2016-06-06 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
June 2, 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, June 6, 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.
1. Task Force 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 May 9, 2016. Please make any corrections to the
minutes part of the motion for consideration.
B. Absence of Parks and Recreation Board Members — There is no
action required by the Board as all Park Board members were
present at the May 9, 2016 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 — June 6, 2016
Page 2 of 3
4. Agenda Item 4. Consider
A. Recommendation to appoint Chair Tina Wasserman as the Parks
and Recreation Board representative to serve on Southlake Parks
Development Corporation — With the expiration of the SPDC term for
Parks Board member Tina Wasserman, who was appointed by City
Council's approval of Resolution No. 14-031 on June 24, 2014, to serve as
the Parks Board representative, it is necessary that a representative from
the Parks Board be appointed by City Council to serve a two-year term on
SPDC. Chair Wasserman has expressed a desire to continue her service
on the SPDC if the Park Board members agree and if she is appointed by
the City Council.
Although City Council will make the final appointment of a Parks Board
member to serve on SPDC, the Parks and Recreation Board may make a
recommendation through a formal motion and vote following the selection,
for City Council consideration during the annual appointments on June 21,
2016.
B. Recommendation on the Policy for the Provision of Athletic Facilities
— A draft of the Policy for the Provision of Athletic Facilities will be
emailed to the Board Friday, June 3, 2016. A presentation on the
proposed Policy will be presented at the meeting. There are no
packet documents for this item.
C-D. Recommendation on Facilities Utilization Agreements with
Southlake Girls Softball Association and Dragon Youth Football
Association — The purpose of agenda items C and D are to seek
Park Board's recommendation on Facilities Utilization Agreements
(FUA) with Southlake Girls Softball Association and the Dragon
Youth Football respectively. The proposed FUAs will provide athletic
fields for the youth athletic programs. The current FUA with
Southlake Girls Softball Association expired December 31, 2015;
however the agreement continues on a month -to -month basis. The
current FUA with Dragon Youth Football will expire December 31,
2016.
The proposed FUA has been revised, based on a meetings held
with SGSA, DYF and the Athletic Task Force meetings, to improve
and update the language with current practice and clarify
expectations.
A copy of the proposed FUAs with Southlake Girls Softball
Association and Dragon Youth Football will be emailed to you on
Friday, June 3, 2016.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — June 6, 2016
Page 3 of 3
City Council will consider both of the FUAs at the June 21, 2016
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 the Parks & Recreation
Report is included in your packet.
OTHER ITEMS OF INTEREST
6. City Council Action — There were no park and recreation -related action
items for considered by City Council at the May 3 or May 17, 2016
meetings.
If you would like to receive notifications for City Council meetings,
construction alerts, calendar and community events updates and more,
please sign up at the City's website by clicking on the "Notify Me" tab at
http://www.cityofsouthlake.com/1ist.aspx.
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021,(ctribble(o).ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(a�ci.southlake.tx.us)
Jenni Lanier, Interim Assistant to the Director, 817-748-8036, Qlanier(ci).ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(a)ci.southlake.tx.us
Kate Meacham, Deputy Director of Community Services, 817-748-8018;(kmeacham(ci).ci.southlake.tx.us)
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(CaraenterCa)ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, June 6, 2016
6:00 p.m.
LOCATION: Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas 76092
WORK SESSION: 6:00 P.M.
1. Task Force Update
REGULAR SESSION: 6:30 P.M. (or Immediatelv following Work Session)
1. Call to Order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting held
May 9, 2016
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider
A. Recommendation to appoint Chair Tina Wasserman as the Parks & Recreation
Board representative to the Southlake Parks Development Corporation
B. Recommendation on the Policy for the Provision of Athletic Facilities
C. Recommendation to approve a Facilities Utilization Agreement with Southlake
Girls Softball Association
D. Recommendation to approve a Facilities Utilization Agreement with Dragon
Youth Football
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 —June 6, 2016
Page 2 of 2
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, June 3, 2016 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Govsarnment Code.
