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2012-08-22 Parks Board PacketCITY OF SOUTHLAIE MEMORANDUM August 20, 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 — Wednesday, August 22, 2012 at 6:00 p.m. The regular Parks Board meeting will begin at the regular time -- 6:00 p.m. in the Council Chambers. A light meal will be available at 5:30 p.m. Please let staff know if you will not be able to attend this meeting (IcarpenterfaD-ci. southlake. tx. us or 817. 748. 8184). Thank you. Agenda Item No. 2A. Consent: Approve minutes from the regular Parks and Recreation Board meeting held July 9 2012. Please make any corrections to these minutes part of the motion for consideration. 2. Agenda Item No. 2B. Consent: Approve minutes from the ioint Ci Council Southlake Parks Development Corporation and Parks and Recreation Board meeting held August 22 2012. Please make any corrections to these minutes part of the motion for consideration. 3. Agenda Item No. 2C. Consent: Absence of Parks and Recreation Board Members — Parks Board will consider the absence of Board member Wasserman from the July 9 meeting. A copy of the Attendance Report is in your packet. 4. 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. 5. Agenda Item No. 4A. Consider: Recommendation for approval of a SPDC Matchinq Funds request from The Miracle League of Southlake to contribute to the construction cost of Miracle Field at Bicentennial Park — The purpose of this item is for the Parks Board to review and make a recommendation to SPDC and City Council regarding a SPDC Matching City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date -- August 22, 2012 at 6:00 p.m. Page 2 of 3 Funds Request by The Miracle League of Southlake for a 100% match in the amount of $50,000 to participate in the construction of the Miracle League Field in Bicentennial Park, Phase ll. 6. A enda Item No. 4B-C-D. Consider: Recommendation to approve Facilities Utilization Agreements with Southlake Carroll Lacrosse Association Dragon Youth Football and Grapevine Southlake Soccer Association — The City currently has individual facilities utilization agreements (FUA) in place with local sports associations which governs their use of City -owned fields and facilities. The three FUAs for your consideration at this time are renewals of and amendments to each FUA that was previously approved in 2011 that included a renewal provision. The FUAs are essentially the same agreements that were approved last year. A copy of each individual FUA is included in your packet with the respective agenda item. These items are presented for the Board's recommendation and will be presented to City Council at their September 4, 2012 meeting. 7. 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. 8. 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 and Parks Recreation & Open Space -Community Facilities Master Plan. No packet documents. 9. Agenda Item No. 5C. Discussion: Miracle Field Update — Standing agenda item. No packet documents. 10. Agenda Item No. 5D. Discussion: Tour of Parks — At the July Park Board meeting, members expressed a desire to tour the park facilities in September. Below are a couple of dates to consider. Please check your schedules and let staff know at the meeting which date is best for you or if another date would be better. A calendar is provided in your packet as well as a map of the parks. Thursday, September 13, 1pm-4pm Wednesday, September 19, 1pm-4pm City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — August 22, 2012 at 6:00 p.m. Page 3 of 3 OTHER ITEMS OF INTEREST 11. City Council Action — The following park -related action items were considered by City Council at the August 7 meeting. No City Council meetings were held during July. Approved and ratified emergency expense for Dean Construction to demolish and reconstruct the fishing pier at Bob Jones Park in the amount of $153,830. (817112) 12. Reminder — August 23 2012 Southlake 2030 PROS-CF Master Plan Meeting — An agenda for this meeting is included in your packet. 13. Reminder — September Meetings — The following regular Parks Board and 2030 PROS-CF Master Plan meetings are scheduled for September_ Monday, September 10 @ 5:00 p.m. 2030 PROS-CF Master Plan Meeting Monday, September 10 @ 6:30 p.m. Regular Parks Board Meeting Reminders and packets for above meetings will be distributed as the above meeting dates approach. 14. North Park Grand Opening — Please mark your calendar to join us in celebrating the grand opening of Southlake's newest, completed park --- North Park. The grand opening ceremony and ribbon cutting will be held on Thursday. September 20. 2012 at 6:00 — 8:30 p.m. at North Park,. 200 East Dove Road. 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, (cWbble@cLsouthlake.tx.us) Candice Edmondson, Assistant to the Director, 817-748-8311; (csanders@ci.soufhlake.tx.us) Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@cl.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@cLsoufhlakeJx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Wednesday, August 22, 2012 6:00 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 July 9, 2012 B. Approve minutes from the joint City Council, Southlake Parks Development Corporation and Parks and Recreation Board meeting held June 12, 2012 C. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider: A. Recommendation on SPDC Matching Funds request from Miracle League Southlake in the amount of $50,000 for construction of Miracle League Field in Bicentennial Park, Phase 11 B. Recommendation on renewal of and amendment to the Facilities Utilization Agreement with Southlake Carroll Lacrosse Association C. Recommendation on renewal of the Facilities Utilization Agreement with Dragon Youth Football D. Recommendation on renewal of the Facilities Utilization Agreement with Grapevine Southlake Soccer Association 5. Discussion: A. Construction Management Report City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date —August 22, 2012 at 6:00 p.m. Page 2 of 2 B. Southlake 2030 Plan Components Update 1. 2030 Mobility Plan 2. 2030 Parks, Recreation & Open Space/Community Facilities Master Plan C. Miracle Field Update D. Tour of Parks 6. Adjournment CERTIFICATE i hereby certify that the above agenda was posted on the official bulletin boards at Town Hail, 1400 Main Street, Southlake, Texas, on Friday, August 17, 2012 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. .04101 '101#810't,' "Jq I • Alicia Richardson, TRMC v 0, City Secretary r"••, %'•••....