2014-01-13 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
January 9, 2014
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting — Monday, January 13, 2014 at 6:00 p.m.
The regular meeting will begin at 6:00 p.m. in the Council Chambers. A light
meal will be available prior to the meeting.
Please advise staff if you will not be able to attend this meeting
(Icarpenter(aD.ci.southlake.tx.us or 817.748.8184). Thank you.
1. Agenda Item No. 2A. Consent: Approve minutes from the regular Parks
and Recreation Board meeting held November 11, 2013. Please make
any corrections to these minutes part of the motion for consideration.
2. Agenda Item No. 2B. Consent: Absence of Parks and Recreation Board
Members — Park Board members will consider the absence of Board
member Lori Palmer from the November 11, 2013 meeting. A copy of the
Attendance Report is in your packet.
3. Agenda Item No. 3. Public Forum: This is the public's opportunity to
address the Board about non -agenda items. During Public Forum, the
Board will not discuss or take action on any item brought up at this time.
4. Agenda Item No. 4A. Consider: Recommendation on Facilities Utilization
Agreement with Southlake United Cricket Association — The purpose of
this item is for Park Board to make a recommendation to City Council on a
facilities utilization agreement (FUA) with Southlake United Cricket Club
for use of a portion of Bob Jones Park for cricket for a one-year term (TBD
upon completion of a cricket pitch), with a provision for one, 2-year
renewal option. The FUA contains the same standard provisions and
regulations as FUA's the City has in force with all other youth athletic
associations. Southlake United Cricket will pay field maintenance fees and
comply with all provisions of the agreement. Additionally, Southlake United
Cricket has agreed to participate in the cost to construct the pitch, which
will be considered in the following agenda item.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 2 of 3
City Council will consider the proposed FUA at their February 18, 2014
meeting.
5. Agenda Item No. 4B. Consider: Recommendation on matching funds
request from Southlake United Cricket Association for construction of
cricket space at Bob Jones Park -- The purpose of this item is to review
and provide the SPDC and City Council with the Park Board's
recommendation on the SPDC Matching Funds request from Southlake
United Cricket Association. The Department of Community Services has
received a request for a 100% match of a proposed $6,916 cash
contribution toward the construction cost of a cricket pitch at Bob Jones
Park. The construction cost for the cricket project is estimated at $13,832.
As per the SPDC Matching Funds Policy, Director Tribble has reviewed
the request and recommends approval based on the project meeting the
criteria designated within the policy. A copy of the SPDC Matching Funds
application is included for your review in the packet. SPDC will consider
the matching funds request at their February 4, 2014 meeting, followed by
City Council on February 18, 2014.
6. 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.
7. Agenda Item No. 5B. Discussion: Grants Update — Director Tribble will
provide a brief update on the City's grant pursuits. No packet document
for this item.
OTHER ITEMS OF INTEREST
8. City Council Action — The following park and recreation -related action
items were considered by City Council at the November 19, December 3,
2013 and January 7, 2014 meetings.
• Approved amendment to the project budget for Bicentennial Park
Phase 2.
• Approved Guaranteed Maximum Price with Dean Construction for
Construction Manager at Risk services for Bicentennial Park
Improvements.
• Approved agreement with Adolfson & Peterson Construction for
construction manager at -risk services for the Community
Recreation Center project.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 3 of 3
As a reminder, City Council agendas are posted on the City's webpage
6pm the Friday preceding the City Council meeting. You may sign up
to receive a copy of the agenda at "Notify Me" tab at
http://www.citVofsouthlake.com/list.aspx.
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble .ci.southlake.tx.us)
Vacant, Assistant to the Director, 817-748-8036,( (cDci. southlake. tx. us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311; csanders(cDci.southlake.tx.us
Kari Happold, Deputy Director of Community Services, 817-748-8018, (khap,nold(cDci.southlake.tx.us
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Carpenter(cDci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, January 13, 2014
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 November 11, 2013
B. Absence of Parks and Recreation Board members
3. Public Forum
(This is the Public's opportunity to address the Park Board about non -agenda
items. During Public Forum, the Park Board will not discuss, consider or take
action on any items presented. The Park Board respectfully asks anyone
speaking during Public Forum to limit remarks to three minutes or less.)
4. Consider:
A. Recommendation on Facilities Utilization Agreement with Southlake
United Cricket Association
B. Recommendation on matching funds request from Southlake United
Cricket Association for construction of cricket space at Bob Jones Park
5. Discussion:
A. Construction Management Report
B. Grants Update
6. Adjournment
A quorum of the City Council may be present at this meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 2 of 2
I hereby certify that the aboN
Town Hall, 1400 Main Street,
p.m. pursuant to Chapter 551
Alicia Richardson, TRMC
City Secretary
CERTIFICATE
e agenda was posted on the official bulletin boards at
Southlake, Texas, on Friday, January 10, 2014 by 6:00
of the Texas Government Code.
