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2014-10-13 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM October 8, 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, October 13, 2014 at 6:00 p.m. Please note the meeting will be held in the Town Hall Council Chambers and will begin promptly at 6:00 p.m. 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 September 8, 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 absence of Lori Palmer and Paul Venesky from the September 8, 2014 Park Board meeting. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3 Reports A. Introduction of Deputy Director Kate Meacham — We are happy to announce that effective October 6, 2014, Kate Meacham joined the Community Services team in the role of Deputy Director. Kate brings a wealth of knowledge and experience with her in managing and operating recreational facilities and is a valuable addition to the team. There are no documents for this item in your packet. B. Bob Jones Nature Center & Preserve Report — Staff and representatives from the Bob Jones Nature Center organization will update the Board on nature center participation, programs, and events offered at the Bob Jones Nature Center & Preserve. There are no documents for this item in your packet. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — October 13, 2014 Page 2 of 3 4. Agenda Item No. 3. Consider A-B-C Recommendation on Facilities Utilization Agreements with Dragon Youth Football, Southlake Carroll Lacrosse Association and Grapevine Southlake Soccer Association — The purpose of agenda items A, B and C are to seek Park Board's recommendation on two-year Facilities Utilization Agreements (FUA) with Dragon Youth Football, Southlake Carroll Lacrosse Association and Grapevine Southlake Soccer Association respectively. The proposed FUAs will provide athletic fields for the youth athletic programs for 2015 and 2016. The current FUAs will expire December 31, 2014. The Facilities Utilization Agreement is a standardized agreement used to manage athletic associations' use of City athletic field space. A separate agreement is held with each of the youth athletic organizations. The proposed agreements are the same agreements previously approved by the City Council with each of the associations. Dragon Youth Football, Southlake Carroll Lacrosse Association and Grapevine Southlake Soccer Association will pay field maintenance fees and comply with all provisions of the agreement. A copy of each proposed FUA is attached to the individual packet memo for your consideration. City Council will consider approval of the FUAs at their October 21, 2014 meeting. D. Recommendation on SPDC Matching Funds request from Bob Jones Nature Center Organization to contribute to construction cost of a Pollinator Garden at Bob Jones Nature Center & Preserve — The purpose of this item is for the Park Board to provide City Council a recommendation on a request from Bob Jones Nature Center Organization (BJNCO) for a 100% match of a target $45,000 cash contribution toward development and construction of a pollinator garden at the nature center. Cost estimates, design and specifications details are provided with the packet memo and staff will provide a presentation at the meeting. SPDC and City Council will consider the matching funds request at their November 2014 meetings. 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — October 13, 2014 Page 3 of 3 6. 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. OTHER ITEMS OF INTEREST 7. City Council Action — The following park and recreation -related action items were considered by City Council at the September 16 meeting. Approved contract with Corporate Source Ltd. for the purchase and installation of furniture for the Parks Division Office at Bicentennial Park in the amount of $64,725.61 Tabled to October 21, 2014 City Council meeting the naming of the City facility currently known as Community Recreation Center (CRC) 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/iist.aspx. As always, we appreciate your commitment and service to the City. Chris Tribble STAFF CONTACT INFORMATION: Telephone — (817) 748-8203 Facsimile — (817) 748-8027 1400 Main Street, Suite 210, Southlake, TX 76092 Chris Tribble, Director of Community Services, 817-748-8021,(ctribble(o).ci.southlake.tx.us) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucke1ia ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(a-)ci. southlake. tx. us Kate Meacham, Deputy Director of Community Services, 817-748-8018, kmeacham(@ci.southlake.tx.us Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Caraenter6c�ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, October 13, 2014 6:00 p.m. LOCATION: Southlake Town Hall Council Chambers 1400 Main Street Southlake, Texas 76092 REGULAR AGENDA: 1. Call to order 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held September 8, 2014 B. Absence of Parks and Recreation Board members 3. Reports A. Introduction of Deputy Director Kate Meacham B. Bob Jones Nature Center & Preserve Report 4. Consider A. Recommendation on Facilities Utilization Agreement with Dragon Youth Football B. Recommendation on Facilities Utilization Agreement with Southlake Carroll Lacrosse Association C. Recommendation on Facilities Utilization Agreement with Grapevine Southlake Soccer Association D. Recommendation on SPDC Matching Funds request from Bob Jones Nature Center Organization to contribute to construction cost of a Pollinator Garden at Bob Jones Nature Center City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — October 13, 2014 Page 2 of 2 5. 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.) 6. Discussion A. Construction Management Report 7. Adjournment 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, October 10, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Lori Payne, 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: SEPTEMBER 8, 2014 LOCATION: Southlake Town Hall 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 and Board Members Mitch Hill, Jeff Medici and Frances Scharli PARKS AND RECREATION BOARD MEMBERS ABSENT: Lori Palmer and Paul Venesky STAFF PRESENT: Director of Community Services Chris Tribble and Assistant to the Director Cassie Tucker 1. CALL TO ORDER Chairman Wasserman called the meeting of the Parks and Recreation Board to order at 6:02 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 AUGUST 12, 2014 JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING. There were no corrections to the August 12, 2014 Park Board meeting minutes. 2B. APPROVAL OF THE MINUTES FROM THE AUGUST 12, 2014 REGULAR PARKS AND RECREATION BOARD MEETING. There were no corrections to the August 12, 2014 Park Board meeting minutes. 2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS There were no absences for consideration at this meeting as all Board members were present at the August 12, 2014 meeting. APPROVED A motion was made to approve the Consent Agenda including approval of the minutes of the August 12, 2014 regular and joint meetings. Motion: Patton City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the September 8, 2014 Parks Board Meeting Page 2 of 3 0 - 0101111TAwoR Ayes: Medici, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 4-0 Motion Carried. Park Board member Mitch Hill arrived to the meeting at 6:05 p.m. 3. CONSIDER: 3A. ELECTION OF OFFICERS Community Services Director Chris Tribble invited Board members to elect a chairman, vice chairman and secretary to serve a one-year term on the Park Board. Duties of each officer position were discussed at the August 12, 2014 meeting. APPROVED A motion was made to elect Tina Wasserman as Chairman, Chad Patton as Vice Chairmen and France Scharli as Secretary. Motion: Medici Second: Scharli Ayes: Hill, Medici, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 5-0 Motion carried. 313. RECOMMENDATION TO APPROVE NAME FOR CITY FACILITY CURRENTLY KNOWN AS COMMUNITY RECREATION CENTER (CRC) Community Services Director Tribble presented proposed names for the facility currently known as Community Recreation Center and explained the development process and rationale to obtain the names. The recommended names are: The Marq Southlake (entire center); Legends Hall (Phase 1 events/senior building); Champions Club (Phase 2 recreation building; and Aria (amphitheater). The Park Board discussed the names and provided feedback. Board Member Scharli preferred more options and more participation in the survey beyond stakeholders. Board Member Hill suggested single, action names such as: Success (Phase 1 — i.e., Success at The Marq); Wellness (Phase 2); and Perform (Amphitheater). Board Member Medici preferred to see the top 5-10 options that were generated. Vice Chair Patton supported the recommended naming. Chair Wasserman requested the font(s) that are created to be used with the naming should be legible on signage, marketing materials, etc. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the September 8, 2014 Parks Board Meeting Page 3 of 3 APPROVED A motion was made to recommend City Council approve the names for the City facility currently known as Community Recreation Center as presented. Motion: Patton Second: Wasserman Ayes: Hill, Patton, Scharli and Wasserman Nays: Medici Abstain: None Vote: 4-1 4. PUBLIC FORUM Chairman Wasserman acknowledged the public forum. There being no one to speak, Chairman Wasserman moved on to the next agenda item. 5. DISCUSSION: _�0191 z&111:111"I QkiILYi/_1►/_TH4►Vi140119 4:101:i0 Director Tribble presented the monthly Construction Management Report and was available to respond to questions from the Board. Park Board member Chad Patton left the meeting at 6:35 p.m. 6. ADJOURNEMENT APPROVED A motion was made to adjourn the meeting at 6:36 p.m. Motion: Medici Second: Scharli Ayes: Hill, Medici, Scharli and Wasserman Nays: None Abstain: None Vote: 4-0 Tina Wasserman, Chairman 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. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 CITY OF SOUTHLAKE MEMORANDUM September 25, 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 consider the absence of Lori Palmer and Paul Venesky from the September 8, 2014 Park Board meeting. Action Requested: No action is required; all Park Board members were present at the February 11, 2013 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 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-1 Parks & Recreation Board Meeting Date — October 13, 2014 Page 2 of 2 Staff Recommendation: Park Board excuse the absence of Board members Palmer and Venesky from the September 8, 2014 Park Board meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-2 Park and Recreation Board Attendance Report Place Name 1/13/14 2110/14 3117/14 4114/14 5112/14 6/9/14 7/14/14 8/12/14 9/8/14 9/27/14 10/13/14 11/10/14 12/8/14 Individual Attendance Rate Hrs To Date Meeting Attendance Rate (includes substitutions) 11', 11', 11', 11', �MENEM FRRM. HOW, 8/12/14 Park Park joint meeting with SPDC at 7:15pm, followed by regular meeting at 7:45pm 9/27/14 Community Recreation Center Groundbreaking event Average Monthly Attendance Rate 2014 82% v' 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 September 25, 2014 TO: Southlake Park and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Dragon Youth Football Association Action Requested: Park Board recommendation on the Facilities Utilization Agreement with Dragon Youth Football Association (DYF) for 2015-16. Background Information: The City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs through an arrangement referred to as a facilities utilization agreement (FUA). A separate FUA is held with each of the youth athletic organizations participating in the use of City - owned fields and facilities. The agreement is formatted in two parts — first the Facility Utilization Agreement section that guides all youth sports associations' use of City facilities in general, and second, the Appendix section, which addresses the specific needs and usage for the individual association. The first of three FUAs the Park Board will consider at this meeting is a proposed FUA with DYF. The FUA contains the same provisions as the previous agreement entered into with DYF for 2012-2014. A copy is attached for your consideration. Financial Considerations: The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. DYF is currently up to date on all fee and roster requirements. No fees or rosters are due until after completion of the fall 2014 season. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Parks and Recreation Board City Council Meeting Date — October 13, 2014 Page 2of2 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 Board recommendation October 13, 2014 City Council consideration October 21, 2014 Legal Review: The agreement was drafted utilizing the general core content from the agreements previously developed which have been reviewed by the City Attorney and approved by City Council. Alternatives: Alternatives include: ■ Recommend approval as presented ■ Recommend approval with input as desired ■ Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/DYF Staff Recommendation: Park Board recommendation to approve the proposed Facilities Utilization Agreement with Dragon Youth Football Association (DYF) for 2015-16. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE STATE OF TEXAS $ COUNTY OF TARRANT $ The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," and the Dragon Youth Football Association, herein called "ASSOCIATION." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The ASSOCIATION shall provide the services as outlined in the attached Appendix, Section A. B. The CITY shall provide the services as outlined in the attached Appendix, Section A. SECTION 2 TERMS OF AGREEMENT The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any property of the CITY. Only the CITY may rent City property. All inquiries into field rentals should be directed to the CITY, specifically, the Department of Community Services, at (817) 748-8019. Due to the necessity of inter -league play in order to complete some leagues, the ASSOCIATION shall assure that an ASSOCIATION team is scheduled for each game played on a Southlake field. The ASSOCIATION shall not engage in any business on Premises or do anything in connection therewith which shall be in violation of any existing state or federal law or municipal ordinances, or use the same in such manner as to constitute a nuisance. 4A-3 SECTION 4 OFFICERS AND BOARD MEMBERS The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses and phone numbers of all officers and board members within two (2) weeks after election or appointment. SECTION 5 FIELD MANAGER The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as the ASSOCIATION'S field manager. It shall be the responsibility of the field manager to submit all practice, game and make-up game schedules to the CITY as per Section 6. It shall also be the responsibility of the field manager to meet with and discuss field playability as needed with a CITY representative. SECTION 6 ROSTERS AND SCHEDULES The ASSOCIATION shall furnish to the CITY the full schedule for practices and games (field number, age group, dates, practice times, and game times) for each season at least two (2) weeks prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where participants domicile) within two (2) weeks after the season. SECTION 7 FIELD MAINTENANCE FEES The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of $12.00 per resident player per season, and a non-resident field maintenance fee of $17.00 per non-resident player per season within two (2) weeks after the last regular season game to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play. SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4.00 p.m. on weekdays, 8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays, and shall cease field usage (includes practices and games) at dusk. 4A-4 The CITY reserves the right to utilize the facilities when league practices are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. SECTION 9 INSURANCE The ASSOCIATION, at its own expense, shall obtain and keep in force during the term of this Agreement public liability insurance as will protect the ASSOCIATION and the CITY from all claims for damages to property and persons, and such insurance policy shall carry the City of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect the CITY from and against all liability for claims arising out of or in connection with the ASSOCIATION's use and occupation of the premises, and shall provide that such policy cannot be cancelled or terminated without thirty days prior written notice to the CITY. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas, acceptable to the CITY. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake for their adequacy as to content, protection and named insurance company. The ASSOCIATION shall furnish to the CITY certificates of such insurance within (10) ten days of the execution of this Agreement or prior to the commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first. The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. 4A - 5 Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR 4A-6 EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES. SECTION 11 MISCELLANEOUS EXHIBITS It is especially provided and agreed by and between the ASSOCIATION and the CITY that the exhibits hereto attached shall be part and parcel of this Agreement as if set out in their entirety said exhibits being: 1. FIELD MAINTENANCE EXHIBITS "A" - CITY -Owned Field Maintenance Agreement 2. CLOSURE OF ATHLETIC FIELD EXHIBITS "B" — Field Inspection and Closure Agreement SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the ASSOCIATION, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal the CITY encourages the ASSOCIATION to find a team for all Southlake residents who register by the program's stated registration deadline. 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 4A-7 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 2014. CITY OF SOUTHLAKE �l CITY Secretary Mayor City of Southlake Approved as to form President CITY Attorney ASSOCIATION EXHIBIT "A" CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The City will give a forty eight (48) hour notice. 2. The CITY shall perform all turf maintenance. 3. The CITY shall prep game fields; including painting all field lines. 4. The CITY shall be responsible for the operation and maintenance of the irrigation system. 5. The CITY shall maintain the restrooms in a safe and sanitary condition. 6. The ASSOCIATION shall be responsible for daily policing of all litter on the field and adjacent grounds. All litter shall be placed in the bins, cans, and receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non-compliance will result in a fee of $35.00 per hour/per staff member for litter clean up. 7. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 4A-9 EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm http://www.citVofsouthlake.com 5. The Parks Manager or designee will have the final responsibility for closing the field for weekday practices. 6. If the conditions are marginal, the field information may include a notice that such conditions are subject to change with an updated notification by 4:00 p.m. 7. After practices have begun and inclement weather becomes a factor, the ASSOCIATION officials shall follow the same guidelines as CITY staff for deciding cancellation or postponement. (Weekends) 1. If a decision at 3.00 p.m. Friday is not possible, the Parks Manager or designee familiar with the Athletic Fields will monitor the weather and field conditions throughout the weekend and make decisions on field closure as needed. 2. Inspect Athletic Fields by 7.00 a.m. on Saturday and Sunday. 3. Status for Saturday and Sunday afternoon and evening practices may be reevaluated at the discretion of the Parks Manager or designee at 11.30 a.m. and the field decision will be made prior to noon that day. 4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8 a.m. for Saturday and Sunday practices. Note: The website is only updated Monday through Friday. 5. The Parks Manager or designee shall consult with the ASSOCIATION's Field Manager about the status of the fields. 4A - 10 6. Should the ASSOCIATION's Field Manager and the Parks Manager or designee not agree, the decision of the Parks Manager or designee shall be final. CITY Responsibility for Implementation 1. The primary responsibility for making field closure decisions rests with the Parks Manager or designee responsible for Athletic Field maintenance. 2. In the Parks Manager or designee's absence, the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures. 3. The Athletic Field Crew Leader shall consult with the Parks Manager on any decision concerning Athletic Field closures. 4. In the absence of both the Parks Manager or designee and the Athletic Field Crew Leader, a person designated by the Parks Manager shall make decisions concerning Athletic Field closures. 5. The appropriate ASSOCIATION's Field Manager has the responsibility to inform the ASSOCIATION and the participants about the field closure decision. 4A - 11 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND DRAGON YOUTH FOOTBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth football program that adheres to the City of Southlake's organization values outlined in Section 14 of the Agreement. The CITY agrees to allocate the required number of CITY fields to meet the Association's program needs for 2015 — 2016. Specific field allocations will be based on the previous year's Association participation numbers (by season), as per the City of South lake/Carroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT 1. This Agreement will be effective the date signed by the City. 2. The term of this Agreement shall be from January 1, 2015 through December 31, 2016. 3. The beginning of a season is the first day the association utilizes the field(s) for coach look, tryouts, scrimmages, pre -season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the association utilizes the field(s), as described above, for that corresponding season. 4. DYF Flag Football shall consist of the following season: a. Fall (typically August - November) 5. Fields will be unavailable during the CITY's scheduled maintenance periods from June 1 — July 31 and December 1 - January 31 each year. 6. The CITY will have priority to the facility for any CITY event. 7. Additional facility usage may be permitted by the Director of Community Services. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 4A - 12 8. Fields that are not being utilized by the ASSOCIATION or the CITY will be made available for public use. The CITY will work with the ASSOCIATION to identify any available fields. 9. All automobiles must be parked in the parking lot. Violators will be ticketed by Southlake Police. 10. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 11. Minor, functional and operational amendments to this Agreement must be approved by the Director of Community Services. Except as otherwise authorized herein, any other substantive amendments to this Agreement must be approved by City Council following a recommendation by the Parks and Recreation Board. 