••••• 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 to SOUTHLAKE PARKS AND RECREATION BOARD MEETING: July 9, 2012 LOCATION: Southlake Town Hall — City Council Chambers 1400 Main Street Southlake, Texas TIME: 6:00 p.m. Parks and Recreation Board Members present: Chairman John Slocum, Secretary Sherry Berman and Board Members Elaine Cox, Gregg Formella, Lori Palmer and Chad Patton Parks and Recreation Board Members absent: Vice -Chairman Tina Wasserman Staff present: Director of Community Services Chris Tribble and Assistant to the Director Candice Edmondson Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and Recreation Board to order at 6:11 p.m. Agenda Item No. 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held June 11, 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 to approve the consent agenda as presented. Motion: Cox Second: Berman Ayes: Berman, Cox, Formella, Palmer, Patton and Slocum Nays: None Abstain: None Vote: 6-0 Motion Carried. Agenda Item No. 3. Public Forum. No one was present during Public Forum to address the Parks Board at this meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-1 Minutes of the July 9, 2012 Parks Board Meeting Page 2 of 4 Agenda Item No. 4. Consider: A. Election of Officers — The Board considered nominations for Park Board chair, vice -chair and secretary positions. A motion was made to elect John Slocum chairman, Tina Wasserman Vice -Chair and Sherry Berman Secretary. Motion: Slocum Second: Cox Ayes: Berman, Cox, Formella, Palmer, Patton and Slocum Nays: None Abstain: None Vote: 6-0 Motion Carried. B. Recommendation to renew a lease aareement for arazina on approximately 4.5 acres of undeveloped City property -- Director Tribble presented the proposed lease agreement for the undeveloped City property that has previously been leased for grazing. Leasing of the property for grazing provides a cost effective method of maintaining the City's unused property. The Board discussed the lease and would like public notice for future lease opportunities. A motion was made to recommend approval of the proposed lease agreement with Tommy Keeton for grazing on approximately 4.5 acres of undeveloped City property. Motion: Berman Second: Cox Ayes: Berman, Cox, Palmer, Patton, Slocum Nays: None Abstain: Formella Approved: 5-1-0 Motion Carried C. Recommendation on proposed FY 2012-2017 SPDC CIP and FY 2013 Capital Budget -- Director Tribble presented the Capital Improvement Plan and budget, highlighting the proposed expenditures and projects. The Board discussed the CIP and budget and commented the SPDC Matching Funds budget would continue to be budgeted at $200,000. A motion was made to recommend approval of the proposed FY 2012-2017 SPDC CIP and FY 2013 Capital Budget as presented. Motion: Formella Second: Cox City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 2 Minutes of the July 9, 2012 Parks Board Meeting Page 3 of 4 Ayes: Berman, Cox, Formella, Palmer, Patton, Slocum Nays: None Abstain: None Approved: 6-0 Motion Carried D. Recommendation on proposed Bicentennial Park Master Plan -- Director Tribble combined a presentation for the Bicentennial Park Master Plan with the Phase 2 Site Plan (Item 4E). The purpose of the Master Plan, a recap of the Phase I and design elements of Phase 2 of the Park were presented. James Williams, Schrickel, Rollins and Associates, presented information about the master plan and site plan improvements. The Board discussed both plans. Staff responded to the Board's questions concerning features of the master plan and site plan, specifically regarding security in the park, lighting in Liberty Garden, and timelines. A motion was made to recommend approval of the proposed Bicentennial Park Master Plan as presented. Motion: Formella Second: Cox Ayes: Berman, Cox, Formella, Palmer, Patton, Slocum Nays: None Abstain: None Approved: 6-0 Motion Carried E. Recommendation on proposed Bicentennial Park Phase 2 Site Plan — This item was presented with the above agenda item. During discussion of the site plan, the Board requested consideration be given to connection of the trail behind Tom Thumb to the parking lot. A motion was made to recommend approval of the proposed Bicentennial Park Phase 2 Site Plan. Motion: Cox Second: Palmer Ayes: Berman, Nays: None Abstain: None Approved: 6-0 Motion Carried Cox, Formella, Palmer, Patton, Slocum City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 3 Minutes of the July 9, 2012 Parks Board Meeting Page 4 of 4 Agenda Item 5. Discussion: A. Construction Management Report — The Construction Management Report was accidently omitted from the meeting packet; however, Director Tribble was able to provide an update about current projects. Staff will confirm date for grand opening for North Park (September 8 or September 15) and advise the Park Board. B. Southlake 2030 Plan Components Update — The Board was updated on meetings of the Mobility Plan committee by Sherry Berman and Lori Palmer. C. Miracle Field Update — Chair Slocum updated the Board on developments with the Miracle League and mentioned an upcoming motocycle rally and Southlake Rangers ball game in support of the Miracle Field. Local resident and former Park Board chairman Mike Mills was present in support of Miracle Field. Staff will check dates in September or October for a tour of park facilities. Agenda Item 6. Adjournment: A motion was made to adjourn the meeting at 7:19 p.m. Motion: Cox Second: Berman Ayes: Berman, Cox, Formella, Palmer, Patton and Slocum Nays: None Abstain: None Approved: 6-0 Motion Carried 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 SOUTHLAKT TEXAS JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING JUNE 12, 2012 LOCATION: Southlake Town Hall 1400 Main Street Rooms 3C & 3D Southlake, Texas 76092 PRESENT: Brandon Bledsoe Mayor Pro Tern Pamela Muller Deputy Mayor Pro Tem Southlake Parks Development, Vice -President Martin Schelling City Council (present at 5:41 p.m.) Carolyn Morris City Council Southlake Parks Development Corporation, President Al Zito City Council Southlake Parks Development Corporation, Secretary Jeff Wang City Council Southlake Parks Development Corporation member John Slocum Parks and Recreation Board, Chair Southlake Parks Development Corporation member Elaine Cox Parks and Recreation Board Tina Wasserman Parks and Recreation Board Lori Palmer Parks and Recreation Board Sherry Berman Parks and Recreation Board Southlake Parks Development Corporation member Chad Patton Parks and Recreation Board Tamara McMilan Parks and Recreation Board ABSENT: John Terrell Gregg Formella Mayor Parks and Recreation Board City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork U STAFF PRESENT: City Manager Shana Yelverton, Assistant City Manager Ben Thatcher, Assistant City Manager/Director of Public Safety Jim Blagg, Assistant to the City Manager Alison Ortowski, Communication and Websites Manager Pilar Schank, Director of Community Services Chris Tribble, Deputy Director of Community Services Kari Happold, Director of Finance Sharen Jackson, Director of Planning and Development Services Ken Baker, City Secretary Alicia Richardson and Deputy City Secretary Traci Riggs. 