2014-08-12 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
July 31, 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 — Tuesday, June 12, 2014 at 7:45 p.m.
Please note the meeting will begin at 7:45 p.m. following the Joint City
Council/Boards meeting (at 6:00pm) and the Joint SPDC/Park Board
meeting (at 7:15pm). The meeting will be held at DPS North, 100 East Dove
Road.
Please advise staff if you will not be able to attend this meeting
(Icarpenter(a-).ci.southlake.tx.us or 817.748.8184). Thank you.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board
meeting held June 9, 2014. Please make any corrections to the
minutes part of the motion for consideration.
B. Absence of Parks and Recreation Board Members — The Board will
consider the absences of Board members Chad Patton and Lori
Palmer from the June 9, 2014 meeting. A copy of the Attendance
Report is in your packet.
3. Agenda Item No. 3. Consider
A. Recommendation on Facilities Utilization Agreement with Southlake
Cricket Club — This item was tabled by Park Board at the April 14
and June 9, 2014 meetings.
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
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — August 12, 2014 at 8:30 p.m.
Page 2 of 4
a one-year term (start date TBD upon completion of a cricket pitch).
The FUA contains the same standard provisions and regulations as
the other 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.
Mr. Malik will attend the meeting Monday to answer any questions.
City Council will consider the proposed FUA at their September 2,
2014 meeting. Please contact Director Tribble with any questions.
B. 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 and June 9, 2014 meetings.
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 construction cost)
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 SPDC Matching Funds Policy. SPDC and
City Council will consider the request on September 2, 2014.
A copy of the SPDC Matching Funds application is included for
your review in the packet. Mr. Malik will be present at the meeting
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — August 12, 2014 at 8:30 p.m.
Page 3 of 4
to answer any questions. Please contact Director Tribble with any
questions.
4. 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.
5. Agenda Item No. 5. Discussion
A. Construction Management Report -- The Community Services
Department Construction Management Report is included with your
packet. Please contact Director Tribble with any questions.
B. Election of Officers — The purpose of this item is to discuss the
election of a chairman, vice chair and secretary for the Park Board.
Your packet memo contains a description of the duties for each
officer position as provided in the Southlake City Code and Park
Bylaws.
If the Park Board desires, a consider item may be placed on the
September 8 meeting agenda for the Board to formally elect
officers to serve a one-year term.
OTHER ITEMS OF INTEREST
6. City Council Action — The following park and recreation -related action
items were considered by City Council at the June 17 and August 5
meetings.
• Presented a Proclamation declaring July National Parks and
Recreation Month
• Approved Ordinance 1097, 1st Reading, dedicating an easement in
Bicentennial Park to Oncor Electric to provide electrical service to
the new park maintenance building.
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.
7. August Park Board Meetings — Please note the following Park Board
meetings for August.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — August 12, 2014 at 8:30 p.m.
Page 4 of 4
August 11, 2014 Canceled
August 12, 2014 @ 6pm
DPS North Facility
August 12, 2014 @ 7:15pm
DPS North Facility
August 12, 2014 @ 7:45 pm
DPS North Facility
Regular Park Board Meeting
Joint City Council and Boards and
Commissions Meeting, including Park
Board (Invitation included in packet)
Joint SPDC and Parks Board Meeting
(See separate Packet)
Regular Park Board Meeting
8. Community Recreation Center Phase I Groundbreaking — Staff is very
pleased to announce the groundbreaking ceremony for the first phase of
the community recreation center is set for Saturday, September 27, 2014,
9:00 a.m. — 12:00 p.m. Please mark your calendars for this milestone
occasion. Event details and invitations will be distributed at a later date.
As always, we appreciate your commitment and service to the City.
I:�27MIM77Ca
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, South lake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker .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(a)ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Tuesday, August 12, 2014
7:45 p.m.