4A - 13 CITY OF SOUTHLAKE MEMORANDUM October 8, 2014 TO: Southlake Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Carroll Lacrosse Association Action Requested: Park Board recommendation on the facilities utilization agreement (FUA) with Southlake Carroll Lacrosse Association (SCLA) for 2015-16. Background Information: The second facilities utilization agreement to consider at this meeting is an FUA with Southlake Carroll Lacrosse Association. The proposed FUA with SCLA contains the same provisions as the previous agreement entered into with SCLA for 2012- 2014, with the exception of revisions made to the Appendix regarding league tournaments. Regular spring and fall recreation season league tournaments may continue as usual; however, the Association is no longer permitted to collect entry/registration fees or admission or "gate" fees for tournaments that are not the regular seasonal recreation league tournaments. Management of tournaments not considered regular seasonal recreation league tournaments will be handled by the City. A copy of the FUA is attached for your consideration. The City and CISD handle specific field allocations on a season -by -season basis for all Southlake athletic associations. Financial Considerations: The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. SCLA is currently up to date on all fee and roster requirements. No fees or rosters are due until after completion of the fall 2014 season. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4B-1 Southlake Parks and Recreation Board City Council Meeting Date — October 13, 2014 Page 2of2 Association Season Maintenance Fees Maintenance Season Season .- Residents) Spring $12 per player, per $17 per player, 4 February - season per season Months May SCLA Summer $12 per player, per $17 per player, 2 June - season per season Months July Fall $12 per player, per $17 per player, 4 August - season per season Months November 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 objectives to Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: Parks Board recommendation October 13, 2014 City Council consideration October 21, 2014 Legal Review: The agreement was drafted utilizing the general core content from the agreements previously developed which have been reviewed by the City Attorney and approved by City Council. Alternatives: Alternatives include: ■ Recommend to approve as presented ■ Recommend to approve with input as desired ■ Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/SCLA Staff Recommendation: Park Board recommendation to City Council to approve the proposed Facilities Utilization Agreement with Southlake Carroll Lacrosse Association (SCLA) for 2015-16. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4B-2 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE STATE OF TEXAS $ COUNTY OF TARRANT $ The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," and the Southlake Carroll Lacrosse Association, herein called "ASSOCIATION." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The ASSOCIATION shall provide the services as outlined in the attached Appendix, Section A. B. The CITY shall provide the services as outlined in the attached Appendix, Section A. SECTION 2 TERMS OF AGREEMENT The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any property of the CITY. Only the CITY may rent City property. All inquiries into field rentals should be directed to the CITY, specifically, the Department of Community Services, at (817) 748-8019. Due to the necessity of inter -league play in order to complete some leagues, the ASSOCIATION shall assure that an ASSOCIATION team is scheduled for each game played on a Southlake field. The ASSOCIATION shall not engage in any business on Premises or do anything in connection therewith which shall be in violation of any existing state or federal law or municipal ordinances, or use the same in such manner as to constitute a nuisance. 4B-3 SECTION 4 OFFICERS AND BOARD MEMBERS The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses and phone numbers of all officers and board members within two (2) weeks after election or appointment. SECTION 5 FIELD MANAGER The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as the ASSOCIATION'S field manager. It shall be the responsibility of the field manager to submit all practice, game and make-up game schedules to the CITY as per Section 6. It shall also be the responsibility of the field manager to meet with and discuss field playability as needed with a CITY representative. SECTION 6 ROSTERS AND SCHEDULES The ASSOCIATION shall furnish to the CITY the full schedule for practices and games (field number, age group, dates, practice times, and game times) for each season (Spring and Fall) at least two (2) weeks prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where participants domicile) within two (2) weeks after the season. SECTION 7 FIELD MAINTENANCE FEES The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of $12.00 per resident player per season, and a non-resident field maintenance fee of $17.00 per non-resident player per season (Spring and Fall) within two (2) weeks after the last regular season game (Spring and Fall) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play. SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on weekdays, 8:00 a.m. on Saturdays, and 12.00 p.m. on Sundays at all facilities. The ASSOCIATION shall cease field usage (includes games and practices) by 10:00 p.m. on Sunday through Thursday, and by 11:00 p.m. on Friday and Saturday (EXCEPTION: The ASSOCIATION shall cease field usage at North Park by 9:00 p.m. daily). The CITY will turn the field lights out at 10.30 p.m. on Sunday through Thursday, and 11.30 p.m. 4B-4 on Friday and Saturday (EXCEPTION: The CITY will turn the North Park field lights out at 9:30 p.m. daily). Exception: Times for usage of lights and fields may be modified for tournament play with prior notification and permission from the Director of Community Services. If field usage concludes prior to 10:00 p.m. Sunday through Thursday or 11:00 p.m. Friday or Saturday, and 9:00 p.m. at North Park daily, the ASSOCIATION shall have the responsibility to turn off all field lighting by using the Musco Control -Link password assigned to the ASSOCIATION. The CITY reserves the right to utilize the facilities when league games are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. SECTION 9 INSURANCE The ASSOCIATION, at its own expense, shall obtain and keep in force during the term of this Agreement public liability insurance as will protect the ASSOCIATION and the CITY from all claims for damages to property and persons, and such insurance policy shall carry the City of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect the CITY from and against all liability for claims arising out of or in connection with the ASSOCIATION's use and occupation of the premises, and shall provide that such policy cannot be cancelled or terminated without thirty days prior written notice to the CITY. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas, acceptable to the CITY. The type and minimum limit of liability insurance is as follows: TYPE Comprehensive General Public Liability MINIMUM LIMIT $1,000,000 - Combined Single Limit Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake for their adequacy as to content, protection and named insurance company. The ASSOCIATION shall furnish to the CITY certificates of such insurance within (10) ten days of the execution of this Agreement or prior to the 4B-5 commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first. The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED 4B-6 BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES. SECTION 11 MISCELLANEOUS EXHIBITS It is especially provided and agreed by and between the ASSOCIATION and the CITY that the exhibits hereto attached shall be part and parcel of this Agreement as if set out in their entirety said exhibits being: "A" - CITY -Owned Field Maintenance Agreement 2. CONCESSION STAND OPERATION EXHIBITS "B" - Concession Stand Agreement "C" - Field Inspection and Closure Agreement SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the ASSOCIATION, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake 4B-7 will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal the CITY encourages the ASSOCIATION to find a team for all Southlake residents who register by the program's stated registration deadline. SECTION 14 CITY OF SOUTHLAKE VALUES The City of Southlake has adopted values that are the fundamental principles that guide how members of the CITY conduct themselves in pursuit of the mission and vision. All business conducted with the CITY shall adhere to the CITY's organizational values as described below: • Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. • Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. • Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. • Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. • Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 14 are goals to which CITY officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate CITY official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. This Agreement is made and entered into on the day of , 2014. by: CITY Secretary Approved as to form CITY Attorney CITY OF SOUTHLAKE Mayor City of Southlake President ASSOCIATION EXHIBIT "A" CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The City will give a forty eight (48) hour notice. The City will not close a field with a scheduled game. 2. The CITY shall perform all turf maintenance. 3. The CITY shall prep fields; including painting all field lines, as necessary for regularly scheduled games. 4. The CITY shall maintain all fences and seating areas in a safe and secure condition. 5. The CITY shall provide and maintain all area and athletic field lighting systems. 6. The CITY shall be responsible for the operation and maintenance of the irrigation system. 7. The CITY shall maintain the restrooms in a safe and sanitary condition. 8. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards on the assigned fields will be the responsibility of the CITY. 9. The ASSOCIATION shall be responsible for the cost to maintain/repair the scoreboard controllers on the assigned fields. 10. The CITY shall provide and install the goals for North Park. 11. The CITY will provide contract porter services on weekends. The porter service provided by the CITY will be limited to restroom cleaning and the removal of full trash bags from the trash receptacles. The schedule for the porter services will be set as deemed appropriate by the Director of Community Services. 12. The ASSOCIATION shall continue to be responsible for daily practice and game day policing of all litter on the field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be placed in the bins, cans, and receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection, a notification letter will be 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 4B-9 member for litter clean up. 13. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 14. The ASSOCIATION shall be responsible for securing the facility at the end of each day or evening of play. This includes, but is not limited to, locking all field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 15.If ASSOCIATION desires to request any special park components or other special services be provided by the CITY for tournaments or other special events, such request shall be submitted to the CITY at least two (2) weeks prior to the start of the tournament or event. 16.All rescheduled games or make-up games must be approved by the CITY. The ASSOCIATION must provide at least 24 hours notice to the CITY of scheduled make-up games. 