1. CALL TO ORDER Mayor Pro Tern Bledsoe called the joint meeting of City Council, Southlake Parks Development Corporation and Parks and Recreation Board to order at 5:40 p.m. 2. DISCUSSION: CURRENT FINANCIAL ENVIRONMENT City Manager Shana Yelverton advised the outline for the meeting would include a review of the current financial environment, implementation of the Park, Recreation and Open Space Master Plan and Trail System Master Plan, and details related to projects identified for Capital Improvement Project (CIP) funding. Finance Director Sharen Jackson provided a financial update on the Southlake Parks Development Corporation. Ms. Jackson reviewed the funding sources and budget structure for the Southlake Parks Development Corporation. Ms. Jackson reviewed the sales tax collection trend and project funding for the years 1994 through May 2012. Ms. Jackson informed Council and members of the Southlake Parks Development Corporation and Parks and Recreation Board the outstanding debt is $43,696,309 and the current fund balance is approximately $6.0 million. 3. DISCUSSION: 2005 PARK, RECREATION & OPEN SPACE MASTER PLAN IMPLEMENTATION STATUS. Director of Community Services Chris Tribble provided a status update on the following 2005 Park, Recreation & Open Space Master Plan projects: • Nature Center (and preserve) • Liberty Parks at Sherwood • Royal and Annie Smith Park • Lacrosse Facility (North Park) • Noble Oaks Park improvements • Bob Jones Park development • Bicentennial —west lighted fields JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING MINUTES, JUNE 12, 2012 Page 2 of 4 :P,e)- a 4. DISCUSSION: CAPITAL IMPROVEMENT PROJECT PRIORITIES (FY 2013- 2017) Mr. Tribble provided an abbreviated profile for the following projects: • Multipurpose Community Facility • Southlake Parks Development Corporation Matching Funds • Bicentennial Park Phase III • Bob Jones Nature Center & Preserve Development • Liberty Park at Sheltonwood Phase II • Safety Town o Prioritization to be determined as part of Southlake 2030 Parks, Recreation & Open Space / Community Facilities Master Plan committee recommendations. • Senior Facility o Southlake 2030 Parks, Recreation & Open Space / Community Facilities Master Plan committee recommends proceeding with community/recreation/senior components as part of the multipurpose community facility located at Bicentennial Park. • Football fields o Prioritization to be determined as part of Southlake 2030 Parks, Recreation & Open Space / Community Facilities Master Plan committee recommendations. 5. DISCUSSION: NEXT STEPS — SOUTHLAKE 2030 AND MULTIPURPOSE FACILITY PROJECT PLAN. Mr. Tribble reviewed the timeline for adoption of the Southlake Parks Development Corporation Capital Improvement Project (CIP). • August 7, 2012 o Southlake Parks Development Corporation and Parks and Recreation Board joint meeting • September 4 and September 18, 2012 o City Council Mr. Tribble also reviewed the timeline for the Southlake 2030 Parks, Recreation & Open Space / Community Facilities Master Plan and steps identified for the Multipurpose Community Facility project. 6. EXECUTIVE SESSION No Executive Session held. JOINT CITY COUNCIL, SOUTNLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING MINUTES, JUNE 12, 2012 Page 3 of 4 7. ADJOURNMENT Mayor Pro Tern Bledsoe adjourned the meeting at 6:24 p.m. Brandon Bledsoe Mayor Pro Tern Alicia Richardson, TRMC City Secretary JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING MINUTES, JUNE 92, 2012 Page 4 of 4 , fb . 4 CITY OF SOUTHLAKE MEMORANDUM June 27, 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: Park Board consideration to excuse absent of Park Board member Tina Wasserman from the last meeting held July 9, 2012. Tina was out of town on vacation. 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: NIA Citizen Input/ Board Review: Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: NIA Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: Park Board approval to excuse the absent of Park Board member Tina Wasserman from the last meeting held July 9, 2012. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2C-1 ��mMn CO a��iiiu�iiiin� o�00000�� � C� omBoo� PIN IM d J X HJ O U N rii c t �yV�om m ai z •m � w, W W a m W � /0 VJ F a� Y E E O U C W d Il U O n CO O N N V N CITY OF SOUTHL.AK,E MEMORANDUM August 20, 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation for approval of a SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Miracle Field at Bicentennial Park Action Requested: Park Board recommendation on SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Miracle Field at Bicentennial Park. Background Information: On July 31, 2012, the Department of Community Services received a request from The Miracle League of Southlake for a 100% match of SPDC matching funds in the amount of $50,000 to participate in the construction of the Miracle Field as part of the Bicentennial Park, Phase II Improvements. The total construction cost for the project is estimated to be approximately $485,000. The Miracle League of Southlake anticipates additional matching funds requests will be brought forward for the Miracle Field as funding is available through their fundraising efforts. The current request of $50,000 is for a 100% cash match. If approved, recognition of the matching funds contribution from The Miracle League of Southlake will be provided by means of a permanent plaque designated in the park as determined by Director of Community Services; a letter from the Mayor, SPDC President and Parks Board Chairman; a press release; and presence on City's webpage. Development of Miracle League Field was included in the proposed Bicentennial Park Master Plan and Phase 2 Site Plan that were both recommended (6-0) for approval by the Park Board on July 9, 2012. The Planning & Zoning will consider the Bicentennial Park Master Plan on August 23, 2012 and the Phase 2 Site Plan on September 6, 2012. The City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - t Parks and