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
MEMORANDUM
January 9, 2014
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on Facilities Utilization Agreement with
Southlake United Cricket Association
Action Requested: Park Board recommendation to City Council on Facilities
Utilization Agreement with Southlake United Cricket
Association for field usage
Background
Information: The City of Southlake coordinates with various youth sports
associations to offer a variety of athletic programs through
an arrangement referred to as a facilities utilization
agreement (FUA). Separate agreements are held with each
youth athletic organization participating in the use of City -
owned fields and facilities.
In 2013 the City received a request from Southlake United
Cricket to provide athletic field space as their home field for
North Texas Cricket Association games.
Southlake United Cricket Club is a member of North Texas
Cricket Association (NTCA), a non-professional amateur
cricket organization, founded in 1997/98 to promote cricket
in Texas. NTCA organizes and manages competitive Cricket
in the Dallas -Fort Worth metropolis. Southlake United
Cricket Club operates in Division C of NTCA. Members of
the Southlake United Cricket Club consists of Southlake
residents and a few Westlake residents.
Southlake United Cricket Club games are typically February
through November on Sundays during the day, from 9.00
a.m. to sunset. The playing field dimension is approximately
a 65 yard radius, with the Pitch being a rectangular area of
about 6 yards x 30 yards in the center of the field.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 2of3
Field space has been identified in Bob Jones Park to satisfy
the Cricket Club's request.
The item presented for your approval is a facilities utilization
agreement for one-year term with Southlake United Cricket
Club, with provision for one, 2-year renewal option. The
agreement will become effective once construction of the
pitch is completed. The facilities utilization agreement
contains the same standard provisions found in previously
approved FUAs. A copy of the proposed FUA with Southlake
United Cricket is attached to the memo.
If it is the Park Board's decision to recommend approval of
the facilities utilization agreement with Southlake United
Cricket, it may also address participation of construction
costs (construction and installation of pitch area) by
consideration of the following agenda item.
Cricket is a sport currently not represented by any other
Southlake athletic association. Consideration of this request
may provide an opportunity to serve a need that is not
currently being met for Southlake citizens.
Financial
Considerations: The Club will pay field maintenance fees, as per the table
below, to assist the City with offsetting a portion of the
maintenance and operations costs.
Association Season Maintenance Maintenance Season Season
Fees Fees Length Months
(Residents) (Non -
Residents) mSouthlake $24 per
J
United Year-round player, per $34 per player,
Cricket Recreational season perseason
Club ME
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Performance Management and Service
Delivery and meets the corporate objective to Collaborate
with Select Partners to Implement Service Solutions and to
Invest to Provide and Maintain High Quality Public Assets.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 3of3
Citizen Input/
Board Review: Parks and Recreation Board discussion May 13, 2013
Parks and Recreation Board discussion October 14, 2013
Parks and Recreation recommendation January 13, 2014
City Council consideration of FUA February 18, 2014
Legal Review: None
Alternatives: Alternatives may include:
■ Approve as presented
■ Approve with input as desired
■ Deny approval
Supporting
Documents: Supporting document includes the following items:
• Proposed Facilities Utilization Agreement with
Southlake United Cricket
Staff
Recommendation: Park Board recommendation to City Council on the proposed
Facilities Utilization Agreement with Southlake United
Cricket Association
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3
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 United Cricket Club, 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 ensure to have an ASSOCIATION team scheduled
for each game played on the 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.
4A-4
SECTION 4
OFFICERS AND BOARD MEMBERS
The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses
and phone numbers of all officers and board members within two (2) weeks after
election or appointment.
SECTION 5
FIELD MANAGERS
The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail
address of the one (1) person designated as the ASSOCIATION'S field manager. It
shall be the responsibility of the field manager to submit all practice, game and make-up
game schedules to the CITY as per Section 6. It shall also be the responsibility of the
field manager to meet with and discuss field playability as needed with a CITY
representative.
SECTION 6
ROSTERS AND SCHEDULES
The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where
participants domicile) within two (2) weeks after the last season game.
The ASSOCIATION shall furnish to the CITY the full schedule (dates and game times)
for each season at least two (2) weeks prior to the first regular season game.
