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2022-09-12 Parks Board PacketCITY OF SOUTI-HLAKE MEMORANDUM September 6, 2022 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Agenda Item Comments for the Parks and Recreation Board Meeting — Monday, September 12, 2022 PLEASE NOTE: The meeting will be held on Monday, September 12, 2022 at The Marq Southlake Legends Hall Boardroom. Dinner will be provided at 5:30 p.m. Please advise staff if you are not able to attend this meeting (ctribble(a� ci. southlake. tx. us or 817. 748. 8021). Thank you. REGULAR AGENDA 1. Agenda Item 1. Call To Order 2. Agenda Item 2. Consent A. Approve minutes from the Parks and Recreation Board regular meeting held August 2, 2022. Please make any corrections to the minutes part of the motion for consideration. B. Approve minutes from the SPDC and Parks and Recreation Board Joint meeting held August 2, 2022. Please make any corrections to the minutes part of the motion for consideration. 3. Agenda Item 3. Public Forum This is the public's opportunity to address the Board about non -agenda items. During Public Forum, the Board will not discuss or take action on any item brought up at this time. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — September 12, 2022 Page 2 of 2 4. Agenda Item 4. Discussion A. Solar Soccer Club Request - The purpose of this item is to allow for discussion related to a request received from the Solar Soccer Club to utilize City -owned athletic fields and a potential long-term private/public partnership. Mr. Jason Mills, representing the club, will attend the meeting to present Solar's request and answer questions. For your review, an email from Mr. Mills detailing the request is included in your packet, along with the City's Policy for the Provision of Athletic Facilities. Please contact Director Tribble with questions prior to the meeting. B. Southlake Dragons Cricket Request - The purpose of this item is to allow for discussion related to a request received from the Southlake Cricket Academy to utilize City -owned athletic fields. Mr. Hetal Shah and Mr. Kush Rao, representing the organization, will attend the meeting to present their request and answer questions. For your review, email correspondence and a copy of an initial introductory presentation made to City staff is included in your packet. You may also refer the City's Policy for the Provision of Athletic Facilities included with Item 4A. Please contact Director Tribble with questions prior to the meeting. 5. Agenda Item 5. Adjournment As always, we appreciate your commitment and service to the City. A copy of the attendance report is included in your packet. Chris Tribble STAFF CONTACT INFORMATION: Telephone — (817) 748-8019 285 Shady Oaks Dr., Southlake, TX 76092 Chris Tribble, Director of Community Services, 817-748-8021, (ctribble ci.southlake.tx.us) Milenka Lopez, Assistant to the Director, 817-748-8963, (mlopez ci.southlake.tx.us) Marcy Haddadi, Administrative Secretary, 817-748-8184, (mhaddadit�ci.southlake.tx.us) City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARK AND RECREATION BOARD MEETING Monday, September 12, 2022 6:00 P.M. LOCATION: THE MARQ SOUTHLAKE Legends Hall — Boardroom 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 6:00 P.M. REGULAR AGENDA: 1. Call to Order 2. Consent A. Approve minutes from the Parks and Recreation Board regular meeting held August 2, 2022 B. Approve minutes from the SPDC and Parks and Recreation Board joint meeting held August 2, 2022 3. Public Forum 4. Discussion A. Solar Soccer Club Request B. Southlake Dragons Cricket Request 5. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake �,a Tg�xas, on Friday, September 9, 2022 by 6:00 p.m. pursuant to Chapter 551 of the Texas �fiWnt Code. Veronica Lomas, r ' rn = ;m` Deputy City Secref�r k If you plan to attend this puNc meeting Vd4aTe a disability that requires special needs, please advise the City Secretary 48 hours in addancert�:17.; .80' 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 MINUTES: AUGUST 2, 2022 LOCATION: SOUTHLAKE TOWN HALL V Floor Training Rooms B-D 1400 Main Street Southlake, Texas 76092 TIME: 5:30 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chair Frances Scharli and Vice Chair Paul Venesky; Board Members Magdalena Battles, Chad Bedwell, John Thomas, William Thornton and Stacy Driscoll PARKS AND RECREATION BOARD MEMBERS ABSENT: All Board Members present STAFF PRESENT: Director of Community Services Chris Tribble and Assistant to the Director Milenka Lopez REGULAR AGENDA 1. CALL TO ORDER Chair Frances Scharli called the regular Parks and Recreation Board meeting to order at 5:30 p.m. 2. CONSENT AGENDA 2A. APPROVE MINUTES FROM THE PARKS AND RECREATION BOARD MEETING HELD JUNE 13, 2022 The minutes of the June 13, 2022 Parks and Recreation Board meeting were approved with no changes or corrections. 