2017-12-11 Parks Board PacketCI I Y )Fur
SOUT LA K
MEMORANDUM
December 7, 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, December 11, 2017 at 7:00 p.m.
The Park Board meeting will begin immediately following the 6:00 p.m. Joint
City Council/SPDC/P&Z/Park Board meeting at The Marg Southlake Legends
Hall.
Please advise staff if you are not able to attend this meeting
(Icarpenter(c�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 November 13, 2017. Please make any corrections to
the minutes part of the motion for consideration.
B. Approve minutes from the special Parks and Recreation Board work
session held November 28, 2017. Please make any corrections to
the minutes part of the motion for consideration.
C. Absence of Parks and Recreation Board Members — The Board will
consider the absence of Park Board member Miguel Salinas from
the November 28, 2017 work session meeting. All board members
were present at the regular meeting on November 13, 2017. 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. Aaenda Item No. 4. Consider
A. Recommendation on Facilities Utilization Agreement request with
Southlake Girls Lacrosse Association — The purpose of this item is
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — December 11, 2017
Page 2 of 2
to allow the Board to consider the Southlake Girls Lacrosse
Association's request for the use of City -owned athletic field space
for their program. Based on the Board's input and direction at the
Parks and Recreation Board meeting November 13, 2017 and the
Work Session held November 28, 2017, the attached Facilities
Utilization Agreement was developed and is presented for the
Board's recommendation to the City Council.
B. Recommendation on Revision to the Policy for the Provision of
Athletic Facilities — The purpose of this item is to seek the Board's
recommendation to approve a revision to the Policy for the Provision
of Athletic Facilities. The current Policy was adopted by City Council
in June 2016 upon Park Board's recommendation. The Policy
guides the management and use of City owned athletic facilities,
and ensures the most appropriate allocation of City owned athletic
facility assets. The proposed revision to the policy is recommended
to clearly define the primary seasons for each sport. A red -lined
copy of the proposed revised policy 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 December 5, 2017 meeting.
• Approved Ordinance No. 1181, 2nd Reading & Public Hearing,
adopting the 2018 Standards of Care for the recreation programs for
elementary school age children operated by the Community
Services Department. (Park Board recommended approval (6-0) October 9,
2017)
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(a�ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(a)ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson(a)ci.southlake.tx.us
Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham(a-)ci.southlake.tx.us)
Jenni Lanier, Community Relations Manager, 817-748-8186; (llanier(aDci.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 Or
SOUTH LAKE
PARK AND RECREATION BOARD MEETING
Monday, December 11, 2017
7:00 P.M.
LOCATION: The Marq Southlake Legends Hall
285 Shady Oaks Drive
Southlake, Texas 76092
REGULAR SESSION: Immediately following the Joint Meeting
1. Call to Order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting held
November 13, 2017
B. Approve minutes from the special Parks and Recreation Board work session
held November 28, 2017
C. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider
A. Recommendation on Facilities Utilization Agreement request with Southlake
Girls Lacrosse Association
B. Recommendation on Revision to the Policy for the Provision of Athletic
Facilities
5. Adjournment
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, December 8, 2017 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code.
Carol Ann Borges, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 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: NOVEMBER 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 and Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of
Community Services Candice Edmondson, Deputy Director of Community Services Kate
Meacham, Recreation Manager Ryan McGrail and Director of Planning & Development
Services Ken Baker (Work Session only)
WORK SESSION AGENDA
` I M teZa] N Q 4 N
Chairman Tina Wasserman called the Work Session to order at 5:48 p.m.
2. FACILITIES UTILIZATION AGREEMENT REQUEST FROM SOUTHLAKE GIRLS
LACROSSE ASSOCIATION
Director Chris Tribble facilitated this Work Session discussion and responded to
questions from the Board.
No action was taken on this item.
3. AMENDMENT TO THE SOUTHLAKE 2030 PARKS, RECREATION & OPEN
SPACE/COMMUNITY FACILITIES MASTER PLAN
A. Summit Park Concept Plan presentation
B. Review Recommendations and Next Steps
Director Chris Tribble facilitated the discussion and responded to questions from the
Board.
Frank Bliss, Southlake Town Square Management Office, presented a concept proposal
for Summit Park.
Director Ken Baker was present to address questions concerning the site plan.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the November 13, 2017 Parks Board Meeting
Page 2 of 6
No action was taken on this item.
Work Session was adjourned at 7:25 p.m.
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 7:36 p.m.
Agenda Item 4A and 413 were considered next in the meeting out of the regular agenda sequence.
4. REPORTS
A. TAAF PLATINUE AWARD RECOGNITION
The City was named a Platinum Member City at the September 2017 Texas
Amateur Athletic Federation (TAAF) Annual Conference.
B. TRAPS NORTH REGION RECOGNITION
At the November 3, 2017, TRAPS North Region Conference Southlake Parks
Manager Mike Reasoner received the Parks Professional of the Year Award and
Supervisor Ashley Newhart and Events Coordinator Corinne Klitzke received the
Lone Star Programming Award for Miracle Eggstravaganza.
Agenda Items 2A and 213 were considered next in the meeting out of the regular agenda sequence.
2. CONSENT AGENDA
2A. APPROVAL OF THE MINUTES FROM THE OCTOBER 9, 2017 REGULAR THE PARKS AND
RECREATION BOARD MEETING
There were no corrections to the meeting minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
Park Board member Mike Pazera was absent from the October 9, 2017 meeting.
The Park Board considered the Consent Agenda.
APPROVED
A motion was made to approve the Consent agenda as presented.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the November 13, 2017 Parks Board Meeting
Page 3 of 6
Ayes:
Hill, Palmer, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
Pazera (absent 10/9/17 meeting)
Vote:
6-0-1
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 7:41 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
Agenda Item 613 was considered next in the meeting out of the regular agenda sequence.
6. DISCUSSION
6B. FACILITIES UTILIZATION AGREEMENT REQUEST FROM SOUTHLAKE GIRLS
LACROSSE ASSOCIATION
Director Chris Tribble presented a facilities utilization agreement request from Southlake
Girls Lacrosse Association for discussion and responded to questions.
Kris Kristynik, representative from Southlake Girls Lacrosse Association, 137 Wolford
Lane, Southlake, provided a presentation about the Southlake Girls Lacrosse
Association and responded to questions from the Board.
The following citizens spoke in opposition to the proposed request by Southlake Girls
Lacrosse Association.
Dan Lopez, 1312 Village Green Drive
Brian Pierret, 845 E. Dove Road, read a statement from current President Ray
Samaden, Southlake Carroll Lacrosse Association
Arnie Dumbleton, 2804 Linden Lane
Alex Zaal, 1203 Ashmoore Court
Matt Deno, 1403 McCrae Trail
The following citizens did not wish to speak during the discussion but were present in
opposition to the proposed request.
Jill Beam, 3824 Lakeway Drive
Karen Daly, 1217 Westmont Drive
Kris Lothes, 1613 Regal Oaks Drive
Anya Lucas, 101 Wilmington Court
Jeff Lucas, 101 Wilmington Court
Paul Nelson, 2704 Summer Wind Drive
Christine Pierret, 845 E. Dove Road
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
Minutes of the November 13, 2017 Parks Board Meeting
Page 4 of 6
Abigal Pothiev, 1326 Eagle Bend Drive
Laura Wassef, 2807 Brookshire
Karen Zaal, 1203 Ashmoore Court
The following citizens addressed the Board in support of the proposed request by
Southlake Girls Lacrosse Association.
Jordyn Harryman, 1105 Harbor Retreat
Hannah Geschke, 2101 Durango Court
Cloe Monroe, 1500 S. White Chapel Blvd
The following citizens did not wish to speak during the discussion but were present in
support of the proposed request.
Lauren Carmona, 1024 Winfield Court
Madelyn Fette, 113 Parkcrest Drive
Charlotte Gerard, no address
Leah Geschke, 2101 Durango Court
Claire lannelli, 912 Midland Creek Drive
Anna Martinko, 110 Wilmington Court
Madelyn Murphy, 3305 Alexandria Court
Corinne Peterson, 1064 Harbor Retreat Street
Brenna Porcareno, 901 Midland Creek Drive
Annie Thomas, no address
The Board desired to have a meeting with City Councilmembers McCaskill and Huffman
to obtain additional background information on the proposal, if possible. They also
requested staff start the process to investigate field allocation options and feasibility for
another facility utilization agreement for a girls lacrosse association, should the request
be approved.
