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2015-11-09 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM November 5, 2015 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, November 9, 2015 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 (IcarpenterC&_ci.southlake.tx.us or 817.748.8184). Thank you. WORK SESSION 1. Call to Order 2. Sports League Task Force REGULAR AGENDA 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 October 12, 2015. Please make any corrections to the minutes part of the motion for consideration. B. Absence of Parks and Recreation Board Members — There are no absences for consideration at this time. All of the Park Board members were present at the October 12, 2015 meeting. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3. Public Forum This is the public's opportunity to address the Board about non -agenda items. During Public Forum, the Board will not discuss or take action on any item brought up at this time. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — November 9, 2015 Page 2 of 4 4. Agenda Item No. 4. Consider A. Recommendation on Facilities Utilization Agreement with Southlake Baseball Association B. Recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association The purpose of items 4A and 4B is for Park Board to make a recommendation to City Council on a two-year agreement with the baseball association and the girls' softball association for the use of City facilities. The City coordinates with various youth sports associations to offer a variety of athletic programs in an arrangement referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City -owned fields and facilities. Since 2012, the City and CISD have handled specific field allocations on a season -by -season basis for all Southlake athletic associations. The term of the proposed baseball and softball FUAs is January 1, 2016 — December 31, 2017 with the same field use fees and provisions approved in the previous FUA with each association. The FUAs have been revised based on meetings held with SBA and SGSA to improve and update the language to align with current practice and clarify expectations. Staff will provide a presentation and highlight the revisions at the meeting. A copy of each of the proposed FUAs is included in the packet memo for your consideration. City Council will consider the proposed FUAs at their November 17, 2015 meeting. 5. Agenda Item No. 5. Discussion A. Parks & Recreation Update — This is a standing item on the agenda to allow staff to update the Board about current and future Parks & Recreation activities and events. A copy of report is included with your packet. In addition to the recreation activities and events report, staff would like to inform the Board about two (2) TRAPS scholarships recently awarded to Community Services staff members. On Thursday October 29th, The Texas Recreation and Parks Society awarded two $1,000 scholarships. These scholarships are awarded to individuals who demonstrate a high degree of professional competence through extracurricular activities, work experience, and City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — November 9, 2015 Page 3 of 4 potential contribution in the field of Park and Recreation. Community Services Intern John Elwell was the awarded recipient in the Graduate Student category and Recreation Specialist Courtney Duplechin was selected in the Undergraduate Student category. John is currently pursuing his Masters Degree in Public Administration from the University of North Texas. Courtney also attends the University of North Texas and will be graduating in May with a Bachelors Degree in Recreation, Event, and Sports Management. In addition to the scholarships received, both John and Courtney were provided a free TRAPS North Region Conference registration to be held on Friday November 6th in Fort Worth. OTHER ITEMS OF INTEREST 6. City Council Action — The following park and recreation -related action items were considered by City Council at the October 6 and October 20, 2015 meetings. • Approved Southlake Parks Development Corporation Matching Funds request from The Miracle League of Southlake to contribute to the construction costs of the Texas Rangers Miracle League Field at Bicentennial Park (Park Board approved 6-0 September 9, 2015) • Approved Ordinance No. 1129, 1st Reading, Adopting the Standards of Care for 2016 for recreation programs for elementary school age children operated by the Community Services Department (Park Board approved 7-0 October 12, 2015) • Approved contract with Illumination Fireworks LLC for community fireworks and special effect displays for City events in and amount not to exceed $60,100. In addition to the items listed above, you can receive notifications for City Council meetings, construction alerts, calendar and community events updates and more by signing up at the City's website and clicking on the "Notify Me" tab at http://www.cityofsouthlake.com/1ist.aspx. 7. Park Board Preview — The following park and recreation related items are tentatively earmarked for presentation at future Park and/or City Council meetings. • Southlake 2030 Plan Update (December) • Cost Recovery Policy (January/February) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — November 9, 2015 Page 4 of 4 8. Events of Community Interest — Staff would like to share the following upcoming community events that are open to the public and may be of interest to you. • BJNC Naturally Sweet — November 14 • Meet the Mayor — November 18 (7pm, Council Chambers) • Home for the Holidays Tree Lighting — November 21 Breakfast with Santa — December 5 • The Marg Grand Opening Grand Opening VIP Party — December 11 Public Open House — December 12 Senior Center Grand Opening — December 14 As always, we appreciate your commitment and service to the City. Chris Tribble STAFF CONTACT INFORMATION: Telephone — (817) 748-8203 Facsimile — (817) 748-8027 1400 Main Street, Suite 210, Southlake, TX 76092 Chris Tribble, Director of Community Services, 817-748-8021, (ctribble(a)ci.southlake.tx.us) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(a)ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson@ci.southlake.tx.us Kate Meacham, Deputy Director of Community Services, 817-748-8018;(kmeacham(a-)ci.