1996-12-09
City of Southlake, Texas
CITY OF SOUTHLAKE
PARKS AND RECREATION REGULAR BOARD MEETING
December 9, 1996
MINUTES
Board Members Present: Bethann Scratchard, Carol Lee Hamilton, Ronnie Kendall, Gary Beyer,
Sherry Berman and Rod Johnson.
Board Members Absent: Robin Jones, Larry Goldstein and Vicki Johnson
City Staff Present: Director Kim Lenoir
The meeting was called to order at 6:40 p.m. by Secretary Carol Lee Hamilton
Agenda Item No. 2, Consider: Approval of Minutes for November 11. 1996 Regular Board Meeting
Vicki Johnson had called in several minor corrections that Carol Lee Hamilton read to the Board.
Motion was made to approve the minutes on November 11, 1996 as corrected.
Motion: Scratchard
Second: Beyer
Ayes: Kendall, Hamilton, Berman, Beyer, Scratchard
Nays: none
Approved: 5-0
Rod Johnson arrived at the meeting.
Agenda Item No. 3. Administrative Comments
Gary Beyer asked staff the status for computerizing all of the ballfield lights. Staff reported that
they had learned the City has the major equipment for such a system that the Water Utilities
Department purchased several years ago. With minimal expense, the Parks Department can tie into
the system for our ballfield lights and irrigation. We are waiting on Motorola to call us back with
estimates for the Parks Department to tie into the City system.
Bethann Scratchard commented on how the "Holiday in the Park" event improves a little each year.
She requested seating and to improve the sound system. Rod Johnson said Robin Jones requested
name tags. The Board was pleased with the publicity received in the papers. The attendance was
500.
Parks and Recreation Board Meeting on December 9, 1996 Page 1 of 4
City of Southlake, Texas
On the administrative calendar, Carol Lee Hamilton requested that "March for Parks" be added to
the special events listing. Carol Lee Hamilton also asked the Board if they wanted to talk to the
Lonesome Dove neighborhood about adding backstops to the park. Staff will contact the SPIN
representative and see about setting up a meeting.
Rod Johnson asked if any member could attend the Grapevine/Southlake Soccer Board Meeting
Thursday, December 12. Rod Johnson asked staff to contact Larry Goldstein and Vicki Johnson
about possibly attending.
Agenda Item No. 4, Public Forum
No one requested to speak.
Agenda Item No. 5. Consider: Updated Policy and Procedure Manual
Bethann Scratchard asked that the procedure from the `public forum que card' be added to the
agenda procedure.
Motion was made to approve the changes to the policy and procedure manual as amended.
Motion: Scratchard
Second: Beyer
Ayes: Kendall, Hamilton, Berman, Beyer, Scratchard, Johnson
Nays: none
Approved: 6-0
Mayor Stacy arrived at the meeting to thank the Park Board members for all their hard work and
wished them all Happy Holidays. He thanked the staff for all their work on "Holiday in the Park. "
Agenda Item No. 6, Liaison Reports
Budget - Bethann Scratchard explained that the Board had just approved a new budget procedures
part of the Policy and Produres Manual.
Publicity - General comment from the Board was that the publicity has been good.
Recreation - Carol Lee Hamilton reported that she, Vicki Johnson, Sherry Berman and Kathy
Schaeffer plan to meet with KSB representatives Wednesday to begin the planning for the "March
for Parks" event. She stressed that the event must be a joint project with KSB to be successful.
Carol Lee Hamilton met with Kathy Schaeffer and Kim Lenoir on the Saturday Night Live program
before the meeting. Ronnie Kendall commented that she was pleased with the changes
recommended. She wanted the Police officer on duty to rotate throughout the event and not be
Parks and Recreation Board Meeting on December 9, 1996 Page 2 of 4
City of Southlake, Texas
stationed only at the front door. Staff agreed and explained that a job description was going to be
presented to the Southlake Police Department as to the expectation of the officers working SSN.
Ronnie Kendall also stressed that the event should not be held more than once per month per age
group. Staff agreed.
Future Park Development - Rod Johnson reported for Robin Jones that a possible park property will
be presented to SPDC next Monday for a park identified as a critical area in the Parks, Recreation
and Open Space Master Plan for Southlake.
Bob Jones Park - Ronnie Kendall and Sherry Berman attended the Bob Jones neighborhood
Christmas Parry. They said the neighborhood was pleased with the park plans. They will work on
getting the neighbors to write letters of support to TPWD for the grant. Staff will check on who the
letter should be addressed.
Youth Sports Association - Gary Beyer reported that the Grapevine/Southlake Soccer Association
has 900 Southlake youth that played soccer this Fall. The GSSA Board has invited SPDC and Park
Board to attend their meeting Thursday to discuss needs for the next three years.
SPDC - Carol Lee Hamilton told the Board that the City Council has moved forward on acquiring
the Brunson tract. SPDC is also moving forward on a revenue bond issue of $3,000,000 to be
available in early Spring.
JUC - Bethann Scratchard reported that JUC discussed the possibility of constructing the gym at
the future Rockenbaugh Elementary School such that it will be suited to indoor soccer.
KSB - Carol Lee Hamilton had discussed earlier the upcoming planning meeting for "March for
Parks" with KSB.
Development Issues- The Board needs to review the town center park plans. The developer will be
asked to attend the next meeting.
Aszenda Item No. 7. Discuss: Park Dedication Ordinance
Sherry Berman distributed the information she had collected on the Park Dedication Ordinances
(PDO) in the Metroplex, their fees or land requirements. She commented that Southlake "faired well
above what other cities in the area were doing." The Board then began to brainstorm items that they
felt needed to be looked at in the Southlake PDO:
• Currently a "double dip" option is available for PUD's for open space. PUD's must provide
so much open space, then they get park fee credits for the open space. Remove loopholes.
• Define that the role of the developer to the Park Board and that they not just come to the park
Board when they want a waiver of fees. Currently, by the time the developer meets with the
Park Board park planning options are limited.
Parks and Recreation Board Meeting on December 9, 1996 Page 3 of 4
City of Southlake, Texas
• Need the fees to be based on developed land cost rather that undeveloped land cost because
we are fighting for developed land. (Developed land is $60,000 per acre, whereas
undeveloped land is $20,000 per acre)
• Require developers over a certain size (50+ acres) to plan a park and then give the Park
Board/City the option to determine if they want the park or the money.
• Do not allow backfill of wetlands and creeks
• Identify old grow forest that are important for parks not a "sales feature" for a developer.
• Give credit for maintaining "true open space"
• Do not have an option to give money instead of land, if we need the land
• Revisit the option on credits, maybe there should be no credits available
• No loopholes
Sherry Berman volunteered to do some more research on the Internet to see what some of the other
cities in the nation are doing with their Park Dedication Ordinances.
This item will be discussed with the City Council at the upcoming joint meeting.
Ay-enda Item No. 8. Discuss: Sidewalk and Trail Ordinance
The Board wanted to find a model ordinance that required sidewalks on both sides of the street at
4'. When the sidewalks come into the trail system master plan they be upgraded to 6' on one side
of the road except for FM 1709 where the 6' wide trail should be on both sides of the road. The
ordinance needs to set construction standards, texture, radius requirements, avoiding of trees, rest
stops designed at certain intervals, and benches. Maybe tax credits could be given to areas that need
to add sidewalks for safety or access to schools.
This item will be discussed with the City Council at the upcoming joint meeting.
Agenda Item No. 9. Discuss: Joint Meeting with City Council - January 28
The Board wanted to prepare a packet of information to give the City Council before the meeting
that outlines the Board's liaison structure and ideas on the Park Dedication Ordinance and Sidewalk
Ordinance. Start the meeting with a reception so the Board can visit with Council members that they
have not met or do not know well. The Board discussed dropping indoor soccer from the agenda
and not invite JUC, and add tree planting to the agenda. David Yelton, SPDC Chair should be
invited to get to know the Park Board better.
Agenda Item 10. Discuss: Park Board Goals Retreat 1997-98 - February 22
This date was still good for all the members.
There being no further business the meeting was adjourned at 8:52 p.m.
y 1 V ~Y
ATTEST:
Carol Lee Hamilton, Secretary Rod Jo son, Chairman
Parks and Recreation Board Meeting on December 9, 1996 Page 4 of 4
City of Southlake, Texas
MEMORANDUM
December 4, 1996
TO: Parks & Recreation Board Members
FROM: Kim Lenoir, Director
SUBJECT: Board Meeting - - December 9, 1996
The meeting starts at 6:30 pm and will be held at the Council Chambers at City Hall.
Agenda Item No. 3. Administration Comments - Your packet contains the Board attendance record,
sales tax reports, news clippings and the monthly report.
City Council Action Tuesday, December 3:
■ Approved a resolution to proceed with condemnation of the 9.941 acres of Brunson property
adjacent to Bicentennial Park. In negotiations with the Brunson family, this "friendly"
condemnation would allow the owner tax advantages not otherwise available.
■ Awarded bid to replace the fencing on Fields #1, #2, #3 to the low bidder American Tennis
Court Contractors for $39,026 which is under the estimated $42,213 that was approved in
the FY 1996-97 annual budget. Weather permitting, all work should be completed by
January 13.
Other items of interest:
■ The After-school Program procedures are not ready for Board action. We plan on bring this
item to the Board in January.
■ My report on Southlake Saturday Night is attached for your review and consideration. I will
be attending this Saturday's event for the 6th, 7th and 8th graders. I think this age group has
completely different issues that need to be addressed. The next 4th to 6th grade event is
planned for January 25, 1997.
■ An article about park development from American City & County is enclosed for your
review.
Please let us know if you have any questions about these items and any other city administrative
items under this agenda topic.
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
City of Southlake, Texas
the members of the Board) or take action on any items 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 put the item on the next agenda or 4) request staff to look into the issue and report back to the
Board.
Agenda Item No. 5. Consider: Updated Policy and Procedures Manual - Coy Gray has revised the
attached Park Board / City Council initiated and adopted policy and procedures for your
consideration. Minor changes have been made (ie. coordinator to director, division to department).
Comments from your November meeting have been added. Also included for your consideration
are new procedures for Board agenda preparation and budget preparation. The department
procedure for hiring instructors and contractors is enclosed for your information and comments.
Agenda Item No. 6. Liaison Reports - As listed on the agenda.
Agenda Item No. 7. Discuss: Park Dedication Ordinance - The Board discussed this summer the
desire to make changes to the Park Dedication Ordinance. The ordinance is enclosed for your
review. Sherry Berman asked that this item be on the December agenda. She has done some
research that she would like to share with the Board. This is also a discussion item for your joint
meeting with the City Council.