No action was taken on this item.
Agenda Items 4C, 4D, 4E and 4F were considered next in the meeting out of the regular agenda
sequence.
4. REPORTS
C. BOB JONES NATURE CENTER & PRESERVE
Lori Higgins, Executive Director, Bob Jones Nature Center organization, updated
the Board on the nature center programs and events offered at the Bob Jones
Nature Center & Preserve and reviewed the FY 2017 BJNCP dashboard report.
Ms. Higgins responded to questions from the Board regarding participation
numbers.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-4
Minutes of the November 13, 2017 Parks Board Meeting
Page 5 of 6
D. SOUTHLAKE TENNIS CENTER
Mia Poorman, manager of the city -owned Southlake Tennis Center, updated the
Board on the tennis center participation, programs and events offered at the
Southlake Tennis Center and reviewed the FY2017 Southlake Tennis Center
dashboard report. Ms. Poorman responded to questions from the Board
regarding a temporary decline in participation due to construction at the facility;
and residency of participants.
Director Chris Tribble addressed questions regarding the construction time line
for the enclosed tennis courts, the change order process, and overall
construction impact to the facility.
E. RECREATION PROGRAMS
Assistant Recreation Manager Amy Bennett highlighted recreation programs,
events and services offered by the Department during FY 2017 and reviewed the
Recreation Programs dashboard report. Ms. Bennett answered questions from
the Board
F. PARK FACILITY RENTALS
Director Chris Tribble was available to answer questions on the dashboard report
provided in the meeting packet on facility rentals for FY 2017.
5A. RECOMMENDATION ON AN ALCOHOL VARIANCE AT BOB JONES NATURE
CENTER & PRESERVE FOR PRIVATE RENTAL EVENTS
Director Chris Tribble presented the variance to allow alcohol at the Bob Jones Nature
Center & Preserve (BJNCP) during private rental events (weddings, family reunions,
engagement parties, etc.) through December 31, 2019. The Board discussed the
request.
APPROVED
A motion was made to approve the alcohol variance at Bob Jones Nature Center &
Preserve for private rental events as presented.
Motion:
Scharli
Second:
Salinas
Ayes:
Hill, Palmer, Pazera, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 5
Minutes of the November 13, 2017 Parks Board Meeting
Page 6 of 6
Vote: 7-0
Motion carried.
6. DISCUSSION
6A. PARKS AND RECREATION UPDATE
Director Chris Tribble presented the Parks and Recreation Report and construction
progress on The Marq Southlake Champions Club project.
No action was taken on this item.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 9:45 p.m.
Motion:
Scharli
Second:
Salinas
Ayes:
Hill, Palmer, Pazera, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
7-0
Motion carried.
Tina Wasserman, Chairman
Parks & Recreation Board
Chris Tribble, Director
Community Services Dept.
A recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-6
CITY OF
SOUTHLAKE
SPECIAL PARKS AND RECREATION BOARD WORK SESSION: NOVEMBER 28, 2017
LOCATION: Southlake Town Hall, Executive Conference Room, 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 and Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: Miguel Salinas
STAFF PRESENT: Director of Community
Community Services Candice Edmondson and
Meacham
WORK SESSION AGENDA
` I M teZa] N Q 4 N
Services Chris Tribble, Deputy Director of
Deputy Director of Community Services Kate
Chairman Tina Wasserman called the special Parks and Recreation Board work
session meeting to order at 6:00 p.m.
2. DISCUSSION
A. FACILITIES UTILIZATION AGREEMENT REQUEST WITH SOUTHLAKE
GIRLS LACROSSE ASSOCIATION
Director Chris Tribble presented a proposal by Southlake Girls Lacrosse
Association to enter into a Facilities Utilization Agreement with the City for use of
city -owned fields for a girls lacrosse league. The Park Board discussed the
opportunity and options for moving forward with the request.
No action was taken on this item.
3. ADJOURNMENT
APPROVED
A motion was made and unanimously approved to adjourn the meeting.
Tina Wasserman, Chairman
Parks & Recreation Board
Chris Tribble, Director
Community Services Dept.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Cily O
SOUTH LADE
MEMORANDUM
December 7, 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: Park Board consideration of Park Board member Miguel Salinas
absence at the November 28, 2017 Park Work Session meeting.
There were no absences at the regular meeting on November 13,
2017.
Background
Information: The "Absence Policy for Parks and Recreation Board" 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 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 absence of Miguel Salinas from November 28,
2017 work session.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2C-1
Park and Recreation Board Attendance Report
2017
Miguel Salinas
1
,
X
V
,Individual
V
X
80%
I-Irs To
15.25
2 Tina Wasserman
VO
V
V
100%
16.5
3 Frances Scharli
V
V
V
100%
16.5
4 Lori Palmer
X
vo
vo
90%
15
5 Mitch Hill
X
X
V
V
80%
13.25
6 Mike Pazera
X
vo
X
11
11
80%
14.5
7 Paul Venesky
100%
16.5
Meeting Attendance
Rate (includes
substitutions)
86%
100%
100%
86%
86%
71%
100%
86%
100%
86%
Total Hrs Per Month
0.5
0.5
2.75
1.5
2
1.25
1.25
1.5
3.75
1.5
16.5
5/8/17 Meeting included Work Session ref: PROS/CF Master Plan
8/3/17 Joint SPDC/Park Board meeting and regular meeting
11/13/17 Park Board Work Session
2016
1
Miguel Salinas
X
v,
1 1
X
individual
75%
I-Irs To
10.5
2
Tina Wasserman
v,
v,
,,
100%
16
3
Frances Scharli
100%
16
4
Lori Palmer
X
88%
13.5
5
Mitch Hill
X
88%
15.5
6
Mike Pazera
X
v,
V
X
50%
2
7
Paul Venesky
X
X
X
V
X
50%
6.5
6
Chad Patton
X
0%
0
Meeting Attendance
Rate (includes
substitutions)
100%
1 83%
1 0%
0%
100%
1 83%
0%
57%
86%
1 71%
71%
0%
0%
Total Hrs Per Month
1 1.5
1 2.5
1 0
1 0
1 2
1 2
1 0
5
1 1.5
1 0.5
1
0
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
1 2017 1 95% 1
In attendance
X
Not in attendance, no substitute
1
Substitute in attendance
•
Vacant position
Meeting Canceled
Meeting Canceled due to no quorum
-Change in Representative i
Average Monthly
Attendance Rate
In attendance
X
Not in attendance, no substitute
1
Substitute in attendance
•
Vacant position
Meeting Canceled
Meeting Canceled due to no quorum
2C -2
CITY 'Fi u
LAKE
MEMORANDUM
December 7, 2017
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Facilities Utilization Agreement with Southlake Girls Lacrosse
Association
Action Requested: Park Board consideration and recommendation on a
Facilities Utilization Agreement with Southlake Girls
Lacrosse Association (SGLA)
Background
Information: The City partners with several athletic associations to
provide youth athletic programming to the Southlake
community.
Recently, the City was approached by a new girl's lacrosse
group, the Southlake Girls Lacrosse Association, requesting
the use of City -owned athletic field space for their program.
Based on the Board's input and direction at the Parks and
Recreation Board meeting November 13, 2017 and the Work
Session held November 28, 2017, the attached Facilities
Utilization Agreement was developed and is presented for
the Board's recommendation to the City Council.
The proposed FUA with SGLA is identical to the agreements
currently in place with all other recognized youth athletic
associations in Southlake. The proposed term for the FUA
with SGLA is for one year (January 1 — December 31, 2018).
As discussed during the November 28, 2017 Work Session,
it is staff's recommendation that the actual athletic field
allocations not be made for the Spring 2018 season, until
after the association has closed their registration, and
presented detailed rosters to the City for analysis of total
participation.
A draft copy of the proposed FUA with SGLA is attached for
your consideration.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Parks & Recreation Board
Meeting Date — December 19, 2017
Page 2of2
Financial
Considerations: The Southlake Girls Lacrosse Association will pay field
maintenance fees of $12.00 per resident per season and
$17.00 per non-resident per season to assist the City with
offsetting a portion of the maintenance and operations costs.
