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1990-10-15 Southlake Parks and Recreation Board Present: Randy Robertson, Anne Barnes, Mike Jurecka, Terry Mitchell, Janet Murphy, Karen Apple. Work Session, October 15, 1990 to revise Park Use Policy 1. Discussion: Definition of non - profit organization. Consensus on 501(c)3 tax - exempt status -- proof required is IRS certificate. For CISD school organizations, letter from principal on school letterhead will constitute proof of non - profit organization. 2. Discussion: Attendant to monitor key, use and condition of Civic Center. Mike Jurecka presented rates charged by Hurst, Euless and Bedford for building rental, attendant and lights. Attendants could be part -time, contract personnel to open and close the facility when meetings are scheduled. Discussion of availability of city staff (Paul) from 7 am - 4 pm to do this (seasonal). Most use of the building is in the evenings. No decision to use attendant at this point in time. 3. Discussion: Charge per hour, per meeting or per season for use of the facility. Currently non - profit organizations pay $15.00 annually for regular use. Concern expressed over ability of some groups to pay hourly rate (e.g. $5 - $8 per hour) on a regular basis (e.g. Cub Scouts, Girl Scouts). Little public meeting space is available. Consensus to raise the annual registration fee to $25.00 for non - profit groups with regular meetings. Annual security deposit of $50.00 required at time of registration. If cleanup is needed or key is not returned on time, security deposit is retained and another deposit is required. Hourly rate will be charged to non - profit groups for special use of the facility and to other citizens or groups. Decided on $10.00 per hour with a three hour minimum. Improved over previous $50 per 6 -hour block of time because more users can be scheduled per weekend. $50.00 security deposit for others required at time of reservation or before picking up the key. 4. Discussion: Keys -- should all groups be required to pick up key at police dispatch? Should Lions Club have their on key? Purpose of revised policy is to ensure consistency in use of park facility. A representative of the group will have to pick up the key at police dispatch and return it within 30 minutes after the meeting. Time reserved for the meeting should include sufficient cleanup time Keep two keys at dispatch (color coded red /blue) in case two groups reserve time back -to -back. 5. Discussion: Ballfields -- lighting fees. Postponed to next meeting. B I C E N T E N N I A L P A R K Facilities and Fees Bicentennial Park offers recreational facilities for all citizens of Southlake and other non - profit organizations within the City. It is located on North White Chapel Road just North of FM 1704. For information and reservations, please call 481 -5581: the Public Works Department, City Hall, 667 North Carroll Avenue. DEFINITIONS: For the purpose of this park use policy, a non - profit organization is defined as: a. An organization designated 501(c)3 for tax purposes, or b. An organization sponsored by a school in the Carroll Independent School District. FACILITIES AND FEES: I. Southlake Civic Center A. Non - profit organizations operating within the City of Southlake 1. The Civic Center may be reserved for regular meetings. An annual registration fee of $25.00 is to be paid in September each year. A list of regular meeting dates must be submitted with the registration and a security deposit of $50.00 is required at the time of registration. This deposit is refundable if the facility has been left clean and in order and the key returned on time. 2. Special activities, such as fund raising events or holiday parties, will be scheduled on a first come basis at a rate of $10.00 per hour, three hours minimum. 3. No group may reserve the Civic Center for regular meetings from 1:30 p.m. on Friday to midnight Sunday. These hours are reserved on a first come basis only. 4. Access to the facility is limited to the scheduled group when meetings are in session. B. Other citizens or groups 1. The Civic Center may be reserved for functions such as family reunions or birthday parties at the rate of $10.00 per hour, three hours minimum. 2. A security deposit of $50.00 is required with the reservation. This deposit is refundable if the facility is left clean and in order and the key returned on time. 3. Access to the facility is limited to the scheduled group when functions are in progress. C. Keys Akkai 1. The Civic Center shall be locked when not in use. 2. The key will be available at police dispatch at Southlake City Hall and must be returned there within one -half hour after the reserved time. 3. Failure to return the key will result in forfeit of the security deposit. II. Ballfields There are three ballfields available to the citizens of Southlake and non - profit organizations operating within the City. Groups outside the City will be given consideration on an as available basis at a negotiated rate. The Southlake Boys Baseball Association and the Southlake Girls Softball Association shall be exempt from the following fees. A. Lighting Fees 1. Field #1 is a tournament -size, lighted field and Field #2 and #3 are smaller, lighted fields. Each field can be reserved for a base rate of $20.00 for the first two hours plus $10.00 for each additional hour. B. Field Preparation Fees 1. If the City Park personnel are requested to prepare the ballfields for play (i.e. drag it, chalk it and place bases), the following fees will be charged: Weekday games: $25.00 Weekend games: $37.50 III. Concession Stand Citizens of Southlake and non - profit organizations within the City must request the concession stand in advance and must provide volunteers to staff the stand. There must be at least one adult present in the concession stand while it is open. The base rate for concession stand operation is $ per NO ALCOHOLIC BEVERAGES WILL BE SOLD OR CONSUMED IN THE PARK.