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Iarpenter(a).ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork ®CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, November 9, 2015 6:00 P.M. LOCATION: Southlake Town Hall Council Chambers 1400 Main Street Southlake, Texas 76092 WORK SESSION: 6:00 P.M. 1. Call to Order 2. Sports League Task Force REGULAR AGENDA: 6:30 P.M. or Immediately followina the Work Session: 1. Call to order 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held October 12, 2015 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider A. Recommendation on Facilities Utilization Agreement with Southlake Baseball Association B. Recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association 5. Discussion A. Parks & Recreation Update 6. Adjournment A quorum of the City Council may be present at this meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — November 9, 2015 Page 2 of 2 CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, November 6, 2015 by 6:00 p.m. pursuant to Chapter 551 of the Texas Governmep pode. dpn rn,4 .�`ypUT..... ,c Traci Henderson, TRN Deputy City Secretary If you plan to attend this public 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: OCTOBER 12, 2015 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 Chair Chad Patton and Secretary France Scharli; and Palmer, Miguel Salinas and Paul Venesky Board Members Mitch Hill, Lori PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Director of Community Services Chris Tribble; Deputy Director of Community Services Kate Meacham; Recreation Superintendent Steve Moore; Recreation Supervisor Ryan McGrail; and Recreation Coordinators Amy Bennett, Junior Camacho and Jared Darnell GUESTS: Lori Higgins, Executive Director of the Bob Jones Nature Center & Preserve; Mia Gordon-Poorman, General Manager of Southlake Tennis Center 1. CALL TO ORDER Chairman Wasserman called the meeting of the Parks and Recreation Board to order at 6:03 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Board and are enacted with one motion. 2A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 14, 2015 REGULAR PARKS AND RECREATION BOARD MEETING. There were no corrections to the September 14, 2015 Park Board meeting minutes. 2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS The board considered the absence of Chad Patton from the regular meeting held September 14, 2015. APPROVED City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the October 12, 2015 Parks Board Meeting Page 2 of 5 A motion was made to approve the Consent Agenda as presented including approval of the minutes of the September 14, 2015 regular meeting, and the absence. Motion: Salinas Second: Venesky Ayes: Hill, Palmer, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: Patton (absent 9/14/15 meeting) Vote: 6-0-1 Motion Carried. 3. PUBLIC FORUM Chairman Wasserman opened public forum. There being no one to speak, Chairman Wasserman closed public forum. 4. REPORTS Community Services Department Recreation Coordinator Jared Darnell was introduced and commended for his work on all the athletic programs dashboard reports. 4A. BOB JONES NATURE CENTER AND PRESERVE Deputy Director Meacham presented the Bob Jones Nature Center and Preserve (BJNCP) dashboard report and explained the unique features of the report. It was noted dashboard reports for athletic programs are based on calendar year data, and the nature center and tennis center dashboard reports are based on fiscal year data. Deputy Director Meacham responded to questions concerning the dashboard reports, including questions about the new scorecard and the NPS survey recently instituted. Board members requested a copy of the NPS survey question. Lori Higgins, Executive Director of the Bob Jones Nature Center & Preserve, 355 E. Bob Jones Road, Southlake, shared a visual presentation about the nature center programs and activities for FY 2015. Director Higgins answered questions about membership, the new Bluebird Trail signs, and programming capacity. 4B. SOUTHLAKE TENNIS CENTER Deputy Director Meacham presented the Southlake Tennis Center (STC) dashboard report and was available to answer questions from the board. Mia Gordon-Poorman (Roxy Tennis, LLC), General Manager, Southlake Tennis Center, 450 Southlake Boulevard, Southlake, presented a tennis center report for FY 2015, including information about the tennis center's operation philosophy, staffing, the City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the October 12, 2015 Parks Board Meeting Page 3 of 5 center's area competitors, achievements and awards, and answered questions from the Board including questions about tournaments, participation fluctuations, retention of tennis pros, growth issues and goals, the impact of construction on programming, and other tennis center activities. 4C. TEXAS AMATEUR ATHLETIC FEDERATION AWARD Recreation Coordinator Junior Camacho accepted the Texas Amateur Athletic Federation (TAAF) award on behalf of the City. The City received the award at the September 24, 2015 Texas Amateur Athletic Federation annual conference held in Rockwall, Texas. The City of Southlake was recognized by TAAF as a Gold Member City for its active involvement on regional and state levels and participation numbers in youth athletic programs. 4D. RECREATION PROGRAMS Deputy Director Meacham presented dashboard reports for overall programs, youth programs, and athletic/aquatics programs offered by the Department during FY 2015 and responded to questions from the board regarding program cancellations and benchmark rates. Recreation Coordinator Junior Camacho responded to questions regarding intramural high school level athletic programs. Recreation Coordinator Amy Bennett presented an overview of the recreation events, athletic programs, and camps offered by the department during FY 2015, and was available to answer questions from the board. City staff was commended on the dashboard reports. The Board also inquired if the font size in the reports may be increased. 