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2025-12-08 Park Board PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Parks and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Agenda Item Comments for the Parks & Recreation Board Meeting – Monday, December 08, 2025, at 6:00 P.M. ________________________________________________________________ NOTE: This meeting will be held in Legends Hall Board Room located within The Marq Southlake, 285 Shady Oaks Dr. Dinner will be available at 5:30 p.m. Please advise staff if you are not able to attend this meeting (djmiller@ci.southlake.tx.us or 817.748.8018). Thank you. REGULAR AGENDA 1.Agenda Item No. 1. Call to Order: 2.Agenda Item No. 2. Consent: A.Approve the minutes from the Parks and Recreation Board meeting held on November 10, 2025 – Please make any corrections to the minutes part of the motion for consideration. 3.Agenda Item No. 3. Public Forum: A.Public Forum is the public's opportunity to address the Boards about non-agenda items. During the Public Forum, board members will not discuss or take action on any item brought up at this time. 4.Agenda Item No. 4. Consider: A.Recommendation on a Facilities Utilization Agreement with Dragon Youth Football B.Recommendation on a Facilities Utilization Agreement with Grapevine Southlake Soccer Association C.Recommendation on a Facilities Utilization Agreement with Southlake Carroll Lacrosse Association Parks and Recreation Board Meeting Date – December 08, 2025, at 6:00 pm Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork D.Recommendation on a Facilities Utilization Agreement with Lady Dragon Lacrosse E.Recommendation on a Facilities Utilization Agreement with Dragon Youth Baseball F.Recommendation on a Facilities Utilization Agreement with Southlake Girls Softball Association G.Recommendation on a Facilities Utilization Agreement with Miracle League of Southlake- The purpose of these items is to allow the Board to review and make a recommendation on a Facilities Utilization Agreement (FUA) with Dragon Youth Football, Grapevine Southlake Soccer Association, Southlake Carroll Lacrosse Association, Lady Dragon Lacrosse, Dragon Youth Baseball, Southlake Girls Softball Association, and Miracle League of Southlake. The proposed FUAs are all 6-month terms, effective from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, we are proposing a renewal of each FUA for six months while the Recreation and Athletic Taskforce reviews all Facility Utilization Agreements and makes recommendations to corresponding policies and rates. A copy of each proposed FUA is included in your packet for consideration. The City Council will consider the proposed FUAs at their meeting on January 6, 2026. 5.Agenda Item No. 5. Discussion: A.Update on Volleyball Matching Funds Inquiry- Director Miller will provide an update on the Matching Funds Inquiry regarding the addition of Sand Volleyball court or courts within a city park. B.Recreation and Athletics Taskforce Update- Director Miller will provide a Recreation and Athletics Taskforce Update. This is a standing item on the agenda to allow staff to update the board on Recreation and Athletics Taskforce-related topics. No packet item. C.Parks & Recreation Update –Director Miller will provide a Parks & Recreation Department update regarding the Home for the Holidays event held on November 22, 2025. No packet item. 6.Agenda Item 6. Adjournment: Parks and Recreation Board Meeting Date – December 08, 2025, at 6:00 pm Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork As always, we appreciate your commitment and service to the City. If you have any questions regarding the agenda or materials, please feel free to contact me at (817) 748-8018. DJM STAFF CONTACT INFORMATION: David Miller, Director of Community Services (817) 748-8018 Fince Espinoza, Deputy Director of Community Services (817) 748-8925 Taygan McBurney, Administrative Assistant (817)-748- 8951 City of Southlake Values: Integrity Ƈ Innovation Ƈ Accountability Ƈ Commitment to Excellence Ƈ Teamwork PARKS AND RECREATION BOARD MEETING Monday, December 8th, 2025 6:00 P.M. LOCATION: City of Southlake, The Marq Legends Hall ± Board Room 285 Shady Oaks Dr. Southlake, Texas 76092 TIME: 6:00 P.M. REGULAR AGENDA: 1.Call to Order 2.Consent A.Approve minutes from the Parks & Recreation Board meeting held on November 10, 2025 3.Public Forum 7KLVLVWKH 3XEOLF¶VRSSRUWXQLW\ WR DGGUHVVWKH 3DUNDQG 5HFUHDWLRQ %RDUGDERXW QRQ- agenda items. During this proceeding, the Park and Recreation Board will not discuss, consider, or act on any item presented. We respectfully ask that anyone stepping forward to speak during the Public Forum please limit remarks to 3 minutes.) 4.Consideration A.Recommendation on a Facilities Utilization Agreement with Dragon Youth Football. B.Recommendation on a Facilities Utilization Agreement with Grapevine Southlake Soccer Association. C.Recommendation on a Facilities Utilization Agreement with Southlake Carroll Lacrosse Association. D.Recommendation on a Facilities Utilization Agreement with Lady Dragon Lacrosse. E.Recommendation on a Facilities Utilization Agreement with Dragon Youth Baseball F.Recommendation on a Facilities Utilization Agreement with Southlake Girls Softball Association G.Recommendation on a Facilities Utilization Agreement with Miracle League of Southlake 5.Discussion A.Update on Volleyball Matching Funds Inquiry Parks and Recreation Board Meeting Date ± December 8th, 2025 Page 2 of 2 City of Southlake Values: Integrity Ƈ Innovation Ƈ Accountability Ƈ Commitment to Excellence Ƈ Teamwork B.Recreation and Athletics Taskforce Update C.Parks and Recreation Update 6.Adjournment A quorum of the City Council, Board, Commission, or Committee may or may not be present at this meeting. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Tuesday, December 02, 2025, by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. Amy Shelley, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special accommodation, please advise the City Secretary 48 hours in advance at 817.748.8016. Reasonable accommodation will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork PARKS AND RECREATION BOARD MEETING MINUTES: NOVEMBER 10, 2025 LOCATION: THE MARQ SOUTHLAKE Legends Hall – Boardroom 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chair Magdalena Battles, Vice- Chair Paul Venesky, Secretary Deanna Kienast, and Board Members Patrick Mundlin, Joe Sansone, Renee Thomas, and Julie Beal PARKS AND RECREATION BOARD MEMBERS ABSENT: N/A STAFF PRESENT: Director of Community Services David Miller and Deputy Director Fince Espinoza REGULAR AGENDA 1.CALL TO ORDER Chair Magdalena Battles called the Parks and Recreation Board meeting to order at 6:00 p.m. 2.CONSENT AGENDA 2A. APPROVE MINUTES FROM THE PARKS AND RECREATION BOARD MEETING HELD ON OCTOBER 13, 2025 The minutes of the October 13, 2025, Parks and Recreation Board meeting were approved with no changes or corrections. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. APPROVED A motion was made to approve the Consent items, including the minutes of the Park Board meeting held on October 13, 2025. Motion: Venesky Item 2B Minutes of the November 10, 2025 Parks and Recreation Board Meeting Page 2 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Second: Mundlin Ayes: Sansone, Beal, Mundlin, Battles, Kienast, Thomas, Venesky Nays: None Abstain: None Vote: 7-0 Motion carried. 3.PUBLIC FORUM Chair Battles opened the Public Forum at 6:03 p.m. There being no one to speak, Chair Battles closed the Public Forum at 6:03 p.m. 4.EXECUTIVE SESSION A.Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076, 551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto and incorporated herein. Executive Session may be held, under these exceptions, at the end of the Regular Session or at any time during the meeting that a need arises for the Parks and Recreation Board to seek advice from the city attorney as to the posted subject matter of this Parks and Recreation Board Meeting. 1.Section 551.071: Consultation with city attorney. a.Seek advice of the city attorney regarding the Open Meetings Act and Social Media Considerations Direction to Staff: N/A 5.DISCUSSION 5A. NORTH PARK TURF PROJECT – FENCING IMPROVEMENTS DISCUSSION Director of Community Services, David Miller, provided an update on the fencing improvements for the North Park Turf Project. Parks and Recreation Board Members gave feedback on placing the fencing behind the bleachers. Direction to Staff: N/A 5B. RECREATION AND ATHLETICS TASKFORCE UPDATE Minutes of the November 10, 2025 Parks and Recreation Board Meeting Page 3 of 4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Director of Community Services, David Miller, provided an update on the Facility Utilization Agreements (FUA’s) and was available to answer questions. Direction to Staff: N/A 5C. PARKS AND RECREATION UPDATE Director of Community Services, David Miller, provided a Parks and Recreation update and was available to answer questions. Direction to Staff: N/A 5.ADJOURNMENT Chair Magdalena Battles adjourned the meeting at 7:18 p.m. Magdalena Battles, David Miller, Chair- Parks & Recreation Board Director of Community Services An audio recording of this meeting may be available upon request from the Office of City Secretary. ` 12/15/25 1 Joe Sansone 1 Joe Sansone 1 Joe Sansone 90%9.75 2025 90% 2 Kevin Klaas 2 Vacant 2 Julie Beal 100%1 3 Patrick Mundlin 3 Patrick Mundlin 3 Patrick Mundlin 81%8.82 4 Magdalena Battles 4 Magdalena Battles 4 Magdalena Battles 100%10.34 5 Deanna Kienast 5 Deanna Kienast 5 Deanna Kienast 90%8.59 6 Renee Thomas 6 Renee Thomas 6 Renee Thomas 100%10.34 7 Paul Venesky 7 Paul Venesky 7 Paul Venesky 90%8.92 8 86%71%100%86%83%57%100%100%In attendance Total Hrs Per Month 0.75 1.75 1.6 2.05 1.42 0.77 1 1 Not in attendance, no substitute Substitute in attendance Vacant position Meeting Canceled Meeting Canceled due to no quorum Change in Representative Park and Recreation Board 2025 Attendance Report Place Name 1/21/25 2/10/25 3/10/25 4/14/25 5/12/25 6/9/25 8/11/25 Hrs To Date Average Monthly Attendance Rate NamePlace Meeting Attendance Rate (includes substitutions) 7/7/25 9/8/25 10/13/25 11/10/25 Individual Attendan ce Rate Place Name City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Parks and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Dragon Youth Football (DYF) from January 01, 2026, to June 30, 2026. Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Dragon Youth Football from January 01, 2026, to June 30, 2026. The City coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with Dragon Youth Football (DYF) is an agreement to provide athletic fields for the football program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with DYF is attached for your consideration. The City Council will consider the proposed FUA at its meeting on January 06, 2026. Item 4A Park and Recreation Board Meeting Date – November 10, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The 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 Areas of Partnerships & Volunteerism and Performance Management & Service Delivery, and meets the Corporate Objective to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with DYF Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Dragon Youth Football (DYF) from January 01, 2026, to June 30, 2026. 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 Dragon Youth Football, 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 football 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 football program that adheres to the City of Southlake's organizational 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 the required six (6) months of the agreement in 2026. 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, 2026, through June 30, 2026. 3.Football shall consist of the following seasons: •Spring Season (typically February - May) Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 Proposed Facilities Utilization Agreement with DYF •Fall Season (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. 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 offset the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing CITY fields, regardless of Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 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 are 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. 