2B. APPROVE ABSENCE OF PARKS AND RECREATION BOARD MEMBERS The absence of members Paul Venesky and Stacy Driscoll from the April 11, 2022 meeting and members Kevin Craddock and Stacy Driscoll from the June 13, 2022 meeting were excused. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 2A-1 Minutes of the August 2, 2022 Parks Board Meeting Page 2 of 5 APPROVED A motion was made to approve the Consent items, including the minutes of the regular Park Board meeting held June 13, 2022. Motion: Venesky Second: Bedwell Ayes: Battles, Bedwell, Scharli, Venesky Nays: None Abstain: Driscoll, Thomas, Thornton Vote: 4-0-3 Motion carried. 3. PUBLIC FORUM Chair Scharli opened Public Forum at 5:33 p.m. There being no one to address the Board, Chair Scharli closed Public Forum at 5:33 p.m. 4. CONSIDER 4A. ELECTION OF PARKS AND RECREATION BOARD VICE CHAIR AND SECRETARY Chairman Scharli presented Item 4A and requested nominations for the Board Vice Chair and Secretary position. The board nominated to re-elect Paul Venesky to serve as Vice Chair and to elect Chad Bedwell to serve as Secretary. APPROVED A motion was made to re-elect the current Vice Chair Paul Venesky and elect Chad Bedwell to serve as Secretary. Motion: Bedwell Second: Battles Ayes: Battles, Bedwell, Driscoll, Scharli, Thomas, Thornton, and Venesky Nays: None Abstain: None Vote: 7-0 Motion carried. 4B. RECOMMENDATION ON FISCAL YEAR 2023 PARKS AND RECREATION GENERAL FUND OPERATING BUDGET Director of Community Services Chris Tribble presented an overview of the proposed budget and initiatives for FY 2023 and was available to answer questions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 2A-2 Minutes of the August 2, 2022 Parks Board Meeting Page 3 of 5 APPROVED A motion was made to recommend approval of the Fiscal Year 2023 Parks and Recreation General Fund Operating Budget as presented. Motion: Venesky Second: Bedwell Ayes: Battles, Bedwell, Driscoll, Scharli, Nays: None Abstain: None Vote: 7-0 Motion carried. 5. DISCUSSION 5A. PARK AND RECREATION UPDATE Thomas, Thornton, and Venesky Director of Community Services Chris Tribble presented the park and recreation update and was available to answer questions. 513. PICKLEBALL COMPLEX UPDATE Director Tribble and Chair Scharli presented the pickleball complex update to the Park Board for discussion and was available to answer questions. 6. ADJOURNMENT Chair Frances Scharli adjourned the meeting at 6:13p.m. Frances Scharli, Chairman Parks & Recreation Board Chris Tribble, Director of Community Services An audio recording of this meeting may be available upon request from the Office of City Secretary. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 2A-3 CITY OF SOUTHLAKE SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS & RECREATION BOARD JOINT MEETING MINUTES AUGUST 2, 2022 LOCATION: Southlake Town Hall, 3R1 Floor Training Rooms, 1400 Main Street, Southlake, Texas SPDC MEMBERS PRESENT: Tamara McMillan, Lori Palmer, Secretary Frances Scharli, Amy Torres- Lepp, and Randy Williamson SPDC MEMBERS ABSENT: Vice President Ronell Smith and Kathy Talley PARKS BOARD MEMBERS PRESENT: Chair Frances Scharli, Vice Chairman Paul Venesky, and members Stacey Driscoll, Magdalena Battles, Chad Bedwell, John Thomas, and William Thornton STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of Community Services David Miller, Assistant to the Director of Community Services Milenka Lopez, Chief Financial Officer Sharen Jackson, and City Secretary Amy Shelley REGULAR AGENDA: 1. CALL TO ORDER Southlake Parks Development Corporation President Williamson called the SPDC meeting to order at 4:02pm. Parks Board Chair Scharli called the Parks & Recreation Board meeting to order at 4:02pm. 2. PUBLIC FORUM President Williamson opened the public forum at 4:05pm. There being no one wishing to speak, President Williamson closed the public forum at 4:05pm. 3. CONSENT 3A. APPROVAL OF THE MINUTES FROM THE JUNE 21, 2022, SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING (SPDC ACTION ONLY). President Williamson presented Item 3A, and there were no questions from the board. APPROVED BY SPDC A motion was made to approve the minutes from the June 21, 2022, Southlake Parks Development Corporation meeting. Motion: McMillan Second: Palmer Ayes: Palmer, McMillan, Williamson, Scharli, Torres-Lepp Abstain: None Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes — August 2, 2022 Page 1 of 3 Item 2B-1 Absent: Smith, Talley Approved: 5-0 4. DISCUSSION 4A. 5 5A 5B PROPOSED BIRD WATCHING