Agenda Item No. 8. Discuss: Sidewalk and Trail Ordinance - As you know, the City is currently
limited in implementing the Trail System Master Plan without an ordinance requiring developers
to install the trails. You wanted to discuss this with City Council during your joint meeting. I
believe the City Council is looking to the Park Board to take a leading role in this project.
Agenda Item No. 9. Discuss: Joint Meeting with City Council - January 28 - As you know, the
December Joint meeting is rescheduled for January 28. Currently, the agenda includes the Park
Dedication Ordinance, trails and sidewalks, indoor soccer, and land acquisition. The Joint-use
Committee will also be invited to attend. This is an opportunity to add anything else to the agenda
and confirm the date.
Agenda Item No. 10. Discuss: Park Board Goals Retreat 1997-98 - At your last meeting the date of
Saturday, February 22 was set for a Board Retreat. We wanted to make sure this date was still good
for everyone. We will review goals and objectives from the staff and past Boards and set new goals
for 1997-98. This will also be the beginning of the budget preparation process.
Please call the Parks & Recreation Office 481-5581 ext 756, if you cannot make the Board meeting.
We will have some sandwiches available at the meeting since many of you are coming straight from
the office and do not have time to eat.
As always, we appreciate all your work on behalf of parks and recreation for the City of Southlake.
KML
6
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CITY OF SOUTHLAKE
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
SALES TAX REVENUES
1996-97 collected budget balance
budW to date balance percent
$923"000 $84.246 $842.054 91-23%
FISCAL FISCAL FISCAL FISCAL
YEAR YEAR % Inc YEAR % Inc YEAR % Inc
MONTH 93/94 94/95 -Dec 95/96 -Dec 96-97 -Dec
October $0 $44,975 n/a $64,344 43.1% $80,946 25.8%
November 0 26,049 n/a 55,958 114.8%
December 0 33,622 n/a 51,987 54.6%
January 0 47,843 n/a 70,181 46.7%
February 0 34,007 n/a 47,635 40.1%
March 0 28,300 n/a 51,581 82.3%
April 0 44,106 n/a 68,515 55.3%
May 29,145 40,554 39.1% 54,686 34.8%
June 29,788 41,627 39.7% : 56,159 34.9%
July 47,079 67,593 43.6% 89,901 33.0%
August 29,490 54,792 85.8% 66,184 20.8%
September 37,614 53,282 41.7% 61.223 14.9%
TOTAL $173,116 $516,751 198.5% $738,354 42.9% $80,046 25.8%
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City of Southlake, Texas
MEMORANDUM
November 26, 1996
TO: Curtis E. Hawk, City Manager
i
FROM: Kevin Hugman, Assistant to the City Manager
SUBJECT: Resolution No. 96-70, Authorizing the City Attorney to proceed with
condemnation of the Brunson property described as being part of Tract 1B of
the Littleberry G. Hall Survey, Abstract No. 686.
The attached resolution will authorize the City Attorney to proceed with condemnation action in
regards to obtaining property immediately south of and adjacent to Bicentennial Park (see map
attached). This property was shown as "future acquisition" on the Bicentennial Park Master Plan,
recently approved by City Council. Per this Master Plan, the property will primarily be used for
ballfields, parking and driveways and is needed to complete Phase II of the Bicentennial Park
expansion plans.
Over the past several years, previous Mayor Gary Fickes has negotiated with the property owner
a number of times on behalf of the City, for acquisition of this land. Current Mayor Rick Stacy
'las also negotiated with the owner. City Council at its last meeting, directed staff to bring
)rward the necessary resolution to initiate a condemnation lawsuit. A copy has been sent to the
City Attorney for their review.
Please place this resolution on the December 3, 1996 regular City Council meeting agenda for
their consideration.
4~-
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City of Southlake, Texas
NI ENI OR AND UM
November 19, 1996
TO: Curtis E. Hawk, City Manager
FROM: Kim Lenoir, Director of Parks and Recreation
SUBJECT: Award of Bid for Replacement Chain Link Fences at Bicentennial Park
As you know, on November 5 the City Council authorized the staff to request bids for the chain link
fencing on the older ballfields at Bicentennial Park which need to be replaced. Our goal is to have
the fences replaced by January, in time for the Carroll High School freshman, junior varsity and
varsity softball teams to begin their first season. This is the first time CISD has used City facilities
as part of our Joint-use Agreement.
The bid announcement was advertised on November 10 and 17. Bids were mailed to 30 area
vendors. On Tuesday, November 19 at 10:00 a.m. the City received and opened three bids.
Following is the bid tabulation. The budget for this project was $42,213.
BIDDER Total of all 3 Fields
American Tennis Court Contractors $39,026.00
NE Fence Company $57,703.00
Cleburn Fence Co. $73,000.00
Staff recommends the low bid by American Tennis Court Contractors, Inc. of Arlington. They have
met all of the qualifications.
Please put on the City Council agenda for December 3, award of bid for replacement chain
link fences at Bicentennial Park to American Tennis Court Contractors, Inc. for $39,026.
You may contact me at 481-5581, extension 757, if you have any questions.
J4,1
KL
City of Southlake, Texas
MEMORANDUM
December 4, 1996
TO: Parks and Recreation Board Members
FROM: Kim McAdams Lenoir, Director of Parks and Recreation
SUBJECT: Southlake Saturday Night - 3rd to 6th grade
I attended the November 16, Southlake Saturday Night (SSN) for third to sixth graders. The
attendance was 330 students, of which there were seventeen 3rd graders, eighty-two 4th graders,
one hundred twenty-two 5th graders, and one hundred nine 6th graders. In reviewing the
comments received from Ronnie Kendall at our last meeting and my observations of the event,
I have made the following recommendations. Kathy Schaeffer, Recreation Supervisor and Gerri
Richards, SSN contractor will be implementing these changes at the planned January 25, 1997
event.
Only 4th, 5th, and 6th graders will be allowed to attend. The maximum occupancy capacity for
the area available is 1900, as certified by the fire department. As the program continues to grow,
it could be available only to 5th and 6th graders. A 3rd and 4th grade only "test market" event
could be held in April. SSN should be offered no more than once per month during the school
year for the 5th and 6th graders. A 3rd and 4th grade event could be offered only twice a year.
The following rules and regulations should be posted and reviewed with staff before the event
begins.
SSN RULES & REGULATIONS
No running
No climbing on closed bleachers in the gym
No standing on chairs or tables
No leaning on ping pong tables
No standing or lingering in the hallway
No shoving or hitting
No hand holding, hugging, kissing allowed
No gymnastics allowed (ie. handstands, flips, etc.)
Slow dance songs will not be played
Food and drinks allowed only in snack room
Failure to comply with these rules could result in immediate dismissal from SSN.
The staff would like to ID the students or require membership cards to assure that only the
authorized students attend. We are working with the City computer consultants to address this
option with our new computer system.
City of Southlake, Texas
ROOM BY ROOM AND ACTIVITY BY ACTIVITY COMMENTS
DANCE ROOM / CAFETERIA
The City needs to provide up lighting in the two dark corners of the room.
The DJ needs to provide dance lights and keep them on at all times. (This was done.)
Chairs around the edge of the room need to be only on three walls.
Keep the chairs lined up and not allow them to be moved around. (This was done.)
Five staff members need to be assigned and present in the dance room.
Staff and DJ will coordinate dance contests, limbos, line dances and work with the students to
learn new dances. (This was done.)
HALL
City needs to add another hall gate, to keep people in the designated areas.
Add a rule that there is no lingering or standing in the hall.
Have staff at each end of the hall way that walk through constantly.
SNACK AREA
Concession needs to acquire temporary health permit from the Tarrant County Health Department.
Staff may need to wear rubber gloves to serve pizza and nachos.
Need to have a mop and rags readily available to wipe up spills.
A staff member not working in the concession needs to be present at all times to bus tables, keep
the area clean and monitor activities.
GYM
Need to remove all chairs, tables and ladders from the line of traffic (ends of the basketball court).
(These were items the school had left in the gym that present a safety hazard.)
Reorganize the activity areas or install boundary fences in the gym to direct pedestrian traffic to
prevent collisions with the basketball court play.
Train the staff on how to supervise the air play structures.
Trained staff definitely need to operate and supervise the bubble bounce house. Students only of
the same size shall be allowed in the bounce house. This is the most hazardous activity offered
and the most popular. It needs to be carefully monitored and supervised.
FRONT ENTRY AND EXIT
Need two staff at all times in the front to answer questions, deal with first aid, monitor access,
and supervise the ping pong area and restrooms.
At check-in and check-out ten staff members need to be available to verify sign-in and sign-out
of students.
Police officer needs to be present at the front door to verify that the parent is leaving with the
number of children they checked out. (This was done.)
A tag verification could be given inside by the staff as the adult and children check-out that the
policeman outside the door collects to verify numbers of children leaving with the adults.
City of Southlake, Texas
STAFFING
Staff needs to be increased to a minimum of 19. That would be a 1:17 ratio. At least three parent
volunteers need to be encouraged to participate (3 were there the night I attended). With the
parents, the ratio would be 1:15. A staff/student ratio should be maintained of 1:15 to 20.
Staff wore matching t-shirts. They also need to wear name tags.
Staff did an excellent job in focusing on the job and working with the students.
A staff meeting needs to be held before the event opens to review rules and regulations, review
assignments and discuss issues that need to be addressed.
SUMMARY
The program is very popular with the students and the parents, everyone seemed to enjoy
themselves. The dance floor was 80% girls and the basketball court in the gym was 80% boys.
I did not see any hand holding, kissing, boy/girl pairing up, nor slow dances. There were a few
girls whispering about what boys were there.
There was some shoving observed, but it was quickly stopped by staff. Shoving observed for this
age group seemed no different to me than what I observe everyday on the school grounds. I
believe shoving in this age group is a form of communication and bonding and when it is not
allowed to escalate is not a hazard. Generally, the students were kept very busy and active going
from the bubble bounce to the dance floor to the snack area. Overall they were not bored and did
not cause trouble.
A detailed information flyer needs to be prepared to give to the parents. The flyer should outline
the goals and objectives of the program, rules and regulations and who to contact if there are
questions or concerns.
I would like to encourage all the Board members to attend this event. This program takes a lot of
hard work and requires many hours of staff involvement. If the Park Board feels that this
program is not appropriate or beneficial to the community, staff will discontinue the program.
Call me at 481-5581 ext 757, if you have any questions.
Zm L-.--
KML
13 A R K S &
R E C R E A T 1 O N
• The traditional
notion of parks •
~ • as laces
f=•'
merely to play
N ball is • -
undergoing
a radical
:;•evolution. And, ,
as attitudes
J a about public •
• parks change, T
` _
a-oft
,city and county
- planners are
going to have
to adapt.
