2011-07-11 Parks Board PacketCITY OF
SOUTHLAK
MEMORANDUM
July 7, 2011
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting — Monday, July 11, 2011 at 6:00 p.m.
The Parks Board meeting will begin at 6:00 p.m. in Southlake Town Hall, City
Council Chambers. A light meal will be available at 5:30 p.m.
Please let staff know if you will not be able to attend this meeting
(Icarnenter(a-),ci.southlake. tx. us or 817. 748.8184). Thank you.
1. Aaenda Item No. 2. Administrative Comments:
A. Oath of Office — Appointments to City boards and commissions
were made by City Council at the June 21, 2011 meeting. Staff
would like to welcome back reappointed Parks Board members
Elaine Cox, John Slocum and Tina Wasserman. City Council will
appoint a replacement for Place 4, which was vacated by Randy
Williamson's transfer to the Planning & Zoning Commission,
following an application and interview process. We look forward to
working with the entire Parks Board and appreciate the time and
dedication you have committed to the City. The Oath of Office will
be administered to the reappointed members.
In addition to the Oath of Office, the Office of the City Secretary has
several administrative documents that must be completed by the
appointees and existing members. You should have received an
email from the City Secretary with those documents attached;
however, copies of each document will be provided at the meeting
for your convenience to complete and return to staff.
B. Parks and Recreation Quarterly Report — Recreation
Superintendent Steve Moore will distribute statistical reports and
provide a presentation about the recreation programs, events and
athletic association participation at the meeting.
2. Agenda Item No. 3A. Consent: Approval of the minutes from the regular
Parks and Recreation Board meeting held June 13, 2011. If you have
corrections to these meeting minutes, please make it part of the motion for
consideration.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — July 11, 2011
Page 2 of 3
3. Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board
Members — The Parks Board will consider the absence of Park Board
member Gregg Formella from the regular Parks Board meeting held June
13, 2011. A copy of the Attendance Report is in your packet.
4. Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to
address the Board about non -agenda items. During this proceeding it is
important that the Board not deliberate (discuss among yourselves) or
take action on any item brought up at this time. The Boards' options during
this topic are 1) to listen, 2) ask questions and respond to the presenter
only, 3) request staff to look into the issue and report back to the Board
and/or 4) request that the Chair put the item on a future agenda for the
Board to discuss or consider.
5. Agenda Item No. 5A. Consider: Recommendation on a Facilities Utilization
Agreement with Dragon Youth Football — If approved, the proposed
facilities utilization agreement (FUA) with the Dragon Youth Football (DYF)
Association is for the period from August 15, 2011 through November 18,
2011 and will allow the Association to use the turf area at the Bob Jones
Park Amphitheatre for flag football practices. Recall previously the City
had a facilities utilization agreement with DYF for the use of the same area
at Bob Jones Park from August 18, 2010-November 30, 2010. The
proposed 2011 FUA provides that Dragon Youth Football Association will
pay a field maintenance fee of $12.00 per player, per season for each
child participating in DYF's flag football program. A copy of the proposed
FUA is included in your packet.
6. Agenda Item No. 5B. Consider: Election of Parks and Recreation Board
Officers for FY 2011-12 — This item is placed on your agenda to allow for
the election of Parks and Recreation Board officers for FY 2011-12. Per
the Southlake City Code, Section 12-78, as soon as practicable after the
annual appointment of new board members by the City Council, the Board
shall select from the members a Chairman, Vice Chairman, and Secretary
each to serve until the next annual election. Any sitting Board member
may be considered for the officer positions. A current roster of the Board is
provided in the packet memo.
OTHER ITEMS OF INTEREST
7. City Council Action — The following park -related action items were
considered by City Council at the June 21, 2011 meeting:
Approved contract with Schrickel, Rollins and Associates, Inc., for
the design and engineering of Bicentennial Park Phase II in the
amount of $1,234,000
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date —July 11, 2011
Page 3 of 3
Approved Ordinance No. 1002, 2nd Reading, Bob Jones Nature
Center and Preserve Master Plan, a component of the Southlake
2030 Parks, Recreation and Open Space Plan
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@_j
Candice Sanders, Assistant to the Director, 817-748-8311; (csanders@_j
Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@_j
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (Iarpenter@_j
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKI
PARKS AND RECREATION BOARD MEETING
Monday, July 11, 2011
6:00 p.m.
