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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-9/9/2002 city Of Texas PARKS AND RECREATION ADVISORY BOARD AGENDA Monday, September 9, 2002 7:00 p.m. For the meeting conducted at the Park Annex located at 5109 Bransford Rd, I AGENDA I I NUMBER AGENDA ITEM 1, Call to Order 2, Approval of the Minutes 3. Discussion and consideration of the Game Use Committee Report 4. Discussion and consideration of approval for the use of Voluntary Park Fund monies to construct drive approaches off Bogart St. 5, Discussion and consideration of proposed donation from Burlington Northern Santa Fe Railway Company 6, Discussion and consideration of approval for the use of Voluntary Park Fund monies for a fence surrounding the caboose to be located at Bransford Park 7, Recreation, Athletics, Tennis and Seniors' Reports 8. Park Operations and Capital Improvement Status Reports 9. Citizen comments/presentations regarding items not on the agenda* 10. Adjournment *(ThiS time is allocated for citizens to informally address the Board on matters not on the agenda that require no formal action, Each presentation will be limited to a maximum of five (5) minutes, Board members may not respond to citizens who speak regarding matters not on the agenda.) I certify that the above agenda was posted on the bulletin board at City Hall on, September 5, 2002 If!:J cu.ttIfo Il , I) id h,f1 n A " Texas p,f- PARKS AND RECREATION ADVISORY BOARD MINUTES Monday, August 19, 2002 6:30 p.m. Chairman Joe Noorlag called the meeting to order at 6:42 p,m, on Monday, August 19, 2002 at the Colleyville Community Center. ROLL CALL: Members: Mayor Pro Tem Ginny Tigue, Tom Cicherski, Meg Davis, Chris Foy, Jim Messina, Bill Mitchell, Joe Noorlag, Chuck Thomas, and Gil Turner ABSENT: None STAFF: Dianne McWethy, Deputy City Manager, Monica Sue Walsh, Parks and Recreation Manager, Craig Dishman, Recreation Supervisor and Barbara Werner, Administrative Secretary 1, Call to Order 2, Approval of the July 1, 2002 Minutes Jim Messina moved to approve the July 1, 2002 Parks and Recreation Advisory Board Minutes and Chuck Thomas seconded the motion, The vote was unanimous, 3, Discussion and Consideration of approving the McPherson Park Master Plan Since October 2001. the McPherson Park Master Plan Committee has been meeting to develop a Master Plan that addresses both the current and future recreational and athletic needs of the City, The plans were submitted to Karl van Bieberstein of Newman, Jackson. Bieberstein, Inc, for refinement to reflect the program elements desired by City staff and the committee, Karl van Bieberstein reviewed the planning process, the proposed Master Plan including park elements, phases for development and preliminary cost estimates of the park. Parks and Recreation Advisory Board Meeting August 19.2002 Page 2 Jim Messina moved to approve the McPherson Park Master Plan and submit it to City Council. Tom Cicherski seconded the motion, The vote was unanimous. 4, Recreation, Athletics, Tennis and Seniors' Reports Craig Dishman, Recreation Supervisor provided an overview of the current and proposed recreation programs and activities available to citizens of Colleyville and surrounding areas. 5. Park Operations and Capital Improvement Status Reports Monica Sue Walsh, Parks and Recreation Manager presented a status report on current projects. 6. Other Informational Items 7, Adjournment Jim Messina moved to adjourn at 7:30 p.m, and Meg Davis seconded the motion. The vote was unanimous. Respectfully submitted and approved: ~~dj llJ,LlrM(j 7 Barbara Werner, Administrative Secretary city of '1'exas n~ pBf- PARKS AND RECREATION ADVISORY BOARD MINUTES VVednesdaY,August21,2002 6:00 p.m. Vice-Chairman Bill Mitchell called the meeting to order at 6:00 p.m, on VVednesday. August 21, 2002 at the Parks and Recreation office, ROLL CALL: Members: Mayor Pro Tem Ginny Tigue, Tom Cicherski, Meg Davis, Chris Foy, Jim Messina, Bill Mitchell, and Chuck Thomas ABSENT: Joe Noorlag and GiI Turner STAFF: Dianne McVVethy, Deputy City Manager, Monica Sue VValsh, Parks and Recreation Manager, Craig Dishman, Recreation Supervisor and Barbara VVerner, Administrative Secretary 2, Call to Order 2, Prioritizing Parks and Recreation Projects Since the Cotton belt Trail, Phase 3 and the Little Bear Creek Trail Extension Project are works in progress, Chris Foy moved to remove these projects from the list and rank the remaining ten items, Jim Messina seconded the motion, The vote was unanimous, The board ranked the following priorities in order with number one being the highest. Recreation Center 1 Sneed Property 2 McPherson Phase 1 3 Parkland Purchase 4 ADA Improvements 5 McPherson Phase 2 6 Bransford Park Phase 2 7 Pleasant Run Park 2 8 McPherson Phase 3 9 McPherson Phase 4 10 Parks and Recreation Advisory Board Meeting August21,2002 Page 2 3. Adjournment Chuck Thomas moved to adjourn at 7:40 p,m. and Tom Cicherski seconded the motion, The vote was unanimous, Respectfully submitted and approved: ~~tJ-"Uk1(ilAt.t7 Barbara Werner, Administrative Secretary CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 3 Department: Parks and Recreation Subject: Discussion and consideration of the Game Use Committee Report Staff will give an overview of the attached report, ACTION TO BE TAKEN o Discussion Only o Procedural Change [2J Possible City Council Policy Recommendation o Information Only Page Lor 1 Game Field Use Report September 2002 Background In March 2002, the Parks and Recreation Advisory Board established a committee consisting of youth sports association presidents, representatives of the Parks Board and City staff to review the use of city owned game fields at City Park and Pleasant Run Park. This staff report attempts to identify Colleyville youth sports associations current and future needs, use of game fields, practice areas and practice alternatives, The committee also reviewed city ordinances and resolutions related to these areas. Issues Use of Game Fields In April 2002, Colleyville Girls Softball Association submitted a request to the Parks and Recreation Advisory Board and City Council for a waiver to utilize game fields for practice during the spring season, The City Council approved this waiver request. In May 2002, City staff met with GCISD facilities staff to discuss our goal of partnering with GCISD and Colleyville Girl's Softball Association and Colleyville Baseball Association related to capital improvements of the practice areas located at O.C. Taylor Elementary, Colleyville Elementary and Colleyville Middle Schools by August 15, 2002, to enhance safety of GCISD students and youth sports association participants who utilize