,.>eyPrw+.7`. By Jana McKenzie
,tseerr.Iike th±e kind of *Issue everyone would
s - ;"sou fort w=- a youth sports complex nestled
`fi'r ars£~ „ . ~ f.
auq~~ th".e fo4thiiis lot,.'he FI'ocky Mountains in
* *V6&AD 11111% , Colo: B itreg4 tofthall fields for
"4
ch~l ret O in short' su ' ~f The local soccer
oil V
•
I.
4004 '41
a } 1x
Y 1'
Z a rj • q :I r r>
. r •
•
40
a~ :80 ease
s
IPM
u y ~1 it 1"eM. ' ems..
A. ~"5 t •ICy~~~~~l•.,'~~ • - q j~ it .,f' r., J'` r . . ~ •
s,,,, :+•i1 . a~i . . .YL. , , . y • Y ter.,
`I -•era~tice facilities were scarce, and an
enclosed ice rink wa's proposed to divert, thee' "rughilig
demand for time at the City's sole.indoor facility.
Parents' groups drew plans and launched campaigns
asking voters to support a $30 million bond issue to
build the athletic facilities and develop the park on
city-owned land.
t Almost immediately the isl9e .bsecame controversial.
Y. y
S w,
oi1011cntc coon Limed that the increasitn vI y Buse urban area. participate in programs that would
` 1,111d ;it the ba c ()f the h,(ahilk'hk,uld Supp rtcr,;, )n the ether hand, keep them off the streets.
remain ;tn Open, nau,ral area. It was a ~p(outed (4 benefits the athletic facility In the 1995 election, the bond issue
quiet place to gO and vie%v wildlife, .vmild provide the y<xith of the com- was defeated - the open-space advo-
take an easy hike and escape an nwnity, allowing more children to cates won by a comfortable margin.
The proponents of what seemed like
PARKS & RECREATION r
an "apple pie" issue were left sc atch-
ing their heads The F
ort Collins story
Tips for- maintaining wooden is indicative of a new attitude growing
' in urban communities.
ti ` r playground structures Parks are no longer homes only for
k } ' jocks and sports fans. Urban residents
want parks to reflect community val-
_Wooden
ooden community playgrounds are popping up in cities and counties ues, and these public spaces should
America.. Yet, many city and county officials need to know..; not be merely organized playgrounds.
.-.how toy maintain,these wooden structures, which can cost. as much-'asp Rather, the parks should represent the
$70,000 or, more to construct. The playground structures can look new' ,"for:; t soul of the city.
years with'proper maintenance. According to the Flood Company, a'Hud- The Fort Collins example is an
son, Ohio-based maker of wood care products, municipalities should know. extreme case. However, in cities and
the answers to the following questions in order to keep their, wood strut- towns across the country, city plan-
cures safe and beautiful: ners are beginning to recognize that
• When should wood. be re-coated? While many playground architects- parks should reflect the needs of the
recommend coating wood with a protective, finish once per year, too fre,-~41 community as a whole.
quent applications can cause the wood to darken and allow, a 'finish buildup,' _ A park has many purposes: It is a
to develop. "We followed the architect's recommendation, burour play ' place where people exercise, stroll and
ground turned black after five years," says Kathy DeWindt, head play= go to watch other people. Children fly
ground coordinator in Palm City, Fla. 5 kites, look for rabbits and catch bugs,
If the buildup does,occur, it can be removed with a finish remover'that :y musicians practice and sports teams
will restore the wood to its original condition. 1 compete. A park is a place close to
• When should a protective finish be applied? When the wood toms a home where people can play and cele-
light gray, it is time to=re=coat. Areas of the playground may, wear different; ; brate nature without spending a dime.
ly, depending on the amount ofsunlight each receives ri. It is, in fact, the common ground of
Horizontal areas, may need re-coating before vertical posts.:Sunnq are gk the community. During the past few
will need to be re-coated more. often thanshaded.areas. It. is best to coat°=w? years, landscape architect firms and
only the areas that need it. planning firms have worked with
• Why has the playground turned gray? Wood turns gray because sun- communities intent on developing
light breaks down the wood cells and the.natural glue that binds the'.cells;'. parks that suit the needs of the com-
together. Cleaning with a wood cleaner will remove the gray as well as dirt munity and mirror critical values.
and bring back the color, making the equipment look new. For best results, These parks are in communities
a cleaner specifically made for outdoor wood should be used. Cleaners that that represent the full spectrum of
contain bleach should be avoided as bleach can eat away delicate wood.' ' cities and counties from major urban
;fibers and harm grass and plants.. In'most:cases,.a cleaning'should be done centers to mountain resorts. While
s ' everyspring. Graying can lie;`controlled with a"protective fintsh`that Cori ` the communities are quite different,
tarns.ultra-violet protectants: they all want the same thing: distinct,
• ;Does cleaning the wood remove the finish? The simple answer ts,`no." attractive spaces that welcome play,
Products that are designed to work together, such as cleaners and oil finish- ' reflect natural and historic heritage
es, offer a penetrating finish that protects the wood beneath the'surface. , and nurture the human spirit.
Regular cleaning, then, will not remove the finish.: ` y
• .Ho THE NUMBERS
w often does the playground equipment need to be treated?
Depending on the environment, cleaning should be' done annually and a. In 1991, Dade County, Fla., con-
finish applied every other year. ducted a survey as part of its parks
Again, check the wood to determine its needs. The environment is dif- master planning process. Residents
ferent for every playground. The amount of sun, rain and range of tempera j were asked about their park activities
tureI.changes4will have different effects. on the wood. during the previous year.
What care do,new, playgrounds need? Even when using pressure-treat At the top of the list, 64 percent
._ed wood, cedar or redwood, the equipment must still be protected. from sun said they go to parks to walk, jog and
and.moisture I p protect brand new wooden 'playgrounds and mmtmize use exercise paths.
;euFpi an, cracking; a product that will protect the wood'While-allow>`ng y Football and soccer, on the other
s tRtp,w~eatlier zla=ally should be used ? hand, were much further down the list
at only 23.9 percent. In other words,
30 October 1996 AMERICAN CITY & COUNTY
~r
more than twice as man} y people use ciation found that 75 percent of all shelter, restrooms, a children's play
parks for walking and picnicking than Americans had visited a park in their area and natural surface trails along
for participating in competitive ath- community within the past 12 the creek, while keeping most of the
i~ letic events. months, and 60 percent of the people park in a natural condition.
That same year, a Fort Collins sur- believed their community received The result: Stephens Park is a 14-
vey showed similar results. When significant benefits from parks. acre site filled with willows, alders,
asked to rank parks in terms of use, wildflowers, aspen and evergreens.
residents give the following answers: CULTURAL IDENTITY Besides people, frequent visitors
68 percent used them to relax; 64 per- For example, parks can emphasize include deer, elk, birds and butterflies.
cent used them to exercise; 54 percent cultural values. Residents of Atlanta It is also bisected by Gore Creek, a
enjoyed them for picnics; 42 percent realized that staging the 1996 Summer trout stream that roars with melted
used them as playgrounds; 42 percent Olympics presented an historic oppor- snow in the spring and gurgles clear
tunity to revitalize the water by mid-July.
downtown area. Designing the park to create a
With proper planning, transparent connection between the
city leaders knew that natural area and the developed por-
people could be drawn to tion was critical.
( the city core long after "The transition between the devel-
l < the two-week event. oped areas and the natural landscape
° Leaders decided on a 20- is seamless," says Park Superintendent
acre site in the heart of Todd Oppenheimer.
the city for the Centenni- A careful choice of building materi-
al Olympic Park. als was essential to blend structures
a "The park embodies with the natural setting. Vail takes
s the community spirit, and pride in ensuring that its public facili-
it illustrates how a com- ties are designed in keeping with the
I i LL
i City leaders and park planners designed the Atlanta munity can provide an city's mountain setting.
Centennial Olympic Park, located on a 20-acre site in the enjoyable space for its Rock and wood are used extensive-
downtown area, as a landscape quilt to convey the people, establish an his- ly, and the architectural style is appro-
cultural heritage of the American South and
to symbolize 100 years of the modern Olympic Games. torical imprint and priate for an area that receives more
express community val- than 20 feet of snow each year.
enjoyed the trees and flowers; 38 per- ues," says Rick Pariani, one of the The town is committed to using
cent used them as athletic fields; 34 park planners. natural materials, even though they
percent viewed wildlife; and 34 per- The park is designed as a landscape cost more for construction and main-
cent held sports events. Again, orga- quilt to convey the cultural heritage tenance. The playground equipment
nized athletic activity fell far below of the American South and to sym- and picnic shelter combines pre-man-
traditional passive uses. bolize the 100 years of the modern ufactured elements with natural mate-
Ironically, it is the programmed Olympic Games. The fountain, fea- rials. Images of trout and birds in
sports activities that generally receive tured prominently in media coverage flight are carved into the picnic shel-
the most attention from park plan- of the Olympics as the place where ter supports and the wooden bridge
a ners. Traditionally, sports supporters children cooled off in the summer that crosses Gore Creek.
are well organized with a dedicated heat, is in the shape of the Olympic "Wood has an inherently warmer
constituency. Often their voices are rings. The plaza is stitched together feeling and pleasant character that
heard in a volume that is dispropor- with graphics with the Olympic quilt children and adults appreciate,"
tionate with the community profile. of leaves sandblasted into granite Oppenheimer says.
Parks are often crammed full of soccer walkways. THE TOURIST CONNECTION
fields and softball fields. A series of smaller plazas are placed
While the initial appearance is throughout the park, each featuring a Park design can also connect
favorable, parks operators soon find different traditional historic quilt pat- tourists to a community. When
that these facilities are expensive to tern common in the South. The tourism in Virginia Beach started to
maintain, with city budgets proving lawns, gardens and plazas are sewn decline in the late 1970s, city plan-
inadequate or nonexistent. Athletic together with commemorative brick ners began revitalization efforts to
facilities are important, but parks paths, all of which contribute to the rebuild the beach boardwalk.
planners and elected officials have to patchwork quilt effect. Atlantic Avenue, the main com-
look at the wider view of parks and mercial strip, is the dominant route
GOING NATURAL for beach traffic, containing 36 short
bring more balance to the system.
