Division Opening Day Estimated Teams League Games Weeks of Season Weeks of Tournament Practices per Week U4 2/23/02 14 8 8 N/A 1 U5 2/23/02 40 8 8 N/A 1 U6 2/23/02 38 8 8 N/A 1 U7G 2/23/02 10 8 8 N/A 1 U713 2/23/02 22 8 8 N/A 1 U8G 2/23/02 12 8 8 1 1 U8B 2/23/02 20 8 8 1 1 U9G 2/23/02 14 10 10 1 2 U913 2123/02 14 10 10 1 2 U 10G 2/23/02 12 10 10 1 2 U10B 2/23/02 10 10 10 1 2 U 11 G 2/23/02 6 10 10 1 2 U 11 B 2/23/02 6 10 10 1 2 U 12G 2/23/02 4 10 10 1 2 U12B 2/23/02 4 10 10 1 2 U 13G 2/23/02 3 10 10 1 2 U13B 2/23/02 3 10 10 1 2 U14G 2/23/02 2 10 10 1 2 U 14M 2/23/02 2 10 10 1 2 U 15G 2/23/02 1 10 10 1 2 U15B 2/23/02 1 10 10 1 2 U 16G 2/23/02 1 10 10 1 2 U16B 2/23/02 1 10 10 1 2 U 17G 2/23/02 1 10 10 1 2 U17B 2123/02 1 10 10 1 2 U18G 2/23/02 1 10 10 1 2 U18B 2/23/02 1 10 10 1 2 U 19G 2/23/02 1 10 10 1 2 U19B 2/23/02 2 10 10 1 2 => Estimated Number of Participants Overall 3103 = No games scheduled: FIELD REQUIREMENTS --SPRING: Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 9 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION Fields Practice Dates Game Dates Bpkah�s'ar GAME FIELDS ONLY 2/23/02-5/19/02 Fleld� North ��`Par[nr�g.�o# Fields # 1, 2, 3, 4, 6, 7, 8, 10, 11 ob Jr0s Pack 2/8/02-5/18/02 2/23/02-5/19/02 ie ds ouf ofyParicing. L Fields # 12,13,14 Carroll Elementary School 2/8/02-5/18/02 No games Soccer Practice Area Johnson Elementary School 2/8/02-5/18/02 No games Soccer Practice Area St. Martins 2/8/02-5/18/02 No games Practice Fields # 1 and # 2 Durham Elementary #1 and #2 2/8/02-5/18/02 No games => Tournament Play May 13-19, 2002 Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 10 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION EXHIBIT "C" 2002 FIELD REQUIREMENTS FALI Division Opening Day Estimated Teams League Games Weeks of Season Weeks of Tournament Practices per Week U5 9/7/02 44 8 8 N/A 1 U6 9/7/02 42 8 8 N/A 1 U7G 9/7/02 12 8 8 N/A 1 U713 9/7/02 24 8 8 N/A 1 U8G 9/7/02 14 8 8 1 1 U8B 9/7/02 22 8 8 1 1 U9G 9/7/02 16 10 10 1 2 U9B 9/7/02 16 10 10 1 2 U10G 9/7/02 12 10 10 1 2 U 10B 9/7/02 6 10 10 1 2 U 11 G 9/7/02 6 10 10 1 2 U 11 B 9/7/02 4 10 10 1 2 U 12G 9/7/02 4 10 10 1 2 U 12 B 9/7/02 3 10 10 1 2 U 13G 9/7/02 3 10 10 1 2 U13B 9/7/02 2 10 10 1 2 U14G 9/7/02 2 10 10 1 2 U14M 9/7/02 1 10 10 1 2 U 15G 9/7/02 1 10 10 1 2 U15B 9/7/02 1 10 10 1 2 U16G 9/7/02 1 10 10 1 2 U16B 9/7/02 1 10 10 1 2 U 17G 9/7/02 1 10 10 1 2 U 17B 9/7/02 1 10- 1.0 1 2 U 18G 9/7/02 1 10 10 1 2 U18B 9/7/02 1 10 10 1 2 U19G 9/7/02 1 10 10 1 2 U 19B 9/7/02 2 10 10 1 2 => Estimated Number of Participants Overall 2822 No Games schedule on the following dates: TBD Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 11 of 12 Print Date 11/9/01 GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION FIELD REQUIREMENTS --FALL Fields Practice Dates Game Dates �QbeF�rkd GAME FIELDS ONLY 9/7/02-11/30/02 roil "flrarkinl I;t BalJone Park 8/19/02-11/30/02 9/7/02-11/30/02 Carroll Elementary School 8/19/02-11/30/02 No games Soccer Practice Area Johnson Elementary School 8/19/02-11/30/02 No games Soccer Practice Area St. Martins 8/19/02-11/30/02 No games Practice Fields # 1 and # 2 Durham Elementary #1 and #2 8/19/02-11/30/02 No games => Tournament Play Mid December Rev. Date 11/9/01 FACILITIES UTILIZATION AGREEMENT Page 12 of 12 Print Date 11/9/01 GRAPEVINE SOUTVKE SOCCER ASSOCIATION -- , r Vlly VI VVU II 11CAMU, 1 cnaJ MEMORANDUM November 7, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Moore, Recreation Supervisor SUBJECT: Facilities Utilization Agreement with the Southlake Carroll Lacrosse Association (SCLA) Action Requested: Parks and Recreation Board consideration of the Facilities Utilization Agreement with the Southlake Carroll Lacrosse Association (SCLA). Background Information: The Southlake Carroll Lacrosse Association (SCLA) currently serves boys from grade 5 and up and girls from grade 7 and up. In general, the facilities utilization agreement is intended to address such issues as practice dates, insurance requirements, hours of practice, field maintenance, and field requirements, among others. The draft agreement has been reviewed by staff and then forwarded to the association for review and comment. SCLA made no significant changes to this agreement. Based on the review of staff and association, changes to this agreement includes: ■ Wording to address the installation of lights at the Carroll Intermediate School practice field. Also included as part of the agreement are the general field requirements for SCLA which include: • Carroll Intermediate School practice field. Financial Consideration: Not Applicable Citizen Input/ Board Review: The Agreement has been reviewed by the Southlake Carroll Lacrosse Association. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. Kevin Hugman, Director of Community Services November 7, 2001 page 2 Alternatives: • Board comment and input on the facilities utilization agreement. • Board recommendation not to approve the facilities utilization agreement as presented. Supporting Documents: Proposed 2002 Facilities Utilization Agreement with SCLA. Staff Recommendation: Parks and Recreation Board recommendation to City Council for the approval of the Facility Utilization Agreement with the Southlake Carroll Lacrosse Association. CITY OF SOUTHLAKE PARKS AND -RECREATION DIVISION 2002 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the City of Southlake, Texas; herein called "City', and the Southlake Carroll Lacrosse Association, herein called "SCLA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: I. PREMISES City agrees to provide practice fields as defined by Exhibit "C", SCLA Field requirements. Facilities in Exhibit "C" are herein called "Premises" in accordance with the terms of this Agreement. II. SEASONS AND HOURS The seasons of this Agreement shall be Spring Season, Fall Season on the days of Monday through Sunday, with each facility usage to not begin before 4:30 p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SCLA agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday..,xcepfion� ;T>ftneadfo The following are approximate dates for significant activities: Practice Begins Practice Ends Spring February 1, 2002 May 4, 2002 Fall September 2, 2002 December 28, 2002 III. FEES AND ASSIGNMENT SCLA shallnot charge any fees for admission without prior approval of the Parks and Recreation Board for any event. Access to other Premises activities shall be clearly available. SCLA shall not assign this agreement nor shall it rent out any property of the City without prior written consent of the City. IV. UNLAWFUL ACTIVITIES SCLA shall not engage in any activities on the premises which are in violation of any existing state, federal, local law or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 1 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION V. INDEMNITY SCLA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY SCLA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS, OFFICIALS AND EMPLOYEES. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT. VI. DOCUMENTS AND OFFICERS SCLA shall submit to the Southlake Parks and Recreation Division a copy of rules and regulations, charters, constitution, and by-laws of SCLA. Names, addresses and phone numbers of all officers and board members of SCLA shall also be submitted to the Parks and Recreation Division within two weeks after election or appointment. Southlake Parks and Recreation Division shall submit to SCLA the Names, addresses and phone numbers of all Parks and Recreation Division supervisors and directors and Parks Board members within two weeks after election or appointment. VII. ROSTERS AND SCHEDULES SCLA shall furnish to the Parks and Recreation Division rosters of all participants domicile and a listing of the full schedule for their practice season. The rosters shall be submitted within two weeks after completion of registration and the full schedule of practices shall be submitted at least one week prior to the first practice. Vill. FIELD MANAGER SCLA shall furnish the Parks and Recreation Division the names and telephone numbers of persons designated as field managers. It shall be the responsibility of the field manager to meet with and discuss field conditions with a Parks and Recreation Division representative. It shall also be the responsibility of the field manager to submit a work order form to the Parks and Recreation Division to request any maintenance not specifically mentioned within this agreement or any needed repairs or supplies. The SCLA Field Manager shall meet before each season with the Parks Crew Leader to be briefed on maintenance procedures and techniques. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 2 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION IX. INSURANCE SCLA at its own expense, shall obtain and keep in force during the term of this agreement public liability insurance as will protect SCLA and CITY from all claims for damages to property and persons, and such insurance policy shall carry the City of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect CITY from and against all liability for claims arising out of or in connection with SCLA's use and occupation of the premises. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage for Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake, for their adequacy as to content, protection and named insurance company. SCLA shall furnish to CITY certificates of such insurance within (30) thirty days of the execution of this Agreement or prior to the commencement of any activities by SCLA at the City of Southlake Park Facilities, whichever event occurs first. SCLA understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to CITY under any third party liability policy. SCLA further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. X. FIELD MAINTENANCE FEE SCLA agrees to pay the CITY a field maintenance fee of $8.00 per player per season to cover costs for lighting and maintaining fields in playing condition. This fee is due to the Southlake Parks and Recreation Division within three (3) weeks after completion of field usage. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 3 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION XI. EXHIBITS The City and SCLA agree that the exhibits attached to this Agreement are incorporated into this Agreement as if set out in their entirety. Exhibits included are: 1. MAINTENANCE EXHIBITS "A" Maintenance Agreement for Public Fields 2. CLOSURE OF ATHLETIC FIELDS EXHIBITS "B" Field Inspection and Closure Agreement 3. SCLA FIELD REQUIREMENTS "C" 2002 Field Requirements XII. SCHEDULING The City reserves the right to utilize the premises when SCLA activities are riot scheduled. If SCLA fails to use the premises for its scheduled activities, the City may terminate this Agreement. XIII. DEFAULT If either party, City or SCLA, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. XIV. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. This Agreement is made and entered into on the day of 2001. CITY of SOUTHLAKE by: Sandra LeGrand, City Secretary Approved as to form City Attorney Rick Stacy, Mayor City of Southlake Kelli Riley, President Southlake Carroll Lacrosse Association This Agreement approved by the Board of Directors, Southlake Carroll Lacrosse Association, and entered into the minutes of the Board meeting held 2001. Secretary Southlake Carroll Lacrosse Association Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 4 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION EXHIBIT "A" MAINTENANCE AGREEMENT FOR PUBLIC FIELDS 1. The Parks and Recreation Division (City) shall maintain markings for CIS field if used for games and field lighting. All turf areas to include mowing, weed control, fertilizing and herbicide spraying are the responsibility of the Carroll Independent School District. 2. The CISD is responsible for the maintenance of any turf irrigation system and watering of the field. 3. The SCLA is responsible for the set up and removal of goals, field markings, nets, and corner flags for all practices. 4. SCLA shall be responsible for daily practice collection of all litter on the fields to include playing areas, fences, bleachers, and adjacent grounds. All litter shall be placed in the receptacles provided. 5. SCLA shall be prohibited from performing any maintenance to any turf areas without permission from the CISD. 6. SCLA shall ensure that all field lights are turned of at completion of all practices. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 5 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure or Postponement 1. Raining at practice time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closures (Weekdays) The City will inspect Athletic Fields by 4:00 p.m. and will, if conditions warrant, consult with the appropriate SCLA Field Manager, Commissioner, or their designate, about the status of the field(s). The Parks Employee will have sole responsibility for canceling games with regards to field conditions for weekday games. 2. The Parks -and Recreation Division representative will take responsibility for making a decision based upon field condition or weather. 3. After practice have begun and inclement weather becomes a factor, SCLA officials shall follow the same guidelines for deciding cancellation or postponement. (Weekends) 1. Inspect Athletic Fields by 4:00 p.m. on Friday. 2. Parks Division employee shall have sole responsibility of canceling use of fields on weekends. Saturday practices may be canceled on Friday and if under the discretion of the Parks Crewleader or his designee the field conditions warrant this action. The SCLA field manager will be notified immediately of any field closures. CITY Staff Guidelines for Implementation 1. The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Parks Crew Leader responsible for athletic field maintenance, while working closely with the SCLA representative. 2. In the Parks Crew Leader's absence, the second Park Crew Leader shall make the decision concerning Athletic Field Closures. 3. In the absence of both Parks Crew Leaders, a person designated by the Director or Deputy Director of Community Services shall make decisions concerning athletic field closures. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 6 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION NOTIFICATIONS 1. The appropriate SCLA Field Manager has the responsibility to notify the SCLA and the participants about the field closure decision. 2. The city staff will place notification of field conditions on the "field condition" phone line (817-481-1596) by 4:00 p.m. on weekdays. 3. Associations are required to comply with and enforce all posted facility signage. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 7 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION J t-, - , EXHIBIT "C" 2002 FIELD REQUIREMENTS FIELD REQUIREMENTS --SPRING Fields Practice Dates Carroll Intermediate School 2/1/02-5/4/02 Tuesdays, Wednesdays, Thursdays 4:30 p.m. — 8:30 p.m. Saturdays 8:30 a.m. — 1:00 p.m. FIELD REQUIREMENTS --FALL Fields Practice Dates Carroll Intermediate School 912102-12/28/02 Tuesdays, Wednesdays, Thursdays 4:30 p.m. — 8:30 p.m. Saturdays 8:30 a.m. — 1:00 p.m. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION Page 8 of 8 { City of Southlake, Texas MEMORANDUM November 8, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Polasek, Deputy Director of Community Services SUBJECT: Recommendation to City Council for the naming of City park Action Requested: Parks and Recreation Board recommendation to City Council for the naming of City park currently referred to as Sheltonwood Park. Background Information: As you are aware, Sheltonwood Park is a seventeen acre, heavily wooded and undeveloped neighborhood park located on Dove Road. The park was part of the Chivers survey and purchased approximately two years ago from former property owner John Shelton. At the October Parks Board meeting, the Board considered recommending the official adoption of the name Sheltonwood for the park. The Board decided to pursue another name for the park and requested that staff work with the local elementary school to solicit ideas. City staff provided a "ballot" to each of the classes at Johnson Elementary and asked them to submit their top two entries by November 2, 2001. Four entries were received with a total of eight proposed names. The class who submits the winning park name will be treated to a pizza party sponsored by the Community Services Department. The names submitted, in no particular order, are as follows: 1. Liberty Park 2. Great Adventures Park 3. Wooded Trails Park 4. Dimwood Trails Park 5. Dragon Park 6. Southlake Trails Park 7. Dove Peace Park 8. Patriotic Park Financial Considerations: Not applicable. Citizen Input/ Board Review: Park Board considered this item at their October 15, 2001 meeting. Students at Johnson Elementary were provided a "ballot" and given approximately four weeks to submit proposed park names. Legal Review: Not Applicable. Kevin Hugman, Director of Community Services November 8, 2001 Page 2 Alternatives: Alternatives may include: ■ Parks Board input on the proposed park names. ■ Parks Board request for additional citizen input. Supporting Documents: Supporting documents include: ■ Copy of the Naming and Renaming of Park Facilities Procedures. ■ Copies of the names submitted by the students at Johnson Elementary. Staff Recommendation: Park Board recommendation to City Council of the naming of City park (presently referred to as Sheltonwood Park). Parks and Recreation Department Policies and Procedures Manual Procedure: Naming and Renaming of Park Facilities Procedures Source: Parks and Recreation Board/City Council Category: Administrative Effective Date: February 18, 1996 Revised Date: December 9, 1996 Statement of Purpose The purpose of this policy is to provide parameters for the naming and renaming of park facilities. Procedure In the naming and renaming of park facilities in the City of Southlake the following guidelines shall be used: I. May be named for any deceased individual(s) or group(s) who have served the community. II. May be named for any deceased local, state, national or international figure(s). III. May be named for any local, state or national geographic area, landmark or event. IV. May be named for any symbol or concept associated with the City of Southlake, the State of Texas or the United States of America. Note: When advertising for input from the residents, separate forms need to be returned for each park name submitted. I.d., Naming and Renaming of Park Facilities Procedures, Page 1 of 2 5�.-3 Nov 07 01 12:46p Johnson Elementar8 School 817 481 7094 p.2 TEACHERS AND STUDENTS OF JOHNSON ELEMENTARY SCHOOL WE NEED YOUR HELP! 7'he G'ity of Southlake Community Services Department is looking for a name For a Lure seventeen (17) acre neighborhood Pant The park is located off of Dove Road, approximately 'h mile west of Carroll Middle School. The park area is predominately wooded and when developed a large portion will be left in a natural state. Future park amenities will include trails, picnic areas, pavilions, and a playground. Each class is asked to submit their top two entries on the form below by November 2, 2001. If your class submits the winning park name, the Community Services Department will provide a pizza party in your honor (at a date to be scheduled by your teacher). Thanks for you help and if you have any questions, please call Steve Polasek, Deputy Director of Community Services, at (817) 481-1543. Proposed Park Names. 1. 