Item 4GCITY OF
SOUTHLAIN✓
MEMORANDUM
June 11, 2012
TO: Shana Yelverton, City Manager
FROM: Kari Happold, Deputy Director of Community Services
Item 4G - 1
SUBJECT: Approve revisions to the Park Use Policy regarding park hours
for North Park
Action Requested: City Council consideration of a proposed revision to the Park
Use Policy to establish park hours for North Park as 6:00
a.m. — 11:00 p.m.
Background
Information: Construction on Southlake's newest community park, North
Park, is almost complete and it is important to establish and
post the park's hours for visitors. Construction of the park will
wrap up this summer with a grand opening celebration
scheduled for September 2012.
The City's regulation of times the public is allowed on park
property is authorized by the adopted Code of Ordinances,
Chapter 12, Article II, Sec. 12 -32, #5, which states: "Time
limitations on public use of park. 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." Additionally, the Park Use Policy, adopted by City
Council in March 2010, stipulates hours of operation for each
City park.
The proposed revision to the Park Use Policy for the Park
Board's consideration at this time is to include hours of
operation for North Park of 6:00 a.m. — 11:00 p.m. (Sports
field lights will be off at 9:30 p.m.) This proposed revision will
coincide with other City park hours and with the site plan for
North Park that was approved by City Council.
Approval of the revision to the Park Use Policy to include
operating hours for North Park (6am — 11 pm) will result in
consistent administration of City parks and will benefit
Southlake citizens and aid in DPS enforcement.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — June 19, 2012
Page 2 of 2
Item 4G - 2
The Park Board recommended approval of the proposed
revision (7 -0) at their meeting June 11, 2012.
Financial
Considerations: Funding for signs to post park hours for North Park is
approved in the approved CIP project construction budget.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus areas of Performance Management and Service
Delivery and Safety and Security, and meets the corporate
objective to Provide Attractive and Unique Spaces for
Enjoyment of Personal Interests and Achieve the Highest
Standards of Safety and Security.
Citizen Input/
Board Review:
• Park Board recommended approval (7 -0) June 11, 2012
• City Council consideration June 19, 2012
Legal Review: Proposed revisions consistent with prior revisions reviewed
by City Attorney
Alternatives: Alternatives include:
• City Council approval as presented
• City Council approval with input as desired
• City Council decision not to approve
Supporting
Documents:
• Park Hours
• Current Park Use Policy
Staff
Recommendation: City Council approval of a revision to the Park Use Policy to
establish park hours for North Park as 6:00 a.m. — 11:00
p.m.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4G - 3
CITY OF SOUTHLAKE PARK HOURS 6/13/20122:04 PM
Proposed Dated June 11, 2012
TOWN SQUARE PARKS
HOURS
Rustin /Famil Park
6:OOAM - 11:OOPM (Sun -Th)
6:OOAM - 12:OOAM (Fri -Sat)
Frank Edgar Cornish, IV Park
6:OOAM - 11:OOPM (Sun -Th)
6:OOAM - 12:OOAM (Fri -Sat)
McPherson Park
6:OOAM - 11:OOPM (Sun -Th)
6:OOAM - 12:OOAM (Fri -Sat)
NEIGHBORHOOD PARKS
HOURS
Central Park
Dawn - Dusk
Chesapeake Park
Dawn - Dusk
Estes Park
Dawn - Dusk
Koalaty Park
Dawn - Dusk
Liberty Park @ Sheltonwood
Dawn - Dusk
Lonesome Dove Park
Dawn - Dusk
Noble Oaks Park
Dawn - Dusk
Oak Pointe Park
Dawn - Dusk
Royal & Annie Smith Park
Dawn - Dusk
Summit Park
Dawn - Dusk
The Cliffs Park
Dawn - Dusk
CITY PARKS / SPECIAL USE PARKS
HOURS
Bicentennial Park
6:OOAM - 11:OOPM
BJNCP (Facility)
9:OOAM - 5:OOPM (Tue -Sat)
BJNCP Preserve
7:OOAM - 8:OOPM (Apr -Oct)
9:OOAM - 5:OOPM (Nov -Mar)
Bob Jones Park
6:OOAM - 11:OOPM
North Park
6:OOAM - 11:OOPM
Game field lights will be out
by 9:30 per CC mtg
Southlake Sports Complex
6:OOAM - 11:OOPM
WBoardslCity Councih2012106- MFINALSIItem 4G - Revise Park Use Policy ref park hours for N Park - WItem 4G - Memo Attachment 1 -
Revision to Park Hours.x/s
Item 4G - 4
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 terms are 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.
0 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 I of 6
Item 4G - 5
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. Groups are 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
Item 4G - 6
Pavilion and Athletic Courts
General - Facility 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
Item 4G - 7
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
Item 4G - 8
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:
Park
Classification
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)
Koalaty
Neighborhood 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
Item 4G - 9
Overnight Park Use
Bicentennial Park and Bob Jones Park — Bicentennial 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.
ApprovaiDate.
August 4, 1997
Approved by:
City Council
1. Amendment Date
January22,2002
Approved by:
City Council
2. Amendment Date
March 2, 2010
Approved by:
City Council
Community Services — Park Use Policy Page 6 of 6