2016-11-14 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
November 10, 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, November 14, 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 October 10, 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 Park Board members Miguel Salinas and
Mitch Hill from the October 10, 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. Reports
A. Bob Jones Nature Center & Preserve — The City contracts the Bob
Jones Nature Center organization to manage the operations of the
city -owned Bob Jones Nature Center & Preserve. Staff and
representatives from the Bob Jones Nature Center organization will
update the Board on nature center participation, programs, and
events offered at the Bob Jones Nature Center & Preserve. The FY
2016 BJNCP Dashboard is included in your packet.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 14, 2016
Page 2 of 3
B. Southlake Tennis Center — The City contracts Roxy Tennis to
manage the operations of the city -owned Southlake Tennis Center.
Staff and representatives from Roxy Tennis will update the Board on
tennis center participation, programs and events offered at the
Southlake Tennis Center. The FY 2016 STC Dashboard is included
in your packet.
C. Recreation Programs — Staff will present a report at the meeting on
recreation programs, events and services offered by the Department
during FY 2016. The FY 2016 Recreation Programs Dashboard is
included in your packet.
D. Rentals — Staff will present a report at the meeting on facility rentals
for FY16. The FYI Dashboard is included in your packet.
5. Agenda Item No. 5. Consider — No items this agenda
6. Agenda Item No. 6. Discussion
A. Matchina Funds Proiect Reauest from Southlake Carroll Lacrosse
Association - The purpose of this item is to allow the Board to
discuss a recent proposal for a potential SPDC matching funds
project from Southlake Carroll Lacrosse Association. Staff will
present an overview of the project for Board discussion and
feedback.
B. Parks & Recreation Update - This is a standing item on the agenda
to allow staff to update the Board about upcoming Parks &
Recreation activities and events. A copy of the Parks & Recreation
Report is included in your packet.
OTHER ITEMS OF INTEREST
7. City Council Action — The following park and recreation -related action items
were considered by City Council at the October 4, October 18 and
November 1, 2016 meetings.
• Approved Ordinance No. 1164, Adopting the 2017 Standards of
Care for the recreation programs for elementary school age children
operated by the Community Services Department. (Park Board
recommended approval (6-0) September 12, 2016)
• Approved a Community Service Agreement with Southlake
Historical Society.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 14, 2016
Page 3 of 3
• Approved a contract with Illumination Fireworks LLC for community
fireworks and special effect displays for City events.
• Approved a purchase of playground equipment for Chesapeake
Park from GameTime by Total Recreation Products.
• Approved renewal of contract with Crowley Sports Officials for
sports officiating and scorekeeping services.
• Approved a contract for Construction Manager at -Risk services with
Haydon Building Corp. for the construction of the Bicentennial park
Phase 3 Improvements — Southlake Tennis Center project.
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.
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(oci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctuckeraci.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(@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 14, 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
October 10, 2016
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Reports
A. Bob Jones Nature Center & Preserve
B. Southlake Tennis Center
C. Recreation Programs
D. Rentals
5. Consider — No items this agenda
6. Discussion
A. Matching Funds Project Request from Southlake Carroll Lacrosse
Association
B. Parks & Recreation Update
7. 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 14, 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, Nola 11, 2016 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code. AI µ,
Carol Ann Borges, TRMC
Deputy City Secretary
If you plan to attend this public meeting and have a disaa
Secretary 48 hours in advance at 817.748.8016 reasonable
'pecial needs, please advise the City
Will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation 1 Accountability 1 Commitment to Excellence 1 Teamwork
CITY OF
SOUTHLAKE
MEMORANDUM
November 3, 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
members Miguel Salinas and Mitch Hill from the October 10, 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 members Miguel
Salinas and Mitch Hill from the October 10, 2016 regular Park
Board meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
2016
1
Miguel Salinas
X
1 1
X
Individual
Rate
71%
Hrs To
Date
9.5
2
Tina Wasserman
100%
15
3
Frances Scharli
100%
15
4
Lori Palmer
X
86%
12.5
5
Mitch Hill
X
86%
14.5
6
Mike Pazera
X
67%
2
7
Paul Venesky
X
X
X
57%
6.5
6
Chad Patton
X
0%
0
Meeting Attendance
Rate (includes
substitutions)
100%
83%
0%
0%
100%
83%
0%
57%
86%
71%
Total Hrs Per Month
1.5
2.5
0
0
2
2
0
5
1.5
0.5
1/11/16 Work Session held at 6pm, followed by regular meeting. 8/4/16 Joint CC/SPDC/Park Mtg, followed by Joint SPDC/Park Mtg and a regular Park Mtg.