Lori Payne, T C
City Secretary
If you plan to attend this pubTrc,meetiij Wd PI' e a disability that requires special needs, please advise the City
Secretary 48 hours in advance aPe47, ldiEi reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity 1 Innovation ♦ Accountability ♦ Commitment to Excellence 1 Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: MAY 9, 2016
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 and
Secretary Frances 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
REGULAR AGENDA
1. CALL TO ORDER
Chairman Wasserman called the regular meeting of the Parks and Recreation Board to
order at 6:04 p.m.
2. CONSENT AGENDA
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
2A. APPROVAL OF THE MINUTES FROM THE FEBRUARY 8, 2016 REGULAR PARKS AND
RECREATION BOARD MEETING.
There were no corrections to the February 8, 2016 Park Board meeting minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board excused the absence of Lori Palmer from the February 8, 2016 meeting.
APPROVED
A motion was made to approve the Consent Agenda as presented.
Motion: Scharli
Second: Venesky
Ayes: Palmer, Salinas, Scharli, Venesky and Wasserman
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the May 9, 2016 Parks Board Meeting
Page 2 of 4
Nays: None
Abstain: None
Vote: 5-0
Motion Carried.
3. PUBLIC FORUM
Chairman Wasserman opened public forum. There being no one to speak, Chairman
Wasserman closed public forum.
Park Board member Mitch Hill arrived at the meeting.
4. CONSIDER
4A. PARK DEDICATION PROPOSALS FOR STONE TRAIL ESTATES DEVELOPMENT
Director of Community Services Chris Tribble presented two proposals for Stone Trail
Estates Development to satisfy the development's park dedication requirement and was
available to answer questions from the Board. Stone Trail Estates is a 61 lot residential
development generally located south of West Southlake Boulevard and south and west of
Brock Drive.
The two options presented were:
Proposed Option A
• Dedicate 10 acres of private open space to be owned & maintained by the HOA with a value $600,000
Private Land Value Calculation
Natural Area 6.43 acres x $120,000 = $771,600 x .50 = $385,800
Neighborhood Park 3.57 acres x $120,000 = $428,400 x .50 = $214,200 = $600,000
• Developer requests a park fee credit of $417,000 ($600,000 - $183,000 park fee = $417,000 park fee credit
Proposed Option B
• Dedicate 1.6 acres of land as public park to be owned by the City & maintained by the HOA ($192,000 value)
• Dedicate 6.18 acres as private neighborhood park land to be owned & maintained by the HOA ($370,800 value)
• Dedicate 2.22 acres as private natural area to be owned & maintained by the HOA ($133,409 value)
• Developer requests a fee credit of $513,209 ($696,209 - $183,000 park fee = $513,209)
The Parks Board discussed the two proposed park dedication options and favored
Option B, minus approval of park credits.
Paul Spain, 2200 Estes Park Drive, developer of Stone Trail Estates, presented the
proposals and was available to answer questions.
Michael Quinones, 105 & 109 Brock Drive, Southlake, spoke in opposition to the
proposals.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the May 9, 2016 Parks Board Meeting
Page 3 of 4
APPROVED
A motion was made to recommend proposal Option B to dedicate 1.6 acres of land as
ublic park to be owned by the City and maintained by the Homeowners Association
(value $192,000); dedicate 6.18 acres as private neighborhood park land to be owned &
maintained by the HOA; dedicate 2.22 acres as private natural area to be owned &
maintained by the HOA.
Motion:
Scharli
Second:
Palmer
Ayes:
Hill, Palmer, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
5. DISCUSSION
5A. CONSTRUCTION MANAGEMENT REPORT
Director Tribble shared presentations to update the Board about the Site Plans for The
Marq Southlake Phase 2 (Champions Club) and the Southlake Tennis Center and
responded to questions from the Board.
5113. PARKS & RECREATION UPDATE
Deputy Director Kate Meacham reviewed the Community Events Schedule and was
available to answer questions from the Board.
Deputy Director Candice Edmondson also informed the Board about upcoming events
planned for the Aria at The Marq Southlake.