Recreation Board Meeting Date — August 22, 2012 Page 2 of 4 City Council will consider the adoption of the Bicentennial Park Master Plan on September 4, 2012 (1" Reading) and September 18, 2012 (2" Reading), and the approval of the Phase 2 Site Plan on September 18, 2012. According to the SPDC Matching Funds Policy adopted in March 2012, Park Board shall consider a matching funds request on a project -by -project basis, and make their recommendation to SPDC and City Council based upon the following: ✓ The extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan (Sect. IV-D, SPDC Matching Funds Policy); ✓ The evaluation criteria (Sect III -A, SPDC Matching Funds Policy): • Is the project linked to the City's Strategy Map? • Is the project linked to the Focus Areas and Objectives of the City's Strategy Map? • Is the project related to a currently funded CIP project? • Is the project related to a project in the adopted 5- year CIP? • Does the project benefit Southlake residents? • Does the project enhance a current parks and recreation system asset? Does the project assist with the acquisition of a capital purchase? Does the project have a useful life of at least (5) years? • Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space/Community Facilities Master Plan project? The overall benefit of the project to Southlake residents (Sect. IV-D, SPDC Matching Funds Policy) City of Southlake Values: Integrity ♦ innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Parks and Recreation Board Meeting Date — August 22, 2012 Page 3 of 4 Staff has reviewed the project and concluded this request from The Miracle League of Southlake meets the evaluation provisions provided above. SPDC will consider the request September 4, followed by City Council on September 18, 2012. A representative from The Miracle League of Southlake will be present at the meeting to respond to any questions from the Park Board. Financial Considerations: Approval of the matching funds request will significantly offset the Phase 2 capital construction costs of the Miracle Field. As per the attached letter, The Miracle League of Southlake also plans to further contribute to the construction costs of the field. Availability of SPDC matching funds for the project will be reviewed when SPDC makes their recommendation to City Council. The Park Board's consideration of the project is based on the viability of the project itself to the overall use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities master Plan, the evaluation criteria and the benefit the project is to Southlake residents. (sect. Iv-D and F, SPDC Matching Funds Policy). Strategic Link: This item is linked to the City's Strategy Map related to the focus areas of Quality Development and Partnerships and Volunteerism and meets the Corporate Objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Actively Promote Opportunities for Partnerships and Volunteer Involvement, Invest to Provide and Maintain High Quality Public Assets, and Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: The Miracle League of Southlake Board ratified their matching funds commitment and authorized payment of City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 Parks and Recreation Board Meeting Date — August 22, 2012 Page 4 of 4 funds in the amount of $50,000 at their Board meeting on July 30, 2012. Parks & Recreation Board recommendation at their August 22, 2012 meeting SPDC recommendation September 4, 2012 City Council will consider request September 18, 2012 Legal Review: NIA Alternatives: Alternatives may include the following: ■ Recommendation for approval as presented ■ Recommendation for approval with input as desired ■ Decision not to recommend approval Supporting Documents: • Request from Miracle League of Southlake ■ SPDC Matching Funds Request Application Form ■ Proposed Bicentennial Park Phase II Concept Plan Staff Recommendation: Park Board recommend approval of the SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Miracle Field at Bicentennial Park based on the viability of the project per the evaluation criteria within the SPDC Matching Policy. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-4 :_'lie Miracle League of Southlake P.O. Box 92173, Sovddake, TX 76"2 PL 31 July 2012 Mr. Chris Tribble Director of Community Services City of Southlake 1400 Main Street Suite 210 Southlake, TX 76092 The Board of Directors of the Miracle League of Southlake petitions The City, under the Matching Funds Policy as amended and approved by City Council on 20 March 2012, for a 100% match of a proposed $50,000 cash contribution toward the construction cost of the Miracle League Field in Phase 11 of the Bicentennial Park redevelopment. Please see attached our completed. Application Form as prescribed in the above referenced city policy. We look forward to continuing our efforts to contribute fiuther to the construction cost of this baseball field and to initiating Miracle League play at this facility in cooperation with The City. Thank you for your consideration and stewardship of this request, Michael D. Mills Treasurer Miracle League of Southlake Attachment cc: Phillip J. Meyer (Chairman) Rory Brown (Vice President) 4P -`5 ReW99d 0108.12 PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: Construction .of Miracle League Field Project Location: Bicentennial Park (Phase 11) Contact Person: ii111chaei D. Mills - — -- Organization. Miracle League of Southlake Mailing Address: P.O. Box 92173 City: Southlake site: I A zIP.76092 Phone: (817) 481-4152 Cell: (817) 689-9785 Fax: n/e Additional contact Person: Phillip Meyer Phone: (81 i) 300-1094 Project Description: Construction of Miracle League Field in Bicentennial Park as a component of Phase II redevelopment of the park. --- Project JustificatiowThis petition for a matching fund award is to leverage a proposed contribution by the Miracle League of Southlake whose objective is to contribute as much as possible to the cost of construction of the field as included in the Parks Master Plan and CIP budgets. Proposed Start Date: Spring 2013 Proposed completion Date: Spring2014 Projected Cost: $460K +/- Funds Requested: $50K currently Check One: Standard Match X OR In -Kind Match %Match Proposed; 100 Does the Individual/organization currently have its portion c f the requested funds match?Yes ff not, when does the Individualforganization anticipate having its portion of the match? n'a 44A-L-t All .2 1? !FJ!iXM -.NU- W-.5 I eqp: Al cv 'Tr w A. . p dip 76 f k,044- Ir CITY OF SOUTHLAKE MEMORANDUM August 21, 