Parks are highly visible and benefi- On a different level, parks can focus strips for beach access, and it became
cial parts of a community. A 1992 on nature. In Vail, Colo., town resi- apparent that moving pedestrians
national survey published by the dents and planners developed a plan from the hotels, retail and parking
National Recreation and Parks Asso- to include a turf play field, a picnic areas of Atlantic Avenue via the short
AMERICAN CITY & COUNTY
32 October 1996
t\„~ tlunw, w,1ul~l hallpen," Cole says. Old Dominion University in nearby
streets presented ,
npportuntty. "I Ii I. I'' ' I' is %would remember Norfolk. Overall resort improvements
I ~
"Pkinncrs and rc,i.l~nt• ~~,ikin,n vv10,11 h,iik il,Cy uICd to enter the are noticeableas %vell.
the }project dccidcd tb.0 it . ,t utt4 r I C,t b• ,,n 1, ec n 1, their whole expe CAPITALIZING ON HERITAGE
tant not to just '_ct l)C„l't, t', tho' ricnre at the beach would become
beach and back but t~, ,I,~ it rnt i hle.~s- nt,~re tnenl,'rable A park can also reflect a communi-
ing and memorable n, l'n~jc~t The boardwalk and the parks were ty's artistic heritage. Loveland, Colo.,
Manager Walt Cole. ~„till ructed between 1988 and 1995, a city of about 40,000 people set
The stub streets arc dc~t_nc~l ,t, and i,m ist visits are increasing steadi- against the foothills of the Rocky
pedestrian spaces thr,~u_'h %~I,Klt I,C,'- I%, acc,ndin~ to annual studies per- Mountains, is home to two of the
plc can easily and lately u,akc their lornted between 1990 and 1995 by nation's largest bronze sculpture
way to and from the beach. The foundries. The city has gained recog-
~r
7 streets became tpocket pauksnition among artists during the past
each designed around a dit- ' decade, and each year Loveland hosts
ferent theme two major sculpture exhibits that draw
.
Some provide edu- artists, residents and visitors from
! ~I cattonal informa-
tion about the During the middle 1980s, the city
ocean ecosystem embarked upon a plan to revamp
or local history, municipal facilities. In the downtown
while others are area, a civic center was designed to
designed simply include City Hall, the library and a
to entertain with * combined recreation and senior citi-
themes like beach zees' center. A stone schoolhouse.
hall<, htcvcles, sand built early in the century and later
castles and sea shells. converted to city offices, serves as the
"With each park h,n ink a centerpiece.
separate identity within a Gary Havener, Loveland's parks
cohesive overall theme, we knew and recreation director, says residents
w
i
1 1 1 1
r
llere's the answer to handicapped access SUPERDECV...TIIE ANSWER
problems in nature centers and beaches TO ACCESS PROBLEMS ON
...SUPERDECK' modular walk and deck BEACIIES, IN NATURE CENTERS
panels. The SL'PERDFCKa SYSTEM is AND WETLAND PROJECTS
designed from scratch to deal with such . Meets ADA Guidelines
problems as wood rot, frost break-up, etc. . Maintenance Free
Rugged polNtthylene deck and stainless steel . Environmentally Safe
hardware stake SUPERDECK' walks low- • Long-lasting Polyethylene can
nlainten:utce. long-lasting, CaSy to install, lay directly on marsh or sand
nuwe or store. • Easy to Install, Move or Store
1-800-328-0426 SUPERDECK8 MARKETING
In Minnesota (612) 571-2247 7753 Beech Street N.E. • Minneapolis, MN 5543'
X
Circle No. 16 on Reader Service Card AMERICAN CITY & COUNT
i 1 34 October 1996
' ( I
and planner. decided On i p.uk-like stage for performing arts. ; '0
setting with a pnu1, cxp:u,si.r lawns, A sculpture of a whale's tale splash-
walkw;tys utd laces that encotmige ing out of the water appears to glide
public use. 13ut designers toy )k the gracefully through the lake, and ~ .
concept :i tcl) dither and crcnted an another representing community uni-
outdoo r pace that spit nu c< L nc ty stands in the main plaza. A sculp-
land and its arts herirt c. ture of a child reading a book stands
Organi_ed immnd ,t .uutll bike thar outside the library, and next to the
higlllight< design features, the space lake a couple is locked in embrace.
includes a tt~untaln at one end OI the Construction materials for the new
lake, a ple;tsing visual dkpl;ty l0r peo- buildings were selected carefully: tan
ple walking i,r sitting. When the f~tuu- sandstone mined from local quarries
t twin is turned off, the platform and building brick that complements
through which it emerges becotttes ❑ its color.
Stephens Park is designed to connect
natural areas and developed portions
of the park in a seamless landscape.
Rock and wood are used extensively
throughout the park to blend with the
i' You're In Good Company natural environment.
With Spring City Structures match the historical fea-
tures of the original city building, with
a bronze color used on benches, rail-
ings, signs and light poles.
Each February, Loveland, which
r Did you know that bills itself as "The Sweetheart City,"
more American issues a unique postal stamp designed
towns and cities annually for sending special Valen-
tines. In recognition of this, a logo of
choose Spring City hearts was created and placed on
for traditional cast benches, pavers and walkways
throughout the park.
I' iron lighting than
Athletic associations want the
any other source? fields. The other element is for open
space and natural areas," Havener
It's true.
i says. We try to incorporate the active
j and the passive whenever we can.
There's a place for both. But you can't
put it in every one."
America's parks should tell the sto-
ry of communities and all the people
who use them. That means city and
1 p county planners and officials must
make decisions to balance the opin-
ions of constituency groups and the
With Spring City, you can choose from the country's widest range of variety of uses desired.
traditional styles-or create your own custom designs. And you can trust our In Fort Collins, for example, the
I io ve•,ns ofctst iron experience to help keep your project on schedule, with local soccer association ultimately
fast turnarounds and an exceptionally high rate of on-time delivery. bought 100 acres of farm land several
miles to the east of the original park
site, and the sports facility will sit
S P R I N G CITY next to the interstate highway. Par-
Electrical Manufacturing Company ents plan to fund the athletic complex
For a free brochure, call us at with grants and registration fees and
Phone (610) 948 4000; Fax (610) 948 5577 user fees.
Jana McKenzie is senior associate at
EDAW, Inc., Fort Collins, Colo.
36 October 1996 Circle No. 18 on Reader Service Card AMERICAN CITY & COUNTY
t
PARKS & RECREATION DEPARTMENT
POLICIES AND PROCEDURE MANUAL
TABLE OF CONTENTS
Policy or Procedure
Parks & Recreation Board
Agenda Procedure*
Budget Procedure*
Administrative
Donation Policy*
Refund Policy*
Naming Park Facilities Policies*
Reservations
Park Use Policy*
Athletic Facilities Reservation Procedure*
Building Reservation Procedure*
Pavilion Reservation Procedure
Maintenance
Rain-Out Telephone Message Procedure
Recreation
Instructor Hiring Procedure*
Day Camp Procedures
After-School Procedures
City Of Southlake
Travel Policy Guidelines
Fiscal Policy
Building Maintenance Procedure
Ozone Alert Procedure
Purchasing Policy
Accident Reports
Request for Service
S~
Work Order Procedures
Cable Channel
Forms
Donation Form
Building Reservation Form
Ballfield Reservation Form
Personal Services Agreement
Instructor Application
Program Proposal
Personal Inquiry Waiver
* These policies and procedures are included in your packet.
Parks and Recreation Department
Policies and Procedures Manual
Procedure: Parks and Recreation Board Agenda Preparation
Source: Parks and Recreation Board
Category: Administration
Effective Date: December 9, 1996
Revised Date:
Statement of Purpose
The Board's main responsibility is to be advisory to the City Council and other City Boards and
committees concerning policy issues. This procedure is in place to assure that the Board can
effectively manage its limited time for this purpose.
Procedure
The staff is responsible for preparing the Board agenda. A draft agenda is to be prepared two weeks
prior to the meeting. The draft is reviewed with the Chair of the Board, and the draft is finalized
Monday before the meeting. The goal of the staff is to have the Board packet delivered to the Board
members by Wednesday evening before the following Monday night meeting.
The general order of the regular monthly meeting agendas will be:
1. Call to Order
2. Approval of Minutes
3. Administrative Comments
4. Public Forum
5. Consider Items
6. Liaison Reports
7. Discussion Items
The agenda will include:
• Items tabled from previous meetings
• Items the Chair has requested to put on the agenda
• Items requested from other city boards, committees and staff to be discussed or considered
• Items coming forth in accordance with policy, procedures and ordinances - e.g., donations,
park dedication requests, agreements, etc.
Items that will not be included on the agenda:
Generally, public requests for agenda items will only be considered during public forum, during
which the Board may direct staff to put an item on an upcoming agenda. This gives the Board the
flexibility to determine what public requests they want to consider or discuss.
5C
Individual Board members requests:
Generally individual Board members requests for agenda items are coordinated with the liaison(s)
of that issue. The procedure is to coordinate all "operational" issues with the Board liaison(s).
Individual Board members may asked the Chair during the meeting to move items up or down on
the agenda. The Chair will make the final determination as to the order of the agenda during the
meeting.
~v
Parks and Recreation Department
Policies and Procedures Manual
Procedure: Parks and Recreation Board Budget Procedure
Source: Parks and Recreation Board
Category: Administration
Effective Date: December 9, 1996
Revised Date:
Statement of Purpose
The following describes budget responsibilities in the Parks and Recreation Board's By-laws, Article
IV., Section 4.1 (g): "The duties and responsibilities of the Parks and Recreation Board shall be to:
Review the annual budget of the park and recreation programs prior to submission to the City Council
and submit a recommendation on the budget." The following procedure will outline the steps of the
budget process for the Board to review.
Procedure
The Board should hold an annual goals retreat (in January, February or March) to review projects
from the past year, look at "unfunded needs" from past years, and determine projects for the
following year. The staff is responsible for preparing a follow-up report of the retreat for Board
consideration at the following regular meeting. The staff will hold a planning retreat (in late February
/early March) to develop goals and objectives for the following year, which will be used to facilitate
Board discussion.
In March, the Board will discuss mid-year budget recommendations for the City Council to consider
at their mid-year budget retreat, usually held in late March or early April.
In April, the Board will review staff and Board requests to present a report of Park Board budget
priorities for the City Manager to consider. Staff prepares the first draft budget for the City Manager
to consider in June, based on this report which will be submitted with the first draft budget. The
Board will receive a copy of the new requests submitted.
The City Manager reviews all department budget requests, outstanding commitments of the City and
the projected revenues to prepare his budget in accordance with the City Charter.
In August, the Board will review the City Manager's recommended budget. The Board will prepare
a report to City Council of their recommendations regarding the City Manager's budget.
City Council will approve a tax rate and budget in September. The City's fiscal year is from October
1 to September 31.
