2012-06-11 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
June 7, 2012
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, June 11, 2012 at 6:30 p.m.
The regular Parks Board meeting will begin at 6:30 p.m. in the DPS
Headquarters Building — 2nd Floor Fire Services Training Rooms A&B,
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 5:00 p.m.
Please let staff know if you will not be able to attend this meeting
(Icarpenter(c�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 April 9, 2012. If you have corrections
to these meeting minutes, please make it part of the motion for
consideration.
2. Aaenda Item No. 2B. Consent: Absence of Parks and Recreation Board
Members — All members of the Parks Board were present at the last
meeting held April 9, 2012 and the May 14 meeting was canceled;
therefore, no action is required for this agenda item. 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 revisions to Park
Use Policy regarding park hours for North Park — Construction on
Southlake's newest community park, North Park, is almost complete and it
is important to establish and post park hours for visitors.
Regulation of City park hours is authorized by the adopted Code of
Ordinances, Chapter 12, Article II and established hours of operation for
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — June 11, 2012 at 6:30 p.m.
Page 2 of 3
each City park is stipulated in the Park Use Policy, which was adopted by
City Council in March 2010.
The proposed revision to the Park Use Policy for Park Board consideration
at this time is to include hours of operation for North Park of 6:00 a.m. —
11:00 p.m. (Game field lights will be off at 9:30 p.m.) This proposed
revision will coincide with other City park hours and with the site plan for
North Park that was approved by City Council.
Approval of the revision to the Park Use Policy to include operating hours
for North Park (6am — 11 pm) will result in consistent administration of City
parks and will benefit Southlake citizens and aid in DPS enforcement.
Approval of the Policy revision itself will not result in any direct cost;
however, subsequent costs will be incurred for park signs, which are
funded in the approved CIP project construction budget.
City Council will consider the Park Board's recommendation and the
proposed revision to the Park Use Policy at their meeting on June 19,
2012.
5. Agenda Item No. 5A. Discussion: Construction Management Report — The
Community Services Department Construction Management Report is
included in your packet. Please contact me if you have any questions
regarding the report.
6. Agenda Item No. 5B. Discussion: Southlake 2030 Plan Components
Update — This is a standing agenda item to allow for discussion on the
progress of the various Parks & Recreation related components of the
Southlake 2030 Plan, the Mobility Plan, Youth Plan and Parks Recreation
& Open Space -Community Facilities Master Plan. No packet documents.
7. Agenda Item No. 5C. Discussion: Miracle Field Update — Standing agenda
item. No packet documents.
OTHER ITEMS OF INTEREST
8. City Council Action — The following park -related action items were
considered by City Council at the April 17, May 1, May 15 and June 5
meetings:
• Approved SPDC Matching Funds from SCLA for amenities
at North Park (5/1/12)
• Approved Bob Jones Nature Center & Preserve
Management Agreement with the Bob Jones Nature Center
Organization (6/5/12)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — June 11, 2012 at 6:30 p.m.
Page 3 of 3
• Approved Resolution No. 12-034, appointing members to
Parks & Recreation Board (Lori Palmer, Sherry Berman,
Chad Patton and Gregg Formella) and to SPDC (Pamela A.
Muller, John Slocum and Al Zito) to serve until 2014. (6/5/12)
9. Reminder - Southlake 2030 PROS-CF Master Plan Meeting -- Monday,
June 11 @ 5:00 p.m. in the DPS Headquarters facility, 2nd floor Fire
Services Training Rooms A &B. Use entrance on Division Street closest to
Carroll Avenue side of building.
10. Reminder - Joint City Council/SPDC/Parks Board Meeting —Tuesday,
June 12, 2012, 5:30-9:30 pm in the third floor Town Hall training rooms.
11. Upcoming Event -- A promotional flyer for the Stars & Stripes
Celebration July 3, 2012 event is included in your packet.
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Candice Edmondson, 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; (Carpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, June 11, 2012
6:30 p.m.