5C. LOCAL GOVERNMENT OFFICER CONFLICTS DISCLOSURE STATEMENT
Director Tribble presented information and State requirements concerning the Local
Government Officer Government Conflicts Disclosure Statement that all City employees
and appointed boards, commissions and committees members may be subject to if they
or a family member have employment or other business relationships as described in
the Statement with any existing City vendor. Contact the Office of the City Secretary for
more information.
Additional Items
The Board discussed several upcoming meetings. The June 13th Park Board meeting is moved
to June 6. There will not be a Parks Board meeting held in July. And staff will reach out to
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
Minutes of the May 9, 2016 Parks Board Meeting
Page 4 of 4
members to determine a date for a combined Athletic Task Force meeting in either late May or
early June.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 8:12 p.m.
Motion:
Hill
Second:
Venesky
Ayes:
Hill, Palmer, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
Tina Wasserman, Chairman
Parks & Recreation Board
Chris Tribble, Director
Community Services Dept.
A 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
May 24, 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 the Park Board at this time. All Park
Board members were present at the May 9, 2016 meeting.
Background
Information: The "Absence Policy for Parks and Recreation Board" adopted July
12, 2004 provides a mechanism for consideration of absences of
Board members from regular or special Park Board meetings. This
item is listed as a standing item on meeting agendas.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: Park Board approved the Absence Policy at the July 12, 2004
meeting.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: No action required.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
2016
Place
Name
1/11/16
2/8/16
3/14/16
4/11/16
5/9/16
6/6/16
7/11/16
8/8/16
9/12/16
10/10/16
11/14/16
12/12/16
Individual
Attendance
Rate
Hrs To
Date
Meeting Attendance
Rate (includes
1/11/16 Work Session held at 6pm, followed by regular meeting.
2015
1
Miguel Salinas
I
I
I
Individual
Rate
100%
Hrs To
6.75
2
Tina Wasserman
100%
15.5
3
Frances Scharli
X
X
X
70%
8
4
Lori Palmer
X
X
80%
10.75
5
Mitch Hill
X
X
80%
13.75
6
Chad Patton
X
X
X
70%
12.5
7
Paul Venesky
X
X
80%
13.25
1
Jeff Medici
X
411
80%
4
Meeting Attendance
Rate (includes
substitutions)
86%
86%
71%
71%
01/6
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.
Average Monthly
Attendance Rate
2016 100%
11 In attendanc
x Not in attenc
M Substitute in
• Vacant posit
Meeting Car
1� Meeting Car
Change in R
Average Monthly
Attendance Rate
2015 80%
In attendanc
x Not in attenc
t Substitute in
• Vacant posit
Meeting Car
Meeting Car
Change in R
Uw
CITY OF
SOUTHLAKE
MEMORANDUM
May 24, 2016
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation to appoint Chair Tina Wasserman as the
Parks & Recreation Board representative to the Southlake
Parks Development Corporation
Action Requested: Parks Board recommendation to appoint Chair Tina
Wasserman to serve on the Southlake Parks Development
Corporation as the Parks & Recreation Board representative.
Background
Information: The Southlake Parks Development Corporation (SPDC) was
formed in 1993 to administer the city's half -cent sales tax,
and apply it towards parks -related capital projects. The
SPDC also reviews all proposals for new parks and
recreation programs in Southlake and reports their findings
to the City Council. SPDC meets on the first Tuesday of
every month prior to the City Council meeting at 4:30 p.m. in
Town Hall.
The Bylaws and the Articles of Incorporation of the
Southlake Parks Development Corporation (SPDC) state
that a total of seven directors appointed by the City Council
shall serve on the SPDC for a two-year term. At least four of
the directors will be members of the City Council. The three
remaining directors must not be employees or officers of the
City, or members of the City Council; and at least one of the
three remaining directors must be a member of the
Southlake Park and Recreation Board.
With the expiration of the SPDC term for Parks Board
member Tina Wasserman, who was appointed by approval
of Resolution No. 14-031 on June 24, 2014, to serve as the
Parks Board representative, it is necessary that a
representative from the Parks Board be appointed by City
Council to serve a two-year term on SPDC. Ms. Wasserman
has expressed an interest to continue service on the SPDC
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
E, F_d
Parks and Recreation Board
Meeting Date — June 6, 2016
Page 2 of 2
as the Parks Board representative, subject to Parks Board
recommendation and City Council appointment.
