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2014-03-17 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM March 14, 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, March 17, 2014 at 6:00 p.m. The 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 February 10, 2014. Please make any corrections to the minutes part of the motion for consideration. 2. Agenda Item No. 2B. Consent: Absence of Parks and Recreation Board Members — There is no action required by Park Board on this item as all members were present at the February 10, 2014 meeting. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3A. Discussion: 2013 Citizen Satisfaction Survey — Every two years, as part of the City's effort to effectively address citizens' concerns and desires, the City commissions a study to be conducted among the citizens. The survey measures satisfaction levels with city services and provides a close up look at the issues, needs and changes that people would like to see in their City and in City services. As with past citizen satisfaction surveys, the results and analyses will help the City Council and staff to make sound and strategic management decisions in a variety of areas, including service improvements and enhancements, measuring and tracking internal performance, budgeting, policy and planning. Assistant City Manager Ben Thatcher will present the results of the 2013 Citizen Satisfaction Survey at the meeting. The results are also available at www.CitvofSouthiake.com/CitizenSurvey. 4. Agenda Item No. 3B. Discussion: Request for use of planned cricket pitch at Bob Jones Park — The purpose of this item is for the Board to review, discuss, and provide staff direction on a request received from Mr. Parvez Malik, representing a group of cricket players, to enter into a facilities utilization agreement (FUA) with the City for use of the same field space requested by Southlake United Cricket Association and used by the City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — March 17, 2014 Page 2 of 3 soccer association at Bob Jones Park. Both cricket groups have indicated their willingness to share the facility on Sundays as previously discussed. The cricket group has also offered to share in the cost of the construction of the cricket pitch that is required to accommodate cricket on the existing athletic fields. Mr. Malik will attend the meeting to answer any questions, and will distribute his cricket club's roster for the Board's review. 5. Agenda Item No. 3C. Discussion: Parks & Recreation and Southlake Tennis Center Report — Staff will present a report on the parks and recreation related programs, events and services offered by the Department. Participation statistics are included with your packet. 6. Agenda Item No. 3D. Discussion: Construction Management Report — The Community Services Department Construction Management Report is included with your packet. Please contact Director Tribble with questions. 7. Agenda Item No. 4. 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. 8. Agenda Item No. 5A. Consider: Recommendation on SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park — The purpose of this item is to provide SPDC and City Council with the Park Board's recommendation on the SPDC Matching Funds request from The Miracle League of Southlake (MLS) in the amount of $1,661.60 cash contribution toward the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park. The total construction cost for the field is estimated to be approximately $485,000. MLS has previously requested SPDC matching funds of $10,250 in April 2013 and $50,000 in September 2012 for the field, which Park Board, SPDC and City Council approved. Director Tribble has reviewed the request and recommends approval based on the request meeting the criteria designated within the Matching Funds Policy. SPDC will consider the request on April 1, 2014 and City Council will consider it on April 15, 2014. A copy of the SPDC Matching Funds application is included for your review in the packet. OTHER ITEMS OF INTEREST 9. City Council Action — There were no park and recreation -related action items considered by City Council at the February 18, and March 4, 2014 meetings. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — March 17, 2014 Page 3 of 3 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.cityofsouthlake.com/1ist.asp . 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(a�ci.southlake.tx.us) Vacant, Assistant to the Director, 817-748-8036, ( (q_)ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(d_)ci. Southlake. tx. us Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Iarpenter(a)ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, March 17, 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 February 10, 2014 B. Absence of Parks and Recreation Board members 3. Discussion: A. 2013 Citizen Satisfaction Survey B. Request for use of planned cricket pitch at Bob Jones Park C. Parks & Recreation and Southlake Tennis Center Report D. Construction Management Report 4. 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.) 