4B-10 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall share the use of the concession stand at North Park with the CITY'S Flag Football Program for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement work jointly with the CITY to maintain a clean and organized concession stand, and shall be responsible for all ASSOCIATION owned fixtures, appliances, and equipment necessary for storage, preparation, and serving of food and drinks in a clean, safe, sanitary manner commensurate with similar CITY facilities in compliance with CITY, County and State statutes and ordinances and acceptable to applicable agencies. The CITY shall be responsible for all maintenance and repairs to the permanent physical structure of the building, such as electrical wiring, plumbing, ice maker, freezers and refrigerators and other structural components. 3. The ASSOCIATION and CITY shall jointly be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION and CITY are also responsible for any Health Department Certificates. 4. The ASSOCIATION shall be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc., generated by the concession stand when in use by the ASSOCIATION. Adequate trash receptacles shall be furnished by the CITY. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection when in use by the ASSOCIATION, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non-compliance will result in a fee of $35.00 per hour/per staff member for litter clean up. 5. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand and storage room allocated to the ASSOCATION as deemed necessary by the Director of Community Services. 6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand as dictated by the weather. 7. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 8. The ASSOCIATION shall at all times during the duration of this Agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, 4B-11 doors, etc., on the inside of the concession stand following its use by the ASSOCIATION. 9. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents of the concession stand. Securing any insurance for all ASSOCIATION owned contents of the building is optional and will be the responsibility of the ASSOCIATION. 10. The CITY reserves the right to utilize the concession stand during this Agreement. 11. If facility is abandoned this Agreement is terminated. 4B-12 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game/practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm. http://www.citVofsouthlake.com 5. The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 6. If the conditions are marginal, the field information may include a notice that such conditions are subject to change with an updated notification by 4.00 p.m. 7. After games have begun and inclement weather becomes a factor, the ASSOCIATION officials shall follow the same guidelines as CITY staff for deciding cancellation or postponement. (Weekends) 1. If a decision at 3:00 p.m. Friday is not possible, the Parks Manager or designee familiar with the Athletic Fields will monitor the weather and field conditions throughout the weekend and make decisions on field closure as needed. 2. Inspect Athletic Fields by 7:00 a.m. on Saturday and Sunday. 3. Status for Saturday and Sunday afternoon and evening games may be reevaluated at the discretion of the Parks Manager or designee at 11:30 a.m. and the field decision will be made prior to noon that day. 4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8 a.m. for Saturday and Sunday games. Note: The website is only updated Monday through Friday. 5. The Parks Manager or designee shall consult with the ASSOCIATION's 4B-13 Field Manager about the status of the fields. 6. Should the ASSOCIATION's Field Manager and the Parks Manager or designee not agree, the decision of the Parks Manager or designee shall be final. CITY Responsibility for Implementation 1. The primary responsibility for making field closure decisions rests with the Parks Manager or designee responsible for Athletic Field maintenance. 2. In the Parks Manager or designee's absence, the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures. 3. The Athletic Field Crew Leader shall consult with the Parks Manager on any decision concerning Athletic Field closures. 4. In the absence of both the Parks Manager or designee and the Athletic Field Crew Leader, a person designated by the Parks Manager shall make decisions concerning Athletic Field closures. 5. The appropriate ASSOCIATION's Field Manager has the responsibility to inform the ASSOCIATION and the participants about the field closure decision. 4B-14 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE CARROLL LACROSSE ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth lacrosse program that adheres to the City of Southlake's organization values outlined in Section 14 of the Agreement. The CITY agrees to allocate the required number of fields to meet the Association's program needs for 2015 — 2016. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made three (3) times per year, as per the City of South lake/Ca rroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT 1. This Agreement will be effective the date signed by the City. 2. The term of this Agreement shall be from January 1, 2015 through December 31, 2016. 3. The beginning of a season is the first day the association utilizes the field(s) for coach look, tryouts, scrimmages, pre -season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the association utilizes the field(s), as described above, for that corresponding season. 4. Lacrosse shall consist of the following seasons: a. Spring (typically February - May) b. Summer (typically June — July) c. Fall (typically August - November) 5. All fields will be unavailable during the CITY's scheduled maintenance period from June 1 through July 31 and December 1 through January 31 each year. The fields will also be closed to over -seed the fields with rye grass for a 12 day period (beginning on a Monday and including only one Saturday and one Sunday), pending weather, between the last week in September and the first three weeks of October. 4B-15 6. The CITY will have priority to the facility for any CITY event. 7. Additional facility usage may be permitted by the Director of Community Services. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 8. Fields not being utilized by the ASSOCIATION or the CITY will be made available for public use. The CITY will work with the ASSOCIATION to identify any available fields. 9. All automobiles must be parked in the parking lot. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. Violators will be ticketed by Southlake Police. 10. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 11. Minor, functional and operational amendments to this Agreement must be approved by the Director of Community Services. Except as otherwise authorized herein, any other substantive amendments to this Agreement must be approved by City Council following a recommendation by the Parks and Recreation Board. 4B-16 CITY OF SOUTHLAKE MEMORANDUM October 8, 2014 TO: Southlake Park and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Grapevine Southlake Soccer Association Action Requested: Park Board recommendation on the facilities utilization agreement (FUA) with Grapevine Southlake Soccer Association (GSSA) for 2015-16. Background Information: The third facilities utilization agreement for the Park Board to consider at this meeting is an FUA with Grapevine Southlake Soccer Association. A copy of the FUA is attached for your consideration. The proposed FUA with GSSA contains the same provisions as the previous agreement entered into with GSSA for 2012- 2014, with the exception of revisions made to the Appendix regarding league tournaments. Regular spring and fall recreation season league tournaments may continue as usual; however, the Association is no longer permitted to collect entry/registration fees or admission or "gate" fees for tournaments that are not the regular seasonal recreation league tournaments. Management of tournaments not considered regular seasonal recreation league tournaments will be handled by the City. The City and CISD handle specific field allocations on a season -by -season basis for all Southlake athletic associations. Financial Considerations: The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. GSSA is currently up to date on all fee and roster requirements. No fees or rosters are due until after completion of the fall 2014 season. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4C-1 Southlake Park and Recreation Board City Council Meeting Date — October 13, 2014 Page 2of2 Association Season Maintenance Maintenance Season Season Fees Fees Length Months .- .- Spring $17 per Recreational $12 per player, player, per 4 February - and Spring per season Months May Academy/Select season GSSA Fall Recreational $12 per player, $17 per 4 August - Au g and Fall per season player, per Months November Academy/Select season 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 Board recommendation October 13, 2014 City Council consideration October 21, 2014 Legal Review: The agreement was drafted utilizing the general core content from the agreements previously developed which have been reviewed by the City Attorney and approved by City Council. Alternatives: Alternatives include: ■ Recommend to approve as presented ■ Recommend to approve with input as desired ■ Recommend not to approve Attachments: (A) Proposed Facilities Utilization Agreement w/GSSA Staff Recommendation: Park Board recommendation to City Council to approve the proposed Facilities Utilization Agreement with Grapevine Southlake Soccer Association (GSSA) for 2015-16. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4C-2 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE STATE OF TEXAS $ COUNTY OF TARRANT $ The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," and the Grapevine Southlake Soccer Association, herein called "ASSOCIATION." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The ASSOCIATION shall provide the services as outlined in the attached Appendix, Section A. B. The CITY shall provide the services as outlined in the attached Appendix, Section A. SECTION 2 TERMS OF AGREEMENT The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any property of the CITY. Only the CITY may rent City property. All inquiries into field rentals should be directed to the CITY, specifically, the Department of Community Services, at (817) 748-8019. Due to the necessity of inter -league play in order to complete some leagues, the ASSOCIATION shall assure that an ASSOCIATION team is scheduled for each game played on a Southlake field. The ASSOCIATION shall not engage in any business on Premises or do anything in connection therewith which shall be in violation of any existing state or federal law or municipal ordinances, or use the same in such manner as to constitute a nuisance. 