This item is placed on the agenda to allow Park Board
members to consider the appointment of Tina Wasserman to
SPDC.
While the City Council will make the appointment of a Parks
Board member to serve on SPDC, the Parks and Recreation
Board may make a recommendation through a formal motion
and vote following the selection, and that recommendation
may be forwarded to City Council for consideration during
the annual appointments on June 21, 2016.
Financial
Considerations: None
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
corporate objectives to Actively Promote Opportunities for
Partnerships and Volunteer Involvement.
Citizen Input/
Board Review: The Park Board endorsement of selection by a formal motion
and vote at June 6, 2016 meeting
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Copy of SPDC Articles of Incorporation, Article 10
• Copy of Bylaws, Article II
Staff
Recommendation: Parks Board recommendation to appoint Chair Tina
Wasserman to serve on the Southlake Parks Development
Corporation as the Parks & Recreation Board representative.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
E, F-1VW
ARTICLE TEN
BOARD OF DIRECTORS
(a) The affairs of the Corporation shall be managed by a
board of directors which shall be composed of seven persons '
appointed by the City Council of the City. The terms of the
initial board of directors shall be as follows: Three (3) of the
directors shall be appointed to teams expiring May 31, 1995 and
four (4) of the directors shall be appointed to terms expiring May
31, 1996. Thereafter, the terms of directors shall be two (2)
years, expiring on May 31 of odd numbered and even numbered years,
respectively. directors may be appointed to succeed themselves.
Each director must be a resident of the City, and at least four (4)
of the directors must be members of the City Council. The three
(3) remaining directors must not be employees or officers of the
City, or members of the City Council, and at least one of the three
(3) remaining directors must be a member of the Southlake Park and
Recreation Board. Any director who is a member of the City Council
or the Southlake Park and Recreation Board shall cease to be a
director at the time he or she ceases to be a member of the City
Council or the Southlake Park and Recreation Board, but is eligible
for reappointment. A majority of the entire membership of the
board, including any vacancies, is a quorum. The board shall
conduct all meetings within the boundaries of the City.
(b) The names and street addresses of the persons who are to
serve as the initial directors and the dates of expiration of their
initial terms as directors, are as follows:
ia\file.\.,mot\el+dce\artirlea.e3 7 Ebxibit "An
4A-3
EXPIRATION
OF
NAMES
ADDRESSES
ERM
Gary Fickes
155 S. Kimball Ave Southlake,
Texas
5/31/96
W. Ralph Evans
315 N. Shady Oaks Southlake,
Texas
5/31/96
Stephen Apple
2819 Hainforest Ct.Southlake,
Texas
5131/95
Jon Michael Franks 122 Sam Bass HiRo Hoke
��
5/31/95
—
exas
Janet Murphy
1313 N. White Chapeiouthlake,
Texas
5/31/96
David Yelton
1346 Lakeview Southlake,
Texas
5/31/96
Larry Goldstein
216 Westwood Southlake,
Texas
5/31/95
Each director, is and must be, a qualified elector of the City.
Each director, including the initial directors, shall be eligible
for reappointment. Each director shall serve until a successor is
appointed. Directors are removable by the city Council at any time
without cause.
(c) The directors shall serve without compensation but, they
shall be reimbursed for their actual expenses incurred in the
performance of their duties as directors. Any vacancy occurring
on the board of directors shall be filled by appointment by the
City Council of a person who shall hold office until the expiration
of the term. The officers of the Corporation shall be appointed
by the board and shall include a president, secretary, and other
officers that the City Council considers necessary.
(d) The board of directors shall elect a president, secretary
and any other officers that the City Council considers necessary,
to serve as executive officers of the Corporation, as more
specifically provided in the Corporation's By-laws. The term of
ii .7 8 EhXibit $'Alt
CF_QI
BYLAWS OF
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
ARTICLE I
PURPOSE AND POWERS
Section 1.1 Purpose. The Corporation is incorporated for the purposes set forth
in Article Four of its Articles of Incorporation, the same to be accomplished on behalf of the
City of Southlake, Texas (the "City") as its duly constituted authority and instrumentality in
accordance with the Development Corporation Act of 1979, Article 5190.6 Vernon's Texas Civil
Statutes, (the "Act"), and other applicable laws.