LOCATION: Southlake DPS Headquarters
2nd Floor Fire Services Training Rooms A&B
600 State Street
Southlake, Texas
REGULAR AGENDA:
1. Call to order
2. Consent:
A. Approve minutes from the regular Parks and Recreation Board meeting
held April 9, 2012
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider:
A. Recommendation on revisions to Park Use Policy regarding park hours
for North Park
5. Discussion:
A. Construction Management Report
B. Southlake 2030 Plan Components Update
1. 2030 Mobility Plan
2. 2030 Youth Plan
3. 2030 Parks, Recreation & Open Space/Community Facilities Master
Plan
C. Miracle Field Update
6. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — June 11, 2012 at 6:30 p.m.
Page 2 of 2
CERTIFICATE
hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400
Main Street, Southlake, Texas, on Friday, June 8, 2012 by 6:00 p.m. pursuant to Chapter 551 of the
Texas Government Code.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to
assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: April 9, 2012
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, Secretary Margaret Adams, and Board Members Sherry Berman, Elaine
Cox, Gregg Formella and Lori Palmer
Parks and Recreation Board Members absent: None
Staff present: Director of Community Services Chris Tribble and Deputy Director Kari Happold
Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and
Recreation Board to order at 7:23 p.m.
Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting
held February 13, 2012 — No corrections to the minutes.
B. Absence of Parks and Recreation Board members — There were no absences
for the Board to consider at this meeting.
A motion was made, second and approved unanimously (7-0) to accept the meeting minutes
as presented.
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. Consider:
A. Recommendation on Park Dedication reauirements for Watermere South
Village — Director Tribble presented the proposal for Watermere South Village, a
54-unit residential development located at Watermere Drive and Union Church
Road. The total required park land dedication for the development is 1.35 acres
of public parkland or an alternative fee payment of $162,000.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the April 9, 2012 Parks Board Meeting
Page 2 of 4
The developer proposed to satisfy the park dedication requirement by dedicating
2.32 acres of public parkland to be maintained by the developer and eventually
by the HOA, by installing three (3) park benches along the park trail as approved
by the Park Department and the construction of 0.19 miles of concrete trail within
the park. The total value of the proposed land, park benches and trail is
$305,979, which exceeds the park dedication fee requirement of $162,000 by
$143,979. Therefore the developer also requested $143,979 in credits that may
be applied to a future park project to be developed by the same owner/applicant
(developer).
Additionally, the developer proposed to complete the parking lot on the east side
of Watermere Drive as requested by the Park Board at the February 13, 2012
meeting.
Developer Rick Simmons, Watermere at Southlake, 3110 W. Southlake Blvd.,
was present and responded to questions regarding the loop portion of the .25
mile trail of which only 0.19 miles is eligible for credit as the remainder is on
private property, and about bringing back to Park Board at a later date the exact
size of the parking lot to be constructed once the size has been determined. He
clarified that maintenance of the parkland includes all cost of the maintenance.
A motion was made to recommend approval of the proposed park dedication as
presented and to grant a credit balance of $143,979 to be applied to the future
park development by the owner/applicant.
Motion: Wasserman
Second: Adams
Ayes: Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays: None
Abstain: None
Approved: 7-0
Motion Carried
B. Recommendation on SPDC Matching Funds request from Southlake Carroll
Lacrosse Association (SCLA) in the amount of $92,700 for three
scoreboards, three shade structures and three scorer's tables — Director
Tribble presented the request proposed by the Southlake Carroll Lacrosse
Association (SCLA) for 100% participation of SPDC matching funds for half the
cost of scoreboards, shade structures and scorer's tables that have been
installed at the North Park facility at a total cost of $185,400. SCLA proposed to
contribute half the cost ($92,700) with no request for in -kind service matching.
The Board discussed the request by SCLA.
Representatives from Southlake Carroll Lacrosse Association were present in
support of the item and to respond to questions, but did not address the Board.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the April 9, 2012 Parks Board Meeting
Page 3 of 4
A motion was made to recommend approval of the Southlake Carroll Lacrosse
Association matching funds request for 100% participation of SPDC matching
funds in the amount of $92,700 for three scoreboards, three shade structures
and three scorer's tables that have been installed at the North Park.
Motion: Berman
Second: Cox
Ayes: Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays: None
Abstain: None
Approved: 7-0
Motion Carried
Agenda Item 5. Discussion:
A. Construction Management Report — The Construction Management Report
was distributed in the meeting packet. Staff answered Board inquiries about
Bicentennial Park and North Park. The grand opening for North Park is
anticipated September 2012.