these areas as practice sites, The preliminary cost estimate for the existing nine (9) play areas is approximately $115,000 including materials and labor, Colleyville Baseball Association has allocated $15,000 in funding for this project. They have also committed to complimenting the existing GCISD maintenance program, Colleyville Girl's Softball Association has allocated $10,000 in funding for this project. City Council approved up to $50,000. In August GCISD Board of Trustees approved the City's request for the improvements, Staff is currently working on specifications for improvements of two baseball and two softball play areas. On the basis that improvements to the GCISD practice areas were not completed by August 15, 2002, the Colleyville Girl's Softball Association submitted another waiver request for use of the game fields during the fall season, which was approved by the City Council. The Colleyville Baseball Association also submitted a waiver request for the use of the game fields for a period of two weeks prior to the regular fall season. This waiver request was also approved by the City Council. The Colleyville Soccer Association also expressed an interest in the use of the game fields at Pleasant Run Park for certain age groups. In consideration of each of the waiver requests, staff's position is that the game fields should be used only for game purposes not for practice purposes. Additional use of game fields for practices will impact the following: · Dirt infield conditions · Batter box and pitching areas · Turf areas · Trash collection · Restroom cleaning · Opening and closing of fields · Operating field light usage · Repair of maintenance equipment · Fertilization · Materials - topdressing, clay, drying agent, sand, chemicals · Preparation of fields for league play · Aerification · Mowing · Wear and tear on facility · Quality of fields · Staffing The position of the Colleyville Girl's Softball Association is that upon completion of planned GCISD capital improvements to the play areas, the association will not practice on the City Park game fields, Each of the youth sports associations have indicated that the use of the game fields is a temporary solution to meet their immediate practice needs. Review of Current Practice Areas The Colleyville Youth Sports Association needs survey updated in spring 2002 was presented to the committee for review. This survey was based on input from youth sports association presidents, Each season a survey is updated that includes current practice and game field sites available to each of the youth sports associations, (See attached.) Improvements are underway at Pleasant Run Practice site facility. These improvements will add two new practice areas. Practice Alternatives Alternate practice sites were discussed. The Sneed property located at 915 L.D. Lockett Road was identified as the only potential baseball practice area for ages 11-14. This property has a concept plan which has a practice baseball and softball field, parking and entry drive, Colleyville Baseball Association has expressed an interest in partnering with the City on this project. Colleyville Girl's Softball Association will be addressing their board to discuss their partnering support, The Colleyville Soccer Association has the opportunity to utilize L.D. Lockett Park for two small areas. Colleyville Soccer Association needs to provide the City with goals and fencing to be installed. Review of Ordinances and Resolutions The committee was given an overview of the history of the development of the related ordinances and resolutions. In 1998, City staff worked with the youth sports association presidents and representatives of the Parks Board to develop these ordinances and resolutions prior to the opening of City Park. The Game Field Use Committee formulated questions related to youth sports association programs in other cities, The results of this survey were discussed in relation to Colleyville's current and future needs. (See attached.) In addition, the peer city survey was used to guide the committee related to the City's current and proposed fee structure. Ordinance 0-02-1339 was reviewed by the Game Field Use Committee. The committee recommended that all fees not associated with youth sports associations be moved to the general fee ordinance. It was also the consensus of the committee to add the waiver request for use of ball fields under the soccer field game section (See attached,) Resolution R-92-737 was also reviewed and the consensus of the committee was to change the $10.00 non-resident fee per family to per individual per season. (See attached.) Resolution R-98-1392 was also reviewed and the consensus of the committee was to remove the tennis fee to the general fee ordinance. (See attached.) Maintenance and Operation During FY 2001-02, the Parks and Recreation Department staff, depending on job duties and responsibilities, have spent between 20% to 90% of their available hours working with youth sports programs to provide maintenance and operations for soccer, baseball, softball, football, basketball and wrestling, A review of the FY 2001-02 Park division budget identifies the costs associated with youth programs. The cost estimate is as follows: Personnel Services $217,326 Contractual Services $ 99,858 Supplies $ 18,825 Total $ 33,009 This total represents approximately 30% of the Parks division budget. A detailed line item review is included with this report as Exhibit 1. Exhibit 2 reflects the same information in the form of a pie chart, A review of the FY 2001-02 Recreation division budget identifies the costs associated with youth programs. The cost estimate is as follows: Personnel Services $ 24,403 Contractual Services $ 425 Total $ 24,828 This total represents approximately 8% of the Recreation division budget. A detailed line item review is included with this report as Exhibit 3. The game fields at Pleasant Run Park soccer complex encompasses up to fourteen (14) fields and City Park has nine fields. Practice sites are located at Sparger Park, Pleasant Run and Kimzey Park. Field maintenance i':lcludes mowing, aerification, top dressing, turf establishment, dragging fields, field repairs, lining of fields, maintenance of the irrigation systems, inclusive of controllers and programming, chemical applications, trash control, restroom cleaning. Operations includes scheduling for field openings/closings, turning field lights on/off, adapt to schedule changes, customer service for youth sports association inquiries, communications between youth sports associations and City staff related to facility schedules, maintenance and operations, The above information was related to FY 2001-02. With the increase in use of game fields for practices in the FY 2002-03 budget, staff proposed the addition of two new park maintenance workers to accommodate this request. The cost for these two additional staff including equipment and supplies totals approximately $83,000. Conclusions 1, The youth sports associations, which include baseball, softball and soccer, have first priority and almost exclusive use of the city's athletic fields. 