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas
REGULAR SESSION:
1. Call to order
2. Administrative Comments:
A. Oath of Office
B. Parks and Recreation Quarterly Reports
3. Consent:
A. Approve minutes from the regular Parks and Recreation Board meeting
held June 13, 2011
B. Absence of Parks and Recreation Board members
REGULAR AGENDA:
4. Public Forum
5. Consider:
A. Recommendation on a Facilities Utilization Agreement with Dragon
Youth Football
B. Election of Parks and Recreation Board Officers for 2011-12
6. Discussion: No items this agenda
7. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date —July 11, 2011
Page 2 of 2
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400
Main Street, Southlake, Texas, on July 8, 2011 by 6:00 p.m. pursuant to Chapter 551 of the Texas
Government Code.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to
assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Oath of Office
"I do solemnly swear (or
affirm) that I will faithfully execute the duties of
the office of Parks & Recreation Board for
the City of Southlake, State of Texas, and will
to the best of my ability preserve, protect, and
defend the Constitution and Laws of the City.
furthermore solemnly swear (or affirm) that
have not directly nor indirectly paid, offered, or
promised to pay, contributed, nor promised to
contribute any money or valuable thing, or
promised any public office or employment, as
a reward to secure my appointment or the
confirmation thereof. So help me God."
CITY OF
SOUTHLAKE
MEMORANDUM
July 7, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Parks and Recreation Quarterly Report
Staff will distribute statistical data reports on the athletic programs and provide a
PowerPoint presentation about the various recreation programs and events at
the meeting on Monday.
2113-1
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: June 13, 2011
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas
TIME: 6:00 p.m.
Parks and Recreation Board Members present: Chairman John Slocum, Vice -Chairman
Tina Wasserman, Secretary Julie Landesberg, and Board Members Margaret Adams, Sherry
Berman, Elaine Cox, Kevin Smith and Randy Williamson
Parks and Recreation Board Members absent: Board Member Gregg Formella
Staff present: Director of Community Services Chris Tribble and Assistant to the Director
Candice Sanders
Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and
Recreation Board to order at 6:05 p.m.
REPORTS/CONSENT AGENDA:
enda Item No. 2. Administrative Comments.
A. Construction Management Report — The June Construction Management Report
was distributed in the meeting packet. Staff responded to questions regarding
completion of North Park project and Bicentennial Park Phase I grand opening in
September.
B. Leases with US Army Corp of Engineers (USACE) — City Council will consider
two lease agreements for additional Corps property adjacent to Southlake at an
upcoming City Council meeting in August. The City's current 25-year lease with
the COE for 218 acres with an expiration date of 2023 will be replaced with a
new lease that will include the original 218 acres and add an additional 230
acres. The new lease is for 25 years, August 3, 2011- July 31, 2036. The City will
also enter into a new 25-year lease agreement, beginning August 1, 2011, with
the COE for 129.7 acres of land designated as Wildlife Management Area.
Maintenance costs to the City will be minimal. A map of the properties
designated in the leases is attached to the minutes.
The Board expressed interest in obtaining the COE land that is currently leased
by Trophy Club and falls in Southlake jurisdiction if it becomes available in the
future.
3A - 1
Unofficial Minutes of the June 13, 2011 Parks Board Meeting
Page 2 of 4
C. Sponsorship Program Update — The Sponsorship Program will be presented at a
future City Council meeting to receive initial feedback and direction on revenue
opportunities. Then the information will be incorporated into the Program and
brought back to the Parks Board for their input and recommendation and for
presentation to the athletic associations.