2. ENTRY FORM (Due November 2, 2001) r, =r� , Gra&tku de _ F'my1 C i S Teachers Nime (Please Print) T V �I:S p0. q4q-V6() Contact Phone Number Mail or deliver to: City of Southlake Community Services Department CIO Steve Polasek 400 N. White Chapel Southlake, Texas 76092 Nov 07 01 12:46p Johnson Elementary School 817 481 7094 p.3 TEACHERS AND STUDENTS OF JOHNSON ELEMENTARY SCHOOL WE NEED YOUR HELP! The of Southlake Community Services Department is looking► for a name for a furs seventeen 1 acne neighborhood ar,� The park is located off of Dove Road, approximately 'A mile west of Carroll Middle School. The park area is Predominately wooded and when developed a large portion will be left in a natural state. Future park amenities will include trails, picnic areas, pavilions, and a playground. Each class is asked to submit their top two entries on the form below by November 2, 2001. If your class submits the winning park name, the Community Services Department will provide a pizza party in your honor (at a date to be scheduled by .Yourteached. Thanks for you help and if you have any questions, please call Steve Polasek, Deputy Director of Community Services, at (817) 481-1543. ENTRY FORM (Due November 2, 2001) Proposed Park Names. 2. - j .. Grade • e, Teachers Wne (Please Print) (a 1" Of I i 9 4500 ntac one Number Mail or deliver to: City of Southlake Community Services Department C/O Steve Polasek 400 N. White Chapel Southlake, Texas 76092 Nov 07 01 12:47p Johnson Elementary School 817 481 7094 p.4 TEACHERS AND STUDENTS OF JOHNSON ELEMENTARY SCHOOL WE NEED YOUR HELpt future seventeen UT1 acre nekhborhood par The park is located off of Dove Road, approximately 'A mile west of Carroll Middle School. The park area is predominately wooded and when developed a large portion will be left in a natural state. Future park amenities will include trails, picnic areas, pavilions, and a Playground. Each class is asked to submit their top two entries on the form below by November 2, 2001. If your class submits the winning park name, the Community Services Department wilt provide a pizza patty in your honor (at a date to be scheduled by Your teacher). Thanks for you help and if you have any questions, please call Steve Polasek, Deputy Director of Community Services, at, (817) 481-1S43. Pro osed Park Names. 1. 2. `1 V V\ Grade �� Teachers Name (Please ENTRY FORM (Due November 2, 2001) 1 s Contact Pbone 4umber Mail or deliver to: City of Southlake Community Services Department C/O Steve Polasek 400 N. 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Adopt -A -Street • Current # of Partners • Contract Updates • Contract Renewals Sent Out • Fall Cleanup Information • Fall Cleanup Data 37 20 • Renewed Contracts: 7 • Contracts Not Renewed: 4 # of partners participating 20 (54%) # of volunteers 146 # of cumulative hours 214 # of bags 206 2. Litter Free Events to Date August Southlake Saturday Night —400 September Southlake Saturday Night —400 October Southlake Saturday Night —400 Arbor Day / Harvest Fest —600 3. Litter Free Sports to Date Fall Sports • Grapevine/Southlake Soccer Association • Southlake Baseball Association • Southlake / Keller Hockey Association • Girls' Softball Association H.E.B Grant for $500 for "I keep Texas beautiful" patches (approximately 762 patches) for Litter Free Sports Program 4. Great American Cleanup Planning — April 6, 2001 (in conjunction with the development of a Liberty Garden and the distribution of the Touch of Nature: America the Beautiful anthology BEAUTIFICATION AND COMMUNITY IMPROVEMENT 1. Arbor Day (.Harvest Fest — October 27, 2001 (Care for Air Campaign — Care for the Air: Plant Trees) KSB Booth (and volunteers) Brochure/Material Distribution: • Texas SmartScape CD, Recycling Information, Tree Planting Information, Household Hazardous Waste Brochures, Texas Recycles Day Flyer, Green Guide to Yard Care Arbor Day Ceremony • Rosemary Hutchins — M.C. • Proclamations.- Patsy DuPre -• September 11, 2001 Unity Oak Tree — next City Council meeting • Poster and Poetry Contest Presenters • Keith Martin — City Landscape Administrator • Joe Izganics — President, Southwest Division of The Home Depot • Winners: Poster: 1. Emily Giffin, 5th Grader — Eubanks Poetry: 1. Megan Krogman, 6th Grader — Eubanks Honorable Mentions: • Kirsten Green, Katherine Olear, Alexis Lucente 2. Touch of Nature: America the Beautiful: Deadline for entries — December 7th 3. Street Trees • Almost all sold (40) 4. Nature Center Committee • KSB appointed two members to Nature Center Committee: Rosemary Hutchins, Paula Egger 5. Liberty Garden • Meeting with Parks Department on Friday, Nov. 9th to start discussions WASTE MINIMIZATION 1. Household Hazardous Waste Collection Day — November I01h (Care for the Air Campaign — Care for the Air: Dispose of Household Hazardous Wastes Properly) • KSB provided 500 color brochures; distributed at Harvest Fest/ Arbor Day 2. Texas Recycles Day — November 17th (Care for the Air Campaign — Care for the Air: Recycle) • Cycling for Recycling • Household Item Recycling — Organizations: Goodwill, Union Gospel Mission, Battered Women's Foundation, G.R.A.C.E. • City of Southlake Recycling Program • The Home Depot mini -classes Care for the Air: Recycle! Texas Recycles Day! Saturday, November 17th — 9:00am—1:00pm The Home Depot — 300 Village Venter I Southlake Sponsored by: City of Southlake — Department of Public Safety, Public Works, Community Services ' Keep Southlake Beautiful • The Home Depot ' Trinity Waste Services CYCLING FOR RECYCLING! 