PROJECT (SPDC AND PARKS BOARD DISCUSSION AND FEEDBACK) Director of Community Services Chris Tribble presented Item 4A and answered questions from the Board. Both SPDC and Parks Board members agreed that a bird watching area would be ideal and unique; however, other funding options may need to be considered. The utilization of other bird watching facilities will need to be evaluated. CONSIDERATION RECOMMENDATION ON THE PROPOSED FY 2023 SPDC OPERATING BUDGET. PUBLIC HEARING (SPDC ACTION ONLY). Director of Community Services Chris Tribble presented Item 5A and answered questions from the Board. President Williamson opened the public hearing at 4:46pm. There being no one wishing to speak, President Williamson closed the public hearing at 4:46pm. APPROVED BY SPDC A motion was made to approve Item 5A, recommendation on the proposed FY 2023 SPDC Operating Budget, as presented. Motion: McMillan Second: Torres-Lepp Ayes: Palmer, McMillan, Williamson, Scharli, Torres-Lepp Abstain: None Absent: Smith, Talley Approved: 5-0 RECOMMENDATION ON THE PROPOSED FY 2023-2027 SPDC CIP AND FY 2023 CAPITAL BUDGET (SPDC AND PARKS BOARD ACTION). Director of Community Services Chris Tribble presented Item 5B and answered questions from the Boards. President Williamson opened the public hearing at 4:53pm. There being no one wishing to speak, President Williamson closed the public hearing at 4:53pm. APPROVED BY SPDC AND PARKS BOARD A motion was made to approve Item 513, recommendation on the proposed FY 2023-2027 SPDC CIP and FY 2023 Capital Budget, as presented. Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes — August 2, 2022 Page 2 of 3 Item 26-2 SPDC VOTE: Motion: McMillan Second: Torres-Lepp Ayes: Palmer, McMillan, Williamson, Scharli, Torres-Lepp Abstain: None Absent: Smith, Talley Approved: 5-0 PARKS BOARD VOTE: Motion: Venesky Second: Bedwell Ayes: Battles, Bedwell, Thomas, Driscoll, Thornton, Scharli, Venesky Approved: 7-0 6. DISCUSSION 6A. SALES TAX REPORT Chief Financial Officer Sharen Jackson provided an overview of the sales tax report, and no action was required. 7. ADJOURNMENT Meeting was adjourned by President Williamson and Chair Scharli at 4:55pm. MINUTES APPROVED BY SPDC ON THIS, THE DAY OF , 2022. Randy Williamson, President Southlake Parks Development Corporation ATTEST: Amy Shelley, City Secretary Southlake Parks Development Corporation Liaison MINUTES APPROVED BY THE PARKS BOARD ON THIS, THE DAY OF , 2022. Frances Scharli, Chair Parks and Recreation Board Southlake Parks Development Corporation and Parks Board Joint Meeting Minutes — August 2, 2022 Page 3 of 3 Item 2B-3 CITY OF SOUTHLAKE MEMORANDUM September 8, 2022 TO: Park and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Solar Soccer Club Request Action Requested: Parks & Recreation Board review, discussion and feedback related to a request from the Solar Soccer Club for use of City - owned athletic fields and a long-term private/public partnership. Background Information: Staff has received a request from the Solar Soccer Club for use of athletic fields at North Park, Bob Jones Park, and/or the Southlake Sports Complex from September through November 2022. Email correspondence related to the request is attached and here is a link to the club's website https://www.solarsoccerclub.com/. In addition to their short-term request for use of the fields, the organization has also requested consideration of a potential long-term private/public partnership with the City, where Solar would help the City to improve or construct new facilities or fields that could be used by both the City and Solar for training space, games, and to host large-scale national tournaments with a resulting economic impact for Southlake. The attached Policy for the Provision of Athletic Facilities, adopted by the City Council, delineates how the use of all City - owned athletic fields is managed. In terms of their request for short-term use of fields, the policy clearly prohibits any allocation/rental of fields to an independent club/academy/organization, such as Solar: 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4A-1 Parks and Recreation Board Meeting Date — September 12, 2022 Page 2 of 2 Regarding Solar's suggestion of a long-term private/public partnership, a discussion with the Parks & Recreation Board is the first step in the City's consideration of such a partnership. Mr. Jason Mills, representing Solar, will attend the meeting to present the club's requests and answer any questions. Financial Considerations: N/A Strategic Link: A private/public partnership, such as what Solar has suggested, would link to the City's Strategy Map related to the Focus Areas of Partnerships & Volunteerism