Loading...
Item 4NM 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 Park Use . Policy Action Requested: City Council approval of the Policy Ordinance Review Committee (P.O.R.C.) revisions to the Community Services DepartmentPark Use Policy. Background Information: The current Park Use Policy was adopted by the City on January 22, 2002. 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 Park Use Policy and made the following revisions: - Updated Council approved Park Hours - Removed specific department procedural language - Made 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 Performance Management and Service Deliveryand meets the corporate objective to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests and to Provide High Quality Customer Service. Item 4N - 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 Park Use Policy at their January 11, 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 Park Use Policy. Staff Recommendation: City Council approval of the Policy Ordinance Review Committee (P.O.R.C.) revisions to the Community Services DepartmentPark Use Policy. Item 4N - 2 Community Services Department Policies and Procedures Manual Policy: Park Use Policy Source: City Council Category: Reservations and Rentals Statement of Purpose The City of Southlake has several park facilities that offer recreational opportunities for the general public. The Park Use Policy is a guideline for the management of these public facilities. City parks and athletic facilities are available to the public every day of the year. However, by obtaining a permit, a group is guaranteed exclusive use of a facility per the terms of the permit. Small groups using a park and not needing special accommodations generally do not need a permit to hold their gathering. Use of park facilities is subject to observance of City ordinances whether or not a permit has been issued. City facilities are available for public uses, uses which benefit the community and not-for-profit uses, unless otherwise restricted. The park facilities are not available to for-profit organizations or for commercial uses. Non-residents may use the facilities on an as available basis. Community Services Department activities will receive priority use. For information and reservation procedures for any park facility, call 817-748- 8023/817-748-8019 or write to the City of Southlake, Parks and Recreation, 400 North White Chapel, Southlake, Texas 76092. Definitions For the purpose of this Park Use Policy the following termsare defined as: Residents: Citizens who live within the city limits of Southlake or pay property tax to the City of Southlake. Residents may also include Non-profit organizations, clubs, or other groups for which a substantial number of its membership resides within the city limits of Southlake or pay property tax to the City of Southlake. Such groups may be required to submit a list of membership to demonstrate that a “substantial” number of its members are Southlake residents. Non-Resident: Those who do not meet the above definition. Permit: Written permission to reserve a facility for the exclusive use by a group or individual. Community Services – Park Use Policy Page 1 of 6 2/24/2010 Fundraising Events at Parks and Public Facilities City initiated events, events approved by the City Council as a budgeted special event, or youth sports organization events approved by City Council through an approved Facilities Utilization Agreement, such as concession sales, are allowed in parks and/or public facilities. All other fundraising events by outside organizations, including fundraising tournaments sponsored by the youth sports associations, are subject to the Special Events Policy. Ballfields and Practice Fields Ballfields, soccer fields and practice fields may be available to the citizens of Southlake. Nonresidents will be given consideration on an as available basis but reservations may not be made more than thirty (30) days in advance. Reservation procedures are available through the Department of Community Services. NOTE: Youth Sports Associations with approved Facilities Utilization Agreements with the City shall have priority over all other user groups. Baseball, softball, soccer and lacrosse fields used by associations are rarely available for rental. Concession Stands/Vendors The City of Southlake may have concession contract(s) granting particular vendor’s exclusivity. No concessions vendors (food, drink, or other) are allowed except as part of approved City events or organizations. All concession vendors must obtain a health permit. Commercial Recreation Vendor Usage Individuals or groups who coordinate entertainment, group activities and/or novelties within city-owned facilities, for a second party (renter) for the purpose of generating a profit (i.e. moonwalks, dunk tank, etc.) must provide Liability Insurance with a minimum, of $1,000,000 naming City of Southlake as additional