LOCATION: Department of Public Safety North Facility
Classroom #1
100 East Dove Road
Southlake, Texas 76092
REGULAR AGENDA:
1. Call to order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting
held June 9, 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. Election of Officers
6. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date —August 12, 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, August 8, 2014 by 6:00
p.m. pursuant to Chapter 551 of the Texas Government Code.
Lori Payne, TF
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 ofSouthlake Values:
Integrity ♦ Innovation ♦ Accountability 4 Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: JUNE 9, 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,
Secretary Sherry Berman and Board Members Gregg Formella, Jeff Medici and Frances
Scharli
PARKS AND RECREATION BOARD MEMBERS ABSENT: Vice Chairman Chad Patton and
Lori Palmer
STAFF PRESENT: Director Chris Tribble and Assistant to the Director Cassie Tucker
1. CALL TO ORDER
Chair Wasserman called the meeting of the Parks and Recreation Board to order at
6:13 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 APRIL 14, 2014 PARKS AND RECREATION
BOARD MEETING.
There were no corrections to the April 14, 2014 Park Board meeting minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
There were no absences for the Park Board to consider.
APPROVED
A motion was made to approve the Consent Agenda.
Motion:
Medici
Second:
Formella
Ayes:
Berman, Formella, Medici, Scharli and Wasserman
Nays:
None
Abstain:
None
Vote:
5-0
Motion Carried.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the June 9, 2014 Parks Board Meeting
Page 2 of 4
3. CONSIDER:
3A. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH
SOUTHLAKE CRICKET CLUB
Community Services Director Tribble announced the applicant was unable to attend the
meeting for Items 3A and 3B. Chair Wasserman suggested both items be Tabled to
allow the applicant to be present and provide the roster information previously
requested during discussion at the March 17, 2014 Park Board meeting.
APPROVED
A motion was made to Table Agenda Item 3A.
Motion:
Medici
Second:
Formella
Ayes:
Berman, Formella, Medici, Scharli and Wasserman
Nays:
None
Abstain:
None
Vote:
5-0
Motion Carried.
3B. RECOMMENDATION ON SPDC MATCHING FUNDS REQUEST FROM SOUTHLAKE
CRICKET CLUB TO CONTRIBUTE TO THE CONSTRUCTION COST OF A CRICKET
PITCH AT BOB JONES PARK
APPROVED
A motion was made to Table Agenda Item 3B.
Motion:
Medici
Second:
Scharli
Ayes:
Berman, Formella, Medici, Scharli and Wasserman
Nays:
None
Abstain:
None
Vote:
5-0
Motion Carried.
4. PUBLIC FORUM
Chair Wasserman opened the public forum and asked for anyone wishing to speak to
come forward. There being no one to speak, public forum was closed.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the June 9, 2014 Parks Board Meeting
Page 3 of 4
5. DISCUSSION:
5A. CONSTRUCTION MANAGEMENT REPORT
Director Tribble presented the monthly Construction Management Report related to
Bicentennial Park Phase II and the Community Recreation Center projects. There were
no questions from the Board.
5113. COMMUNITY RECREATION CENTER PROJECT UPDATE
Director Tribble reviewed progress to date on the community recreation center and
presented an overview of the design and layout as he responded to Board questions.
The following highlights were included:
• City Council approved Site Plan (6-0-1) June 3, 2014
• Staff to present restroom facilities concepts & estimated costs August 3, 2014
• Anticipate Construction Management at Risk Guaranteed Price Maximum
Amendment w/A&P (Adolfson & Peterson) August 19, 2014
• Anticipate Ground Breaking in late September 2014
• Anticipate Substantial Completion September 2015
• Anticipate Grand Opening Late 2015
6. ADJOURNEMENT
The Board was reminded the July 14, 2014 Park Board meeting is canceled; however a
joint City Council/SPDC and Park Board meeting may be scheduled before August 15 to
consider the Capital Improvement Project budget.
Chair Wasserman praised Park Board Secretary Berman, whose term expires in June,
for her many years of service on the Park Board.
APPROVED
A motion was made to adjourn the meeting at 6.41 p.m.