and Quality Infrastructure & Development, as well as the Corporate Objectives to Collaborate with select partners to implement service solutions and Enhance the sense of community by proactively creating opportunities for community partnerships, volunteer involvement, and citizen engagement. Citizen Input/ Board Review: Parks & Recreation Board discussion September 12, 2022 Legal Review: N/A Alternatives: Discussion and feedback to staff Attachments: Policy for the Provisions of Athletic Facilities Copy of email from Jason Mills, representing Solar Staff Recommendation: Parks & Recreation Board review and discussion City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4A-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 and operationally sustainable 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 Item 4A-3 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 With the ongoing development of the park system, the City Council has made it a priority to ensure a full range of athletic opportunities are available to Southlake citizens. The City directly manages several year-round athletic programs in-house, but also partners with local, volunteer managed athletic associations to offer several other year-round athletic programs. These partnerships are authorized by the City Council through a Parks Facility Utilization Agreement (FUA). An FUA is an agreement between the City and an athletic association that desires to lease the City's athletic facilities to provide an athletic program for the recreation, use, benefit, and enjoyment of Southlake residents and the general public. The City Council determines who the City will lease its athletic facilities to, and will make final decisions on the authorization and termination of all FUA's at their discretion. The following is a guideline and list of criteria developed by the City Council to assist them in making their determination when considering the eligibility of a potential FUA partner. • The City will authorize only one FUA per sport except in the case where there is a gender specific designation with the sport. • The program must prioritize Southlake residents. • The program must make recreational level play a priority. • Clubs, academies, select programs, independent teams, etc., will not be considered. • The program must be recognized by and affiliated with a regional, state or national sanctioning body organization. • The program must provide and maintain liability insurance coverage naming the City as additionally insured. • The program must prove and maintain 501 c3 status. • The program's board must be representative of all ages and genders. • The program's board must have procedures in place for handling program concerns. • The program's board must have an adequate method for selecting coaches and evaluating coaches background checks. • By signing the FUA, the program certifies that it meets these qualifications. 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) Item 4A-4 2 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 — see below) 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. 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 Item 4A-5 3 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 • 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.southlake.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(c�ci.southlake. tx.us Item 4A-6 4 • 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(aD-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(a)ci.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 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 Item 4A-7 5 • 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) ■ 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 Item 4A-8 6 o Make a decision based upon field condition or weather o List any closings on the City Field Closure Line (817) 748-8028 by 4:OOPM o The website www.teamsideline.com/southlake is updated Monday through Friday by 4:OOPM o The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions 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. 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. Item 4A-9 7 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. Lighting Prediction System The City has implemented the THOR GUARD Lightning Prediction System in its community parks. Lightning is a severe hazard that must be viewed seriously. 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 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 Item 4A-10 8 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. 