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: Parks Board discussion November 13, 2017
Parks Board Work Session November 28, 2017
Parks Board recommendation December 11, 2017
City Council consideration December 19, 2017
Legal Review: The Agreement is the standard agreement previously
reviewed by the City Attorney and approved by City Council.
Alternatives: Alternatives include:
■ Recommendation to approve FUA as presented
■ Recommendation to approve FUA with input as
desired
■ Recommendation not to approve FUA
Attachments: Proposed FUA with Southlake Girls Lacrosse Association
Staff
Recommendation: Park Board recommendation to City Council to approve the
proposed Facilities Utilization Agreement with Southlake
Girls Lacrosse Association
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
CITY OF SOUTHLAKE
PARKS FACILITIES UTILIZATION AGREEMENT
THE STATE OF TEXAS §
COUNTY OF TARRANT §
The parties to this Agreement are the City of Southlake, Texas, herein called "CITY,"
and the Southlake Girls Lacrosse Association, herein called "ASSOCIATION."
WHEREAS, the CITY owns, operates, and maintains certain athletic facilities for
the recreation, use, benefit, and enjoyment of its residents and the general public; and
WHEREAS, the ASSOCIATION desires to lease (or utilize) the CITY'S athletic
facilities to provide a youth lacrosse program in accordance with the terms and
conditions of this Agreement,
NOW, THEREFORE, IN CONSIDERATION of the covenants and agreements
hereinafter contained and subject to the terms and conditions hereinafter stated, the
parties hereto do mutually agree as follows:
SECTION 1
SCOPE OF SERVICES
A. The ASSOCIATION agrees to provide a recreational youth girls lacrosse
program for that adheres to the City of Southlake's organization values outlined
in Section 9 of the Agreement.
B. The CITY agrees to allocate the required number of fields to meet the
Association's program needs for 2018. Specific field allocations will be made in
accordance with the City of Southlake Policy for the Provision of Athletic
Facilities, which is made a part of this Agreement by reference and identified
herein as Exhibit A.
SECTION 2
TERMS OF AGREEMENT
1. This Agreement will be effective on the date signed by the CITY'S Mayor.
2. The term of this Agreement shall be from January 1, 2018 through December
31, 2018.
4A-3
3. Girls Lacrosse shall consist of the following seasons:
• Spring (typically February — May)
• Fall (typically August - November)
The beginning of a season is the first day the ASSOCIATION utilizes the field(s)
for coach look, tryouts, scrimmages, pre -season games, games, clinics, camps,
etc., for that corresponding season. The end of a season is the last day the
ASSOCIATION utilizes the field(s), as described above, for that corresponding
season.
4. If the ASSOCIATION desires additional facility usage outside of the above listed
seasons it must rent the fields from the CITY at the City Council approved field
rental rates.
5. Fields not being utilized by the ASSOCIATION or the CITY will be made
available for public use as per the Policy for the Provision of Athletic Facilities
(Exhibit A). The CITY will work with the ASSOCIATION to identify any available
fields.
6. Minor, functional and operational amendments to this Agreement must be
approved by the Director of Community Services. Except as otherwise authorized
herein, any other substantive amendments to this Agreement must be approved
in writing by the City Council following a recommendation by the Parks and
Recreation Board.
SECTION 3
USE OF PREMISES
The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any
property of the CITY. Only the CITY may rent CITY property. All inquiries into field
rentals and tournaments should be directed to the CITY; specifically, the Department of
Community Services, at (817) 748-8019. Due to the necessity of inter -league play in
order to complete some leagues, the ASSOCIATION shall assure that an
ASSOCIATION team is scheduled for each game played on a CITY field.
The ASSOCIATION shall not engage in any business on premises or do anything in
connection therewith which shall be in violation of this Agreement, any existing state or
federal law, or CITY ordinance, or use the same in such manner as to constitute a
nuisance.
umm
The concession stand at North Park shall be used in accordance with Exhibit B.
SECTION 4
FIELD MAINTENANCE FEES
The ASSOCIATION agrees to pay the CITY a resident field maintenance fee of
$12.00 per resident player per season, and a non-resident field maintenance fee of
$17.00 per non-resident player per season within two (2) weeks after the last
regular season game to help off -set the costs for lighting and maintaining the fields in
playing condition. The fee must be paid for all players utilizing CITY fields regardless of
the level or division of play.
SECTION 5
INSURANCE
The ASSOCIATION, at its own expense, shall obtain and keep in force during the term
of this Agreement public liability insurance as will protect the ASSOCIATION and the
CITY from all claims for damages to property and persons, and such insurance policy
shall name the City of Southlake as an additional insured, in an amount of at least one
million dollars ($1,000,000) with such policy designed to cover the cost of defense and
liability for injuries suffered by spectators and competitors in the organized athletic
activity. The insurance shall protect the CITY from and against all liability for claims
arising out of or in connection with the ASSOCIATION's use and occupation of the
premises, and shall provide that such policy cannot be cancelled or terminated without
thirty days prior written notice to the CITY. All insurance shall be issued by a company
or companies of sound and adequate financial responsibility and authorized to do
business in Texas, acceptable to the CITY.
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage For Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage.
4A - 5
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake for their adequacy as to content, protection, and named
insurance company. The ASSOCIATION shall furnish to the CITY certificates of such
insurance within (10) ten days of the execution of this Agreement or prior to the
commencement of any activities by the ASSOCIATION at the City of Southlake
Park Facilities, whichever event occurs first. The ASSOCIATION understands and
agrees that it has the sole responsibility to provide this information and that failure to
timely comply with the requirements under the Article shall be cause for termination of
this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to the CITY
under any third party liability policy.
The ASSOCIATION further agrees that with respect to the above required insurance,
the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
SECTION 6
INDEMNIFICATION
THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN
ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT
PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN
MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT
THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT
CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED
DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL
INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING
BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS
DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE
ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE
ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES
OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE
ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE
ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION
TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE
DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION
SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION
OF THE FACILITY.
THE ASSOCIATION AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS
THE CITY OF SOUTHLAKE, ITS AGENTS, OFFICIALS AND EMPLOYEES FROM
ANY AND ALL CLAIMS FOR BODILY INJURY, ILLNESS, DEATH, ECONOMIC
LOSS, PERSONAL INJURY, OR PROPERTY DAMAGE ARISING OUT OF THE
ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING
BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF OR ALLEGED TO ARISE OUT
OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION
OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANY GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN SECTION 5 OF THIS AGREEMENT. TO THE EXTENT
THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE
THIS AGREEMENT, THE REMEDIES AVAILABLE TO ASSOCIATION TO ENFORCE
THIS AGREEMENT ARE LIMITED TO MANDAMUS OR SPECIFIC PERFORMANCE.
ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES AND RECOVERY OF
ATTORNEY'S FEES ARE SPECIFICALLY WAIVED BY BOTH PARTIES.
SECTION 7
MISCELLANEOUS EXHIBITS
It is especially provided and agreed by and between the ASSOCIATION and the CITY
that the exhibits referenced herein or attached hereto are incorporated into this
Agreement as if set out in their entirety said exhibits being:
1. Exhibit "A" — Policy for the Provision of Athletic Facilities
2. Exhibit "B" — Concession Stand Agreement
SECTION 8
TERMINATION OF AGREEMENT
1. CITY or ASSOCIATION shall notify the other party in writing of a breach of
any term of this Agreement and allow ten (10) days to cure the breach. If the breach is
not cured after the expiration of ten (10) days, then the non -breaching party may
terminate this Agreement upon the expiration of 30 days from the date of the original
written notice of breach without further notification to the breaching party.
2. In addition to any other provision or remedy of this Agreement, the CITY may
keep a record of violations of any term of this Agreement, the City of Southlake Values,
or any of the associated Exhibits. The failure of the City to notify ASSOCIATION of any
such violation(s) shall not be deemed a waiver of any other right or remedy of the CITY.
In case of three or more violations, the CITY'S Department of Community Services may
schedule a meeting with ASSOCIATION to review the violations and determine whether
4A-7
or not the violations are curable. If the violations cannot be cured, then this Agreement
may be terminated after the expiration of the then current season.
