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Items 4E-H AudioCITY Oi SOUTHLAKE IV 9 Items 4E - 4H Approve the Renewal of Facilities Utilization Agreements with SBA, GSSA, SGSA and SCLA plus Integrity Parks Cost Allocation Report Innovation Accountability Commitment Chris Tribble to Excellence Teamwork Is with SBA, GSSA, SGSA 4E. Approve renewal of Facilities Utilizatio with Southlake Baseball Association = 4F. Approve renewal of Facilities Utilization Agreemen with Grapevine Southlake Soccer Association Approve renewal of Facilities Utilization Agreemen with Southlake Girl's Softball Association Approve renewal of Facilities Utilization Agreement with Southlake Carroll Lacrosse Association CITY OF © SOUTHLAKE 'i The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. C1 Achieve the C2 Provide travel C3 Provide attractive and C4 Attract and keep top -tier C5 Promote highest standards convenience uniquespaces for businesses to drive a opportunities or afsafety and within City and enjoyment of personal dynamic and sustainable partnerships and security region Interests economic envlronmim Volunteer Involvement 61 Achieve 82 Collaborate with 83 Enhance resident 64 Provide 95 lmpreve performance 86 Opt best -in -class select partners to uali of life and high quality of delivery and useo , usei status in all City implementservice ousiness sustainabil ty customer operational technology disciplines solutions through t service processes ---ourism F1 Adhere to financial F2 Invest to pro '6' F3 Achieve fiscal f F4 Establish and -IN management qde rya maintain high uali wellness maintain effective' principles and budget public assets �I I standards I internal controls Ll Ensure our people L2 Enhance L3 Attract, L4 Recognize L5 Empower understand the strategy leadership develop and and informed decisioq,•. and how they capabilities to retain a skilled reward high making at all leveli contribute to it 10 deliver results workforce performers in the organization Is with SBA, GSSA, SGSA City coordinates w/local athletic associations to provide youth athletics programs to residents These arrangements are historically documented authorized through a written agreement referred to as a Facilities Utilization Agreement (FUA) City has a separate agreement with each association that utilizes City -owned fields/facilities ©CITY OF SOUTHLAKE FUA Renewals with SBA, GSSA, SGSA Agreement was drafted utilizing the general core content from the agreements previously in� reviewed by the City Attorney Term = 1 year Staff has met with each association ©CITY OF SOUTHLAKE FUA Changes/Clarification Affecting All Associations: Specifying that "Fields will be unavailable during scheduled maintenance..." Clarifying due dates league schedules, league rosters, fee (the $12/player/season), & proof of insurance Spelling out specifically what must be included in the roster and league schedules submitted ©CITY OF SOUTHLAKE FUA Changes/Clarifications 2010 vs. Affecting All Associations: Eliminated a section regarding optional field prep by the city for weekends (tournaments). This service is still an option and will be handled on a case by case basis as per the City's fee schedule. Eliminated excessive and unnecessary language referring to City maintenance of underground utilities and listing City Ordinances. CITY OF SOUTHLAKE '� FUA Changes/Clarifications 2010 vs. Clarification of seasons of play. The 2010 agreement identifies all three seasons of play (Spring, Summer and Fall). The previous FUA listed only Spring and Fall, although they actually play three seasons every year. A ©CITY OF SOUTHLAKE FUA Changes/Clarifications 2010 vs. Clarification of seasons of play. The 2010 agreement identifies all three seasons of play (Spring, Summer and Fall). The previous FUA listed only Spring and Fall, although they actually play three seasons every year. A Clarifies that the City has priority over fields 1 & 2 (adult softball program). SGSA uses those field when not in use by the City's adult softball program. States that Field 2 will be unavailable to SGSA on Wednesday evenings from 4:00-10:00pm for rentals. If there are no rentals, then SGSA may use the field during that time. ©CITY OF SOUTHLAKE '+ Parks Cost Allocation Report Staff has prepared a Parks Cost Allocation Report at the request of City Council This report details the Capital Investment to date and the Annual Operating Costs allocated to 1 each athletic association based on participation. ©CITY OF SOUTHLAKE M esbnrntent $1452.9_f Ciy Op. Costs 5114.077.85 ent $7.1 t- :: Assoe. Comobubon $15.388.13 ent St5.75C.CC Annual Parocipation' 2.937 axon' 17.921 Cos4Parocipant 333.81 cpant $81.47 'SpnrglFaa 2009 Softball Investlllelksoftallopwadons SPDC Investment $1.102.22222 Ciy Op. Costs $119.033,52 P C.F. Invesrnc .t $7.157.50 Ciy Reverwe 55.847.00 soc Investment $193.90.00 Assoc. Contnbubon 58,352.00 City Partopatm.. 