Parks and Recreation Department
Policies and Procedures Manual
Policy: Donation Policy
Source: City Council
Category: Administrative
Effective Date: May 9, 1994
Revised Date: December 9, 1996
Statement of Purpose
The purpose of this policy is to provide a consistent policy for consideration of donations to the
Southlake Parks and Recreation Department. The following policy will become effective immediately.
Procedure
1. Anyone considering making a donation to the City of Southlake Parks and Recreation
Department should submit a proposal in writing to the Parks and Recreation Director.
2. The proposal should include a complete description of the donation, and, to the extent
applicable, pictures and/or detailed drawings, preferred location of the donation, value of
donation and any stipulations that might go along with the donation.
3. The Parks and Recreation Director will review the proposal and make any
comments/recommendations deemed necessary. The Parks and Recreation Director may:
a. accept donations of living plant material without approval of the Southlake Parks and
Recreation Board, and may place the items where deemed appropriate, and/or
b. accept cash items valued up to $100 in value.
4. The Parks and Recreation Director will forward all other donation proposals along with
comments/ recommendations to the Southlake Parks and Recreation Board for their
consideration at the next regular meeting.
5. The Parks and Recreation Board will consider the proposed donation and make its comments/
recommendations. At the Board's discretion, donations may be forwarded to the City Council
for final approval.
6. The City of Southlake reserves the right to accept or reject any item submitted for approval.
7. The potential donor reserves the right to withdraw the proposed item at any time during the
approval process.
8. All item(s) will be considered for acceptance on an item by item basis.
9. A permanent location may be designated in each park site where donations will be recognized
with the item donated, the name of the donor, the date of the donation. Press releases may
be issued immediately following the acceptance of the donation and issued to area
newspapers.
10. All accepted donations to the City of Southlake will become the property of the City of
Southlake and will be used at the discretion of the City.
Parks and Recreation Department
Policies and Procedures Manual
Policy: Refund Policy
Source: Parks & Recreation Board
Category: Administrative
Effective Date: September 13, 1993
Revised Date: December 9, 1996
Statement of Purpose
The purpose of this policy is to ensure customer satisfaction. Our motto is "Satisfaction
Guaranteed."
Procedure
1. A 100% refund will be given to all registrants if a course is canceled.
2. If the customer is not satisfied with the program a pro rated or 100% refund will be given.
Registrants requesting refunds should submit their request prior to the second class
meeting.
3. Any refund check processes requires two to three weeks before delivery.
4. Supply fees will not be refunded for supplies received and kept by the participant.
Parks and Recreation Department,
Policies and Procedures Manual
Policy: Naming and Renaming of Facilities
Source: City Council
Category: Administrative
Effective Date: February 18, 1996
Revised Date:
Statement of Purpose
The purpose of this policy is to provide parameters for the naming and renaming of park facilities.
Procedure
In the naming of parks or facilities in the City of Southlake the following guidelines shall be used:
1. May be named for any deceased individuals or groups who have served the community.
2. May be named for any deceased local, state, national or international figures.
3. May be named for any local, state or national geographic area or landmark or event.
4. May be named for any symbol or concept associated with the City of Southlake, the
State of Texas, or the United States of America.
When advertising for input from the residents separate forms need to be returned for each park
name submitted.
SUBMISSION FORM FOR PARK NAME
(PLEASE PRINT)
Name to be Submitted:
Please include a brief explanation (on a separate sheet of paper if necessary) to support your
recommendation.
Submitted by: Date:
(name required)
Address:
Telephone: (Home) (Office)
Please submit your suggestions to: City of Southlake Parks & Recreation Department
400 N. White Chapel, Southlake, Texas 76092
SUBMITTALS MUST BE POSTMARKED BY
Please contact the Parks and Recreation Department at 817/481-5581, Ext. 756 if you have any
questions. THANKS FOR YOUR INTEREST.
~S
Parks and Recreation Division Department
Policies and Procedures Manual
Policy: Park Use Policy
Source: City Council
Category: Administrative
Effective Date: November 6, 1992
Revised Date: February 7. 1995
Statement of Purpose
The City of Southlake has several park facilities that offer recreational opportunities for all citizens
of Southlake. The Park Use Policy is a guideline for the management of these public facilities.
For information and reservations for any park facilities, call 481-5581 ext. 756; or write to the City
of Southlake, Parks and Recreation, 667 N. Garrall Ave. 400 N. White Chapel Blvd, Southlake, TX
76092.
DEFINITIONS:
For the purpose of this Park Use Policy, the following terms are defined as:
1. Residents: Citizens who live within the city limits of Southlake or pay property tax
to the City of Southlake or Carroll Independent School District.
2. Regular Meetings: Meetings held on weekdays, between the hours of 6:00 am on Monday
to 4:30 pm on Friday. Regular meetings are held on a biweekly,
monthly, or bimonthly basis, held at least 6 times per year and no more
than two times per month.
FACILITIES AND FEES:
The City of Southlake shall have the authority to bring in priority functions which may necessitate
the removal of activities previously scheduled. The primary use of these facilities is to benefit the
public at large and any activities scheduled by the City for the benefit of the public should be given
priority over private individuals or groups using the facilities.
The park facilities are not available to for-profit or for commercial uses. The community
facilities are available for public uses, community benefits and not-for-profit uses.
Non-residents may use the facilities on an as available basis.
1. The Lodge and Community Center
A. Regular Meetings - The Lodge and individual rooms in the Community Center may
be reserved for regular, meetings by residents. Parks & Recreation Department will be
responsible for handling all reservations and scheduling.
An annual fee, as specified in the City's fee schedule, is to be paid prior to the first usage
of the facility. A list of regular meeting dates must be submitted with the annual fee.
A security deposit, as specified in the City's fee schedule, is required at the time of completing
the reservation application and may be left on file for the duration of the regularly scheduled
meeting dates. The security deposit will be refunded if the facility has been left clean and in
order, and all keys issued are returned to Parks and Recreation Department or Police Dispatch
at City Hall within one hour of the conclusion of the facility's use. The Parks & Recreation
Department 9 flee must be notified within 48 hours of a cancellation of a regular meeting.
Failure to do so may result in forfeiture of the security deposit.
No group or individual may reserve The Lodge or Community Center for regular meetings
from 4:30 pm on Friday to 12:00 midnight Sunday.
B. Reservations for Special Activities - may be made by residents and non-residents for
special activities, holiday parties, family reunions, birthday parties, etc. on a first-come basis.
The hours from 6:00 am to 12:00 midnight, seven days a week, may be reserved on a first-
come basis, and reservations cannot be made more than six (6) months in advance. No group
or individual may use the facility for more than three (3) consecutive weekends, not to exceed
twelve (12) weekends in a fiscal year.
A reservation fee and security deposit, as specified in the City's fee schedule, are to be paid
at the time the reservation is made for the facility. The security deposit will be refunded if
the facility has been left clean and in order, and all keys issued are returned to the Parks and
Recreation 8€ftee Department or Police Dispatch at City Hall within one hour of the
conclusion of the facility's use. The Parks & Recreation Department 9ffiee must be notified
within 48 hours of a cancellation of a reservation. Failure to do so may result in forfeiture of
the security deposit.
Variances to these requirements may be granted, upon request, at the discretion of the City
Manager. The Southlake Parks and Recreation Board will make recommendations regarding
variances to the City Manager. A variance shall not be granted by the City Manager unless
a written request for a variance is submitted which demonstrates:
1) Special circumstances exist which are peculiar to the applicant's ability to secure
meeting space, and
2) That use of the facility by other groups will not be adversely affected by granting
the variance.
C. Equipment - A TV/VCR and other equipment may be available for a fee, as specified
in the City's fee schedule. The request for the use of equipment must be submitted with the
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facility use request.
D. Scheduling and Access - The buildings shall be locked when not in use. The keys will be
available and can be obtained from the Parks & Recreation Department O flee or
Police Dispatch at City Hall. Access to the buildings is limited to the scheduled group when
meetings are in session. Access to buildings is controlled by Parks & Recreation Department.
Multiple activities and/or groups may be scheduled at the same time. No group may schedule
the buildings for a use that precludes the use of the other available meeting rooms. Applicant
agrees to return the park facility to a clean and orderly condition with all City property in its
original location and to pay for the cost of replacement or repair of any damage to the facility
or equipment caused by user's negligence or the negligence of guests, invitees, etc. Payment
of the security deposit does not release the user of the facility from responsibility for damages.
Any user found in violation will not only forfeit the security deposit, but. may be denied
further use of the facility.
II. Ballfields and Practice Fields.
Ballfields, soccer fields, and practice fields are available to the citizens of Southlake. Groups
outside the City will be given consideration on an as available basis. The Southlake Baseball
Association, Southlake Girls Softball Association, Grapevine-Southlake Soccer Association
and any activity sanctioned/sponsored by the City of Southlake shall be exempt From fees in
accordance with the annual Facility Utilization. Agreement. Reservation procedures are
available from the Parks & Recreation O flee Department.
III. Concession Stands.
The City of Southlake may have a contract granting a particular vendor exclusivity. All
concession vendors must obtain a health permit. Residents and non-residents may request use
of a concession stand. Requests must be in writing. Requests will be reviewed by staff and
the Parks & Recreation Board, with the City Manager granting final approval. At least one
adult must be present in the concession stand while it is open.
IV. Pavilion. Tennis Courts and Sand Volleyball Courts.
Use of the pavilion, tennis courts and sand volleyball courts will be on a first-come basis.
'A+en others are waiting to ttse the eatwts a one hatir time limit goes itt eff~et. Equipment may
s Facilities and equipment maybe rented in accordance with the City's fee schedule.
V. pa-vi4f~n.
Use of the pavilion will be att a first eome basis.
V. Other Facilities. Playgrounds. Trails and Individual Picnic Tables,
Use of all other park facilities are available on a first-come basis only, during the operating
hours of the park at no charge.
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VI. Overnight Park Use.
The park may be reserved on an overnight basis subject to approval by the City Council. In
deliberating the merits of the use, the Council shall consider the factors outlined in Zoning
Ordinance 9480, Sec. 45.5. Council shall specifically consider the length of time for the use,
any fees or deposits to be charged and security to be provided.
VII. Insurance Requirements for Specific Activities.
Any organization or association that desires to utilize the athletic fields belonging to the City
of Southlake for the purpose of establishing an organized program of athletic competition,
such as soccer leagues, softball leagues, little leagues, or other comparable activities on a
continuing basis for structured athletic competition shall be required to provide proof of
insurance. Such organizations shall have a general liability policy, naming the City as
additional insured, in an amount of at least one million dollars ($1,000,000) with such policy
specifically designed to cover the cost of defense and of liability for injuries suffered by
competitors in the organized athletic activity. Organizations subject to this provision shall be
required to deposit proof of insurance in a form acceptable to the City Manager with the City
Secretary prior to commencing use of City athletic fields.
