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2017-05-08 Parks Board PacketCi 11, Cif SOUTHLAKE MEMORANDUM May 3, 2017 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, May 8, 2017 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)cLsouthlake.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 February 13, 2017. 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 as all members were present at the February 13, 2017 meeting and the March and April meetings were canceled. 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 Consider A. Recommendation on Southlake Parks Development Corporation (SPDC) Matching Funds project request from Southlake Carroll Lacrosse Association for the construction of a wall ball court at North Park — The purpose of this item is to seek Park Board's recommendation to the Southlake Parks Development Corporation and the City Council on the SPDC Matching Funds project request City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — May 8, 2017 Page 2 of 4 from the Southlake Carroll Lacrosse Association for the construction of a wall ball court at North Park. The total anticipated project cost, including design costs, is $170,000 to be split 50/50 ($85,000 each) between SCLA and SPDC. The SCLA has agreed to pay 100% of the design costs totaling $37,500 upon approval of the matching funds project. Once the design is complete, SCLA must pay the remaining portion totaling $47,500 before construction will begin. A copy of the SPDC Matching Funds application is included for your review in the packet. Staff will provide a presentation at the meeting. B. Recommendation to the City Manager to approve a request for a variance to park regulations of the Southlake City Code to allow alcohol at the Bob Jones Nature Center & Preserve for four events Per year, for a three year period — The existing variance to allow alcohol at Bob Jones Nature Center & Preserve during Bob Jones Nature Center events, approved October 16, 2013, for the three year period 2013-2016, has expired. The purpose of this item is to present a proposed variance request for the period 2017-2019. The Southlake City Code, Parks Rules and Regulations prohibit alcoholic beverages in City parks; however, the City Manager may issue a special permit or grant variances to the provisions upon a recommendation from the Parks and Recreation Board, and compliance with all City guidelines, policies and TABC rules. The proposed variance to the City's Code prohibiting alcoholic beverages in City parks and facilities will allow alcoholic beverages at Bob Jones Nature Center and Preserve for up to four events per year, for a three year period (2017-2019), which is allowed in the Bob Jones Nature Center organization management agreement with the City. The packet memo contains additional information for your review. Staff will provide a presentation at the meeting. C. Consider cancellation of the July Parks and Recreation Board meeting — Since 2012, following the lead of the City Council in canceling their July meetings, the Park Board has consistently canceled the July meeting. On May 2, 2017, the City Council cancelled their July meetings again this year. Staff recommends the Board cancel the July 10 regular Park Board meeting. This item has no packet document. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — May 8, 2017 Page 3 of 4 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. B. Park Projects Update — Staff will update the Board on several completed or underway projects including the Royal & Annie Smith Park parking lot, Chesapeake Park playground, Bob Jones Nature Center & Preserve pavilion, drinking fountain and butterfly garden, trail connections and park signage. UiT[11] 0111&1 ***1If] ► I_TC] 40197_1 6. Discuss Amendments to the Southlake 2030 Parks, Recreation, Open Space/Community Facilities Master Plan A. Review/Revise Concept Plans and Recommendations for Parks and Amenities • Liberty Park at Sheltonwood • Central Park • Activity Center & Open Space • Safety Town OTHER ITEMS OF INTEREST 7. City Council Action — There were no park and recreation -related action items were considered by City Council at the April 18, 2017 and May 2, 2017 meetings. 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 ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondsonC@ci.southlake.tx.us City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — May 8, 2017 Page 4 of 4 Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham(a�ci.southlake.tx.us) Jenni Lanier, Community Relations Manager, 817-748-8186; (jlanier ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, May 8, 2017 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 February 13, 2017 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider A. Recommendation on Southlake Parks Development Corporation Matching Funds project request from Southlake Carroll Lacrosse Association for the construction of a wall ball court at North Park B. Recommendation to the City Manager to approve a request for a variance to park regulations of the Southlake City Code to allow alcohol at the Bob Jones Nature Center & Preserve for four events per year, for a three year period. C. Consider cancellation of the July Parks and Recreation Board meeting. 5. Discussion A. Parks & Recreation Update B. Park Projects Update WORK SESSION: 6. Discuss Amendments to the Southlake 2030 Parks, Recreation, Open Space/Community Facilities Master Plan A. Review/Revise Concept Plans and Recommendations for Parks, Recreation & Open Space • Liberty Park at Sheltonwood • Central Park City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — May 9, 2017 Page 2 of 2 • Activity Center & Open Space • Safety Town 7. 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, Tgffip on Friday, May 5, 2017 by 6:00 p.m. pursuant to Chapter 551 of the Texas GcZy�?itdrjg. City Secretary If you plan to attend this public f*,eting"1AttrA it `g9ability that requires special needs, please advise the City Secretary 48 hours in advance at 8AJ,48.801>tf_ at7nable accommodations will be made to assist you. City of Southlake Values: Integrity 1 Innovation ♦ Accountability 1 Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: FEBRUARY 13, 2017 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, Mike Pazera, Miguel Salinas, Paul Venesky PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Director of Community Services Chris Tribble and Deputy Director of Community Services Kate Meacham REGULAR AGENDA 1. CALL TO ORDER Chairman Wasserman called the regular meeting of the Parks and Recreation Board to order at 6:02 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 JANUARY 9, 2017 REGULAR THE PARKS AND RECREATION BOARD MEETING 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS The Board considered the Consent Agenda including the Minutes of the January 9, 2017 meeting. There were no changes or corrections to the Minutes. APPROVED A motion was made to approve the Minutes. Motion: Scharli Second: Salinas Ayes: Hill, Palmer, Pazera, Salinas, Scharli, Venesky and Wasserman City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M_d Minutes of the February 13, 2017 Parks Board Meeting Page 2 of 3 Nays: None Abstain: None Vote: 7-0 3. PUBLIC FORUM Chairman Wasserman opened public forum at 6:03 p.m. There being no one to speak, Chairman Wasserman closed public forum. 