2, Since April 2002, staff met with youth sport associations representatives several times to secure their input concerning user fees, current and future needs, use of game fields, practice areas, practice alternatives and review of ordinances and resolutions related to these areas. 3. The youth sports associations need additional practice fields. 4, The Parks and Recreation Department staff, depending on job duties and responsibilities, spends approximately 20% to 90% of their available time and resources working on youth athletic programs, including a large portion for field maintenance. 5. The estimated cost to provide maintenance and operation for the FY 2001-02 parks division budget was approximately $336,009 or 30% of the total budget. 6, The estimated cost to provide maintenance and operation for the FY 2001-02 recreation division budget was approximately $24,828 or 8% of the total budget. 7, The use of the game fields as practice areas will result in the need for additional staffing levels within the Parks Department. 8. The use of the game fields for practice areas will result in the increased personnel, maintenance, supply cost which is approximately $83,000, 9, The city should update the ordinances and resolutions that relate to youth sports associations. Recommendations Staff recommends that the City adopt the following options: 1, Due to increased personnel, material costs and long-term impact on the game fields, practices should not be allowed on the game fields at City Park and Pleasant Run Park. 2, Reconvene the committee to review the Sneed property with the youth sports association's commitments, 3, Remove all fees from Ordinance 0-02-1339 that are not directly associated with youth sports associations. 4. Continue to work with GCISD to improve the baseball and softball play areas to alleviate practices on game fields. 5. Amend non resident maintenance fee to $10 per person per season. U) we -lw -lW -2 ~~ W-N -l-lo -lu~ 0<(>. 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WERE YOUR FIELDS BUILT PRIOR TO 19971 /, '/. /. /~/ /#/#/ 0'" r:.'" ... /.# ~o ~ ~'D' ~$ 'I><Q ~0 ~'" <Q0~ ~~ 0'::; Cf 0<' <<l ~" ~0 ~ (j Football 1Y 2Y 2Y Softball 6Y 2Y,2N 4Y 3Y,4N 3Y 3N Baseball 6Y 6Y.6N 4Y 4N 3Y 6Y.4N 7Y 6N Soccer 10Y 6Y,4N 10N 12Y 6Y 8Y 16 11Y Basketball in-house in-house Wrestling In Line Hockey in-house Kickball 1 Lacrosse Grapevine - Uses aduil softball fields for youth and adults Keller - 4 softball fieids under design, soccer aiso has two pads (reguiatlon size) that are a year old, no cily owned softball fields. Keller Youth Association has own softball. baseball and football fields, Oider fields by Sear Creek owned by Keller Youth Association Bedford - Soccer no play on one field rotate in and out, baseball donated funds to help renovate fields DO YOU ALLOW PRACTICE ON GAME FIELDS? /'//.f // /#~ / / /~~ / '~/ tf/ jS' :>:-0"" ,,:>0 cP Football N N Y Softball Y N N Y Y N Baseball Y N N N N Y Y N Soccer N N N N N N N Basketball Wrestling In Line Hockey Kickball Lacrosse Grapevine. softball practices on youth fields only. First year allowing practice on smaller soccer fields, Commissioners monitor. Euless - Texas Star you can lock up Keller. Soccer does not play Monday and Wednesday for maintenance NRH - Restricted use on new softball fields to two limes a week. Baseball only began in April 2002 due 10 city not being able to monitor use Southlake . They are trying to eliminate practices due to wear and tear, soccer usually uses fields for practice but not right now HOW MANY PARTICIPANTS? ///.t/ff/# / / /~~ ////f/ ~ :>:-0 0" <v" ~ ~0 ,,:>0 cP Football 250 300 450 250 Softball 200 168 178 265 606 402 298 Baseball 700 78 377 1140 700 927 926 Soccer 2500 975 2500 1100 1362 1550 Basketball 670 Wrestling 50 In Line Hockey Kickball Lacrosse 214 1of4 Football Softball Baseball 2 Backsto s 5 Backsto s 11 none none see SB see SB see SB see SB see SB Soccer 9 none 8 moveable 1 plus open space 1 plus open space 3 12 Basketball Wrestlin In Line Hacke Kickball Lacrosse Grapevine - uses schools as well Hurst, Euless. Bedford - part of MidCities Youth Activities Council- 14 organizations South lake - Park under construction 6-backstops, purchased Texas School of Baseball, 4 softball game fields working on concept design KeUer - Open area - people bring portable goals. Uses schools as well NRH - uses schools as well Colleyville - is under construction for another soccer practice area. Uses schools as well DO YOU CHARGE FEES TO THE ASSOCIATIONS IF SO WHAT ARE THEY AND ARE THEY PER SEASON? / ~~/ / /l/~ /f/#/ o ~.. !I. /~ is' ""iF ~q, ",,0 ~.. ":JO~ ,if ,,<: ~~ ~~ ~ ~0 ~<l:' $300 or less on Football utilities $5N,$4R-1 Softball $7.50 -2 $15N, $12R-1 $8-2 $10N, $5-2 $300 or less on utll~ies 3- Baseball $7.50-2 seasons $7.50-2 $15N, $12R-2* $8-2 $10N, $5-2 $300 or less on utilities 2- Soccer $5N-2 $7.50-2 seasons $5N,$4R-2 $8-2 $10N, $5-2 Basketball Wrestling In Line Hockev Kickball Lacrosse Number after the cost designates the number of seasons Hurst - gets 5% concession gross NRH - YSA pays all utility costs, concession $50 a month, * Has two baseball associations using facilities with only one playing both fall and sprtng Colleyville - Non residents family ree is $10 per season 2of4 WHAT IS YOUR RENTAL FEE FOR FACILITY? ///,1 /.1 /# /tI/~ / #' / 1'7 ~ ~ c,<; ~~ ~ ~ ~'" ~ e.:,O eP Football $10oer/hr No Rentals $14 per/hr $12.50/2hr wlo $15/1.5 w/o $5D-80I2hr w/o Softball Iiahts No Rentals No Rentals No Rentals liohts liahts lights $22/2hr with $20/1.5 with 100-18012hr with lights lichts lights $17 per/hr $12.50/2hr wlo $15/1.5 w/o $50.80/2hr w/o Baseball with Iiahts varies No Rentals No Rentals lights Iiahts lights $22/2 hr with $20/1.5 with 100-180/2hr lights Iichts with lights $20 perlhr with $15/1.5 w/o $50-125/2hrwlo Soccer lights No Rentals No Rentals No Rentals Iiqhts lights $100-175/2hr with lights Basketball Wrestlina $14 per/hr with In Line Hockev lights Kickball Lacrosse Grapevine - Tournaments $250 per field per day Euless - $20-$40 baseball per hr. Soccer gave them a $10,000 check for bleachers which City didn~ request Hurst 4 Does not rent to outside groups Keller - case by case basis, non-profit vs profit etc., not much time available Bedford - does not rent Southlake - Only 1-2 month period not used by association. Field prep weekday $25 per field, weekend $37.50 hr DO YOU ALLOW VOLUNTEERS TO WORK ON FIELDS? /~.