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Facilities Utilization Agreement with Southlake Carroll Lacrosse Association Action Requested: City Council approval of the Facilities Utilization Agreement with Southlake Carroll Lacrosse Association (SCLA) for 2012-14. Background Information: The City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs in an arrangement 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. Beginning 2012, the City and CISD will handle specific field allocations on a season -by -season basis for all Southlake athletic associations. The FUA presented for your recommendation is an agreement with SCLA with a term of September 20, 2012 through December 31, 2014. Financial Considerations: Same as previous year's agreements, 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 4B-1 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 consideration August 22, 2012 City Council consideration September 18, 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: ■ Recommend approval as presented ■ Recommend approval with input as desired a Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/SCLA Staff Recommendation: Park Board recommendation for approval of the proposed Facilities Utilization Agreement with Southlake Carroll Lacrosse Association (SCLA) for 2012-14. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4B - 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 Carroll Lacrosse 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. 4B-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 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 and Fall) 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 and Fall) within two (2) weeks after the last regular season game (Spring 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. 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 at all facilities. The ASSOCIATION 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 (EXCEPTION: 4B - 4 The ASSOCIATION shall cease field usage at North Park by 9:00 p.m. daily). The CITY will turn the field lights out at 10:30 p.m. on Sunday through Thursday, and 11:30 p.m. on Friday and Saturday (EXCEPTION: The CITY will turn the North Park field lights out at 9:30 p.m. daily). 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 11:00 p.m. Friday or Saturday, and 9:00 p.m. at North Park daily, 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 shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to aliocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. 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. $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 413 - 5 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 SOUTHL-AKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL 4B - 6 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. 413 - 7 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. 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 , 2012. 413 - 8 CITY Secretary Approved as to form CITY Attorney by: CITY OF SOUTHLAKE Mayor City of Southlake President ASSOCIATION 4B - 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 turf maintenance. 3. The CITY shall prep fields; including painting all field lines, as necessary for regularly scheduled games. 4. The CITY shall maintain all fences and seating areas in a safe and secure condition. 5. The CITY shall provide and maintain all area and athletic field lighting systems. 6. The CITY shall be responsible for the operation and maintenance of the irrigation system. 7. The CITY shall maintain the restrooms in a safe and sanitary condition. 8. 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. 9. The ASSOCIATION shall be responsible for the cost to maintain/repair the scoreboard controllers on the assigned fields. 10.The CITY shall provide and install the goals for North Park. 11.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. 12.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 4B-10 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. 13.The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 14.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 field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 15.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. 16.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. 4B-11 EXHIBIT "B" CONCESSION STAND AGREEMENT The ASSOCIATION shall share the use of the concession stand at North Park with the CITY'S Flag Football Program for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement work jointly with the CITY to maintain a clean and organized concession stand, and shall be responsible for all ASSOCIATION owned fixtures, appliances, and 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, freezers and refrigerators and other structural components. 3. The ASSOCIATION and CITY shall jointly be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION and CITY are 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 when in use by the ASSOCIATION. Adequate trash receptacles shall be furnished by the CITY. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection when in use by the ASSOCIATION, 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 hourlper staff member for litter clean up. 5. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand and storage room allocated to the ASSOCATION 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 4B-12 responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc., on the inside of the concession stand following its use by the ASSOCIATION. 9. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents of the concession stand. Securing any insurance for all ASSOCIATION owned contents of the building is optional and will be the responsibility of the ASSOCIATION. M The CITY reserves the right to utilize the concession stand during this Agreement. 11. If facility is abandoned this Agreement is terminated. 4B -13 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 'I. It is raining at game/practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm. httr)://www.cityofsouthlake.com 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. 4B-14 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. 4B-15 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE CARROLL LACROSSE ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth lacrosse 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 2013 -- 2014. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made two (2) 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 September 20, 2012 through December 31, 2014. This agreement may be renewed for one (1) successive two-year period beginning January 2015 — December 2016. 