4. DISCUSSION 4A. ATHLETIC ASSOCIATIONS DASHBOARD REPORTS Deputy Director Kate Meacham presented the Dragon Youth Football, Grapevine- Southlake Soccer Association, Miracle League of Southlake, Southlake Girls Softball Association, Dragon Youth Baseball Association and Southlake Carroll Lacrosse Association Dashboard statistics reports and responded to questions from the Board. Representatives from Southlake's youth athletic associations were present to answer questions if needed. Clay Taylor, Dragon Youth Football Association president, 1414 Montgomery Lane, Southlake, responded to questions from the Board concerning field usage information. Melissa Edwards, Grapevine-Southlake Soccer Association representative, 2004 Canterbury, Bedford, updated the Board about current use of practice and game fields in Oak Grove Park and Meadowmere Park in Grapevine. Ray Semadeni, Southlake Carroll Lacrosse Association, complimented the Parks staff for their excellent service and working relationship, and responded to questions concerning fluctuation of participation rates and residents stats. Park Board suggestions for future reports include: • Continue the process of early discussions with the associations to anticipate next season field needs • Refrain from including "totals" and "averages" in the User Fees / Participants Sections of the reports where there isn't adequate historical data yet • Use "zero" in cases where there was a season with true "0" and not a dash (-) mark • Add "season" or "year" to Age / Range section • Data comparisons of "full -year to full -year" or "year-to-date" consistency • Add "Gender" to revised report • Investigate reduced practice hours in 2016 for Soccer Association. If allocated field is used less by soccer, could it be available for football use? City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 0-1W Minutes of the February 13, 2017 Parks Board Meeting Page 3 of 3 The next athletic association's presentations will be in September 2017. 4113. PARKS & RECREATION UPDATE Deputy Director Kate Meacham reviewed the Community Events Schedule and was available to answer questions from the Board. 5. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 6:33 p.m. Motion: Scharli Second: Pazera Ayes: Hill, Palmer, Pazera, Salinas, Scharli, Venesky and Wasserman Nays: None Abstain: None Vote: 7-0 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-3 Cily O SOUTH LADE MEMORANDUM May 3, 2017 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: No Park Board action is required for this item as all members were present at the February 13, 2017 meeting and the March and April meetings were canceled. Background Information: The "Absence Policy for Parks and Recreation Board" originally adopted July 12, 2004 and revised March 2, 2010 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 revised Absence Policy at the March 2, 2010 meeting. The original Absence Policy was adopted July 12, 2004. 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 2017 Place Name 1/9/17 2/13/17 3/13/17 4/10/17 5/8/17 6/12/17 7110/17 8/14/17 9111117 10/9/17 11/13/17 12/11/17 Individual Attendance Rate Hrs To Date ©FMeeting aaaa__--_----_ Attendance Rate (includes Total Hirs Per Month 2016 1 Miguel Salinas 11 X V I I X V individual Rate 75% Date 10.5 2 Tina Wasserman 100% 16 3 Frances Scharli V V V V V 100% 16 4 Lori Palmer V X V V V V 88% 13.5 5 Mitch Hill V V V V X V 88% 15.5 6 Mike Pazera X 11 V X 50% 2 7 Paul Venesky V V X X X X 50% 6.5 s Chad Patton V 40 X 0% 0 Meeting Attendance Rate (includes substitutions) 100% 83% 0% 0% 100% 83% 0% 57% 86% 71% 71% 0% Total Hrs Per Month 1.5 2.5 0 0 2 2 0 5 1.5 0.5 1 0 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. Average Monthly Attendance Rate 2017 93 1/6 In attendance x Not in attendance, no substitute 1 Substitute in attendance _ Meeting Canceled Meeting Canceled due to no quorum Change in Representative Average Monthly Attendance Rate 2016 1 85% In attendance x Not in attendance, no substitute i Substitute in attendance • Vacant position _ Meeting Canceled Meeting Canceled due to no quorum Um CITY OF SOUTH LAKE MEMORANDUM May 3, 2017 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on Southlake Parks Development Corporation Matching Funds project request from Southlake Carroll Lacrosse Association for the construction of wall ball court at North Park Action Requested: Park Board recommendation on the Southlake Parks Development Corporation (SPDC) Matching Funds request from Southlake Carroll Lacrosse Association Background Information: In November 2016, staff had a preliminary discussion with the Board concerning a proposed matching funds project with Southlake Carroll Lacrosse Association (SCLA) for a wall ball court at North Park. The Board generally favored the initial concept of the project and directed staff to move forward with obtaining costs, construction details, and a formal request from SCLA, to be brought back for Park Board consideration. The proposed SPDC matching funds request from Southlake Carroll Lacrosse Association is for a 100% match of a proposed amount not to exceed $85,000 for the construction of a wall ball court at North Park. The total anticipated project cost, including design costs, is $170,000 to be split 50/50 ($85,000 each) between SCLA and SPDC. The SCLA has agreed to pay 100% of the design costs totaling $37,500 upon approval of the matching funds project. Once the design is complete, SCLA must pay the remaining portion totaling $47,500 before construction will begin Approval of this request will allow lacrosse players the opportunity to advance their skills and expertise of the game. Because Wall Ball is the act of throwing a ball up against a wall and catching it on the return, either in the air or on the bounce, it is the single best drill to improve a player's stick work and momentum. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Parks and Recreation Board Meeting Date — May 8, 2017 Page 2of3 Staff has reviewed the project from Southlake Carroll Lacrosse Association and recommends approval based on the request meeting the criteria designated with the SPDC Matching Funds Policy. The Park Board's recommendation of the project is based on the viability of the project itself to the overall use of the City's parks and recreation system as per the adopted Southlake 2030 Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria and the benefit of the project to Southlake residents. A representative from SCLA may be present at the meeting to respond to any questions from the Board. A copy of the SPDC Matching Funds application and preliminary concept plan developed by SCLA is included with the memo for your review. Financial Considerations: Approval of a matching funds request will assist with offsetting capital costs of the project. Availability of SPDC matching funds for the project are reviewed when SPDC makes their recommendation to City Council. Strategic Link: This item is linked to the City's Strategy Map related to the focus areas of Quality Development and Partnerships and Volunteerism and meets the Corporate Objectives to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests, Actively Promote Opportunities for Partnerships and Volunteer Involvement, Invest to Provide and Maintain High Quality Public Assets, and Collaborate with Select Partners to Implement Service Solutions. Citizen Input/ Board Review: Southlake Carroll Lacrosse Association proposes to commit funds in the amount of $85,000 towards the proposed project. Parks & Recreation Board discussion November 14, 2016 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Parks and Recreation Board Meeting Date — May 8, 2017 Page 3of3 SPDC discussion December 6, 2016 Parks & Recreation Board recommendation May 8, 2017 SPDC recommendation May 16, 2017 City Council consideration May 16, 2017 Approval of the Matching Funds portion of the project by City Council on May 16 is the initial step in the approval process. Tentative dates for the completion of the project are: Nov 14, 2016 Dec 6, 2016 May 8, 2017 May 16, 2017 May 17, 2017 June — Sept 2017 Aug 2017 Aug 14, 2017 Aug 17, 2017 Sept 2017 Sept 2017 Oct 2017 Nov 2017 Dec 2017 Jan — April 2018 May 1, 2018 Legal Review: N/A Alternatives: N/A Supporting Documents: Staff Recommendation P&R Board Discussion of Proposed Project SPDC Discussion of Proposed Project P&R Board Recommendation / Matching Funds SPDC Consideration / Matching Funds Request Notice to Proceed w/Design (if approved) Project Design SPIN Meeting — Site Plan P&R Board Recommendation — Site Plan P&Z Commission Consideration — Site Plan CC Consideration — Site Plan (1st & 2nd Read) RFP advertised/interviews/selection of contractor Project Bid P&R Board Recommendation / Contractor Agreement CC Consideration & Notice to Proceed Construction Anticipated completion & Open for Use ■ Southlake Carroll Lacrosse Association application ■ Preliminary concept ■ SPDC Matching Funds Policy Park Board recommendation on the SPDC Matching Funds request from Southlake Carroll Lacrosse Association City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 Revised 03.08.12 PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION Project Name: North Park Wall Project Location: North Park Contact Person: Matt Deno - President organization: Southlake Carroll Lacrosse Association Mailing Address: PO BOX 93237 City: Southlake State: TX ZIP: 76092 Phone: Cell:817-966-7987 Fax: Additional Contact Person: Michael Blake Phone:214-770-1740 Project Description: 30 Foot long, double sided wall, with Artificial Turf and Lighting built at North Park, Southlake Project Justification: SCLA encourages players to do Wall Ball Drills every day and there is no place in the city to accomodate players. The wall can be used, after a rain, allowing coaches a place to send teams to practice when fields are closed. Proposed Start Date: ASAP Proposed Completion Date: 2018 Projected Cost: $1 70,000 Funds Requested: Check One: Standard Match X OR In -Kind Match %Match Proposed: 500 0 Does the individual/organization currently have its portion of the requested funds match? YES If not, when does the individual/organization anticipate having its portion of the match? Project Detail so'o" �l Scale: %" =1'-0" opq o 00 00 Synthetic Turf _ � H 0® 02 S.1 � Donor Brick Patb [W4 P Un 1^01 S 2 PIa0000 Number: Drawing Scale: 1 /8" =1'-0" o Design Set Issue: M 00-00-0000 Construction Set Issue: 00-00-0000 Sales Contact: Salesperson Drafted By: Synthetic Turf Draftsman Checked By: Revisions: A As C 0 E F Page Number: ol 301-011 ol A.1 1 of 3 r Cast Stone Ca O Cast Stone Ca 0 o00F® �F� a00 00 WA V) City Of Southlake Cast Stone Inla I I � a I � x I F� ® ® �O Brick Surround I I Stone Veneer I I Cast Stone Ca = I Stone Veneer "' Cast Stone Ca I f4 I H I I Palamino CMU Block Wall o Cast Stone Inla P4 L I I � � I I I Brick Water Table Plan Number: 0000 Drawing Scale: See Plan Design Set Issue: 00-00-0000 11 Construction Set Issue: I I Stone Veneer 00-00-0000 I I Stone Veneer @ Sales Contact: Salesperson Drafted By: N Draftsman Checked By: II Revisions: A As �II�II= _ — -- � Il�jj]= = IIl='iTi�llli=11111=111TI1111Ti�Ilii�IlillillTlllli'i'illlii�IlilliiiTlllli'i'illlii�IlilliiiTlllli'i'illlii�IlilliiiTlllli'i'illlii�IlillillTI1111Ti�Ilii�IlillillTlllli'i'illlii�IlilliiiTll�u=IILIII-III�II-111�1 _ _ ' - a a = = L=III=11I=11L=IILJII=II�IIL-III=11I=11 IIL-III=11I=11 IIL-III=11I=11r=11L=IILJIL=IIrIILJII=11I=11 rlILJILJIL=IIL=IIL=III=11I=11 L=IIL=III=11I=11 L= E a 4 ° a ]IL—IIL—IIL—IIL—IIL—IIL=IIL—IIL—IIL—IIL=IIL—IIL—IIL—IIL=IIL—IIL—IIL—IIIJIL=IIL=IIIJIL=IIL=IIL—IIL—IIIJIL=IIL=IIIJ IIJIL—IIIJIL—IIL=IIL—IIIJIL—III�I r 4 a Page Number: „ O� Screen Wall Section 6'-0�2 Screen Wall End Elevation S.1 Scale:112" =1'-0" Scale:112" =1'-0" 2of3 r� r h---� M o� o"0 ��� a00 Cast Stone Ca Palamino CMU Block pq 0 ®�O �W4 Brick Water Table P Plan Number: 0000 Drawing Scale: See Plan Stone Veneer \Q�Of Southlake Cast Stone Inla Design 0 0000 Construction Set Issue: Brick Surround 00-00-0000 Sales Contact: Salesperson 1' 4" 30'.0" 1' 4' Drafted By: Draftsman Checked By: Revisions: A 6 C 0 E F Page Number: OScreen Wall Front Elevation S.2 3of3 CV Re: North Park Wall On Fri, Apr 28, 2017 at 3:38 PM, Matt Deno <mattcdeno(a)gmail.com> wrote: Chris, On behalf of the Board of SCLA, I am committing the SCLA to write a check in the amount of $37,500 to the City of Southlake for the design of the Wall, upon approvals from the SPDC AND CC. Once DESIGNED, SCLA