The requirements set out above are designed and intended to be applicable only to formal
organizations and leagues who sponsor and control organized continuing athletic activities
on a seasonal basis. The insurance requirement is not applicable to individual citizens or
groups of citizens who desire to use athletic fields on a one time basis. The purpose of this
regulation is to protect the City against any costs which might arise from an organized
program of league activities with its increased risk of competitor injury due to volume of
activity.
These formal organizations and leagues must enter into a Facilities Utilization Agreement
with the City of Southlake to formalize the details and liability requirements.
VIII. Users must comply with procedures, policies, and restrictions and all pertinent ordinances of
the City of Southlake. Any questions arising about items not specifically addressed in this
policy should be referred to City staff, Southlake Parks and Recreation Board, or Southlake
City Council as appropriate.
Parks and Recreation Department
Policies and Procedures Manual
Procedure: Athletic Facilities Reservations
Source: Parks & Recreation Board
Category: Reservations
Effective Date: August 9, 1994
Revised Date: December 9, 1996
Statement of Purpose
The purpose of this policy is to ensure proper usage and procedure when reserving park facilities.
NOTE: Groups or associations with current facilities usage agreements noting fields specifically
designated for their use are exempt from the following procedure.
Procedure
1. Athletic fields must be reserved through the Parks and Recreation Department and a
reservation slip will be issued to the reserving team or group. Reservations must be made
in person at the Parks and Recreation Department from 8:00 a.m. to 5:00 p.m. Monday
through Friday. Reservations will be accepted beginning each Monday, 8:00 a.m. for that
week only. EACH PERSON MAY GET ONLY ONE RESERVATION SLIP AT A TIME
AND NO RESERVATIONS WILL BE MADE BY PHONE.
2. All reservation slips will have the date of the scheduled activity, time period, field name and
number, and fees paid. Reservations will be valid only for the date indicated.
3. Reservations will be made on a weekly basis. Reservations will be accepted starting on
Monday of each week, with teams being allowed one time period per week. Teams may
obtain extra periods by coming in after 4:00 p.m. on the day they want the second
reservation. Also second reservations may be made at 4:00 p.m. Friday for Saturday and
Sunday.
4. Staff will determine time periods which will be arranged seasonally as demand dictates.
5. Field reservation fees are specified in the city fee schedule.
(Refunds or credit will be issued only for inclement weather.)
6. In the case of inclement weather, it is the RESPONSIBILITY of the TEAM MANAGER
ONLY to contact the Parks and Recreation Department field conditions number at 481-5581
ext. 758. The recorded message, which will be changed each weekday at 4:00 p.m. and on
weekends at 9:00 a.m., which will detail the playing conditions of the fields at that time. The
determination of field conditions for playable use concerning reservations shall be left at the
discretion of the Parks and Recreation Department. Any team playing on closed fields will
be prohibited from further field usage throughout the remainder of the season.
6-
Parks and Recreation Department
Policies and Procedures Manual
Procedure: Building Reservation Procedure
Source: Parks and Recreation Board
Category: Reservations °
Effective Date: January 9, 1995
Revised Date: September 9, 1996
PURPOSE: To summarize the rules and regulations for reserving buildings as outlined in the
Park Use Policy.
1. FEES: Fees will be charged in accordance with the current fee schedule.
2. DEPOSIT: If the facility is not left clean and in proper order, or if the keys are not returned
within one hour following a meeting, the security deposit may be forfeited and
another security deposit must be submitted prior to further use.
3. ACCESS: Access to The Lodge and Community Center is controlled by Parks and Recreation.
Multiple activities and/or groups may be scheduled at the same time. The keys will
be available and can be obtained from the Parks and Recreation, Office between the
Hours of 8anr-5pni Monday thru Friday or evening hours at the police dispatch office
located at 667 North Carroll, north end of City Hall, the day of the use or Friday
before the weekend use.
4. DAMAGES:
Users of the facility are responsible for all damages occurring to the facility, its
furnishings, equipment and other property related to the use of the facility, through
user's negligence or the negligence of guests, invitees, etc. Payment of the security
deposit does not release the user of the facility from responsibility for damages.
Failure to comply will result in forfeiture of the security deposit and denied
further use of the facility.
5. RESERVATIONS:
REGULAR MEETINGS
Residents of Southlake may schedule reservations for regular meetings during
weekdays. Regular meetings may not exceed two per month. No regular meetings
may be reserved Isom 4:30 p.m. on Friday to 12:00 midnight Sunday except regular
meeting groups may have one (1) weekend time slot per year for a special event (3
hour maximum).
Organizations that schedule regular meetings for the school year (Sept.-May) will
receive their security deposit back (if not forfeited) by June 1. Reservations for the
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upcoming school year will be accepted on or after August 15.
SPECIAL ACTIVITIES
Residents and non-residents may schedule reservations for special activities on a first
come first serve basis. Reservations cannot be made more than nine months in
advance. City meetings and recreation programs will take priority over all building
reservations. This may cause a group to be moved or canceled within a 24 hour
notice by the Parks and Recreation Department. .J
6. EQUIPMENT:
The City has a U.S. Flag, TVNCR, dry erase boards, easels, overhead projector and
slide projector. '('he request for these items must be submitted with the facility use
request. Equipment will be reserved on a first come first serve basis. City meetings
and recreation programs will take priority over all equipment reservations.
7. CLEANING:
Return tables and chairs and all other to original place, take trash to dwnpster located
in parking lot, secure all doors and windows, turn off lights, and turn off thermostats.
8. DECORATIONS & USAGE RESTRICTIONS:
The Parks & Recreation Department has outlined a check-in and check-out system
and a list of what is expected of the user. All users must follow the rules established
for the facilities. Failure to do so may result in forfeiture of the deposit and use of
the buildings in the future.
9. CANCELLATIONS:
The Parks and Recreation Office must be notified of cancellations within 48 hours
of reservation time. Failure to do so may result in forfeiture of deposit.
•J
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CITY OF SOUTHLAKE
PARK BUILDINGS RESERVATION FORM
AMUNITY CENTER: ❑ White's Chapel Room (198 capacity)
❑ Union Room (37 capacity)
❑ Jellico Room (37 capacity)
❑ Dove Room (37 capacity)
THE LODGE: ❑ Main Room (136 capacity)
❑ Kitchen
Date(s) Requested:
Time Requested: From: am/pm To: am/pm
Organization:
Type of Meeting/Activity:
Expected Attendance: (Please note capacity)
Other Equipment/Special Needs:
Person Responsible:
Name Day Phone Evening Phone
Address City/State/Zip Code
Additional adults who will be present at the function:
Name Address Day Phone Evening Phone
Name Address Day Phone Evening Phone
take full responsibility for the use of the building. I do understand there
is a clean up deposit that will only be refunded after the key has been returned and a walk-through of the building
has been made by City Personnel. I further understand that the deposit will be cashed and I will be refunded by mail
within two to three weeks after the rental date. I have been given a copy of the rules and regulations of Park
facilities. I fully understand and agree to these conditions.
Signature Date
Date approved: Rental Fee:
Representative: Deposit:
picked up: Check/Cash:
returned: Amount Refunded:
Annual Fee: Date Refunded:
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Parks and Recreation Department
Policies and Procedures Manual
Procedure: Instructor's Hiring Procedure
Source: Staff Directive
Category: Administrative
Effective Date: September 1, 1994
Revised Date: December 9, 1996
Statement of Purpose
The purpose of this policy is to ensure the City provides a balanced park and recreation program,
also recognizing that in order to provide a safe, fun learning experience for its citizens, selected
instructors should be of the highest caliber.
The objective of this procedure is to provide guidelines for the application and selection of
instructors chosen to provide programs and activities for the Parks and Recreation Department of
the City of Southlake.
Procedure
1. The guidelines are intended to apply to all persons wishing to enter into a contractual
agreement with the City for the purpose of providing recreation programs and instruction for
the Parks and Recreation Department.
2. It is the policy of the City of Southlake to recruit and employ qualified persons without
regard to race, color, religion, sex, age, national origin, or disability status.
3. Recruitment: The Recreation Supervisor may recruit qualified program applicants through
any of the following means:
* Advertising through appropriate media
* Affiliation with professional associations
* Applicants' employment or volunteer position in an organization
* Solicited or unsolicited submittal of a program proposal
* Referrals by a third party
* Any other acceptable means of identifying qualified instructors.
4. Application Process: Each applicant will complete the following items.
* Southlake Parks and Recreation Instructor Application Form (Attachment 1)
* Background Check Release Form (Sample attached)
* Program Proposal (Attachment 2)
L1
5. Contract Approval: Upon successful application, each contractor shall sign the following:
* A Concession/Personal Services Agreement listing terms of the contract (A
Concession Agreement is used for organizations and businesses, a Personal Services
Agreement is used for individuals.)
* W-9 Form
6. Each instructor shall be given an Instructor's Handbook detailing guidelines, safety
procedures, and other items of interest.
7. Responsibilities:
A. Recreation Supervisor:
* Review applicants' program proposal and Instructor Application. Coordinate
completion of reference and background checks. Make recommendations to the
Office of the City Manager.
* Prepare Concession/Personal Services Agreement.
* Ensure Agreement is approved and signed prior to commencement of classes.
* File the original Agreement with the City Secretary.
* Coordinate class scheduling, equipment requirements, and other City responsibilities
as agreed to in the approved Agreement.
* Provide a copy of Instructor's Handbook to all approved instructors.
B. Office of the City Manager:
* Approve the hiring of instructors as per employee hiring practices.
* Approve Concession/Personal Services Agreement.
* Authorize payment schedule of instructor.
C. Contracted Instructors:
* Be familiar with guidelines in the Instructor's Handbook.
* Shall not endorse or promote products or services that are not approved by the City.
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ARTICLE VII
PARK AND RECREATION DEDICATION REQUIREMENTS
Section 7.01 Park and Recreation Dedication Requirements:
1. Purpose: The requirements for open space, park and
recreational areas contained in this ordinance are intended
to ensure that in new residential developments in the City of
Southlake there will be sufficient land dedicated or otherwise
set aside to meet the demand and need of the future residents
of the development for open space, and neighborhood parks,
containing passive or active recreational areas that are
reasonably attributable to such development. In determining
the size of the parcel, or parcels, that should be set aside
and reserved in the manner set out in this ordinance, the City
Council has taken into consideration the projected growth in
population and development within the municipality and the
amount of open space and park and recreational facilities
needed to accommodate such growth. It is the policy of the
municipality that when land is dedicated or otherwise set
aside and reserved for open space and park and recreational
development it is designed to serve and shall be of such size,
character, and dimensions as is necessary to provide usable
open space and park and recreational areas.