4E. RENTALS Deputy Director Kate Meacham presented the dashboard reports on facility rentals for FY 2015 and she and Director Chris Tribble responded to questions. The Board and staff discussed options that may help increase rentals for the pavilion at Liberty Park at Sheltonwood Park. Suggested options included lowering the pavilion rental fee for the Park until additional parking is available; amending the City's Park Master Plan to speed up the parking lot expansion program project currently planned years out for Sheltonwood Park; and a trial program allowing park patrons to park on grass for pavilion rentals. The Board agreed to staff's recommendation to a six-month pilot program that will allow parking on the grass for pavilion rentals. The program to be re-evaluated by the Board in May 2016. As part of the re-evaluation, the Board is interested to know what the overall demand city-wide is for pavilion space rentals; a comparison of pavilion rental amenities/fees with comparable cities; the appropriate number of parking spaces needed for Sheltonwood Park; and the possible site location for the additional parking lot. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the October 12, 2015 Parks Board Meeting Page 4 of 5 5. CONSIDER 5A. RECOMMENDATION ON STANDARDS OF CARE Deputy Director Kate Meacham presented the Standards of Care Policy and explained the approval process. Deputy Director Meacham responded to questions from the Board. The proposed annual Standards of Care for the City's elementary -age recreation programs, including Camp Mania, offered by the Community Services Department, includes staffing ratios, staff qualifications, facility, health and safety standards and mechanisms for monitoring and enforcing care standards. Programs operated by the City are recreation in nature and are not day care programs, which require additional guidelines. City Council will consider the Standards of Care as an ordinance and public hearing in November. A motion was made to recommend City Council approve the Standards of Care as presented. Motion: Patton Second: Salinas Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 5B. RECOMMENDATION ON APPOINTMENT OF A PARK BOARD MEMBER TO THE SOUTHLAKE 2035 PLANNING CORRIDOR COMMITTEE Director Chris Tribble presented the item to appoint a Park Board member to the Southlake 2025 Planning Corridor Committee and responded to questions. The purpose of the 2035 Corridor Committee is to meet with potential developers or owners of certain properties and develop land use recommendations for the development of the property that is consistent with the framework of the Southlake 2030 Comprehensive Plan. The goal of this effort is to provide a potential developer or owner a clearer direction on a development pattern that is compatible with the Southlake 2030 Plan in terms of adjacent land uses, traffic patterns, and environmental protection. The Committee will consist of: Mayor (Laura Hill- Ex-Officio); 2 City Council Members (Brandon Bledsoe, Gary Fawks); 2 Planning and Zoning Commission Members (TBD); 1 Park Board Member (TBD). A motion was made to recommend Park Board member Frances Scharli to serve on the Southlake 2035 Planning Corridor Committee. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-4 Minutes of the October 12, 2015 Parks Board Meeting Page 5 of 5 Motion: Patton Second: Venesky Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 6. DISCUSSION 6A. CONSTRUCTION MANAGEMENT REPORT Director Chris Tribble presented the monthly Construction Management Report, including updates on the Bob Jones Park road being reconstructed, Bicentennial Park and The Marq Southlake, and responded to questions from the Board. 6113. PARKS & RECREATION UPDATE Deputy Director Kate Meacham reviewed the Community Events Schedule included in the meeting packet and responded to questions from the Board. Invitations to the grand opening for The Marq Southlake have been mailed. The bi-annual Citizen Satisfaction Survey has been released and is being marketed to receive citizen feedback. 7. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 7:57 p.m. Motion: Patton Second: Salinas Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 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 - 5 CITY OF SOUTHLAKE MEMORANDUM October 27, 2015 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Absence of Parks and Recreation Board Member(s) — Standing Agenda Item Action Requested: There is no action required by Park Board for this item as all members were present at the October 12, 2015 meeting. Background Information: The "Absence Policy for Parks and Recreation Board" adopted July 12, 2004 provides a mechanism for consideration of absences of Board members from regular or special Park Board meetings. This item is listed as a standing item on meeting agendas. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: No Park Board action required for this item. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-1 Park and Recreation Board Attendance Report 2015 1 Miguel Salinas I I 11 1 Individual Rate 100% Hrs To Date 4.75 2 Tina Wasserman ,, , 100% 13.5 3 Frances Scharli V V V V X X X 67% 6 4 Lori Palmer X X 11 78% 8.75 5 Mitch Hill V X X V 11 11 78% 11.75 6 Chad Patton V X X X 1 11 1 67% 1 10.5 7 Paul Venesky X X 78% 11.25 1 Jeff Medici X 80% 4 Meeting Attendance Rate (includes substitutions) 86% 86% 71 % 71 % 0% 57% 0% 57% 86% 86% 100% Total Hrs Per Month 0.75 0.75 1 1 0 1.5 0 3.75 2.25 0.5 2 * 8/6/15 Joint CC/SPDC/Park Mtg at 6:30pm; followed by Joint SPDC/Park Mtg at 9:00pm. 2014 Place o Name --�0000aosoo©©ooa�® 1/13/14 2/10/14 3/17/14 4/14/14 5/12/14 6/9/14 7/14/14 8/12/14 ark BoardMtgi iy regular Park 9/8/14 9/27/14 Community Recreation Center Groundbreaki ng Event 10/13/14 11/10/14 11/14/14 Park lour 1218/14 Individual Attendance Rate Hrse To Date e�aaaa�a�aaaaaa� II•. � Frances Scharli II o�0000a©so©©©o©ate® oChad Patton000va©s000000am oa�������o©©©oo��� Sherry Berman 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 2015 78% 11 In attendanc X Not in attenc r Substitute in • Vacant posit Meeting Car Meeting Car Change in R Average Monthly Attendance Rate 2014 82% 11 In attendanc X Not in attenc [ Substitute in • Vacant posit Meeting Car Meeting Car Change in R 2B-2 CITY OF SOUTHLAKE MEMORANDUM October 28, 2015 TO: Parks and Recreation Board FROM: Kate Meacham, Deputy Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Baseball Association Action Requested: Parks and Recreation Board recommendation on the Facilities Utilization Agreement (FUA) with Southlake Baseball