// ///$ /#/#7 iJ' ~.. "" /~~ is ~~ ~q, .",0 ~.. e.:,o~ elf' (j ~~ 'l:-~ ~ Own equipment- Football NO striDe fields NO drag on weekends use Softball city equip NO NO NO NO NO NO drag fields - brought own equip, also use Baseball city equip NO NO Chalk fields NO NO NO NO Own equipment- Soccer NO NO NO striDe fields StriDe fields NO NO NO Basketball Wrestlina In Line Hockev Kickball Lacrosse Grapevine - Soccer Association gave City $10,000 for deep tine aerallon, city mows during week, YSA mows on weekends Bedford - In the past they did but dty took back over when maintenance went down. They do let soccer stripe fields NRH - No but in past did but condition and quality of fields was not good so city took over 30f4 YES -replaced HVAC $13,000, maintain playgrounds YES YES Hurst, Euless, Bedford - has contract through MCYAC. Keller - 3 backstops Bedford - lease property Meadow park is on NRH - Yes, no fees but mow practice fields at RHS and administration area South lake - fund set up for joint use, scoreboards, carpet 1/2 sales tax, ColJeyville - some maintenance on football fields in past YES, 3 backsto s YES YES, mow some fields YES YES WHAT ARE RESIDENT VS NON.RESIDENT RATIOS? / '~/ / /# /&~ / ~ //7~7 if p," ... ~ ~0 I." ~ ~ cf <<i' ~~ ~ <b0 ~~ ~o vo Football 95-5 60-40 Softball 90-10 40-60 55-45 80-20 Baseball 80-20 35-65 56-44 60-40 Soccer 45-55 58-42 58-42 55-45 Basketball 90-10 Wrestlina 70-30 In Line Hockev Kickball 54-46 Lacrosse Euless - does not keep records Keller - does not keep records Bedford - does not know Park Acrea e Per Ca ita 872 45 611 13 279 7 362 12 194 4 675 11 638 27 185 9 4of4 ORDINANCE NO. 0-02-XXXX AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS, AMENDING CHAPTER 66 OF THE COLLEYVILLE CODE RELATIVE TO FEES AND RESERVATIONS FOR THE USE OF PARK ATHLETIC AND RECREATIONAL FACILITIES; PROVIDING THIS ORDINANCE BE CUMULATIVE; PROVIDING FOR SEVERABILITY; PROVIDING FOR GOVERNMENTAL IMMUNITY; PROVIDING FOR INJUNCTIONS; PROVIDING FOR A PENALTY AND AUTHORIZING PUBLICATION. WHEREAS, Chapter 66 of the City of Colleyville Code of Ordinances provides for the regulation and use of public parks and imposes fees for the use of park facilities; and WHEREAS, Ordinance 0-93-906, Ordinance 0-93-918, Ordinance 0-98-1108 and Ordinance 0-02-1339 created and established Section 7 of the City of Colleyville Code of Ordinances relative to parks and recreational regulations; and WHEREAS, the City Council of the City of Colleyville has determined that a revised rate and scheduling structure is in the best interest of the citizens of the City of Colleyville, NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: See, 1: The following words, terms and phrases, when used in this ordinance, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Chapter 66: Definitions 1. City cosponsored league play shall mean an athletic event, which is authorized, organized or scheduled with the assistance of the Parks and Recreation Department by a non-profit organization. 2. City sponsored league shall mean an athletic event which is authorized, organized or scheduled in whole or in part by the Parks and Recreation Department. 6, 7, Sec2: 3, Ordinance 0-02-XXXX Page 2 of 14 Closed field shall mean a playing field or a game field that has been closed for any use due to inclement weather or maintenance requirements of the Parks and Recreation Department. 4. Coordinator Manager shall mean the coordinator Manager of the Parks and Recreation Department. 5, Game field shall mean a field that has been designated by the Parks and Recreation Department to be used solely for the purpose of conducting league play or tournament play for city sponsored or city cosponsored league play athletic events, This would include the city sponsored soccer, baseball and softball associations, Game fields are located at the Pleasant Run Soccer Complex and the Colleyville City Park, Park shall mean a park, playground or any other area in the city owned or used by the city, devoted to active or passive recreation, Vehicle shall mean any wheeled conveyance, whether motor powered, animal-drawn or self-propelled, The term shall include any trailer of any size, kind or description, Chapter 66: Facility Procedures and Guidelines Tennis Court Regulations 1, It shall be unlawful for any person to use the tennis courts in the City for any purpose other than playing tennis. 2. It shall be unlawful for any person to play tennis on any tennis court while wearing any footwear other than tennis shoes. 3, It shall be unlawful for any person to ride a skateboard or skates on the tennis courts, Tennis Court Fees and Rofunds 4. The tennis courts are available on a first-come first-serve basis, 2.1\ resident may reserve tho tennis courts for a fee. The fee for residents shall be $2,00 per one 3nd one half hour session per court, both double and single play, Each session shall be for no longer than one 3nd one half hours in accordance '.'lith the reservation schedulo m3intained by the Parks and Recreation Department. 3.1\ non resident may reserve tho tennis courts for a fee. Tho foe for non residents shall bo $1,00 per one 3nd one half hour session per court, both Ordinance 0-02-XXXX Page 3 of 14 double and single play, Each session shall be for no longer than one anG one half hours in accordance '.vith the reservation schedule maintained by the Parks and Recreation Department. "1,/\ resident and non resident, individual or family, may purchase an annual facility use card that allows the holder to call in for tennis court reservations and to play without paying per session court fees, 5.The annual usage fees for resident and non resident are as foIlO'.I"s: Resident Individual Resident Family $100,00 per year $250,00 per year Non Rccidcnt Individual Non Resident Family $150,00 per year $350,00 per year 6, Refunds are available due to inclement ~./oather provided, hmvever, that a request for a refund is submitted to the Parks and Recreation Department, in writing, '.vithin one week of the scheduled session. Failure to submit a timely request for refund forfeits the refund, Rescheduling in lieu of a refund is permitted based upon availability of time slots. Tennis Court Reservations 1, The courts will open for play at 6:00 a.m. All games must be completed by 10:00 p,m" park closing time. 2, Courts may be reserved through the Parks and Recreation Department. Time slots for reservations are available in one and one-half hour increments as seasonal conditions permit. The schedule shall be determined and approved by the Parks and Recreation Manager or Affi