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2014-06-09 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM June 5, 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, June 9, 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 April 14, 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 were no absences at the April 14, 2014 meeting to consider. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3A. Consider: Recommendation on Facilities Utilization Agreement with Southlake Cricket Club — This item was tabled by Park Board at the April 14, 2014 meeting. At the direction of the Park Board at the March 17, 2014 meeting, staff has prepared a Facilities Utilization Agreement (FUA) with Southlake Cricket Club, represented by Parvez Malik, for your recommendation to City Council. The proposed facilities utilization agreement (FUA) with Southlake Cricket Club is 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 the FUA's the City has in force with the youth athletic associations. Southlake Cricket Club will pay field maintenance fees and comply with all provisions of the agreement. The Club acknowledges and understands that the field may only be used on Sundays, and that in the future the field may be shared with other cricket groups. Additionally, Southlake Cricket Club 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 — June 9, 2014 Page 2 of 3 Mr. Malik will attend the meeting Monday to answer any questions. City Council will consider the proposed FUA at their August 19, 2014 meeting. 4. Agenda Item No. 3B. Consider: Recommendation on SPDC Matching Funds Request from Southlake Cricket Club to contribute to the construction cost of the cricket pitch at Bob Jones Park — This item was tabled by Park Board at the April 14, 2014 meeting. During discussion at your March 17, 2014 meeting about a facilities utilization agreement with Southlake Cricket Club, the Club also presented their desire to participate in the cost of the construction of the cricket pitch through matching funds. 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 Southlake Cricket Club, represented by Parvez Malik, in the amount of $6,916 (or up to 50% of the total) cash contribution toward the construction cost of the cricket pitch at Bob Jones Park. The construction cost for the cricket project is estimated at $13,832 and includes construction of a concrete base and synthetic turf to match existing grade. Southlake Cricket Club proposes to contribute 50% of the construction costs (estimated at $6,916) in matching funds. Staff has reviewed the request from Southlake Cricket Club and recommends approval based on the request meeting the criteria designated within the Matching Funds Policy. SPDC will consider the request on August 5, 2014. City Council will consider the request at their August 19, 2014 meeting with the proposed FUA. A copy of the SPDC Matching Funds application is included for your review in the packet. Mr. Malik will be present at the meeting to answer any questions. 5. 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. 6. Agenda Item No. 5A. Discussion: Construction Management Report -- The Community Services Department Construction Management Report is included with your packet. Please contact Director Tribble with questions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — June 9, 2014 Page 3 of 3 7. Agenda Item No. 5B. Discussion: Community Recreation Center Project Update — Director Tribble will provide an update on the CRC project. There are no documents for this item in your packet. OTHER ITEMS OF INTEREST 8. City Council Action — The following park and recreation -related action items were considered by City Council at the April 15, May 6, May 20 and June 3 meetings. Approved SPDC matching funds request from The Miracle League of Southlake in the amount of $1,661.60 toward construction of the Texas Rangers Miracle League Field in Bicentennial Park (Park Board recommended approval (5-0) March 17, 2014) Approved the Site Plan for Phase 1 of the Community Recreation Center at their June 3, 2014 meeting. 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.aspx. 9. Reminder — July 14. 2014 Park Board meetina has been canceled. — The next Park Board meeting is scheduled Monday, August 11, 2015. However, please expect a joint meeting with the City Council and SPDC in early August, so the meetings may be combined to one date. Meeting packets will be distributed the week prior to the meeting. 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) Cassie Holtz, Assistant to the Director, 817-748-8036, (choltz(a).ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(@ci.south1ake.tx.us Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Carpenter(d�ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, June 9, 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 April 14, 2014 B. Absence of Parks and Recreation Board members 3. Consider A. Recommendation on Facilities Utilization Agreement with Southlake Cricket Club B. Recommendation on SPDC Matching Funds request from Southlake Cricket Club to contribute to the construction cost of a cricket pitch at Bob Jones Park 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. Discussion A. Construction Management Report B. Community Recreation Center Project 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 — June 9, 2014 Page 2 of 2 CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, June 6, 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: March 17, 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, Jeff Medici, Lori Palmer and Frances Scharli PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Assistant City Manager Ben Thatcher, Director Chris Tribble, Deputy Director Candice Edmondson, Recreation Superintendent Steve Moore and Assistant to the Director Cassie Holtz 1. CALL TO ORDER Chair Wasserman called the meeting of the Parks and Recreation Board to order at 6:08 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 MARCH 17, 2014 PARKS AND RECREATION BOARD MEETING. There were no corrections to the meeting minutes. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS Park Board members considered the absence of Board members Gregg Formella and Chad Patton from the March 17, 2014 meeting. A copy of the Attendance Report was distributed in the meeting packets. APPROVED A motion was made to approve the Consent Agenda including the minutes of the March 17, 2014 meeting and absences as presented. Motion: Medici Second: Scharli Ayes: Berman, Medici, Palmer, Scharli and Wasserman Nays: None City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the April 14, 2014 Parks Board Meeting Page 2 of 4 Abstain: Patton and Formella (absent 4/17/14 meeting) Vote: 5-0-2 Motion Carried. 3. CONSIDER: 3A. RECOMMENDATION TO CITY MANAGER REGARDING REQUEST FOR VARIANCE TO ALLOW BEER TO BE SERVED AT THE SOUTHLAKE TENNIS CENTER DURING THE CHARITY TENNIS MIXED DOUBLES FUNDRAISING EVENTS FOR 2014-2016 Director Tribble presented the request for a variance to the City's park regulations prohibiting the possession or consumption of alcohol in a City park for the Southlake Tennis Center's (STC) annual fundraising events, Southlake Tennis Center Charity Tennis Mixed Doubles for three years, 2014-2016. The variance applicant is Roxy Tennis, LLC, the City's contract manager of the Southlake Tennis Center. The variance will allow beer to be served at the Center during the fundraising events. The fundraisers benefit "Supporters of SafeHaven of Tarrant County" (S.O.S.), a non- profit organization working to end domestic violence through safety, support, prevention and social change. STC is in compliance with TABC and City regulations for such events. Southlake City Code, Article 11 allows variances to be granted at the discretion of the City Manager upon recommendation by the Park Board. Roxy Tennis LLC owner and Southlake Tennis Center Contract Manager, Mia Poorman, 220 Canyon Lake Drive, Southlake, spoke in support of the variance request and to answer questions. APPROVED A motion was made to make a recommendation to the City Manager to approve the request for a variance to the City's park regulations prohibiting the possession or consumption of alcohol in a City park to allow beer to be served at Southlake Tennis Center's Charity Tennis Mixed Doubles fundraising events for 2014-2016. Motion: Patton Second: Formella 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 April 14, 2014 Parks Board Meeting Page 3 of 4 3B. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE CRICKET CLUB 3C. RECOMMENDATION ON SPDC MATCHING FUNDS REQUEST FROM SOUTHLAKE CRICKET CLUB TO CONTRIBUTE TO THE CONSTRUCTION COST OF A CRICKET PITCH AT BOB JONES PARK Community Services Director Tribble announced Items 3B and 3C were Tabled to a future meeting. 4. 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. 5. DISCUSSION: 5A. SOUTHLAKE YOUTH ATHLETIC ASSOCIATIONS REPORT Director Tribble presented the youth athletic associations' participation report. Representatives from athletic associations presented their individual association's report and responded to Board questions. The representatives were: Steve Post, 803 Park Crest Court, Southlake (Southlake Baseball Association); Kevin Cox, 817 Edward Court, Southlake (Southlake Carroll Lacrosse Association); David Spuria, 1880 Randol Mill, Southlake (Southlake Girls Softball Association); Melissa Edwards, 3409 Navaho, Grapevine (Grapevine Southlake Soccer Association); and Andrew Purcell, 715 Longford Drive, Southlake (Dragon Youth Football). Park Board members requested copies of the presentations. Park Board member Jeff Medici left the meeting at 6.41 p.m. and Sherry Berman left at 6:51 p.m. 5B. CONSTRUCTION MANAGEMENT REPORT Director Tribble presented the monthly Construction Management Report and responded to questions from the Board. Park Board member Gregg Formella left the meeting at 7:15 p.m. 6. ADJOURNEMENT APPROVED City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the April 14, 2014 Parks Board Meeting Page 4 of 4 A motion was made to adjourn the meeting at 7:16 p.m. Motion: Patton Second: Palmer Ayes: Palmer, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 4-0 Motion Carried. Tina Wasserman, Chair Parks & Recreation Board Chris Tribble, Director Community Services Dept. An audio recording of this meeting is available upon request from the Office of City Secretary. Due to technical difficulty, a video recording of this meeting was not captured. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-4 CITY OF SOUTHLAKE MEMORANDUM May 21, 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: There is no action required at this meeting as there were no absences at the April 14, 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 this meeting. 