has voted and approved the additional $47,500 for completion of the Wall at North Park. We are very appreciative of the SPDC, City of Southlake, and your assistance with this project that will benefit players for many years. Thank you Chris! Sincerely, Matt Deno President Southlake Carroll Lacrosse Association cc: Don Hill - Treasurer, Troyce Nowlin - Secretary City of Southlake Policies and Procedures Policy: Southlake Parks Development Corporation Matching Funds Policy Source: City Council/SPDC/Parks & Recreation Board Category: Parks and Recreation I. Statement of Purpose The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables the City to leverage its capital funding to assist with the ongoing advancement of the Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation of the City's Strategy Map. The purpose of this policy is to provide a process for considering requests by petitioning individuals or organizations for Southlake Parks Development Corporation (SPDC) Matching Funds projects. The following policy will become effective immediately upon approval of City Council. Proposed SPDC Matching Funds projects will be considered on a project by project basis. The City will determine the percentage match up to 100%. Proposed projects requesting in -kind services matching will be handled per Section V of this policy. A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the Focus Areas of Quality Development and Partnerships and Volunteerism, and meets the Corporate Objectives to Invest to Provide and Maintain High Quality Public Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement. ll. SPDC Matching Funds Project Application Procedures A. Anyone proposing a SPDC Matching Funds project should submit a proposal in writing to the Director of Community Services by April 30th for consideration for the following fiscal year (October 1 — September 30). Other projects may be considered after April 30th as funding is available. A form for this purpose will be available through the Department of Community Services. B. The proposal should include a complete and detailed description of the project and, to the extent applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the project, mechanism of funding the project, any stipulations that might go along with the project, and a justification for the project. C. The City Council, at its discretion, may grant variances to this policy. III. SPDC Matching Funds Project Evaluation Criteria A. Proposed projects will be considered on a project by project basis and should be consistent with the overall intended use of the parks as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan as well as the following criterion: 1. Is the project linked to the City's Strategy Map? 2. Is the project linked to the Focus Areas and Objectives of the City's Strategy Map? 4A-9 SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 2 of 5 3. Is the project related to a currently funded CIP project? 4. Is the project related to a project in the adopted 5-year CIP? 5. Does the project benefit Southlake residents? 6. Does the project enhance a current parks and recreation system asset? 7. Does the project assist with the acquisition of a capital purchase? 8. Does the project have a useful life of at least (5) years? 9. Does the project accelerate the completion of a CIP or Parks, Recreation & Open Space/Community Facilities Master Plan project? B. The City of Southlake reserves the right to accept or reject any project submitted for approval, and while every intention is to complete approved projects, the City reserves the right not to complete a project if found to be in the best interest of the City, and any costs incurred by the petitioner will not be refunded. The petitioner will receive the City's decision in writing after the decision is made. IV. SPDC Matching Funds Project Approval Process A. The Director of Community Services will review the proposed project for its consistency with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, and the evaluation criteria listed in Section III. B. If the Director of Community Services determines that the project is consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is consistent with the evaluation criteria, he/she will place the proposal on an agenda for the Parks and Recreation Board to consider recommending to the SPDC and the City Council. C. If the Director of Community Services determines that the project is not consistent with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is not consistent with the evaluation criteria, he/she will inform the petitioning individual or organization in writing of the decision and the reasons for the finding. The petitioning individual or organization may appeal the Director's decision not to consider the project to the Parks and Recreation Board. The Parks and Recreation Board will make a recommendation as to whether the project should be considered. D. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board's consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. E. Following the Parks and Recreation Board's consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 10 SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 3 of 5 F. The SPDC will consider the proposed project and the corresponding matching funds request and make its recommendation to the City Council. The SPDC's consideration of the proposed project and the corresponding matching funds request will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. G. Following the SPDC consideration of the proposed project and the corresponding matching funds request, and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. H. The petitioner (individual or organization) reserves the right to withdraw the proposed project at any time during the approval process. I. All approved projects will be managed by the City; will become the property of the City once completed or received; and will be used at the sole discretion of the City. J. The length of time required to complete the project will be determined by the Director of Community Services, and will be used when considering the project. K. The petitioner must complete any fundraising requirements, if necessary, and deliver their portion of the matching funds to the City before the City will begin work on the project. L. The petitioner must deliver their portion of the matching funds to the City within six (6) months of the final approval date unless additional time is granted at the time of approval. If the petitioner fails to meet this requirement, the petitioner will be required to reapply for