SECTION 9
CITY OF SOUTHLAKE VALUES
The City of Southlake has adopted values that are the fundamental principles that guide
how members of the CITY conduct themselves in pursuit of the mission and vision. All
business conducted with the CITY shall adhere to the CITY's organizational values as
described below:
• Integrity: Being worthy of the public's trust in all things. We deal honestly and
respectfully with each other and the public at all times.
• Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in
service delivery.
• Accountability: Taking personal responsibility for our actions or inaction while
putting the interests of the taxpayer first.
• Commitment to Excellence: Behaving responsively in our delivery of service to
the public. Our work is characterized by its quality and by the diligence with
which it is carried out. We proactively seek to solve problems in advance.
• Teamwork: Recognizing the importance of working together to meet our citizen's
needs, communicating clearly, sharing resources and information freely.
The values set forth in Section 9 are goals to which CITY officials, staff and employees
are expected to adhere to in activities concerning this Agreement. The failure to adhere
to, comply with, or take action consistent with these values should be reported to an
appropriate CITY official, staff member, or employee, and such action or failure to act
shall not be considered a material breach of this Agreement, but may be taken into
consideration by the CITY as provided in Section 8, Paragraph 2.
SECTION 10
SUCCESSORS AND ASSIGNS
CITY and ASSOCIATION each binds itself and its successors, executors, administrator
and assigns to the other party of this Agreement and to the successor, executors,
administrators and assigns of such other party in respect to all covenants of this
Agreement. Neither CITY nor ASSOCIATION shall assign or transfer its interest herein
without the prior written consent of the other.
SECTION 11
APPLICABLE LAW
This Agreement is entered into subject to the Charter and ordinances of CITY as they
may be amended from time to time, and is subject to and is to be construed, governed
and enforced under all applicable State of Texas and Federal laws. ASSOCIATION will
make any and all reports required per Federal, State or local law including, but not
limited to, proper reporting to the Internal Revenue Service, as required in accordance
with ASSOCIATION'S income. Situs of this Agreement is agreed to be Tarrant County,
Texas, for all purposes including performance and execution.
SECTION 12
SEVERABILITY
If any of the terms, provisions, covenants, conditions or any other part of this Agreement
are held for any reason to be invalid, void or unenforceable, the remainder of the terms,
provisions, covenants, conditions or any other part of this Agreement shall remain in full
force and effect and shall in no way be affected, impaired or invalidated.
SECTION 13
REMEDIES
No right or remedy granted herein or reserved to the parties is exclusive of any other
right or remedy herein by law or equity provided or permitted, but each shall be
cumulative of every other right or remedy given hereunder.
SECTION 14
ENTIRE AGREEMENT
This Agreement and the Exhibits embody the complete agreement of the parties hereto,
superseding all oral or written previous and contemporaneous agreements between the
parties relating to matters herein, and except as otherwise provided herein, cannot be
modified without written agreement of the parties.
SECTION 15
NON -WAIVER
It is further agreed that one (1) or more instances of forbearance by CITY in the
exercise of its rights herein shall in no way constitute a waiver thereof. No covenant or
condition of this Agreement may be waived without consent of the parties. Forbearance
or indulgence by either party shall not constitute a waiver of any covenant or condition
to be performed pursuant to this Agreement.
SECTION 16
HEADINGS
The headings of this Agreement are for the convenience of reference only and shall not
affect in any manner any of the terms and conditions hereof.
SECTION 17
VENUE
The parties to this Agreement agree and covenant that this Agreement will be
enforceable in the City of Southlake, Texas; and that if legal action is necessary to
enforce this Agreement, exclusive venue will lie in Tarrant County, Texas.
SECTION 18
NO THIRD PARTY BENEFICIARY
For purposes of this Agreement, including its intended operation and effect, the parties
(CITY and ASSOCIATION) specifically agree that: (1) the Agreement only affects
matters/disputes between the parties to this Agreement, and is in no way intended by
the parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with CITY or
ASSOCIATION or both; and (2) the terms of this Agreement are not intended to release,
either by contract or operation of law, any third person or entity from obligations owing
by them to either CITY or ASSOCIATION.
SECTION 19
GOVERNMENTAL IMMUNITY
ASSOCIATION understands and agrees that CITY is a Texas home -rule municipality
and that by entering into this Agreement, the CITY is performing a governmental
4A - 10
function. No term or condition of the Agreement shall be construed or interpreted as a
waiver, express or implied, of any of the governmental or soverign immunities, rights,
benefits, or protections of CITY.
This Agreement is made and entered into on the day of ,
City Secretary
Approved as to form
City Attorney
by:
CITY OF SOUTHLAKE
Mayor
City of Southlake
President
Southlake Girls Lacrosse Association
4A - 11
EXHIBIT
City of Southlake
Policies and Procedures
Policy: Policy for the Provision of Athletic Facilities
Source: City Council
Category: Community Services Department
Guiding Principles
The City of Southlake provides municipal services that support
residents, businesses, and visitors. We do this by be'
efficiency, fiscal responsibility, transparency, and sustaina.
We do this by adhering to th
Infrastructure, Mobility, Quality
Management & Service Delivery.
igh ity of life for our
(e a odel of balancing
e City's Stratennership
uses on Safety & Security,
Development,V nteerism, and Performance
The Southlake City Council has adopo this Poli e Provision of Athletic Facilities to
ensure the most appropriate allocati2fff the City owned athletic facility assets.
The policy will guide the
those at The Marq Southl
The Department
Park and Re
per this p '
Financi ewan
rovision of the City's athletic facilities (excluding
1p Tennis Center).
e`Fvices is charged with overseeing all aspects of the City's
115, inc ding the management and allocation of all athletic facilities as
are Serving Our Customers, Managing the Business and Providing
ese City owned assets.
has developed the following objectives to guide its business operations related
,nt of the park and recreation system.
'safe and secure parks and recreation system for customers
and maintain outstanding parks, community facilities & public spaces
meaningful opportunities for volunteer involvement
• Deliver exceptional customer service
• Promote lifelong learning & active lifestyles through high quality facilities, programs & events
• Enhance customer engagement by providing strategic messaging for community facilities,
programs & events
• Collaborate with select partners to implement service solutions
• Partner with community stakeholders to identify & implement needs of the community
• Enhance resident quality of life & business vitality through tourism
• Enhance service delivery through process development and continual process improvement
• Provide high value services through efficient management of resources
• Provide and maintain high quality parks and community facilities within budget
4A - 12
EXHIBIT
Ensure the cost effective and efficient investment of taxpayer dollars on infrastructure
Improve quality of life through progressive implementation of Southlake's Comprehensive
Plan recommendations.
Athletic Field Allocations
The City's goal is to provide outstanding athletic fields, which meet the Southla standard, for
the uses detailed below in priority order:
1. Recreational level league games, practices and league tournaments the City and
approved athletic associations, where the teams are primarily made upNy,
outhlake
residents (Seasonal field allocations will be prioritized base on the primason for
each sport — see below)
2. Non -organized field/court usage (i.e., open play) on a -coV
ed basis by
Southlake residents (on fields that are not locked or closed for 'nt
3. Higher level (i.e., select level) league games and p of ty, approved
athletic associations and the CISD, once the needs at level are met. Priority
will be given to higher level teams primarily Oahlake residents over teams that
are not (Seasonal field allocations will be Ma
the primary season for each
sport)
4. Field/court rentals by Southlake residents fersonal use (no organized team
use)
5. Field/court rentals by Southlake b essesfor infrequent use (such as for a
corporate or church event, fee b sports clinics, etc.)
6. Tournament play (see Tourna t tion below)
7. Field/court rentals by non uthlakel idents for exclusive personal use (no organized
team use)
8. Field/court rentals by -Sou ke businesses & non -profits for infrequent use (such as for
a corporate or church e e based sports clinics, etc.)
To ensure athletic fi ai ' ed to the Southlake standard, the City designates fields as
either Game Fields Pr fields. Game Fields are designated for City managed or
approved a as ion eague games and tournament play. Practice Fields are
designate or ity naged or approved athletic association league practices and
scrimm S.
locations will be prioritized based on the primary season (i.e., when sanctioned
il� played) for each sport. Primary seasons for each sport are as follows:
Baseball, City Flag Football,
er Softball
Baseball, City Flag Football,
Lacrosse, Soccer and Softball
Football, Soccer and Softball
The City reserves the right to allocate the usage of all City owned fields for City programs and
for approved athletic association programs as deemed appropriate by the Director of
Community Services. The City will have priority for any City event.