4C-3 SECTION 4 OFFICERS AND BOARD MEMBERS The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses and phone numbers of all officers and board members within two (2) weeks after election or appointment. SECTION 5 FIELD MANAGER The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as the ASSOCIATION'S field manager. It shall be the responsibility of the field manager to submit all practice, game and make-up game schedules to the CITY as per Section 6. It shall also be the responsibility of the field manager to meet with and discuss field playability as needed with a CITY representative. SECTION 6 ROSTERS AND SCHEDULES The ASSOCIATION shall furnish to the CITY the full schedule for practices and games (field number, age group, dates, practice times, and game times) for each season (Spring Recreational, Spring Academy/Select, Fall Recreational and Fall Academy/Select) at least two (2) weeks prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where participants domicile) within two (2) weeks after the season. SECTION 7 FIELD MAINTENANCE FEES The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of $12.00 per resident player per season, and a non-resident field maintenance fee of $17.00 per non-resident player per season (Spring Recreational, Spring Academy/Select, Fall Recreational and Fall Academy/Select) within two (2) weeks after the last regular season game (Spring Recreational, Spring Academy/Select, Fall Recreational and Fall Academy/Select) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play. SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on weekdays, 8:00 a.m. on Saturdays, and 12.00 p.m. on Sundays at all facilities. The ASSOCIATION shall cease field usage (includes games and practices) by 10:00 p.m. 4C-4 on Sunday through Thursday, and by 11:00 p.m. on Friday and Saturday. The CITY will turn the field lights out at 10:30 p.m. on Sunday through Thursday, and 11:30 p.m. on Friday and Saturday. Exception: Times for usage of lights and fields may be modified for tournament play with prior notification and permission from the Director of Community Services. If field usage concludes prior to 10:00 p.m. Sunday through Thursday or 11:00 p.m. Friday or Saturday, the ASSOCIATION shall have the responsibility to turn off all field lighting by using the Musco Control -Link password assigned to the ASSOCIATION. The CITY reserves the right to utilize the facilities when league games are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY owned facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields, for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. SECTION 9 INSURANCE The ASSOCIATION, at its own expense, shall obtain and keep in force during the term of this Agreement public liability insurance as will protect the ASSOCIATION and the CITY from all claims for damages to property and persons, and such insurance policy shall carry the City of Southlake as an additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic activity. The insurance shall protect the CITY from and against all liability for claims arising out of or in connection with the ASSOCIATION's use and occupation of the premises, and shall provide that such policy cannot be cancelled or terminated without thirty days prior written notice to the CITY. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas, acceptable to the CITY. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake for their adequacy as to content, protection and named insurance company. The ASSOCIATION shall furnish to the CITY certificates of such insurance within (10) ten days of the execution of this Agreement or prior to the 4C-5 commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first. The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. 4C-6 NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES. SECTION 11 MISCELLANEOUS EXHIBITS It is especially provided and agreed by and between the ASSOCIATION and the CITY that the exhibits hereto attached shall be part and parcel of this Agreement as if set out in their entirety said exhibits being: 1. FIELD MAINTENANCE EXHIBITS "A" - CITY -Owned Field Maintenance Agreement 2. CONCESSION STAND OPERATION EXHIBITS "B" - Concession Stand Agreement 3. CLOSURE OF ATHLETIC FIELDS EXHIBITS "C" - Field Inspection and Closure Agreement SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the ASSOCIATION, violates any term of this Agreement, either party may find the other in default and terminate the Agreement. Any termination will be made with a thirty (30) day notice and the right to cure within ten (10) days. SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal the CITY encourages the ASSOCIATION to find a team for all Southlake residents who 4C-7 register by the program's stated registration deadline. SECTION 14 CITY OF SOUTHLAKE VALUES The City of Southlake has adopted values that are the fundamental principles that guide how members of the CITY conduct themselves in pursuit of the mission and vision. All business conducted with the CITY shall adhere to the CITY's organizational values as described below: • Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. • Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. • Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. • Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. • Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 14 are goals to which CITY officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate CITY official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. This Agreement is made and entered into on the day of , 2014. CITY Secretary Approved as to form CITY Attorney by: CITY OF SOUTHLAKE Mayor City of Southlake President ASSOCIATION 4C-8 EXHIBIT "A" CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The City will give a forty eight (48) hour notice. The City will not close a field with a scheduled game. 2. The CITY shall perform all turf maintenance. 3. The CITY shall prep fields; including painting all field lines, as necessary for regularly scheduled games. 4. The CITY shall maintain all fences and seating areas in a safe and secure condition. 5. The CITY shall provide and maintain all area and athletic field lighting systems. 6. The CITY shall be responsible for the operation and maintenance of the irrigation system. 7. The CITY shall maintain the restrooms in a safe and sanitary condition. 8. The CITY will provide contract porter services on weekends. The porter service provided by the CITY will be limited to restroom cleaning and the removal of full trash bags from the trash receptacles. The schedule for the porter services will be set as deemed appropriate by the Director of Community Services. 9. The ASSOCIATION shall continue to be responsible for daily practice and game day policing of all litter on the field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be placed in the bins, cans, and receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non-compliance will result in a fee of $35.00 per hour/per staff member for litter clean up. 10. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf areas without permission from the CITY. 11. The ASSOCIATION shall be responsible for securing the facility at the end of each day or evening of play. This includes, but is not limited to, locking all doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 4C-9 12.If ASSOCIATION desires to request any special park components or other special services be provided by the CITY for tournaments or other special events, such request shall be submitted to the CITY at least two (2) weeks prior to the start of the tournament or event. 13.All rescheduled games or make-up games must be approved by the CITY. The ASSOCIATION must provide at least 24 hours notice to the CITY of scheduled make-up games. 4C-10 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at Bob Jones Park for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement maintain the inside of the concession stand, and shall be responsible for all ASSOCIATION owned fixtures, appliances, and equipment necessary for storage, preparation, and serving of food and drinks in a clean, safe, sanitary manner commensurate with similar CITY facilities in compliance with CITY, County and State statutes and ordinances and acceptable to applicable agencies. The CITY shall be responsible for all maintenance and repairs to the permanent physical structure of the building, such as electrical wiring, plumbing, ice maker, freezers and refrigerators and other structural components. 3. The ASSOCIATION shall be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION is also responsible for any Health Department Certificates. 4. The ASSOCIATION shall be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc., generated by the concession stand. Adequate trash receptacles shall be furnished by the CITY. If within the CITY's judgment, the ASSOCIATION does not comply with litter collection when in use by the ASSOCIATION, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non- compliance will result in a fee of $35.00 per hour/per staff member for litter clean up. 5. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment room as deemed necessary by the Director of Community Services. 6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand as dictated by the weather. 7. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 8. The ASSOCIATION shall at all times during the duration of this Agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc., on the inside of the concession stand. 4C-11 9. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents of the concession stand. Securing any insurance for all ASSOCIATION owned contents of the building is optional and will be the responsibility of the ASSOCIATION. 10. The CITY reserves the right to utilize the concession stand during this Agreement. 11. If facility is abandoned this Agreement is terminated. 4C-12 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game/practice time. 2. Athletic fields are too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic Field Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm. http://www.cityofsouthlake.com 5. The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 6. If the conditions are marginal, the field information may include a notice that such conditions are subject to change with an updated notification by 4.00 p.m. 7. After games have begun and inclement weather becomes a factor, the ASSOCIATION officials shall follow the same guidelines as CITY staff for deciding cancellation or postponement. (Weekends) 1. If a decision at 3:00 p.m. Friday is not possible, the Parks Manager or designee familiar with the Athletic Fields will monitor the weather and field conditions throughout the weekend and make decisions on field closure as needed. 2. Inspect Athletic Fields by 7:00 a.m. on Saturday and Sunday. 3. Status for Saturday and Sunday afternoon and evening games may be reevaluated at the discretion of the Parks Manager or designee at 11:30 a.m. and the field decision will be made prior to noon that day. 4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8 a.m. for Saturday and Sunday games. Note: The website is only updated Monday through Friday. 5. The Parks Manager or designee shall consult with the ASSOCIATION's 4C-13 Field Manager about the status of the fields. 6. Should the ASSOCIATION's Field Manager and the Parks Manager or designee not agree, the decision of the Parks Manager or designee shall be final. CITY Responsibility for Implementation 1. The primary responsibility for making field closure decisions rests with the Parks Manager or designee responsible for Athletic Field maintenance. 2. In the Parks Manager or designee's absence, the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures. 3. The Athletic Field Crew Leader shall consult with the Parks Manager on any decision concerning Athletic Field closures. 4. In the absence of both the Parks Manager or designee and the Athletic Field Crew Leader, a person designated by the Parks Manager shall make decisions concerning Athletic Field closures. 5. The appropriate ASSOCIATION's Field Manager has the responsibility to inform the ASSOCIATION and the participants about the field closure decision. 