Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
2011-12-12 Parks Board Packet
CITY OF SOUTH LAKE MEMORANDUM December 8, 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, December 12, 2011 at 6:30 p.m. The regular Parks Board meeting will begin at 6:30 p.m. in Southlake Town Hall, City Council Chambers, following the Southlake 2030 Parks, Recreation & Open Space / Facilities Master Plan Committee meeting at 5:00 p.m. A light meal will be available at 4:30 p.m. Please let staff know if you will not be able to attend this meeting (Icarpenter(a�-ci.southlake.tx.us or 817.748.8184). Thank you. 1. Agenda Item No. 2A. Consent: Approve minutes from the regular Parks and Recreation Board meeting held November 14, 2011. If you have corrections to these meeting minutes, please make it part of the motion for consideration. 2. Agenda Item No. 2B. Consent: Absence of Parks and Recreation Board Members — The Board will consider the absence of Park Board member Adams from the regular Park Board meeting held November 14, 2011 meeting. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3. Public Forum: This is the public's opportunity to address the Board about non -agenda items. During 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. 4. Agenda Item No. 4A. Consider: Recommendation on Park Dedication requirements for the Winding Creek Development — Winding Creek is a 46.65 acre development proposed by Paul Spain, located off of Carroll Ave. (roughly between La Paloma Ct. and Westmont Drive). The development includes 74 residential units and 46.65 gross acres. The total required park land dedication is 1.85 acres of public parkland or an alternative fee payment of $222,000. Winding Creek proposes to satisfy City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 12, 2011 at 6:30 p.m. Page 2 of 4 the park dedication requirement by dedicating 2.0 acres of public parkland. The City Council will consider this item at an upcoming meeting. A copy of the park dedication worksheet and support documents are attached to the agenda memo. 5. Agenda Item No. 4B. Consider: Recommendation on 2012-2013 Facilities Utilization Agreement with Southlake Baseball Association — The City coordinates with various youth sports associations to offer a variety of athletic programs. These arrangements are referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City -owned fields and facilities. The agreement is formatted in two parts — first the Facility Utilization Agreement section that guides all youth sports associations' use of City facilities in general, and second, the Appendix section, which addresses the specific needs and usage for the individual association. At your meeting, Director Tribble will update the board on how the City and CISD are handling specific field allocations on a season - by -season basis for all Southlake athletic associations beginning in 2012. The item presented for the Board's recommendation is an agreement for one, two-year term with SBA (January 1, 2012 — December 31, 2013). A copy of the FUA is attached to the agenda item memo. 6. Agenda Item No. 4C. Consider: Recommendation on 2012-2013 Facilities Utilization Agreement with Southlake Girl's Softball Association — The City coordinates with various youth sports associations to offer a variety of athletic programs. These arrangements are referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City -owned fields and facilities. The agreement is formatted in two parts — first the Facility Utilization Agreement section that guides all youth sports associations' use of City facilities in general, and second, the Appendix section, which addresses the specific needs and usage for the individual association. At your meeting, Director Tribble will update the board on how the City and CISD are handling specific field allocations on a season - by -season basis for all Southlake athletic associations beginning in 2012. The item presented for the Board's recommendation is an agreement for one, two-year term with SGSA (January 1, 2012 — December 31, 2013). A copy of the FUA is attached to the agenda item memo. 7. Agenda Item No. 5A. Discussion: Construction Management Report — The Community Services Department Construction Management Report is included in your packet. Please contact Director Tribble if you have any questions regarding the report. 8. Agenda Item No. 5B. Discussion: Southlake 2030 Plan - Parks & Recreation Components Update — The purpose of this agenda item is to City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 12, 2011 at 6:30 p.m. Page 3 of 4 allow for a discussion on the progress of the various Parks & Recreation related components of the Southlake 2030 Plan. 9. Agenda Item No. 5C. Discussion: Joint Utilization Committee Update — Standing agenda item. 10. Agenda Item No. 5D. Discussion: Miracle Field Update — Standing agenda item. OTHER ITEMS OF INTEREST 11. City Council Action — The following park -related action items were considered by City Council at the November 15 and December 6, 2011 meetings: • Approved Resolution No. 11-047, establishing a City - managed Keep Southlake Beautiful program. • Approved Resolution No. 11-051, appointing Tamara McMillan to serve on the Southlake Parks Development Corporation for a term to expire May 2013. • Approved Ordinance No. 1016, adopting the Southlake Art Master Plan, a component of the Southlake 2030 Plan. • Approved option to extend current contract with Signature Contracting Services, O'Donnell's Landscape Services and Dyna-Mist Irrigation Company for landscape services for 2012 12. Art Unveiling Ceremony for Southlake's Roundabouts — Please mark your calendar for this much anticipated event! The event will be held Friday, December 16, 10:30 a.m. at the Noble Oaks Park. The ceremony will be held at 10:30 a.m. at Noble Oaks Park, followed by a bus tour of the other roundabouts at 11:00 a.m. E-invites will be distributed, but wanted to give you a heads up to reserve this date on your calendar. A copy of the e- invite is attached with more details concerning parking and RSVP instructions. Hope you will be able to attend! As always, we appreciate your commitment and service to the City. Chris Tribble STAFF CONTACT INFORMATION: Telephone — (817) 748-8203 Facsimile — (817) 748-8027 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 12, 2011 at 6:30 p.m. Page 4 of 4 1400 Main Street, Suite 210, Southlake, TX 76092 Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us) Candice Sanders, Assistant to the Director, 817-748-8311; (csanders@ci.southlake.tx.us) Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@ci.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (Iarpenter@ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, December 12, 2011 6:30 p.m. LOCATION: Southlake Town Hall — Council Chambers 1400 Main Street Southlake, Texas REGULAR AGENDA: 1. Call to order 2. Consent: A. Approve minutes from the regular Parks and Recreation Board meeting held November 14, 2011 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider: A. Recommendation on Park Dedication requirements for Winding Creek Development B. Recommendation on Facilities Utilization Agreement with Southlake Baseball Association C. Recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association 5. Discussion: A. Construction Management Report B. Southlake 2030 Plan Components Update C. Joint Utilization Committee Update D. Miracle Field Update 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 12, 2011 at 6:30pm 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 Friday, December 9, 2011 by 6:00 p.m. pursuant to Chapter 551 of the Texas Governl►fq�le. 1/f • CD = 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 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: November 14, 2011 LOCATION: Southlake Town Hall — Council Chambers 1400 Main Street Southlake, Texas TIME: 6:30 p.m. Parks and Recreation Board Members present: Chairman John Slocum, Vice -Chairman Tina Wasserman and Board Members Sherry Berman, Elaine Cox, Gregg Formella and Lori Palmer Parks and Recreation Board Members absent: Secretary Margaret Adams Staff present: Director of Community Services Chris Tribble, Deputy Director Kari Happold 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 7:03 p.m. enda Item No. 