The City does not allocate, nor rent athletic fields or athletic courts for organized team use;
unless the team is officially registered in either a City managed athletic program or an approved
athletic association program.
4A - 13 2
EXHIBIT
In addition to the game fields the City allocates for approved athletic association league games,
the City also allocates the required number of practice fields to meet the athletic association's
program needs for practices each season.
The athletic association may distribute the total hours of practice space allocated as they see fit
to meet the needs of their program (i.e., the athletic association determines how many hours per
week their participants practice, not the City).
To maximize the use of each athletic facility, the total hours of practice sp4alld is based
on the number of teams registered per season the previous year. n may be
adjusted to accommodate any increase or decrease in league partice current
season.
To develop the total number of practices hours allocated, the
requirements of the approved athletic associations as a guic
formula to calculate the total hours of practice space allocated
The formula is consistent with the National Standards for
National Alliance for Youth Sports organization. Three (3)
week for youth (10 &under), and six (6) hours onek,
Ncpschool aged (11 & up). The City will allocate a
number of hours of practice space per team, pcl
related to inclement weather.
The City will make the allocations no I
each season. The allocations will beA
The athletic association will o
days and times allocated. A
Athletic facilities may only I
days and times for s&n p
i utilizing the recent field
halWveloO the following
ch tion seasonally.
p as ommended by the
space, per team, per
per team, per week for middle
�Qf practice space, beyond the
t for potential field closures
than thirt7IIIIIIII111111111pRays prior to the start of practices for
fic to the park, complex, field, day and time.
s to the specific fields allocated and only on the
by the approved athletic associations during the following
and games.
DAY
IL B WININ,
END
Sunda
OP
10:OOPM
Mon — T
-OOPM
10:OOPM
Frida
OPM
11:OOPM
Saturd
Saturld
:OOAM
11:OOPM
at North Park shall cease by 9:OOPM daily (Sunday — Saturday)
ion is responsible for turning off all field lights when no longer in use each
t field lights to automatically turn off thirty (30) minutes after each day's end
IV. Communication
In working with the City's approved athletic association programs, the Department of
Community Services shall:
• Provide board member orientation on an annual basis for all athletic association board
members/representatives
4A - 14 3
EXHIBIT
V
Meet with key athletic association board members/representatives at least one month prior
to each season to discuss the details and logistics for the upcoming season
Meet with key athletic association board members/representatives as needed throughout
the year
Provide, manage and monitor the City's athleticfields(a)-ci.south lake.tx.us email for all
communications related to field scheduling
In working with the City, the City's approved athletic association programs shall:
• Designate one (1) person as the association's field manager that will serve a e one (1)
point of contact for all day-to-day communications related to 'eld usage, sche ling and
maintenance requests
• Submit season start and end dates no less than one (1) mo rio the inning of each
season to the City via email athleticfields(@_ci.southlake.tx.us
• Submit a complete schedule for practices/scrimmag el umber, age group,
dates, times) no less than one (1) week prior to the b in season to the City via
email athleticfields(a-)-ci.south lake.tx.us in theOhani)
• Submit requests to reschedule games no le
City via email athleticfields ci.southlake.tmust be approved by the City). Requests nr
be honored
by the City
iness day in advance to the
requests to reschedule games
to one (1) business day will not
• Submit requests to rescheduleX that require a reconfiguration/restriping of fields at
least three (3) businesys in advance to the City via email
Schedule all necessary
Musco Control -Link pas
Submit the names, ads
board members no less
Submit field ma' n
gender, residen 13192d in (Recreational or Select), and all other information
requested to com t a I report no less than two (2) weeks after the season
The at sso ion president or board representative shall attend one Parks &
)n B rd m ting annually for the purpose of making a presentation addressing the
I ociation and to discuss any other items related to the program
tenance
g and preparing fields for play, the City shall:
s field lig or practices/scrimmages and games by using the
rd a field
t e field manager
ss a -mail addresses and phone numbers of all officers and
t wo (2) weeks after election or appointment
,e fe ayment with rosters of all participants including name, age,
• EnWre all parks and athletic facilities are safe, available and ready for play based on the
approved schedules submitted by the associations
• Provide & maintain all area and athletic field/court lighting systems
• Maintain the restrooms in a safe and sanitary condition
• Be responsible for the operation and maintenance of the irrigation system
• Provide electrical power for the operation of the scoreboards
• Maintain/repair the scoreboards
• Perform all turf maintenance
o Mowing
o Fertilization
4A - 15
0
EXHIBIT
VI
o weed control/herbicide spraying
■ may require up to 24 hours field closure
■ City will give a 48 hour notice
■ City will not close a field with a scheduled game
• Prepare game fields for games Monday through Friday; including painting/chalking all field
lines, as necessary for regularly scheduled and properly rescheduled games. (Note: Fields
will not be prepared for any game(s) that are not on the City approved schedule.)
• Provide contract porter services on weekends. The porter service schedul will be set as
deemed appropriate by the Parks Manager or designee. The porter service I be limited to
cleaning restrooms and the removal of full trash bags from the trash receptacl as needed.
• Provide litter collection
• Perform all clay and turf maintenance to include adding clay, clay renovation, d cutting
infield arcs and base paths
• Provide clay, sand, soil, etc. to be used in leveling or bac filli ow areas when deemed
necessary
• Maintain all back -stops, fences, gates, dugouts and blea s i afe and secure
condition
• Provide and install field equipment (bases, pitching rub , go )
Authorized users shall:
• Be responsible for daily policing of all litter dr&e facilit o include playing areas, dugouts,
fences, backstops, bleachers, conce ion stan cent grounds
• Place all litter in the bins, cans, receptacles provided by the City. Note: If within the
City's judgment, the authorized oes not comply with litter collection, a notification letter
will be issued by the City r esti mediate compliance. Further non-compliance will
result in a fee of $35.00 p our/per s ember for litter clean up
• Be prohibited from pert ing mainte nce to any City property
• Secure the facility whe v lock storage rooms, lock concession stands, secure
scoreboard controllers, to I field gates and building doors, turn off all field lights, interior
building lights, aeon Ii
• Be appropriately ine ' "staff on the use of any field prep supplies and hand
equipme e a ation desires to prep fields more frequently than what is provided by
the C
letic fieW wiTl be closed to allow for the ongoing maintenance required to provide athletic
Js that aet the Southlake standard.
• ARWIetic 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 The City will attempt to rotate fields and split maintenance on fields in an effort to keep
half of the fields open for practices
o Maintenance during this period includes:
■ Mowing/Verti-cutting as necessary (if heavy buildup of thatch)
■ Aeration / Top dressing / Fertilization of fields
■ 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)
4A - 16 5
EXHIBIT
■ 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
o Depending on the weather, the City will make every possible effort to work with
authorized users to schedule the overseeding around game schedules
Athletic fields may also be closed due to inclement weather and/or safety k
s. Field
closures due to inclement weather may be necessary if it is raining at game/prame, if the
fields/courts are too wet, and/or in the interest of participant safety and/ n of good
playing surfaces. The procedures for inclement weather field closures are as fo
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 (8 -80 PM
o The website www.teamsideline.com/southiake is y through Friday by
4:OOPM
o The Parks Manager or designee will ha e i re sibility for canceling games
with regards to field conditions for weekd games
o If the conditions are marginal, the fiel ' formatio may include a notice that such
conditions are subject to change with an u ed n cation by 4:OOPM
o After games have begun and i ment wea comes a factor, association officials
shall follow the same guideli s City staff for deciding cancellation or postponement
Weekends
o If a final decision for weekend is possible at 3:OOPM Friday, the Parks Manager
or designee famili ith athletic fields will monitor the weather and field conditions
throughout the week d make decisions on field closure as needed
o Inspect Athl ' Fields 7:OOAM on Saturday and Sunday (Note: Every effort will be
made to ens Ids 'nspected by 7:OOAM, however, due to the number of fields
it may take to r g on the specific situation)
o The field re Line (817) 748-8028 will also be updated by 8:OOAM for Saturday
an un ga (Note: The website is only updated Monday — Friday)
o tus f atur y & Sunday afternoon/evening games may be reevaluated at the
e ' arks Manager or designee at 11:OOAM and the field decision will be
rior to Noon that day
'on of the Parks Manager or designee shall be final
zes 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 provide athletic facilities for organizations
requesting to host a tournament in Southlake.