Association (SBA) for 2016-17. Background Information: The City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs in an arrangement referred to as a facilities utilization agreement (FUA). A separate agreement 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 two FUAs the Park Board will consider at this meeting is the proposed FUA with Southlake Baseball Association. The FUA is for a two-year term, January 1, 2016 through December 31, 2017. The proposed FUA is basically the same as the previous agreement entered into with SBA for 2014-2015, with revisions made based on a meeting held with SBA on October 21, 2015, to improve and update the language to align with current practice and clarify expectations. The following briefly highlights some of the major revisions. • Email address athleticfieldsC�ci.south lake.tx.us added to FUA • Communications section added to FUA (Section 14) • Concession Stand Scorecard added in Exhibit B (#4) of FUA City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Parks and Recreation Board Meeting Date — November 9, 2015 Page 2of3 • Tournament section added in Appendix (Section 6) • Defined 'Practice' v. 'Game' fields for Baseball • Added 'Non -Priority' Use of Miracle League Field for Baseball An overview of the proposed FUA will be provided at the meeting. A copy of the proposed FUA with Southlake Baseball Association is attached for your consideration. Financial Considerations: The Association will pay field maintenance fees of $12.00 per resident per season and $17.00 per non-resident per season, to assist the City with offsetting a portion of the maintenance and operations costs. SBA is currently up-to-date on all fee and roster requirements. 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. It also addresses Critical Business Outcome CB05 — optimize resources through collaboration and partnerships to reduce costs and add service value. Citizen Input/ Board Review: Seasonal communication with SBA representatives to allocate required fields to meet program needs Meeting with SBA representatives on October 21, 2015 regarding revisions to proposed FUA Parks Board recommendation November 9, 2015 City Council consideration November 17, 2015 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 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Parks and Recreation Board Meeting Date — November 9, 2015 Page 3of3 Attachments: Proposed Facilities Utilization Agreement with SBA Staff Recommendation: Park Board recommendation to approve the proposed Facilities Utilization Agreement with Southlake Baseball Association (SBA) for 2016-17. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE STATE OF TEXAS $ COUNTY OF TARRANT $ The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," and the Southlake Baseball 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-4 SECTION 4 OFFICERS AND BOARD MEMBERS The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses and phone numbers of all officers and board members within two (2) weeks after election or appointment. SECTION 5 FIELD 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 in writing to athleticfields(c�ci.south lake.tx.us. 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 actual season dates to the CITY three (3) months prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY the full schedule (field number, field settings / age group, dates and game times) for each season at least two (2) weeks prior to the beginning of the season. All communication must be directed through athleticfields(a-)-ci.southlake.tx.us. The ASSOCIATION shall furnish to the CITY, rosters of all participants including name, age, gender, residency, league played in (Recreational or Classic), and all other information requested to complete seasonal report 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 off -set 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 including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the baseball program. 4A - 5 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. The CITY will turn the 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 11:00p.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 and/or practices are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. 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: IrVIANd 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. 4A-6 All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake for their adequacy as to content, protection and named insurance company. The ASSOCIATION shall furnish to the CITY certificates of such insurance within (10) ten days of the execution of this Agreement or prior to the commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first. The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL 4A-7 CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN SECTION 10 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 register by the program's stated registration deadline. The CITY also encourages the ASSOCIATION to continue its development of a "tweener" program. In addition, the CITY encourages the ASSOCIATION to strive for 25% resident participation in its select level programs and 85% resident participation in its recreational level programs. SECTION 14 COMMUNICATIONS The president and/or representative of the Board shall attend quarterly meetings with CITY staff. SBA representatives shall appear before the CITY Parks and Recreation Board two (2) times per year for the purpose of making a presentation addressing the state of SBA. The presentation should include but not be limited to the following: 1. Purpose of the Association 2. The number of participants served in program 3. Service issues faced within the last year and how they were resolved 4. Upcoming issues and recommendations for resolution 5. Identification of current and incoming Board of Directors SECTION 15 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. 4A-9 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 15 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 , CITY Secretary Approved as to form CITY Attorney by: Is] Iwas] �Ye1l]19:1W_1:1: 0 Mayor City of Southlake President ASSOCIATION 4A - 10 EXHIBIT "A" CITY -OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The CITY will give a forty eight (48) hour notice. The CITY will not close a field with a scheduled game. 2. The CITY shall perform all clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The CITY shall prep fields, as required, Monday through Friday, weather permitting, for regularly scheduled games. Note: Fields will not be prepared by the CITY for any game(s) unless the game(s) are on the schedule. 