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 ©Saaaaa__-_----- t t ohaa©aa����������® Gregg substitutions)Meeting Attendance Rate (includes tr•, tt', , tt', Average Monthly Attendance Rate 2014 93% 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 �Um CITY OF SOUTHLAKE MEMORANDUM June 5, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Cricket Club Action Requested: Park Board recommendation to City Council on Facilities Utilization Agreement (FUA) with Southlake Cricket Club for field usage of cricket pitch at Bob Jones Park Background Information: This item was tabled at the April 14, 2014 Park Board meeting. At the direction of the Park Board at the March 17 meeting, the Facilities Utilization Agreement (FUA) with Southlake Cricket Club, represented by Parvez Malik, is presented for your recommendation to City Council. The proposed FUA with Southlake Cricket Club is for use of the identified cricket pitch space at Bob Jones Park and is contingent upon approval of a matching funds request for the construction of a cricket pitch. Southlake Cricket Club will be allowed to utilize the space only on Sundays, and agrees that the space may be shared by other cricket group(s) in the future. The proposed facilities utilization agreement with Southlake Cricket Club for use of a portion of Bob Jones Park for cricket is 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 the FUA's the City has in force with the youth athletic associations. Southlake Cricket Club will pay field maintenance fees and comply with all provisions of the agreement. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A - 1 Parks and Recreation Board Meeting Date — June 9, 2014 Page 2of3 Specific to this FUA is Section 8, Field Usage, which in includes in addition to the usual field provisions found in the other athletic association's agreements, the cricket club's responsibility for removing the goals before using the field to play cricket and for re -anchoring the goals upon completion and restoring the field back to soccer use. Additionally, Southlake Cricket Club has agreed to participate in the cost to construct the pitch, which will be considered in the following agenda item. City Council will consider the proposed FUA at their August 19, 2014 meeting. A copy of the proposed FUA with Southlake Cricket Club is attached to the memo. 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. 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. Citizen Input/ Board Review: Parks and Recreation Board discussion March 17, 2014 Parks and Recreation Board Tabled item at April 14, 2014 meeting. Parks and Recreation recommendation June 9, 2014 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-2 Parks and Recreation Board Meeting Date — June 9, 2014 Page 3of3 City Council consideration of FUA August 19, 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 Cricket Club Staff Recommendation: Park Board recommendation to City Council on the proposed Facilities Utilization Agreement with Southlake Cricket Club, represented by Parvez Malik City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-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 Cricket Club, herein called "CLUB." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The CLUB 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 CLUB and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The CLUB 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 CLUB shall ensure to have a CLUB team scheduled for each game played on the Southlake field. The CLUB 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. 3A-4 SECTION 4 OFFICERS AND BOARD MEMBERS The CLUB 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 CLUB shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as the CLUB'S field manager. It shall be the responsibility of the field manager to submit all 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 CLUB shall furnish to the CITY, rosters of all participants (listing where participants domicile) prior to beginning play each calendar year. The CLUB shall also furnish to the CITY, rosters of all participants (listing where participants domicile) within two (2) weeks after the last season game each calendar year. The CLUB shall furnish to the CITY the full schedule (dates and game times) for each season at least two (2) weeks prior to beginning play each calendar year. SECTION 7 FIELD MAINTENANCE FEES The CLUB agrees to pay the CITY a resident field maintenance fee of $24.00 per resident player per calendar year, and a non-resident field maintenance fee of $34.00 per non-resident player per calendar year within two (2) weeks after the last season game each calendar year to cover the costs of maintaining the fields in playing condition. The CLUB also agrees to pay for any additional materials that the CLUB 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 CLUB agrees that it shall not begin field usage before 9:00 a.m. on Sundays, and shall cease field usage prior to dawn. No 3A - 5 lights will be available for games. The CITY reserves the right to utilize the facilities when games are not scheduled. If facility is abandoned, the Agreement is terminated. The CLUB, 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 CLUB acknowledges and understands that the field is designed and designated for use as a soccer field. Because the CLUB intends to use the field for a different game, i.e. cricket, the soccer goals will need to be relocated before the CLUB'S use, and reinstalled after the CLUB'S use. The CLUB 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 CLUB 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 CLUB members, participants, and spectators caused by such activities. If the CITY determines that the CLUB has failed to adequately fulfill these obligations, the CITY may elect to terminate this Agreement at any time at its discretion. The CLUB acknowledges and understands that the field may be shared with other cricket group(s) in the future. SECTION 9 INSURANCE The CLUB, at