All tournament requests must be submitted to the City and shall only be authorized by the City
through its Tournament Facilities Utilization Agreement.
4A - 17
0
EXHIBIT
Tournament approvals are based on field availability, and will not interfere with previously
approved, scheduled City or approved athletic association program usage.
VIII. Concessions
IX
All food/beverage related concession operations are provided either by the approved athletic
association programs or by the City as per the City's Concessions Stand AgreemenA
Vendors
All potential vendors must be pre -approved by the City along with a list of merchandiRlWered. No
vendor will be allowed to sell any merchandise without the approval f the City and m of be in
competition with items sold by the concessionaire. Vendor fees a Vendor trailers will be
restricted to designated areas located within the parking lot.
Buildina Access & Vehicle Permits
The City will work with the association
vehicle permits to be issued.
The City will issue key fobs to authori
for access to concession stands and
The association may request
vehicle on City property. If ap
per vehicle basis. Misuse
cancellation of the permit
to deteohleti
r 'ate number of key fobs and
approvsociation program representatives
kae roo
.si Ln writing to utilize a golf cart or workman type utility
, a p it will be issued by the City to the association on a
vehicle.3',W determined by the City, may result in the
Df the association to use these vehicles.
The association ma equest jWission in writing to allow specific association representatives
to drive their autom . o th94Wplex on the pedestrian pathways. The permit will only be
issued by the City to so I presentatives responsible for the delivery of concession and
building sup to th cessi n/restroom/storage facilities. The permit allows for the drop-off
and pick- ces nand building supplies. At no time, may an automobile be parked
inside t comp as t e areas are reserved for pedestrians only. All automobiles must be
parked i e . The association must contact the Department of Community Services
for mi .eolators may be ticketed by Southlake Police.
htin Pr iction System
The has implemented the THOR GUARD Lightning Prediction System in its
Lightning is a severe hazard that must be viewed seriously. Everyone should seek shelter any
time they believe lightning threatens them, even if a signal has NOT been sounded.
You will be warned by our THOR GUARD lightning prediction system, which sounds ONE 15
second blast of the horn signaling suspension of ALL activities, the strobe light will begin flashing
and remain flashing until safe conditions return. You should seek immediate shelter.
Activities may resume after THREE 5 second blasts of the horn are sounded and the strobe light
4A - 18 7
EXHIBIT
stops flashing.
XII. Park Regulations
The following regulations and restrictions are prescribed for the use of City parks:
(1) Alcoholic beverages prohibited. It shall be unlawful for any person possess or
consume any alcoholic beverage in any City park.
(2) Riding, driving or walking horses in any City park. Except on de rse trails, it
shall be unlawful for any person to walk, drive or ride a horse or horses ' any City
park.
(3) Riding or driving off -road motorized vehicles in City an4rk.ept o esignated off -
road trails, it shall be unlawful for any person to drive- d vehicle within
any City park. For the purposes of this section, a i motorized vehicle
designed and equipped for use off any paved roaefinition to specifically
include off -road motor bikes, go-carts, and dig
(4) Vehicular traffic prohibited in certain ar
it shall be unlawful for any motor vehi
any portion of a City park other than L
such purposes.
(5) Time limitations on public.*'We\
unlawful for any persoroo use,
hours which the park ' osed.
Except i esirated overflow parking areas,
stand, sjjp, and park or cross onto or into
L[oadw or parking area so designated for
Except for a City sponsored event, it shall be
into or be within a City park during any posted
(6) Littering. Littering is prohibited in any City park. Littering shall include leaving
trash or othe items b rsons picnicking within a City park and not placing trash and
other items i riate h receptacles provided in such park.
(7) Firear rohi . It s II be unlawful for any person to carry on or about himself or to
dis r gu istol, rifle, or other firearm within any City park except that a person
filice d by state to carry a concealed handgun may carry a concealed handgun
c state law.
c skates, etc. It shall be unlawful for any person to ride a bicycle, scooter, skate
bo Nine skates, or roller skates on any tennis court or basketball court owned or
lea d by the City, or in any other public areas posted by the City.
(9) N
ing 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 parks. It shall be unlawful for any person to possess a
glass container in a City park.
(12) Defacing public property.
4A - 19 8
EXHIBIT
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, hich may be
obtained in designated fishing areas following the rules and regulations stablished by
the state.
(14)
Climbing, etc., prohibited. It shall be unlawful to clim
upon monuments, vases, fountains, walls, fences,
property not designated or customarily used for such p
Pollution of waters. It shall be unlawful to throw,
cause to be placed in the waters of any fountai�
water in or adjacent to any park or any tributary, .
into such waters any substance, matter, or
result in the pollution of said waters.
Boating and swimming. It shall be u
unless such area is designated for
Community Services may pee
programs and events.
Closing of game fiel
representative is aut
closed field for m 1
shall be unlawful f
designated a closE
Trespass ingNZsE
b any trees or wa an
raili s, vehicles, or
urpos�n any public park.
or sit
other
prerwise place or
, or other body of
�r, or drain flowing
which will or may
ffvade, boat, or canoe in any area
ovided, however, the Director of
rrence of such activities for special
ie 0
for of Community Services or his designated
assi ny game field owned or leased by the City as a
)r to protect the surface of the game field from damage. It
y employees to go upon a game field which has been
and has posted a sign indicating that "Field is closed.
could result in a $250.00 - $500.00 fine."
place or erect any structure,
y kind in a public park, and
, post, pole, or
driven into the
person shall attach to any tree, shrub, fence, railing, post, or structure within
a public park, any sign, bulletin board, or other advertising device of any kind.
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 possess, 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 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
4A-20 9
EXHIBIT
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.
XIII. City Ordinance
Leashing or chaining. It shall be unlawful for an owner to allow any animal to ru large and
not be restrained by means of a leash or chain of sufficient stren th and length to ntrol the
actions of such animal while on public property or on property othe n that of the owner of the
animal. (Note: Does not apply to Dog Park)
Use of fire pits are allowed in designated areas. Fires m roh d rely if a fire ban is
in effect.
Approval Date:
December 19, 2017
Approved by:
y Council
Recommended
Revisions Date:
December 11, 2017
Recommended by:
& Recrea Board
Original Approval Date:
June 21, 2016
Approved
City
Recommendation Date:
June 6, 2016
Reco ded by.
Parks & Recreation Board
Recommendation Date:
June 1, 2016
R men y.
City Council/Parks & Recreation Board Athletics Task Force
+1
4A-21 10
EXHIBIT "B"
CONCESSION STAND AGREEMENT
1. The ASSOCIATION shall share the use of the concession stand at North Park
with the CITY'S Flag Football Program, and the Southlake Carroll Lacrosse
Association for the duration of this Agreement.
2. The ASSOCIATION shall at all times during the duration of this Agreement work
jointly with the CITY to maintain a clean and organized concession stand, and
shall be responsible for all ASSOCIATION owned fixtures, appliances, and
equipment necessary for storage, preparation, and serving of food and drinks in
a clean, safe, sanitary manner commensurate with similar CITY facilities in
compliance with CITY, County and State statutes and ordinances and acceptable
to applicable agencies. The CITY shall be responsible for all maintenance and
repairs to the permanent physical structure of the building, such as electrical
wiring, plumbing, ice maker, freezers and refrigerators and other structural
components.
3. The ASSOCIATION and CITY shall jointly be subject to pass an annual
inspection by the Tarrant County Health Department. The ASSOCIATION and
CITY are also responsible for any Health Department Certificates.
4. The ASSOCIATION shall be required to police the area of all trash, garbage,
paper, boxes, cartons, cans, containers, litter, etc., generated by the concession
stand when in use by the ASSOCIATION. Adequate trash receptacles shall be
furnished by the CITY. If within the CITY's judgment, the ASSOCIATION does
not comply with litter collection when in use by the ASSOCIATION, a notification
letter will be issued by the CITY requesting immediate compliance. If the CITY
deems applicable, further non-compliance will result in a fee of $35.00 per
hour/per staff member for litter clean up.
5. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand
and storage room allocated to the ASSOCATION as deemed necessary by the
Director of Community Services.
6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and
cutting off all water and electricity inside the concession stand as dictated by the
weather.
7. The ASSOCIATION shall be responsible for keeping on only the essential
appliances during the season's non-use times. Only refrigerators, freezers and
ice machines may be left on at all times. Ice machines shall be unplugged and
water lines unhooked during the off-season.
8. The ASSOCIATION shall at all times during the duration of this Agreement be
4A-22
responsible for the sanitary conditions of the walls, ceilings, floors, cabinets,
doors, etc., on the inside of the concession stand following its use by the
ASSOCIATION.
9. The ASSOCIATION shall be responsible for all ASSOCIATION owned contents
of the concession stand. Securing any insurance for all ASSOCIATION owned
contents of the building is optional and will be the responsibility of the
ASSOCIATION.
10. The CITY reserves the right to utilize the concession stand during this
Agreement.
11. If facility is abandoned this Agreement is terminated.
4A-23
CITY OF �j ❑ I
SOU 1 J t L KE
MEMORANDUM
December 7, 2017
To: Parks and Recreation Board
From: Chris Tribble, Director of Community Services
Subject: Revision to Policy for the Provision of Athletic Facilities
Action
Requested: Parks Board recommendation on revision the Policy for the
Provision of Athletic Facilities.
Background
Information: The purpose of the Policy for the Provision of Athletic Facilities is to
ensure the most appropriate allocation of the City owned athletic
facility assets. The Policy guides the management and provision of
the City's athletic facilities, excluding those at The Marq Southlake
and the Southlake Tennis Center.
The current policy states that "seasonal field allocations will be
prioritized based on the primary season for each sport." However,
the policy does not define the primary season for each sport. Staff
recommends this revision to clearly define each sport's primary
season.
The proposed revision, as included in the attached Revised Policy,
reads as follows:
Seasonal field allocations will be prioritized based on the primary
season (i.e., when sanctioned league games are played) for each
sport. Primary seasons for each sport are as follows:
Spring Baseball, City Flag Football, Lacrosse, Soccer and
Softball
Summer Softball
Fall Baseball, City Flag Football, Football, Soccer and
Softball
City of Southlake Values:
Integrity ♦ Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks & Recreation Board
Meeting Date — December 11, 2017
Page 2 of 2
A copy of the proposed revised Policy for Provision of Athletic
Facilities is included in your packet.
Financial
Considerations: N/A
Strategic Link: This item is linked to the City's Strategy Map related the focus area
of Performance Management & Service Delivery and meets the
corporate objectives to Provide Attractive & Unique Spaces for
Enjoyment of Personal Interests, Enhance Service Delivery through
Continual Process Improvement and Provide High Quality Services
through Sustainable Business Practices.
Citizen Input/
Board Review: Discussions by the Parks & Recreation Board and the City
Council/Parks & Recreation Board Athletics Task Force, including
the associations' representatives
Parks and Recreation Board recommendation December 11, 2017
City Council consideration January 16, 2018
Legal Review: N/A
Alternatives: Alternatives include:
• Recommend approval of revised policy as presented
• Recommend approval of revised policy with input as desired
• Recommend not to approve revised policy
Supporting
Documents: Proposed Revised Policy for Provision of Athletic Facilities
Recommendation: Park Board recommendation to City Council to approve the Policy
for Provision of Athletic Facilities
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-2
City of Southlake
Policies and Procedures
Policy: Policy for the Provision of Athletic Facilities
Source: City Council
Category: Community Services Department
Guidina Principles
The City of Southlake provides municipal services that support the highest quality of life for our
residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
We do this by adhering to the City's Strategy Map which focuses on Safety & Security,
Infrastructure, Mobility, Quality Development, Partnerships & Volunteerism, and Performance
Management & Service Delivery.
The Southlake City Council has adopted this Policy for the Provision of Athletic Facilities to
ensure the most appropriate allocation of the City owned athletic facility assets.
The policy will guide the management and provision of the City's athletic facilities (excluding
those 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 this 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.
• Ensure a safe and secure parks and recreation system for customers
• Develop and maintain outstanding parks, community facilities & public spaces
• Provide meaningful opportunities for volunteer involvement
• Deliver exceptional customer service
• Promote lifelong learning & active lifestyles through high quality facilities, programs & events
• Enhance customer engagement by providing strategic messaging for community facilities,
programs & events
• Collaborate with select partners to implement service solutions
• Partner with community stakeholders to identify & implement needs of the community
• Enhance resident quality of life & business vitality through tourism
• Enhance service delivery through process development and continual process improvement
• Provide high value services through efficient management of resources
• Provide and maintain high quality parks and community facilities within budget
Ensure the cost effective and efficient investment of taxpayer dollars on infrastructure
Improve quality of life through progressive implementation of Southlake's Comprehensive
Plan recommendations.
III. Athletic Field Allocations
The City's goal is to provide outstanding athletic fields, which meet the Southlake standard, for
the uses detailed below in priority order:
1. Recreational level league games, practices and league tournaments offered by the City and
approved athletic associations, where the teams are primarily made up of Southlake
residents (Seasonal field allocations will be prioritized based on the primary season for
each sport — see below)
2. Non -organized field/court usage (i.e., open play) on a first -come, first -served basis by
Southlake residents (on fields that are not locked or closed for maintenance)
3. Higher level (i.e., select level) league games and practices offered by the City, approved
athletic associations and the CISD, once the needs at the recreational level are met. Priority
will be given to higher level teams primarily made up of Southlake residents over teams that
are not (Seasonal field allocations will be prioritized based on the primary season for each
sport)
4. Field/court rentals by Southlake residents for exclusive personal use (no organized team
use)
5. Field/court rentals by Southlake businesses & non -profits for infrequent use (such as for a
corporate or church event, fee based sports clinics, etc.)
6. Tournament play (see Tournament section below)
7. Field/court rentals by non-Southlake residents for exclusive personal use (no organized
team use)
8. Field/court rentals by non-Southlake businesses & non -profits for infrequent use (such as for
a corporate or church event, fee based sports clinics, etc.)
To ensure athletic fields are maintained to the Southlake standard, the City designates fields as
either Game Fields or Practice Fields. Game Fields are designated for City managed or
approved athletic association league games and tournament play. Practice Fields are
designated for City managed or approved athletic association league practices and
scrimmages.
Seasonal field allocations will be prioritized based on the primary season (i.e., when sanctioned
league games are played) for each sport. Primary seasons for each sport are as follows:
Spring Baseball, City Flag Football, Lacrosse, Soccer and Softball
Summer Softball
Fall Baseball, City Flag Football, Football, Soccer and Softball
The City reserves the right to allocate the usage of all City owned fields for City programs and
for approved athletic association programs as deemed appropriate by the Director of
Community Services. The City will have priority for any City event.
The City does not allocate, nor rent athletic fields or athletic courts for organized team use;
unless the team is officially registered in either a City managed athletic program or an approved
athletic association program.
4B - 4 2
In addition to the game fields the City allocates for approved athletic association league games,
the City also allocates the required number of practice fields to meet the athletic association's
program needs for practices each season.
The athletic association may distribute the total hours of practice space allocated as they see fit
to meet the needs of their program (i.e., the athletic association determines how many hours per
week their participants practice, not the City).
To maximize the use of each athletic facility, the total hours of practice space allocated is based
on the number of teams registered per season the previous year. The allocation may be
adjusted to accommodate any increase or decrease in league participation for the current
season.
To develop the total number of practices hours allocated, the City, in utilizing the recent field
requirements of the approved athletic associations as a guide, has developed the following
formula to calculate the total hours of practice space allocated to each association seasonally.
The formula is consistent with the National Standards for Youth Sports as recommended by the
National Alliance for Youth Sports organization. Three (3) hours of practice space, per team, per
week for youth (10 & under), and six (6) hours of practice space, per team, per week for middle
school aged (11 & up). The City will allocate an additional 10% of practice space, beyond the
number of hours of practice space per team, per week, to account for potential field closures
related to inclement weather.
The City will make the allocations no less than thirty (30) days prior to the start of practices for
each season. The allocations will be specific to the park, complex, field, day and time.