4. The CITY shall mark all foul lines. 5. The CITY shall maintain all back -stops, fences and gates in a safe and secure condition. 6. The CITY shall maintain all bleachers and dugouts in a safe and secure condition. 7. The CITY shall provide and maintain all area and ballfield lighting systems. 8. The CITY shall be responsible for the operation and maintenance of any infield irrigation system and watering of the infields. 9. The CITY shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield and of non -athletic turf areas. 10. The CITY shall maintain the restrooms in a safe and sanitary condition. 11. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards and controllers on the assigned fields will be the responsibility of the CITY unless damage is due to negligence by ASSOCIATION. 12. The CITY shall provide and install the home plates, bases, base stakes and pitching rubbers. If the ASSOCIATION desires any specialized type of plates or base anchors, these shall be provided by the ASSOCIATION to the CITY for installation. 4A - 11 13. The CITY shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday, for regularly -scheduled league games only. 14. 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. 15. 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. 16. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf or infield areas without permission from the CITY. The CITY will provide access to hand-held tools for field preparations between games if necessary. 17. 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 ball field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 18.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. 19.AII 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 in writing to athleticfields(a-)ci.southlake.tx.us. 4A - 12 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at the Bicentennial Park Baseball Fields for the duration of this Agreement. The ASSOCIATION shall have first right of refusal to operate the concession stand during Tournaments hosted by an outside organization, but not by the CITY. 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 all 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, and other structural components. 3. The ASSOCIATION and CITY shall be jointly 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 CITY will conduct inspections of the Concession Stand and the ASSOCIATION must maintain a passing score of the areas they control at all times. 5. 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. 6. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment and storage room allocated to the ASSOCIATION as deemed necessary by the Director of Community Services. 7. 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. 8. 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 4A - 13 water lines unhooked during the off-season. 9. 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 following its use by the ASSOCIATION. 10. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents of the concession stand. Securing any insurance for all the ASSOCIATION owned contents of the building is optional and will be the responsibility of the ASSOCIATION. 11. The CITY reserves the right to utilize the concession stand and/or score booths during this Agreement. 12. If facility is abandoned this Agreement is terminated. 4A - 14 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game/practice time. 2. Baseball infields and/or outfields 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:OOpm. 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 Field Manager about the status of the fields. 4A - 15 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 - 16 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE BASEBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth baseball program that adheres to the City of Southlake's organization values outlined in Section 15 of the Agreement. The CITY agrees to permit the use of its facilities known as Bicentennial Park Baseball Fields 1-8 & 10 for Games. Practice fields are permitted for use at Bicentennial Park Baseball Fields 9, 11 and two backstops by the Tennis Center. In addition, practice fields are available at Koalaty Park Fields, Southlake Sports Complex Fields 2 & 3 for the 2016 - 2017 seasons. Use of the Miracle League Field at Bicentennial Park is also permitted as designated on a non -priority basis. 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 Southlake/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 Mayor. 2. The term of this Agreement shall be from January 1, 2016, through December 31, 2017. 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. Baseball shall consist of the following seasons: • Spring Recreational (typically February — May) • Summer Recreational (typically June — July*) • Fall Recreational (typically August - November) • Spring/Summer Classic (typically February — July) • Fall Classic (typically August — November) *Recreational Summer Season practices are allocated based on Park Maintenance schedule (per Park Manager) and not previous year registrations. 5. All fields will be unavailable during the CITY's scheduled maintenance period that generally occurs for 12 consecutive days following the end of the Spring seasons (around June 1), and during the months of December and January. 4A - 17 6. The ASSOCIATION has up to two (2) RECREATIONALLY based All -Star Tournaments per calendar year under the terms of this Agreement included at no charge. Tournament dates will be determined during each season's field allocations. ASSOCIATION must follow policies and procedures outlined in the CITY Tournament Agreement. CITY agrees to the following: a. Prep the fields and remove trash the day prior to each tournament day. No staff will be onsite during the tournament and fields will not be prepped between games. b. The ASSOCIATION may only utilize non -motorized equipment on the fields in between games. c. Porter service will be provided by CITY at set times throughout the tournament (not to exceed two times per day). 