B. Southlake 2030 Plan Components Update — The Board was updated on the
Mobility Plan, Youth Plan and Parks, Recreation & Open Space/Community
Facilities Master Plan. Park Board members Lori Palmer and Sherry Berman
were appointed by City Council to represent the Park Board in the Mobility Plan
committee. The Youth Plan may be kicked off in the fall.
C. Joint Utilization Update — City Council ratified moving forward with changes to
Joint Utilization however the school district is still working with the mayor on
remaining issues.
D. Miracle Field Update — The Miracle Field organization is officially incorporated
now and has started their fundraising plans. Chair Slocum will attend the opening
day game for Miracle League on Saturday when a check for $2,500 will be
presented.
Election Day and early voting information for the May 12 General Election was announced.
Agenda Item 6. Adjournment:
A motion was made to adjourn the meeting at 7:55 p.m.
Motion:
Cox
Second:
Palmer
Ayes:
Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Approved:
7-0
Motion Carried
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
Minutes of the April 9, 2012 Parks Board Meeting
Page 4 of 4
John Slocum
Chair, Parks & Recreation Board
Chris Tribble
Director, Community Services Dept.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-4
CITY OF
SOUTHLAKE
MEMORANDUM
June 4, 2012
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: There is no action requested for this item as all Park Board
members were present at the last meeting held April 9,
2012. The May 14 Parks Board meeting was canceled so no
action is required for that meeting either.
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: No action required.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B- 1
2B-1
2012
Meeting Dates:
Parks
& Recreation
Board
Meetings
Attendance
Meeting -
Elaine Cox
John Margaret Adams
Sherry Berman
WassermanTina Gregg Formella
Lori Palmer
�0�0���������
Notes:
P =
Present
A =
Absent
\ =
Not Active
X = Cancelled
AP
= Appointed
* =
Term Expired
R =
Resigned
C =
Meeting Canceled
Notes: The Parks Board meetings were preceded by the 2030 PROS-CF Master Plan Committee
meeting.
2B-2
CITY OF
SOUTHLAKE
MEMORANDUM
June 5, 2012
TO: Park and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on revisions to the Park Use Policy
regarding park hours for North Park
Action Requested: Park Board recommendation on proposed revisions to the
Park Use Policy to establish park hours for North Park.
Background
Information: Construction on Southlake's newest community park, North
Park, is almost complete and it is important to establish and
post the park's hours for visitors. Construction of the park will
wrap up this summer with a grand opening celebration
scheduled for September 2012.
The City's regulation of times the public is allowed on park
property is authorized by the adopted Code of Ordinances,
Chapter 12, Article II, Sec. 12-32, #5, which states: "Time
limitations on public use of park. Except for a city -sponsored
event, it shall be unlawful for any person to use, enter into or
be within a city park during any posted hours which the park
is closed." Additionally, the Park Use Policy, adopted by City
Council in March 2010, stipulates hours of operation for each
City park.
The proposed revision to the Park Use Policy for the Park
Board's consideration at this time is to include hours of
operation for North Park of 6:00 a.m. — 11:00 p.m. (Game
field lights will be off at 9:30 p.m.) This proposed revision will
coincide with other City park hours and with the site plan for
North Park that was approved by City Council.
Approval of the revision to the Park Use Policy to include
operating hours for North Park (6am — 11 pm) will result in
consistent administration of City parks and will benefit
Southlake citizens and aid in DPS enforcement.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Parks and Recreation Board
Meeting Date —June 11, 2012
Page 2of2
If approved, the Policy revision itself will not result in any
direct cost; however, subsequent costs will be incurred for
park signs, which are funded in the approved CIP project
construction budget.
City Council will consider the Park Board's recommendation
and revision at their meeting on June 19, 2012.
Financial
Considerations: Funding for signs to post park hours for North Park is
approved in the approved CIP project construction budget.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Performance Management and Service
Delivery and meets the corporate objective to Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests.
