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2016-10-10 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM October 3, 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, October 10, 2016 at 6:00 p.m. The regular Park Board meeting will begin promptly at 6:00 p.m. in 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. 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 September 12, 2016. Please make any corrections to the minutes part of the motion for consideration. B. Absence of Parks and Recreation Board Members — The Board will consider the absence of Paul Venesky from the September 12, 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 4. Agenda Item No. 4. Discussion A. Tournament Policy — The purpose of this item is to allow for initial discussion and feedback from the Board on a draft tournament policy. Staff will present an overview of the components of the policy, and forward the board's feedback to the Athletics Task Force for their input and consideration. The Board will make a formal City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — October 10, 10'6 Page 2 of 3 recommendation on the policy at the November 14, 2016 meeting, followed by City Council consideration on November 15, 2016. B. 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 5. City Council Action — The following park and recreation -related action items were considered by City Council at the September 20, 2016 meeting. • Approved a contract renewal with Eagle AVL for audiovisual services at City special events in an amount not to exceed $100,234. • Approved Facilities Utilization Agreements with Southlake Carroll Lacrosse Association, Grapevine Southlake Soccer Association, Southlake Baseball Association, and Miracle League of Southlake (Park Board recommended approval (6-0) September 12, 2016) • Approved Community Services Agreements with Grapevine Relief and Community Exchange, SafeHaven of Tarrant County, Southlake Community Band, Metroport Meals On Wheels, and Call A Ride Southlake. • Approved contract with Ed's Electric Service for electrical services within the Southlake parks and recreation system. 6. Park Board FYI — The City Council will consider approving the purchase of playground equipment for Chesapeake Park from GameTime by Total Recreation Products in the amount of $182,662.11 at their meeting on October 18, 2016. Installation of a new park playground at Chesapeake Park was a recommendation of the Southlake 2030 Parks, Recreation & Open Space/Community Facilities Master Plan. Funding is approved in the FY 2015 CIP Chesapeake Park Improvement Fund. Costs will be offset by a grant the City will receive from the GameTime and Texas Recreation and Parks Society "Promote Quality of Life" in the amount of $46,028. City Council agendas are posted on the City's webpage 6pm the Friday preceding the City Council meeting. You may sign up to receive a copy of the agenda at "Notify Me" tab at.http://www.citVofsouthlake.com/1ist.aspx. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — October 10, 10'6 Page 3 of 3 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(aD-ci.southlake.tx.us) Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(d.)ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(c)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;(Carpenter(a)-ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, October 10, 2016 6:00 P.M. LOCATION: Southlake Town Hall Council Chambers 1400 Main Street Southlake, Texas 76092 REGULAR SESSION: 1. Call to Order 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held September 12, 2016 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Discussion A. Tournament Policy B. Parks & Recreation Update 5. Adjournment A quorum of the City Council may be present at this meeting. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, October 7, 2016 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. a Lori Payne, T5MC City Secretary If you plan to attend this publio,lneefirig paP have a disability that requires special needs, please advise the City Secretary 48 hours in advance dt'FP.749.8016 reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: SEPTEMBER 12, 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, Vice Chair Frances Scharli and Secretary Lori Palmer; and Board Members Mitch Hill (arrived 6:08pm), Mike Pazera and Miguel Salinas PARKS AND RECREATION BOARD MEMBERS ABSENT: Paul Venesky STAFF PRESENT: Director of Community Services Chris Tribble; Deputy Director of Community Services Kate Meacham; and 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 6:00 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 AUGUST 4, 2016 JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND THE PARKS AND RECREATION BOARD MEETING 2B. APPROVAL OF THE MINUTES FROM THE AUGUST 4, 2016 REGULAR PARKS AND RECREATION BOARD MEETING. A correction was made to the August 4, 2016 joint Southlake Parks Development Corporation and Park Board meeting minutes to change Berman to Palmer on the vote on Page 2A-3. There were no changes to the August 4, 2016 regular Parks and Recreation Board meeting minutes. 