7. The CITY will have priority to the facility for any CITY event or Tournament. 8. Additional facility usage may be permitted by the Director of Community Services, or their designee. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 9. 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. 10.Only those ASSOCIATION representatives who have been issued a permit by the CITY will be allowed to drive automobiles into the complex on the pedestrian pathways. The permit will only be issued by the CITY to those ASSOCIATION representatives responsible for the delivery of concession and building supplies to the concession/restroom/storage facilities. The permit allows for the drop-off and pick-up of concession and building supplies. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. All automobiles must be parked in the parking lot. The ASSOCIATION must contact the Director of Community Services, or their designee for a permit. Violators will be ticketed by Southlake Police. 11. 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. 12. 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 - 18 CITY OF SOUTHLAKE MEMORANDUM October 28, 2015 TO: Parks and Recreation Board FROM: Kate Meacham, Deputy Director of Community Services SUBJECT: Recommendation on Facilities Utilization Agreement with Southlake Girls Softball Association Action Requested: Parks and Recreation Board recommendation on the Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2016-17. Background Information: The second of the two FUA's presented for Park Board consideration at this meeting is a two-year facilities utilization agreement (FUA) with Southlake Girls Softball Association (SGSA) to provide athletic fields for the girls' softball program in Southlake January 1, 2016 — December 31, 2017. The current FUA expires December 31, 2015. The proposed FUA contains the same provisions as the previous agreement entered into with SGSA for 2014-2015 with the following revisions, based on a meeting held with SGSA on October 22, 2015, to improve and update the language with current practice and clarify expectations. • Email address athleticfields(a)-ci.south lake.tx.us added to FUA • Communications section added to FUA (Section 14) • Concession Stand Scorecard added in Exhibit B (#4) of FUA • Tournament section added in Appendix (Section 6) An overview of the proposed FUA will be provided at the meeting. A copy of the proposed FUA with Southlake Girls Softball Association is attached for your consideration. City Council will consider the FUA at the November 17, 2015 meeting. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4B-1 Parks and Recreation Board Meeting Date — November 9, 2015 Page 2of2 Financial Considerations: The Association will pay field maintenance fees of $12.00 per resident per season and $17.00 per non-resident per season, to assist the City with offsetting a portion of the maintenance and operations costs. SGSA is currently up-to-date on all fee and roster requirements. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management & Service Delivery and meets the corporate objectives to Collaborate with Select Partners to Implement Service Solutions. It also addresses Critical Business Outcome CB05 — optimize resources through collaboration and partnerships to reduce costs and add service value. Citizen Input/ Board Review: Seasonal communication with SGSA representatives to allocate required fields to meet program needs Meeting with SGSA representatives October 22, 2015 Parks Board recommendation November 9, 2015 City Council consideration November 17, 2015 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: Proposed Facilities Utilization Agreement with Southlake Girls Softball Association Staff Recommendation: Approve the Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2016-17. City of Southlake Values: Integrity ♦ Innovation ♦ Accountabilit#IPOo7nmitment to Excellence ♦ Teamwork 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 Girls Softball 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 MANAGERS The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as the ASSOCIATION'S field manager. It shall be the responsibility of the field manager to submit all practice, game and make-up game schedules to the CITY in writing to athleticfields(c�ci.south lake.tx.us. 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 actual season dates to the CITY three (3) months prior to the beginning of the season. The ASSOCIATION shall furnish to the CITY the full schedule (field number, field settings / age group, dates and game times) for each season at least two (2) weeks prior to the beginning of the season. All communication must be directed through athleticfields(a)-ci.southlake.tx.us. The ASSOCIATION shall furnish to the CITY, rosters of all participants including name, age, gender, residency, league played in (Recreational or Select) and all other information requested to complete seasonal report within two (2) weeks after the last season game. 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 off -set 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 including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the Girls Softball program. The CITY has allocated funding to support scheduled Monday through Friday games only. 4B-4 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. The CITY will turn the 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 11:00p.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 and/or practices are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION shall have use of the CITY facilities pursuant to the terms of this agreement. However, the CITY reserves the right to allocate the usage of all CITY owned fields for CITY programs and/or for other recognized Southlake Youth Athletic Associations as deemed appropriate by the CITY. 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: IrVIANd 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. 