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 Item 4A-11 9 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 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) Item 4A-12 10 Use of fire pits are allowed in designated areas. Fires may be prohibited entirely if a fire ban is in effect. Revised Date: March 6, 2018 Approved by. City Council 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 Item 4A-13 11 From: Jason Mills To: Chris Tribble Subject: RE: Solar Soccer Date: Tuesday, August 23, 2022 1:57:13 PM Chris, I wanted to send you an update on weekends we need fields for matches since we started to finalize our schedules and what I originally sent you is now out of date. We still have several weekends to fill so if it's possible the city can accommodate that would be great. Gamedays where ideally we'd have 2 fields, but 1 will work 9/11 9/17 9/18 9/24 9/25 1o/16 10/29 10/30 Gamedays where we need 3 fields 10/22 10/23 11/12 11/13 11/19 5/14 Thank you again for your time. Please let me know if there is anything you need from me regarding the Parks & Rec board possibly changing the policy regarding rentals. Thank you! Jason R. Mills I FREEMAN MILLS PC 682.316.1677 ,903,363.8944 Mobile From: Jason Mills Sent: Tuesday, August 2, 2022 10:53 AM To: Chris Tribble <ctribble@ci.southlake.tx.us> Subject: RE: Solar Soccer Chris, Good morning. I just wanted to follow up on this and see if you need anything else from me. Kind regards, Jason R. Mills I FREEMAN MILLS PC 682.316.1677 ,903,363.8944 Mobile From: Chris Tribble <ctribble(@ci.southlake.tx.us> Item 4A-14 Sent: Friday, July 1, 2022 1:59 PM To: Jason Mills <imills(@freemanmillspc.com> Subject: RE: Solar Soccer Thanks Jason. We'll take at look at this, I'll discuss with staff and our Park Board Chair, and get back with you. I'll also keep Councilmember Smith in the loop. Enjoy the holiday! Kind regards, Chris From: Jason Mills <jmills(@freemanmillspc.com> Sent: Thursday, June 30, 2022 4:55 PM To: Chris Tribble <ctribble(@ci.southlake.tx.us> Subject: Solar Soccer Chris, Thank you and Daniel so much for your time today, I really appreciate it. As we discussed, Solar's long-term goal is to develop a private/public partnership with the City of Southlake that we believe would be mutually beneficial. What that relationship would entail is completely up to the City. It could be as little as establishing a place to host our elite programming match weekends and could be as much as entering into a long-term relationship where Solar helps the City to improve or construct facilities and fields that could be used to host large-scale national tournaments with the resulting economic impact for the city's hotels, restaurants, and other businesses, which would be significant. We are open to whatever the City believes is in its best interest. Match Weekends Our immediate need is game fields for our match weekends. Below is our 2022-23 schedule for girls ECNL and ECRL. Four of these weekends will be teams coming in from out of town with the associated hotel stays on Friday and Saturday nights. The three fields at North Park would be perfect for these fixtures. We would need the fields all day on these dates. This does not have to be all or nothing. If the City can only accommodate a few of these dates then that is fine. Sep. 3 Sep. io-ii Oct. 3 Oct. 22-23 Nov. 19 Dec. io-ii Apr. 29-30 May. 13-14 outhlake Sports Complex Item 4A-15 Solar is interested in renting SSC if available for practice as is. We are also interested in partnering with the City on the planned improvements to that facility if that makes sense. As with SSC, we are interested in utilizing Bob Jones immediately to whatever extent it is available. Long term, we are interested in partnering with the City on improvements to the existing facilities or construction of new facilities. Again, we are open to whatever level of relationship the City is open to. Solar is ranked the nation's #1 girls and the #1 non-MLS boys soccer club in the nation. Southlake is one of the premier communities in the country. We believe Solar and Southlake are a natural fit. You are our first call and our first choice for this. I understand there are obstacles that we may need to overcome. I am glad to do whatever you need from me so that the City can make an informed decision. Thank you again for your time. Please let me know if you have any questions or need anything from me. Kind regards, Jason R. Mills I FREEMAN MILLS PC 115 W. 7th Street I Suite 1225 I Fort Worth, Texas 76102 682.316.1673 ,903,363.8944 Mobile 1682.316.1676 Fax www.freemanmills-pc.com This email may contain confidential and privileged information. If this is not intended for you, then please delete it immediately. Item 4A-16 CITY OF SOUTHLAKE MEMORANDUM September 8, 2022 TO: Park and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Southlake