matching funding. M. The projects status will be monitored by the Director of Community Services. V. In -Kind Services Matching In -kind services that result in a tangible asset may be eligible. Examples include, but are not limited to, Architectural/Engineering drawings, Construction Management services, materials. In -kind services will only apply to expenses that the City would typically incur for project implementation. The Director of Community Services will work with the Finance Director to determine if the proposed in -kind request results in a tangible asset. A. Applications for in -kind services matching should typically be approved prior to the in -kind service being rendered or materials being purchased. B. The petitioner for in -kind services matching must provide sufficient financial documentation from third party vendors regarding typical industry standard costs for materials and/or services. The Director of Community Services will review the documentation, evaluate it using comparable industry standard costs the City typically incurs, and make a recommendation to the SPDC on a reasonable market value of the material costs and/or service fees. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 11 SPDC Matching Funds Policy Approved 6-0 by City Council March 20, 2012 Page 4 of 5 C. A timeline by which the in -kind services will be completed/received shall be submitted with the application. D. The SPDC may recommend, and the City Council will determine the percentage in - kind match after their analysis to determine what benefit is being received by the City versus the requesting entity with completion of the project. E. Matching funds for in -kind services will not be expended until the in -kind services are completed/received as determined by the Director of Community Services. F. The Parks and Recreation Board will consider the proposed project and make its recommendation to the SPDC and the City Council. The Parks and Recreation Board's consideration of the proposed project will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to Southlake residents. G. Following the Parks and Recreation Board's consideration of the proposed project, the Director of Community Services will place the proposed project and the corresponding matching funds request (including the in -kind services match) on an agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their consideration and recommendation to the City Council. H. The SPDC will consider the proposed project and the corresponding matching funds request (including the in -kind services match) and make its recommendation to the City Council. The SPDC's consideration of the proposed project and the corresponding matching funds request (including the in -kind services match) will be based on the extent to which the project is consistent with the overall intended use of the City's parks and recreation system as per the adopted Parks, Recreation & Open Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of the project to Southlake residents, and the funding available for the project. Following the SPDC consideration of the proposed project and the corresponding matching funds request (including the in -kind services match), and if subsequently recommended for approval by the SPDC, the Director of Community Services will place the proposal on an agenda for the City Council to consider for final approval. VI. Recognition of Matching Funds Projects As determined by the Director of Community Services, a permanent plaque may be designated in the park or facility in recognition of the project to include the name of the project, its contributor(s), date of the project, and reference that the project was completed with funding through the SPDC Matching Funds Program. The Director of Community Services will determine the placement location and content of the plaque. A roval Date: June 3, 1997 Approved by: City Council L Amendment Date November 2, 1999 Approved by: City Council 2. Amendment Date March 2, 2010 Approved by: City Council 3. Amendment Date March 20, 2012 Approved by City Council City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 12 CITY or SOUTH LAKE MEMORANDUM May 3, 2017 TO: Parks & Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation to the City Manager to approve request for variance to park regulations of the Southlake City Code, to allow alcohol at the Bob Jones Nature Center & Preserve for four events per year, for a three year period Action Requested: Park Board recommendation to City Manager to grant approval of the request for a variance to allow alcohol at the Bob Jones Nature Center & Preserve (BJNCP) during Bob Jones Nature Center events, for four events per year, for a three year period, 2017-2019 Background Information: The existing variance to allow alcohol at BJNCP during Bob Jones Nature Center events, approved October 16, 2013, for the three year period 2013-2016, has expired so it is appropriate to bring forward a request for Park Board consideration for 2017-2019 at this time. Pursuant to Article 5.1(a) of the BJNCP management agreement between the City of Southlake and the Bob Jones Nature Center Organization, approved by the City Council on June 17, 2015, the City may consider and grant a variance to the City's prohibition of alcohol in Bob Jones Nature Center & Preserve (Article 4.1 n), "to cover a minimum of four events per year," provided the events meet all City guidelines and policies, and abide by TABC rules. The variance to the park regulation that prohibits the possession or the consumption of alcoholic beverages in a City park will be considered by the City Manager following a recommendation by the Parks and Recreation Board. Upon approval of the variance for up to four events per year for a three year period, the Bob Jones Nature Center Board will comply with all TABC regulations and will hire off -duty police officers to monitor the use of alcohol during the events to encourage a safe and enjoyable atmosphere for all park users. The City is also designated as an Additional Insured on the Parks & Recreation Board Meeting Date — May 8, 2017 Page 2of7 BJNC Organization liability insurance policy as part of the provisions of the management agreement with the City. The availability of alcohol at non-profit fundraising events is customary in this area and city park visitors will not be adversely affected by granting of the variance for up to four events per year for the events hosted by BNJCP during 2017-2019. The City Manager previously approved a variance to allow alcohol for events at BJNCP for 2013-2016 and approval of the proposed variance for 2017-2019 will allow continuity of the well -established and popular BJNCP annual events. If approved by the Park Board, the variance request will be submitted for City Manager consideration this week. Financial Consideration: There is no direct financial impact resulting from this request. 