11:00am—1:00pm — behind The Home Depot Bring your bike and 5 plastic recyclable bottles and learn about bike safety and plastic recycling. The City of Southlake Department of Public Safety and Keep Southlake Beautifi.l volunteers will direct -all ages through the "Cycling for Recycling" stations. Check out the other side of this flyer to "study" the questions that will be asked at the stations to test your recycling knowledge! All participants will receive a certificate! Test your "driving abilities" with relay races for all ages at 11:30, 12:00, and 12:30! DONATING FOR RECYCLING! 9:00am—1:00ptn — The Home Depot Parking Lot — Under the Big Tent Bring your good, used clothes, furniture, books, toys, other household items to donate to those less fortunab� . Local or,anizations including G.R.A.C.E., Goodwill, The Union Gospel Mission, and The Battered IVomen's Foundation will be there to acce?3t yo? r ho�.as:hc,'d :ecyclables' LEARNING ABOUT SOUTHLAKE RECYCLING! Do you recycle at home? Do you know what'to recycle? How to recycle? The City of Southlake Public Works Department representatives will be. available to answer all your questions about Southlake's Curbside Recycling Program through Trinity Waste Services! BECOMING ENERGY EFFICIENT (AND OTHER THINGS) WITH THE HOME DEPOT MINI -CLASSES! 9:00am—1:00pm — Organic Gardening • 9:15am — Plumbing Insulations • 9:30am — Power Tool Demonstrations • 9:45am — Learn to Tile Floors • 10:00am — Insulation Types and Uses • 10:15am — Learn to Paint Faux • 10:30am — Electrical Energy Savings • 10:45am — Composting • 11:00am — Insulation Types and Uses • 11:15am — Learn to Tile Floors • 11:30am — Learn to Paint Faux • 11:45am — Power Tool Demonstrations • 12:00 Noon — Plumbing Insulations • 12:15pm — Electrical Energy Savings • 12:30pm — Composting Don't forget - fall is the best time to plant trees! Its another way to "Fare for the Air!"" Plant a Redbud - the official tree of Southlake - and let us know. We'll put you on our RedguddY list! kyv nuthlnk- � � � t f t i,ILY UI OVUII 110MV, 1 UAC30 M MEMORANDUM November 7, 2001 TO: Kevin Hugman, Director of Community Services FROM: Steve Moore, Recreation Supervisor SUBJECT: Facilities Utilization Agreement with the Southlake Carroll Lacrosse Association (SCLA) Action Requested: Parks and Recreation Board consideration of the Facilities Utilization Agreement with the Southlake Carroll Lacrosse Association (SCLA). Background Information: The Southlake Carroll Lacrosse Association (SCLA) currently serves boys from grade 5 and up and girls from grade 7 and up. In general, the facilities utilization agreement is intended to address such issues as practice dates, insurance requirements, hours of practice, field maintenance, and field requirements, among others. The draft agreement has been reviewed by staff and then forwarded to the association for review and comment. SCLA made no significant changes to this agreement. Based on the review of staff and association, changes to this agreement includes: ■ Wording to address the installation of lights at the Carroll Intermediate School practice field. Also included as part of the agreement are the general field requirements for SCLA which include: • Carroll Intermediate School practice field. Financial Consideration: Not Applicable Citizen Input/ Board Review: The Agreement has been reviewed by the Southlake Carroll Lacrosse Association. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. i Kevin Hugman, Director of Community Services November 7, 2001 , page 2 �w.r• Alternatives: • Board comment and input on the facilities utilization agreement. • Board recommendation not to approve the facilities utilization agreement as presented. Supporting Documents: Proposed 2002 Facilities Utilization Agreement with SCLA. Staff Recommendation: Parks and Recreation Board recommendation to City Council for the approval of the Facility Utilization Agreement with the Southlake Carroll Lacrosse Association. K 11 0 CITY OF SOUTHLAKE PARKS AND -RECREATION DIVISION 2002 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the City of Southlake, Texas, herein called "City", and the Southlake Carroll Lacrosse Association, herein called "SCLA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: I. PREMISES City agrees to provide practice fields as defined by Exhibit "C", SCLA Field requirements. Facilities