Agenda Item No. 3A. Consent: Approve minutes from the joint Southlake Parks
Development Corporation/Parks and Recreation Board/2030 Parks, Recreation and
Open Space Committee meeting held May 9, 2011 at 5:30 p.m. — There were no
corrections to the minutes.
Agenda Item No. 3113. Consent: Approve minutes from the regular Parks and Recreation
Board meeting held May 9, 2011 at 7:30 p.m. — There were no corrections to the minutes.
Agenda Item No. 3C. Consent: Absence of Parks and Recreation Board members — The
Parks Board considered the absence of Randy Williamson from the May 9, 2011 joint
SPDC/Parks Board/2030 Committee meeting at 5:30 p.m. and the regular Parks Board
meeting held at 7:30 p.m.
A motion was made to approve the Consent Agenda with both sets of meeting minutes and the
absence of Randy Williamson as presented.
Motion: Cox
Second: Adams
Ayes: Adams, Berman, Cox, Landesberg, Slocum, Smith, Wasserman, Williamson
Nays: None
Abstain: Williamson (abstained from vote on minutes only; voted in favor to excuse
absence)
Approved: 8-0
Agenda Item No. 4. Public Forum.
Joe Garcia, 809 Silverton, Southlake, Texas, voiced frustration about the lack of timely
communication from staff about cancelation of the summer volleyball league. Chair Slocum
requested Director Tribble to look into the issue and report back at the next meeting.
Agenda Item No. 5A. Consider: Recommendation on professional services contract with
Schrickel, Rollins and Associates, Inc., for the design and engineering of Bicentennial
Park Phase II — Director Tribble presented information about the contract with Schrickel,
Rollins and Associates, Inc., (SRA) for the design and engineering of Bicentennial Park Phase
II. City Council previously prioritized Bicentennial Park Phase II as the No. 2 Priority in the FY
2011 SPDC CIP and has approved $1,831,000 in the FY 2011 SPDC CIP Capital Budget. The
projected cost of the contract is $1,234,000. SRA president Terry Cheek was present to
respond to the Board.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-2
Unofficial Minutes of the June 13, 2011 Parks Board Meeting
Page 3 of 4
This item was discussed by the Parks Board. A recommendation was made to rotate the ball
fields to be more north and south facing to eliminate challenges with east/west direction into
the sun.
A motion was made to recommend approval of the professional services contract with
Schrickel, Rollins and Associates, Inc., for the design and engineering of Bicentennial Park
Phase II.
Motion: Wasserman
Second: Cox
Ayes: Adams, Berman, Cox, Landesberg, Slocum, Smith, Wasserman, Williamson
Nays: None
Abstain: None
Approved: 8-0
Agenda Item 6. Discussion: There were no agenda items for discussion at this meeting.
Non -Agenda Items — Parks Board discussed the following topics not listed on the June 13,
2011 meeting agenda:
Quarterly Reports — A quarterly report on recreation programs enrollment and youth sports
association participation will be presented at the July Parks Board meeting.
Garden District in Town Square — Staff will research and report back to the Park Board on the
status of a proposed park, including a pond and trail, in the area of Town Square where the
new lofts are to be built.
Dog Park — Staff will follow-up on the lighting at the dog park.
Kevin Smith term on the Parks Board — On behalf of staff and the Parks Board, Chair Slocum
thanked Parks Board member Kevin Smith for his participation on the Parks Board during his
term that expired May 2011.
A motion was made to adjourn the meeting.
Motion: Cox
Second: Smith
Ayes: Adams, Berman, Cox, Landesberg, Slocum, Smith, Wasserman, Williamson
Nays: None
Abstain: None
Approved: 8-0
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-3
Unofficial Minutes of the June 13, 2011 Parks Board Meeting
Page 4 of 4
John Slocum
Chairman, Parks & Recreation Board
Chris Tribble
Director, Community Services Dept.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-4
CITY OF
SOUTHLAK
MEMORANDUM
July 7, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Absence of Parks and Recreation Board Member(s) — Standing
Agenda Item
Action Requested: Parks Board consideration of the absence of Parks Board
member Gregg Formella from the June 13, 2011 regular
Parks Board meeting.