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held October 10. 2011 — No corrections to the minutes. B. Absence of Parks and Recreation Board members — There were no absences at October 10, 2011 meeting, therefore the Parks Board did not take action on this item. A motion was made to approve the Consent Agenda with the meeting minutes as presented. Motion: Cox Second: Berman Ayes: Berman, Cox, Formella, Palmer, Slocum and Wasserman Nays: None Abstain: None Approved: 6-0 Motion Carried Agenda Item No. 4. Public Forum. No one was present during Public Forum to address the Parks Board at this meeting. Agenda Item No. 4. Discussion: 2A - 1 A. Construction Management Report — The November Construction Management Report was distributed in the meeting packet. Staff answered Board inquiries about North Park completion schedule. B. Southlake 2030 Plan Components Update — An update was provided to the Board. The discussion included Board assignments for the various Southlake 2030 Plan committees (ie. Mobility Plan, Community Plan, Youth Plan, and Sustainability Plan). C. Safety Town Project Update — An update was provided to the Board. D. Joint Utilization Committee Update — The November Joint Utilization Committee meeting was canceled in November, therefore there was no report for the Board at this meeting. E. Miracle Field Update — An update was provided to the Board. The alignment of the Miracle Field non-profit organization under the DFW organization umbrella will provide greater benefits for participants and the Miracle Field group. Agenda Item 5. Adjournment: A motion was made to adjourn the meeting at 7:26 p.m. Motion: Cox Second: Berman Ayes: Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman Nays: None Abstain: None Approved: 7-0 Motion Carried John Slocum Chair, Parks & Recreation Board Chris Tribble Director, Community Services Dept. 2A-2 CITY OF SOUTHLAK MEMORANDUM November 15, 2010 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: The Board consideration of the absence of Park Board member Margaret Adams from the regular Parks Board meeting held November 14, 2011. 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 Park Board meetings. This item is listed as a standing item on meeting agendas. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: Board action to excuse the absence of Park Board member Margaret Adams from the regular Park Board meeting held November 14, 2011. am 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 P P P P P P P P P P P P John Slocum P P P P P P P P A P P P Margaret Adams P P P A P P P P P P P A Sherry Berman P P P P P P P P P A P P Tina Wasserman P P P P P P P P P P P P Gregg Formella P P P P A P A P P P P P Lori Palmer AP P P Julie Landesberg P A A P P P P Kevin Smith A P P A P P P Randy Williamson P P P A P A P Notes: P = Present A = Absent \ = Not Active X = Cancelled AP = Appointed * = Term Expired R = Resigned Note: The 4/11/11 meeting was preceded by a joint Council/SPDC/Parks Board Work Session. The 5/9/11, 8/8/11, 9/12/11, 10/10/11, 11 /14/11 meetings were preceded by joint SPDC/Parks Board/2030 Committee meetings. 2B- 2 CITY OF SOUTH LAKE MEMORANDUM December 8, 2011 �7'i1:=1 FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Park Dedication Requirements for Winding Creek Development Action Requested: Review and recommendation on park dedication requirements for the Winding Creek Development. Background Information: Winding Creek is a 46.65 acre residential development proposed by developer Paul Spain, and located off of Carroll Avenue (roughly between Westmont Drive and La Paloma Ct.). The development includes 74 residential dwelling units. The City's Subdivision Ordinance, specifically Article VII, Park and Recreation Dedication Requirements, requires a developer to dedicate 1 acre of park land for every 40 residential dwelling units to satisfy it's Park Dedication Requirement. This proposed 74 unit residential development requires the dedication of 1.85 acres of park land. The required park dedication acreage for this development is determined by dividing the number of residential dwelling units (74) by 40 = 1.85 acres. The Article Vll also allows for a park dedication fee payment option, in lieu of the park land dedication. The park dedication fee is determined by multiplying the number of residential dwelling units by $3,000. This proposed 74 unit residential development would require a fee payment option of $222,000. The fee payment option for this development is determined by multiplying the 74 residential dwelling units by $3,000 = $222,000. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - i Parks and Recreation Board Meeting Date — December 12, 2011 Page 2 of 3 Winding Creek proposes to satisfy the park dedication requirement by dedicating 2.0 acres of park land (see attached renderings). Winding Creek also proposes that the 2.0 acres of proposed park land be made public park, and be maintained by the developer, and eventually, an established home owners association, in perpetuity. Winding Creek suggests a value of $300,000 for the 2.0 acres of park land, the park improvements, and the park amenities proposed in this development which exceeds the $222,000 required value. As such, the developer requests consideration of a $78,000 credit that may be applied to a future park project to be developed by the same owner/applicant (developer). The item for consideration by the Board is: • a recommendation on the acceptance of the proposed dedication of 2.0 acres of park land that would be maintained in perpetuity initially by the developer, and subsequently by an established home owners association • a recommendation on the granting of a credit balance of $78,000 to be applied to a future park development by the developer Financial Considerations: As described above. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Quality Development and meets the corporate objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, and to Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: Parks Board consideration at the December 12, 2011 meeting. City Council will consider an upcoming meeting. Legal Review: Not Applicable City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Parks and Recreation Board Meeting Date — December 12, 2011 Page 3 of 3 Alternatives: Alternatives include: • Board recommendation to accept the proposed park land dedication as presented • Board recommendation to accept the proposed park land dedication with input as desired • Board recommendation not to accept the proposed park land dedication and require payment of the park dedication fee Supporting Documents: Supporting documents include the following: • Proposal letter from Winding Creek • Winding Creek Development and Pedestrian Access Plan concept rendering • Winding Creek Development Proposed Park Dedication concept rendering • Park dedication worksheet • Guidelines and recommendations used by previous Park Boards when considering Park Dedication requirements Staff Recommendation: Staff recommends that the Board recommend acceptance of the proposed park dedication of 2.0 acres OR that the Board require the payment of the park dedication fee of $222,000 to satisfy the Winding Creek Development's park dedication requirements. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 Ci.southlake.tx.us Mail - Winding Creek Park Requirements Page 1 of 2 �SOUTHLAKE Winding Creek Park Requirements 1 message Paul Spain <Paul@terradfw.com> To: ctribble@ci.southlake.tx.us Cc: cyoung@sage-dfw.com, richdeotte@deotte.com Chris Tribble <ctribble@ci.southiake.tx.us> Wed, Dec 7, 2011 at 2:55 PM Thanks for letting me show you our new project, Winding Creek. With 11 ac. Or 25% of the site in open space it will be a very special project. The park fee worksheet is attached which shows we are required to give the city for parks 1.85 ac.. The sketch attached shows a proposed 2 ac. Park dedication site per our conversation. The west line would be inside the east wall of the existing home. Bobby Harrell and I looked over in more detail the ideas we had as to how to use this west wall and fireplace as part of the park. Upon closer inspection we are not sure saving the patio covering will be what we both want long term. The cost to modify an existing old single family house into a public use may exceed the cost to build a new and more usable structure. Our request is that the board approve the land dedication as meeting our park fee requirements. We will add benches and picnic tables where we both agree will be best used. I would like for the park board to allow you to work with us to come up with a solution as to how we can use part of the building for the benefit of the neighborhood and public. It will take some discussion with both of us to make sure what we are planning works well and looks great. Also for you review I have attached our trail plan for the project. Please schedule this request for the park board meeting on December 12. We will be going before the P&Z tomorrow evening, December 8th. Let me know if there is anything else we can provide you with. Terra Land Management 395 W. Northwest Parkway Suite 300 Southlake, Texas 76092 (817) 410-9201 (817) 410-9205 Fax (214) 502-2207 Cell 3 attachments 111207 Winding Creek -Park Dedication.pdf 2328K Park Dedication Worksheet - Winding Creek.pdf https://mail.google.com/mail/?ui=2&ik=dc 1408705e&view=pt&q=Paul%40terradfw.com... 12/9/2011 Ci.southlake.tx.us Mail - Winding Creek Park Requirements Page 2 of 2 35K 111128 Winding Creek - Development and Pedestrian Access Plan.pdf 2331 K https://mail.google.com/mail/?ui=2&ik=dc 1408705e&view=pt&q=Paul%40terradfw.com... 12/9/2011 Legend 4' Concrete Sidewalk — — — — — — 6' Concrete Trail — — — — 8' Concrete Trail — Common Open Space Residential Lots R.O.W. Dedication Stamped Concrete Fence Legend 6' Proposed masonry wall 6' Iron fence 6' Wood fence Existing fence to remain Notes: -Front Setbacks are 30' Typical -Rear Setbacks are 25' Typical -Side Setbacks are 10' Typical -There will be no outside storage onsite -Street paving will be concrete 46.647 ACRE LEGAL DESCRIPTION ALL THAT CERTAIN TRACT OR PARCEL OF LAND BEING SITUATED IN THE OBEDIAH W. KNIGHT SURVEY, ABSTRACT NO. 899, TARRANT COUNTY, TEXAS, BEING A PORTION OF THAT CERTAIN TRACT OF LAND DESCRIBED IN A DEED TO RCP SOUTHLAKE BOULEVARD #2, LTD., AS RECORDED IN INSTRUMENT NO. D203471724, DEED RECORDS, TARRANT COUNTY, TEXAS, AND BEING A PORTION OF THAT CERTAIN TRACT OF LAND DESCRIBED IN A FINAL JUDGEMENT TO C. A. PRADE JR., RECORDED IN VOLUME 6135, PAGE 942, DEED RECORDS, TARRANT COUNTY, TEXAS MORE PARTICULARLY DESCRIBED BY METES AND BOUNDS AS FOLLOWS: BEGINNING AT 318" REBAR FOUND AT THE SOUTHWEST CORNER OF SAID RCP TRACT, SAID POINT BEING ON THE EAST LINE OF THAT CERTAIN TRACT OF LAND DESCRIBED IN A DEED TO WILLIAM W, RUCKER AND ZENA RUCKER, AS RECORDED IN VOLUME 12591, PAGE 2257, DEED RECORDS, TARRANT COUNTY, TEXAS, THENCE ALONG THE WEST LINE OF SAID RCP TRACT AND SAID EAST LINE, NORTH 01 DEGREES 04 MINUTES 47 SECONDS WEST A DISTANCE OF 636.22 FEET TO A 112" REBAR FOUND AT AN ANGLE POINT IN SAID WEST LINE; THENCE CONTINUING ALONG SAID WEST LINE, NORTH 00 DEGREES 47 MINUTES 23 SECONDS WEST A DISTANCE OF 305.61 FEET TO A 112" REBAR WITH ALUMINUM CAP STAMPED "MLA RPLS 4873" SET, THENCE NORTH 88 DEGREES 10 MINUTES 26 SECONDS EAST A DISTANCE OF 325.52 FEET TO A 112" REBAR WITH ALUMINUM CAP STAMPED "MLA RPLS 4873" SET, SAID POINT BEING THE BEGINNING OF A CURVE CONCAVE SOUTHERLY HAVING A RADIUS OF 1000.00 FEET, THENCE ALONG SAID CURVE THROUGH A CENTRAL ANGLE OF 06 DEGREES 16 MINUTES 36 SECONDS, AN ARC LENGTH OF 109.55 FEET AND BEING SUBTENDED BY A CHORD BEARING SOUTH 88 DEGREES 41 MINUTES 16 SECONDS EAST A DISTANCE OF 109.49 FEET TO A 112" REBAR WITH ALUMINUM CAP STAMPED "MLA RPLS 4873" SET, THENCE SOUTH 85 DEGREES 32 MINUTES 58 SECONDS EAST A DISTANCE OF 54.07 FEET TO A 112" REBAR WITH ALUMINUM CAP STAMPED "MLA RPLS 4873" SET IN THE EAST LINE OF SAID RCP SOUTHLAKE BOULEVARD #2 TRACT, SAID POINT BEING ON THE WEST LINE OF SAID PRADE TRACT, THENCE ALONG SAID EAST LINE AND SAID WEST LINE, SOUTH 00 DEGREES 51 MINUTES 12 SECONDS EAST A DISTANCE OF 98.24 FEET TO A 112" REBAR FOUND, THENCE CONTINUING ALONG SAID EAST LINE AND SAID WEST LINE, SOUTH 12 DEGREES 43 MINUTES 27 SECONDS WEST A DISTANCE OF 154.47 FEET TO A 112" REBAR WITH A YELLOW PLASTIC CAP STAMPED 'BRITTAIN & CRAWFORD" FOUND, THENCE NORTH 88 DEGREES 58 MINUTES 46 SECONDS EAST A DISTANCE OF 479.42 FEET TO TO A 112" REBAR WITH A YELLOW PLASTIC CAP STAMPED 'BRITTAIN & CRAWFORD" FOUND IN THE EAST LINE OF SAID FINAL JUDGMENT, SAID POINT BEING ON THE WEST RIGHT OF WAY OF CARROLL AVENUE, THENCE ALONG SAID EAST LINE AND SAID WEST RIGHT OF WAY, SOUTH 01 DEGREES 00 MINUTES 47 SECONDS EAST A DISTANCE OF 2046.97 FEET TO A 112" REBAR FOUND ON THE SOUTH LINE OF SAID PRADE TRACT, SAID POINT BEING THE NORTHEAST CORNER OF THE LAKES OF LA PALOMA SUBDIVISION RECORDED IN CABINET A, SLIDE 4188, PLAT RECORDS, TARRANT COUNTY, TEXAS, THENCE ALONG THE SOUTH LINE OF SAID PRADE TRACT AND THE NORTH LINE OF SAID SUBDIVISION, SOUTH 89 DEGREES 03 MINUTES 54 SECONDS WEST A DISTANCE OF 936.37 FEET TO A I" REBAR FOUND AT THE SOUTHWEST CORNER OF SAID PRADE TRACT, SAID POINT ALSO BEING THE NORTHWEST CORNER OF SAID SUBDIVISION, THENCE ALONG SAID WEST LINE AND SAID PRADE TRACT, NORTH 00 DEGREES 48 MINUTES 46 SECONDS Zoning: A DISTANCE OF 1357.08 FEET TO THE POINT OF BEGINNING, CONTAINING 46.647 ACRES OR 2,031,948 SQUARE FEET OF LAND, MORE OR LESS. Existing Zoning: AG WILL/RUCKER AND ENA RUCKER 7-` �/ VOLUME 12591, PAGE 2257, D.R.TC Existing Zoning: AG Owner Property 1 (described in Exhibit A): Estate of Chancey Antoine Prade, Jr. & Estate of Anita Prade Owner Property 2 (described in Exhibit A): RCP Southlake Boulevard #2, Ltd. Prepared for: T E R R A TERRA LAND MANAGEMENT CO. 395 W. Northwest Parkway, Suite 300 Southlake, Texas 76092 817-410-9201 Planner: SAGE GROUP, INC. Master Planning Urban Design Architiecture Landscape Architecture 1130 N. Carroll Ave., Ste. 200 Southlake, Texas 76092 TEL.817-424-2626 28 NOV 11 1" = 100' 0 100' 200' C 400' A �E� s,AmoEa �aaTER.�a�Ess S,aMOEo �AR,ERa�a�Ess =,AMPEo Ro.=,,,, BENCHMARK NO. 1 ELEV: 613.23' � p �WJ - Existing Zoning: SF20B O N PF �L :k = W L.L.Ir;.