Dragons Cricket Request Action Requested: Parks & Recreation Board review, discussion and feedback related to a request from the Southlake Dragons Cricket organization for use of City -owned athletic fields through a Facilities Utilization Agreement (FUA), and a potential matching funds project to construct a cricket batting cage for training purposes. Background Information: Staff has received a request from the Southlake Dragons Cricket organization for use of athletic fields at Bob Jones Park through an approved FUA. Staff met with the group in July, and following the meeting recommended the next step be to have the group present their requests to the Parks & Recreation Board. Information provided to staff about the group is attached for your review. There is also interest on their part to construct a cricket batting cage through the City's SPDC Matching Funds Program. Approval of a matching funds project would first come to the board for consideration as an action item at a later meeting. Mr. Hetel Shah and Mr. Kush Rao, representing the group, will attend the meeting to present the group's requests and answer any questions. Financial Considerations: N/A Strategic Link: These requests would link to the City's Strategy Map related to the Focus Areas of Partnerships & Volunteerism and Quality Infrastructure & Development, as well as the Corporate Objectives to Collaborate with select partners to implement service solutions and Enhance the sense of community by proactively creating opportunities for City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4B-1 Parks and Recreation Board Meeting Date — September 12, 2022 Page 2 of 2 community partnerships, volunteer involvement, and citizen engagement. Citizen Input/ Board Review: Parks & Recreation Board discussion September 12, 2022 Legal Review: N/A Alternatives: Discussion and feedback to staff Attachments: Copy of presentation made to staff by the Southlake Dragons Cricket organization Staff Recommendation: Parks & Recreation Board review and discussion City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4B-2 Vision To provide a platform to the Cricket aspiring sports community in Southlake and near by cities Mission To become USA's premier cricket development center by providing state of the art infrastructure, introducing latest coaching methodologies and implementing high performance programs. Item 46-3 Developing the Youth Focus is on youth development, our mission is to promote youth by conducting a youth league. The Academy will conduct league matches for `Under 11', `Under 13', and `Under 16' age groups thus enabling the kids to maximize their exposure of playing competitive matches right through the year. Our academy will conduct a youth cricket league on outdoor turf wickets, the league will comprise of teams from Texas as well as from other parts of USA. Corporate Program The game of cricket is a stress buster especially for the corporate world and our aim is to organize a league for all cricket loving corporate employees in the DFW area to unwind, socialize and demonstrate their cricketing abilities to the Dallas cricket community. It is also a great time to network and create business partnerships while playing and build friendships along the way. Coaching Programs • 1 on 1 coaching: Take advantage of our 1:1 coaching session that are developed by experts in this field. Develop sound technical expertise and game flair through our tailor-made curriculum. • Group Coaching: Team/ Group coaching is an essential and integral part of any team sport. Our coaching programs promote teamwork, partnerships, cooperation, and selflessness. Group coaching is critical to practice the tactical side of a sport such as cricket. • Spring/Summer/Winter/Holiday Clinics: Our holiday coaching clinics provide junior cricketers (girl and boys), aged 8 and above, the opportunity to be involved in a professional coaching program. The program specifically focuses on the technical elements of batting, bowling, fielding, and wicket -keeping while also focusing on psychological aspects, captaincy, and team culture Item 4B-5 Training locations Southlake Cricket Ground will be used as the main training locations. Item 46-6 Park and Recreation Board Attendance Report 2022 Place Name 1110/22 2114/22 3/21/22 4111/22 5/9/22 6/13/22 7/11/22 8/2/22 9/12/22 10/10/22 11/14/22 12/12/22 Individual Attendance Rate Hrs To Date © .. o000000■0■��� ■Oeooaeoe■o■��� I �iMeeting Attendance Rate (includes ■ Monthly Attendance Rate 2022 1 80% d In attendance X Not in attendance, no substitute 1 Substitute in attendance _ Meeting Canceled Meeting Canceled due to no quorum in Representative