its own expense, shall obtain and keep in force during the term of this Agreement public liability insurance as will protect the CLUB 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 CLUB'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 3A-6 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 CLUB 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 CLUB at the City of Southlake Park Facilities, whichever event occurs first. The CLUB 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 CLUB 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 CLUB AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN CLUB ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE CLUB UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE CLUB 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 CLUB HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE CLUB HEREUNDER. THE CLUB FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE CLUB, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE CLUB SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE CLUB SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. 3A-7 THE CLUB 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 CLUB CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY CLUB 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 CLUB 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=to]WIN 9:f11:111Los a144Dim W11:11 W 11K "B" - Field Inspection and Closure Agreement SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the CLUB, 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 CLUB 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 CLUB to find a team for all Southlake residents who register by the program's stated registration deadline. The CLUB also agrees that a team consisting of Southlake residents (specifically the CLUB) 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. This Agreement is made and entered into on the day of 3A-9 ATTEST: City Secretary Approved as to form City Attorney by: CITY OF SOUTHLAKE Mayor City of Southlake President Southlake Cricket Club 3A - 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 CLUB 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 CLUB shall be responsible for 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 CLUB 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 CLUB shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 7. The CLUB shall be responsible for securing the facility at the end of each day or evening of play. 8. If CLUB 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. 3A - 11 EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game 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 (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 Sunday. 3. Status for Sunday afternoon and evening field use 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. on Sunday. Note: The website is only updated Monday through Friday. 5. The Parks Manager or designee shall consult with the CLUB'S Field Manager about the status of the fields. 6. Should the CLUB'S Field Manager and the Parks Manager or designee not agree the decision of the Parks Manager or designee shall be final. CITY Resaonsibility for ImDlementation 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 CLUB'S Field Manager has the responsibility to inform the CLUB and the participants about the field closure decision. 3A - 12 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE CRICKET CLUB APPENDIX SECTION A SCOPE OF SERVICES The CLUB 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 CLUB'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 CLUB utilizes the field(s). The end of a season is the last day the CLUB utilizes the field(s), as described above, for that corresponding season. 2. Southlake Cricket Club 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 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 3A - 13 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 not being utilized by the CLUB or the CITY will be made available for other usage as deemed appropriate by the CITY. 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. 8. The CLUB acknowledges and understands that the field may only be used on Sundays, and also may be used by other cricket group(s) in the future. 3A - 14 CITY OF SOUTHLAKE MEMORANDUM June 5, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on SPDC Matching Funds request from Southlake Cricket Club for construction of cricket pitch at Bob Jones Park Action Requested: Park Board recommendation on SPDC Matching Funds request from Southlake Cricket Club to contribute to the construction cost of the cricket pitch area at Bob Jones Park Background Information: This item was tabled at the April 14, 2014 Park Board meeting. During discussion at the March 17, 2014 Park Board meeting about a facilities utilization agreement with Southlake Cricket Club, the Club also presented their desire to participate in the cost of the construction of the cricket pitch through matching funds. 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 Southlake Cricket Club, represented by Parvez Malik, in the amount of $6,916 (or up to 50%) cash contribution toward the construction cost of the cricket pitch at Bob Jones Park. The construction cost for the cricket project is estimated at $13,832 and includes construction of a concrete base and synthetic turf to match existing grade. Southlake Cricket Club proposes to contribute $6,916 (or up to 50%) in matching funds to be matched with SPDC funds. 