Section 1.2 Powers. In the fulfillment of its corporate purpose, the Corporation
shall be governed by Section 4B of the Act, and shall have all the powers set forth and conferred
in its Articles of Incorporation, in the Act, and in other applicable law, subject to the limitations
prescribed therein and herein and to the provisions thereof and hereof.
ARTICLE 11
BOARD OF DIRECTORS
Section 2.1 Powers, Number and Term of Office.
(a) The property and affairs of the Corporation shall be managed and controlled by a
Board of Directors (the "Board") under the guidance and direction of the Southlake City Council
and, subject to the restrictions imposed by law, by the Articles of Incorporation, and by these
Bylaws, the Board shall exercise all of the powers of the Corporation.
(b) The Board shall consist of seven (7) directors, each of whom shall be appointed
by the City Council (the "City Council") of the City. Each director shall occupy a place
(individually, "Place" and collectively, the "Places") as designated herein. Places 1-4 are
designated for Councilmember directors and Places 5-7 are designated for the Park Board
member director, and two citizen directors. These appointments will be classified as citizen
member directors.
(c) The directors constituting the first Board shall be those directors named in the
Articles of Incorporation, Successor directors shall have the qualifications, shall be of the
classes of directors, and shall be appointed to the terms set forth in the Articles of Incorporation.
(d) Any director may be removed from office by the City Council at will.
Section 2.2 Meetings of Directors. The directors may hold their meetings at
such place or places in the City as the Board may from time to time determine; provided,
however, in the absence of any such determination by the Board, the meetings shall be held at
the principal office of the Corporation as specified in Section 5.1 of these Bylaws.
4A - 5
1
Section 2.3 Open Meetings Act. All meetings and deliberations of the Board shall be
called, convened, held, and conducted, and notice shall be given to the public, in accordance
with the Texas Open Meeting Act. Article 6252-17, Vernon's Ann. Civ. St., as amended.
Section 2.4 Ouorum. A majority of the entire membership of the Board shall
constitute a quorum to conduct official business of the Corporation. The act of a majority of the
directors present at a meeting at which a quorum is in attendance shall constitute the act of the
Board and of the Corporation, unless the act of a greater number is required by law.
Section 2.5 Conduct of Business.
(a) At the meetings of the Board, matters pertaining to the business of the
Corporation shall be considered in accordance with rules of procedure as from time to time
prescribed by the Board.
(b) At all meetings of the Board, the president shall preside. In the absence of the
president, the vice president shall preside.
(c) The president shall be a voting member of the Board.
(d) The secretary of the Corporation shall act as secretary of all meetings of the
Board, but in the absence of the secretary, the presiding officer may appoint any person to act as
secretary of the meeting. Any assistant secretary may, at the option of the Board, be employees
of the City.
Section 2.6 Committees of the Board. The Board may designate two (2) or more
directors to constitute an official committee of the Board to exercise such authority, as approved
by resolution of the Board. It is provided, however, that all final, official actions of the
Corporation may be exercised only by the Board. Each committee so designated shall keep
regular minutes of the transactions of its meetings and shall cause such minutes to be recorded in
books kept for that purpose in the principal office of the Corporation.
Section 2.7 Compensation of Directors. Directors shall not receive any salary or
compensation for their services as directors. However, they shall be reimbursed for their actual
expenses incurred in the performance of their official duties as directors.
ARTICLE III
OFFICERS
Section 3.1 Titles and Terms of Office.
(a) The officers of the Corporation shall be a president, a vice president, a secretary
and a treasurer, and such other officers as the Board may from time to time elect or appoint.
Initial officers, appointed or elected in January 1994, will serve through May 31, 1995.
Thereafter, terms of office shall be one (1) year with the term of office expiring on May 31 of
each year. Upon the expiration of the terms each officer shall have the right to be reappointed or
reelected.