Background
Information: The "Absence Policy for Parks and Recreation Board"
adopted July 12, 2004 provides a mechanism for
consideration of absences of Board members from regular or
special Parks Board meetings. This item is listed as a
standing item on meeting agendas.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: Parks Board approved the Absence Policy at the July 12,
2004 meeting.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: Parks Board consideration of the absence of Parks Board
member Gregg Formella from the June 13, 2011 regular
Parks Board meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
K] =�1
2011 Parks and Recreation Board Meetings Attendance Log
Meeting Dates:
1/10
2/15
2/15
3/21
4/11
5/09
6/13
7/11
8/08
9/12
10/10
11/14
12/12
Members:
Elaine Cox
Julie Landesberg
John Slocum
Margaret Adams
Sherry Berman
Kevin Smith
Tina Wasserman
Randy Williamson
Gregg Formella
P
P
P
P
P
P
P
P
A
A
P
P
P
P
P
P
P
P
P
P
P
P
P
P
A
P
P
P
P
P
P
P
P
P
P
A
P
P
A
P
P
P
P
P
P
P
P
P
P
P
P
P
A
P
A
P
P
P
P
P
A
P
A
Notes:
P = Present
A = Absent
\ = Not Active
X = Cancelled
AP = Appointed
* = Term Expired
R = Resigned
Note: The 4/11/11 regular Parks Board meeting was
preceded by a joint Council/SPDC/Parks Board Work
Session. The 5/9/11 regular Parks Board meeting
was preceded by a joint SPDC/Parks Board/2030
Committee meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B-2
CITY OF
SOUTHLAK
MEMORANDUM
July 7, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on 2011 Facilities Utilization Agreement with
Dragon Youth Football
Action Requested: Parks Board review and recommendation on a 2011
Facilities Utilization Agreement with Dragon Youth Football
(DYF).
Background
Information: The City of Southlake coordinates with various youth sports
associations to offer a variety of athletic programs. These
arrangements are historically documented and authorized
through a written agreement referred to as a facilities
utilization agreement. A separate agreement is held with
each of the youth athletic organizations participating in the
use of City -owned fields and facilities.
The FUA with DYF presented for your review and
recommendation was developed using the results from
meetings and discussions by City Council members Laura
Hill and Al Zito, Parks Board Chair John Slocum, Parks
Board member Sherry Berman, representatives from each
athletic association, and staff that occurred last year to
standardize all FUAs.
Notwithstanding the updated format changes, the proposed
FUA with DYF is essentially the same agreement that was
approved last year for the use of the turf area at the Bob
Jones Park Amphitheatre for flag football practices. The
proposed 2011 FUA provides that DYF will use the same
area at Bob Jones Park from August 15, 2011 through
November 18, 2011, and requires payment of a field
maintenance fee of $12.00 per player, per season for each
child participating in DYF's flag football program. Note: DYF
participants are all Southlake residents, therefore no non-
resident fee is applicable. A copy of the proposed FUA is
attached to this memo.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A - 1
Parks and Recreation Board
Meeting Date —July 11, 2011
Page 2 of 2
Financial
Considerations: As per the previously approved FUA, DYF will pay the field
maintenance fee of $12.00 per player, per season (one Fall
season) for each child participating in DYF's flag football
program.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Partnerships and Volunteerism, and
Performance Management and Service Delivery and meets
the corporate objective to Collaborate with Select Partners to
Implement Service Solutions, Promote Opportunities for
Partnerships and Volunteer Involvement, and to Provide
High Quality Customer Service.
Citizen Input/
Board Review: Parks Board will consider the proposed 2011 FUA with DYF
at their July 11, 2011 meeting.
City Council will consider this item at their August 2, 2011
meeting.
Legal Review: The agreement was drafted utilizing the general core content
from the agreements previously developed which have been
reviewed by the City Attorney and approved by City Council.