4B-5 All insurance policies shall be subject to the examination and approval of the City Attorney for Southlake, for their adequacy as to content, protection and named insurance company. The ASSOCIATION shall furnish to the CITY certificates of such insurance within (10) ten days of the execution of this Agreement or prior to the commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first. The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION further agrees that with respect to the above required insurance, the CITY shall: A. Be named as an additional insured or an insured, as its interest may appear. B. Be provided with a waiver of subrogation, in its favor. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. THE ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL 4B-6 CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY DAMAGE ARISING OUT OF THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN SECTION 10 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. 4B-7 SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal the CITY encourages the ASSOCIATION to find a team for all Southlake residents who register by the program's stated registration deadline. The CITY also encourages the ASSOCIATION to continue its development of a "tweener" program. In addition, the CITY encourages the ASSOCIATION to strive for 25% resident participation in its select level programs and 85% resident participation in its recreational level programs. SECTION 14 COMMUNICATIONS The president and/or representative of the Board shall attend seasonal meetings with CITY staff. SGSA representatives shall appear before the CITY Parks and Recreation Board two (2) times per year for the purpose of making a presentation addressing the state of SGSA. The presentation should include but not be limited to the following: 1. Purpose of the Association 2. The number of participants served in program 3. Service issues faced within the last year and how they were resolved 4. Upcoming issues and recommendations for resolution 5. Identification of current and incoming Board of Directors SECTION 15 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 15 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 CITY Secretary Approved as to form CITY Attorney by: CITY OF SOUTHLAKE Mayor CITY of Southlake President ASSOCIATION 4B-9 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 pre -season clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The CITY shall prep fields, as required, Monday through Friday, weather permitting, for regularly scheduled games. Note: Fields will not be prepared by the CITY for any game(s) unless the game(s) are on the schedule. 4. The CITY shall mark all foul lines. 5. The CITY shall set the pitching rubber distances on each field according to the first scheduled game after 4:00pm on Fridays. The ASSOCIATION shall be responsible for changing the pitching rubber distances for subsequent games on Friday — Sunday. 6. The CITY shall maintain all back -stops, fences and gates in a safe and secure condition. 7. The CITY shall maintain all bleachers and dugouts in a safe and secure condition. 8. The CITY shall provide and maintain all area and ballfield lighting systems. 9. The CITY shall be responsible for the operation and maintenance of any infield irrigation system and watering of the infields. 10. The CITY shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield and of non -athletic turf areas. 11. The CITY shall maintain the restrooms in a safe and sanitary condition. 12. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards and controllers will be the responsibility of the CITY unless damage is due to negligence by ASSOCIATION. 4B-10 13. The CITY shall provide and install the home plates, bases, base stakes and pitching rubbers. If the ASSOCIATION desires any specialized type of plates or base anchors, these shall be provided by the ASSOCIATION to the CITY for installation. 14. The CITY shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday, during regularly -scheduled league games only. 15. 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. 16. 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. 17. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf or infield areas without permission from the CITY. The CITY will provide access to hand-held tools for field preparations between games if necessary. 18. 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 ball field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 19.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. 20.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 in writing to athleticfields(o)ci.south lake.tx.us. 4B-11 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at the Bob Jones Park Softball Fields for the duration of this Agreement. The ASSOCIATION shall have first right of refusal to operate the concession stand during Tournaments hosted by an outside organization, but not by the CITY. 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, 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 CITY will conduct inspections of the Concession Stand and the ASSOCIATION must maintain a passing score of the areas they control at all times. 5. 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 ASSOCATION. 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. 6. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment and storage room allocated to the ASSOCIATION as deemed necessary by the Director of Community Services. 7. 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. 8. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and 4B-12 ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 9. 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 following its use by the ASSOCIATION. 10. 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. 11. The CITY reserves the right to utilize the concession stand and/or score booths during this Agreement. 12. If facility is abandoned this Agreement is terminated. 4B-13 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game/practice time. 2. Softball infields and/or outfields 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:OOpm. 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 Field Manager about the status of the fields. 4B - 14 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-15 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE GIRLS SOFTBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth softball program that adheres to the City of Southlake's organizational values outlined in Section 15 of the Agreement. The CITY agrees to permit the use of its facilities known as Bob Jones Park Softball Fields for 2016 — 2017 seasons. 