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 3B-1 Parks and Recreation Board Meeting Date — June 9, 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 request from Southlake Cricket Club and recommends approval based on the request meeting the criteria designated within the Matching Funds Policy. SPDC may consider the request on August 5, 2014 in conjunction with the matching funds request from Southlake United Cricket Association. City Council may consider the request at their August 19, 2014 meeting with the proposed FUA. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-2 Parks and Recreation Board Meeting Date — June 9, 2014 Page 3 of 4 A copy of the SPDC Matching Funds application is included for your review in the packet. Mr. Malik 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 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 Cricket Club has committed funds in the amount of $6,916 towards the construction of the cricket pitch area at Bob Jones Park. Parks & Recreation Board Tabled item April 14, 2014 Parks & Recreation Board recommendation June 9, 2014 SPDC will consider August 5, 2014 City Council will consider August 19, 2014 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-3 Parks and Recreation Board Meeting Date — June 9, 2014 Page 4of4 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: ■ SPDC Matching Funds Request Application Form Staff Recommendation: Park Board recommendation for approval of the SPDC Matching Funds request from Southlake Cricket Club 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 AT BOB JONES PARK Project Location: Bob Jones Park Multi -purpose Field #1 Contact Person: Parvez Malik Organization: Southlake Cricket Club Mailing Address: 925 Randol Mill Avenue City: Southlake state: Texas ZIP: 76092 Phone: 817.249.9666 Cell: Fax: Additional Contact Person: Phone: Project Description: Matching funds requested for construction costs to have a Cricket Pitch installed on the Bob Jones Park multi- purpose Field #1. The pitch will be constructed with a concrete base and synthetic turf to match existing grades. 1,064 Sq. Ft. @ $13.00 Sq. Ft. Project Justification: Proposed Start Date: TBD Proposed Completion Date: TBD Projected Cost: $13,832.00 Funds Requested: $6,916.00 Check One: Standard Match x OR In -Kind Match %Match Proposed: 1 00% Does the individuaVorganization currently have its portion of the requested funds match? Yes If not, when does the individual/organization anticipate having its portion of the match? CITY OF SOUTHLAKE Iff Monthly Construction Report Southlake Community Services June 2014 Ci M O CM C7 M O a M O N a M O N C7 V O N Planned Actual Adjusted N M M M M M M M M M a omplete Start co m to a a ri rn Project Title Budget Co Date Date O n li a y O # o li SPDC FUND • Community Recreation Center Design Development essentially complete. Construction documents underway. $46,500,000 $1,780,940 12/31/17 08/07/13 12/31/17 City Council approved the Site Plan for Phase 1 on June 3, 2014 pending additional information on including a larger outdoor restroom facility in Phase 1. • Bicentennial Park Phase 2 Weather has delayed earthwork, road, and utility installation. Pond wall and outfall $13,876,363 $13,729,000 09/01/14 07/01/11 09/30/15 structure is 75% complete. Miracle Field shade structure foundation and bleachers are complete. Steel material for shade structures is being delivered to site. Concession building foundation is complete. Maintenance building foundation is complete. North precast concrete fence is 5% complete. • On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete 5A - 1 Southlake Community Services Project Status Update Manager: Edmondson Report Date: 06/05/14 CITY O' SOUTHLAKE 0 7 M - 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 Bud et: $46,500,000 Adi. Completion Date: 12/31/171 Total Proiect Commitments: $1,780,940 100% 80% d a 60% E 40% L) 0 20% a 0% 0% 0% 0% 0% Design Bidding Approvals Construction Phase Total Spending Scope — No issues at this time. Schedule — Design Development is essentially complete. Construction documents underway. City Council approved Site Plan for Phase 1 6/3/14 pending additional information on including a larger outdoor restroom in Phase 1. Anticipate approval of GMP Amendment by City Council and Ground Breaking in August. Cost — No issues at this time. Resources — No issues at this time. Technical — No issues at this time. 10111—d Area of Conce... Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-2 Southlake Community Services Project Status Update Manager: Kao Report Date: 06/05/14 CITY O' 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, parking, utilities, drainage, landscaping, and paths. Code: 202599-598801-P0043 Start Date: 07/01/11 Total Project Budget: $13,876,363 Ad'. Completion Date: 09/30/15 Total Project Commitments: $13,729,000 100% o 0 80% Y a 60% E cj 40% 22% ° e 20% 0% Design Bidding Approvals Construction Phase Total Spending Finalized furniture requirements for Maintenance building and received bids. Weather has delayed earthwork , road, and utility installation. Pond wall and Put together mock-ups for playground and begin outfall structure is 75% complete. Miracle Field shade structure foundation playground work. Begin masonry for concession bldg. and bleachers are complete. Steel material for shade structures is being — delivered to site. Concession building foundation is complete. Maintenance building foundation is complete. North precast concrete fence is 5% complete. Cost — No issues at this time. Resources — No issues at this time. Technical — No issues at this time. ks Planned Critical Issue Improving No change — Worsening ♦ Prj. Jeopardy x 5A-3