2. Application: No final subdivision plat shall be approved on
any development until the dedication requirements of this
section have been met. For any plat including an existing
residential dwelling the lot with the existing dwelling shall
be exempt if the residential dwelling remains on the lot.
Section 7.02 Park and Open Space Policy:
A. The City Council of the City of Southlake has adopted a
comprehensive plan for the provision of park land, open
space and recreation areas and facilities. Said plan is
to be maintained and updated by the City Planing and
Zoning Commission and City Park Board as a part of the
comprehensive planning process. Under this plan, the
City Council has determined that one acre of park land
or dedicated open space shall be required for each fifty
(50) residential lots or living units placed in
development. This requirement is based upon the recent
development trend of the community which is resulting in
an average of two residential dwelling units per acre.
Existing population by housing unit statistics reflect
a population density of approximately three individuals
per living unit. The City Council, as a portion of its
park and recreation planning activities, has determined
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that one acre of park or dedicated open space should be
provided for each 150 residents of the City.
B. Although commercial and industrial development does not
generate residential occupancies per se, it does create
environmental impacts which may negatively affect the
living environment of the community. These impacts may
be ameliorated or eliminated by providing park or open
space areas which buffer adjoining land uses, prevent
undue concentration of paved areas, allow for the
reasonable dissipation of automotive exhaust fumes,
provide natural buffers to the spread of fire or
explosion, and provide separation of lighting, waste
disposal, and noise by-products of commercial and/or
industrial operations and activities from adjacent
residential areas. The City Council has therefore
determined that commercial and industrial activities
should provide dedicated parks and/or reserved open space
at a level of one acre of land for each 50 gross acres
of development or portion thereof.
C. In compliance with the terms and conditions of this
ordinance, each subdivider or developer, in the course
of subdivision, shall comply with the following:
1. Whenever a final plat is submitted to the City of
Southlake for approval, such plat shall contain a
clear fee simple dedication to the City of Southlake
of an area of land for park purposes, which area
shall equal one acre for each 50 residential
lots or living units to be covered by the
residential development and/or 50 acres of land
projected for commercial or industrial development.
Multi-family development shall be assessed on a
living unit rather than lot basis. Each duplex,
triplex, fourplex or apartment development shall be
required to reflect the number of living units to
be incorporated in the development on the
preliminary and final plat submissions.
2. The City Council has determined that the development
of an area smaller than five acres in size for
public park purposes is impractical and creates
unreasonable and unnecessary maintenance and
operating expenditures. In appropriate
circumstances, the Council may accept a dedication
of park land of less than five acres. However, if
fewer than two hundred fifty (250) lots or living
units of residential development or 250 acres of
commercial or industrial development are projected
for development on the final plat, the subdivider
or developer may be required to pay a fee in lieu
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of dedication to be used by the City for the
acquisition of park or open space areas. The fee
shall be determined as set forth in Section 7.03
below.
3. In any case where a dedication is required the City
shall have the right to accept the dedication as
submitted for approval on the final plat, or in the
alternative, to refuse dedication of the same, and
in lieu thereof to require payment of cash under the
formula set forth in Section 7.03 below or to allow
the developer to construct recreation or park
improvements. The City may permit a combination of
dedication, improvements and fees to be used to
fulfill this requirement.
4. Any developer, irrespective of the size of the
proposed development, who desires to pay a fee or
construct public improvements in lieu of the
dedication of land, may make such a proposal to the
City Council, who may agree to accept the payment
of a fee or the construction improvements in lieu
of dedication or some portion thereof.
5. In conformity with its park and recreation plan the
City may choose to purchase and improve a tract of
land for park or recreation development prior to the
initiation of any subdivision platting activity in
the immediate area. If the City acquires property
in such a manner, it may utilize any fees in lieu
of dedication collected from platted subdivisions
or developments to reimburse the municipal account
from which funds were drawn to acquire the park or
open space site.
6. If a developer desires to incorporate private park,
recreation or open space areas or amenities within
his development he may receive limited credit for
these facilities against his public open space
dedication requirements. A developer shall be
entitled to request credit for any private park,
recreation or open space area, but such private
park, recreation or open space amenities may-never
satisfy more than 50% of the total park and open
space dedication requirement.
7. No land dedicated or otherwise reserved in
compliance with this article shall have dimensions
smaller than one hundred (100) feet in width and one
hundred fifty (150) feet in depth. In any
development which includes wooded areas, flood
plains, or other natural features which are
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desirable to maintain, the City Council may grant
an exception from the strict application of these
minimum dimensions whenever it determines that by
doing so the protection and preservation of such
areas will be promoted.
Section 7.03 Fees in Lieu of Dedication: In order to ensure that
park and open space areas are provided in such locations and sizes
as to best meet the recreational needs of the community, the City
Council has established a provision to receive the payment of fees
in lieu of the dedication of land area.
A. Annually, during its budget adoption process, the City
Council of the City of Southlake shall establish a raw acreage
acquisition cost figure to be used in calculating park fees. The
Council shall, after reasonable study and investigation and based
upon the best available information as to land and property values
within the community determine what the cost would be of acquiring
one acre of vacant land in a developing area of the community.
This figure shall be the raw acreage cost under which all park fees
are calculated for the budget year.
B. If a developer should be required or choose to make a
payment of fees in lieu of the dedication of land for park and
recreation purposes he will notify the Planning and Zoning
Commission of the number of acres projected for development in his
'inal plat at the time of final plat submission. The City will
.hen determine how much land the developer would have been required
to dedicate by determining what percentage of a full 50 lot
residential or 50 acre commercial or industrial subdivision is
covered by the land area within the area to be platted. Where a
developer is proposing to pay a fee in lieu of land dedication for
an area larger than 50 lots, the method of calculation is identical
but the percentage will exceed one hundred percent.
C. The subdivider will pay the applicable fee to the City
Secretary prior to the execution and approval of the Developer
Agreement.
D. Funds received by the City Secretary pursuant to this
provision will be deposited in a special escrow account denominated
as the Park Land Account of the City of Southlake. Funds placed
in this account may be expended only for the purchase, lease, or
other acquisition of park and open space areas by the City of
Southlake, the improvement and site preparation of such areas and
sites, the extension of utilities to such sites, the installation
of landscaping, play equipment or recreation improvements on such
sites, and/or attendant engineering and planning costs associated
with such park activities. Funds placed in this account may not
be utilized for any other general business activity of the City.
All expenditures from this fund shall be made in accordance with
7-4
f
the City's park and recreation plan and shall be approved by the
:ity Council of the City of Southlake, Texas.
Any individual, organization or entity desiring to make
a contribution to the park and recreation system of the City of
Southlake may contribute funds to be placed in this account. Once
funds have been placed in this specific account of the City, they
are bound by the restriction on use encumbering funds paid as a fee
dedication requirement.
Section 7.04 Character of Dedicated Land:
1. Land dedicated or otherwise set aside for open space and park
and recreational areas shall be of such size, dimensions,
topography, and general character as is reasonably required
for the type of use necessary to meet the demand and need of
future residents, e.g., open space buffer, active recreation
for team or individual sports, playground, tot lot, picnic
area, etc.
2. Natural areas or flood plains which provide unique
opportunities may be included in areas dedicated or otherwise
set aside or reserved for open space. In considering any area
for dedication which does not meet the standards of this
ordinance and where the ordinance allows the municipality to
employ its discretion, the following may be considered:
r
a. Preservation area of unique natural beauty, area
possessing unique natural features, or other ecologically
valuable areas.
b. Facilities may be developed in partial fulfillment of
required parkland dedication.
C. Whether the area is proposed to be contiguous to an
existing or proposed school site.
d. A combination of land dedication and fees paid in lieu
of a portion of the land dedication.
e. Where developments are contiguous two or more required
dedications may be combined to form a single, viable park
area.
f. Acreage dedication which would expand existing parks or
recreation facilities.
g. An applicant may transfer the required parkland in a
subdivision to another location owned by the same
applicant within the City of Southlake with the consent
of the City.
7-5
Section 7.05 Maintenance of Private Parkland: '
a. If the open space and park and recreational areas
required by this ordinance are to remain private, such
areas shall be maintained by and deeded to a homeowners'
association, or a trustee. No plat containing a
reservation of private open space and park and
recreational areas shall be approved until the applicant
shall have filed with the City a declaration of the
covenants and restrictions that will govern such
association or trustee, and received approval of the same
from the Planning and Zoning Commission and the City
Council. Such instrument shall be approved by the City
Attorney as to legal form and effect, and the City
Council as to the suitability of the proposed use of the
proposed open space and park and recreational areas.
b. The covenants and restrictions, when submitted, shall
provide: For establishment of the homeowners'
association or trust prior to the sale of any part of
the property, that the covenants and restrictions and
maintenance shall be permanent, that the homeowners are
liable for the payment of maintenance fees and capital
assessments, that unpaid homeowners' fees and assessments
will be a lien on the property of the delinquent
homeowners, that the association or trustee shall be
responsible for liability insurance, taxes and perpetual
maintenance, that membership shall be mandatory for each
homeowner and any successive buyer, and that each
homeowner, at the time of purchase, shall be furnished
with a copy of the approved restrictions or conditions.
Section 7.06 Platting Requirements: Any land dedicated or
otherwise reserved under this ordinance for open space or park and
recreational areas shall be shown on the face of a plat submitted
for approval by the Planning and Zoning Commission. The land
proposed to be dedicated or otherwise reserved shall be submitted
by the developer or owner simultaneously with the filing of the
preliminary plat to the city staff for consideration by the
Planning and Zoning Commission for recommendation to the City
Council. Upon approval, the final plat shall be filed of record
in Tarrant County.
Section 7.07 Facilities Improvements in Lieu of Reservation of
Open Space or Park and Recreational Areas:
A developer may have the option of improving existing facilities
of municipal parks or developing dedicated parkland in lieu of
parkland dedication or payment of cash. Should any of these
options be exercised, the municipality and the developer shall,
prior to initiation of work on such improvements, enter into an
agreement for credit of expenses for authorized park improvements.
7-6
In no case shall the municipality be required to reimburse 'the
developer if he chooses to improve parklands at a greater amount
than required. Such agreement to provide facility improvements in
lieu of dedication or reservation shall be clearly noted on the
face of the preliminary plat at the time of submission to the City
for action.