5. Consider: A. Recommendation on SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — March 17, 2014 Page 2 of 2 A quorum of the City Council may be present at this meeting. 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, March 14, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Alicia Richardson, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: February 10, 2014 LOCATION: Southlake Town Hall — City Council Chambers 1400 Main Street Southlake, Texas TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman, Vice Chairman Chad Patton, Secretary Sherry Berman and Board Members Gregg Formella, Lori Palmer, Jeff Medici and Frances Scharli PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Director Chris Tribble and Deputy Director Candice Edmondson 1. CALL TO ORDER Chair Wasserman called the meeting of the Parks and Recreation Board to order at 6:06 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Board and are enacted with one motion. Chairman Wasserman read the consent agenda items into the record. 2A. APPROVAL OF THE MINUTES FROM THE JANUARY 13, 2014 PARKS AND RECREATION BOARD MEETING. There were no corrections to the meeting minutes. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS There were no absences to consider for this meeting. A copy of the attendance log was distributed in the meeting packets. APPROVED A motion was made to approve the Consent Agenda to accept the January 13, 2014 minutes as presented. Motion: Formella Second: Patton Ayes: Berman, Formella, Medici, Palmer, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 7-0 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the February 11, 2014 Parks Board Meeting Page 2 of 3 Motion Carried. 3. PUBLIC FORUM Chair Wasserman opened the public forum and asked for anyone wishing to speak to come forward. There being no one wishing to speak, public forum was closed. Agenda Item 5A and 5B were presented at this time to allow the applicant for Item 4A to arrive. 5. DISCUSSION: 5A. CONSTRUCTION MANAGEMENT REPORT The monthly Construction Management Report was included in the meeting packet. There were no questions regarding the Report. Director Tribble demonstrated elements of the new web pages designed to inform citizens about current capital improvement projects and responded to questions. Web pages may be quickly accessed at www.SouthlakeParksandRec.com. :�d9]JiILT, L1J►111VAV*]N=F- 11Is] k, Eel =1►kI=1:i1J:21my-A0 Director Tribble provided a presentation on the Community Recreation Center project and presented the completed schematic design and responded to questions. 4. CONSIDER: 4A. RECOMMENDATION ON REQUEST FROM FOUR PEAKS-RM, INC. AND JTS HOLDINGS TO RECEIVE CREDIT FOR THE EXCESS OPEN SPACE INCLUDED WITHIN THE PROPOSED REMINGTON ESTATES DEVELOPMENT. The applicant was not present at the meeting. Director Tribble recommended the item be tabled at this time and the item to be considered at the next meeting. APPROVED A motion was made to table the request from Four Peaks-RM, Inc. and JTS Holdings. Motion: Formella Second: Medici Ayes: Berman, Formella, Medici, Palmer, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the February 11, 2014 Parks Board Meeting Page 3 of 3 6. ADJOURNEMENT APPROVED A motion was made to adjourn the meeting at 6:48 p.m. Motion: Patton Second: Scharli Ayes: Berman, Formella, Medici, Palmer, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. Tina Wasserman, Chair Parks & Recreation Board Chris Tribble, Director Community Services Dept. A recording of this meeting is available upon request from the Office of City Secretary and may be viewed at www.cityofsouthiake.com /Video On Demand. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 CITY OF SOUTHLAKE MEMORANDUM March 13, 2014 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: No action is required; all Park Board members were present at the February 10, 2014 meeting. Background Information: The "Absence Policy for Parks and Recreation Board" adopted July 12, 2004 provides a mechanism for consideration of absences of Board members from regular or special Park Board meetings. This item is listed as a standing item on meeting agendas. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: No action required City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-1 Park and Recreation Board Attendance Report Place Name 1/13114 2/10114 3/17/14 4/14/14 5/12/14 6/9/14 7/14/14 8/11/14 918114 10/13/14 11/10/14 12/8/14 Individual Attendance Rate Hrs To Date ©Saa_____-_----- Chad Patton �raa_____-_----- t t Rate (includes substitutions)Meeting Attendance Average Monthly Attendance Rate 2014 100% In attendance X Not in attendance, no substitute 1 Substitute in attendance • Vacant position _ Meeting Canceled Meeting Canceled due to no quorum Change in Representative 2B-2 CITY OF SOUTHLAKI MEMORANDUM March 14, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Request for use of planned cricket pitch at Bob Jones Park Action Requested: Park Board discussion and direction to staff regarding a request from Mr. Parvez Malik for use of the planned cricket