Motion:
Medici
Second:
Scharli
Ayes:
Berman, Formella, Medici, Scharli and Wasserman
Nays:
None
Abstain:
None
Vote:
5-0
Motion Carried.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
Minutes of the June 9, 2014 Parks Board Meeting
Page 4 of 4
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
July 31, 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: Park Board members consideration of the absence of Board
members Lori Palmer and Chad Patton from the June 9, 2014
Park Board 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: Park Board excuse the absence of Board members Palmer and
Patton from the June 9, 2014 Park Board meeting
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
Place
Name
1113114
2110114
3117114
4114114
5112114
619/14
7114/14
8112/14
9/8/14
10/13/14
11/10/14
1218114
Individual
Attendance
Rate
Hrs To
Date
Sherry Berman
Gregg
Rate
substitutions)Meeting Attendance
-
Average Monthly
Attendance Rate
2014 88%
11
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
CITY OF
SOUTHLAKE
MEMORANDUM
August 7, 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 and June 9, 2914
Park Board meetings.
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 (start date TBD upon
completion of a cricket pitch). The FUA contains the same
standard provisions and regulations as the other 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 — August 12, 2014 at 7:45 p.m.
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 soccer 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
September 2, 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
and June 9, 2014 meetings.
Parks and Recreation recommendation August 12, 2014
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A-2
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 3of3
City Council consideration of FUA September 2, 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
• Southlake Cricket Club Roster
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
Comprehensive General
MINIMUM LIMIT
$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
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"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 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 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
/_1»4ZI11EI
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).
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 27, 2015 through June 7, 2015, 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
Services. Additional facility usage requests must be submitted in writing to the
Director of Community Services a minimum of two (2) weeks in advance.
3A - 13
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
SOU-Ffli.AKE CPA:CKE"T CLU B;
PLAYERS ROASTER
2014
1) lqbal
Fbw't 6.ane
.0 Dr. X-doil Hafecz
514 Indian Riintbi-u-ii*
3! Pr, Adnan
700 Deer Hollmm
4) Ahmad Siddiqi
1422 Laurel Lane
5) lqhal
19y? Shnotin,7Stai.- Ln
Queshi
711 Cirpyrnoor PI
7) 1),,. `Ili
2 J'G ',.i e a v c r f-';' P C, I
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501 Boulder Dr
9�? Amir
2105 Bou,,dr-r Ct
llolir K -in
1801 Nati%.,�., Dai)ccr PI
il) D,.. Aipir Zuberi
21.00 Chp-ygnne, Park Ln
12) D1. Aipir Rizvi
81.5 Pelmsley P!
1S) Dr. Anwar Khurshij
N6 Orchard Drive
14) Dr. Asim M.,zhary
304 Sir GeorgeF Ct
15) Dr. Atif Husain
1801 Lantana Court
TE) Ehsan Peracha
-302. Brcokshii e Ur
17) Dr. Farhan Famoqui
309 Stockton Driw,
18) Dr. Hadi Ja-rri
212 Stockton Drive
1.9) Dr -Maroon SiddiqLli
1005 Tennyson D
20) Jawaid A!Pni
1716 Earet Lane
-1) Khur,7Nd Hassen
?308, ldlei.vild C-1
'17) Monajw-jr Alhaque
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503 S'tonebury Di-
2"') Dr. Muija�,wjar haide-.-
2-2 Indian Pairibmsh
7K Dr. 11,;,usllaia Fep.m�e
565 Randoi Mil! Ave
167affar SFaf'
1861 Sunshine Ln
6) N a -.., P & S i J d aq i
Lie PIOC!, Dr
708 Cas'
,-/KAeem Fushra
2-��08 Tyler Street
73) Nazirr, Uddin
305 Roulder Dr
29) Pi-vcA-. MaIV.,,
925 R,-,ndrl Mill
?V T;mmam Ahmn.d
400 �_jij Ct
300 Lakeside Ct
3A - 15
CITY OF
SOUTHLAKE
MEMORANDUM
July 31, 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 and June 9, 2014
Park Board meetings.