in Exhibit "C" are herein called "Premises" in accordance with the terms of this Agreement. II, SEASONS AND HOURS The seasons of this Agreement shall be Spring Season, Fall Season on the days of Monday through Sunday, with each facility usage to not begin before 4:30 p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SCLA agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday. Exception: Times for usage of lights may be extended for tournament play with prior notification and permission from the Director of Community The following are approximate dates for significant activities: Spring Fall Practice Begins February 1, 2002 September 2, 2002 Practice Ends May 4, 2002 December 28, 2002 III. FEES AND ASSIGNMENT SCLA shall not charge any fees for admission without prior approval of the Parks and Recreation Board for any event. Access to other Premises activities shall be clearly available. SCLA shall not assign this agreement nor shall it rent out any property of the City without prior written consent of the City. IV. UNLAWFUL ACTIVITIES SCLA shall not engage in any activities on the premises which are in violation of any existing state, federal, local law or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 1 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION V. INDEMNITY SCLA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY SCLA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS, OFFICIALS AND EMPLOYEES. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT. VI. DOCUMENTS AND OFFICERS SCLA shall submit to the Southlake Parks and Recreation Division a copy of rules and regulations, charters, constitution, and by-laws of SCLA. Names, addresses and phone numbers of all officers and board members of SCLA shall also be submitted to the Parks and Recreation Division within two weeks after election or appointment. Southlake Parks and Recreation Division shall submit to SCLA the Names, addresses and phone numbers of all Parks and Recreation Division supervisors and directors and Parks Board members within two weeks after election or appointment. VII. ROSTERS AND SCHEDULES SCLA shall furnish to the Parks and Recreation Division rosters of all participants domicile and a listing of the full schedule for their practice season. The rosters shall be submitted within two weeks after completion of registration and the full schedule of practices shall be submitted at least one week prior to the first practice. VIII. FIELD MANAGER SCLA shall furnish the Parks and Recreation Division the names and telephone numbers of persons designated as field managers. It shall be the responsibility of the field manager to meet with and discuss field conditions with a Parks and Recreation Division representative. It shall also be the responsibility of the field manager to submit a work order form to the Parks and Recreation Division to request any maintenance not specifically mentioned within this agreement or any needed repairs or supplies. The SCLA Field Manager shall meet before each season with the Parks Crew Leader to be briefed on maintenance procedures and techniques. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 2 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION IX. INSURANCE SCLA at its own expense, shall obtain and keep in force during the term of this agreement public liability insurance as will protect SCLA and CITY from all claims for damages to property and persons, and such insurance policy shall carry the City of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect CITY from and against all liability for claims arising out of or in connection witl- SCLA's use and occupation of the premises. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage for Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake, for their adequacy as to content, protection and named insurance company. SCLA shall furnish to CITY certificates of such insurance within (30) thirty days of the execution of this Agreement or prior to the commencement of any activities by SCLA at the City of Southlake Park Facilities, whichever event occurs first. SCLA understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to CITY under any third party liability policy. SCLA further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. X. FIELD MAINTENANCE FEE SCLA agrees to pay the CITY a field maintenance fee of $8.00 per player per season to cover costs for lighting and maintaining fields in playing condition. This fee is due to the Southlake Parks and Recreation Division within three (3) weeks after completion of field usage. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 3 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION XI. EXHIBITS The City and SCLA agree that the exhibits attached to this Agreement are incorporated into this Agreement as if set out in their entirety. Exhibits included are: 1. MAINTENANCE EXHIBITS "A" Maintenance Agreement for Public Fields 2. CLOSURE OF ATHLETIC FIELDS EXHIBITS "B" Field Inspection and Closure Agreement 3. SCLA FIELD REQUIREMENTS "C" 2002 Field Requirements XII. SCHEDULING The City reserves the right to utilize the premises when SCLA activities are not scheduled. If SCLA fails to use the premises for its scheduled activities, the City may terminate this Agreement. XIII. DEFAULT If either party, City or SCLA, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. XIV. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. This Agreement is made and entered into on the day of 2001. CITY of SOUTHLAKE M Sandra LeGrand, City Secretary Approved as to form City Attorney Rick Stacy, Mayor City of Southlake Kelli Riley, President Southlake Carroll Lacrosse Association This Agreement approved by the Board of Directors, Southlake Carroll Lacrosse Association, and entered into the minutes of the Board meeting held 2001. Secretary Southlake Carroll Lacrosse Association Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 4 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION Cn 3 EXHIBIT "A" MAINTENANCE AGREEMENT FOR PUBLIC FIELDS 1. The Parks and Recreation Division (City) shall maintain markings for CIS field if used for games and field lighting. All turf areas to include mowing, weed control, fertilizing and herbicide spraying are the responsibility of the Carroll Independent School District. 2. The CISD is responsible for the maintenance of any turf irrigation system and watering of the field. 3. The SCLA is responsible for the set up and removal of goals, field markings, nets, and corner flags for all practices. 4. SCLA shall be responsible for daily practice collection of all litter on the fields to include playing areas, fences, bleachers, and adjacent grounds. All litter shall be placed in the receptacles provided. 5. SCLA shall be prohibited from performing any maintenance to any turf areas without permission from the CISD. 6. SCLA shall ensure that all field lights are turned of at completion of all practices. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 5 of S Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure or Postponement 1. Raining at practice time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closures (Weekdays) The City will inspect Athletic Fields by 4:00 p.m. and will, if conditions warrant, consult with the appropriate SCLA Field Manager, Commissioner, or their designate, about the status of the field(s). The Parks Employee will have sole responsibility for canceling games with regards to field conditions for weekday games. 2. The Parks -and Recreation Division representative will take responsibility for making a decision based upon field condition or weather. 3. After practice have begun and inclement weather becomes a factor, SCLA officials shall follow the same guidelines for deciding cancellation or postponement. (Weekends) 1. Inspect Athletic Fields by 4:00 p.m. on Friday. 2. Parks Division employee shall have sole responsibility of canceling use of fields on weekends. Saturday practices may be canceled on Friday and if under the discretion of the Parks Crewleader or his designee the field conditions warrant this action. The SCLA field manager will be notified immediately of any field closures. CITY Staff Guidelines for Implementation 1. The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Parks Crew Leader responsible for athletic field maintenance, while working closely with the SCLA representative. 2. In the Parks Crew Leader's absence, the second Park Crew Leader shall make the decision concerning Athletic Field Closures. 3. In the absence of both Parks Crew Leaders, a person designated by the Director or Deputy Director of Community Services shall make decisions concerning athletic field closures. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 6 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION NOTIFICATIONS • 1. The appropriate SCLA Field Manager has the responsibility to notify the SCLA and the participants about the field closure decision. 2. The city staff will place notification of field conditions on the "field condition" phone line (817-481-1596) by 4:00 p.m. on weekdays. 3. Associations are required to comply with and enforce all posted facility signage. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Page 7 of 8 Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION EXHIBIT "C" 2002 FIELD REQUIREMENTS FIELD REQUIREMENTS --SPRING Fields Practice Dates Carroll Intermediate School 2/l/02-5/4/02 Tuesdays, Wednesdays, Thursdays 4:30 p.m. — 8:30 p.m. Saturdays 8:30 a.m. — 1:00 p.m. FIELD REQUIREMENTS --FALL Fields Practice Dates Carroll Intermediate School 9/2/02-12/28/02 Tuesdays, Wednesdays, Thursdays 4:30 p.m. — 8:30 p.m. Saturdays 8:30 a.m. — 1:00 p.m. Rev. Date 11/09/01 FACILITIES UTILIZATION AGREEMENT Print Date 11/09/01 SOUTHLAKE CARROLL LACROSSE ASSOCIATION Page 8 of 8