space at Bob Jones Park. Background Information: Staff has been approached by Mr. Parvez Malik, representing a group of cricket players, who wish to enter into a facilities utilization agreement (FUA) with the City for use of the same athletic field space requested by Southlake United Cricket Association and used by the soccer association at Bob Jones Park. Recall at the January 13, 2013 Park Board meeting, the Board recommended the City enter into a facility utilization agreement with Southlake United Cricket Association for use of athletic field space in Bob Jones Park and also recommended acceptance of Southlake United Cricket matching funds request to share in the cost of the field modifications that are required to accommodate cricket and soccer needs. The FUA and matching funds request will be considered by City Council April 15, 2014. Mr. Malik, representing the cricket players, will be present at the meeting Monday to present the current request for cricket field space and rosters of the cricket players. In addition to a facilities utilization agreement with the City, the group offers to participate in the cost of field alterations through a matching funds request. Both cricket clubs have indicated their agreement to share and alternate utilizing the space on Sundays. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-1 Parks and Recreation Board Meeting Date — March 17, 2014 Page 2 of 2 Staff is seeking the Board's direction on this request. And if directed by the Board, a facility utilization agreement with the cricket group and a matching funds request could be brought forth at the April 14 meeting for the Board's formal consideration. Financial Considerations: There is no financial impact on the City budget for discussion of this item. 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. Citizen Input/ Board Review: Parks and Recreation Board discussion March 17, 2014 Legal Review: None Alternatives: Alternatives may include: ■ Feedback and Direction to staff on next steps Supporting Documents: None Staff Recommendation: Park Board discussion and direction to staff regarding the request to use the planned cricket field space at Bob Jones Park City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B -2 CITY OF SOUTHLAKE MEMORANDUM March 14, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Parks & Recreation and Southlake Tennis Center Report Staff will present a report on the parks and recreation related programs, events, and services offered by the Department. Participation statistics and a summary on the Southlake Tennis Center are attached. Staff will present the Bob Jones Nature Center & Preserve report and the Youth Athletic Associations report at the April meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY MANAGED PROGRAMS AND EVENTS PARTICIPATION REPORT FY 2003 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total FY 2004 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total FY 2005 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total FY 2006 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total FY 2007 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total FY 2008 Special/Community Events City Managed Programs City Managed Athletics Contract Programs Grand Total 2003-2014 FY 2009 19,465 Special/Community Events 1,745 City Managed Programs 2,201 City Managed Athletics 2,782 Contract Programs 26,193 Grand Total FY 2010 22,267 Special/Community Events 2,403 City Managed Programs 3,643 City Managed Athletics 3,319 Contract Programs 31,632 Grand Total FY 2011 25,150 Special/Community Events 2,083 City Managed Programs 3,673 City Managed Athletics 3,444 Contract Programs 34,350 Grand Total FY 2012 26,190 Special/Community Events 2,391 City Managed Programs 4,272 City Managed Athletics 3,509 Contract Programs 36,362 Grand Total FY 2013 37,546 Special/Community Events 3,841 City Managed Programs 4,453 City Managed Athletics 3,965 Contract Programs 49,805 Grand Total FY 2014 26,000 Special/Community Events 3,721 City Managed Programs 3,602 City Managed Athletics 5,170 Contract Programs 38,493 Grand Total 36,950 4,917 3,444 5,473 50,784 39,500 4,231 2,739 5,501 51,971 40,200 5,026 3,307 6,064 54,597 45,150 4,225 3,201 6,153 58,729 46,500 3,651 3,421 6,098 59,670 10,500 391 1,776 266 12,933 3/14/2014 19,465 1,745 2,201 2,782 26,193 22,267 2,403 3,643 3,319 31,632 25,150 2,083 3,673 3,444 34,350 26,190 2,391 4,272 3,509 36,362 37,546 3,841 4,453 3,965 49,805 26,000 3,721 3,602 5,170 38,493 36,950 4,917 3,444 5,473 50,784 39,500 4,231 2,739 5,501 51,971 40,200 5,026 3,307 6,064 54,597 45,150 4,225 3,201 6,153 58,729 46,500 3,651 3,421 6,098 59,670 10,500 391 1,776 266 12,933 0 70,000 50,000 q 40,000 Q 30,000 20,000 10,000 C Recreation FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 OContract Programs OCity Managed Athletics ■City Managed Programs ■Special/Community Events 70,000 60,000 50,000 40,000 c c a� r Q 30,000 20,000 10,000 Recreation 58,729 59,670 54,597 49,805 50,784 F51,971 36,362 34,350 31,632 26,193 12,933 FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 