Citizen Input/
Board Review:
■ Park Board recommendation June 11, 2012
■ City Council consideration June 19, 2012
Legal Review: Proposed revisions consistent with prior revisions reviewed
by City Attorney
Alternatives: Alternatives include:
■ Parks Board recommendation as presented
■ Parks Board recommendation with input as desired
■ Parks Board recommendation not to approve
Supporting
Documents:
■ Park Hours
■ Current Park Use Policy
Staff
Recommendation: Park Board recommendation to City Council to approve
revisions to the Park Use Policy to establish park hours for
North Park as 6:00 a.m. — 11:00 p.m.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
CITY OF SOUTHLAKE PARK HOURS 61712012 2:20 PM
Proposed Dated June 11, 2012
TOWN SQUARE PARKS
HOURS
Rustin/Famil Park
6:OOAM - 11:OOPM (Sun-Th)
6:OOAM - 12:OOAM (Fri -Sat)
Frank Edgar Cornish, IV Park
6:OOAM - 11:OOPM (Sun-Th)
6:OOAM - 12:OOAM (Fri -Sat)
McPherson Park
6:OOAM - 11:OOPM (Sun-Th)
6:OOAM - 12:OOAM (Fri -Sat)
NEIGHBORHOOD PARKS
HOURS
Central Park
Dawn - Dusk
Chesapeake Park
Dawn - Dusk
Estes Park
Dawn - Dusk
Koalaty Park
Dawn - Dusk
Liberty Park @ Sheltonwood
Dawn - Dusk
Lonesome Dove Park
Dawn - Dusk
Noble Oaks Park
Dawn - Dusk
Oak Pointe Park
Dawn - Dusk
Royal & Annie Smith Park
Dawn - Dusk
Summit Park
Dawn - Dusk
The Cliffs Park
Dawn - Dusk
CITY PARKS / SPECIAL USE PARKS
HOURS
Bicentennial Park
6:OOAM - 11:OOPM
BJNCP(Facility)
9:OOAM - 5:OOPM (Tue-Sat)
BJNCP Preserve
7:OOAM - 8:OOPM (Apr -Oct)
9:OOAM - 5:OOPM (Nov -Mar)
Bob Jones Park
6:OOAM - 11:OOPM
North Park
6:OOAM - 11:OOPM
Game field lights will be out
by 9:30 per CC mtg
Southlake Sports Complex
6:OOAM - 11:OOPM
N:IBoardslParks and Recreation Board12012W-111FINALI 4t- Revise Park Use Policy ref park hours for N Parklltem 4A - Memo
Attachment 1 - Revision to Park Hours.xls
Community Services Department
Policies and Procedures Manual
Policy: Park Use Policy
Source: City Council
Category: Reservations and Rentals
Statement of Purpose
The City of Southlake has several park facilities that offer recreational opportunities
for the general public. The Park Use Policy is a guideline for the management of
these public facilities. City parks and athletic facilities are available to the public
every day of the year. However, by obtaining a permit, a group is guaranteed
exclusive use of a facility per the terms of the permit. Small groups using a park and
not needing special accommodations generally do not need a permit to hold their
gathering. Use of park facilities is subject to observance of City ordinances whether
or not a permit has been issued. City facilities are available for public uses, uses
which benefit the community and not -for -profit uses, unless otherwise restricted. The
park facilities are not available to for -profit organizations or for commercial uses.
Non-residents may use the facilities on an as available basis. Community Services
Department activities will receive priority use.
For information and reservation procedures for any park facility, call 817-748-
8023/817-748-8019 or write to the City of Southlake, Parks and Recreation, 400
North White Chapel, Southlake, Texas 76092.
Definitions
For the purpose of this Park Use Policy the following terms are defined as:
• Residents: Citizens who live within the city limits of Southlake or pay
property tax to the City of Southlake. Residents may also include Non-profit
organizations, clubs, or other groups for which a substantial number of its
membership resides within the city limits of Southlake or pay property tax to
the City of Southlake. Such groups may be required to submit a list of
membership to demonstrate that a "substantial" number of its members are
Southlake residents.
• Non -Resident: Those who do not meet the above definition.
• Permit: Written permission to reserve a facility for the exclusive use by a
group or individual.
Community Services — Park Use Policy Page 1 of 6
4A-4
Fundraising Events at Parks and Public Facilities
City initiated events, events approved by the City Council as a budgeted special event, or
youth sports organization events approved by City Council through an approved
Facilities Utilization Agreement, such as concession sales, are allowed in parks and/or
public facilities.