4C-14 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND GRAPEVINE SOUTHLAKE SOCCER ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth lacrosse program that adheres to the City of Southlake's organization values outlined in Section 14 of the Agreement. The CITY agrees to allocate the required number of fields to meet the Association's program needs for 2015 — 2016. Specific field allocations will be based on the previous year's Association participation numbers (by season), and will be made two (2) times per year, as per the City of South lake/Ca rroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT 1. This Agreement will be effective the date signed by the City. 2. The term of this Agreement shall be from January 1, 2015 through December 31, 2016. 3. The beginning of a season is the first day the association utilizes the field(s) for coach look, tryouts, scrimmages, pre -season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the association utilizes the field(s), as described above, for that corresponding season. 4. Soccer shall consist of the following seasons: a. Spring (typically February - May) b. Fall (typically August - November) 5. All fields will be unavailable during the CITY's scheduled maintenance period from June 1 through July 31 and December 1 through January 31 each year. The fields will also be closed to over -seed the fields with rye grass for a 12 day period (beginning on a Monday and including only one Saturday and one Sunday), pending weather, between the last week in September and the first three weeks of October. 6. The CITY will have priority to the facility for any CITY event. 4C-15 7. Additional facility usage may be permitted by the Director of Community Services. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 8. Fields not being utilized by the ASSOCIATION or the CITY will be made available for public use. The CITY will work with the ASSOCIATION to identify any available fields. 9. All automobiles must be parked in the parking lot. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. Violators will be ticketed by Southlake Police. 10. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 11. Minor, functional and operational amendments to this Agreement must be approved by the Director of Community Services. Except as otherwise authorized herein, any other substantive amendments to this Agreement must be approved by City Council following a recommendation by the Parks and Recreation Board. 4C-16 CITY OF SOUTHLAKE MEMORANDUM October 8, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on SPDC Matching Funds request from Bob Jones Nature Center Organization to contribute to construction cost of a Pollinator Garden at Bob Jones Nature Center Action Requested: Park Board recommendation on SPDC Matching Funds request from Bob Jones Nature Center organization (BJNCO) in the amount of up to $45,000 for development of a Pollinator Garden at the Bob Jones Nature Center & Preserve. Background Information: The Department of Community Services received a request from Bob Jones Nature Center organization (BJNCO) for a 100% match of a target $45,000 cash contribution toward development and construction of a pollinator garden at the Center. The Garden is proposed to replace the current garden area with a larger, more inclusive habitat specifically designed to sustain pollinators, birds and other wildlife in the area and to serve as an educational venue. Implementation of multiple habitat areas is proposed to be completed in phases based on availability of resources, planting cycles, available labor and securing long-term support for ongoing maintenance. Design layouts and cost estimates provided by BJNCO are included with this memo. The total projected cost for the Garden is approximately $90,000. BJNCO proposes to contribute $45,000 (or up to 50%) in matching funds to be matched with SPDC funds. The Bob Jones Nature Center organization plans to raise the target amount during the remainder of 2014 and into 2015. If approved, only the amount of the funds actually raised, and no more than $45,000 will be matched by the City. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Cl1JM Parks and Recreation Board Meeting Date — October 13, 2014 Page 2 of 4 Staff has reviewed the request and concluded the development of a pollinator garden at the Nature Center is consistent with the City's goal to provide interactive outdoor education exhibits as recommended in the 2011 Bob Jones Nature Center & Preserve (BJNCP) Master Plan, adopted by City Council on June 21, 2011, the 2030 Parks, Recreation & Open Space/Community Facilities Master Plan (PROS/CF) adopted by the City Council on March 19, 2013, and the criteria designated in the Matching Funds Policy. Use of SPDC matching funds for the Garden is an opportunity for the City to optimize resources through its collaboration with BJNCO to reduce costs and add service value. According to the SPDC Matching Funds Policy adopted in March 2012, Park Board shall make a recommendation to SPDC and City Council based on the extent to which the request is consistent with the overall intended use of the City's parks and recreation system as per the adopted Southlake 2030 PROS/CF Master Plan, the SPDC Matching Funds Project Evaluation Criteria, and the overall benefit to Southlake residents. SPDC will consider the request, including funding aspects of the request, on November 4, 2014, following by City Council consideration on November 18, 2014. A copy of the SPDC Matching Funds application is included for your review in the packet. A representative from BJNCO will be present at the meeting to respond to any questions from the Board. Financial Considerations: If approved, the matching funds request will offset the cost of the Pollinator Garden at the Nature Center. Recent Park Board requests for SPDC matching funds are: City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork E,I1 r= Parks and Recreation Board Meeting Date — October 13, 2014 Page 3 of 4 • Southlake Cricket Club for $6,916 toward the construction of a cricket pitch at Bob Jones Park (August 2014) • Southlake Baseball Association (SBA) for $39,000 toward construction of two batting cages for the 60/90 Field in Bicentennial Park (August 2014) • Miracle League of Southlake (MLS) for $1,661.60 toward construction cost of the Texas Rangers Miracle League Field at Bicentennial Park (May 2014) • 2012/13 Leadership Southlake Class for up to $25,000 for signage at BJNCP (April 2013) • Miracle League of Southlake for $10,250 toward construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (April 2013) • Miracle League of Southlake for $50,000 toward construction cost for the Texas Rangers Miracle League Field at Bicentennial Park (Sept 2012) Availability of SPDC matching funds for the project will be reviewed when SPDC makes their recommendation to City Council. Strategic Link: This item is linked to the City's Strategy Map related to the focus areas of Partnerships and Volunteerism and meets the Corporate Objective to Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: BJNCO have requested funds in the amount of $45,000 (or the actual amount raised) towards the development and construction of the Pollinator Garden at the Nature Center. Parks & Recreation Board recommendation October 13, 2014 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork E,I1 c= Parks and Recreation Board Meeting Date — October 13, 2014 Page 4of4 SPDC will make a recommendation November 4, 2014 City Council will consider November 18, 2014 Legal Review: N/A Alternatives: Alternatives may include the following: ■ Recommendation for approval as presented ■ Recommendation for approval with input as desired ■ Decision not to recommend approval Supporting Documents: ■ SPDC Matching Funds Request Application Form ■ BJNCO Landscape Cost Estimate ■ Irrigation Estimate ■ Fence Layout Detail ■ Garden Plan Staff Recommendation: Park Board recommendation on request from Bob Jones Nature Center Organization (BJNCO) for 100% match of raised funds, up to a target of $45,000 cash contribution, in SPDC Matching Funds for development of a Pollinator Garden at the Bob Jones Nature Center & Preserve. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork ClIal Name: Pollinator Garden and Habitat Location: Bob Jones Nature Center Contact: Sandi Rosenstiel Organization: Bob Jones Nature Center Address: 355 East Bob Jones Rd, Southlake, TX, 76092 Phone: 817-491-6333 Additional Contact: Bruce Rosenstiel 817-528-5993 Description: Replace the current garden area with a larger, more inclusive habitat specifically designed to sustain pollinators, birds, and other wildlife in the area and serve as an educational venue. The project includes multiple habitats with a wide variety of host, nectar, and sheltering plants, a bubbler -type wildlife water source, micro - irrigation, walkways, seating areas, education stations, and appropriate signage. Reliable hog fencing will protect the garden. The project will be implemented in phases based on availability of resources, planting cycles, availability of volunteer labor, and securing long-term support for ongoing maintenance. To garner community support and involvement, there will be a community plant drive and planting days. Justification: The garden is designed to serve several purposes. By creating habitat that supports local wildlife, and designing educational materials and programs suited to the plants and wildlife there, the garden becomes a living, interactive classroom where children and adults can learn about the roles of plants, pollinators, and other wildlife in sustainable ecosystems. The garden will also demonstrate successful xeriscaping with native plants, encouraging visitors to include native plants and make informed choices about water use in their own landscapes. Furthermore, the garden is designed to be a showcase destination for residents and visitors to Southlake and the Bob Jones Nature Center, a place that offers a range of activities in nature from quiet reflection in a beautiful habitat to educational opportunities for all ages. Start: Fall, 2014 Complete: Fall, 2015 Cost: $90,000 Requested: $45,000 Standard Match The organization does not currently have their full portion. Additional monies will be raised during 2014. Bob Jones Nature Center Pollinator Garden Installation Cost Estimate by Landscape Architect Bid item # units Units Cost/unit Notes Beds & Planting *Beds 5731 sq. ft. $4.00 $22,924.00 includes bed prep, plants, mulch & labor *tree 8 15 gal $100.00 $800.00 understory trees *bed edging 330 lin. ft. $6.00 $1,980.00 stones supplied by owner, labor only Pathways *Concrete walk 572 sq. ft $4.40 $2,516.80 *decomposed granite path 240 sq. ft $6.00 $1,440.00 includes concrete edging *decomposed granite path 325 sq. ft $4.87 $1,582.75 Includes $2.20 base -no edging Other Hardscape -ground *gravel 500 sq. ft $1.00 $500.00 near roadway *Dry Riverbed 171 lin. ft. $8.00 $1,368.00 *Bubbler water feature 1 ea $1,500.00 including electric connect. *flagstone on DG 70 sq. ft. $15.50 $1,085.00 Oklahoma flagstone on decomposed granite *Boulders & other rock 1 allow $350.00 $350.00 *Seating feature 154 sq. ft. $21.50 $3,311.00 Oklahoma stone, mortared, includes concrete *wood/wire fencing 202 lin ft $15.00 $3,030.00 along back side to deter feral hogs *trellis 11 sq. ft. $24.00 $264.00 Cedar wood structure *Kiosk 1 allow. $300.00 $300.00 *Irrigation 5731 sq. ft. $0.98 $5,616.38 Micro -irrigation *Water to Garden $4,037.41 Plumbing from building main to garden *Wrought -iron fence 300 lin ft $19,287.63 Ornamental yet strong enough to deter feral hogs *Project Management 80 Hrs $85 $6,800 Landscape Architect oversight *Educational Signage $10,000 Total $88,692.97 �do I I JAXACS LANDSCAPING, INC. Bob Jones Nature Center 355 East Bob Jones Rd. Southlake, Texas 76092 Bruce Rosenstiel James Landscaping, Inc. PO Box 3053 Grapevine, Texas 76099 Phone: (817) 329-0528 Fax: (817) 898-1353 License Number# LI 5159 TCNP 2626 Irrigation System February 5, 2014 Estimate# E3223 Install Sprinkler Main line from Main Bldg to Barn Includes backflow prevention device, testing, and permit and installing 5 tees along the line for future expansion of sprinkler. Irrigation Double Check, 2"- 1 Irrigation Main Line, 2" (Trencherh 600 ft Irrigation Quick Coupler w/Hose Bib- 1 Materials Qty Name Description 1 TX Econo 6" Valve Box W/Lid 2 Jumbo Lp Green Valve Box/Lid 0.25 Ton 1 1/2" Native Gravel 1 2" YB Wilkins Y Strainer 1 2" Spears Utility SS Ball Valve 1 2" PVC Tee SSS 4 2" PVC Male Adapter TxS 1 2" PVC 90 Ell SS 5 ft 2" CL200 PVC Be Pipe 1 2" PVC CTS Compression Tee 1 2" Febco 850 Double Check Assy Brz 0.6 Qt 700 Clear PVC Cement 6 2" PVC Tee SSS 4 2" PVC 90 Ell SS Page 1 of 3 Client Signature 600 ft 2" CL200 PVC Be Pipe 6 2" PVC Cap S 6 TX Econo 6" Valve Box W/Lid 1 UP Blk 3/4 X 6 Cut -Off Nipple 1 3/4" PVC 90 Ell ST 3 ft V CL200 PVC Be Pipe 3 ft Rebar 3/8" #3 1 1" PVC Tee SSS 1 Hb-lF 3/4X1/2 Fip Hose Bib 1 101n Armour Blk Box/Purp Lid 1 Hk-33 Hunter 3/4" Quick Coupler Key 1 Hq-3Rc Hunter Quick Coupler 3/4" 20 ft length I/we, Bruce Rosenstiel, agree to above listed items. Client Signature: Client Signature: This proposal is valid until Friday, March 7, 2014. Payment Schedule: Upon Contract Signing 50% $2,018.71 Upon Completion of Project 50% $2,018.70 Payment Terms: Due Upon Receipt Date: Date: $4,037.41 Grand Total: $4,037.41 All warranties are null and void after 30 days of non-payment. Final payment is due upon substantial completion. Both parties agree that unavailable materials, does not constitute an incomplete job, and that any materials unavailable at the time of job installation will be deducted from the invoice or replaced with a comparable item. Plant and material availability vary by season. This is an agreement for the above mentioned address only. We are not responsible for any underground utilities unless marked by owner prior to installation. Page 2 of 3 Client Signature Irrigation: (expires ) New systems: Labor & parts* are covered for 2 years from the date of installation. Controller warranted by manufacturer; refer to Owners Manual. Sprinkler modifications: Labor & parts* installed during modifications are covered for 2 years from the date of installation; Heads are not warranted. *Normal wear and tear only: The warranty does not cover damage from pets, wildlife, automobiles, and/or lawn equipment. Page 3 of 3 Client Signature ANP • NG EXISTING DRIVE EXISTING BARN HOG PROTECTION FENCE LAYOUT 0 �01 M"r '-0" TYPICAL UVAVON ME° Cp055 5�C110N aI LFVEI COMPACTED 5UI3-6II ;ONCPEATE'001NG 12'' PIA. MIN. 8" II MIN. FOp INE F055) 'F W5H PANNEL5 C COMPACTED 511 CONCI?EATE FOOTING 12'' (8'' PIA MIN. FR LINE P HOG PROTECTION FENCE DETAIL 0 2' WI12TH VAFE5 A5 PAP PLAN KLHOMA M055 r�ASKFT r3ouLnFPs 4"-6" PIVFPI POCK NSW MFXICO PIVFP POCK PFPTH VAF,1F5 8" r012'' I I II I II I I , a � AIVF GPAVFL I— —I I 1=��� b�PV OF 12�COMPO5�P GPANITE COMPACTl 12 SUI3GPA12F 1 DRY RIVERBED Scale: 1/2"=1' #5 PFPAF, .ANOMA PA5KFT )55 t30JWFp FI7GING G�AN11"F -GAF DRY RIVERBED SWALE AT PROJECT EDGE 0 CONCPFTF CUPI3 -- POUPI:p ON 51TF CONTPOL JOINr5@ I5' O,C, Scale: 1/2"=1' CINPFP PI.00K5, 8x8x16" I/ 2'' COPPFP TU131N6 LAP.GF POCK 12PILLFI2 TO ALLOW WAV TUM I/ 2'' FLFXII3L� TUBING f A%FT POULP2 P,5 AFOUNP BASF OF POCK PIVI:P POCK NATUPAL GPAVFL ANP P�33L�5 /—FLFCTPIC LINE TO GPI OUTLET UNI215TUFP[9 501L NA11VP GPAVFL 2" THICK CU5HION 5ANP 13A5F NNFP ''PUMP T0" P�PFOPAtP TO ALLOW WAV FLOW PUMP TITtF GIANT" FIPFP6LA55 CONTAINFP 3 ROCK FOUNTAIN Scale: NOT TO SCALE APP 5TA131LIZFP PINPFP TO bFCOMP05FP GPANITF PPOVIPFP PY 5TA1311LIZFP 5OLU110N5, INC 1-800-3362468 OP APPPOVFI2 FQUA- 1-27 CPO55 51LOPF, NOT TO FXCFFP 27 6" VA E5, PFFFP, TO PLAN ti M "0, , o n°o � o p PFCOMP05FP GPAINITF 4 4'' L005F MATFI IAL COMPACTFP TO 4" �" COMFACtP FLFXPA5F /-11� ACT5P 5UP6WF DECOMPOSED GRANITE PATHS Scale: 3/4" =1' IIIIIIIIIIII IIIIIIIIIIII TPtLLI5, ELEVATION NOTE;; Al WOO 15 POUGH-CUT M5TE;PN CF12AF TP�I.U5, FLFVATION KPOINT VIEW TP�LI 15, ft,�VATION 5IM VIEW MFTAL Fr6F TO 5FCUPF 5TONF Ft26F (IN5TAl FFP 5FFC5) 6 TRELLIS DETAILS 5FACF 3FTWF% 5TONF5 1/2'' TO1-1/2" TYPICAI. NOT'F; FLA65TONF 5LOPF5II AWAY FFOM 13UILII 5TPUCTUPF PILL JOIN5 WITH POLYMFPIC 5ANP PFP, PPOPUCT IN5TPUC110N5 UNICAFF MAX2 POLYMFPIC 5ANI2 FPOM WWW UhILOCK.COM -TICK FI.A65TONF '' 5ANP [I COMPACTFI2 PFCOMP05FP GPANITF 9ACTFt2 5U6-6E?APF FLAGSTONE ON DECOMPOSED GRANITE Scale: 1/2"=1' TOOL JOINTS, 4' O,C 41-01, TV XPAN5ION JOINTS I/ 2" PULL 12�PTH, 24' O.C. MAX, ( 5�F PFTAIL) NOTP5 \- "�` CHAMFFPFP COP\NFP5 1) 5FF PULL LAYOUT OF 5112FWALK ON 12PAWIN6, , INPOPCPMPNr - #5 11 18" O.C. P[IPMn PLAN11N613FI2 2) PUNNING 51,OPF SHALL NOT FXCFF121:12 UNLF55 OTHVV5F INPICAtV #3 ME3/W, CONTINUOUS 3,000 F51 CONCPFTF 5) CP055 5LOPF SHALL NOT FXCFFI2 2% , FOUPFn IN PLACF FX1511N6 5UP-61PAPF CONCRETE PATH $ Scale: 1/4"=1' 5 4" CONCRETE EDGING Scale: 1"=1' FLFVATION MF5H PANNFI.5 GWA LFVFL COMFACTFt2 5U6-6E?APF ;ONCPFATF FOOTING 12'' PI/ 8" 91A, MIN FOP UNF P051 9 FENCE DETAILS Scale: 1/4"=1' CP055 5FCfION ?F MF5H PANNFI.5 OF )TFP COMFACTFt2 5U6-G APG CONCFFATF FOOTING 12" 21A, MIN. (8'' PIA, MIN, FOP LINF F05T5) LANDSCAPE PLAN O M � z� v \ S O Qs - co Q N p r7 Z O z Q F- a_ a - >- Of U V) C)f Q Z w — w w of a- o Z . N Ili c0 Pt� O F' r�q r •* • • tQL F EL.DMAN ai�i�ff a a . •�1� • 2D80 • Off, • S+i$�rtR� •�'� These drawings have been prepared by or under the supervision of Carol Feldman, Registered Landscape Architect #2080, Licensed Irrigator LI #20245 cc W H Z Z w W C) 0 W I ago Q Z CC O(nWw H W z� Q Z OW Z O ma _ J � m= J m W= O O LOo amM� SHEET NO. Ll mOl Common Name Botanical Name Texas Native Size Qty Notes Agarita Berberis trifoliolata Shrub Yes 5 gal 2 Aromatic Sumac Rhus aromatica Shrub Yes 5 gal 3 Bee Balm / Lemon Mint Monardia citriodora Perennial Yes 1 gal 6 Annual - seed OK. Black Dalea Dalea frutescens Shrub Yes 1 gal 9 Black-eyed Susan / Three -Lobed Rudbeckia triloba Perennial Yes 1 gal 12 Blue Mistflower Chromolaena greggii (Eupatorium) Perennial Yes 1 gal 23 Butterfly Weed Asclepias tuberosa Perennial Yes 1 gal 6 Button Bush Cephalanthus occidentalis Shrub Yes 5 gal 3 Calylophus Calylophus spp. Perennial Yes 1 gal 17 Columbine `Hinkleys' Aquilegia chrysantha var. hinckleyi Perennial Yes 1 gal 5 Coral Honeysuckle Lonicera sempervirens Vine Yes 1 gal 2 Coralberry Symphoricarpos orbiculatus Shrub Yes 1 gal 31 Coreopsis Coreopsis lanceolata Sun Ray' Perennial Yes 1 gal 9 Escarpment Black Cherry Prunus serotina var. eximia Small tree Yes 15 gal 1 sub with Mexican Plum if necessary Fall Aster Aster oblongifolius Perennial Yes 1 gal 5 Fall Obedient Plant Physostegia virginiana Perennial Yes 1 gal 5 False Indigo / Amorpha Amorpha fruticosa Shrub Yes 5 gal 2 Flame Acanthus Anisacanthus quadrifidus wrightii Shrub Yes 1 gal 10 Frogfruit Phyla nodiflora Groundcove Yes 4" pots 100 Frostweed Verbesina virginica Perennial Yes 1 gal 31 4" posts or seed OK Gaura / Native white Gaura lindheimeri Perennial Yes 1 gal 10 Giant Coneflower Rudbeckia maxima Perennial Yes 1 gal 5 Gulf Coast Penstemon Brozos Pen. Penstemon tenuis Perennial Yes 1 gal 22 Hop Tree Ptelea trifoliata Small tree Yes 5 gal 3 Indian Blanket Gillardia pulchella Annual Yes 1 gal 3 let seed out Indian Grass Sorghastrum nutans Grass Yes 5 gal 9 Inland Sea Oats Chasmanthium latifolium Grass Yes 1 gal 27 Liatris / Gay Feather Liatris spp. Perennial Yes 1 gal 10 Lindheimer Muhly / Big Muhly Muhlenbergia lindheimeri Grass Yes 5 gal 15 Lindheimer's Senna Senna lindheimeriana Shrub Yes 3 gal 1 Little Bluestem Schizachyrium scoparium Grass Yes 1 gal 14 Mealy Blue Sage Salvia farinacea Perennial Yes 1 gal 27 Mexican Buckeye Ungnadia speciosa Small tree Yes 10 gal 3 Milkweed, Green Antelopehorn Asclepias viridis Perennial Yes 1 gal X Moss Verbena Verbena tenuisecta Perennial Yes 1 gal 4 Oklahoma Redbud Cercis canadensis var. texensis `Oklahoma' Small tree Yes 15 gal 1 Passionflower Passiflora incarnata Vine Yes 1 gal 3 Pavonia / Rock Rose Pavonia lasiopetala Perennial Yes 1 gal 9 Pipevine - Woolly Dutchman's Pipe Aristolochia tomentosa Vine Yes 1 gal 5 4" pots, OK Purple Cone Flower Echinacea purpurea Perennial Yes 1 gal 8 Salvia greggii 'coral' Salvia greggii Perennial Yes 1 gal 9 Salvia greggii 'red' Salvia greggii Perennial Yes 1 gal 10 Sideoats Grama Bouteloua curtipendula var caespitosa Grass Yes seed 700 sf I gal plants OK, also. Skeleton Leaf Goldeneye Viguiera stenoloba Perennial Yes 1 gal 3 Spiderwort Tradescantia spp. Perennial Yes 1 gal 8 Standing Cypress Ipomopsis rubra Perennial Yes 1 gal X seed OK Switchgrass / Lowland Panicum virgatum Grass Yes 3 gal 8 Texas Betony Stachys coccinea Perennial Yes 1 gal 9 Texas Lantana Lantana urticoides (horrida) Perennial Yes 1 gal 9 Turk's Cap Malvaviscus arboreus var. drummondii Perennial Yes 1 gal 15 Yarrow Achillea spp. Perennial Yes 11 gal 40 Zexeminia Wedelia hispida Perennial Yes 1 gal 11 Antelope Horn Asclepias asperula Wildflower Yes seed X Important for Monarch Butterfly larva Mexican Milkweed Asclepias curassavica Wildflower Yes seed X Important for Monarch Butterfly larva Clammy Weed Polanisia dodecandra Wildflower Perennial Yes Yes seed 1 gal X X X Fill-in plant, spreads quickly & sometimes too much Prairie Scarlet Sage Salvia coccinea Verbena bipinnatifida Prunus mexicana Prairie Verbena Wildflower Yes seed Mexican Plum Small tree Yes 115 gal X Sub for Escarpment Black Cherry PLANT LIST ApFOMA11C 5UMAC — ZOGFPUIf ��MF:N fOA19 HOU5�5- 55 FP0GFPUI1= I PI U� MI5f FUOWEP, 8 51 f INPIAN 6PA55 GIANT CONFFUOWEP, —2 F&5F INt7160 13LA9 FYW 5U5AN I GUFF COA5f P�N5SMON 5CAPpMEW 13LA9 CNFPPY 2 P1 OF MI5f FXWFP INPIAN 131,ANI T (5FFb) -�0 5&VIA6PF 661 - IN19HFI P, MUH�YCWA55 tKA513F TONY CALyXPHU5 3 %UfONI �A` 601,17FNFt MIX YAP,POW & LIA11J5 YAP,POW -FAPLY 5rrING LIATP15 - 5UMMFP PLANTING PLAN 0 10' 20' LANDSCAPE PLAN O 00 z o� z� S (� 2 O O Qs - N co SL SL Cj Q N 0 � Z O Z Q F (Z � U U) Q Z W W W (Y a- O Z N N L6 to r-� 0 ■ .* . • 1000 OL F EL.I]N1P►N 2080 f AR These drawings have been prepared by or under the supervision of Carol Feldman, Registered Landscape Architect #2080, Licensed Irrigator LI #20245 cc W Z Z w W C) 0 W I Q Q Q Z CC O(n Ww H W Z� Q Z OW Z O ma _ J � m= J m O O W= Lo amMCl) SHEET NO. Ll ■02 PANT -T\FI WITH FOOT FAA: LFVI: WITH F45HI P GAF FORM 5AUCF F WITH 4" F 4511NG TOP5011L CACKF'ILL WITH ORIGINAL 5OL, WATT THOI:OUGHLY TO FFMOVF: AIR PO9Ff5 2X I:OOT P&L WIPV TP\�� PLANTING NorfO 5CAF SECTION 02910 - SOIL PREPARATION CUT ROPF:5 AT TOP OF FOOTBALL RF MOVF TOP 1 / 3 OF PURIAP ANP ALL WILT ANP OTHF FZ NON-C3IOPF 6WAI3LF MASPIA. 5HF1212E P MULCH ,__,,,__�XI5TIN6 GF'l XI5TIN650L PART 1 - GENERAL A. DESCRIPTION 1. PROVIDE COMPLETE GRADING AND SOIL PREPARATION, INCLUDING AMENDMENTS, AS SPECIFIED HEREIN. B. EXAMINATION 1, EXAMINE SITE TO VERIFY REQUIRED ROUGH GRADING HAS BEEN COMPLETED CORRECTLY PRIOR TO BED PREPARATION WORK. 2. EXAMINE SITE TO VERIFY THAT ALL INVASIVE PLANTS AND THEIR ROOTS HAVE BEEN REMOVED PRIOR TO BED REPARATION WORK. C. APPROVALS 1. ALL 'APPROVED EQUAL' MATERIALS MUST BE APPROVED BY LANDSCAPE ARCHITECT. PART 2 - PRODUCTS A. MATERIALS 1, COMPOST: 1.1. COTTON BUR COMPOST 1.2. SHALL BE SUPPLIED BY: GREENSENSE COMPOST, GARLAND, TX. OR, CLEAR FORK MATERIALS, ALEDO, TX, OR APPROVED EQUAL. 2. FERTILIZERS AND SUPPLEMENTS: 2.1. A 6-2-4 GRANULAR FERTILIZER WITH A WATER SOLUBLE SLOW RELEASE ORGANIC BASE SUCH AS GREENSENSE, OR SUSTANE. OR APPROVED EQUAL. 