6/21/16 City Council made appointments to Park Board.
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
11
11
80%
13.75
6
Chad Patton
X
X
X
70%
12.5
7
Paul Venesky
X
X
80%
13.25
1
Jeff Medici
X
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%
M I
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
Uw
CITY OF
SOUTHLAKE
MEMORANDUM
November 10, 2016
FROM: Chris Tribble, Director of Community Services
SUBJECT: Bob Jones Nature Center & Preserve Report
Staff and representatives from the Bob Jones Nature Center organization will
update the Board on nature center participation, programs and events offered at
the Bob Jones Nature Center & Preserve. Attached is a copy of the FY 2016
BJNCP Dashboard Report.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Bob Jones Nature Center Dashboard - FY2016
4000
■ FY2014 ■ FY2015 ■ FY2016
E 3500
2
G 3000
a`
0 m 2500
CL
`m Z
n t z000
3
a
z 1500
F1000
soo
a
Fall Spring Summer
3500
400
■ FY2014 ■ FY2015 ■ FY2016
■ FY2014 ■ FY2015 ■ FY2016
3000
G 350
365
c
o
2940
n,346
n
•O 300
m 2500
a
E
—
—
m
i 250
a z000
n
E
256
0
V 200
M 1500
W
3
150
E
W
r 1000
N
941
L 100
811
500
50
0
0
Fall Spring Summer
Summer
400
c 350 ■ FY2014 ■ H2015 ■ H2016
0352
p- 300
m 250
a
a xoo
12
C150
0ima
100
50 -0
Q
0
Fall Spring Summer
Soo
3500
700
3000
600
2500
y 500
N
C
Youth
.O-+
■Youth
2000
400
Adult
■Adult
;
p
C O 1500
N 300
=
a
v
a
z zoo
E 1000
�
z
100
soo
0
0
FY2014 FY2015 FY2016
FY2014 FY2015 FY2016
Summer 2016 Age By Participation
18+yrs 568
12-17 yrs 20
9-21 yrs 263
7-8 yrs 191
5-6 yrs 324
3-4 yrs 114
0-2 yrs 22
0 100 200 300 400 500 600
Cleanliness of Facility FY16
Month Score Met Standard
October 99.5 Y
November 98.5 Y
December 99.4 Y
January
-
February
96
Y
March
97.3
Y
April
99.3
Y
May
0
Y
June
98
Y
July
98.9
Y
August
98
Y
September
99.5
Y
Total
1082.7
Average
98.42727273
FY16 Total Memberships
200
180
160
140
120
300
■ Vouth
■ Adult
80
60
40
r
20
O O
O O
0
Patron Individual Senior Family Photography Camera Club Lifetime
Total Special Events & Permits
Other Special
Year
Photography Permits Birthday Parties Events
Outreach Events
12016
74 7 12
13
53 15 45
13
242 15 49
12
Total
369 37 106
38
Average
123 12
13
Satisfaction FY16
MLCustomer
N PS 5core Uof Complaints
Met Standard
Fall 2015
N/A 2
Y
Spring 2016
62 19
Y
Summer2016
N/A 9
Y
Total
62 30
Average
62 Moo
Updated: October 8, 2015
CITY OF
SOUTHLAKE
MEMORANDUM
November 10, 2016
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Southlake Tennis Center Report
Staff and representatives from the Southlake Tennis Center will update the Board
on tennis center participation, programs and events offered at the STC. Attached
is a copy of the FY 2016 STC Dashboard Report.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
AN U—S ME ILA
Southlake Tennis Center Dashboard - FY2016
r r
w
5000
■ FY2014 ■ FY2015 ■ FY2016
4500
4501
4000
M
a
"u
3500
t:
i
3000
2500
v
2000
2
1500
.63
m
p
F
1000
500
0
im
Oct -Dec
Jan -Mar
Apr -June July -Sept
1200
■ FY2014 ■ FY2015 ■ FY2016
1000
995