2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS The Board considered the absence of Paul Venesky, Miguel Salinas, and Mike Pazera from the August 4, 2016 meetings. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the September 12, 2016 Parks Board Meeting Page 2 of 5 APPROVED A motion was made to approve both sets of Minutes and the Board absences as presented, with the direction to change Berman to Palmer on Page 2A-3. Motion: Scharli Second: Palmer Ayes: Palmer, Scharli and Wasserman Nays: None Abstain: Salinas and Pazera (absent 8/4/16 meetings) Vote: 3-0-2 Motion Carried. 3. PUBLIC FORUM Chairman Wasserman opened public forum at 6:02 p.m. There being no one to speak, Chairman Wasserman closed public forum. Park Board member Mitch Hill arrived at the meeting at 6:08 p.m. 4. DISCUSSION 4A. SOUTHLAKE YOUTH ATHLETIC ASSOCIATIONS REPORTS Deputy Director Kate Meacham presented changes to the youth athletic associations Dashboard statistics reports, including tracking of violations on future reports. She also described changes to the individual facilities utilization agreements. Ms. Meacham responded to questions from the Board. The following representatives from Southlake's youth athletic associations addressed the Board. Representatives responded to questions from the Board. Matt Deno, president, Southlake Carroll Lacrosse Association, 1403 McCrae Trail, Southlake, spoke about the need for at least one field while the Southlake Sports Complex is being over -seeded. SCLA has been unsuccessful in their request to Carroll Independent School District and is seeking an alternative solution. Melissa Edwards, Grapevine-Southlake Soccer Association representative, 3409 Knob Oak, Grapevine, updated the Board about repairs to Oak Grove Park and Meadowmere Park fields in Grapevine. Ms. Edwards related changes that have been mandated by United States Soccer Federation regarding field configurations and age requirements and responded to Board questions. Chad Bedwell, Dragon Youth Baseball Association (previously known as Southlake Baseball Association), 708 Longford Drive, Southlake, presented the league's mission and provided a summary of their participation numbers, officer appointments, past, City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the September 12, 2016 Parks Board Meeting Page 3 of 5 current and future projects, proposed capital improvements and accomplishments. The Association has concerns about foul balls due to the proximity of the playground and Miracle League Southlake field to Field #10. Staff will follow up with the Parks Manager on the foul balls issue and report back to the Board. John Slocum, The Miracle League of Southlake (MLS), 1425 Bentley Court, Southlake, spoke about the MLS program, the growth and the opportunities MLS has to partner with Cooperstown this season and in the future to provide special needs children unforgettable experiences in Cooperstown. MLS will hold its awards ceremony on October 29, 2016 with representatives from Cooperstown present. Clay Taylor, Dragon Youth Football Association representative, 1414 Montgomery Lane, Southlake, presented field usage information and their need for striped field opportunities. DFY is grateful to the City for the field usage they have provided. Greg Zenoble, president, Southlake Girls Softball Association, 1026 Alamo Drive, Southlake, spoke about the growth of the programs, increase in Southlake residents participation, tournaments, participation fluctuations, current and future programs and officer changes. The next athletic association's presentations will be in February 2017. 4B. PARKS & RECREATION UPDATE Deputy Director Kate Meacham reviewed the Community Events Schedule in the meeting packet and was available to answer questions from the Board. 5A. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE CARROLL LACROSSE ASSOCATION 5B. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH GRAPEVINE SOUTHLAKE SOCCER ASSOCATION 5C. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE BASEBALL ASSOCATION 5D. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH THE MIRACLE LEAGUE OF SOUTHLAKE Deputy Director Kate Meacham presented Items 5A, 5B, 5C and 5D, facilities utilization agreements with the lacrosse, soccer and baseball associations and The Miracle League of Southlake as one presentation, and was available to answer questions. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the September 12, 2016 Parks Board Meeting Page 4 of 5 APPROVED A motion was made to recommend City Council approve the four facilities utilization agreements with Southlake Carroll Lacrosse Association, Grapevine Southlake Soccer Association, Southlake Baseball Association and Miracle League of Southlake as presented. Motion: Scharli Second: Salinas Ayes: Hill, Palmer, Pazera, Salinas, Scharli and Wasserman Nays: None Abstain: None Vote: 6-0 Motion Carried. 5113. RECOMMENDATION ON 2017 STANDARDS OF CARE Deputy Director Kate Meacham presented the 2017 Standards of Care and was available to answer questions. APPROVED A motion was made to recommend City Council approve the Standards of Care as presented. Motion: Scharli Second: Hill Ayes: Hill, Palmer, Pazera, Salinas, Scharli and Wasserman Nays: None Abstain: None Vote: 6-0 Motion Carried. APPROVED A motion was made to adjourn the meeting at 7.23 p.m. Motion: Scharli Second: Salinas Ayes: Hill, Palmer, Pazera, Salinas, Scharli and Wasserman Nays: None Abstain: None Vote: 6-0 Motion Carried. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-4 Minutes of the September 12, 2016 Parks Board Meeting Page 5 of 5 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-5 CITY OF SOUTHLAKE MEMORANDUM October 6, 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: Park Board consideration to excuse the absence of Park Board member Paul Venesky from the September 12, 2016 regular Park Board meeting. Background Information: The "Absence Policy for Parks and Recreation Board" adopted July 12, 2004 provides a mechanism for consideration of absences of Board members from regular or special Park Board meetings. This item is listed as a standing item on meeting agendas. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: Park Board excuse the absence of Park Board member Paul Venesky from the September 12, 2016 regular Park Board meeting. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork WIM 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 ono©seooeoo������® 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 85% 11 In attendanc x Not in attenc M Substitute in • Vacant posit Meeting Car 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 2B-2 CITY OF SOUTHLAKE MEMORANDUM October 3, 2016 TO: Park and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Tournament Policy Action Requested: Park Board discussion of a draft Tournament Policy Background Information: City staff has developed a draft Tournament Policy to ensure the most appropriate allocation of City owned athletic facility assets for tournaments. The policy will guide the management and provision of the City's athletic facilities for all tournaments. A draft of the policy is included in the packet for your review in preparation for the Board's discussion and feedback at the upcoming meeting. Staff will present an overview of the components of the policy, and forward the board's feedback to the City Council / Park Board Athletics Task Force for their input and consideration. The Board will make a formal recommendation on the policy at the November 14, 2016 meeting, followed by City Council consideration on November 15, 2016. Financial Considerations: Not applicable at this time. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Performance Management and Service Delivery and meets the corporate objectives to Collaborate with Select Partners to Implement Service Solutions Citizen Input/ Board Review: Park Board discussion October 10, 2016 City Council / Park Board Athletics Task Force discussion in October/November 2016 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Park and Recreation Board Meeting Date — October 10, 2016 Page 2 of 2 Park Board recommendation November 14, 2016 City Council consideration November 15, 2016 Legal Review: N/A Alternatives: Input as desired Attachments: Draft Tournament Policy Staff Recommendation: Park Board feedback to staff on the draft Tournament Policy City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork ITEM 4A Draft 10.07.16 City of Southlake Policies and Procedures Policy: Tournament Policy Source: City Council Category: Community Services Department Guiding Principles The City of Southlake recognizes the importance of athletic tournaments. These events have a major impact on the local economy, as well as provide a revenue source for the City and the City's approved athletic association programs. The City may from time to time make City owned athletic facilities available for organizations requesting to host a tournament in Southlake. All tournament requests must be submitted to the City. The utilization of City owned athletic facilities for tournaments may only be authorized by the City's Director of Community Services or his/her designee through a Tournament Facilities Utilization Agreement. Tournament approvals are based on field availability, and will not interfere with previously approved, scheduled City or approved athletic association program usage. The Southlake City Council has adopted this Tournament Policy to ensure the most appropriate allocation of the City owned athletic facility assets for tournaments. The policy will guide the management and provision of the City's athletic facilities for all tournaments (excluding those held at The Marq Southlake and the Southlake Tennis Center). Management The Department of Community Services is charged with overseeing all aspects of the City's Park and Recreation system, including the management and allocation of all athletic facilities as per the Policy for the Provision of Athletic Facilities and this Tournament Policy to ensure we are Serving Our Customers, Managing the Business and Providing Financial Stewardship of these City owned assets. The Department has developed the following objectives to guide its business operations related to the management of the park and recreation system. • Collaborate with select partners to implement service solutions • Enhance resident