-MEDR IN ©EN ;ITT G1SBIRffRL EDGEMONT DRIVE Development & Pedestrian Access Plan Quantitative Land Use Schedule Existing Existing Proposed Number Gross Net Density- Open Open Land use Zoning Zoning of Units Acreage Acreage DU/ Gross Space Space Acre Acreage Area/ % Medium Density Residential AG & SP2 RPUD 74 46.65 Ac. 45.55 Ac. 1.59 11.25 24.12% Bufferyards Summary Chart O 0 e Location Length Bufferyard Width -Type Canopy Trees Accent Trees Shrubs Fence/Screening Height & Material Required 1,910' 10' Type "B" 40 60 200 None East Provided 1,910' 10' Type "B" 40 60 200 6' Masonry Wall Note: Less credit for preserved existing trees. --- SOUTHWEST S/LVERLAKE, LLC INSTRUMENT NO. D2071352W, D.R. T C. T. Existing Zoning: AG H FQ T -Rd 9FT Hf HL,I TFff�(n1 afTM flu 7 CN H fnl 2 F.HTYl nAK LOT 1, BLOCK I OAK TREE ESTATES CABINET A, SLIDE 1122 P.R.T.C.T. moo\ \ ~ rn Zoning Case #ZA11-061 Winding Creek Obediah W. Knight Survey, Abstract No. 899 Southlake, Tarrant County, Texas Legend 4'Concrete Sidewalk - - - - -- 6' Concrete Trail 8' Concrete Trail comet n open Space Residential Lacs R.O.W. Dedication Park Dedication (2.Op acres) UM/1, Prepared for: T e R 9 A TERRA LAND MANAGEMENT CO. 395 W. Northwest Parkway, Suite 300 S%thlak2. Texas 7W92 817-4109201 Planner: SAGE GRMP, T+C. ft. Db�Q- L 30 P. C-0 A-. s�. IN S maM ,T 7W2 Tm et7-Q�2625 7 DEC 11 r � 0 30 "1 �J U F XX — r lU 1 15,497 s.f. r ,.ST Y POOL RESfO NCE ° � _ - ,�.\\7 4 1 METyiLI81�ILWNG J 18,111 S. I 1`� 5 j 16,962 s.f. L _ LACK 4 -i L�_ BLQCK,�5 16; 7.f n c t r,9 I Open Space Lc ` y 1.55 ac. -ij Ls e "B d - 6 1, sr9 atYaa �r wwru eRORs. anarsaany CARROLL AVENUE- � ILE1R8[GVT+CR _ — _.JVARIASLE WIDTH R.O.W. Park Dedication(2.00 ac.) WiIIdlll�,j Creek Southlake, Texas Park Dedication Worksheet Project Name: Winding Creek Project Contact: Paul Spain Phone #: 817-410-9201 Email: Paul@terradfw.com Planning LiaSon/Coordinator/Contact: Planning & Development Services Department Is there a City Council approved Developer's Agreement in place? No If yes, see specific PUD guidelines per attached A. Is this a PUD? Yes Park Dedication Guidelines and Recommendations included on Exhibit 2 B. Project Park Service Area Type (see 2005 Park Master Plan): (i) Existing X Proposed (ii) Neighborhood Park Community Park City Park C. Project is Private Park OR X Public Park D. Project is X Residential (go to line E) OR Non-residential (go to line F) E. Residential: Number of new dwelling units 74 F. Non-residential: Number of gross project acres 0 G. Credit for land dedication, physical improvement, or amenities requested? X Yes (fill out line H (i) and/or (ii) and worksheet per Exhibit 1) No (complete line H (i) and/or (ii) only) H. Dedication/Fee Calculation: (i) Residential total payment due: a) 1 acre per 40 dwelling units = 1 •85 acres x 120,000/Acre = $222,000 OR b) 74 dwelling units x $3,000 = $ 222,000 project fees due (ii) Non-residential total payment due: a) 1 acre per 50 gross acres = n/a acres x 120,000/Acre = n/a OR b) n/a acres at $2,400 per gross acre = $ n/a project fees due Exhibit 1 Expense Credit Worksheet A B I C I D I E F I G I H I I Item Units Southlake Standard Current Inventory I Joint Use' I Sur (+) Def (-) Proposed Units Proposed Value Private? (50% max.) TOTAL CREDIT Land Dedication 2009 2005? 1. Neighborhood Park Land acres 54 70.8 +16.8 2. Community / City Park Land acres 189 238.7 +49.7 3. Linear / Special Purpose Land acres 27 26.6 -.4 4. Natural Areal acres 297 396 +99 2.0 $300,000 $300,000 Facilities/Amenities 5. Amphitheater facility 1 1 ---- 6. Aquatics center facility 1 0 1 ---- 7. Batting cage stall stall 6 10 +4 8. Baseball diamond Youth 3 diamond 13 10 -3 9. Baseball diamond Adult 3 diamond 2 1 -2 10. Baseball Practice Area diamond 13 9 9 -4 11. Basketball court outdoor court 5 3 3 -2 12. Bench public each 54 189 +135 13. Bench private each 1 +3 14. Community/Recreation Center facility 1 0 -1 15. Dog Park 1 1 ---- 16. Fishing pier/dock pier/dock 2 2 ---- 17. Horseshoe court each 2 2 -- 18. In -line hockey rink (lighted 4 rink 1 1 ---- 19. Lacrosse field field 31 1 -2 20. Nature Center 1 1 ---- 21. Pavilion each 10 12 +2 22. Pee -Wee Football Field field 3 1 -2 23. Picnic shelter each 9 10 +1 24. Picnic table each 54 81 +27 25. Playground each 1 6 6 ---- 26. Senior Center facility 1 1 ---- 27. Skate Park each 1 -1 28. Soccer Field field 18 13 -5 29. Soccer Practice Area field 13 12 12 -1 30. Softball diamond Youth 3 diamond 5 4 -1 31. Softball diamond Adult 3 diamond 2 2 ---- 32. Softball Practice Area diamond 6 6 ---- 33. Tennis Center Pro Shop) facility 1 1 ---- 34. Tennis courts court 18 16 -2 35. Trail (hike/equestrian mile 2.7 12.1 +9.4 36. Trailhead, Equestrian each 2 3 +1 37. Trail, Nature mile 2.7 2.12 -.58 38. Trail, Paved mile 2.7 6.1 +3.4 39. Trail, Mountain Biking mile 1 5.4 0 -5.4 40. Sand volleyball court court 1 2 0 -2 Total Value of Park Land & Amenities Proposed $300,000 41. TOTAL CREDIT REQUESTED' (Sum of right column above) $300,000 42. REQUIRED FEE (line H(i) or (ii)) (See "Project Information" section) $222,000 43. BALANCE (Excess only credited to other projects at Board and Council discretion) 1$78,000 'Deficiency standards do not include Joint Use inventories as they are not dedicated to the city. Joint Use shown for informational purposes can be inclusive of acreage amounts shown in items above Is are based on game and practice fields being mutually exclusive of each other. Fields which may be lighted or used as practice and game fields will lower overall numbers. I is 1:25,000 population. Ultimate population of 35,000 will create a burden. Need most likely met with youth facility in Bicentennial Park per Master Plan. Exhibit 2 PARK DEDICATION Guidelines and Recommendations While it should be noted that Parks Board recommendations may not necessarily be bound by the following information, items to be considered when reviewing Park Land Dedication requests may include: 1. PUD (Planned Unit Development) Status No Credits for PUD open space requirements. 2. HOA responsibility for maintenance Seek HOA responsibility in perpetuity for landscape maintenance and utility requirements for neighborhood parks. (Larger park areas may be a combination of City and HOA maintenance or solely the responsibility of the City dependent upon size and intended use.) 3. Park Signage Seek developer installation of park identification signage. 4. Fee Credit Balance Recommend limiting carry forward of credits to future phases of a development or to development of adjoining properties. 5. 50% credits for private parks Credits for private parks and amenities "may never satisfy more than 50% of the total park and open space dedication requirements". The Board may, if desired, select only those items it feels are needed from those proposed by developer, and grant partial credit up to a maximum of 50%. 6. Parks and Open Space Master Plan How does this development relate to the Master plan? The extent to which a proposed park receives credits depends upon the extent to which it meets the established design, location and context criteria of the Master Plan. CITY OF SOUTHLAKE MEMORANDUM November 3, 2011 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Baseball Association Action Requested: Parks Board recommendation on Facilities Utilization Agreement with Southlake Baseball Association (SBA) for 2012-13. Background Information: As you know, the City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs. These arrangements are referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City -owned fields and facilities. The agreement is formatted in two parts — first the Facility Utilization Agreement section that guides all youth sports associations' use of City facilities in general, and second, the Appendix section, which addresses the specific needs and usage for the individual association. At your meeting, Director Tribble will update the board on how the City and CISD are handling specific field allocations on a season -by -season basis for all Southlake athletic associations beginning in 2012. The item presented for your recommendation is an agreement for one, two-year term with SBA (January 1, 2012 — December 31, 2013). Financial Considerations: Same as last year's agreement. The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 12, 2011 Page 2 of 2 Association Season Maintenance Maintenance Seaso Season Fees Fees Lengt Months (Residents) Spring $12 per player, $17 per player, 6 February - Recreational per season per season Months July Fall $12 per player, $17 per player, 4 August - Recreational per season per season Months November SBA Spring $12 per player, $17 per player, 6 February - (Classic) per season per season Months July Fall Select $12 per player, $17 per player, 4 August - (Classic) per season per season Months November 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 objectives 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 recommendation December 12, 2011 City Council consideration January 17, 2012 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 to approve as presented ■ Recommendation to approve with input as desired ■ Recommendation not to approve Attachments: (A) Proposed Facilities Utilization Agreement with Southlake Baseball Association Staff Recommendation: Parks Board recommendation on the proposed Facilities Utilization Agreement with Southlake Baseball Association (SBA) for 2012-13. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 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 Southlake Baseball 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. Due to the necessity of inter -league play in order to complete some leagues, the ASSOCIATION shall assure that an ASSOCIATION team is scheduled for each game played on a Southlake field. 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. 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 MANAGER 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 full schedule for practices and games (field number, age group, dates, practice times, and game times) for each season (Spring Recreational, Spring Classic, Fall Recreational, and Fall Classic) at least two (2) weeks prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where participants domicile) within two (2) weeks after the season. 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, and a non-resident field maintenance fee of $17.00 per non-resident player per season (Spring Recreational, Spring Classic, Fall Recreational, and Fall Classic) within two (2) weeks after the last regular season game (Spring Recreational, Spring Classic, Fall Recreational, and Fall Classic) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the baseball program. 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 games and practices) by 10:00 p.m. on Sunday through Thursday, and by 11:00 p.m. on Friday and Saturday. The CITY will turn the lights out at 10:30 p.m. on Sunday through Thursday, and 11:30 p.m. on Friday and Saturday. Exception: Times for usage of lights and fields may be modified for tournament play with prior notification and permission from the Director of Community Services. If field usage concludes prior to 10:00 p.m. Sunday through Thursday or 11:00p.m. Friday or Saturday, the ASSOCIATION shall have the responsibility to turn off all field lighting by using the Musco Control -Link password assigned to the ASSOCIATION. The CITY reserves the right to utilize the facilities when league games 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 MINIMUM LIMIT $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake for their adequacy as to content, protection and named insurance company. 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, 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 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 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. CONCESSION STAND OPERATION EXHIBITS "B" - Concession Stand Agreement 3. CLOSURE OF ATHLETIC FIELDS EXHIBITS "C" - 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 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. The CITY also encourages the ASSOCIATION to continue its development of a "tweener" program. In addition, the CITY encourages the ASSOCIATION to strive for 25% resident participation in its select level programs and 85% resident participation in its recreational level programs. 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: • 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 , by: CITY Secretary Approved as to form CITY Attorney CITY OF SOUTHLAKE Mayor City of Southlake President ASSOCIATION 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. The City will not close a field with a scheduled game. 2. The CITY shall perform all clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The CITY shall prep fields, as required, Monday through Friday, weather permitting, for regularly scheduled games. Note: Fields will not be prepared by the CITY for any game(s) unless the game(s) are on the schedule. 4. The CITY shall mark all foul lines. 5. The CITY shall maintain all back -stops, fences and gates in a safe and secure condition. 6. The CITY shall maintain all bleachers and dugouts in a safe and secure condition. 7. The CITY shall provide and maintain all area and ballfield lighting systems. 8. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infields. 9. The CITY shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield and of non -athletic turf areas. 10. The CITY shall maintain the restrooms in a safe and sanitary condition. 11. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards on the assigned fields will be the responsibility of the CITY. 12. The ASSOCIATION shall be responsible for the cost to maintain/repair the scoreboard controllers on the assigned fields. 13. The CITY shall provide and install the home plates, bases, base stakes and pitching rubbers. If the ASSOCIATION desires any specialized type of plates or base anchors, these shall be provided by the ASSOCIATION to the CITY for installation. 14. The CITY shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday, for regularly -scheduled league games only. 15. The CITY will provide contract porter services on weekends. The porter service provided by the CITY will be limited to restroom cleaning and the removal of full trash bags from the trash receptacles. The schedule for the porter services will be set as deemed appropriate by the Director of Community Services. 16. The ASSOCIATION shall continue to be responsible for daily practice and game day policing of all litter on the field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands 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. 17. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf or infield areas without permission from the CITY. 18. The ASSOCIATION shall be responsible for securing the facility at the end of each day or evening of play. This includes, but is not limited to, locking all ball field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 19.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. 20.All rescheduled games or make-up games must be approved by the CITY. The ASSOCIATION must provide at least 24 hours notice to the CITY of scheduled make-up games. EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at the Bicentennial Park Baseball Fields for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement maintain the inside of the concession stand and shall be responsible for all fixtures, appliances, and all equipment necessary for storage, preparation, and serving of food and drinks in a clean, safe, sanitary manner commensurate with similar CITY facilities in compliance with CITY, County and State statutes and ordinances and acceptable to applicable agencies. The CITY shall be responsible for all maintenance and repairs to the permanent physical structure of the building, such as electrical wiring, plumbing, ice maker, and other structural components. 3. The ASSOCIATION shall be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION is also responsible for any Health Department Certificates. 