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 contribute 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. Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 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 THE ASSOCIATION TO ENFORCE THIS AGREEMENT IS 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. Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 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 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 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 Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 which it is carried out. We proactively seek to solve problems in advance. •Teamwork: Recognizing the importance of working together to meet our citizens' needs, communicating clearly, and 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 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, administrators, 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. The 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. Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 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 the 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 the 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 Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________. ________________ CITY OF SOUTHLAKE Amy Shelley, TRMC City Secretary ________________ Shawn McCaskill Mayor, City of Southlake ________________ President Dragon Youth Football ________________ Approved as to form and legality City Attorney Docusign Envelope ID: 54E1F4B2-0A76-4524-8CC9-AFE4E2416920 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M November 04, 2025 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Grapevine Southlake Soccer Association (GSSA) from January 01, 2026, to June 30, 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Grapevine Southlake Soccer Association from January 01, 2026, to June 30, 2026 The city coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with Grapevine Southlake Soccer Association (GSSA) is an agreement to provide athletic fields for the soccer program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with GSSA is attached for your consideration. The City Council will consider the proposed FUA at their meeting on January 06, 2026. Item 4B Parks and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The Association will pay field maintenance fees of $12.00 per resident per season, to assist the city with offsetting a portion of the maintenance and operations costs. The Association will also pay field maintenance fees for 50% of non-Grapevine and non-Southlake residents at the approved $17.00 non- resident rate. Strategic Link: This item is linked to the City’s Strategy Map related to the Focus Areas of Partnerships & Volunteerism and Performance Management & Service Delivery and meets the Corporate Objective to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with GSSA Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Grapevine Southlake Soccer Association from January 01, 2026, to June 30, 2026 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 Grapevine Southlake Soccer 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 soccer 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 soccer program 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 the required six (6) months of the agreement in 2026. 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, 2026, through June 30, 2026. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 Proposed Facilities Utilization Agreement with GSSA 3.Soccer shall consist of the following seasons: a.Spring (typically February - May) b.Summer (typically June - July) c.Fall (typically August - November) *Summer Seasons practices and games are allowed based on the Park Maintenance schedule (per Park Manager) and not previous year registrations. The beginning of a season is the first day the ASSOCIATION utilizes the field(s) for coach look, tryouts, scrimmages, 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.The ASSOCIATION may have skills clinics scheduled, typically on Mondays, led by paid instructors during a corresponding season. Instructors shall be in GSSA-marked apparel. At no time shall the paid instructors be allowed to conduct any additional services or field usage for non-GSSA teams or players. 5.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. 6.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. 7.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. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 The concession stand at the Bob Jones Park Softball Fields 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 within two (2) weeks after the last regular season game to help offset the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all Southlake resident players. Non-resident fees of $17.00 per non-resident player per season for those players who neither reside in Southlake or Grapevine. These fees will be assessed for 50% of the non-Grapevine or non-Southlake residents. 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 are as follows: TYPE Comprehensive General Public Liability MINIMUM LIMIT $1,000,000- Combined Single Limit Coverage for Bodily Injury and Property Damage $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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 contribute 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 Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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 Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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 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 citizens' needs, communicating clearly, sharing resources and information freely. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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, administrators 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. The 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 the written agreement of the parties. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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 the 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. Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________________. CITY OF SOUTHLAKE ________________ ________________ Amy Shelley, Shawn McCaskill City Secretary by: Mayor, City of Southlake ________________ ________________ Approved as to form and legality President City Attorney Southlake Grapevine Southlake Soccer Association Docusign Envelope ID: B4254D77-4646-4946-B076-48F1CBCE7A34 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Southlake Carroll Lacrosse Association (SCLA) from January 01, 2026, to June 30, 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Southlake Carroll Lacrosse Association from January 01, 2026, to June 30, 2026. The City coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with the Southlake Carroll Lacrosse Association (SCLA) is an agreement to provide athletic fields for the boys’ lacrosse program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with SCLA is attached for your consideration. City Council will consider the proposed FUA at its meeting on January 06, 2026. Item 4C Parks and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The 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 Areas of Partnerships & Volunteerism and Performance Management & Service Delivery and meets the Corporate Objective to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with SCLA Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Southlake Carroll Lacrosse Association from January 01, 2026, to June 30, 2026. 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 Carroll 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 boys youth and high school 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 boys' recreational youth lacrosse program 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 the required six (6) months of the agreement in 2026. 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, 2026, through June 30, 2026. Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 Proposed Facilities Utilization Agreement with SCLA 3.Lacrosse shall consist of the following seasons: •Spring (typically February - May) •Summer (typically June - July) •Fall (typically August - November) * Summer Season practices are allocated. based on the Park Maintenance schedule (per Park Manager) and not previous year registrations. 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. Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 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 offset 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 Comprehensive General Public Liability MINIMUM LIMIT $1,000,000 - Combined Single Limit Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. 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 Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 4 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 contribute 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. Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 5 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 THE ASSOCIATION TO ENFORCE THIS AGREEMENT IS 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 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 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 Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 6 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 citizens' needs, communicating clearly, and 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, administrators, 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. The situs of this Agreement is agreed to be Tarrant County, Texas, for all purposes, including performance and execution. Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 7 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 the 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 the 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. Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 8 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 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 sovereign immunities, rights, benefits, or pro te ctions of CITY. This agreement is made and entered into on the ______ day of ______ ______. ___________________ Amy Shelley, TRMC City Secretary _____________________ Shawn McCaskill Mayor, City of Southlake ______________________ President Southlake Carroll Lacrosse Association _________________ Approved as to form and legality City Attorney Docusign Envelope ID: 1E536BBA-8954-440E-8E4B-203102E50C67 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Lady Dragon Lacrosse (LDL) from January 01, 2026, to June 30, 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Lady Dragon Lacrosse from January 01, 2026, to June 30, 2026 The City coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. Use of all City-owned athletic fields is authorized by the City Council through a Facilities Utilization Agreement (FUA). The proposed FUA with Lady Dragon Lacrosse (LDL) is an agreement to provide athletic fields for the girls’ lacrosse program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with LDL is attached for your consideration. City Council will consider the proposed FUA at its meeting on January 06, 2026. Item 4D Parks and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The 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 Areas of Partnerships & Volunteerism and Performance Management & Service Delivery and meets the Corporate Objective to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration Janaury 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with LDL Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Lady Dragon Lacrosse from January 01, 2026, to June 30, 2026. CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE ST ATE OF TEXAS § § COUNTY OF TARRANT § The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," and Lady Dragon Lacrosse, 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 girls' youth and high school 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 girls' recreational youth lacrosse program 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 the required six (6) months of the agreement in 2026. 