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. Lacrosse shall consist of the following seasons: a. Spring (typically February - May) b. Fall (typically August - November) 5. A maximum of three (3) tournaments, actually played, will be allowed per year. An annual tournament calendar shall be submitted by January 15th each year. An ASSOCIATION rep shall be available at all times during all tournaments. 4B-16 6. The collection of admission or "gate" fees by the ASSOCIATION is permissible, at North Park for 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 June 1 through July 31 and December 1 through January 31 each year. The fields will also be closed to over -seed the fields with rye grass for a 12 day period (beginning on a Monday and including only one Saturday and one Sunday), pending weather, between the last week in September and the first three weeks of October. 9. The CITY will have priority to the facility for any CITY event. 10.Additionai 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.AII automobiles must be parked in the parking lot. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. 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. 413-17 CITY OF SOUTH LAKE MEMORANDUM August 21, 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Facilities Utilization Agreement with Dragon Youth Football Association Action Requested: City Council approval of the Facilities Utilization Agreement with Dragon Youth Football Association (GSSA) for 2012-14. Background Information: The City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs in an arrangement 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. Beginning 2012, the City and CISD will handle specific field allocations on a season -by -season basis for all Southlake athletic associations. The FUA presented for your recommendation is an agreement with DYF with a term of August 23, 2012 through December 31, 2014. Financial Considerations: Same as previous year's agreements, 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 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 consideration August 22, 2012 City Council consideration September 18, 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: ■ Recommend approval as presented Recommend approval with input as desired ■ Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/DYF Staff Recommendation: Park Board recommendation for approval of the proposed Facilities Utilization Agreement with Dragon Youth Football Association (DYF) for 2012-14. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 16W 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 Dra on Youth Football Association, herein called "ASSOCIATION." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The ASSOCIATION shall provide the services as outlined in the attached Appendix, Section A. B. The CITY shall provide the services as outlined in the attached Appendix, Section A. SECTION 2 TERMS OF AGREEMENT The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any property of the CITY. Only the CITY may rent City property. All Inquiries into field rentals should be directed to the CITY, specifically, the Department of Community Services, at (817) 748-8019. 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. 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 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 (Fall) 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 (Fall) within two (2) weeks after the last regular season game (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. SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on weekdays, 8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays, and shall cease field usage (includes practices and games) at dusk. 4C - 4 The CITY reserves the right to utilize the facilities when league practices are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. 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. $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. 4C - 5 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 4C - 6 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. CLOSURE OF ATHLETIC FIELD EXHIBITS "B" — Field Inspection and Closure Agreement SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the ASSOCIATION, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all 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. 4C - 7 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 , 2012. CITY OF SOUTHLAKE by: CITY Secretary Mayor City of Southlake Approved as to form President CITY Attorney ASSOCIATION 4C - 8 EXHIBIT "A" CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The City will give a forty eight (48) hour notice. 2. The CITY shall perform all turf maintenance. 3. The CITY shall prep fields; including painting all field lines, as necessary for regularly scheduled practices. 4. The CITY shall be responsible for the operation and maintenance of the irrigation system. 5. The CITY shall maintain the restrooms in a safe and sanitary condition. 6. The ASSOCIATION shall be responsible for daily policing of all litter on the field 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. 7, The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 4C - 9 EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:OOpm. 4. The website is updated Monday through Friday by 4:00 pm http://www.cjtvofsouthiake.com 5. The Parks Manager or designee will have the final responsibility for closing the field for weekday practices. 6. If the conditions are marginal, the field information may include a notice that such conditions are subject to change with an updated notification by 4:00 p.m. 7. After practices have begun and inclement weather becomes a factor, the ASSOCIATION officials shall follow the same guidelines as CITY staff for deciding cancellation or postponement. (Weekends) 1. If a decision at 3:00 p.m. Friday is not possible, the Parks Manager or designee familiar with the Athletic Fields will monitor the weather and field conditions throughout the weekend and make decisions on field closure as needed. 2. Inspect Athletic Fields by 7:00 a.m. on Saturday and Sunday. 3. Status for Saturday and Sunday afternoon and evening practices may be reevaluated at the discretion of the Parks Manager or designee at 11:30 a.m. and the field decision will be made prior to noon that day. 4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8 a.m. for Saturday and Sunday practices. Note: The website is only 4C-10 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. 