933
800 895
0
756
s
a
600
650
r u
t=
586
A
a
400
460
200
0 IE
E
Jan -May
Summer
Sept -Dec
4000
■ Team Leagues ■ STC Leagues ■ Adult Drills
3500
3000
c
'_ M2500
� a
4
2000
m
a
1500
1000
500
188 195 I66
S00 107
101
140
108 62 121 SOS 131
0
Oct -Dec 2013 Oct -Dec 2014 Oct -Dec 2015
Jan -Mar 2014 Jan -Mar 2015
Jan -Mar 2016
Apr -June 2014
Apr -June 2015 Apr -June 2016 July -Sept 2014 July -Sept 2015 July -Sept 2016
FY 2016 Summer Participation by Age
20
Youth
18
16
Adult
12+
- 1
5
14
11-12 yrs
86
N
12
m
C
N
c
E
10
z
m
9-10 yrs
127
Q
7-8 yrs
178
3 8
H
6
4
2
x
2
4-6 yrs
62
1
0
250
FY2024 FY2025 FY2016
0
50 100 150 200
Month
October
November
December
Cleanliness of Facility FY16
Score
99.3
100
99.6
Met Standard
Y
Y
Y
January
99.6
Y
February
99.5
Y
March
99.6
y
April
98.9
Y
May
98.9
Y
June
99.8
Y
July
99.1
Y
August
September
98.5
0
Y
Total
1092.8
Average
99.35
lariations: (1)
Customer Satisfaction FY 2016
FY 2015
NPS Score # of Complaints
Met Standard
Fa 112015
N/A 0
Y
Spring 2016
N/A 1
Y
Summer 2016
N/A 0
Y
Total
0 1
Average
0.00 0.33
Total
Participants
Total
Year
th
Adult
Participants % Change
2014
2,528
8,905
11,433
2015
2,043
8,804
10,847 -5.13%
2016
2,176
8,403
10,579 -2.47%
Total
6,747
26,112
32,859
Average
2,249.00
8,704.00
10,953.00
Fees Collected By City 9
Year
Tournaments
STC Leagues Leagues
Total
2014
$11,475.75
$1,959.2
$8,057.80
$21,492.75
2015
$11,300.00
$1,840.00
$7,937.00
$21,077.00 -1.93%
2016
$11,171.00
$2,708.00
$7,127.00
$21,006.00 -0.34%
Total
$33,946.75
$6,507.20
$23,121.80
$63,575.75
Average
$11,315.58
$2,169.07
$7,707.27
$21,191.92
CITY OF
SOUTHLAKE
MEMORANDUM
November 10, 2016
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recreation Programs Report
Staff will present a report on the recreation programs, events and services
offered by the Department. The FY 2016 dashboard report is included in your
packet.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4C-1
Special Events
Theraputic Recreation
DancelFitness
Cultural/Educational
Arts 8 Crafts
Athletics/Sports
Aquatics
0
$250,000
$200,000
$150,000
$100,000
$50,000
CITY Ur
SOUTHLAKE Community Services Department
II Recreation Dashboard - FY 2016
FY gnifi Tnfal Pnrtirinnfinn FY2014 In FY2015 111FY2016
Soo 1000 1500 2000 2500 3000 3500 4000
FY 2016 Total Revenue: $441,568
Total Participation
Year Total
Residents
Non -
Partic pants
Residents
FY2014 6,685
72%
28%
FY2015 6,876
66%
34%
FY2016 6,579
66%
34%
■ FY2014 FY2015 FY2016
$13,141
$319 $1,524 off $-
Aquatics Arts 8, Crafts Athletics/Sports Cultural/Educational Dance/Fitness Theraputic Recreation Special Events
Number of Programs Cancelled ■ Existing ■ New
120
35%
31%
100
31%
80
60
40
20
0
FY2014
Participation by Age FY2013 ■ FY2014 FY2016
l00%
L666998
18+yrs 90%
80%
13-17 yrs 70%
975
60%
5221
6-12 yrs 4499 50%
4456
40%
259
3-5 yrs 202 30%
280
20%
0
0-2 yrs 0 10%
0
0%
0 1000 2000 3000 4000 5000 6000
Variations: (1) Special Events after FY2015 were moved over to Events & Hospitality division.
audbuildi %,vinNdnbullb.