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/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 Mayor. 2. The term of this Agreement shall be for January 1, 2016, through December 31, 2017. 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. Girls Softball shall consist of the following seasons: • Spring Recreational (typically February - May) • Fall Recreational (typically August - November) • Spring/Summer Select (typically February — July) • Fall Select (typically August — November) 5. All fields will be unavailable during the CITY's scheduled maintenance period that generally occurs for 12 consecutive days following the end of the Spring seasons (around June 1), and during the months of December and January. In addition, no tournaments may be held during the third weekend in May each year (during Soccerfest). 6. The ASSOCIATION has up to two (2) RECREATIONALLY based All -Star Tournaments per calendar year under the terms of this Agreement included at no charge. Tournament dates will be determined during each season's field allocations. ASSOCIATION must follow policies and procedures outlined in the 4B-16 CITY Tournament Agreement. CITY agrees to the following: a. Prep the fields and remove trash the day prior to each tournament day. No staff will be onsite during the tournament and fields will not be prepped between games. b. The ASSOCIATION may only utilize non -motorized equipment on the fields in between games. c. Porter service will be provided by CITY at set times throughout the tournament (not to exceed two times per day). 7. The CITY will have priority to the facility for any CITY event or Tournament. The CITY will have priority on Fields 1 and 2 during the CITY's Spring and Fall Adult Softball Leagues. 8. Additional facility usage may be permitted by the Director of Community Services, or their designee. Additional facility usage requests must be submitted in writing to the Director of Community Services, or their designee a minimum of two (2) weeks in advance. 9. 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. 10. Only those ASSOCIATION representatives who have been issued a permit by the CITY will be allowed to drive automobiles into the complex on the pedestrian pathways. The permit will only be issued by the CITY to those ASSOCIATION representatives responsible for the delivery of concession and building supplies to the con cession/restroom/storage facilities. The permit allows for the drop-off and pick-up of concession and building supplies. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. All automobiles must be parked in the parking lot. The ASSOCIATION must contact the Director of Community Services, or their designee for a permit. Violators will be ticketed by Southlake Police. 11. 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. 12. 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-17 Community Events Schedule 2015 Name of Event Hosting Organization Type of Event Start Date End Date Times Location Explanation of Event Event Website Primetime Sports Soccer League Primetime Sports Soccer League 8/30/2015 11/15/2015 Sunday's Bob Jones Park Contracted with Primetime Sports to accommodate a Sunday Soccer League Men's 35 and Under Softball Tournament City of Southlake Softball Tournament 11/9/2015 11/16/2015 Monday's 7:00 - 10:OOp Bob Jones Park End of Season Tournament for City League SouthlakeParksandRec.com BJNC - Naturally Sweet Bob Jones Nature Center Fundraiser 11/14/2015 11/14/2015 7:00 - 10:OOp Marriott Solana Annual fundraiser for BJNC http://bjnc.org/ Girls Volleyball Tournament City of Southlake Volleyball Tournament 11/14/2015 11/14/2015 8:OOa - 2:OOp DIS Small Gym End of Season Tournament for City League SouthlakeParksandRec.com Home for the Holidays - Tree Lighting City of Southlake Holiday Celebration 11/21/2015 11/21/2015 4:00 - 8:OOp Town Square Annual Tree Lighting Event HomefortheHolidaysSouthlake.com Camp Mania City of Southlake Holiday Camp 11/23/2015 11/25/2015 7:OOa - 6:OOp Durham Intermediate Holiday Camp Program SouthlakeParksandRec.com Breakfast with Santa City of Southlake Special Event 12/5/2015 12/5/2015 8:OOa - 12:OOp Southlake Town Hall City Special Event SouthlakeParksandRec.com Cross Country Meet CISD Cross Country Meet 12/9/2015 12/9/2015 Morning Bob Jones Park Cross Country Meet Boards and Commissions VIP Event - The Marq Grand Opening City of Southlake TBD 12/11/2015 12/11/2015 6:30 - 9:30p The Marq Southlake TheMargSouthlake.com Cross Country Meet CISD Cross Country Meet 12/12/2015 12/12/2015 Morning Bob Jones Park Cross Country Meet Community Open Day - The Marq Grand Opening City of Southlake TBD 12/12/2015 12/12/2015 11:OOa - 2:OOp The Marq Southlake Open day for the community to tour the facility with games and activities planned TheMargSouthlake.com First Day of Operations (Seniors and Sales Office) - The Marq Southlake City of Southlake TBD 12/14/2015 12/14/2015 9:OOa - 4:OOp The Marq Southlake First day of operations for the Seniors and Sales Office. First rentals will not be until February 2016. TheMargSouthlake.com Camp Mania City of Southlake Holiday Camp 12/21/2015 12/23/2015 7:OOa - 6:OOp Durham Intermediate Holiday Camp Program SouthlakeParksandRec.com Camp Mania City of Southlake Holiday Camp 12/28/2015 12/31/2015 7:OOa - 6:OOp Durham Intermediate Holiday Camp Program SouthlakeParksandRec.com Senior Dance City of Southlake First Senior Dance at The Marq 1/21/2016 1/21/2016 6:00 - 9:OOp The Marq Southlake Senior Dance SouthlakeSeniorCenter.com Wounded Warriors Softball Tournament Wounded Warriors Southlake Softball Tournament 1/23/2016 1/23/2016 8:OOa - 8:OOp Bob Jones Park Tournament to raise money for wounded veterans www.woundedwarriorsouthlake.com The Debut ... Arts at The Marq APEX Arts League and Southlake Arts Council Music, Food and Art 1/23/2016 1/23/2016 4:00 - 6:30p The Marq Southlake Inaugrual Music, Food and Art event at The Marq LiveFit Southlake Health Fair City of Southlake Health Fair 1/30/2016 1/30/2016 TBD The Marq Southlake Kick -Off to LiveFit Southlake 10-week Wellness Challenge SouthlakeParksandRec.com 5A - 1 10/30/2015