4C-11 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND DRAGON YOUTH FOOTBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth flag football 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 CITY fields to meet the Association's program needs for 2012 — 2014. Specific field allocations will be based on the previous year's Association participation numbers (by season), as per the City of Southlake/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 August 23, 2012 through December 31, 2014. This agreement may be renewed for one (1) successive two-year period beginning January 2015 — December 2016. 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. DYF Flag Football shall consist of the following season: a. Fall (typically August - November) 5. Fields will be unavailable during the CITY's scheduled maintenance periods from June 1 — July 31 and December 1 - January 31 each year. 6. The CITY will have priority to the facility for any CITY event. 7. Additional facility usage may be permitted by the Director of Community Services. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 4C-12 8. Fields that are not being utilized by the ASSOCIATION or the CITY will be made available for public use. The CITY will work with the ASSOCIATION to identify any available fields. 9. All automobiles must be parked in the parking lot. Violators will be ticketed by Southlake Police. 14.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. 11. 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-13 9 CITY OF SOUTH LAKE MEMORANDUM August 21. 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Approve Facilities Utilization Agreement with Grapevine Southlake Soccer Association Action Requested: City Council approval of the Facilities Utilization Agreement with Grapevine Southlake Soccer Association (GSSA) for 2013-14. Background Information: The City of Southiake coordinates with various youth sports associations to offer a variety of athletic programs in an arrangement 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. Beginning 2012, the City and CISD will handle specific field allocations on a season -by -season basis for all Southlake athletic associations. The FUA presented for your recommendation is an agreement with GSSA with a term of January 1. 2013 through December 31, 2014. Financial Considerations: Same as previous year's agreements, 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 4D -1 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 Nigh Quality Customer Service. Citizen Input/ Board Review: Parks Board consideration August 22, 2012 City Council consideration September 18, 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: • Recommend approval as presented ■ Recommend approval with input as desired ■ Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/GSSA Staff Recommendation: Park Board recommendation for approval of the proposed Facilities Utilization Agreement with Grapevine Southlake Soccer Association (GSSA) for 2013-14. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4D - 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 Grapevine Southlake Soccer 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. 4D - 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 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 Academy/Select, Fall Recreational and Fall Academy/Select) 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 Academy/Select, Fall Recreational and Fall Academy/Select) within two (2) weeks after the last regular season game (Spring Recreational, Spring Academy/Select, Fail Recreational and Fall Academy/Select) 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. SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on 4D - 4 weekdays, 8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays at all facilities. The ASSOCIATION 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 field 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 11:00 p.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 shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. 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. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. Ell pw, 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 4D - 6 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 ATTORNEYS 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 4D - 7 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. 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 , 2012. 4D - 8 CITY Secretary Approved as to form CITY Attorney by: C0311Vgo] a*019"71W,1:/9 Mayor City of Southlake President ASSOCIATION 4D - 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 turf maintenance. 3. The CITY shall prep fields; including painting all field lines, as necessary for regularly scheduled games. 4. The CITY shall maintain all fences and seating areas in a safe and secure condition. 5. The CITY shall provide and maintain all area and athletic field lighting systems. 6. The CITY shall be responsible for the operation and maintenance of the irrigation system. 7. The CITY shall maintain the restrooms in a safe and sanitary condition. 8. 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. 9. 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. 10.The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 11.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 doors Cl 31115 [1] and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 12.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. 13.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. 4D-11 EXHIBIT "B" CONCESSION STAND AGREEMENT The ASSOCIATION shall have exclusive use of the concession stand at Bob Jones Park 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 ASSOCIATION owned fixtures, appliances, and 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, freezers and refrigerators 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 when in use by the ASSOCIATION, 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. 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, 4D-12 doors, etc., on the inside of the concession stand. 9. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents of the concession stand. Securing any insurance for all ASSOCIATION owned contents of the building is optional and will be the responsibility of the ASSOCIATION. 10 11 The CITY reserves the right to utilize the concession stand during this Agreement. If facility is abandoned this Agreement is terminated. MMIK3 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game/practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm. http://www.cityofsouthlake-com 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. 