SECTION 7
FIELD MAINTENANCE FEES
The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of
$24.00 per resident player per season, and a non-resident field maintenance fee of
$34.00 per non-resident player per season within two (2) weeks after the last
regular season game to cover the costs for lighting and maintaining the fields in
playing condition.
The ASSOCIATION also agrees to pay for any additional materials that the
ASSOCIATION uses above and beyond what the CITY has allocated for the purchase
of these materials to support the program.
SECTION 8
FIELD USAGE
Games will be played on Sundays only. The ASSOCIATION agrees that it shall not
begin field usage before 9.00 a.m. on Sundays, and shall cease field usage prior to
dawn. No lights will be available for games.
4A-5
The CITY reserves the right to utilize the facilities when league games and/or practices
are not scheduled. If facility is abandoned, the Agreement is terminated.
The ASSOCIATION, shall have use of the CITY 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.
The Association acknowledges and understands that the field is designed and
designated for use as a soccer field. Because the Association intends to use the field
for a different game, i.e. cricket, the soccer goals will need to be relocated before the
Association's use, and reinstalled after the Association's use. The Association agrees
that it will be responsible for removing the goals before using it to play cricket, and for
re -anchoring the goals upon completion of its use each Sunday. In this regard, the
Association agrees that it will be responsible for any damage caused by moving and re -
anchoring the goals, and also release and indemnify the City for any damage or injuries
to Association members, participants, and spectators caused by such activities. If the
City determines that the Association has failed to adequately fulfill these obligations, the
City may elect to terminate this Agreement at any time at its discretion.
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.
4A-6
$1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake, for their adequacy as to content, protection and named
insurance company. The ASSOCIATION shall furnish to the CITY certificates of such
insurance within (10) ten days of the execution of this Agreement or prior to the
commencement of any activities by the ASSOCIATION at the City of Southlake
Park Facilities, whichever event occurs first. The ASSOCIATION understands and
agrees that it has the sole responsibility to provide this information and that failure to
timely comply with the requirements under the Article shall be cause for termination of
this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to the CITY
under any third party liability policy.
The ASSOCIATION further agrees that with respect to the above required insurance,
the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
SECTION 10
INDEMNIFICATION
THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN
ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT
PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN
MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT
THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT
CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED
DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL
INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING
BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS
DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE
ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE
ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES
OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE
ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE
ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION
TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE
DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION
SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION
OF THE FACILITY.
4A-7
THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF
SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL
CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL
INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE
ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO
ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED
BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT
THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE
THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS
AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR
INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES
AND RECOVERY OF ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH
PARTIES.
SECTION 11
MISCELLANEOUS EXHIBITS
It is especially provided and agreed by and between the ASSOCIATION and the CITY
that the exhibits hereto attached shall be part and parcel of this Agreement as if set out
in their entirety said exhibits being-
1 . FIELD MAINTENANCE EXHIBITS
"A" - CITY -Owned Field Maintenance Agreement
p�owei.*illN*o]WIN 9:f11:111Los a144Dim W11:11 W kK
"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.
4A-8
SECTION 13
RESIDENT PARTICIPATION
Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake
will continue to have the opportunity, at all levels of ability, to participate in the athletic
program established for their individual skill level. As an integral part of this goal the
CITY encourages the ASSOCIATION to find a team for all Southlake residents who
register by the program's stated registration deadline. The ASSOCIATION also agrees
that a team consisting of Southlake residents will be present whenever games are
scheduled on assigned fields.
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.
4A-9
This Agreement is made and entered into on the day of
ATTEST:
CITY Secretary
Approved as to form
CITY Attorney
by:
CITY OF SOUTHLAKE
Mayor
CITY of Southlake
President
ASSOCIATION
4A - 10
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 maintain all fences and gates in a safe and secure condition.
3. The CITY shall provide and maintain all area lighting systems.
4. The CITY shall be responsible for the maintenance of any irrigation system and
watering of the infields and any adjacent park irrigation systems and the watering
of non -athletic turf areas.
5. The ASSOCIATION shall continue to be responsible for daily practice and
policing of all litter on the field(s) to include playing areas, fences, and adjacent
grounds. All litter shall be placed in the bins, cans, and receptacles provided by
the CITY. The CITY shall provide pick up for these receptacles. If within the
CITY's judgment, the ASSOCIATION does not comply with litter collection, a
notification letter will be issued by the CITY requesting immediate compliance. If
the CITY deems applicable, further non-compliance will result in a fee of $35.00
per hour/per staff member for litter clean up.
6. The ASSOCIATION shall be prohibited from performing any maintenance to any
CITY property, including any turf areas without permission from the CITY.
7. 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 lighting when the ASSOCIATION leaves the
facility.