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 b y 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. Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 Proposed Facilities Utilization Agreement with LDL 2.The term of this Agreement shall be from January 1, 2026, through June 30, 2026 3.Girls’ lacrosse shall consist of the following seasons: •Spring (typically February - May) •Summer (typically June - July) •Fall (typically August - November) * Summer Season practices are allocated. based on the Park Maintenance schedule (per Park Manager) and not previous year registrations. 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 Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 manner as to constitute a nuisance. 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 offset 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 are as follows: TYPE Comprehensive General Public Liability MINIMUM LIMIT $1,000,000 - Combined Single Limit Coverage for Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. 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 Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 4 Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contribute 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 Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 5 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 THE ASSOCIATION TO ENFORCE THIS AGREEMENT IS 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 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 Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 6 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 citizens' needs, communicating clearly, and 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, administrators 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. Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 7 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. The 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 the 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 the 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 Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 8 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. Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 9 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________. CITY OF SOUTHLAKE ________________ Amy Shelley, TRMC City Secretary ________________ Shawn McCaskill Mayor, City of Southlake ________________ President Lady Dragons Lacrosse ________________ Approved as to form and legality City Attorney Docusign Envelope ID: 3DE4B4EA-A50A-4E41-8593-A8986BD632E1 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Parks and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Dragon Youth Baseball (DYB) from January 2026 to June 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Dragon Youth Baseball from January 2026 to June 2026 The City coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with Dragon Youth Baseball (DYB) is an agreement to provide athletic fields for the baseball program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with DYB is attached for your consideration. City Council will consider the proposed FUA at its meeting on January 06, 2026. Item 4E Park and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The 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 Areas of Partnerships & Volunteerism and Performance Management & Service Delivery, and meets the Corporate Objective to Collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with DYB Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Dragon Youth Baseball from January 01, 2026, to June 30, 2026. 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 Dragon Youth Baseball, 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 baseball 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 baseball program that adheres to the City of Southlake's organizational 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 the required six (6) months of the agreement in 2026. 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, 2026, through June 30, 2026. Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC Proposed Facilities Utilization Agreement with DYB 3. Baseball shall consist of the following seasons: •Spring / Summer Season (typically February - July) •Fall Season (typically August- November) *Summer Season practices are allocated. based on the Park Maintenance schedule (per Park Manager) and not previous year registrations. The beginning of a season is the first day the ASSOCIATION utilizes the field(s) for coach look, tryouts, scrimmages, preseason 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.The ASSOCIATION may have up to two (2) RECREATIONALLY based All-Star Tournaments per calendar year, included at no charge. The CITY will provide only normal league game readiness services for these tournaments. 5.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. 6.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. 7.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. The concession stand at the Bicentennial Park baseball fields shall be used in accordance with Exhibit B. Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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 offset 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, including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated • for the purchase of these materials to support the baseball program. 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 are as follows: TYPE Comprehensive General Public Liability MINIMUM LIMIT $1,000,000: - Combined Single Limit Coverage For Bodily Injury and Property Damage. Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. 