4. The ASSOCIATION shall be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc., generated by the concession stand. Adequate trash receptacles shall be furnished by the CITY. 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 CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment room as deemed necessary by the Director of Community Services. 6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand as dictated by the weather. 7. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 8. The ASSOCIATION shall at all times during the duration of this Agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc., on the inside of the concession stand. 9. The ASSOCIATION shall be responsible for the total contents of the concession stand. Securing any insurance for all the contents of the building is optional and will be the responsibility of the ASSOCIATION. 10. The CITY reserves the right to utilize the concession stand and/or score booths during this Agreement. 11. If facility is abandoned this Agreement is terminated. EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game time. 2. Baseball infields and/or outfields 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 games with regards to field conditions for weekday games. 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 games 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 games 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 games. Note: The website is only updated Monday through Friday. 5. The Parks Manager or designee shall consult with the ASSOCIATION's 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 Responsibility for Implementation 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. PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE BASEBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth baseball program that adheres to the City of Southlake's organization values outlined in Section 14 of the Agreement. The CITY agrees to allocate the required number of fields to meet the Association's program needs for 2012 — 2013. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made three (3) times per year, as per the City of South lake/Carroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT 1. This Agreement will be effective the date signed by the City. 2. The term of this Agreement shall be from January 1, 2012 through December 31, 2013. 3. The beginning of a season is the first day the association utilizes the field(s) for coach look, tryouts, scrimmages, pre -season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the association utilizes the field(s), as described above, for that corresponding season. 4. Baseball shall consist of the following seasons: a. Spring Recreational (typically February - July) b. Spring Classic (typically February — July) c. Fall Recreational (typically August - November) d. Fall Classic (typically August — November) 5. A maximum of ten (10) tournaments, actually played, will be allowed per year. This includes any overflow, co -hosted, or joint tournaments with other associations/entities. This does not include league tournaments for the spring and fall season leagues. An annual tournament calendar shall be submitted by January 15t" each year. An ASSOCIATION rep shall be available at all times during all tournaments. 6. The collection of admission or "gate" fees by the ASSOCIATION is permissible, at the Bicentennial Park baseball fields only, for tournaments (not including regular season tournaments). The ASSOCIATION agrees that the location of such admission access points shall not prevent or impede other park users from accessing other general areas of the park. 7. The collection of tournament entry/registration fees by the ASSOCIATION is also permissible. 8. Game fields will be unavailable during the CITY's scheduled maintenance period from May 28, 2012 through June 10, 2012 (as well as the same corresponding dates for 2013), and during the months of December and January. 9. The CITY will have priority to the facility for any CITY event. 10. 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. 11. 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. 12.Only those ASSOCIATION representatives who have been issued a permit by the CITY will be allowed to drive automobiles into the complex on the pedestrian pathways. The permit will only be issued by the CITY to those ASSOCIATION representatives responsible for the delivery of concession and building supplies to the concession/restroom/storage facilities. The permit allows for the drop-off and pick-up of concession and building supplies. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. All automobiles must be parked in the parking lot. The ASSOCIATION must contact the Recreation Superintendent for a permit. Violators will be ticketed by Southlake Police. 13. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 14. 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. CITY OF SOUTHLAK MEMORANDUM November 3, 2011 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association Action Requested: Parks Board recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2012-13. Background Information: As you know, the City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs. These arrangements are referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City -owned fields and facilities. The agreement is formatted in two parts — first the Facility Utilization Agreement section that guides all youth sports associations' use of City facilities in general, and second, the Appendix section, which addresses the specific needs and usage for the individual association. At your meeting, Director Tribble will update the board on how the City and CISD are handling specific field allocations on a season -by -season basis for all Southlake athletic associations beginning in 2012. The item presented for your recommendation is an agreement for one, two-year term with SGSA (January 1, 2012 — December 31, 2013). Financial Considerations: Same as last year's agreement. The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4C-1 Parks and Recreation Board Meeting Date - December 12, 2011 Page 2 of 2 Association Season Maintenance Maintenance Season Season Fees Fees Length Months (Residents) - Residents) Spring $12 per $17 per player, 4 February - Recreational player, per per season Months May season Fall $12 per $17 per player, 4 August - SGSA Recreational player, per per season Months November season $24 per $34 per player, 10 y - February Select player, per per season Months November season 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 objectives 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 recommendation December 12, 2011 City Council consideration January 17, 2012 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 to approve as presented ■ Recommendation to approve with input as desired ■ Recommendation not to approve Attachments: (A) Proposed Facilities Utilization Agreement with Southlake Girls Softball Association Staff Recommendation: Parks Board recommendation on the proposed Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2012-13. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4C-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 Southlake Girls Softball 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. Due to the necessity of inter -league play in order to complete some leagues, the ASSOCIATION shall endeavor to have an ASSOCIATION team scheduled for each game played on a Southlake field when possible. 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. 