4D-14 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. 4D-15 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth soccer 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 2013 — 2014. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made two (2) times per year, as per the City of Southlake/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 I This Agreement will be effective the date signed by the City. 2. The term of this Agreement shall be from January 1, 2013 through December 31, 2014. This agreement may be renewed for one (1) successive two-year period beginning January 2015 — December 2016. 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. Soccer shall consist of the following seasons: a. Spring Recreational (typically February - May) b. Spring Academy/Select (typically February — May) c. Fall Recreational (typically August - November) d. Fall Academy/Select (typically August — November) 5. A maximum of three (3) tournaments, actually played, will be allowed per year. 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 Bob Jones Park for tournaments. The ASSOCIATION agrees that the location 4D-16 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 June 1 through July 31 and December 1 through January 31 each year. The fields will also be closed to over -seed the fields with rye grass for a 12 day period (beginning on a Monday and including only one Saturday and one Sunday), pending weather, between the last week in September and the first three weeks of October. 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.All automobiles must be parked in the parking lot. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. 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. 4D-17 z @ IL ■ e � . C.4 Yg c § D 0 o � � © 2 � 0 CO � \ a � . 7 $ � 0 � � J M 0 § . [� - 2 CD 2 2 f CD / k k q b = CL a a 0 $ 2 CD E a . , (P E E [ 0 � e k /� CD , \ & .0 _ IL \ @ D , $ g k § / / th / $ a E § c o , , W D ro # 2 2 f f _ � \ 3. z z lz 2 CDz< CL\ k$/ \ [ fgrC9 ? E 05 qoo Z \ q i 7 a a : D v Q . . . � [ . 2 § C - .¥ -- kk \to\\ co / 2 apid _a% . � k 0 i: | E 0 z ■ k ■ E. � k QW J F- O R N C C G 4 C 0) co 40 a U � vi Lu a � m � m o; O •� o C_ co am uy a c C R o •� o N v O � Y O MM W C V m H V G� CD ++IM d d '6 •' E m cc ioIV) �_ W 0 � E r E 0 00 V Co. 0m CD w0 a m r I I I I � I t II LO ` i i { I i I v ~ i I ' e O i i I I i r i I �o O {I j a CL F i i e e e e e e O 0 CD w 0d N O T apidwoO 0 c m m N W E 0 m a � � U NN m a m c y 07 C a a. V pE 1. U K }h 40 6 d a 1 CO C I m s u z° 0 a E E v E E E w tl7 2 N W N "r :E Z :E Q u LO C' W M 0ca of c n w D o 0 0 z a z z z d M a LO CITY OF SOUTHLAKE MEMORANDUM August 20, 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Tour of Parks Action Requested: Park Board selection of date and time to tour park facilities. Background Information: At the July Park Board meeting, members expressed a desire to tour the park facilities in September. Below are a couple of dates to consider. Please check your schedules and let staff know which date is best for you or if another date would be more suitable. A calendar is attached to aid in the selection. Thursday, September 13, 1pm-4pm Wednesday, September 19, 1pm-4pm Financial Considerations: NIA Strategic Link: NIA Citizen Input/ Board Review: NIA Legal Review: NIA Alternatives: Decision to postpone tour. Supporting Documents: Calendar Map Staff Recommendation: Paris Board select a date and time to tour park facilities. City of Southlake Values. Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5D-1 M r-1 M *+ z a O W H O a, a a E � O CL • � a E � A A 'af 44 a Q1 m C F a . e ��+! r 6; C•' L: p� F C LPL iV d7 6 to � 1 W"C')'�' r N0L elcr Y N n0 L CJ VJ 5D-a City of Southlake Southlake 2025 Plan Parks, Recreation, & Open Space Plan FWwL*n 05-M Adopted by the Soullriake City Comotl on Seplernber a MW } Pchk Palk ? P Park We U'lear Parrs Na4rai Area � N USA" Caps of t:ngr-teers Property 1 School twit Properly t c t CISD J*9Use Pmpmty 20 } •" �a CISD RWady 03 0 4$ O,fi t�i�ea Unckr eloped CISD Praperiy Kellar ID Jaird We Properly Kerr ISD Property [1Jndevdopad) 23 TWO MR tea heenmroiea tr P'n • �!� '• i. n- CQra[9a�OlPeha. vanms4lla+l --- •. . ._.•.- . - . + 1 aRl ugYq>taaupraeaas NL'OD ...•� �! .-^-^.^.. A • •. -1 .- w M wk. hwaNG rogc+�Ors OR �epipr�r r.tha a0GaA0p '"" t 's r(r'� ofUW 6rY '� ��� � ;Ji _..- . f • ..r^ �£ i Jai- + ..x-� r I - .f" �a I -�ti Fa -ply r.,w' f ..,t"v.s.,-�-•�'�} -.r,.;.�yy�.r- �_�. r ' - 18 , k.. ^-�,. tr -. : �.i''• �y -3 �- r r r ar T� 11 TM S! _ t-.a+i 21 Public Park Index * t tr •. i S' 1 I Ja:s= 1. Bob Jones Park 2. Lonesome Dove Park 3. Bicerrtennial Park 4. Rustin Park M f ! �• S. Chesapeake Park 6. liberty @ Sheltonwood + '' 7. Coker Property Schaal krdex 8. Royal and Annie Smith a. Carral►Mwe 9. Koalaty Park .ta ,=, 10. Noble Oaks Park } c Carridl I 11. Kirkwood -Sabre d- OwtutmElerrraeta Linear Park e. Carmli Nigh 12. Southlake Sports Complex L f§arsn * EWnmW 13. Summit Park g. t^,armVI Sew HO, 14. Plaza Park h. Rodwnbaugh em 15. McPherson Park t Desssor+ Vdde/EIA 16. East Haven Park Figure 16 1• VJSD Lhder loped 17. Oak Pointe Park k Carnal ElerrrW4WY 18. Central Park r Old Unwrs Eletnenla 19. Estes Park Existing Public Parks ra CISD UnoaWmpe/ 20. The Cliffs Park 21. Watermere Park 22. Bob Jones Nature Ctr 8 and Cl-en Space Presrv. 23. North Park C rry OF SOUTHLAKE TEXAS SOUTHLAKE 2030 PARKS, RECREATION & OPEN SPACE /COMMUNITY FACILITIES MASTER PLAN COMMITTEE August 23, 2012 LOCATION: Southlake Town Hall 1400 Main Street, 3'd Floor Training Rooms A&B Southlake. Texas. 76092 TIME: 12:00-5:00 P.M. A quorum of the City Council, Planning and Zoning Commission, Parks and Recreation Board, the Southlake Parks Development Corporation; or Senior Advisory Commission maybe present REGULAR SESSION: i . Call to Order 2. Discussion: Concept Plan Review A. Royal and Annie Smith Park B. Johnson Place Park C. Chesapeake Park 3. Discuss Other City Properties 4. Review/Develop Concept Plans and Recommendations for Parks A. Bob Jones Park B. The Cliffs Park C. Coker Hike and Bike Park 3. Next Steps 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, August 17, 2012 by 6:00 p.m., pursuant to the Texas Government Code, Chapter 551. �,.�t+►�'��,... 4 �' • Alicia Richardson, TRMC v :. City Secretary ••......•.• have a dis0111ty that requires special needs, please advise the City Secretary 48 hours in advance of wi11 be made to assist you.