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 Promote Opportunities for Partnerships and Volunteer Involvement. Citizen Input/ Board Review: Parks Board recommendation May 8, 2017 The City Manager will consider following the Parks Board meeting. Legal Review: The City Attorney had reviewed the City Code and confirmed the variance process requirements. Alternatives: Alternatives may include: ■ Park Board may approve proposed variance ■ Park Board may deny proposed variance Attachments: (A) Section 12, Article II of the Southlake City Code (B) Article 4.1(n) and Article 5.1(a) of BJNC Management Agreement (C) Written request for variance from BJNC Board Staff Recommendation: Park Board recommendation to City Manager to approve request for variance to park regulations of the Southlake City Code, to allow alcohol at the Bob Jones Nature Center & Preserve for up to four events per year, for a three year period Parks & Recreation Board Meeting Date — May 8, 2017 Page 3of7 (2017-2019) as allowed in the BJNCP management agreement between the City of Southlake and the Bob Jones Nature Center Organization Parks & Recreation Board Meeting Date — May 8, 2017 Page 4 of 7 Article II of the Southlake City Code ARTICLE II. CITY PARKS Sec. 12-31. Definitions. The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Alcoholic beverage shall be defined to include any alcohol and any beverage containing more than one-half of one percent of alcohol by volume which is capable of use for beverage, either alone or when diluted. City park shall be defined to be any park, playground or recreational area owned, leased, operated or under the control of the city. This definition shall include any athletic field, swimming pool, gymnasium, tennis court, and other similar facility owned by the Carroll Independent School District and specified in the joint -use agreement between Carroll Independent School District and the city. (Ord. No. 646, § 9, 8-15-95; Ord. No. 646-A, § 9, 9-1-98; Ord. No. 646-B, § 9, 6-20- 00) Cross References: Definitions generally, § 1-2. Sec. 12-32. Rules and regulations. parks: The following regulations and restrictions are prescribed for the use of city (1) Alcoholic beverages prohibited. It shall be unlawful for any person to possess or consume any alcoholic beverage in any city park. (2) Riding or driving horses in city park. Except on designated horse trails, it shall be unlawful for any person to drive or ride a horse or horses within any city park. (3) Riding or driving off -road vehicles in city park. Except on designated off -road trails, it shall be unlawful for any person to drive or ride an off - road vehicle within any city park. For the purposes of this section, an off -road vehicle is a vehicle designed and equipped for use of any paved roadway with such definition to specifically include off -road motor bikes, go-carts, and dune buggies. (4) Vehicular traffic prohibited in certain areas. Except in designated WWI Parks & Recreation Board Meeting Date — May 8, 2017 Page 5 of 7 overflow parking areas, it shall be unlawful for any motor vehicle to stand, stop, park or cross onto or into any portion of a city park other than upon a roadway or parking area so designated for such purposes. (5) Time limitations on public use of park. Except for a city sponsored event, it shall be unlawful for any person to use, enter into or be within a city park during any posted hours which the park is closed. (6) Littering. Littering is hereby prohibited in any city park. Littering shall include leaving trash or other items by persons picnicking within a city park and not placing trash and other items in appropriate trash receptacles provided in such park. (7) Firearms prohibited. It shall be unlawful for any person to carry on or about himself or to discharge a gun, pistol, rifle, or other firearm within any city park except that a person duly licensed by the state to carry a concealed handgun may carry a concealed handgun in accordance with state law. (8) Bicycles, skates, etc. It shall be unlawful for any person to ride a bicycle, scooter, skate board, in -line skates, or roller skates on any tennis court or basketball court owned or leased by the city, or in any other public areas posted by the city. (9) Hitting golf balls prohibited. Except in designated areas, it shall be unlawful for any person to hit golf balls in city parks. (10) Smoking prohibited except in designated areas. It shall be unlawful to smoke in bleachers, dugouts, or other congested outdoor areas at city parks. (11) Glass containers prohibited in city park. It shall be unlawful for any person to possess a glass container in a city park. (12) Defacing public property. a. No person shall remove, destroy, mutilate, or deface any structure, monument, statue, vase, fountain, wall, fence, railing, vehicle, bench, building or other property located in any public park. b. No person shall cut, break, deface, injure, or remove the trees, shrubs, plants, grasses, or turf within any public park. (13) Wild animals. It shall be unlawful to catch, injure, kill, strike, or attempt to strike with any object or weapon any animals within a public park, excluding fish, which may be obtained in designated fishing areas Parks & Recreation Board Meeting Date — May 8, 2017 Page 6of7 following the rules and regulations established by the state. (14) Climbing, etc., prohibited. It shall be unlawful to climb any trees or walk, stand or sit upon monuments, vases, fountains, walls, fences, railings, vehicles, or any other property not designated or customarily used for such purposes in any public park. (15) Pollution of waters. It shall be unlawful to throw, discharge to, or otherwise place or caused to be placed in the waters of any fountain, pond, lake, stream, or other body of water in or adjacent to any park or any tributary, stream, storm sewer, or drain flowing into such waters any substance, matter, or anything liquid or solid, which will or may result in the pollution of said waters. (16) Boating and swimming. It shall be unlawful to swim, wade, boat, or canoe in any area unless such area is designated for that purpose; provided, however, the director of community services may permit the temporary occurrence of such activities for special programs and events. (17) Closing of game