designated representative, 3, Reservations must include the name of the individual or team, address and phone number as set forth in this policy, No more than one person from a team may schedule a reservation, 4, Residents may make reservations beginning the Monday proceeding the next scheduling week (Sunday through Saturday). Non-residents may make reservations commencing on Friday proceeding the next scheduling week (Sunday through Saturday). There '.vill be no consecutive reservations for an individual or family member, 5, Any person or team found to be violating the terms of this section shall be denied access to the tennis courts for the remainder of the season, Ordinance 0-02-XXXX Page 4 of 14 Rental of Park Pavilions and Refunds 1, All non resident special event users, except City related users. shall make a deposit and pay a fee to the Parks and Recreation Department. The amount of deposit will be determined by the specific use of the pavilion, in an amount not less than T'Nenty five Dollars ($25,00) for four hours and not to exceed One Hundred Dollars ($100.00) for eight hours, as determined by the Parks and Recreation Manager. Such deposit is to cover the cost of any necessary clean up or ','andalicm, The Parks and Recreation Manager shall designate a person or person(s) to inspect all premises after usage. All deposits will be held until after pavilion use, and returned to the customer unless damage or vandalism has occurred, At this time, a refund will be processed for the deposit. 2, City related functions shall have first priority on the pavilions and shall use the pavilions without charge. 2. Fees for the use of the park pavilions shall be assessed as follows: Number of people Rato for Four (4) Hour Rental NonResident 100 150 $ 25.00 $ 50.00 $ 75,00 $100,00 25 or loss 26 50 51 1 00 Over 150 To be determined by the Parks and Recreation Department 3, All other groups who reserve the pavilion for personal use, except those specified in the following section, shall pay a fee as determined by the Parks and Recreation Department. 4, All non-residents who reserve the facility for business, commercial or professional gatherings may apply for the use of said pavilion during daytime hours between 8:00 a.m. and 47W5:00 p.m, The applicant may not make any charges, nor solicit for money of any kind or character from any person for his use of the pavilion, A liability insurance policy naming the City of Colleyville as an additional insured shall be purchased by all Ordinance 0-02-XXXX Page 5 of 14 business, commercial or professional renters. Coverage amounts must meet those specified by the City Manager or his designee. 5. A request for a reservation must be made in person at the Parks and Recreation Department during regular business hours (8:00 a.m. until 473G5:00 p.m.). Reservations will be accepted from adults only (18 years or older), Reservations may be made no earlier than sixty (60) days in advance. 6, A permit shall be issued by the Parks Department stating the time, date, fee and amount of deposit and any other pertinent information as determined by the City. 7, Refunds on any pavilion or park rentals unless otherwise specified, must be requested no later than three (3) working days after scheduled use, through the Parks and Recreation Department Coordinator Manager or f:H.s designated representative, Refunds will only be considered in cases of uncontrollable events, Le" severe weather, family emergency, etc, and must be approved by the Parks and Recreation Manager. Rescheduling of allotted time is preferred and can be used up to one (1) year from the time of original date, 8, All cancellations must be made no later than three (3) days prior to reservation date to obtain a refund. Park Pavilion Policies and Guidelines 1, Alcoholic beverages are prohibited, as per ordinance. 2. Music may be played only between the hours of 9:00 a.m, and 10:00 p.m" unless otherwise approved by the Parks and Recreation Department or as permitted under the City's noise and nuisance ordinances. 3, Vehicles will be restricted to designated parking areas only, except for Police, Fire emergency or maintenance vehicles from Departments. Also, the use of "bounce houses" or "moon walks" is not allowed on park property, 4. Responsibility for damages to and or maintenance of facilities growing out of usage beyond normal and usual wear will be assumed by the individual, group or organization. All paper and waste shall be deposited in proper receptacles. 5, All special permits must be obtained in person and such individual must sign such permit indicating that he/she agrees to the terms of the deposit restriction and applicable City Ordinances. Ordinance 0-02-XXXX Page 6 of 14 6, Decorations should not be attached to the pavilion that would tend to deface the structure including but not limited to staples, tacks, crepe paper, or any material that will stain. Approval shall be obtained from the Parks and Recreation Department for any special decorations. 7, Any open flames, candles (other than birthday cake candles), torches, etc, shall not be used in the pavilion and use of any decoration or equipment that requires electricity must meet appropriate fire and electrical codes, 8. The City Manager or his designee shall determine the applicable charge or fee when an interpretation is needed, or the charge set by the Parks and Recreation Department is disputed, 9, Failure to adhere to Parks and Recreation Department rules and regulations will result in suspension of reservation privileges, 10, All decisions concerning the applicable fee, the non-refund of any portion of the deposit, or the denial of the use of the pavilion may be appealed to the City Manager or his designee, 11, The individual, group or organization will obey all rules and regulations, both written and verbal, and will not hold the City of Colleyville liable for any injury sustained while using the facility. 12, The person, whose signature appears on the reservation, or their representative is fully responsible for all participants using the facilities under the jurisdiction for the Parks and Recreation Department. Parks and Game Fields Reservations 1, City related functions shall have first priority in the city's parks and shall use these parks without charge. 2. Commercial use of any and all park facilities for filming, photographing, etc. shall require a charge plus a damage and clean-up deposit. 3, The use of picnic areas and play equipment (other than pavilion renters) shall be on a first-come, first-serve basis. No reservations are allowed. 