All other fundraising events by outside organizations, including fundraising tournaments
sponsored by the youth sports associations, are subject to the Special Events Policy.
Ballfields and Practice Fields
Ballfelds, soccer fields and practice fields may be available to the citizens of Southlake.
Nonresidents will be given consideration on an as available basis but reservations may
not be made more than thirty (30) days in advance. Reservation procedures are available
through the Department of Community Services.
NOTE: Youth Sports Associations with approved Facilities Utilization Agreements with
the City shall have priority over all other user groups. Baseball, softball, soccer and
lacrosse fields used by associations are rarely available for rental.
Concession Stands/Vendors
• The City of Southlake may have concession contract(s) granting particular vendor's
exclusivity.
• No concessions vendors (food, drink, or other) are allowed except as part of approved
City events or organizations.
• All concession vendors must obtain a health permit.
Commercial Recreation Vendor Usage
Individuals or groups who coordinate entertainment, group activities and/or novelties
within city -owned facilities, for a second party (renter) for the purpose of generating a
profit (i.e. moonwalks, dunk tank, etc.) must provide Liability Insurance with a
minimum, of $1,000,000 naming City of Southlake as additional insured on the policy.
The City of Southlake reserves the right to deny access to any park by a commercial
recreation vendor that does not have insurance protecting the City of Southlake and who
is not listed on the contract. A minimum of 2 weeks prior to the rental, the Director of
Community Services must give approval of and placement of all outdoor
vendor/entertainment equipment. These vendors cannot set up activities prior to the start
of the contracted rental time. All novelties must also be removed from the park by the
end of the rental time. Groups are restricted to no more than one (1) novelty. Use of such
novelties must have the expressed written permission by the Director of Community
Services.
Community Services — Park Use Policy Page 2 of 6
4A-5
Pavilion and Athletic Courts
General - Facility reservations have priority. Otherwise, use of the pavilions, hockey
courts, and outdoor city facilities will be on a first -come first served basis. Non-residents
may only make reservations within thirty (30) days of the requested date. Facilities may
be rented in accordance with the City's fee schedule.
Tennis Courts — Monday — Friday from 8:00 a.m. — Noon the tennis courts adjacent to the
Community Center shall be available for use by the Southlake Tennis Center. At all other
times these two courts are available to the general public on a first come, first served
basis. No reservations will be taken or accepted. Courts may not be used or advertised as a
site to conduct lessons, camps, or drills. Court lights shall be turned off by 10:30 p.m. each
night.
Pavilion at Town Square Rustin Park -The Pavilion at Town Square-Rustin Park may be
reserved for cultural and community activities by individuals, community groups, and not -
for -profit users on a first -come basis when it is not scheduled for a City function. Non-
residents may only make reservations within thirty (30) days of the requested date.
Due to its uniqueness as a major community facility, reservations for the
Pavilion at Town Square-Rustin Park are subject to review and approval by the
Department of Community Services, in accordance with the Special Events
Policy. Each reservation request will be evaluated based on the requirement that
it be tied to a cultural and/or community based activity. Reservations are subject
to last minute revision to ensure the availability of the pavilion for public
functions. This shall include the right to terminate a reservation during the
activity if conditions so warrant.
Variances - Variances to these requirements may be granted, upon request, at the
discretion of the City Manager. If timing allows, the Parks and Recreation Board
will make recommendations regarding variances to the City Manager. A
variance shall not be granted unless a written request is submitted which
demonstrates:
• Special circumstances exist which are peculiar to the applicant's event but is
consistent with the standard of the use at the pavilion.
• The use of the pavilion and surrounding park areas by other groups will not
be adversely affected by granting the variance.
Community Services — Park Use Policy Page 3 of 6
4A-6
Weddings
• Weddings and receptions are only permitted at designated parks. No weddings or
receptions shall take place at Rustin Pavilion.
• Access for other park visitors must not be impeded. A Park Use Permit is authorization
for your private event to take place at a City facility and grants exclusive use of the
permitted area.
• Available parking is limited, often crowded and not guaranteed. Car pooling or van
shuttles are highly recommended. This will help ensure your guests arrive on schedule
and at the correct location.
• A maximum of four hours may be scheduled. Please plan accordingly. This shall
include set-up and breakdown time. No set-up will be allowed prior to the start time on
your permit.