quality of life & business vitality through tourism • Provide high value services through efficient management of resources • Provide and maintain high quality parks and community facilities within budget Draft 10.07.16 III. Athletic Field Usage As detailed within the City's Policy for the Provision of Athletic Facilities, the City's athletic fields may be utilized for tournament play as authorized by the City's Director of Community Services or his/her designee. Athletic facilities may only be used during the following days and times for tournament play. DAY BEGIN END Sunda 12:OOPM 10:OOPM Mon — Thurs 4:OOPM 10:OOPM Friday 4:OOPM 11:OOPM Saturday 8:OOAM 11:OOPM Exceptions: • Field use at North Park shall cease by 9:OOPM daily (Sunday — Saturday) • Field use outside of these days and times may be modified for tournament play with prior notification and approval by the Director of Community Services or his/her designee. IV. Communication Communication between the City and Tournament Provider is essential. The City shall: • Designate one person as the point of contact for all day-to-day communications related to field usage, scheduling, logistics and maintenance leading up to and throughout the tournament The Tournament Provider shall: • Designate one person as the point of contact for all day-to-day communications related to field usage, scheduling, logistics and maintenance leading up to and throughout the tournament • Submit tournament start and end dates no less than one (1) month prior to the beginning of the tournament • Submit a complete tournament schedule including dates, times, field number and field dimension requirements no less than three (3) days prior to the first tournament game in the format designated by the City V. Tournament Fees The Tournament Provider shall submit the tournament fee payment as per the terms of the Tournament Facilities Utilization Agreement. VI. Field Care & Maintenance In maintaining the complex and preparing fields for all tournament play, the City shall: • Ensure all parks and athletic facilities are safe, available and ready for play based on the approved schedules submitted by the Tournament Provider and approved by the City 2 Draft 10.07.16 • Provide water coolers, water, ice and cups for each team bench at the start of each day of play (Tournament Provider shall ensure the coolers remain full and that cups are available throughout play) • Provide & maintain all area and athletic field/court lighting systems • Maintain the restrooms in a safe and sanitary condition throughout the tournament • Be responsible for the operation and maintenance of the irrigation system • Provide electrical power for the operation of the scoreboards • Provide scoreboard controllers • Maintain/repair the scoreboards and scoreboard controllers • Perform all turf maintenance o Mowing o Fertilization o weed control/herbicide spraying • Prepare game fields prior to the start of each tournament day; including painting/chalking all field lines, as necessary per the approved schedule • Provide contract porter services throughout the tournament on weekends. The porter service schedule will be set as deemed appropriate by the Parks Manager or designee. The porter service will be limited to cleaning restrooms and the removal of full trash bags from the trash receptacles as needed. • Ensure trash/recycle receptacles are emptied as needed • Perform all clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths • Provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary • Maintain all back -stops, fences, gates, dugouts and bleachers in a safe and secure condition • Provide and install field equipment (bases, pitching rubbers, goals, etc.) Tournament Provider shall: • Be responsible for daily policing of all litter at the facility to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds • Place all litter in the trash/recycle receptacles provided by the City. Note: If within the City's judgment, the Tournament Provider does not comply with litter collection a fee of $35.00 per hour/per staff member will be assessed for litter clean up • Be prohibited from performing any maintenance to any City property • Be appropriately trained by City staff on the use of any field prep supplies and hand equipment if the Tournament Provider desires to prep fields more frequently than what is provided by the City VII. Field Closures Athletic fields will be closed to allow for the ongoing maintenance required to provide athletic fields that meet the Southlake standard. • All athletic fields are closed during the months of December & January • All athletic fields will be closed for twelve (12) consecutive days during the City's maintenance periods in June o Maintenance during this period includes: ■ Mowing/Verti-cutting as necessary (if heavy buildup of thatch) ■ Aeration / Top dressing / Fertilization of fields 3 Draft 10.07.16 ■ Over-seeding/sod replacement in heavy wear spots (City to determine which fields one (1) month prior. Requires 10-20 days for seed germination or time for sod to take root) ■ Watering time needed to water in fertilizer and keep any seed or sod moist to allow for germination and to