4, Any group not sponsored by the city and desiring to use a park as a gathering place or for an event or function of any kind shall be subject to the following requirements: a, The organizer or representatives of the group desiring use of the park for an event or function shall file an application for a special permit with the Ordinance 0-02-XXXX Page 7 of 14 Parks and Recreation Department at least thirty (30) days prior to the proposed date of the event or function. The application will be on a form provided by the Parks and Recreation Department and shall include the following information: I. the name, address and telephone number of the person or persons responsible for the event or function; ii. a description of the event and its proposed date and hours of duration; iii. estimated number of people who will be in attendance; iv, the park and park area being requested for use; v, the nature and number of vehicles, which will be used to transport people in attendance to and from the event; vi. a description of any voice or musical amplification equipment to be used; and vii. any other information that may be required by the city in order to establish additional requirements for the preservation of the public health, safety and welfare. 5. Within three (3) days of the time the application has been filed with the Parks and Recreation Department, the Deputy City Manager will be notified of the event or function and will be provided copies of the application for the purposes stated above and for the purpose of assessing the demand placed upon services by the event and the impact upon the area surrounding the park, 2.-6. In addition to the requirements set forth in this section, the group shall comply with any and all other applicable laws, statutes, ordinances, resolutions and rules governing use of the parks. These requirements include, but are not limited to, the payment of any fees or deposits, which may be, required for the use of a public park by this ordinance. Playing Fields Ballfields: Practice Fields a. The city uses G-CISD facilities for baseball and softball practice fields. Ordinance 0-02-XXXX Page 8 of 14 b, The city does not charge a fee for the practice baseball fields and softball fields at park facilities. Ballfields: Game Fields 1. Regulations a, No person shall use the game fields in City Park for any purpose other than playing softball or baseball. b. During regular and post season play, all game fields are reserved for the exclusive use of the youth sports associations, except for Sunday, 2, Fees and Refunds a. During regular and post season play, the youth sports associations pay a maintenance fee for use of the game fields. b. The fee for each game field for residents and youth sports associations, outside of the regular and post season play, shall be $50,00 (without lights) and $80.00 (with lights) per session. The fee for each game field for non-residents shall be $100.00 (without lights) and $180.00 (with lights). Each session shall be no longer than two hours in accordance with the reservation schedule maintained by the Parks and Recreation Department. A $25,00 key deposit is required prior to each session for keys and potential damage, If the keys are returned and no damage is done to the field, as determined by the Parks and Recreation Department Coordinator, the deposit shall be returned, If damage is incurred to the fields, tho person or group will be 3ssessed d3magcc, c. Commercial or organized teams or teams playing games other than those scheduled by the city's youth sports associations, shall be required to pay a fee, as established by the Parks and Recreation Department. Field reservations are required for such teams, d. Refunds are available due to inclement weather, provided however, that a request for a refund is submitted to the Parks and Recreation Department, in writing, within one week of scheduled session, Failure to submit a timely request for refund forfeits the refund. Rescheduling in lieu of a refund is permitted based upon availability of time slots. e, A request for a waiver of the use of the Ball Fields: Game Fields must be submitted, in writing, to the Parks and Recreation Ordinance 0-02-XXXX Page 9 of 14 Department for consideration and approval of the Colleyville City Council. 3, Reservations: a. All fields are available by reservation only and only for the time slot reserved, Time slots for reservations are available in two-hour increments as seasonal conditions permit. The schedule shall be determined and approved by the Parks and Recreation Department Coordin3tor Manager or fHs representative, b, Each person or team is limited to one (1) time slot per week (Monday through Saturday) per calendar month, Reservations must include the name of the coach or assistant coach, address and phone number, as set forth in this ordinance. No more than one person from a team may schedule a reservation. Reservations shall not conflict with scheduled youth sports association league play. c, Youth sports associations and residents may make reservations one week (seven calendar days) prior to the succeeding month, Non-residents may make reservations commencing on the first business day of the month, d, Any person or team found to be violating the terms of this policy shall be denied access to the fields for the remainder of the season, e, The Parks and Recreation Manager or his designated representative is authorized to designate any game field owned or leased by the city a closed field for maintenance or to protect the surface of the game field from damage. f. It shall be unlawful to go upon a game field which has been designated as a closed field and has posted thereon a sign stating "Closed Field - Do Not Trespass Upon This Field - $1.00 - $500.00 Fine" unless the purpose for going upon a closed field is to maintain such field. Soccer Fields: Practice Fields 1 . Fees and Refunds a, The city does not charge a fee for practice soccer fields for youth sports associations and residents. Ordinance 0-02-XXXX Page 10 of 14 b. Commercial or organized teams or teams playing games other than those scheduled by the city's recreational sports associations, shall be required to pay a fee, as established by the Parks and Recreation Department. Field reservations are required for such teams. 