• Permits may be denied during periods of heavy use, (e.g., City event, baseball
tournament, etc.).
• To protect parklands and wildlife, the releasing of balloons, doves or butterflies and
the throwing of rice, birdseed, flower petals or other natural or artificial material is not
allowed.
Fires, candles, tiki torches and all other forms of open flame are prohibited.
• Affixing directional signage to existing buildings, property, signs, poles or plants is
not allowed. Please respect the uncluttered views of the Park. Any posted signs will be
removed immediately by park personnel. The Community Services Department will be
happy to provide you with written directions and maps to provide to your guests.
• Alcohol is prohibited in City Parks.
• All trash associated with your private event must be bagged and removed from the
Park. Please make certain that someone in your group is assigned to remove trash and
decorations after your event or you will be billed for staff overtime at $25.00 per hour,
per person.
Concerts
Except for City -sponsored events and activities, the use of sound amplification equipment
in all city parks is prohibited. This includes but is not limited to loud concerts, loud
recorded music played by amplified equipment, disc jockeys or any other amplified type
equipment are prohibited. Acoustic music will be considered. Exceptions can be made for
portable tape decks or CD players if discussed in advance with the Community Services
Department.
Community Services — Park Use Policy Page 4 of 6
4A-7
Posted Park Hours
The city regulates the times the public is allowed on park property through its adopted
Code of Ordinances which provides that, except for a city -sponsored event, it shall be
unlawful for any person to use, enter into or be within a city park during any posted hours
which the park is closed. In general, posted park hours shall be the following:
Park
Classification
Hours
Open — Close
Town Square Parks
Rustin/Family Park
Special Purpose Park
6 a.m. — 11 p.m. (Sun -Thu)
some lighting)
6 a.m. — 12 a.m. Fri -Sat
Frank Edgar
Special Purpose Park
6 a.m. — 11 p.m. (Sun -Thu)
Cornish, IV Park
some lighting)
6 a.m. — 12 a.m. Fri -Sat
McPherson Park
Special Purpose Park
6 a.m. — 11 p.m. (Sun -Thu)
some lighting)
6 a.m. — 12 a.m. Fri -Sat
Neighborhood Parks
Central Park
Neighborhood Park
Dawn - Dusk
(unlighted)
Chesapeake
Neighborhood Park
Dawn - Dusk
(unlighted)
Estes Park
Neighborhood Park
Dawn - Dusk
unlighted
Koalaty
Neighborhood Park
Dawn - Dusk
unlighted
Liberty Park at
Neighborhood Park
Dawn - Dusk
Sheltonwood
unlighted
Lonesome Dove
Neighborhood Park
Dawn - Dusk
(unlighted)
Noble Oaks
Neighborhood Park
Dawn - Dusk
(unlighted)
Oak Pointe
Neighborhood Park
Dawn - Dusk
(unlighted)
Royal and Annie
Neighborhood Park
Dawn - Dusk
Smith
(unlighted)
Summit Park
Neighborhood Park
Dawn - Dusk
(unlighted)
The Cliffs Park
Neighborhood Park
Dawn - Dusk
(unlighted)
City Parks / Special Use Parks
Bicentennial
City Park (lighted)
6 a.m. — 11 p.m.
BJNCP (Facility)
City Park
9 a.m. — 5 p.m.
partial) lighted)
Tues-Sat
BJNCP (Preserve)
City Park
7 a.m. — 8 p.m. (Apr — Oct)
(unlighted)
9 a.m. — 5 p.m. Nov — Mar
Bob Jones
City Park
6 a.m. — 11 p.m.
(partially lighted
Southlake Sports
City Park (lighted)
6 a.m. — 11 p.m.
Complex
Community Services — Park Use Policy Page 5 of 6
4A-8
Overnight Park Use
Bicentennial Park and Bob Jones Park — Bicentennial Park and Bob Jones Park may
be reserved on an overnight basis subject to approval by the City Council. In
deliberating the merits of the use, the Council shall consider the factors outlined in
the City's Zoning Ordinance Council shall specifically consider the length of time for
the use, any fees or deposits to be charged and security to be provided. No other
parks may be reserved on an overnight basis.