Section 7.08 Prior Dedication or Payment of Cash in Lieu of
Dedication or Reservation:
1. Credit shall be given for any dedication or reservation of
open space or park land (but not in excess of 50% of the
requirement if the park land is private) or payment of cash
in lieu of dedication or reservation made pursuant to this
ordinance or deed restriction prior to the date of passage of
this ordinance.
2. If. a dedication or cash payment in lieu of dedication
requirement arose prior to the passage of this Ordinance, that
dedication or cash payment in lieu of dedication requirement
shall be controlled by the provisions of the ordinance in
effect at the time such obligation arose, provided the final
subdivision plat has been filed with the City for approval
prior to the passage of this Ordinance.
3. At the discretion of the City Council, any former gift of land
C to the municipality may be credited on a per-acre basis toward
eventual land dedication requirements imposed on the donor of
such lands. The City Council shall consider the
recommendations of the Planning and zoning commission and the
Park Board in exercising its discretion under this paragraph.
The City Council may, at its discretion accept any combination of
land, facilities improvements, or monies in compliance with this
ordinance to meet the demands and needs of future residents.
Section 7.09 Standards for Dedicated Parklands:
1. That the Owner and/or Developer agree that no construction
materials be disposed of or deposited within the park by its
contractor, subcontractors, employees or agents at any time
while the subdivision is being built. If materials are
deposited or disposed of within the park, the Owner and/or
developer will be required to remove these materials within
72 hours of written notice by the City.
2. That each corner of the parkland to be donated be permanently
monumented with 3/4" iron pins set in concrete. These shall
be located and identified on a recordable plat or land survey
completed by a land surveyor registered in the State of Texas
and provided to the City by Owner and/or Developer.
7-7
3. That before the City accepts this land, the developer shall
remove all trash and dead trees.
4. That the developer provide for adequate drainage through the
proposed park to eliminate standing water and health hazards.
5. A minimum size of 6" water main and sewer where available to
be stubbed to the park area, in location(s) specified by the
Director of Public Works to provide for future water and sewer
needs of the park.
6. Sidewalks where applicable be constructed that provide
contiguous walkways.
7. Signage designating this area as parkland may be supplied by
developer and/or owner. The selection and type of signage
will be approved by the Director of Public Works.
8. Any detention ponds and/or other drainage facilities to be
placed in areas which are to be dedicated as parkland must be
designed and constructed to allow for dual recreational use.
Construction plans may be required to demonstrate that the
design, placement, and construction of such ponds meets the
requirements of the Director of Public Works.
9. Developer shall meet with Director of Public Works to
( establish a written punch list of all the above items.
The City Council may, at its discretion accept any combination of
land, facilities improvements, or monies in compliance with this
ordinance to meet the demands and needs of future residents.
7-8
PARKLAND DEDICATION APPLICATION
The City of Southlake, in accordance with its subdivision ordinance, requires parkland dedication
for all new development. In lieu of land dedication for parks and recreation use, a developer
may instead choose to pay a park dedication fee.
City Council periodically establishes the value of one (1) acre of land in the City as a basis for
valuation of fees required for dedication. The current valuation of $25,000/acre results in the
following parkland fees:
Residential: $500 per lot or $500 per living unit
Commercial/Industrial: $500 per acre
Up to 50% credit on the fees may be granted if the developer provides parks improvements.
Conformance with the. Park Master Plan is a prime consideration in granting credit. The Park
Master Plan is a guide for the orderly development of a park and recreation system, which
divides the City into zones and identifies recommended improvements within those zones.
The Parks and Recreation Board considers all request for park fee credits and makes
recommendations to the City Council. If the developer will not be dedicating land, and wishes
to request credit for the fees, please complete the attached Exhibit "B" and return it, along with
a site plan and description of the recreational amenities/facilities proposed, to the City Manager's
Office for processing.
Please note that all requests for park fee credit will be evaluated using Attachments C-1 and C-2.
The Parks and Recreation Board welcomes the opportunity to discuss the many options available
to meet the parkland dedication requirement in order to best serve the City, the new development
and its residents. The Parks and Recreation Board meets at 7:30 p.m. on the 2nd Monday of
each month in the City Council Chambers at City Hall.
If you have any questions or need further assistance, please feel free to contact the City
Manager's Office or Shana Rice, Assistant City Manager at (817) 481-5581 ext. 705.
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Exhibit B
RECREATION 'IMPROVEMENTS SUMMARY
T IECT: Location:
Phase: Total Acres: Total Lots:
Total Parkland Dedication Assessed: $
(Residential = $500/lot; Commercial = $5001acre)
Total Parkland/Open Space Proposed:
Developer: Contact:
Address: Phone:
Consultant: Contact:
Phone:
Possible Number Estimated #Recommended in
Improvement Provided Unit Cost Zone
Comments
Picnic Tables
Benches
BBQ Grills
Tot Lot
P' and
Tt. _ 4' wide (miles)
Trail: 6' wide (miles)
Fitness Course
Ballfield Backstop
Soccer Field
Tennis Courts
Multi-purpose court
Parking Spaces
Irrigated Turf Acres
Restrooms
Nature Area
Swimming Pools
L
TOTALS
Attachment C-1
PARK DEDICATION FEES CREDIT EVALUATION
Scoring Summary
Project: '
Developer:
CRITERION 1. Conformance with Park Master Plan (P.M.P.) - (35 points) Total Points
CRITERION 2. Recreational Value - (25 points) Total Points
CRITERION 3. Environmental Features - (20 points) Total Points
CRITERION 4. Access/Parking (Pedestrian/Vehicular) - (15 points) Total Points
CRITERION 5. Site Plan Clarity - (5 points) Total Points
CRITERION 6. Amenity Construction Timetable (-20 points) Total Points
Project Phasing
OVERALL TOTAL (Criteria 1-6) (100 total points) TOTAL POINTS
*RECOMMENDED CREDIT
*Points Required for CREDIT:
50 % = 100-90, 40% = 89-75, 30 % = 74-60, 20 % = 59-45, 10% = 44-30, 0% = 29-0
• Attachment C-2
PARK DEDICATION FEES CREDIT EVALUATION
Project: Date:
CRITERION 1. CONFORMANCE WITH PARK MASTER PLAN (P M P) (35 POINTS)
1.1 Do the amenities offered by the developer:
_ a. exceed P.M.P. recommendations for the population _ 35 points
_ b. meets recommendations for the population _ 25 points
_ c. most improvements meet recommendations _ 20 points
- d. fulfills more than one significant element of P.M.P. zone _ 15 points
_ e. fulfills at least one significant element of P.M.P. zone _ 10 points
- d. does not conform to recommendations _ 0 points
CRITERION 2. RECREATIONAL VALUE (25 POINTS)
2.1 Site has interesting recreation opportunities for:
- a. all ages _ 25 points
- b. all but one age level _ 20 points
c. more than one age level _ 15 points
d. only one age level _ 10 points
e. conflicting age level participation _ 0 points
CRITERION 3. ENVIRONMENTAL FEATURES (20 POINTS)
3.1 Site has:
_ a. many unique/significant environmental features _ 20 points
- b. some unique environmental features _ 15 points
_ c. more than one unique environmental feature _ 10 points
_ d. one unique environmental feature _ 5 points
_ e. limited/no unique environmental features _ 0 points
f. destruction/removal environmental features _ -2 points
CRITERION 4. ACCESS / PARKING (15 POINTS)
4.1 Pedestrian access to the park/recreation/open space area is available:
_ a. excellent pedestrian access is provided _ 10 points
- b. pedestrian access is adequate _ 8 points
_ c. some pedestrian access is provided _ 6 points
_ d. limited pedestrian access provided _ 4 points
_ e. pedestrian access via streets only _ 0 points
f. impediments to pedestrian access - -2 points
4.2 Vehicular parking is provided, if necessary:
- a. on site (or No Parking required) _ 5 points
b. nearly adequate parking on site _ 4 points
- c. some parking on site _ 3 points
- d. adequate parking near site _ 2 points
- e. minimal parking on/near site - 1 point
- f. no parking provided _ . - 0 points
PARK DEDICATION FEES CREDIT EVALUATION Attachment C-2
Cont'd -Page Two
CRITERION 5. SITE PLAN CLARITY (5 POINTS)
5.1 Site Plan:
- a. details all improvements clearly _ 5 points
- b. generally shows all improvements _ 4 points
- c. improvements shown but retains options _ 3 points
- d. conceptual in nature _ 2 points
- e. vague about improvements _ 1 point
- f. not provided _ 0 points
CRITERION 6. AMENITY CONSTRUCTION TRYIIETABLE (-20 POINTbM
6.1 Construction:
- a. improvements completed 6 mos - 1 year 0 points
- b. improvements completed 1 year - 18 mos _-10 points
c. improvements completed 18 mos - 2 years - -15 points
- d. improvements completed greater than 2 year _-20 points
71V
TYPICAL CREDIT CRITERIA Attachment D
Credit Point Range
50% All improvements exceed P.M.P. recommendations for population, 90 - 100
Sufficient parking on site,
Excellent pedestrian access throughout addition to park,
Interesting recreation opportunities for all age levels,
Site has many unique/significant environmental features,
(i.e., rock outcroppings, topography, water features, plants, wildlife),
Site Plan details all improvements clearly.
Improvements will be completed immediately.
40% Improvements meet P.M.P. requirements for population, 75 - 89
Nearly adequate parking on site,
Pedestrian access to park is adequate,
Interesting recreational opportunities for all but one age level,
Site has some unique environmental features,
Site Plan generally shows all improvements.
Improvements will be completed 6 mos - 1 year later.
30% Most improvements meet P.M.P. recommendations for population, 60 - 74
Some parking provided on site,
Some pedestrian access provided,
Interesting recreational opportunities for more than one age level,
Site has more than one unique environmental feature,
Site Plan shows improvement, but retains options.
Improvements will be completed 1 year to 18 mos later.
20% Fulfills more than one significant element of P.M.P. zone, 45 - 59
Adequate parking near site,
Limited pedestrian access,
Interesting recreational opportunities for only one age level,
Site has at least one unique environmental feature,
Site Plan is conceptual in nature.
Improvements will be completed 18 mos - 2 years later.
10% Fulfills at least one significant element of P.M.P. zone, 30 - 44
Minimal parking on/near site,
Pedestrian access via streets only,
Site has limited unique environmental features,
Site Plan is vague about improvements,
Site has no unique environmental features.
Improvements completed greater than 2 years later
0% Improvements do not conform to Master Plan recommendations, 0-29
No parking provided, _
Impediments to pedestrian access,
Conflicting age level participation,
No Site Plan/Concept Plan provided,
Site development has destroyed/removed unique environmental features.