4C-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, rosters of all participants (listing where participants domicile) within two (2) weeks after the last season game. The ASSOCIATION shall furnish to the CITY the full schedule (field number, age group, dates and game times) for each season (Spring, Select, and Fall) at least two (2) weeks prior to the first regular season game. 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, and a non-resident field maintenance fee of $17.00 per non-resident player per season (Spring, Select, and Fall) within two (2) weeks after the last regular season game (Spring, Select, and Fall) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the Girls Softball program. The CITY has allocated funding to support scheduled Monday — Friday games only. 4C-4 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 games and practices) by 10:00 p.m. on Sunday through Thursday, and by 11:00 p.m. on Friday and Saturday. The CITY will turn the lights out at 10:30 p.m. on Sunday through Thursday, and 11:30 p.m. on Friday and Saturday. Exception: Times for usage of lights and fields may be modified for tournament play with prior notification and permission from the Director of Community Services. If field usage concludes prior to 10:00 p.m. Sunday through Thursday or 11:00p.m. Friday or Saturday, the ASSOCIATION shall have the responsibility to turn off all field lighting by using the Musco Control -Link password assigned to the ASSOCIATION. The CITY reserves the right to utilize the facilities when league games and/or 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 MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. 4C-5 $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, 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 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. 4C-6 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 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: FIELD MAINTENANCE EXHIBITS "A" - CITY -Owned Field Maintenance Agreement 2. CONCESSION STAND OPERATION EXHIBITS "B" - Concession Stand Agreement 3. CLOSURE OF ATHLETIC FIELDS EXHIBITS "C" - Field Inspection and Closure Agreement 4C-7 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 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. The CITY also encourages the ASSOCIATION to continue its development of a "tweener" program. In addition, the CITY encourages the ASSOCIATION to strive for 25% resident participation in its select level programs and 85% resident participation in its recreational level programs. 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: • 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 4C-8 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 CITY Secretary Approved as to form CITY Attorney by: CITY OF SOUTHLAKE Mayor CITY of Southlake President ASSOCIATION 4C-9 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. The City will not close a field with a scheduled game. 2. The CITY shall perform all pre -season clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The CITY shall prep fields, as required, Monday through Friday, weather permitting, for regularly scheduled games. Note: Fields will not be prepared by the CITY for any game(s) unless the game(s) are on the schedule. 4. The CITY shall mark all foul lines. 5. The CITY shall set the pitching rubber distances on each field according to the first scheduled game after 4:OOpm on Fridays. The ASSOCIATION shall be responsible for changing the pitching rubber distances for subsequent games on Friday — Sunday. 6. The CITY shall maintain all back -stops, fences and gates in a safe and secure condition. 7. The CITY shall maintain all bleachers and dugouts in a safe and secure condition. 8. The CITY shall provide and maintain all area and ballfield lighting systems. 9. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infields. 10. The CITY shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield and of non -athletic turf areas. 11. The CITY shall maintain the restrooms in a safe and sanitary condition. 12. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards on the assigned fields will be the responsibility of the CITY. 4C-10 13. The ASSOCIATION shall be responsible for the cost to maintain/repair the scoreboard controllers on the assigned fields. The CITY shall develop a letter of authorization to the manufacturer which authorizes the ASSOCIATION to purchase/repair scoreboard controllers as required. 14. The CITY shall provide and install the home plates, bases, base stakes and pitching rubbers. If the ASSOCIATION desires any specialized type of plates or base anchors, these shall be provided by the ASSOCIATION to the CITY for installation. 15. The CITY shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday, during regularly -scheduled league games only. 16. The CITY will provide contract porter services on weekends. The porter service provided by the CITY will be limited to restroom cleaning and the removal of full trash bags from the trash receptacles. The schedule for the porter services will be set as deemed appropriate by the Director of Community Services. 17. The ASSOCIATION shall continue to be responsible for daily practice and game day policing of all litter on the field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands 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. 18. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf or infield areas without permission from the CITY. 19. The ASSOCIATION shall work with the Parks Manager, or his designee, to obtain the proper training for motorized equipment usage and proper method for dragging fields, before the CITY will consider permission for the ASSOCIATION to prep the fields during weekend play. All equipment must be authorized by the Parks Manager prior to its usage to prep fields. Failure to follow the approved method for field prep will result in the authorization to prep the fields with motorized equipment being lost. 20. The ASSOCIATION shall be responsible for securing the facility at the end of each day or evening of play. This includes, but is not limited to, locking all ball field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 4C-11 21. 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. 22. All rescheduled games or make-up games must be approved by the CITY. The ASSOCIATION must provide at least 24 hours notice to the CITY of scheduled make-up games. 4C-12 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at the Bob Jones Park Softball Fields for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement maintain the inside of the concession stand and shall be responsible for all fixtures, appliances, and all equipment necessary for storage, preparation, and serving of food and drinks in a clean, safe, sanitary manner commensurate with similar CITY facilities in compliance with CITY, County and State statutes and ordinances and acceptable to applicable agencies. The CITY shall be responsible for all maintenance and repairs to the permanent physical structure of the building, such as electrical wiring, plumbing, ice maker, and other structural components. 3. The ASSOCIATION shall be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION is also responsible for any Health Department Certificates. 4. The ASSOCIATION shall be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc., generated by the concession stand. Adequate trash receptacles shall be furnished by the CITY. 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 CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment room as deemed necessary by the Director of Community Services. 6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand as dictated by the weather. 7. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 8. The ASSOCIATION shall at all times during the duration of this Agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc., on the inside of the concession stand. 4C-13 9. The ASSOCIATION shall be responsible for the total contents of the concession stand. Securing any insurance for all the contents of the building is optional and will be the responsibility of the ASSOCIATION. 10. The CITY reserves the right to utilize the concession stand and/or score booths during this Agreement. 11. If facility is abandoned this Agreement is terminated. 4C-14 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game time. 2. Softball infields and/or outfields 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. httD://www.citvofsouthlake.com/siteContent/70/documents/Departments/C ommunityServices/Parks/RainoutLine.pdf 5. The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 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 games 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 games 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 games. Note: The website is only updated Monday through Friday. 4C-15 5. The Parks Manager or designee shall consult with the ASSOCIATION's 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 Responsibility for Implementation 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. 4C-16 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE GIRLS SOFTBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth softball program that adheres to the City of Southlake's organizational values outlined in Section 14 of the Agreement. The CITY agrees to allocate the required number of fields to meet the Association's program needs for 2012 — 2013. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made three (3) times per year, as per the City of South lake/Carroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT This Agreement will be effective the date signed by the Mayor. 2. The term of this Agreement shall be for January 1, 2012, through December 31, 2013. 3. The beginning of a season is the first day the ASSOCIATION utilizes the field(s) for coach look, tryouts, scrimmages, pre -season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the ASSOCIATION utilizes the field(s), as described above, for that corresponding season. 4. Girls Softball shall consist of the following seasons: o Spring Recreational (typically February - May) o Select (typically February — November) o Fall Recreational (typically August - November) 5. A maximum of eighteen (18) tournaments, actually played, will be allowed per year. No tournaments will be allowed the weekend of Soccerfest (typically the third weekend in May each year). This includes any overflow, co -hosted, or joint tournaments with other associations/entities. This does not include league tournaments for the spring and fall season leagues. An annual tournament calendar shall be submitted by January 151" each year. An ASSOCIATION rep shall be available at all times during all tournaments. 4C-17 6. The collection of admission or "gate" fees by the ASSOCIATION is permissible, at the Bob Jones Park softball fields only, for tournaments (not including regular season tournaments). The ASSOCIATION agrees that the location of such admission access points shall not prevent or impede other park users from accessing other general areas of the park. 7. The collection of tournament entry/registration fees by the ASSOCIATION is also permissible. 8. All fields will be unavailable during the CITY's scheduled maintenance period from May 28, 2012 through June 10, 2012 (as well as the same corresponding dates for 2013), and during the months of December and January. In addition, no tournaments may be held during the third weekend in May each year (during Soccerfest). 9. The CITY will have priority on Fields 1 and 2 during the CITY's Spring and Fall Adult Softball leagues. The CITY will have priority to the facility for any CITY event. 10. 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. 11. 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. 12. Only those ASSOCIATION representatives who have been issued a permit by the CITY will be allowed to drive automobiles into the complex on the pedestrian pathways. The permit will only be issued by the CITY to those ASSOCIATION representatives responsible for the delivery of concession and building supplies to the con cession/restroom/storage facilities. The permit allows for the drop-off and pick-up of concession and building supplies. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. All automobiles must be parked in the parking lot. The ASSOCIATION must contact the Recreation Superintendent for a permit. Violators will be ticketed by Southlake Police. 13. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 14. 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. 4C-18 SOUTHLAKE Monthly Construction Report Southlake Community Services December 2011 0 N 0 N 0 N 0 N Target Planned �2 N 3 m Project Complete Actual Complete a 0 c d y Project Title Brief Status Update Budget Commitments Date Start Date Date Q y O z o Li Q �MMM-RPDC rSRAsing • Bicentennial Park Phase 2 site investigation and pre -design. $9,831,000 $1,234,000 07/01/14 07/01/11 07/01/14 • North Park Building is 70% complete. Pond wall 90% complete. Trails 65% complete. Parking $7,183,931 $7,137,000 06/30/12 07/14/09 04/01/12 lot is 45% complete. Perimeter wall and fencing 15%. Irrigation 40% on fields. • On Track Attention Needed ► Project Jeopardy ✓ Substantially Complete 5A - 1 Southlake Community Services Project Status Update Manager: Kao Report Date: 12/08/11 SOUTHLAKE 13 7Account - Bicentennial Park Phase 2 Objective: 3 plex baseball fields with concession, playground renovation, boulevard connection, parking, utilities, drainage, landscaping, and paths Code: TBD Start Date: 07/01/111 Total Project Budget: $9,831,000 Plan Completion Date: 07/01/141 Total Proiect Commitments: $1,234,000 100% 80% m a 60% E v 40% 0 20% 0°i° ° 0% 0% 0% 1% Design Bidding Approvals Construction Phase Total Spending acv e — Schedule SRA completing pre -design investigation - geotech, research, concepts. Cost — No issues at this time Resources No issues at this time Technical No issues at this time 4s Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-2 Southlake Community Services Project Status Update Manager: Kao Report Date: 12/08/11 . - Vorm, - North Park Multi -use Fields Scope/Objective: Install three lighted multi -use fields with concession building, restroom, playground, ma Account Code: 202599-598801 -P001 1 Start Date: 07/14/091 Total Project Budget: $7,183,931 Plan Completion Date: 04/01/121 Total Proiect Commitments: $7,137,000 SOUTHLAKE 13 ce snop, 100% 0 0 0 a 80% o 54% E 60% 40% ij a 20% 0% Design Bidding Approvals Construction Phase Total Spending co — Artwork dimensions need to be finalized. Building is 70% complete. Pond wall 90% complete. Trails 65% complete. Complete parking lot, playground, field sodding, and pond Schedule — Parking lot is 45% complete. Perimeter wall and fencing 15%. Irrigation in December. 40% on fields. Cost — No issues at this time. Resources — No issues at this time. T _ No issues at this time. As Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-3 You are Cordially Invited to Attend The Art Unveiling Ceremony For Southlake's Roundabouts Friday, December 16, 2011 10.30 a.m. Ceremony 11:00 a.m. Bus Tour Noble Oaks Park 1080 South Carroll Avenue Corner of Carroll & Continental Parking Available at Old Union Elementary School Ceremony and Refreshments Followed by A Art Unveiling Tour (Carroll & Dove, White Chapel & Dove, White Chapel & Continental) Please RSVP for the bus tour by Friday, December 9, 2011 (817) 748-8203 or jmcclure@ci.southlake.tx.us Hosted by The City of Southlake