Alternatives: Alternatives include:
■ Recommendation for approval as presented
■ Recommendation for approval with input as desired
■ Recommendation not to approve
Supporting
Documents: Supporting document includes the following items:
• Proposed 2011 Facilities Utilization Agreement with
DYF
Staff
Recommendation: Parks Board review and recommendation to approve a 2011
Facilities Utilization Agreement with Dragon Youth Football.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A-2
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
THE STATE OF TEXAS $
COUNTY OF TARRANT $
The parties to this Agreement are the City of Southlake, Texas, herein called "CITY,"
and the Dragon Youth Football Association, herein called "ASSOCIATION."
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties
agree as follows:
SECTION 1
SCOPE OF SERVICES
A. The ASSOCIATION shall provide the services as outlined in the attached
Appendix, Section A.
B. The CITY shall provide the services as outlined in the attached Appendix,
Section A.
SECTION 2
TERMS OF AGREEMENT
The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in
the attached Appendix, Section B.
SECTION 3
USE OF PREMISES
The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any
property of the CITY. Only the CITY may rent City property. All inquiries into field rentals
should be directed to the CITY, specifically, the Department of Community Services, at
(817) 748-8019.
The ASSOCIATION shall not engage in any business on Premises or do anything in
connection therewith which shall be in violation of any existing state or federal law or
municipal ordinances, or use the same in such manner as to constitute a nuisance.
5A-3
SECTION 4
OFFICERS AND BOARD MEMBERS
The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses
and phone numbers of all officers and board members within two (2) weeks after
election or appointment.
SECTION 5
FIELD MANAGERS
The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail
address of the one (1) person designated as the ASSOCIATION'S field manager. It
shall be the responsibility of the field manager to submit all practice, game and make-up
game schedules to the CITY as per Section 6. It shall also be the responsibility of the
field manager to meet with and discuss field playability as needed with a CITY
representative.
SECTION 6
ROSTERS AND SCHEDULES
The ASSOCIATION shall furnish to the CITY, the rosters of all participants (listing
where participants domicile) within two (2) weeks after the last regular practice.
The ASSOCIATION shall furnish to the CITY the full practice schedule for the season
(Fall) at least two (2) weeks prior to the first regular practice schedule.
SECTION 7
FIELD MAINTENANCE FEES
The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of
$12.00 per resident player per season (Fall) per the table below within two (2)
weeks after the last practice to cover the costs of maintaining the fields in playing
condition.
SECTION 8
FIELD USAGE
The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on
weekdays, 8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays, and shall cease field
usage (includes practices and games) at dusk.
5A-4
The CITY reserves the right to utilize the facilities when league practices are not
scheduled. If facility is abandoned, the Agreement is terminated.
The ASSOCIATION, while able to use the facilities pursuant to the terms of this
agreement, will in good faith work with the CITY regarding the CITY'S efforts to
also make such facilities available on an equitable basis to any other entity(ies) deemed
suitable by the City that also legitimately seek to have some use of the facilities.
SECTION 9
INSURANCE
The ASSOCIATION, at its own expense, shall obtain and keep in force during the term
of this Agreement public liability insurance as will protect the ASSOCIATION and the
CITY from all claims for damages to property and persons, and such insurance policy
shall carry the City of Southlake as an additional insured, in an amount of at least one
million dollars ($1,000,000) with such policy designed to cover the cost of defense and
liability for injuries suffered by competitors in the organized athletic activity. The
insurance shall protect the CITY from and against all liability for claims arising out of or
in connection with the ASSOCIATION's use and occupation of the premises, and shall
provide that such policy cannot be cancelled or terminated without thirty days prior
written notice to the CITY. All insurance shall be issued by a company or companies of
sound and adequate financial responsibility and authorized to do business in Texas,
acceptable to the CITY.