2, Reservations a, Practice fields are available on a first-come first-serve basis, Local sports associations and teams have priority. Any person or team found to be violating the terms of this policy shall be denied access to the practice fields for the remainder of the season. Soccer Fields: Game Fields 1, Fees and Refund G.a. The fee for each game field for youth sports associations and residents shall be $50.00 (without lights) and $100.00 (with lights) per session. The fee for each game field for non-residents shall be $125.00 (without lights) and $175.00 (with lights). Each session shall be no longer than two (2) hours in accordance with the reservation schedule maintained by the Parks and Recreation Department. A $25,00 key deposit is required, for the use of the lighted field, prior to each session for keys and potential damage, If the keys are returned ::md no d3mage is done to the field, 3S determined by the P3rks 3nd Recreation Dep3rtment Coordin3tor, the deposit sh311 be refunded. If damage is incurred to the fields, the person or group 'Nill be assessed damages, b, Commercial or organized teams, or teams playing games other than those scheduled by the City's recreational sports associations, shall be required to pay a fee, as established by the Parks and Recreation Department. Field reservations are required for such teams, c. A request for a waiver of the use of the Ball Fields: Game Fields must be submitted, in writing, to the Parks and Recreation Department for consideration and approval of the Colleyville City Council. d, Refunds are available due to inclement weather, provided however, that a request for a refund is submitted to the Parks and Recreation Department, in writing, within one week of scheduled practice, Failure to submit a timely request for refund forfeits the refund. Rescheduling in lieu of a refund is permitted based upon availability of time slots. Ordinance 0-02-XXXX Page 11 of 14 2, Reservations a. All fields are available by reservation only and for the time slot reserved. Time slots for reservations are available in two (2) hour increments, as seasonal conditions permit. The schedule shall be determined and approved by the Parks and Recreation Department Coordin3torManager or rns-representative. b, Any scheduled game on the game fields or use of the game fields shall be played in uniform with licensed officials. c, Each person or team is limited to one (1) time slot per week (Sunday through Saturday) per calendar month. Reservations must include the name of the individual or the team and coach, address and phone number, as set forth in this ordinance, No more than one person from a team may schedule a reservation, Reservations shall not conflict with scheduled league play. d, Youth sports associations and residents may make reservations one week (seven calendar days) prior to the succeeding month, Non-residents may make reservations commencing on the first business day of the month. e, Any person or team found to be violating the terms of this policy shall be denied access to the game fields for the remainder of the season, f, The Parks and Recreation Manager or his designated representative is authorized to designate any game field owned or leased by the city a closed field for purposes of maintenance or to protect the surface of the game field from damage, g, It shall be unlawful to go upon a game field which has been designated as a closed field and has posted thereon a sign stating "Closed Field - Do Not Trespass Upon This Field - $1,00 to $500,00 Fine" unless the purpose for going upon a closed field is to maintain such field, Other Rental Facilities, including but not limited to sand volleyball, in-line hockey courts and basketball courts. 1 . Fees a. The city does not charge a fee for the use of the sand volleyball, horseshoes, foursquare, in-line hockey and basketball courts. Ordinance 0-02-XXXX Page 12 of 14 b. No person shall use the tennis courts, the practice or game fields or any area of a public park to charge a fee for any purpose, including private lessons or clinics, 2, Reservations a, All courts are available for use on a first-come, first-serve basis. Use of Certain Shoes Prohibited a. It shall be unlawful for a person to wear cleated shoes on the in-line hockey or basketball courts, Concessions 1, The city may have concession contract(s) granting particular vendors exclusivity. All concession vendors must obtain a health permit. Residents and non-residents may request use of a concession stand. Requests must be in writing. Requests will be reviewed by the Parks and Recreation Department CoordinatorManager and the Deputy City Manager, Sports Clinics 1, Any individual or group seeking use of a park or playing field to conduct a sports clinic shall reserve the park or playing field by filling out the appropriate application forms in the Parks and Recreation Department and pay a fee for the clinic to be held, as determined by the Parks and Recreation Department. 2. Scheduling of the clinics shall be determined and approved by the Parks and Recreation Manager or ./=Hs-designated representative. Clinics shall not conflict with any scheduled league play. 3. The applicant shall purchase a liability insurance policy naming the city as an additional insured, in an amount to be determined bY,the city. Enforcement 1 , The Parks and Recreation Department shall have the primary responsibility for the enforcement of this policy and all codes and ordinances regulating the conduct and use of park and athletic facilities, The Chief of Police shall have secondary responsibility for such enforcement. Sec. 3: Sec, 4: Sec, 5: Ordinance 0-02-XXXX Page 13 of 14 This Ordinance shall be and is hereby declared to be cumulative of all other ordinances of the City of Colleyville, and this ordinance shall not operate to repeal or affect any of such other ordinances except insofar, as the provisions thereof might be inconsistent or in conflict with the provisions of this ordinance, in which such conflicting provisions, if any in such other ordinance or ordinances are hereby repealed, Any person, firm or corporation violating any provision of this ordinance shall be deemed guilty of a misdemeanor, and upon conviction, be subject to a fine not to exceed the sum of Five Hundred Dollars ($500,00), Each day such violation continues or is allowed to exist shall constitute a separate violation and be punishable hereunder. That the City Secretary is hereby authorized to cause publication of the description caption and penalty clauses of this ordinance as an alternative method provided by law, AND IT IS SO RESOLVED: The first reading and public hearing being conducted on 2002, day of September The second reading and public hearing being conducted on 2002, ATTEST: day of October CITY OF COLLEYVILLE Cynthia Singleton, TRMC City Secretary Donna Arp Mayor APPROVED AS TO FORM AND LEGALITY: Ross T. Foster City Attorney Ordinance 0-02-XXXX Page 14 of 14 RESOLUTION R-02-XXXX A RESOLUTION APPROVING COUNCIL ACTION UNDER BUSINESS AT THE REGULAR COUNCIL MEETING OF JANUARY 7, 1992 WHEREAS, the City of Colleyville has taken action on certain items on the agenda under Business, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: See, 1, THAT the agenda