The athletic association will only have access to the specific fields allocated and only on the
days and times allocated.
Athletic facilities may only be used by the approved athletic associations during the following
days and times for season practices and games.
DAY
BEGIN
END
Sunda
12:OOPM
10:OOPM
Mon — Thurs
4:OOPM
10:OOPM
Friday
4:OOPM
11:OOPM
Saturday
8:OOAM
11:OOPM
Exception: Field use at North Park shall cease by 9:OOPM daily (Sunday — Saturday)
The athletic association is responsible for turning off all field lights when no longer in use each
day. The City will set field lights to automatically turn off thirty (30) minutes after each day's end
time.
IV. Communication
In working with the City's approved athletic association programs, the Department of
Community Services shall:
Provide board member orientation on an annual basis for all athletic association board
members/representatives
4B-5 3
Meet with key athletic association board members/representatives at least one month prior
to each season to discuss the details and logistics for the upcoming season
Meet with key athletic association board members/representatives as needed throughout
the year
Provide, manage and monitor the City's athleticfields(a)-ci.south lake.tx.us email for all
communications related to field scheduling
In working with the City, the City's approved athletic association programs shall:
• Designate one (1) person as the association's field manager that will serve as the one (1)
point of contact for all day-to-day communications related to field usage, scheduling and
maintenance requests
• Submit season start and end dates no less than one (1) month prior to the beginning of each
season to the City via email athleticfields(a_ci.south lake.tx.us
• Submit a complete schedule for practices/scrimmages and games (field number, age group,
dates, times) no less than one (1) week prior to the beginning of the season to the City via
email athleticfields(a-)-ci.south lake.tx.us in the format designated by the City
• Submit requests to reschedule games no less than one (1) business day in advance to the
City via email athleticfields(a_ci.south lake.tx.us (Note: All requests to reschedule games
must be approved by the City). Requests not received prior to one (1) business day will not
be honored
• Submit requests to reschedule games that require the reconfiguration/restriping of fields at
least three (3) business days in advance to the City via email
athleticfields(crbci.south lake.tx.us
• Schedule all necessary sports field lights for practices/scrimmages and games by using the
Musco Control -Link password assigned to the field manager
• Submit the names, addresses, e-mail addresses and phone numbers of all officers and
board members no less than two (2) weeks after election or appointment
• Submit field maintenance fee payment with rosters of all participants including name, age,
gender, residency, league played in (Recreational or Select), and all other information
requested to complete seasonal report no less than two (2) weeks after the season
• The athletic association president or board representative shall attend one Parks &
Recreation Board meeting annually for the purpose of making a presentation addressing the
state of the athletic association and to discuss any other items related to the program
V. Field Care & Maintenance
In maintaining and preparing fields for 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 associations
• Provide & maintain all area and athletic field/court lighting systems
• Maintain the restrooms in a safe and sanitary condition
• Be responsible for the operation and maintenance of the irrigation system
• Provide electrical power for the operation of the scoreboards
• Maintain/repair the scoreboards
• Perform all turf maintenance
o Mowing
o Fertilization
4B-6 4
o weed control/herbicide spraying
■ may require up to 24 hours field closure
■ City will give a 48 hour notice
■ City will not close a field with a scheduled game
• Prepare game fields for games Monday through Friday; including painting/chalking all field
lines, as necessary for regularly scheduled and properly rescheduled games. (Note: Fields
will not be prepared for any game(s) that are not on the City approved schedule.)
• Provide contract porter services 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.
• Provide litter collection
• 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.)
Authorized users 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 bins, cans, and receptacles provided by the City. Note: If within the
City's judgment, the authorized user does not comply with litter collection, a notification letter
will be issued by the City requesting immediate compliance. Further non-compliance will
result in a fee of $35.00 per hour/per staff member for litter clean up
• Be prohibited from performing any maintenance to any City property
• Secure the facility when leaving (lock storage rooms, lock concession stands, secure
scoreboard controllers, lock all field gates and building doors, turn off all field lights, interior
building lights, and pavilion lights)
• Be appropriately trained by City staff on the use of any field prep supplies and hand
equipment if the association desires to prep fields more frequently than what is provided by
the City
VI. 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 The City will attempt to rotate fields and split maintenance on fields in an effort to keep
half of the fields open for practices
o Maintenance during this period includes:
■ Mowing/Verti-cutting as necessary (if heavy buildup of thatch)
■ Aeration / Top dressing / Fertilization of fields
■ 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)
4B-7 5
■ 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
o Depending on the weather, the City will make every possible effort to work with
authorized users to schedule the overseeding around game schedules
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/practice 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/southiake 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 for weekday games
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, association officials
shall follow the same guidelines as City staff for deciding cancellation or postponement
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 The decision of the Parks Manager or designee shall be final
VII. Tournaments
The City realizes 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 provide athletic facilities for organizations
requesting to host a tournament in Southlake.
All tournament requests must be submitted to the City and shall only be authorized by the City
through its Tournament Facilities Utilization Agreement.
4B-8 6
Tournament approvals are based on field availability, and will not interfere with previously
approved, scheduled City or approved athletic association program usage.
VIII. Concessions
All food/beverage related concession operations are provided either by the approved athletic
association programs or by the City as per the City's Concessions Stand Agreement.
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. Buildina Access & Vehicle Permits
The City will work with the association to determine the appropriate number of key fobs and
vehicle permits to be issued.
The City will issue key fobs to authorized approved athletic association program representatives
for access to concession stands and storage rooms.
The association 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 association 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 association to use these vehicles.
The association may request permission in writing to allow specific association representatives
to drive their automobiles into the complex on the pedestrian pathways. The permit will only be
issued by the City to association representatives responsible for the delivery of concession and
building supplies to the concession/restroom/storage facilities. The permit allows for the drop-off
and pick-up of concession and building supplies. At no time, may an automobile be parked
inside the complex, as these areas are reserved for pedestrians only. All automobiles must be
parked in the parking lot. The association must contact the Department of Community Services
for a permit. Violators may be ticketed by Southlake Police.
XI. Liahtina Prediction Svstem
The City has implemented the THOR GUARD Lightning Prediction System in its
community parks.
Lightning is a severe hazard that must be viewed seriously. Everyone should seek shelter any
time they believe lightning threatens them, even if a signal has NOT been sounded.
You will be warned by our THOR GUARD lightning prediction system, which sounds ONE 15
second blast of the horn signaling suspension of ALL activities, the strobe light will begin flashing
and remain flashing until safe conditions return. You should seek immediate shelter.
Activities may resume after THREE 5 second blasts of the horn are sounded and the strobe light
4B-9 7
stops flashing.
XII. Park Regulations
The following regulations and restrictions are prescribed for the use of City parks:
(1) Alcoholic beverages prohibited. It shall be unlawful for any person to possess or
consume any alcoholic beverage in any City park.
(2) Riding, driving or walking horses in any City park. Except on designated horse trails, it
shall be unlawful for any person to walk, drive or ride a horse or horses within any City
park.
(3) Riding or driving off -road motorized vehicles in City any 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 motorized vehicle
designed and equipped for use off 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 overflow parking areas,
it shall be unlawful for any motor vehicle to stand, stop, and 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 parks. It shall be unlawful for any person to possess a
glass container in a City park.
(12) Defacing public property.
4B-10 8
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 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
cause 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 a sign indicating that "Field is closed.
Trespassing on a closed field could result in a $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, and no stakes may be driven into the
ground.
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 possess, 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 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
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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.
XIII. City Ordinance
Leashing or chaining. It shall be unlawful for an owner to allow any animal to run at large and
not be restrained by means of a leash or chain of sufficient strength and length to control the
actions of such animal while on public property or on property other than that of the owner of the
animal. (Note: Does not apply to Dog Park)
Use of fire pits are allowed in designated areas. Fires may be prohibited entirely if a fire ban is
in effect.
Approval Date:
December 19, 2017
Approved by:
City Council
Recommended
Revisions Date:
December 11, 2017
Recommended by:
Parks & Recreation Board
Original Approval Date:
June 21, 2016
Approved by.
City Council
Recommendation Date:
June 6, 2016
Recommended by.
Parks & Recreation Board
Recommendation Date:
June 1, 2016
Recommended by.
City Council/Parks & Recreation Board Athletics Task Force
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