The type and minimum limit of liability insurance is as follows:
TYPE
Comprehensive General
Public Liability
MINIMUM LIMIT
$1,000,000 - Combined Single Limit
Coverage For Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake, for their adequacy as to content, protection and named
insurance company. The ASSOCIATION shall furnish to the CITY certificates of such
insurance within (10) ten days of the execution of this Agreement or prior to the
commencement of any activities by the ASSOCIATION at the City of Southlake Park
Facilities and CISD Athletic Facilities, whichever event occurs first. The ASSOCIATION
understands and agrees that it has the sole responsibility to provide this information and
that failure to timely comply with the requirements under the Article shall be cause for
termination of this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to the CITY
5A-5
under any third party liability policy.
The ASSOCIATION further agrees that with respect to the above required insurance,
the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
SECTION 10
INDEMNIFICATION
THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN
ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT
PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN
MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT
THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT
CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED
DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL
INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING
BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS
DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE
ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE
ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES
OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE
ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE
ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION
TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE
DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION
SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION
OF THE FACILITY.
THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF
SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL
CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL
INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE
ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO
ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED
BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT
5A-6
THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE
THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS
AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR
INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES
AND RECOVERY OF ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH
PARTIES.
SECTION 11
MISCELLANEOUS EXHIBITS
It is especially provided and agreed by and between the ASSOCIATION and the CITY
that the exhibits hereto attached shall be part and parcel of this Agreement as if set out
in their entirety said exhibits being:
1. FIELD MAINTENANCE EXHIBITS
"A" - CITY -Owned Field Maintenance Agreement
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"B" — Field Inspection and Closure Agreement
SECTION 12
TERMINATION OF AGREEMENT
If either party, the CITY or the ASSOCIATION, violates any term of this Agreement,
either party may find the other in default and terminate the Agreement. Any termination
will be made with a thirty (30) day notice and the right to cure within ten (10) days.
SECTION 13
RESIDENT PARTICIPATION
Both the CITY and the ASSOCIATION agree on a goal that all youth residents of
Southlake will continue to have the opportunity, at all levels of ability, to participate in
the athletic program established for their individual skill level. As an integral part of this
goal, the CITY encourages the ASSOCIATION to find a team for all Southlake residents
who register by the program's stated registration deadline.
SECTION 14
CITY OF SOUTHLAKE VALUES
The City of Southlake has adopted values that are the fundamental principles that guide
how members of the CITY conduct themselves in pursuit of the mission and vision. All
business conducted with the CITY shall adhere to the CITY's organizational values as
described below:
5A-7
• Integrity: Being worthy of the public's trust in all things. We deal honestly and
respectfully with each other and the public at all times.
• Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in
service delivery.
• Accountability: Taking personal responsibility for our actions or inaction while
putting the interests of the taxpayer first.
• Commitment to Excellence: Behaving responsively in our delivery of service to
the public. Our work is characterized by its quality and by the diligence with
which it is carried out. We proactively seek to solve problems in advance.
• Teamwork: Recognizing the importance of working together to meet our citizen's
needs, communicating clearly, sharing resources and information freely.
The values set forth in Section 14 are goals to which CITY officials, staff and employees
are expected to adhere to in activities concerning this Agreement. While perceived
failure to adhere to, comply with, or take action consistent with these values should be
reported to an appropriate CITY official, staff member, or employee, such action or
failure to act shall not be considered a breach of this Agreement.
This Agreement is made and entered into on the day of
ATTEST: CITY OF SOUTHLAKE
Alicia Richardson, TRMC
City Secretary
Approved as to form
City Attorney
by:
Mayor John Terrell
City of Southlake
President
Dragon Youth Football Association
5A-8
EXHIBIT "A"
CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT
1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing
and herbicide spraying. This may require up to twenty four (24) hours when the
ASSOCIATION must stay off the fields after application. The City will give a forty
eight (48) hour notice.
2. The CITY shall provide and maintain all area lighting systems.
3. The CITY shall be responsible for the maintenance of any irrigation system and
watering of the infields and any adjacent park irrigation systems and the watering
of non -athletic turf areas.