3. MULCH 3.1. SHALL BE SHREDDED HARDWOOD MULCH, SHREDDED CEDAR MULCH, SHREDDED NATIVE MULCH, OR APPROVED EQUAL. PART 3 - EXECUTION PLANT 5HF UP WITH TOP Of p0011 LF:VF: WITH F:XI5TIN6 GF A. BED PREPARATION AND PREPARATION FOR SOD INSTALLATION 1. GENERAL 1, 1, INSPECT ALL EXISTING CONDITIONS AND OTHER ITEMS OF WORK PREVIOUSLY COMPLETED. DO NOT PROCEED UNTIL DEFECTS ARE CORRECTED. 1.2. INSPECT THAT ALL INVASIVE PLANTS AND THEIR ROOTS HAVE BEEN REMOVED COMPLETELY. 1.3. ALL AREAS TO BE PREPARED WITH ORGANIC TECHNIQUES ONLY. 2. SHRUB BEDS: 2.1. BREAK UP AND TILL EXISTING SOIL TO A DEPTH OF 6 INCHES, 2.2. ADD A 3 INCH LAYER OF COMPOST TO THE BEDS, 2.3. TILL EXISTING SOIL AND COMPOST TOGETHER TO A TOTAL OVERALL DEPTH OF 8 INCHES. 2.4. RAKE OUT ROCKS AND CLODS AND FINE GRADE THE BEDS TO DRAIN IN APPROPRIATE DIRECTIONS. 2.5. TOP -DRESS BED WITH A 3 INCH LAYER OF MULCH AFTER PLANTING. 3. SOD AND SEED AREAS 3.1. LIGHTLY CULTIVATE COMPACTED SOIL AND RAKE THE SOIL SMOOTH. 3.2. ADD Y2 INCH COMPOST TO ALL AREAS. 3.3, FINE GRADE TO DRAIN IN APPROPRIATE DIRECTIONS. END OF SECTION 02910 NOTES GENERAL LANDSCAPE 1. LANDSCAPE CONTRACTOR IS RESPONSIBLE FOR LOCATING ALL UNDERGROUND UTILITIES AND STRUCTURES WHETHER OR NOT SHOWN ON THE PLANS, AND SHALL BE RESPONSIBLE FOR DAMAGE TO SAID UTILITIES OR STRUCTURES CAUSED BY HIS/HER CREW AND SUBCONTRACTORS. 2. NO PLANTING TO TAKE PLACE UNTIL OWNER HAS INSPECTED AND APPROVED THE BED PREPARATION. 3. NO PLANTING TO TAKE PLACE UNTIL OWNER HAS INSPECTED AND APPROVED ALL PLANT MATERIAL AND ALL PLANT PLACEMENT, FIELD ADJUSTMENTS OF PLANT LOCATIONS TO BE COORDINATED WITH OWNER 4. ALL BOULDERS TO BE 'PLANTED' A MINIMUM OF 4 INTO THE PLANTING BEDS. ROrM 5AUCI P WIT F:XI5TING for 6AGgILL WITH ORIGINAL 5OL, THOF?OUGHLY TO IPEMOVF AIR PC MULCH 5NI?U6 & OPNAMM& GpA55 PLANTING PFTAIL Nor fO 5C&F: NOTE, FOR POOP-13OUNI7 P� L005% ROOf5 AT OUTER PANT 5HRU13 WITH TOP OF p00T13A1 I F:VF:L WITH F XI5%6 6MPF: SECTION 02915 - LANDSCAPE PLANTING PART 1 - GENERAL A. SPECIAL CONDITIONS 1. COMPLY WITH APPLICABLE FEDERAL, STATE, COUNTY AND LOCAL REGULATIONS GOVERNING LANDSCAPE MATERIALS AND WORK. 2.EMPLOY ONLY EXPERIENCE PERSONNEL FAMILIAR WITH REQUIRED WORK, PROVIDE ADEQUATE SUPERVISION BY A QUALIFIED FOREMAN WITH A MINIMUM OF TEN(10) YEARS EXPERIENCE WITH PROJECTS OF SIMILAR COMPLEXITY, 3.DO NOT MAKE SUBSTITUTIONS OF TREE, SHRUB AND GRASS MATERIALS. IF REQUIRED MATERIAL IS NOT OBTAINABLE, SUBMIT PROOF OF NON -AVAILABILITY TO OWNER'S REPRESENTATIVE. 4.PROVIDE QUANTITY, SIZE, GENUS, SPECIES AND VARIETY OF TREES AND SHRUBS INDICATED AND SCHEDULED FOR LANDSCAPE WORK WHICH COMPLY WITH APPLICABLE REQUIREMENTS OF ANSI Z60.1 AMERICAN STANDARD FOR NURSERY STOCK , AND ANY APPLICABLE STATE AND FEDERAL LAWS CONCERNING DISEASE AND INSECT INFESTATION. B.REFERENCE STANDARDS 1. AMERICAN STANDARD FOR NURSERY STOCK, APPROVED NOV. 6, 1996 BY AMERICAN NATIONAL STANDARDS INSTITUTE, INC. 2.SHINNERS & MAHLER'S, ILLUSTRATED FLORA OF NORTH CENTRAL TEXAS, BOTANICAL RESEARCH INSTITUTE OF TEXAS (BRIT), FORT WORTH, TEXAS, 1999. 3.HORTUS THIRD, CORNELL UNIVERSITY, 1967. C. PREPARATION 4.000RDINATION WITH BUILDING AND ENGINEERING PROJECT ACTIVITIES. 5.000RDINATE THE WORK OF THIS SECTION WITH THAT OF REGULAR AND EMERGENCY WATER UTILITY ACTIVITIES ON THE SITE. 6.000RDINATION WITH IRRIGATION SYSTEM: 6.1. THE UNDERGROUND IRRIGATION SYSTEM MUST BE INSTALLED PRIOR TO COMMENCEMENT OF THE PLANTING OPERATIONS. 6.2. THE IRRIGATION SYSTEM SHALL BE OPERATIONAL AT THE TIME THAT PLANTING OPERATIONS COMMENCE. 6.3. COORDINATE WORK WITH THE IRRIGATION CONTRACTOR TO PREVENT DAMAGE TO THE IRRIGATION SYSTEM. D.ALL PLANT MATERIALS FOR THIS PROJECT SHALL BE NURSERY -GROWN, INCLUDING TREES. 1. CONTAINER GROWN PLANTS SHALL HAVE BEEN STEPPED -UP AS NECESSARY TO PREVENT ROOT GIRDLING. 2.CONTAINER GROWN PLANTS SHALL HAVE BEEN IN THE CONTAINER FOR A MINIMUM OF SIX (6) MONTHS PRIOR TO DELIVERY TO THE SITE TO ENSURE ADEQUATE ROOT DEVELOPMENT. 3.THE 'ROOT FLARE' OF ALL TREES AND SHRUBS SHALL NOT BE COVERED WITH SOIL. E. THE FOLLOWING TREE CARE PROCEDURES SHALL BE ADHERED TO: 1. DO NOT MAKE FLUSH CUTS OR LEAVE STUBS WHEN PRUNING. LEAVE THE BRANCH COLLAR INTACT. 2.DO NOT USE ANY TYPE OF PRUNING PAINT ON WOUNDS. 3.DO NOT USE ANY TYPE OF TREE WRAP, EXCEPT, TRUNKS MAY BE WRAPPED WITH BURLAP DURING PLANTING OPERATIONS ONLY. 4.DO NOT STAKE OR GUY ANY TREES. IN SPECIAL CASES, TREE STAKING MAY BE NECESSARY TO PRESERVE A TREE THAT CONTINUES TO BLOW OVER. THE CONTRACTOR WILL BE RESPONSIBLE FOR ANY TREES THAT NEED STAKING FOR A PERIOD OF ONE YEAR. 5.DO NOT HANDLE ANY TREE BY ITS TRUNK. ANY TREE HANDLED IN SUCH A MANNER SHOULD BE REJECTED. F. WARRANTEE 1. UNCONDITIONALLY WARRANT ALL PLANTS FOR A PERIOD OF ONE (1) YEAR AFTER THE DATE OF INSTALLATION INITIAL ACCEPTANCE. REPLACE MATERIALS NOT IN VIGOROUS, THRIVING CONDITION AS SOON AS WEATHER PERMITS AFTER NOTIFICATION BY OWNERS THAT THE PLANTS HAVE DIED OR ARE OTHER WISE NOT ACCEPTABLE. GUARANTEE REPLACEMENT PLANTS FOR ONE YEAR, STARTING FROM THE DATE REPLACEMENT IS MADE. 2.WARRANTY EXCLUDES REPLACEMENT OF PLANTS BECAUSE OF INJURY BY STORM, NATURAL DROUGHT, DROWNING, HAIL FOR FREEZING, IF REASONABLE CARE WAS TAKEN TO ADEQUATELY PROTECT THE MATERIAL, AND IN THE OPINION OF THE OWNER'S REPRESENTATIVE THAT THE PROBLEM OCCURRED AFTER THE DATE OF INITIAL ACCEPTANCE. PFI?FNNIAL PLAN1IN6 12FTAIU PART 3 - EXECUTION 3" 5HFZ 12PF P MULCH ' ` X151NG GRAPF: Nor fO 5G&F: PLANT INTO 11U.F P ANP AMF:NPN9 501L A. PREPARATION FOR PLANT MATERIAL INSTALLATION 1. EXAMINE THE SUB -GRADE UPON WHICH THE WORK IS TO BE PERFORMED, VERIFY GRADE ELEVATIONS AND VERIFY THAT BEDS HAVE BEEN LEFT LOW BY OTHER TRADES. OBSERVE THE CONDITIONS UNDER WHICH THE WORK IS TO BE PERFORMED AND CONFIRM THAT UNSATISFACTORY CONDITIONS HAVE BEEN CORRECTED PRIOR TO PROCEEDING. B. TIME OF PLANTING 1. CARE IS TO BE TAKEN SO THAT NO PLANTS SIT IN POTS IN THE SUMMER HEAT FOR MORE THAN 1 HOUR. IF PLANTING DURING HOT SEASONS (NOT PREFERRED) PLANTING IS TO BE DONE IN SMALL SECTIONS WITH STOCKPILED PLANTS TO BE PROTECTED FROM THE SUMMER HEAT (SHADE AREAS). C. TREE PLANTING 1. STAKE LOCATIONS FOR TREES PRIOR TO DIGGING HOLES. 2. DIG PITS WITH ROUGH SIDES AND WHICH HAVE TAPERED WALLS, A MINIMUM OF TWICE THE WIDTH OF THE TREE BALL. A PEDESTAL SHOULD BE LEFT IN THE CENTER OF THE HOLE AND THE TREE BALL SET UPON THAT PEDESTAL. 3. SET PLANTS IN THE CENTER OF THE HOLE AND ON THE PEDESTAL, PLUM AND VERTICAL, AND AT SUCH A DEPTH THAT THE CROWN OF THE TREE BALL WILL BE LEVEL WITH THE SURROUNDING GRADE. 4. ALL PLANTS SHALL BE SET TO MEET THE SAME RELATIONSHIP TO THE FINISHED GRADE OF THE SURROUNDING SOIL THAT THEY BORE TO PREVIOUS EXISTING GRADE OF SOIL. 5. BACKFILL WITH EXISTING TOPSOIL AND WATER IMMEDIATELY. 6. FORM A SHALLOW BASIN SLIGHTLY LARGER THAN THE PIT TO FACILITATE WATERING. REMOVE PRIOR TO MULCHING. 7. COVER ALL TREE BALLS WITH A MINIMUM OF 3 OF SPECIFIED MULCH. EXTEND MULCH OUT TO THE EDGE OF THE TREE PIT, BUT KEEP AWAY FROM TRUNKS. 8. ALL EXCAVATED MATERIAL UNACCEPTABLE FOR REUSE SHALL BE DISPOSED OF OFF SITE, OR AS DIRECTED BY THE OWNER. D. SHRUBS, TALL GRASSES AND PERENNIAL PLANTING. 1. REMOVE CONTAINER AND SET PLANT MATERIAL AT SUCH A LEVEL THAT AFTER SETTLEMENT, THE CROWN OF THE BALL WILL BE AT FINISHED GRADE. 2. GENTLY CUT OUTER ROOTS OF ANY ROOTBALLS THAT HAVE POT-BOUND PRIOR TO INSTALLATION. 3. COVER PLANTING BEDS WITH A MINIMUM 3 LAYER OF SPECIFIED MULCH. E. SEED PLANTING 1, AREAS SHALL BE RAKED TO A DEPTH OF Y2", SMOOTH AND FREE OF STONES AND DEBRIS. 2. APPLY SEED EVENLY AT THE RATE RECOMMENDED. 3. RAKE AND WATER TO ESTABLISH A FIRM CONNECTION OF THE SEED TO THE SOIL. 4. KEEP SEED AREA MOIST (NOT WET) UNTIL SEED GERMINATES AND GRASS IS APPROX, Y2" IN HEIGHT. 5. KEEP AREA ADEQUATELY WATERED UNTIL A STAND OF THE GRASS IS ESTABLISHED. 6. RE -SEED TO ESTABLISH A THICK STAND OF GRASS IF NECESSARY. END OF SECTION 02915 PLANTING DETAILS LANDSCAPE PLAN O � O 0 z o� z� v \ S O O Qs - N co W Q N 0 � z o z Q F- a_ a - >_ Q'- U V C)f Q Z W W �a- W of O Z N N� c0 qP • ,CAOL F EL.DMAN `......2.080 ....AIL f AR These drawings have been prepared by or under the supervision of Carol Feldman, Registered Landscape Architect #2080, Licensed Irrigator LI #20245 cc W Z Z w W U 0 W I Q Q Q 0 Z CC OCn Ww H W Z� Q Z O W Z O ma _ J � m= J m O O LU L o amMin SHEET NO. Ll m03 CITY Or SOUTHLAICE 0 Monthly Construction Report Southlake Community Services October 2014 a a 0 N in a v 0 N m Ci a 0 N r Ci a 0 N m a s 0 N rn a a 0 N C7 s 0 N N a a 0 N M a v N V a a N in s s 0 N a Planned Actual Adjusted a a a v n n n c 0 -' Kief Project Complete Start Complete Q ; M C c a u ro Project Tit Status Update dget Commitments Date Date Date ' ' v� O o M �i rn O o SPDC FUND • Community Recreation Center Groundbreaking ceremony was held September27, 2014. Contractor currently $46,500,000 $1,866,375 12/31/17 08/07/13 12/31/17 securing necessary construction permits. • Bicentennial Park Phase 2 Ballfield fencing 20 % complete. Bleacher shade structures 50 % complete. $13,876,363 $13,793,740 09/01/14 07/01/11 09/30/15 Concession building 65 % complete. Parks Office building 40 % complete. North precast concrete fence is 80 % complete. Playground dragons 90 % complete. Installing brick retaining walls and planters. Exist ballfield renovations 40 brickwork complete. • On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete 6A - 1 Southlake Community Services Project Status Update Manager: Edmondson Report Date: 10/08/14 miry cn 'OUTHLAKE 13 . - - Community Recreation Center Scope/Objective: Phase 1 includes community events hall, multipurpose meeting and classrooms, senior center, and amphitheater. Phase 2 includes gymnasium, jog/walk track, weights & fitness components, indoor and outdoor performance training, indoor playground, aquatics, party rooms, multipurpose classrooms/meeting rooms, administrative offices, early learning, child watch, and locker rooms. Account Code: Start Date: 08/07/13 Completion Date: 12/31/17 Total Project Budget: 1$46,500,000 Total Project Commitments: 1$14,036,343 100% ° ° 80% 80% m a 60% E 40% Uo it 0 20% 0% 0% 0% Design Bidding Approvals Construction Phase Total Spending Scope No issues at this time. Schedule _ Ground breaking ceremony held Sept 27, 2014. Contractor securing required construction ermits. Cost — No issues at this time. Resources — No issues at this time. TeA lNo issues at this time. As Planned Area of Concern Critical Issue Improving ♦ No change — Worsening Prj. Jeopardy x 6A-2 Southlake Community Services Project Status Update Manager: Kao Report Date: 10/08/14 . - ► . - Bicentennial Park Phase 2 spry cr SOUTHLAKE 0 Scope/Objective: Miracle field, 60/90 field, renovated shade structures, new concession, new maintenance building, new playground, boulevard connection, parking, utilities, drainage, landscaping, and paths. Account Code: 202599-598801-P0043 Start Date: 07/01/111 Total Project Budget: $13,876,363 Completion Date: 09/30/151 Total Project Commitments: $13,793,740 100% 1 nno/-o 0 80% m 0 60%500% 0 Lj 40% 0 20% 0% Design Bidding Approvals Construction Phase Total Spending Scope — No issues at this time. Furniture ordered. Ballfield fencing 20% complete. Bleacher shade structures 50% complete. Concession building 65% complete. Parks Office building 40% complete. Schedule — North precast concrete fence is 80% complete. Playground dragons 90% complete. Installing brick retaining walls and planters. Exist ballfield renovations 40% brickwork complete. Cost — No issues at this time. Resources — No issues at this time. Technical — No issues at this time. vs Planned Critical Issue Improving ♦ No change — Worsening Prj. Jeopardy x 6A-3