8. 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.
4A - 11
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure
1. It is raining at practice time.
2. Fields are too wet.
3. Athletic Fields need to be closed in the interest of participant safety and/or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closure
(Weekdays)
1. Inspect Athletic Fields by 3:00 p.m.
2. Make a decision based upon field condition or weather.
3. List any closings on the CITY Field Closure Line (817) 748-8028 by
4:00pm.
4. The website is updated Monday through Friday by 4:00 pm.
http://www.citVofsouthlake.com/siteContent/70/documents/Departments/C
ommunityServices/Parks/RainoutLine.pdf
5. The Parks Manager or designee will have the final responsibility for
canceling practices with regards to field conditions for weekday practices.
6. If the conditions are marginal, the field information may include a notice
that such conditions are subject to change with an updated notification by
4:00 p.m.
7. After practices have begun and inclement weather becomes a factor, the
ASSOCIATION officials shall follow the same guidelines as CITY staff for
deciding cancellation or postponement.
(Weekends)
1. If a decision at 3.00 p.m. Friday is not possible, the Parks Manager or
designee familiar with the Athletic Fields will monitor the weather and field
conditions throughout the weekend and make decisions on field closure as
needed.
2. Inspect Athletic Fields by 7.00 a.m. on Saturday and Sunday.
3. Status for Saturday and Sunday afternoon and evening practices may be
reevaluated at the discretion of the Parks Manager or designee at 11.30
a.m. and the field decision will be made prior to noon that day.
4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8
a.m. for Saturday and Sunday practices. Note: The website is only
updated Monday through Friday.
5. The Parks Manager or designee shall consult with the ASSOCIATION's
4A - 12
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.
4A - 13
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
CITY OF SOUTHLAKE AND SOUTHLAKE UNITED CRICKET ASSOCIATION
APPENDIX
SECTION A
SCOPE OF SERVICES
The ASSOCIATION agrees to provide a recreational cricket 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 2014.
SECTION B
TERMS OF AGREEMENT
This Agreement will be effective following completion of a cricket pitch at Bob Jones
Park.
The term of this Agreement shall be for one year (dates TBD following completion of
cricket pitch). This Agreement may be renewed for one (1) successive two-year period
(specific dates TBD) upon written agreement by both parties.
1. The beginning of a season is the first day the ASSOCIATION utilizes the field(s).
The end of a season is the last day the ASSOCIATION utilizes the field(s), as
described above, for that corresponding season.
2. Southlake United Cricket Association shall consist of the following seasons:
o February — November (Sundays Only)
3. The field will be unavailable during the CITY's scheduled maintenance period
from May 28, 2014 through June 8, 2014 (as well as the same corresponding
dates for 2015 and 2016), and during the months of December and January. In
addition, no games or practices may be scheduled during the third weekend in
May each year (during Soccerfest). 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 of September and the first three weeks of October.
4. The CITY will have priority to the facility for any CITY event.
5. Additional facility usage may be permitted by the Director of Community
4A - 14
Services. Additional facility usage requests must be submitted in writing to the
Director of Community Services a minimum of two (2) weeks in advance.
6. 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.
7. 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.
4A - 15
CITY OF
SOUTHLAKE
MEMORANDUM
January 9, 2014
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds request from
Southlake United Cricket Association for construction of
cricket space at Bob Jones Park
Action Requested: Park Board recommendation on SPDC Matching Funds
request from Southlake United Cricket Association to
contribute to the construction cost of the cricket pitch area at
Bob Jones Park
Background
Information: In 2013, the Department of Community Services received a
request from Southlake United Cricket Association to provide
athletic field space as their home field for North Texas
Cricket Association games. A suitable location for a cricket
field was located in Bob Jones Park that is also utilized for
soccer. Site modifications are needed to accommodate
soccer and cricket needs. The Association offered to provide
matching funds of $6,916 cash contribution toward
construction and installation cost of the cricket pitch area at
Bob Jones Park. The construction cost for the cricket project
is estimated to be approximately $13,832.
Use of the designated area for a cricket field space in Bob
Jones Park was discussed by the Parks Board at the May
13, 2013 and October 14, 2013 meetings where staff was
directed to proceed with development of a facilities utilization
agreement with Southlake United Cricket Association, which
was presented prior to this agenda item.
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:
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
C! W
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 2 of 4
✓ 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)
Staff has reviewed the project and concluded this request
meets the evaluation provisions provided above.
SPDC will consider the request February 4, 2014
City Council will consider the request February 18, 2014
A representative from Association will be present at the
meeting to respond to any questions from the Park Board.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 3 of 4
Financial
Considerations: Approval of the matching funds request will assist with
offsetting the construction costs of the cricket pitch area at
Bob Jones Park.