take root • Infield and complex maintenance Heavy use rectangular athletic fields (football/lacrosse/soccer) will be closed for two (2) weeks in September/October to allow for overseeding with rye grass Athletic fields may also be closed due to inclement weather and/or safety concerns. Field closures due to inclement weather may be necessary if it is raining at game time, if the fields/courts are too wet, and/or in the interest of participant safety and/or preservation of good playing surfaces. The procedures for inclement weather field closures are as follows: Weekdays o Inspect athletic fields by 3:OOPM o Make a decision based upon field condition or weather o List any closings on the City Field Closure Line (817) 748-8028 by 4:OOPM o The website www.teamsideline.com/southlake is updated Monday through Friday by 4:OOPM o The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions o 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:OOPM o After games have begun and inclement weather becomes a factor, the Tournament Provider shall consult with onsite City staff for deciding cancellation or postponement o The decision of the City shall be final Weekends o If a final decision for the weekend is not possible at 3:OOPM Friday, 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 o Inspect Athletic Fields by 7:OOAM on Saturday and Sunday (Note: Every effort will be made to ensure all fields are inspected by 7:OOAM, however, due to the number of fields it may take longer depending on the specific situation) o The City Field Closure Line (817) 748-8028 will also be updated by 8:OOAM for Saturday and Sunday games. (Note: The website is only updated Monday — Friday) o Status for Saturday & Sunday afternoon/evening games may be reevaluated at the discretion of the Parks Manager or designee at 11:OOAM and the field decision will be made prior to Noon that day o After games have begun and inclement weather becomes a factor, the Tournament Provider shall consult with onsite City staff for deciding cancellation or postponement o The decision of the City shall be final Vill. Concessions All food/beverage related concession operations may only be provided either by the approved athletic association programs or by the City. The athletic association programs or the City will retain 100% of all concession sales. ll Draft 10.07.16 IX. Vendors All potential vendors must be pre -approved by the City along with a list of merchandise offered. No vendor will be allowed to sell any merchandise without the approval of the City and may not be in competition with items sold by the concessionaire. Vendor fees apply. Vendor trailers will be restricted to designated areas located within the parking lot. X. Vehicle Permits The Tournament Provider may 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 Tournament Provider 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 Tournament Provider to use these vehicles. All automobiles must be parked in the parking lot. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. Violators may be ticketed by Southlake Police. XI. Lighting Prediction System The City has implemented the THOR GUARD Lightning Prediction System in its community parks. Lightning is a severe hazard that must be viewed seriously. The lighting prediction system guidelines detailed within the Tournament Facilities Utilization Agreement shall be utilized. Approval Date: TBD, 2016 Approved by: City Council Recommendation Date: TBD, 2016 Recommended by: Parks & Recreation Board Recommendation Date: TBD, 2016 Recommended by: City Council/Parks & Recreation Board Athletics Task Force 5 Community Events Schedule 2016 Name of Event Hosting Organization Type of Event Start Date End Date Times Location Oktoberfest Chamber of Commerce Festival 10/7/2016 10/9/2016 All Day Town Square Cross Country Meet CISD Cross Country Meet 10/8/2016 10/8/2016 7:OOam - 1:OOp Bob Jones Park Haunted Family Campout City of Southlake Special Event 10/8/2016 10/9/2016 4:OOpm - 9:OOa Bob Jones Park CISD Homecoming Parade CISD Parade 10/19/2016 10/19/2016 Evening Town Square PKD Walk and Run PKD 5K Run 10/22/2016 10/22/2016 7:OOam-11:OOam Town Square Monster Mash City of Southlake Fall Celebration 10/30/2016 10/30/2016 2:00 - S:OOpm The Marq Southlake Masterworks - Vocal Trash (Stomp) City of Southlake Concert 10/30/2016 10/30/2016 2:00 - 4:OOpm The Marq Southlake Naturally Sweet Bob Jones Nature Center Organization Fundraiser 11/4/2016 11/4/2016 7:00 - 10:OOpm The Marq Southlake Santa's Village RPAI Pictures with Santa 11/7/2016 1/2/2017 All Day Rustin Pavilion Champions Club Ground Breaking City of Southlake Facility Ground Breaking 11/10/2016 11/10/2016 8:00 - 9:30a The Marq Southlake Tennis Center Ground Breaking City of Southlake Facility Ground Breaking 11/10/2016 11/10/2016 9:30 - 10:15a Tennis Center Home for the Holidays City of Southlake Festival 11/19/2016 11/19/2016 4:OOpm - 8:OOpm Town Square Breakfast with Santa City of Southlake iSpecial Event 12/3/2016 12/3/2016 8:00 - 11:30a lThe Marq Southlake Masterworks - Swing Band (Holiday) I City of Southlake I Concert 12/11/2016 12/11/2016 2:00 - 4:OOpm The Marq Southlake 4 B - 1 10/6/2016