insured on the policy. The City of Southlake reserves the right to deny access to any park by a commercial recreation vendor that does not have insurance protecting the City of Southlake and who is not listed on the contract. A minimum of 2 weeks prior to the rental, the Director of Community Services must give approval of and placement of all outdoor vendor/entertainment equipment. These vendors cannot set up activities prior to the start of the contracted rental time. All novelties must also be removed from the park by the end of the rental time. Groupsare restricted to no more than one (1) novelty. Use of such novelties must have the expressed written permission by the Director of Community Services. Community Services – Park Use Policy Page 2 of 6 2/24/2010 Pavilion and Athletic Courts - GeneralFacility reservations have priority.Otherwise, use of the pavilions, hockey courts, and outdoor city facilities will be on a first-come first served basis. Non-residents may only make reservations within thirty (30) days of the requested date. Facilities may be rented in accordance with the City’s fee schedule. Tennis Courts – Monday – Friday from 8:00 a.m. – Noon the tennis courts adjacent to the Community Center shall be available for use by the Southlake Tennis Center. At all other times these two courts are available to the general public on a first come, first served basis. No reservations will be taken or accepted. Courts may not be used or advertised as a site to conduct lessons, camps, or drills. Court lights shall be turned off by 10:30 p.m. each night. Pavilion at Town Square-Rustin Park -The Pavilion at Town Square-Rustin Park may be reserved for cultural and community activities by individuals, community groups, and not- for-profit users on a first-come basis when it is not scheduled for a City function. Non- residents may only make reservations within thirty (30) days of the requested date. Due to its uniqueness as a major community facility, reservations for the Pavilion at Town Square-Rustin Park are subject to review and approval by the Department of Community Services, in accordance with the Special Events Policy. Each reservation request will be evaluated based on the requirement that it be tied to a cultural and/or community based activity. Reservations are subject to last minute revision to ensure the availability of the pavilion for public functions. This shall include the right to terminate a reservation during the activity if conditions so warrant. Variances - Variances to these requirements may be granted, upon request, at the discretion of the City Manager. If timing allows, the Parks and Recreation Board will make recommendations regarding variances to the City Manager. A variance shall not be granted unless a written request is submitted which demonstrates: Special circumstances exist which are peculiar to the applicant’s event but is consistent with the standard of the use at the pavilion. The use of the pavilion and surrounding park areas by other groups will not be adversely affected by granting the variance. Community Services – Park Use Policy Page 3 of 6 2/24/2010 Weddings Weddings and receptions are only permitted at designated parks. No weddings or receptions shall take place at Rustin Pavilion. Access for other park visitors must not be impeded. A Park Use Permit is authorization for your private event to take place at a City facility and grants exclusive use of the permitted area. Available parking is limited, often crowded and not guaranteed. Car pooling or van shuttles are highly recommended. This will help ensure your guests arrive on schedule and at the correct location. A maximum of four hours may be scheduled. Please plan accordingly. This shall include set-up and breakdown time. No set-up will be allowed prior to the start time on your permit. Permits may be denied during periods of heavy use, (e.g., City event, baseball tournament, etc.). To protect parklands and wildlife, the releasing of balloons, doves or butterflies and the throwing of rice, birdseed, flower petals or other natural or artificial material is not allowed. Fires, candles, tiki torches and all other forms of open flame are prohibited. Affixing directional signage to existing buildings, property, signs, poles or plants is not allowed. Please respect the uncluttered views of the Park. Any posted signs will be removed immediately by park personnel. The Community Services Department will be happy to provide you with written directions and maps to provide to your guests. Alcohol is prohibited in City Parks. All trash associated with your private event must be bagged and removed from the Park. Please make certain that someone in your group is assigned to remove trash and decorations after your event or you will be billed for staff overtime at $25.00 per hour, per person. Concerts Except for City-sponsored events and activities, the use of sound amplification equipment in all city