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2016-01-11 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM January 7, 2016 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, January 11, 2016 at 6:00 p.m. The meeting will begin promptly at 6:00 p.m. in the Town Hall Council Chambers. Please advise staff if you are not able to attend this meeting (Icarpenter(a)ci.southlake.tx.us or 817.748.8184). Thank you. WORK SESSION 1. Call to Order 2. LiveFit Southlake Presentation 3. Southlake 2030 Plan Update 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 November 9, 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 as all of the Park Board members were present at the November 9, 2015 meeting. A copy of the Attendance Report is in your packet. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — January 11, 2016 Page 2 of 3 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. 4. Agenda Item No. 4. Consider A. March Park and Recreation Board Meeting — This item is placed on the agenda to allow the Board to reschedule or cancel their March 14 regular Park Board meeting since Spring Break is March 14-18, 2016. In 2015 and 2014, the Board rescheduled the meetings and in 2013 and 2012, the meetings were canceled. Staff is available to accommodate your recommendation for the March 14t" meeting. There are no documents in your packet for this item. 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. [Q111:14Zak 94LhRX6101'1194N*31 6. City Council Action — The following park and recreation -related action items were considered by City Council at the December 1, 2015 meeting. • Approved a Southlake Parks Development Corporation (SPDC) Matching Funds request from Southlake Cricket Club for construction of a cricket pitch at Bob Jones Park (Park Board approved project 7-0 August 12, 2014) 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/list.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. • Facilities Utilization Agreement with Southlake Girls Softball Association (February/March) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date —January 11, 2016 Page 3 of 3 • Community Services Department Cost Recovery Policy (February) • Athletic Associations' Dashboard Reports (February) 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(c)-ci.southlake.kus) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(@_ci.south1ake.tx.us Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(E�ci.southlake.tx.us Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham(d.)ci.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Caroenter(cDci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, January 11, 2016 6:00 p.m. LOCATION: Southlake Town Hall Council Chambers 1400 Main Street Southlake, Texas 76092 WORK SESSION 1. Call to Order 2. LiveFit Southlake Presentation 3. Southlake 2030 Plan Update 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 November 9, 2015 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider A. March Parks and Recreation Board Meeting 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 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: NOVEMBER 9, 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 Board Members Mitch Hill, Lori Palmer, Miguel Salinas and Paul Venesky PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Director of Community Services Chris Tribble; Deputy Director of Community Services Kate Meacham; Deputy Director of Community Services Candice Edmondson; Parks Manager Mike Reasoner; Recreation Supervisor Steve Moore, and Recreation Supervisor Ryan McGrail GUESTS: Shawn McCaskill, City Council Place 2. Scott Smith, Southlake Baseball Association representative. WORK SESSION 1. CALL TO ORDER The Work Session was called to order by Park Board Chair Tina Wasserman at 5.59 p.m. 2. DISCUSSION: SPORTS LEAGUE TASK FORCE The Sports League Task Force and Community Services Department staff discussed the athletic programs. Focus meetings will be held with representatives of the softball and football associations. Work Session was adjourned. REGULAR AGENDA 1. CALL TO ORDER Chairman Wasserman called the meeting of the Parks and Recreation Board to order at 7.46 p.m. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the November 9, 2015 Parks Board Meeting Page 2 of 4 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 OCTOBER 12, 2015 REGULAR PARKS AND RECREATION BOARD MEETING. There were no corrections to the October 12, 2015 Park Board meeting minutes. 2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS There were no board absences for consideration. APPROVED A motion was made to approve the Consent Agenda as presented. Motion: Patton Second: Salinas Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 3. PUBLIC FORUM Chairman Wasserman opened public forum. There being no one to speak, Chairman Wasserman closed public forum. 4. CONSIDER Deputy Director Kate Meacham presented an overview of the terms and provisions for Items 4A and 413, the Facilities Utilization Agreements (FUA) with Southlake Baseball Association (SBA) and Southlake Girls Softball Association, respectively. 4A. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE BASEBALL ASSOCIATION The Park Board requested Appendix Section B(4) of Facilities Utilization Agreement with Southlake Baseball Association be revised to separate the "Spring/Summer Classic" seasons. Scott Smith, Southlake Baseball Association, 202 Bob-O-Link Drive, Southlake talked about SBA efforts to improve their communication/website issues and SBA's fall season. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the November 9, 2015 Parks Board Meeting Page 3 of 4 A motion was made to recommend City Council approve the facilities utilization agreement with Southlake Baseball Association with a modification to Appendix Section B, Item 4 to separate the bullet point "Spring/Summer Classic," to make one bullet point for "Spring Classic" and one bullet point for "Summer Classic." Motion: Patton Second: Venesky Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 4B. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE GIRLS SOFTBALL ASSOCATION A motion was made to TABLE consideration of the facilities utilization agreement with Southlake Girls Softball Association to a future meeting. Motion: Patton Second: Hill Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried to TABLE. 5. DISCUSSION 5A. PARKS & RECREATION UPDATE Deputy Director Kate Meacham reviewed the Community Events Schedule included in the meeting packet and responded to questions from the Board. 7. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 8:03 p.m. Motion: Hill Second: Salinas Ayes: Hill, Palmer, Patton, Salinas, Scharli, Nays: None Abstain: None Vote: 7-0 Venesky and Wasserman City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the November 9, 2015 Parks Board Meeting Page 4 of 4 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-4 CITY OF SOUTHLAKE MEMORANDUM January 7, 2016 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 November 9, 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 6.75 2 Tina Wasserman ,, ,, ,. 100% 15.5 3 Frances Scharli V V V V X X X 70% 8 4 Lori Palmer X X 11 80% 10.75 5 Mitch Hill V X X V 11 11 80% 13.75 6 Chad Patton V X X X 70% 1 12.5 7 Paul Venesky X X 11 80% 13.25 1 Jeff Medici X 80% 4 Meeting Attendance Rate (includes substitutions) 86% 86% 71% 71% 0% 57% 0% 57% 86% 86% 100% 100% 0% Total Hrs Per Month 0.75 0.75 1 1 0 1.5 0 3.75 2.25 0.5 2 2 0 * 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 2 B — 2 Average Monthly Attendance Rate 2015 80% 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 Community Events Schedule 2016 Name of Event Hosting Organization Type of Event Start Date End Date Times Location Explanation of Event Event Website Southlake Style Best of the Best Southlake Style Awards Reception 1/14/2016 1/14/2016 6:OOpm The Marq Southlake First event at The Marq Southlake 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 South la keSeniorCenter.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 APEX Arts League and The Debut ... Arts at The Marq 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 Open event for Tennis Center participants to view new Tennis Center Preview City of Southlake Preview Designs of Tennis Center 1/26/2016 1/26/2016 6:OOpm The Marq Southlake designs of Tennis Center. Open event for Tennis Center participants to view new Tennis Center Preview City of Southlake Preview Designs of Tennis Center 1/27/2016 1/27/2016 11:OOam The Marq Southlake designs of Tennis Center. 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 www.LiveFitSLK.com Sweetheart Dance City of Southlake Family Valentine Dance 2/6/2016 2/6/2016 6:00 - 9:30pm The Marq Southlake First Special Event at The Marq Southlake Walk with Mayor Hill as part of LiveFit Southlake LiveFit Southlake: Walk with Mayor City of Southlake LiveFit Southlake 2/13/2016 2/13/2016 9:OOam Bicentennial Park program www.LiveFitSLK.com LiveFit Southlake: Staying Alive / Lunch and Learn City of Southlake LiveFit Southlake 2/13/2016 2/13/2016 10am - 2:OOpm The Marq Southlake Events in coordination with DPS and LiveFit Southlake www.LiveFitSLK.com Day Break Camp Mania City of Southlake Day Camp 2/15/2016 2/15/2016 All Day Durham Intermediate Expanding Camp Mania program for single day programs South lake ParksandRec.com Walk with Mayor Hill as part of LiveFit Southlake LiveFit Southlake: Walk with Mayor City of Southlake LiveFit Southlake 2/20/2016 2/20/2016 9:OOam Bob Jones Nature Center program www.LiveFitSLK.com LiveFit Southlake: CPR Class City of Southlake LiveFit Southlake 2/20/2016 2/20/2016 8:OOam - 12:OOpm DPS CPR Class in coordination with DPS www.LiveFitSLK.com Carroll ISD Varsity Softball Tournament CISD Sotball Tournament 2/25/2016 2/27/2016 8:OOam - 10:OOpm Bob Jones Park Annual Softball Tournament LiveFit Southlake: Lunch and Learn City of Southlake Lunch and Learn 2/27/2016 2/27/2016 12:OOpm - 1:OOpm The Marq Southlake Lunch and Learn as part of LiveFit Southlake www.LiveFitSLK.com Altrusa Run in the Park Altrusa DFW 5k Run/Walk 4/16/2016 4/16/2016 8:OOam - 11:OOam Bicentennial Park Non -Profit 5K Run/Walk dfw.altrusa.org The Adrenaline High Rollers has historically attracted the top level players in the western United States to compete in an intense environment in front of D1, D2, and D3 recruiters. The event is open to all players and as many as 12 states and Canada have represented over the years. Players also get the full adrenaline treatment with unbelievable custom gear packages from generous sponsors. (75% College Placement success rate). http://adrin.com/events/2016-high- Adrenaline Lacrosse High Rollers -Texas Adrenaline Lacrosse Lacrosse Recruiting Event 6/23/2016 6/24/2016 8:OOam-6:OOpm North Park rollers -texas/ 5A - 1 1/7/2016