fields. The director of community services or his designated representative is authorized to assign any game field owned or leased by the city as a closed field for maintenance or to protect the surface of the game field from damage. It shall be unlawful for non -city employees to go upon a game field which has been designated as a closed field and has posted thereon a sign stating "Closed field --Do not trespass on this field $250.00--$500.00 fine." (18) Erecting structures prohibited. a. No person shall place or erect any structure, sign, bulletin board, post, pole, or advertising of any kind in a public park. b. No person shall attach to any tree, shrub, fence, railing, post, or structure within any public park, any sign, bulletin board, or other advertising device of any kind. C. The prohibitions contained in subsections a. and b. of this section shall not be applicable to persons acting pursuant to and with the written authorization of the director of community services or his designee. (19) Projectile devices. No person shall posses, fire, or discharge a device capable of propelling a projectile, including without limitation, any air gun, pistol, bow and arrow, cross bow, or sling shot in a public park; provided, however, the director of community services may permit the temporary occurrence of such activities in a public park for special Parks & Recreation Board Meeting Date — May 8, 2017 Page 7of7 programs and events. (20) Sale of merchandise. It shall be unlawful for any person to sell or offer for sale any food, drinks, confections, merchandise, or services in any park or playground unless such person has a written agreement or permit issued by the city permitting the sale of such items in such park or playground. This section shall have no application to sports organizations or social organizations selling items to their own members, or at functions sanctioned by the city. (21) Sound amplification. It shall be unlawful to use any type of sound amplification system in a public park without the written consent of the director of community services. (Ord. No. 646, §§ 11--21, 8-15-95; Ord. No. 646-A, §§ 10--21, 9-1-98; Ord. No. 646- (, §§ 10--21, 6-20-00; Ord. No. 827, § 1, 8-20-02) Sec. 12-33. Variances. The city manager may issue special permits or grant variances to the provisions of this ordinance. The park and recreation board will make recommendations regarding variances to the city manager. A special permit variance shall not be granted by the city manager unless a written request is submitted which demonstrates: (1) Special circumstances exist which are peculiar to the applicant's ability to utilize city parks; and (2) That use of the city park by other groups or individuals will not be adversely affected by granting the special permit variance. (Ord. No. 646, § 22, 8-15-95; Ord. No. 646-A, § 22, 9-1-98; Ord. No. 646-B, § 9, 6- 20-00) Secs. 12-34--12-60. Reserved. 0) maintain the Nature Center in a condition that is generally accepted in the Nature Center industry and by the CITY as safe; (k) maintain all personal property in good working order and replace items when necessary to operate the Nature Center at the standards set by the CITY. (1) comply with all applicable government health, safety and environmental regulations; (m)pay all operating expenses of the Nature Center, except for those expenses which the CITY agrees herein to pay. CITY shall pay for (i) repairs, janitorial and facilities maintenance, general grounds keeping services, and (ii) water, trash/recycling, sewer, electricity, natural gas, and security (alarm monitoring) expenses. (n) Prohibit sales, possession and consumption of alcohol on the Nature Center premises at any time unless proper permits are applied for and received. (o) Assist the CITY in gaining Leadership in Energy and Environmental Design ("LEED") certification for the Nature Center. (p) notify CITY when, in the opinion of CONTRACTOR, any part of the Nature Center maintained by CITY requires maintenance. Notification should be made in writing, to the CITY ADMINISTRATOR or his/her designee. If however, the parties disagree about the condition and/or required maintenance of the CITY -maintained facilities, CONTRACTOR will notify CITY in writing of the reasons behind CONTRACTOR'S request. CITY will respond to CONTRACTOR in writing within ten (10) business days of receipt of CONTRACTOR'S written request. CITY's determination regarding the need for maintenance will be final. (q) submit all required reports as specified per Article 8. §4.2 Rules and policies. CONTRACTOR agrees not to make any significant physical improvements without written approval from the CITY ADMINISTRATOR. All proposed projects/improvements will be considered on a project by project basis and must be consistent with the overall intended use of the Nature Center as per the current, adopted Bob Jones Nature Center & Preserve Master Plan. Requests for CITY approval must be made ninety (90) days in advance of the proposed installation date of any proposed improvement. CITY ADMINISTRATOR is the point of contact for any desired improvements or modification, and will determine the appropriate course of action for CITY approval. Any improvements or Southlake Tennis Center Management Agreement Approved by City Council 6/17/15 - Term January 1, 2016 — December 31, 2018 Page 4 of 22 (e) Satisfaction Survey: A customer satisfaction survey will be performed by the CITY at a time when the performance of other city services are being surveyed (typically every other year), at the CITY's expense. The CONTRACTOR and the CITY agree that the CONTRACTOR shall maintain a positive rating of at least 85% meaning that 85% of the responses to the survey will rank their overall satisfaction with the CONTRACTOR as either "somewhat satisfied" or "very satisfied", excluding those who answer "no experience", "no comment", or "neither satisfied, nor dissatisfied". The CITY will allow CONTRACTOR to review each customer satisfaction survey at least five (5) days prior to the date the survey is performed. §4.8 Licenses, bonds and permits. CONTRACTOR shall obtain all licenses and permits required by governmental entities for activities conducted at the Nature Center. CONTRACTOR will provide a copy of all licenses to the CITY ADMINISTRATOR_ § 4.9 Information Technology. (a) CONTRACTOR will be responsible for providing its own program registration and facility rental software to manage all program and event registration and facility rentals. (b) CONTRACTOR will be responsible for all technical support for software and hardware utilized in the management of the