Insurance Requirements for Specific Activities
Any organization or association that desires to utilize the athletic fields belonging to
the City of Southlake for the purpose of establishing an organized program of athletic
competition, such as soccer leagues, softball leagues, little leagues, or other
comparable activities on a continuing basis for structured athletic competition shall be
required to provide proof of insurance. Such organizations shall have a general
liability policy, naming the City as additional insured for an amount of at least one
million dollars ($1,000,000). This policy is specifically designed to cover the cost of
defense and of liability for injuries suffered by competitors in the organized athletic
activity. Organizations subject to this provision shall be required to submit to the
Department of Community Services proof of insurance in a form acceptable to the
City Manager prior to commencing use of City athletic fields.
The requirements set out above are designed and intended to be applicable only to
formal organizations and leagues that sponsor and control organized continuing
athletic activities on a seasonal basis. The insurance requirement is not applicable to
individual or groups who desire to use athletic fields on a one-time basis. The
purpose of this regulation is to protect the City against any costs which might arise
from an organized program of league activities with its increased risk of competitor
injury due to volume of activity.
These formal organizations and leagues must enter into a Facilities Utilization
Agreement with the City of Southlake to formalize the details and liability
requirements.
Compliance with applicable procedures, policies, and pertinent ordinances
Users must comply with procedures, policies, restrictions, and all pertinent
ordinances of the City of Southlake. Any questions arising about items not
specifically addressed in this policy should be referred to City staff, the Southlake
Parks and Recreation Board, or the Southlake City Council as appropriate.
Approval Date:
Au ust 4, 1997
Approved
by:
City
Council
1. Amendment Date
January 22, 2002
Approved
by:
City
Council
2. Amendment Date
March 2, 2010
Approved
by:
City
Council
Community Services — Park Use Policy Page 6 of 6
4A-9
CITY OF
SOUTHLAKE
9
Monthly Construction Report
Southlake Community Services
June 2012
y I ,anneP AC[U81 APJUSI@P N N N N N N N M M M M M M M
Project Complete Start CompleteL c -L a u a c a
rn Project Title Q ' y 0 0' IL 2 Q.
>; N
SPDC FUND
�t,,cen,enn,a,,-,a1K,-,nas
■I North Park
• On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
deterioration and safety concerns. Playground will be demolished in June 2012.
Grass is established east of parking lot. Still awaiting park sign and artwork.
Finishing landscaping and irrigation. Contractor completing punchlist list items.
$7,369,000 1 $7,254,000 1 06/30/12 1 07/14/09 1 07/01/12
5A - 1
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 06/07/12
CITY OF
SOUTHLAKE
13
-
- -
North Park Multi -use Fields
Scope/Objective:
Install three lighted multi -use fields with concession building, restroom, playground, maintenance shop, and pathways
Account Code:
202599-598801 -P001 1
Start Date:
07/14/09
Total Project Budget:
$7,369,000
Ad'. Completion Date:
07/01/12
Total Project Commitments:
$7,254,000
2
a
E
0
0
100%
80%
60%
40%
20%
0%
° ° ° 95% °
Design Bidding Approvals Construction Phase Total Spending
Schedule
—
Grass established. Nets are installed. Finishing landscaping and
irrigation. Awaiting park sign, drinking fountain, and artwork delivery.
Parking lot is being striped and signage installed.
Finish punchlist items.
Cost
—
No issues at this time.
Resources
—
No issues at this time.
Technical
—
No issues at this time.
As Planned Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 06/07/12
CITY 01
SOUTHLAKE
0
. - -
Bicentennial Park Phase 2
Scope/Objective:
Miracle field, 60/90 field, renovated shade structures, new concession/restroom building, new maintenance building, new
playground, boulevard connection, parking, utilities, drainage, landscaping, and paths.
Account Code:
TBD
Start Date:
07/01/11
Total Project Budget:
$8,597,000
Ad'. Completion Date:
07/01/14
Total Project Commitments:
$1,234,000
100%
80%
m
Q
a 60%
E
U 40%
0
20%
0%
7%
0% 0%
Design Bidding Approvals
Schedule
—
No issues at this time
Cost
—
No issues at this time
Resources
—
No issues at this time
Te I
No issues at this time
4s Planned -trea of Conce111 Critical Issue
Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-3