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
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B - 1
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 2 of 4
recommendation to SPDC and City Council based upon the
following:
✓ The extent to which the project is consistent with the
overall intended use of the City's parks and recreation
system as per the adopted Parks, Recreation & Open
Space/Community Facilities Master Plan (Sect. IV-D,
SPDC Matching Funds Policy);
✓ The evaluation criteria (Sect III -A, SPDC Matching Funds
Policy):
• Is the project linked to the City's Strategy Map?
• Is the project linked to the Focus Areas and
Objectives of the City's Strategy Map?
• Is the project related to a currently funded CIP
project?
• Is the project related to a project in the adopted 5-
year CIP?
• Does the project benefit Southlake residents?
• Does the project enhance a current parks and
recreation system asset?
• Does the project assist with the acquisition of a
capital purchase?
• Does the project have a useful life of at least (5)
years?
• Does the project accelerate the completion of a CIP
or Parks, Recreation & Open Space/Community
Facilities Master Plan project?
The overall benefit of the project to Southlake
residents (Sect. IV-D, SPDC Matching Funds Policy)
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 and the City Council will consider the request on
September 2, 2014.
A copy of the SPDC Matching Funds application is included
for your review in the packet.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B-2
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 3 of 4
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 and June 9,
2014
Parks & Recreation Board recommendation August 12, 2014
SPDC and City Council will consider September 2, 2014
Legal Review: N/A
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B-3
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 4of4
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 Funds Policy
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
313 - 4
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: TBI] Proposed Completion Date: TBID
Projected Cost: $13,832.00 Funds Requested: $6,916.00
Check One: Standard Match X OR In -Kind Match %Match Proposed: 100%
Does the individual/organization 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
August2014
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SPDC FUND
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•
Community Recreation Center
Phase 1 has been bid. Anticipate City Council consideration of the GMP $46,900,000
$1,780,940
12/31/17
08/07/13
12/31/17
:J
Amendment for CMAR Services for Phase 1 at their August 19, 2014 meeting
•
Bicentennial Park Phase 2
Driveways and roadway 95% complete. Pond wall and outfall structure is 100% $13,876,363
$13,729,000
09/01/14
07/01/11
09/30/15
complete. Miracle Field fencing being installed. Bleacher shade structures 20%
complete. Concession building 40% complete. Maintenance building 20%
complete. North precast concrete fence is 80% complete. Playground dragons
40% complete. Installing brick retaining walls and planters.
• On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
5A - 1
Southlake Community Services Project Status Update
Manager: Edmondson
Report Date: 08/07/14
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
L)
40%
0
20%
a
0%
0% 0% 0%
0%
Design Bidding Approvals Construction Phase Total Spending
Scope — No issues at this time.
No issues at this time. Anticipate approval of GMP Amendment by City Council
Schedule — on August 19, 2014 for Phase 1. Ground Breaking Event
date set for September 27, 2014.
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: 08/07/14
CITY O'
SOUTHLAKE
9
-
Bicentennial Park Phase 2
7S7A
e/Objective:
Miracle field, 60/90 field, renovated shade structures, new concession, new maintenance building, new playground, boulevard
connection, parking, utilities, drainage, landscaping, and paths.
count 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%
80%
Y
a
60%
£
38% 40%
�j
40%
e
20%
0%
Design Bidding Approvals Construction Phase Total Spending
...
No issues at this time. Obtain City Council approval for purchase of Parks
Division Office furniture.
Driveways and roadway 95% complete. Pond wall and outfall structure is
Finish playground dragons. Complete north property line
100% complete. Miracle Field fencing being installed. Bleacher shade
fence. Complete pond.
structures 20% complete. Concession building 40% complete. Maintenance
—
building 20% complete. North precast concrete fence is 80% complete.
Playground dragons 40% complete. Installing brick retaining walls and
planters.
