Item 4LM E M O R A N D U M
February 10, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve the Policy Ordinance Review Committee (P.O.R.C.)
SUBJECT:
revisions to the Community Services Department
Matching
Funds Policy.
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
DepartmentMatching Funds Policy.
Background
Information:
The current Matching Funds Policy was adopted by the City
on November 2, 1999.
On November 9, 2004, city council appointed a Policies and
Ordinance Review Committee (P.O.R.C.) to review policies
and ordinances that influence the operations of the
Community Services Department. The committee consisted
of Council members Virginia Muzyka, Carolyn Morris, and
Greg Jones; then Park Board members Katrina Peebles,
Mike Mills and Cara White; Senior Advisory Commission
members Bill Kyle and Cleta Pierce; SYAC representative
Chelsea Payne and city staff members Steve Polasek and
Steve Moore.
P.O.R.C. reviewed the Community Services Department
Matching Funds Policy and made the following revisions:
- Updated verbiage to include facility related projects
- Minor grammar and housekeeping changes to reflect
Department and legal practices
Financial
Considerations:
N/A
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus area of Quality Development and meets the corporate
objectives to Provide Attractive and Unique Spaces for
Enjoyment of Personal Interests and Invest to Provide and
Maintain High Quality Public Assets.
Item 4L -
1
Shana Yelverton, City Manager
Meeting Date – March 02, 2010
Page 2 of 2
Citizen Input/
Board Review:
The Policy and Ordinance Review Committee reviewed and
forwarded revisions to the City Attorney for approval.
Parks Board approved (9-0) the recommendations to the
Matching Funds Policy at their January 11, 2010 meeting.
SPDC approved (5-0) the recommendations to the Matching
Funds Policy at their February 16, 2010 meeting.
Legal Review:
City attorney reviewed and recommended changes. All
changes were implemented.
Alternatives:
Alternatives include:
City Council approval as presented
City Council approval with input as desired
City Council decision not to approve
Supporting
Documents:
Copy of revised Matching Funds Policy.
Staff
Recommendation:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
DepartmentMatching Funds Policy.
Item 4L -
2
Community Services Department
Policies and Procedures Manual
Policy: Project and Community Matching Fund Request Policy
Source: City Council/SPDC/Parks and Recreation Board
Category: Parks and Recreation Board
Statement of Purpose
The purpose of this policy is to provide a process for considering park or facility related projects
proposed by petitioning individuals or organizations. Matching fund, dollar for dollar, may be
requested for the projects. The following policy will become effective immediately upon
approval of City Council.
Procedure
I. Anyone considering a project for a City of Southlake Community Services facility should
submit a proposal in writing to the Director of Community Services. A form for this
purpose will be made available from the Department of Community Services. Proposed
projects should be consistent with the overall intended use of the parks as determined by
the Parks and Recreation Board. Requests for matching funds up to $5,000 will be
placed on the consent agenda for Southlake Park Development Corporation (SPDC)
consideration.
II. The proposal should include a complete description of the project and, to the extent
applicable, pictures and/or detailed drawings, estimated budgets, preferred location of the
project, mechanism of funding the project and any stipulations that might go along with
the project.
III. The Director of Community Services will review the proposal and make any
comments/recommendations deemed necessary. The Director of Community Services
may accept projects in conjunction with routine work (i.e., budgeted items, routine
maintenance and operation projects) performed by the Director of Community Services
without approval of the Parks and Recreation Board and may proceed with the project
where deemed appropriate. The Director of Community Services will inform the Parks
and Recreation Board of routine projects performed in the administrative monthly
reports.
IV. The Director of Community Services will forward all projects requesting matching funds
and non-routine projects (includes, but is not limited to, anything on the master plan)
along with comments/recommendations to the Parks and Recreation Board for their
consideration at the next regular meeting.
V. The Parks and Recreation Board will consider the proposed project and make
comments/recommendations. The consideration of the proposed project will be based on
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the extent to which the project is consistent with the overall intended use of the parks as
determined by the Parks and Recreation Board. Project proposals will then be forwarded
to the Southlake Park Development Corporation (SPDC) for approval. Projects may also
be forwarded to the City Council for final approval as recommended by either the Parks
and Recreation Board or the Southlake Park Development Corporation (SPDC).
VI. The City of Southlake reserves the right to accept or reject any project submitted for
approval.
VII The petitioner (individual or organization) reserves the right to withdraw the proposed
project at any time during the approval process.
VIII. All projects will be considered for acceptance on a project by project basis. The length of
time required to complete the project will be considered. The petitioner must complete
the fundraising requirements necessary to match the requested City funding, if requested,
and have commenced work on the project within six (6) months of the final approval
date. Any approved amount that is not matched by the petitioner at the end of the six (6)
month period will require the petitioner to reapply for funding to the Parks and
Recreation Board and the Southlake Parks Development Corporation (SPDC). Not
meeting the start and completion dates indicated may jeopardize funding. The project
status will be reviewed by the Director of Community Services and the Parks and
Recreation Board.
IX. A permanent plaque of recognition may be designated in the park or facility where the
project will be recognized, the name of the project and its contributor(s), and the date of
the project. Permanent recognition should be discussed and approved during the initial
project proposal. The size and verbiage of any proposed signage is subject to review and
approval by the Parks and Recreation Board.Proposed signage must reference that the
project was completed with funding through the SPDC Project and Community Matching
Funds Program, when applicable. Press releases may be issued following the acceptance
of the project.
X. All accepted projects in the City of Southlake will become the property of the City of
Southlake and will be used at the discretion of the City.
Approval Date: June 3, 1997 Approved by: City Council
1. Amendment Date
November 2, 1999 Approved by: City Council
2. Amendment Date Approved by:
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PROJECT MATCHING FUNDS REQUEST FORM
Project Name: _______________________________________________________________
Contact Person: ______________________________________________________________
Mailing Address: _____________________________________________________________
City: _______________________ State: ____ ZIP: _________ Day Phone: ______________
Night Phone: ________________________ Fax No. _________________________________
Additional Contact Person: ________________________ Day Phone: ___________________
PROJECT DESCRIPTION:
Required Start Date: _______________ Projected Completion Date: _______________
Projected Cost: _______________ Amount of Funds Requested: _______________
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