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 contribute 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 Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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 "8"-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 Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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 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 citizens' 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, administrators 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 Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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. The 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 the 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 the 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. Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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. Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________. ________________. ________________ Amy Shelley, TRMC by: Shawn McCaskill City Secretary Mayor, City of Southlake ________________ ________________ Approved as to form and legality President City Attorney Dragon Youth Baseball Docusign Envelope ID: BAF037F7-A216-4A13-82F4-A7A02D9ABFBC City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with Southlake Girls Softball Association from January 01, 2026, to June 30, 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with Southlake Girls Softball Association from January 2026 to June 2026. The city coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with Southlake Girls Softball Association (SGSA) is an agreement to provide athletic fields for the soccer program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with SGSA is attached for your consideration. City Council will consider the proposed FUA at its meeting on January 06, 2026. Item 4F Parks and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The Association will pay field maintenance fees of $12.00 per resident per season, $24.00 per resident select player per season, $17.00 per non-resident per season, and $34.00 per non-resident select player 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 Areas of Partnerships & Volunteerism and Performance Management & Service Delivery. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with SGSA Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with Southlake Girls Softball Association from January 01, 2026, to June 30, 2026. 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 Softball 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 softball 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 softball program 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 the required six (6) months of the agreement in 2026. 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, 2026, through June 30, 2026. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA Proposed Facilities Utilization Agreement with SGSA 3.Softball shall consist of the following seasons: a.Spring / Summer Season (typically February - July) b.Fall Season (typically August- November) * Summer Season practices are allocated. based on the Park Maintenance schedule (per Park Manager) and not previous year registrations. 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.The ASSOCIATION may have up to two (2) RECREATIONALLY based All-Star Tournaments per calendar year, included at no charge. The CITY will provide only normal league game readiness services for these tournaments. 5.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. 6.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. 7.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. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 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. The concession stand at the Bob Jones Park Softball Fields 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 recreation player per season, and a non-resident field maintenance fee of $17.00 per non-resident recreation player per season, and resident field maintenance fee of $24.00 per resident select player per season, and a non- resident field maintenance fee of $34.00 per non-resident select player per season (Spring, Select, and Fall) within two (2) weeks after the last regular season game (Spring, Select, and Fall) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields, regardless of the level or division of play, including "select" players. The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the softball program. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 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 are as follows: TYPE Comprehensive General Public Liability MINIMUM LIMIT $1,000,000- Combined Single Limit Coverage For Bodily Injury and Property Damage. $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. 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 contribute 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. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 5 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. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 6 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 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 Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 7 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 citizens' needs, communicating clearly, and 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 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, administrators 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. The 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 Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 8 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 the 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 the 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. Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA 9 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________. ________________ Amy Shelley, TRMC City Secretary ________________ Shawn McCaskill Mayor, City of Southlake ________________ President Southlake Girls Softball Association ________________ Approved as to form and legality City Attorney Docusign Envelope ID: CBDC4F9B-8F5F-4909-AB9C-292FC70E6FFA City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M December 02, 2025 TO: Park and Recreation Board FROM: David Miller, Director of Community Services SUBJECT: Recommendation for approval of a Facilities Utilization Agreement with The Miracle League of Southlake (MLS) from January 01, 2026, to June 30, 2026 Action Requested: Park Board recommendation for approval of a Facilities Background Information: Utilization Agreement with The Miracle League of Southlake from January 01, 2026, to June 30, 2026. The City coordinates with several Southlake youth athletic associations to provide youth sports programs to residents. The City Council authorizes use of all City-owned athletic fields through a Facilities Utilization Agreement (FUA). The proposed FUA with The Miracle League of Southlake (MLS) is an agreement to provide athletic fields for the athletic program from January 1, 2026, to June 30, 2026. Normally, these agreements cover two calendar years. This year, however, the city is asking for a recommendation to renew each FUA for six months while the Recreation and Athletics Task Force conduct a review of all Facility Use Agreements and makes recommendations to corresponding policies and rates. Once the Recreation and Athletics Task Force’s work is complete, all FUAs will once again come to the Park Board and City Council for recommendation and approval in alignment with any related policy and fee recommendations. A copy of the proposed FUA with MLS is attached for your consideration. City Council will consider the proposed FUA at its meeting on January 06, 2026. Financial Item 4G Parks and Recreation Board Meeting Date – December 08, 2025 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Considerations: Specific to the MLS agreement is a provision to waive the required field maintenance fees for the MLS program. City Council approved April 16, 2013, to waive the City’s field maintenance fees for MLS since participants will not be charged registration fees. A copy of the FUA is attached for your consideration. Strategic Link: This item is linked to the City’s Strategy Map related to the focus area of Performance Management & Service Delivery. Citizen Input/ Board Review: Parks & Recreation Board consideration December 08, 2025 City Council consideration January 06, 2026 Legal Review: The agreement has been reviewed by the City Attorney. Alternatives: Alternatives include: Approve as presented Approve with input as desired Decision not to approve Attachments: Proposed Facilities Utilization Agreement with MLS Staff Recommendation: Park Board recommendation for approval of a Facilities Utilization Agreement with The Miracle League of Southlake (MLS) from January 01, 2026 to June 30, 2026. 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 Miracle League of Southlake, 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 baseball 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 baseball program that adheres to the City of Southlake's organizational 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 the required six (6) months of the agreement in 2026. 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, 2026, through Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F Proposed Facilities Utilization Agreement with MLS June 30, 2026. 3.Baseball 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. 7.Both the CITY and the MLS agree on a goal that all residents of Southlake will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal, the CITY requires the MLS to find a team for all Southlake residents who register by the program's stated registration deadline and do not exceed the MLS's stated maximum participants. Priority of registration for qualified participants shall fall in the following order: •Southlake Residents •CISD Students •Non-Southlake Residents Note - Resident is defined as a person who lives within the Southlake City limits and pay City taxes. Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 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. The concession stand at the Bicentennial Park baseball fields shall be used in accordance with Exhibit 8. SECTION 4 FIELD MAINTENANCE FEES On April 16, 2013 City Council approved a waiver of all field maintenance fees for the Miracle League Southlake program. 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 are as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000- Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 $1,000,000- On a Per Occurrence Basis, and Medical Payment Coverage. 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 contribute 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 Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 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, ECONOMICLOSS, 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 "8" -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. Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 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 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 citizens' needs, communicating clearly, and 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. Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 SECTION 10 SUCCESSORS AND ASSIGNS CITY and ASSOCIATION each binds itself and its successors, executors, administrators 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. The 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 the written agreement of the parties. Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 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 the 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. Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F 1 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 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 sovereign immunities, rights, benefits, or protections of CITY. This Agreement is made and entered into on the ____ day of ____________. ________________ Amy Shelley, TRMC City Secretary ________________ Shawn McCaskill Mayor, City of Southlake ________________ President Miracle League of Southlake ________________ Approved as to form and legality City Attorney Docusign Envelope ID: 48AACF83-9373-407C-9EFB-EE270CF4330F