1)
CITY OF
SOUTHLAKE
MEMORANDUM
May 24, 2016
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 for the remainder of 2016 through 2017.
Background
Information: The first of two facilities utilization agreements (FUA) the
Park Board will consider at this meeting is a proposed FUA
with Southlake Girls Softball Association (SGSA).
The proposed FUA with SGSA is an agreement to provide
athletic fields for the girls' softball program in Southlake July
1, 2016 — December 31, 2017. The current FUA expired
December 31, 2015; however the agreement continues on a
month -to -month basis.
The proposed FUA has been revised, based on a meetings
held with SGSA in October, November and December 2015
and the Athletic Task Force meetings, to improve and
update the language with current practice and clarify
expectations.
A copy of the proposed FUA with Southlake Girls Softball
Association will be emailed to you for your consideration.
City Council will consider the FUA at the June 21, 2016
meeting.
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.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4C-1
Parks and Recreation Board
Meeting Date — June 6, 2016
Page 2of3
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
Park Board Tabled (7-0) November 9, 2015
Softball Task Force and SGSA discussions December 2,
2015, January 12, 2016, March 10, 2016 and June 1, 2016
Park Board consideration June 6, 2016
City Council consideration June 21, 2016
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 (Emailed Friday to Park Board)
Policy for the Provision of Athletic Facilities
(Emailed Friday to Park Board)
Concessions Agreement (Emailed Friday to Park Board)
City of Southlake Values:
Integrity ♦Innovation ♦ Accountabilit y Co,Tmitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — June 6, 2016
Page 3of3
Staff
Recommendation: Park Board recommendation to City Council to approve the
Facilities Utilization Agreement with Southlake Girls Softball
Association (SGSA) for 2016-17.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountabilit y CoTmitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
MEMORANDUM
June 2, 2016
TO: Southlake Park and Recreation Board
FROM: Kate Meacham, Deputy Director of Community Services
SUBJECT: Recommendation on Facilities Utilization Agreement with
Dragon Youth Football Association
Action Requested: Park Board recommendation on the Facilities Utilization
Agreement with Dragon Youth Football Association for 2016
through 2017.
Background
Information: The second of two facilities utilization agreements (FUA) the
Park Board will consider at this meeting is a proposed FUA
with Dragon Youth Football (DYF).
The proposed facilities utilization agreement (FUA) with
Dragon Youth Football Association (DYF) to provide athletic
fields for the football program in Southlake July 1, 2016 —
December 31, 2018. The current FUA will expire December
31, 2016.
The proposed FUA has been revised, based on a meetings
held with DYF and the Athletic Task Force meetings, to
improve and update the language with current practice and
clarify expectations.
A copy of the proposed FUA with Dragon Youth Football
Association will be emailed to you for your consideration.
City Council will consider the FUA at the June 21, 2016
meeting.
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.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4D-1
Parks and Recreation Board
City Council Meeting Date — June 6, 2016
Page 2of2
DYF 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 objective to Collaborate
with Select Partners to Implement Service Solutions.
Citizen Input/
Board Review: Parks Board recommendation June 6, 2016
City Council consideration June 21, 2016
Legal Review: The agreement was drafted utilizing the general core content
from the agreements previously developed which have been
reviewed by the City Attorney and approved by City Council.
Alternatives: Alternatives include:
■ Recommend approval as presented
■ Recommend approval with input as desired
■ Recommend not to approve
Attachments: (A) Proposed Facilities Utilization Agreement with DYF
(Emailed Friday to Park Board)
(B) Policy for the Provision of Athletic Facilities (Emailed
Friday to Park Board)
(C) Concessions Agreement
(Emailed Friday to Park Board)
Staff
Recommendation: Park Board recommendation to approve the proposed
Facilities Utilization Agreement with Dragon Youth Football
Association (DYF) for 2016-2018.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountabili4Q ed1 mitment to Excellence ♦ Teamwork
Community Events Schedule 2016
Name of Event
Hosting Organization
Type of Event
Start Date
End Date
Times
Location
Explanation of Event
Event Website
Join the Southlake Library for the 9th annual Southlake
Summer Kickoff! Enjoy Summer Reading Club
registration, FREE Rita's Italian Ice, the Minions, a
Blackland Prairie Raptors, inflatables, live entertainment
Summer Kickoff
City of Southlake
Event
6/4/2016
6/4/2016
10:OOam - 1:OOpm
Town Sqaure
by the Space Rockers and much more!