FY2015 FY2016
FY2014 FY2015 FY2016
S300,000 Total Revenue
$250,000
$200,000
$150,000
$100,000
$50,000
$-
Fall2013 Fa112014 Fa112015 Spring 2014 spring 2015 Spring 2016 Summer 2014 Summer2015 Summer 2016
Number ofParticpants ■Resident ■Non -Resident
2000
1800
1600
1400 IS30 14411 jW] W
1200 1317
1000 L L
800
600
400
200
0
Fall 2013 Fall 2014 Fall 2015 Spring 2014 Spring 2015 Spring 2016 Summer 2014 Summer 2015 Summer 2016
Updated: October 8, 2015
CITY OF
SOUTHLAKE
MEMORANDUM
November 10, 2016
FROM: Chris Tribble, Director of Community Services
SUBJECT: Rentals Report
Staff will present a report at the November 14 meeting on rentals administered by
the Department during FY2016. The FY 2016 Rental dashboard is attached.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4D-1
1 .11 111
SOUTHLAKE
Southlake Facility Rental Dashboard - FY2016
Total Number of Rentals
FY2016
FY2015
FY2014 1
0 50 100 150 200 250
250 Number of Rentals Number of Rentals
(excluding Lacrosse and ■Non Resident ■Resident
FY2014 ■ FY2015 ■ FY2016
Tournaments)
250
217
200
200
150
150
100
89 100
52 50
50
so
zfi
6 8 7 5
0 3 1 1 1 2 Jbililim 0 0 0 0 0
Buildings Pavilions Athletic Fields Tournaments/Clinics Hockey Court Hockey Court(Lacrosse) FY2014 FY2015 FY2016
Number of Pavilion Rentals $25,000.00 Total Revenue
26
Bicentennial Park Pavilion 3
0 ■ FY2016 FY2014 ■ FY2015 ■ FY2016
43 ■ FY2015
Bicentennial Park Pavilion 2 0
0 FY2014
Bicentennial Park Pavilion 1 3 220 $20,000.00
0
2
Rustin Pavilion 6
4
Royal and Annie Smith Pavilion 3 6 12 $15,000.00
Noble Oaks Pavilion 01
1
Lonesome Dove Pavilion 2 2
4 $10,000.00
6
Liberty Park at Sheltonwood u
7
Liberty Garden o 3
1
$5,000.00
B1 Fishing Pier z2 22
22
0
BJNC Pavilion l i
1
0 20 40 60 80 100 120 $ FY2014 FY2015 FY2016
/ariations: (1) Buildings include Southlake Activity Center and Bob Jones Nature Center. (2) BJNC Pavillion and Building beginning in FY2015 goes to BJNC and is not reflected. (3) Total
tesident and Non -Resident rentals do not include Lacrosse Hockey Court rentals and Athletic Tournaments.
Total Hours
Year
Total Hours Change
FY2014
446
FY2015
308 -138
FY2016
386 +78
Total
1140
Average
380.00
Public Events
Year
Events Change
FY2014
21
FY2015
27 +6
FY2016
25 -2
Total
73
Average
24.33
/ariations: (1) Public major events include events such as Oktoberfest, Art in the Square, Home for the Holidays, Stars and Stripes, Summer Kick -Off, Showcase in the Square, &
3reenfest as well as smaller events such as Masterworks, PKD Walk, CISD Homecoming and variety of events hosted by City Departments and Community Organizations.
Updated: 01.1,er8,2015
Community Events Schedule 2016/2017
Name of Event
Hosting Organization
Type of Event
Start Date
End Date
Times
Location
Home for the Holidays Tree Lighting Ceremony
City of Southlake
Festival
11/19/2016
11/19/2016
4:00 - 8:OOpm
Town Square
Santa's Village
RPAI
Pictures with Santa
11/19/2016
1/2/2017
All Day
Rustin Pavilion
Breakfast with Santa
City of Southlake
Special Event
12/3/2016
12/3/2016
8-9:30a & 10-11:30a
The Marq Southlake
Masterworks - Swing Band (Holiday)
City of Southlake
Concert
12/11/2016
12/11/2016
2:00 - 4:OOpm
The Marq Southlake
Sweetheart Dance
City of Southlake
Special Event
2/4/2017
2/4/2017
6-7:30pm & 8-9:30pm
The Marq Southlake
•
11/10/2016