FY 2009 FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 Fiscal Year OTotal - all areas s&uthlake,, re Cente*, 2013 -2014 Adult Leagues and Programs Team Leagues We host three different area -wide leagues throughout the year. These leagues play two or three seasons a year. We have a total of 44 teams that play out of the facility. NETT League (Mon/Wed) 18 teams TCD (Thurs/Sun) 9 teams USTA (Fri/Sat) 17 teams Individual Leagues We run leagues for men and women in the spring, summer, fall and winter. These leagues allow individuals to sign up for a variety of formats at different levels of play. Spring 2013 129 players Summer 2013 144 players Fall 2013 128 players Winter 2013-2014 188 players Junior Programs Our junior program runs for two semesters during the school year with week long summer camps every week throughout the summer. Red Level (4-8) 50 players Orange Level (9-11) 90 players Green Level (11-13) 40 players Yellow Level (14+) 20 players Tournament Level 50 players Tournaments We host 5 major tournaments throughout the year. STC Junior Open (Feb) 270 players CMZ Doubles Tournament (March) 176 players ZAT (June) 599 players STC Junior Open (Aug) 203 players STC Fall Celebration (Sept) 77 players In addition, we host 3 Mid -Cities Junior Tournaments throughout the year (70-110 players per tournament), and 9 Future Stars Tournaments for junior beginners ages 7-14 years old (40-60 players per tournament.) Charity Events We host two charity events per year. In May, we host the SOS Tennis Benefit for SafeHaven. This is a fundraiser for two local women's shelters. We had 292 players in both mixed doubles and ladies events over 4 days. In November, we hosted Serve for Care, a fundraiser for Cancer Cares, a local cancer charity. We had 100 players for the three day event. 100% of the proceeds from these events are donated to the named charities. Pro Shop We run a full -service pro shop that specializes in tennis retail. We carry apparel, clothes, bags, shoes, and tennis accessories. We provide full -service stringing and racquet services. Our head stringer, Dustin Tankersley, is a Certified Master Racquet Technician, who strings on the pro circuit for the Wilson Stringing Team. He has provided services at numerous pro tennis tournaments, including the Australian Open and the US Open. Staff We currently have four people who work in the pro shop and 10 full time teaching pros on staff. CITY Or SOUTHLAKE Monthly Construction Report Southlake Community Services March 2014 O N N N O N N O N 7 Planned Actual Adjusted NM_ M 17 17 Project Complete Start Complete 6 c a> u� 17 toProject Title Co ents Date Date Date o' LL 4 m O z o LL SPDC FUND • Community Recreation Center Design Development is underway. $46,500,000 $1,780,940 12/31/17 08/07/13 12/31/17 • Bicentennial Park Phase 2 Construction is underway. Demolition is progressing. $13,876,363 $13,652,000 09/01/14 07/01/11 09/30/15 • On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete Southlake Community Services Project Status Update Manager: Edmondson Report Date: 03/14/14 . - - Community Recreation Center miry cn 'OUTHLAKE 13 Scope/Objective: Phase 1 includes community events/banquet hall, multipurpose meeting rooms 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 and 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 0 40% 20% o 0% 0% 0% 0% 0% 4 Design Bidding Approvals Construction Phase Total Spending Scope No issues at this time. Schedule — Design Development is underway. Cost — No issues at this time. Resources — No issues at this time. 1 .rh= No issues at this time. As Planned .yea of Conce— Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy Southlake Community Services Project Status Update Manager: Kao Report Date: 03/14/14 miry cn 'OUTHLAKE 13 Bicentennial Park Phase 2 Scope/Objective: Playground, Miracle League Field, large field (60/90), Fields 5-7 spectator area enhancements, concession/restroom building, park boulevard connection to White Chapel, Parks Division office, pathways, parking, landscaping, drainage, and utilities. Account Code: 202599-598801-P0043 Start Date: 07/01/111 Total Project Bud et: $13,876,363 Adi. Completion Date: 09/30/151 Total Proiect Commitments: $13,652,000 0 100% o 80% m AN 60% a E 40% V 20% o 0 0% Design Bidding Approvals Construction Phase Total Spending Scope — No issues at this time. Schedule _ Contractor is finishing demolition. Pond is being enlarged. Storm drainage North property line fence will begin in March. Roadway utilities are being installed. Earthwork has be un. work will begin in April. Cost — No issues at this time. Resources — No issues at this time. TeA No issues at this time. As Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x CITY OF SOUTHLAKE MEMORANDUM March 13, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on SPDC Matching Funds request from The Miracle League of Southlake to contribute to the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park Action Requested: Park Board recommendation on SPDC Matching Funds request from The Miracle League of Southlake (MLS) to