639 Annual Parbei bon' 896 Assoc Partci bon' 5.225 cost9amcipant 5150. vestment amcpant 18 'Sp ngVFaa 20O9 '2D02-Presort —ZIDN-Present SPDC Investment $1.227,043.89 Gty Op. Costs $107.420.35 G.F. Invesment $3.000.00 Assoc. Contrbution $20.018.00 P.D.F. I—sbnem 3340.249.78 Annual P 1,808 soc Investment 5188,390.00 CostP 41 Ass- Part. Lion' 11713 'SpmyFam mm vestment' amcPant '2D02-Present Lacrosse noes SPDC Inves:ment 5922.143.73 City Op. Costs 311,018.00 P D.F. Investment 52.539.28 Assoc. ContrWu n Sd.288.00 Assoc Investment 312.500.00 Annual Pamcl at on' 524 Assoc . Pamir Lion' 3.865 CostPamci ant 39.02 Invesbm I)Parbopant $23925 'SpmgFaa 2009 '2002-Present 11 Parks Cost Allocation Methodology CAPITAL INVESTMENT: The capital investment represents audited costs from the annual financial rel SPDC, PDF, and GF Investment: — Data represents the Finance Department's records of total capital investment from 1994 to date — Data represents total capital investment to date per facility utilized by each athletic association Association Investment: - Data represents association participation in SPDC matching funds projects to date City Participation (adult softball only): — Data represents participation numbers reported for City managed programs (i.e., adult softball at Bob Jones Park) from 2004 to date Association Participation: — Data represents participation numbers reported (rosters submitted) by each Association from 2002 to date Investment/Participant: — Data represents the total Capital Investment (SPDC + PDF + GF) by the city per participant for each athletic association. ©CITY OF SOUTHLAKE �� Parks Cost Allocation M ANNUAL OPERATING COST (2009): The annual operating cost represents the estimated operating costs allocated to each athletic association based on participation. City Operating Costs: M Materials — Data represents the current annual supply costs to operate and maintain the athletic fields and — concession/restroom facilities at each facility Labor — Data represents the current annual estimate of labor expenses devoted to operating and maintaining each athletic facility during league seasons as defined by the FUA (tournaments/off-season practice not included). — Utilities — Data represents the current annual electric usage as charged from utility company. City Revenue (adult softball only): Is Data represents the revenue received for City managed program (i.e., adult softball at Bob Jones Park from- 2004 to date Association Contributions: — Data represents the revenue received for field maintenance fees ($12 per player per season fees according to the FUA's) from each Association for Spring and Fall 2009 Annual Participation: - Data represents the Spring and Fall 2009 participation as reported by the Associations. Annual Operating Cost/Participant: — Data represents the total estimated annual City operating costs less association contributions and city revenue (adult softball only) per participant for 2009. ©CITY OF SOUTHLAKE �� sport Fccer Softball Baseball Lacrosse Cost Allocation Report YTD Investment Annual Op Cos per Participant per Participani� $ 81.47 $189.18 $134.06 $239.25 Actual Investment 1994 - Present $ 33.81 $150.62 $ 52.41 $ 9.02 2009 estimated costs ©CITY OF SOUTHLAKE �1 'arks Cost Allocation Report - Socce W City Investment per Soccer Participant = $81.47_ YTD Capital Investment SPDC $1,452,929 PDF $ 7,157 W $1,460,087 'anticipants 2002-Present 7,921 Note: ©CITY OF SOUTHLAKE rks Cost Allocation Report - Socce nual Operating Costs per Soccer Participant = Annual Operating Costs (2009) City Operating Costs $114A77 Less Association Fees - 15,388 $ 9%289 Participants 2009 Q.937 Note: GSSA pays a field maintenance fees of $12.00 per player per season, based on the percentage of total GSSA games played on City of Southlake fields. CITY OF © SOUTHLAKE '1 arks Cost Allocation Report - Softball City Investment per Softball Participant = $189.18 YTD Capital Investment SPDC $1,102,222 PDF $ 7,157 W $1,109,379 Participants 2002-Present 5,225 SGSA (Girls Softball) 639 City Managed Leagues (Adult Softball) 5,864 Note: ©CITY OF SOUTHLAKE arks Cost Allocation Report - Softball nual Operating Costs per Softball Participant = $15 Annual Operatina Costs (2009 City Operating Costs $119,033 Less Association Fees - 8,352 Less City League Revenue - 5,847 $104A34 Participants 2009 696 ©CITY OF SOUTHLAKE Parks Cost Allocation Report - Baseball City Investment per Baseball Participant = $134.06 YTD Canital Investment SPDC $1,227,043 GF $ 3X0 PDF $ 340,249 $1,570,293 Participants 2002-Present 11 J13 Note: ©CITY OF SOUTHLAKE Parks Cost Allocation Report - Baseball nual Operating Costs per Baseball Participant = Annual Operating Costs (2009) City Operating Costs $107,429 Less Association Fees - 20,016 $ 87A13 Participants 2009 1,668 ©CITY OF SOUTHLAKE Parks Cost Allocation Report - Lac City Investment per Lacrosse Participant = YTD Capital Investment SPDC $922043 PDF 2,539 W $924,682 Participants 2002-Present 3,865 Note: ©CITY OF SOUTHLAKE Parks Cost Allocation Report - Lac nual Operating Costs per Lacrosse Participant Annual Operating Costs (2009) City Operating Costs $11,016 Less Association Fees - 6,288 $ 4,728 Participants 2009 524 ©CITY OF SOUTHLAKE CITY OF SOUTHLAKE 9 uestions? Chris Tribble Integrity (817) 748-8021 Innovation Accountability Commitment to Excellence Teamwork 11111111111111