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
CITY OF
SOUTHLAKE
MEMORANDUM
July 31, 2013
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Discuss Election of Parks and Recreation Board Officers
Action Requested: Discuss election of Parks and Recreation Board chairman,
vice-chairman and secretary
Background
Information: The Southlake City Code and the Park and Recreation
Bylaws address the process for selection of officers for the
Parks and Recreation Board. Annually, following the City
Council appointments of new Park and Recreation Board
members, the Board shall select officers, including a Chair,
Vice Chair and Secretary, to serve until the next annual
election.
On June 24, 2014, City Council approved Resolution No. 14-
031, appointing Mitch Hill (Place 5) and Paul Venesky (Place
7) and re -appointing Lori Palmer (Place 4) and Chad Patton
(Place 6) to the Parks and Recreation Board. Any sitting
member of the Board may be considered for the officer
positions. The current Board members are:
■ Jeff Medici — Place 1
■ Tina Wasserman — Place 2 (current Chair)
■ Frances Scharli — Place 3
■ Lori Palmer — Place 4
■ Mitch Hill — Place 5
■ Chad Patton — Place 6 (current Vice Chair)
■ Paul Venesky — Place 7
The Southlake City Code and Article III of the Parks and
Recreation Board Bylaws list the following officer duties:
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-1
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 2 of 4
Chair
• Preside at all meetings of the Board
• Perform all duties incident to the office of Chair
• Perform other duties as may be prescribed by the Board
and the City Council
Vice Chair
• In absence of Chair or in event Chair not able to, or
refusal to act, Vice Chair shall preform duties of the Chair
• Preside at Board meeting in Chair's absence
• Perform other duties as prescribed
Secretary
• Ensure Minutes are filed with the City Secretary (Handled
by Dept Secretary)
• In general, shall perform all duties assigned by the Chair
or the Board
• In absence of Chair and V Chair, or their inability or
refusal to act, shall perform duties of Chair
• Secretary assists Dept Secretary by turning ON audio
recorder at meeting
At the Board's direction, a consider item will be placed on
the September 8, 2014 board meeting to allow for the
election of officers.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: Park Board discussion August 12, 2014
Park Board may consider election of officers at the
September 9, 2014 meeting
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Supporting documents include the following items:
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-2
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 3 of 4
■ Copy of Southlake City Code Section 12-78,
Article III as amended by Ordinance No. 881
adopted October 5, 2004.
■ Article III of the Park and Recreation Bylaws
Staff
Recommendation: Park Board discussion about the election of Parks and
Recreation Board Officers
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-3
Parks and Recreation Board
Meeting Date — August 12, 2014 at 7:45 p.m.
Page 4of4
Sec. 12-78. _meetings and by-lmis.
As soon as practicable after the annual appointment of new board members by the city council; the
board shall select from the members a chair, vice chair, and secretary, each to serve until the next annual
election. Should any of the abase -referenced officer positions become vacant, the board shall hold a special
election to fill such vacancy for the duration of the unexpired term. The board shall adopt by-laws to govern the
holding of its meetings which, at a niinimiun, shall encompass the following:
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5B-4
and time for such special meetings. Notice shall be given to the public in accordance with
Chapter 551 of the Texas Government Code.
Section 2.4 Ouorum. A simple majority of the entire Board shall
constitute a quorum to conduct official business of the Board.
Section 2.5 Conduct of Business.
(a) At the meeting of the Board, matters pertaining to the business of the
Board, as posted on the agenda, shall be considered in accordance with
rules of procedure as from time to time prescribed by the Board.
(b) At all meetings of the Board, the Chair shall preside. In the absence of the
Chair, the Vice Chair shall preside. In absence of both the Chair and Vice
Chair, the secretary shall preside.
(c) The Chair shall be a voting member of the Board.
(d) Minutes of each Board meeting shall be filed with the City Secretary and
made available to the City Council upon request.
Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled
by appointment by the City Council for the length of the unexpired term.