contribute to the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park. Background Information: On February 12, 2014, the Department of Community Services received a request from MLS for a 100% match of a proposed $1,661.60 cash contribution toward the construction cost of the Texas Rangers Miracle League Field at Bicentennial Park. The total construction cost for the field is estimated to be approximately $485,000. MLS previously requested SPDC matching funds of $10,250 in April 2013 and $50,000 in September 2012 for the field, which Park Board, SPDC and City Council approved. MLS plans to continue their fund raising efforts to contribute further to the construction cost of the field. The development of a Texas Rangers Miracle League Field is included in the Bicentennial Park Master Plan adopted by the City Council on September 18, 2012, and within the 2030 Parks, Recreation & Open Space/Community Facilities Master Plan adopted by the City Council on March 19, 2013. The field is being constructed as part of Phase II of the Bicentennial Park redevelopment. 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 5A - 1 Parks and Recreation Board Meeting Date — March 17, 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 five (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 on April 1, 2014, followed by City Council consideration on April 15, 2014. A representative from MLS will be present at the meeting to respond to any questions from the Park Board. Financial Considerations: Approval of the matching funds request will assist with offsetting the capital construction costs of the Texas City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-2 Parks and Recreation Board Meeting Date — March 17, 2014 Page 3 of 4 Rangers Miracle League Field. MLS also plans to further contribute to the construction costs of the field. Park Board's most recent requests for SPDC matching funds are: • 2012/13 Leadership Southlake Class for up to $25,000 for signage at BJNCP (April 2013) • Miracle League of Southlake for $10,250 toward construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (April 2013) • Miracle League of Southlake for $50,000 toward construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (September 2012) 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. 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 of Directors has authorized the commitment of funds in the amount of $1,661.60 towards the construction of the Texas Rangers Miracle League Field. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-3 Parks and Recreation Board Meeting Date — March 17, 2014 Page 4of4 Parks & Recreation Board recommendation at their March 17, 2014 meeting SPDC will make their recommendation April 1, 2014 City Council will consider approval April 15, 2014 Legal Review: N/A 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 The Miracle League of Southlake ■ SPDC Matching Funds Request Application Form ■ Bicentennial Park Master Plan Staff Recommendation: Park Board recommendation to approve the SPDC Matching Funds request from The Miracle League of Southlake in the amount of $1,661.60 cash contribution for construction cost of the Texas Rangers Miracle League Field at Bicentennial Park City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 5A-4 The Miracle League of Southlake P.Q. Box 92173, Southlake, TX 76092 12 March 2014 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 S 1,661.60 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 further 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, 1494COVW14 Michael D. Mills Treasurer Miracle League of Southlake Attachment cc: Miracle League of Southlake, Inc. Board of Directors: 5A-5 Revised 03.08. i2 PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: Construction of Miracle League Field Project Location:Bicentennial Park (Phase 11) Contact Person: Michael D. Mills organization: Miracle League of Southlake, Inc. Mailing Address:P.O. Box 92173 city: Southlake state: TX ZIP: 76092 Phone: (817) 481-4152 Cell: (817) 689-9785 Fax: (817) 481-4152 Additional Contact Person: Phillip J. Meyer Phone: (817) 300-1094 Project Description: Construction of a Miracle League Field in Bicentennial Park as a component of Phase 11 redevelop- ment of the park. Project Justification: This petition for a matching fund award is to leverage a proposed contribution by the Miracle League of Southlake, Inc., whose objective is to contribute as much as possible to the cost of construction of the field as in- cluded in the Parks Master Plan and C1P budgets. Proposed Start Date: W inter 2013/4 Projected Cost: $469K +/- Check One: Standard Match x Proposed Completion Date: Fall 2014 Funds Requested: $1 ,661.60 OR In -Kind Match %Match Proposed: 1 00 Does the individual/organization currently have its portion of the requested funds match? Yes If not, when does the individuaVorganization anticipate having its portion of the match? n/a 5A-6 q- 4 H m x W IF '--�` - ��- �� �,'� ' } � - i I a , :: i �r 1 id �. r_ f ? ■ i f ata _d[. Y • . - adj 0 � � � "i', i—� - 'ix •jam � � 4 � �►