Nature Center. (c) CONTRACTOR will be responsible for maintaining internet service necessary for the operation of the Nature Center. (d) CONTRACTOR will be responsible for maintaining phone service necessary for the operation of the Nature Center. ARTICLE 5. CITY RIGHTS AND RESPONSIBILITIES § 5.1 CITY responsibilities. (a) CITY shall consider, through CITY's normal approval process, a beer and wine permit to cover a minimum of four (4) events per year. CONTRACTOR'S request for a permit must be submitted to the CITY through the CITY ADMINISTRATOR, or his/her designee, at least 90 days prior to the event when possible. The events must meet all Southlake Tennis Center Management Agreement Approved by City Council 6/17/15 - Term January 1, 2016 -- December 31, 2018 Page 9 of 22 current CITY guidelines and policies, and abide by TABC rules. CONTRACTOR must provide CITY with all required documentation at the time of the permit application. (b) CITY will provide and determine all signage to be placed on and around the Nature Center and Preserve with the goal to ensure the consistency of all signage. CONTRACTOR will help CITY determine signage needs prior to creation of and placement of signage. CITY will provide CONTRACTOR with sixty (60) day notice before any signs are created or placed to allow for a period of review and discussion. (c) CITY will identify and determine standards for all Nature Center park amenities such as benches, tables, fencing, and other hardscapes with the goal to ensure consistency. (d) CITY will work to make sure classes and programs offered by CONTRACTOR are not offered also by the CITY. CITY may provide nature oriented programming at the Nature Center and in other venues throughout the City but will identify such programming to CONTRACTOR for review and comment ninety (90) days prior the scheduled class or program date to allow for effective coordination. (e) CITY will diligently work with CONTRACTOR to obtain Leadership in Energy and Environmental Design certification for the City. (f) CITY shall be responsible for the physical maintenance of, and pay for, all necessary repairs to the physical conditions of the Nature Center, including but not limited to repairs to all structures (including repairs to foundations, walls, roofs, etc.), lawns, parking areas, sidewalks, seating, trails and walkways, landscaping (including landscape lighting), entrance gate and fencing. CITY shall also be responsible for all general clean-up (including providing interior janitorial services five days/week, as long as the CITY determines that five days/week remains necessary), plumbing, electrical, heating, ventilating and air conditioning, and natural gas systems and fixtures. CONTRACTOR agrees that CONTRACTOR will assist with day-to-day general clean-up in preparation for and following all classes, programs, events and activities the CONTRACTOR provides. CITY agrees to maintain the Nature Center in a good and operational condition in keeping with the CITY`s standards CONTRACTOR shall assist the CITY by notifying the CITY in writing of any specific needs for repair. § 5.2 CITY RIGHTS Southiake Tennis Center Management Agreement Approved by City Council 6/17115 - Term January 1, 2016 — December 31, 2018 Page 10 of 22 IIE May 1, 2017 the Edmondson Law Firm, P.C. Mr. Chris Tribble Director of Community Services City of Southlake 1400 Main St. Southlake, TX 76092 RE: Bob Jones Nature Center — Request for Alcohol Variance for BJNCP events — 2017-2019. Dear Chris, On behalf of the Board of Directors of the Bob Jones Nature Center (a 501 c3 Organization), I am requesting that the Park Board vote to approve a recommendation that the City Manager sign a variance allowing the Board to hold up to four (4) events per year where alcohol is served. We are requesting a variance that is virtually identical to the one that was previously recommended for approval in 2013 by the Park Board and signed by the City Manager. The events would be any type of special promotional or fund raising type events on behalf of the Nature Center. The permit would not be used to allow private parties renting the facility to hold events where alcohol is served. However, this is something the City and the Park Board may want to take up for discussion at another time as we are working on some literature to promote the Nature Center for weddings. I plan to be in attendance this evening in case there are any questions. Thank you again for your ongoing support of the work being done by the 5016 to grow, promote and enhance the viability of the Bob Jones Nature Center. P.O. Box 92801 Southlake, TX 76092 www.edmondsonlawfirm.com Sincerely, Debra Edmondson President Bob Jones Nature Center Board of Directors 4B-11 Community Events Schedule 2017 Name of Event Hosting Organization Type of Event Start Date End Date Times Location Fort Worth Symphony Orchestra r s council, FWSU Concert 5 7 2017 5 7 2017 1:00-2:00p The Marq Southlake MasterWorks - Southlake Community Band i y o ou t h I a ke Concert 5 13 2017 5 13 2017 8:00p The Marq Southlake DFW Fastpitch Tournament UFW I-astpltch Softball Tournament 5 13 2017 5 14 2017 All Day Bob Jones Park Tennis Tournament oxy ennis, LLU Tennis Tournament 5 20 2017 5 21 2017 All Day Tennis Center DFW Fastpitch Tournament DFW-F—asTp-itch Softball Tournament 5 27 2017 5 28 2017 All Day Bob Jones Park MasterWorks - Derek Anthony riTy—UT73-5-t h I a ke Concert 5 27 2017 5 27 2017 8:00p Rustin Park Summer Kickoff City ot Southlake Summer Reading Program 6 3 2017 6 3 2017 S:OOp - B:OOp Rustin Park Tennis Tournament oxy ennis, Tennis Tournament 6 10 2 117 6 11 2017 All Day Tennis Center MasterWorks - Me & My Monkey i y of -S-0—Ut III I a ke Concert 6 24 2017 6 24 2017 8:OOp Rustin Park Travel Sports World Series I ravel Sports Baseball Tournament 6 29 2017 7 2 2017 All Day Bicentennial Park Stars & Stripes City ot bouthlake Special Event 7 3 2017 7 3 2017 6:00 - 11:OOp Town Square Travel Sports World Series rave por t s Baseball Tournament 7 6 2017 7 9 2017 All Day Bicentennial Park MasterWorks - Def Leggend 7FY-5T56—Uthlake Concert 7 15 2017 7 15 2017 8:OOp The Marq Southlake Tennis Tournament oxy ennis, LILL Tennis Tournament 7 27 2017 7 31 2017 All Day Tennis Center Masterworks- Southlake Community Band City ot Southlake Concert 9 9 2017 9 9 2017 B:OOp Rustin Pavilion Kids Matter 5K Run Kids Matter 5K 9 9 2017 9 9 2017 8:00a Bicentennial Park Butterfly Festival iwanis Butterfly Festival 9 22 2017 9 24 2017 All Day Rustin Pavilion Masterworks- The Boogies UTY-7755u t h I a k e Concert 9 23 2017 9 23 2017 8:00p The Marq Southlake 5A - 1 5/3/2017