parks is prohibited. This includes but is not limited to loud concerts, loud recorded music played by amplified equipment, disc jockeys or any other amplified type equipment are prohibited. Acoustic music will be considered. Exceptions can be made for portable tape decks or CD players if discussed in advance with the Community Services Department. Community Services – Park Use Policy Page 4 of 6 2/24/2010 Posted Park Hours The city regulates the times the public is allowed on park property through its adopted Code of Ordinances which provides that, except for a city-sponsored event, it shall be unlawful for any person to use, enter into or be within a city park during any posted hours which the park is closed. In general, posted park hours shall be the following: ParkClassification Hours (Open – Close) Town Square Parks Rustin/Family Park Special Purpose Park 6 a.m. – 11 p.m. (Sun-Thu) (some lighting) 6 a.m. – 12 a.m. (Fri-Sat) Frank Edgar Special Purpose Park 6 a.m. – 11 p.m. (Sun-Thu) Cornish, IV Park (some lighting) 6 a.m. – 12 a.m. (Fri-Sat) McPherson Park Special Purpose Park 6 a.m. – 11 p.m. (Sun-Thu) (some lighting) 6 a.m. – 12 a.m. (Fri-Sat) Neighborhood Parks Central Park Neighborhood Park Dawn - Dusk (unlighted) Chesapeake Neighborhood Park Dawn - Dusk (unlighted) Estes Park Neighborhood Park Dawn - Dusk (unlighted) KoalatyNeighborhood Park Dawn - Dusk (unlighted) Liberty Park at Neighborhood Park Dawn - Dusk Sheltonwood (unlighted) Lonesome Dove Neighborhood Park Dawn - Dusk (unlighted) Noble Oaks Neighborhood Park Dawn - Dusk (unlighted) Oak Pointe Neighborhood Park Dawn - Dusk (unlighted) Royal and Annie Neighborhood Park Dawn - Dusk Smith(unlighted) Summit Park Neighborhood Park Dawn - Dusk (unlighted) The Cliffs Park Neighborhood Park Dawn - Dusk (unlighted) City Parks / Special Use Parks Bicentennial City Park (lighted) 6 a.m. – 11 p.m. BJNCP (Facility) City Park 9 a.m. – 5 p.m. (partially lighted) (Tues-Sat) BJNCP (Preserve) City Park 7 a.m. – 8 p.m. (Apr – Oct) (unlighted) 9 a.m. – 5 p.m. (Nov – Mar) Bob Jones City Park 6 a.m. – 11 p.m. (partially lighted) Southlake Sports City Park (lighted) 6 a.m. – 11 p.m. Complex Community Services – Park Use Policy Page 5 of 6 2/24/2010 Overnight Park Use – Bicentennial Park and Bob Jones ParkBicentennial Park and Bob Jones Park may be reserved on an overnight basis subject to approval by the City Council. In deliberating the merits of the use, the Council shall consider the factors outlined in the City’s Zoning Ordinance Council shall specifically consider the length of time for the use, any fees or deposits to be charged and security to be provided. No other parks may be reserved on an overnight basis. Insurance Requirements for Specific Activities Any organization or association that desires to utilize the athletic fields belonging to the City of Southlake for the purpose of establishing an organized program of athletic competition, such as soccer leagues, softball leagues, little leagues, or other comparable activities on a continuing basis for structured athletic competition shall be required to provide proof of insurance.Such organizations shall have a general liability policy, naming the City as additional insured for an amount of at least one million dollars ($1,000,000). This policy is specifically designed to cover the cost of defense and of liability for injuries suffered by competitors in the organized athletic activity. Organizations subject to this provision shall be required to submit to the Department of Community Services proof of insurance in a form acceptable to the City Manager prior to commencing use of City athletic fields. The requirements set out above are designed and intended to be applicable only to formal organizations and leagues that sponsor and control organized continuing athletic activities on a seasonal basis. The insurance requirement is not applicable to individual or groups who desire to use athletic fields on a one-time basis. The purpose of this regulation is to protect the City against any costs which might arise from an organized program of league activities with its increased risk of competitor injury due to volume of activity. These formal organizations and leagues must enter into a Facilities Utilization Agreement with the City of Southlake to formalize the details and liability requirements. Compliance with applicable procedures, policies, and pertinent ordinances Users must comply with procedures, policies, restrictions, and all pertinent ordinances of the City of Southlake. Any questions arising about items not specifically addressed in this policy should be referred to City staff, the Southlake Parks and Recreation Board, or the Southlake City Council as appropriate. Approval Date: August 4, 1997 Approved by: City Council 1. Amendment Date January 22, 2002 Approved by: City Council 2. Amendment Date Approved by: Community Services – Park Use Policy Page 6 of 6 2/24/2010