cityofsouthlake.com
Saturday
(10 am - 7pm)
Sunday
Stick Star Box Lacrosse Combine
Stick Star Lacrosse
Combine/Clinic
6/4/2016
6/5/2016
(10am -1pm)
Bicentennial Park
www.stickstarlacrosse.com
Summer Camp Mania
City of Southlake
Day Camp
6/6/2016
8/12/2016
All Day
Durham Intermediate
Summer Camp Mania
SouthlakeParksandRec.com
Dave Osteen / SBA Baseball Clinic
SBA
Baseball Clinic
6/6/2016
6/9/2016
8:OOam - 12:OOpm
Bicentennial Park
SBA is hosting a Dave Osteen Baseball Clinic
SBA Rec. All Star Tournament
SBA
Rec. All Star Tournament
6/10/2016
6/12/2016
All Day
Bicentennial Park
Local Rec. League All Stars
MasterWorks: Mat Ingram
City of Southlake
Concert
6/11/2016
6/11/2016
7:30pm - 9:OOpm
Aria
MasterWorks Concert Series
cityofsouthlake.com
Movies at The Marc: Star Wars: The Force Awakens
City of Southlake
Movie
6/16/2016
6/16/2016
7:OOpm
Aria
Ongoing Movie Series at The Marq
TheMargSouthlake.com
SGSA Rec. All Star Tournament
SGSA
Rec. All Star Tournament
6/17/2016
6/19/2016
All Day
Bob Jones Park
Local Rec. League All Stars
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).
www.adrin.com/events/2016-high-
rollers -texas/
Adrenaline Lacrosse High Rollers - Texas
Adrenaline Lacrosse
Lacrosse Recruiting Event
6/23/2016
6/24/2016
8:OOam-6:OOpm
North Park
SCLA Lacrosse Clinic
SCLA
Skills Clinic
6/26/2016
6/29/2016
8:00 am- 6:OOpm
North Park
Details to come
Movies at The Marq: Star Wars: Tomorrowland
City 6T—southlake
Movie
6/30/2016
6/30/2016
7:OOpm
Aria
Ongoing Movie Series at The Marq
TheMargSouthlake.com
Stars & Stripes
City of Southlake
Event
7/3/2016
7/3/2016
6:OOpm - 11:OOpm
Town Sqaure
Annual Stars & Stripes Event
StarsandStripesSouthlake.com
Movies at The Marq: Star Wars: Norm of the North
City of Southlake
Movie
7/14/2016
7/14/2016
7:OOpm
Aria
Ongoing Movie Series at The Marq
TheMargSouthlake.com
Crease Coach Lacrosse Camp
Crease Coach
Skills Clinic
7/14/2016
7/14/2016
TBD
North Park
Goalie Clinic
www.creasecoach.com
Football skills camp hosted by the Dallas Cowboys. I mis
will be the 2nd year that the City is hosting this camp at
Dallas Cowboys Football Academy Youth Camp
Dallas Cowboys
Football Camp
7/18/2016
7/20/2016
8:OOam-4:OOpm
North Park
North Park.
www.dallascowboys.com/Academy
MasterWorks: Party Machine
City of Southlake
Concert
7/23/2016
7/23/2016
7:30pm - 9:OOpm
Aria
MasterWorks Concert Series
cityofsouthlake.com
Movies at The Marc: Star Wars: Avengers
City of Southlake
Movie
7/28/2016
7/28/2016
7:OOpm
Aria
Ongoing Movie Series at The Marq
TheMargSouthlake.com
Kids Matter 5K Run
Kids Matter
5K Run
8/27/2016
8/27/2016
7:00 am-11:00 am
Bicentennial Park
More details to come
5A - 1
6/2/2016