Section 2.7 Committees of the Board. The Board, through a regular vote,
may appoint two (2) or more committee or sub -committee members to serve as
designated.
Section 2.8 Compensation of Board Members Board members shall not
receive any salary or compensation for their services.
ARTICLE III
OFFICERS
Section 3.1 Officers and Terms of Office.
(a) The officers of the Board shall be a Chair, Vice -Chair, and Secretary. As
soon as practicable after the annual appointment of new board members
by the City Council, the board shall select from the members a Chair, Vice
Chair and Secretary, each to serve for one year. Should any of the above
referenced officer's positions become vacant, the Board shall hold a
special election to fill such vacancy for the duration of the unexpired term.
(b) All officers shall be subject to removal from office at any time by a vote
of a majority of the City Council.
(c) Within sixty (60) days after appointment of new members, staff will
establish, and new members will attend, an orientation meeting.
Community Services — Parks and Recreation Board Bylaws Page 2 of 4
5B-5
Section 3.2 Powers of the Chair The Chair shall preside at all meetings of the
Board and perform all duties incident to the office of Chair and such other duties as may
be prescribed by the Board and the City Council.
Section 3.3 Vice Chair. In the absence of the Chair or in the event of his/her
inability or refusal to act, the Vice Chair shall perform the duties of the Chair, and when
so acting shall have all the powers of and be subject to all the restrictions upon the Chair.
The Vice Chair shall perform other duties as from time to time may be prescribed.
Section 3.4 Secretary. The Secretary shall ensure that minutes of each
Board meeting shall be filed with the City Secretary and in general shall perform all
duties as from time to time may be assigned to him/her by the Chair or the Board. In
absence of the Chair and Vice -Chair, or in the event of their inability or refusal to act, the
Secretary shall perform the duties of the Chair, and when so acting shall have all the
powers of and be subject to all the restrictions upon the Chair. In the absence of the
Secretary, the Chair or acting Chair shall designate a member to perform the duties of the
Secretary.
ARTICLE IV
BOARD DUTIES AND RESPONSIBILITIES
Section 4.1 Duties and Responsibilities. The duties and responsibilities of
the Park and Recreation Board shall be to:
(a) Act in an advisory capacity to the City Council in all matters pertaining to
parks and recreation including the development of long range capital
improvements programs.
(b) Cooperate with other City boards and commissions, other governmental
agencies, civic groups, and citizens of the City in the advancement of
sound park and recreation planning programming.
(c) Recommend policies on recreation services and park improvements.
(d) Recommend programs for development of recreational areas, facilities,
programs and improved recreation services.
(e) Recommend the adoption of standards for recreational areas, facilities,
programs and their financial support.
(f) Review an annual report of existing park and recreation programs and
services.
Community Services — Parks and Recreation Board Bylaws Page 3 of 4
5B-6
From: John Terrell
Date: Wed, Jul 30, 2014 at 5:17 PM
Subject: Invitation to Community Recreation Center Presentation
Tuesday, August 12 @ 6pm at DPS North, 100 East Dove Road
To: SPDC
Parks & Recreation Board
Southlake Arts Council
Senior Advisory Commission
It's time to take a big step forward in our journey with the construction of Southlake's Community
Recreation Center (CRC). As an appointed volunteer on one of Southlake's boards and commissions
you have had some interaction with this very special project that has been in the works for some time
now. The first phase, which will be paid for in cash, begins construction in a couple of months. When it
opens its doors in late 2015, the City will have a new conference and banquet meeting space, outdoor
amphitheater and Senior Activity Center.
On behalf of the City Council I would like to invite you to attend a "sneak peek" of the CRC on Tuesday,
August 12th. You will be provided an overview that will bring to life the facility's intended uses and
construction timeline. We will also talk about the exciting possibilities for the project's proposed second
phase and the way that the City could, with voter approval, re -allocate the City's sales tax dollars to fund
the project to completion.
Please see the attached invitation for this meeting and we hope to see you then.
John Terrell
Mayor
(Other Side for Invitation)
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