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
Southlake 2030 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: Southlake United Cricket Association has committed funds in
the amount of $6,916 towards the construction of the cricket
pitch area at Bob Jones Park.
Parks & Recreation Board recommendation at the January
13, 2014 meeting
SPDC will consider February 4, 2014
City Council will consider February 18, 2014
Legal Review: N/A
Alternatives: Alternatives may include the following:
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 13, 2014
Page 4of4
Supporting
Documents:
■ Recommendation for approval as presented
■ Recommendation for approval with input as desired
■ Decision not to recommend approval
■ SPDC Matching Funds Request Application Form
Staff
Recommendation: Park Board recommendation for approval of the SPDC
Matching Funds request from Southlake United Cricket
Association to contribute to the construction cost of the
cricket pitch at Bob Jones 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
Revised 03.08.12
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name: Cricket Pitch
Project Location. -Bob Jones Multi Purpose field #1
Contact Person: Dr. GIII
Organization: Southlake United Cricket Club
Mailing Address:
City: State: ZIP:
Phone: Cell: Fax:
Additional Contact Person: Phone:
Project Description: To have a Cricket Pitch installed on the Bob Jones
multi purpose field #1. The pitch will be constructed with a
concrete base and synthetic turf to match existing grades.
1064 Sq. Ft. @ $13.00 Sq. Ft.
Project Justification:
Proposed Start Date: Proposed Completion Date:
Projected Cost: $13,832.00 Funds Requested:
Check One: Standard Match X OR In -Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?.
4B-5
CITY Or
SOUTHLAKE
Monthly Construction Report
Southlake Community Services
January 2014
O
N
N
N
O
N
N
O
N
7
Planned
Actual
Adjusted
N
m
M
M
M
9
M
M
4
M
V
M_
V
v
v
R
Project
Complete
Start
Complete
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7
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Project Title
Co ents
Date
Date
Date
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SPDC FUND
•
Community Recreation Center RFP submittals for Construction Manager at -Risk have been received. Staff has
$46,500,000
$1,780,940
12/31/17
08/07/13
12/31/17
reviewed and developed a short-list of firms to interview on 11/14.
0
•I
Bicentennial Park Phase 2 Construction is underway.
1 $13,876,363
$13,592,146
1 09/01/14
1 07/01/11
1 09/30/15
• On Track
■ Attention Needed
Project Jeopardy
✓ Substantially Complete
5A - 1
Southlake Community Services Project Status Update
Manager: Edmondson
Report Date: 01/09/14
miry cn
'OUTHLAKE
13
. - - Community Recreation Center
Scope/Objective: Phase 1 includes community events hall, multipurpose meeting and classrooms, senior center, and amphitheater. Phase 2
includes gymnasium, jog/walk track, weights & fitness components, indoor and outdoor performance training, indoor
playground, aquatics, party rooms, multipurpose classrooms/meeting rooms, administrative offices, early learning, child
watch, and locker rooms.
Account Code:
Start Date: 08/07/131 Total Project Budget: $46,500,000
Adi. Completion Date: 12/31/171 Total Proiect Commitments: $1,780,940
100%
80%
d
60%
a
E
00
40%
20%
1 rlo/.
0% 0% 0% 0%
0%
Design Bidding Approvals Construction Phase Total Spending
Scope Schematic Design currently underway for Phase 1 and Phase 2.
Schedule — No issues at this time. Present SD update to CC in February
Cost — No issues at this time.
Resources — No issues at this time.
No issues at this time.
As Planned . ea of Conce— Critical Issue Improving ♦ No change — Worsening
Prj. Jeopardy x
5A-2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 01/09/14
spry cr
SOUTHLAKE
0
-
Bicentennial Park Phase 2
e/Objective:
7Account
Miracle field, 60/90 field, renovated shade structures, new concession, new maintenance building, new playground, boulevard
connection, arkin , utilities, drains e, landsca in , and aths.
Code:
202599-598801-P0043
Start Date:
07/01/11
Total Project Budget:
$13,876,363
Ad'. Completion Date:
09/30/15
Total Project Commitments:
$13,592,146
100%
80%
m
a 60%
0 40%
20%
°
°
1% °
F— -Mi
0%
Design Bidding Approvals Construction Phase Total Spending
Scope
_ No issues at this time.
Schedule
— No issues at this time.
Cost
— No issues at this time.
Resources
— No issues at this time.
Te I
No issues at this time.
As Plannea .-.rea of Concern Critical Issue
Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-3