4. The ASSOCIATION shall continue to be responsible for daily policing of all litter
on the field(s) to include parking lot, playing areas, fences, and adjacent
grounds. All litter shall be placed in the bins, cans, and receptacles provided by
the CITY. The CITY shall provide pick up for these receptacles. If within the
CITY's judgment, the ASSOCIATION does not comply with litter collection, a
notification letter will be issued by the CITY requesting immediate compliance. If
the CITY deems applicable, further non-compliance will result in a fee of $25.00
per hour/per staff member for litter clean up.
5. The ASSOCIATION shall be prohibited from performing any maintenance to any
CITY property, including any turf areas without permission from the CITY.
6. If ASSOCIATION desires to request any special park components or other
special services be provided by the CITY for tournaments or other special
events, such request shall be submitted to the CITY at least two (2) weeks prior
to the start of the tournament or event.
7. All rescheduled practice or make-up practice must be approved by the CITY.
ASSOCIATION must provide at least 24 hours notice to CITY of scheduled
make-up practice.
5A-9
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure
1. It is raining at practice time.
2. Fields are too wet.
3. Athletic Fields need to be closed in the interest of participant safety and/or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closure
(Weekdays)
1. Inspect Athletic Fields by 3:00 p.m.
2. Make a decision based upon field condition or weather.
3. List any closings on the CITY Field Closure Line (817) 748-8028 by
4:OOpm.
4. The website is updated Monday through Friday by 4:00 pm.
http://www.cityofsouthlake.com/siteContent/70/documents/Departments/C
ommunityServices/Parks/RainoutLine.pdf
5. The Parks Manager or designee will have the final responsibility for
canceling practices with regards to field conditions for weekday practices.
6. If the conditions are marginal, the field information may include a notice
that such conditions are subject to change with an updated notification by
4:00 p.m.
7. After practices have begun and inclement weather becomes a factor, the
ASSOCIATION officials shall follow the same guidelines as CITY staff for
deciding cancellation or postponement.
(Weekends)
1. If a decision at 3:00 p.m. Friday is not possible, the Parks Manager or
designee familiar with the Athletic Fields will monitor the weather and field
conditions throughout the weekend and make decisions on field closure as
needed.
2. Inspect Athletic Fields by 7:00 a.m. on Saturday and Sunday.
3. Status for Saturday and Sunday afternoon and evening practices may be
reevaluated at the discretion of the Parks Manager or designee at 11:30
a.m. and the field decision will be made prior to noon that day.
4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8
a.m. for Saturday and Sunday practices. Note: The website is only
updated Monday through Friday.
5. The Parks Manager or designee shall consult with the ASSOCIATION's
5A - 10
Field Manager about the status of the fields.
6. Should the ASSOCIATION's Field Manager and the Parks Manager or
designee not agree, the decision of the Parks Manager or designee shall
be final.
CITY Resaonsibility for Imalementation
1. The primary responsibility for making field closure decisions rests with the
Parks Manager or designee responsible for Athletic Field maintenance.
2. In the Parks Manager or designee's absence, the Athletic Field Crew
Leader shall make the decision concerning Athletic Field closures.
3. The Athletic Field Crew Leader shall consult with the Parks Manager on
any decision concerning Athletic Field closures.
4. In the absence of both the Parks Manager or designee and the Athletic
Field Crew Leader, a person designated by the Parks Manager shall make
decisions concerning Athletic Field closures.
5. The appropriate ASSOCIATION's Field Manager has the responsibility to
inform the ASSOCIATION and the participants about the field closure
decision.
5A - 11
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
CITY OF SOUTHLAKE AND DRAGON YOUTH FOOTBALL ASSOCIATION
APPENDIX
SECTION A
SCOPE OF SERVICES
The ASSOCIATION agrees to provide a recreational Dragon Youth Football program
that adheres to the City of Southlake's organization values outlined in Section 14 of the
Agreement.
The CITY agrees to permit the use of its facilities known as Amphitheater Area,
located in Bob Jones Park, to Dragon Youth Football Association for the 2011
season.
SECTION B
TERMS OF AGREEMENT
1. This Agreement will be effective the date signed by the Mayor.
2. The term of this Agreement shall be from August 15, 2011, through November
18, 2011.
At the CITY's option and with mutual agreement by the ASSOCIATION, the
Agreement may be renewed annually for a period of twelve (12) months for two
additional terms by giving the ASSOCIATION written notice. If the CITY elects to
so renew this Agreement, ASSOCIATION shall update and submit any
documents required in accordance with terms and conditions of this Agreement.
The documents which the ASSOCIATION shall submit, if applicable, include, but
are not limited to: proof of insurance, full schedule, and proposed appendices
listed in this Agreement.
3. The beginning of a season is the first day the ASSOCIATION utilizes the field(s)
for "Regular season" practices, tryouts and scrimmages. The end of a season is
the last day the ASSOCIATION utilizes the field(s), as described above.
4. Youth Football shall consist of the following season(s):
a. Fall (August — November)
5. All fields will be unavailable during the CITY's scheduled maintenance periods.
6. The CITY will have priority to the facility for any CITY event.
5A - 12
7. Additional facility usage may be permitted by the Director of Community
Services. Additional facility usage requests must be submitted in writing to the
Director of Community Services a minimum of two (2) weeks in advance.
8. Fields that are not being utilized by the ASSOCIATION or the CITY will be made
available for public use. The CITY will work with the ASSOCIATION to identify
any available fields.
9. At no time, may an automobile be parked at any location other than designated
parking areas. All automobiles must be parked in the parking lot. Violators will be
ticketed by Southlake Police.
10. Minor, functional and operational amendments to this Agreement must be
approved by the Director of Community Services. Except as otherwise authorized
herein, any other substantive amendments to this Agreement must be approved
by City Council following a recommendation by the Parks and Recreation Board.
11. During practices and games, badges must be worn by all coaches.
5A - 13
CITY OF
SOUTHLAKE
MEMORANDUM
July 7, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Election of Parks and Recreation Board Officers for FY 2011-12
Action Requested: Election of Parks and Recreation Board Officers for FY
2011-12.
Background
Information: The Southlake City Code, Section 12-78, "Meetings and by-
laws," states the following: "As soon as practicable after the
annual appointment of new board members by the City
Council, the Board shall select from the members a
Chairman, Vice Chairman, and Secretary each to serve until
the next annual election. Should any of the above referenced
officer positions become vacant, the Board shall hold a
special election to fill such vacancy for the duration of the
unexpired term." Any sitting Board member may be
considered for the officer positions to include Chair, Vice
Chair, and Secretary. The current Board members are:
■ Elaine Cox — Place 1
■ Tina Wasserman — Place 2 (current Vice Chair)
■ John Slocum — Place 3 (current Chairman)
■ Vacant — Place 4
■ Sherry Berman — Place 5
■ Margaret Adams — Place 6
■ Gregg Formella — Place 7
It should be noted the number of Parks Board members was
reduced to seven (7) members by City Council when
appointments were made June 21, 2011. City Council will
accept applications and conduct interviews later this summer
to fill board vacancies that were not filled at the June 21
meeting.
Financial
Considerations: None
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B - I
Parks and Recreation Board
Meeting Date —July 11, 2011
Page 2 of 4
Strategic Link: N/A
Citizen Input/
Board Review: N/A.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Supporting documents include the following items:
■ Copy of Southlake City Code Section 12-78,
Article III as amended by Ordinance No. 881
adopted October 5, 2004.
■ Current Parks Board Roster
Staff
Recommendation: Election of Parks and Recreation Board Officers for 2011-12.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-2
Parks and Recreation Board
Meeting Date —July 11, 2011
Page 3 of 4
Sec, 12-7S. _leetings and by -lags.
As soon as practicable after the annual appointment of new board members by the cite council, the
board shall select from the members a chair, vice chair; and secretary, each to serve until the next annual
election. Should any of the above -referenced officer positions become vacant, the board shall held a special
election to fill such vacancy for the duration of the unexpired term. The board shall adopt by-laws to govern the
holding of its meetings which, at a mininnun, shall encompass the follm�mg:
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-3