decisions approved by the Council action under Business this date and not otherwise adopted by Ordinance and/or separate Resolution, as follows are hereby adopted: 1 , That a $10.00 non-resident fee be charged to each non-resident fa.l family for participation in each organized sports association per season. AND IT IS SO RESOLVED. PASSED BY A VOTE OF THIS THE DAY OF AYES, NAYS,AND 2002, ABSTENTIONS ON ATTEST: CITY OF COLLEYVILLE: Cynthia Singleton, TRMC City Secretary Donna Arp Mayor RESOLUTION R-02-XXXX A RESOLUTION ESTABLISHING A MAINTENANCE FEE FOR THE YOUTH SPORTS ASSOCIATIONS AND TENNIS ASSOCIATION WHEREAS, the City of Colleyville can anticipate continued growth in the demand for the use of the athletic facilities and services; and WHEREAS, it is the opinion of the City Council that the best interest of the citizens of Colleyville will be served by the implementation of maintenance fees for the Youth Sports Associations ~md the Tennis Association; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: See, 1. THAT a maintenance fee be established for participants in the Youth Sports Associations and the Tennis /\ssociation for the purpose of assisting the City to continue to provide and enhance the maintenance of the athletic fields and tonnis bcilities; Sec. 2, THAT the maintenance fee structure for the Youth Sports Associations and the Tennis Association be established as follows: Youth Sports Associations $5.00 per person, per season for baseball, softball and soccer; and Tennis Association $2.00 per person, per season for tennis. Resolution R-02-xxxx Page 2 of 2 AND IT IS SO RESOLVED. PASSED BY A VOTE OF AYES, THIS THE DAY OF NAYS, AND 2002. ABSTENTIONS ON ATTEST: CITY OF COLLEYVILLE: Cynthia Singleton, TRMC City Secretary Donna Arp Mayor Exhibit 1 City of Colleyville Maintenance and Operation Cost of Youth Athletics Estimated Fiscal Year 2001-2002 Parks Division PERSONNEL SERVICES 6101 Salaries $ 147,840 6141 FICA Expenses 8,987 6142 Group Health Insurance 11,719 6143 Worker's Compensation 26,545 6144 Unemployment Compensation 3,394 6148 Retirement 755 18,086 TOTAL $ 217,326 CONTRACTUAL SERVICES 6226 Contractual Services $ 6,050 6238 Utilities 40,000 6241 Telephone 1,812 6245 Equipment Rental 7,183 6261 Vehicle Maintenance 968 6262 Gas and Oil 5.095 6284 Equipment Maintenance 6,950 6285 Building Supplies 7,125 6284 Property Maintenance 24,675 TOTAL $ 99,858 SUPPLIES 6303 Operating Supplies $ 1,875 6304 Chemicals 9,450 6305 Uniforms 1,500 6309 Landscape 5,000 6313 Small Tools 1,000 TOTAL $ 18,825 GRAND TOTAL $ 336,009 TOTAL BUDGET $1,123,656.00 PERCENT OF TOTAL BUDGET 30% CITY OF COLLEYVILLE MAINTENANCE AND OPERATION COST OF YOUTH ATHLETICS FISCAL YEAR 2001.2002 PARKS DIVISION Contractual Services 30% Personnel Services 64% . Personnel Services Contractual Services Supplies $ 217,326 $ 99,858 $ 18,825 Supplies 6% Exhibit 2 Exhibit 3 City of Colleyville Maintenance and Operation Cost of Youth Athletics Estimated Fiscal Year 2001-2002 Recreation Division PERSONNEL SERVICES 6101 Salaries 6141 FICA Expenses 6142 Group Health Insurance 6143 Worker's Compensation 6144 Unemployment Compensation 6148 Retirement $ 17.644 1,353 2,806 577 68 1,955 TOTAL $ 24,403 CONTRACTUAL SERVICES 6240 Cell Phone $ 225 6295 Contributions 200 TOTAL $ 425 GRAND TOTAL $ 24,828 TOTAL BUDGET $309,187.00 PERCENT OF TOTAL BUDGET 8% CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 4 Department: Parks and Recreation Subject: Discussion and consideration of approval for the use of Voluntary Park Fund monies to construct drive approaches off Bogart St. Colleyville Peewee Football Association has requested some improvements for their program, This is an improvement that needs to be addressed to alleviate the parking problems off Bogart Street. City staff has a cost estimate of $10.152 for an ingress/egress drive on Bogart Street. Currently football members drive through a bar ditch to park their vehicles, This area has significant erosion and ruts, The cost estimate is for two approaches to the property to provide adequate ingress/egress to the site and to maintain proper drainage along Bogart Street. The cost estimate is based on the City's standard drive approach at a width of 24 feet and a depth of 20 feet to clear the drainage ditch, It also includes two 12 inch corrugated metal pipes to be installed to convey the drainage from upstream due to the excessive grade change from the road to the flow line of the ditch. There are also some monies included in the cost estimate for grading, At this time GCISD is reviewing this project request for approval. Recommendation Approval of funding from the Voluntary Park Fund in the amount not to exceed $10,000 to construct drive approaches off Bogart Street. Again. this is contingent on GCISD approving this request. ACTION TO BE TAKEN o ~iscussion Only D Procedural Change [8J Possible City Council Policy Recommendation o Information Only Page Lor 1 CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 5 Department: Parks and Recreation Subject: Discussion and consideration of proposed donation from Burlington Northern Santa Fe Railway Company For approximately a year, Daria Denison has been working very diligently with Burlington Northern Santa Fe to donate a railroad car for Bransford Park, Ms. Denison has been working with Matt Rose, CEO of BNSF, As of last month, Ms, Denison and Mr. Rose completed the details required by the City to donate a caboose to Bransford Park, Through Ms. Denison's efforts, BNSF has graciously agreed to donate a caboose to the City at Bransford Park, BNSF will paint, transport, put the caboose on the track at no cost to the city, There will be a plaque placed at the site recognizing all the individuals that helped make this happen, Recommendation Approval of the proposed donation from Burlington Northern Santa Fe Railway Company, ACTION TO BE TAKEN D Discussion Only D Procedural Change [SJ Possible City Council Policy Recommendation D Information Only Page Lof 1 ,..~ ColleyviUe Parks and Recreation DonatiQn.Forrn r'-- I I I Proposed Donation Donor{s) The Rur li.ngtonNort:hem and Santa Fe RailwaJ1' Company Railroad Caboose Prof)osedf)onatk:)ljDe$~iptjon .'. . . '. , , ", .., '.., '.',' (tnclwd~nIC()l1Iptete descriptlonantf if applicable; Photo.sor ~~eddrttwintJ$. Attach additiol"l.al , pages If'oecessary.) Plea$cseeatJ:achedpbo!:CI. .Ddnati.01li.nclud,(!s lDQVeatent of. c~e tQdispJ.l'iylQcac.ion. and sofficient ties and ran on wlrlchto mount: cabO()sefor d:ispla.y_ Estimated Value '" Stipulations Preferred Location $52000 ~ , For Office Useonfy Parks and Recreation Donation Committee Parks and Recreation. AdvisofYBpatd City Council RecomrnEHldation Comments o Apptiove 0 Denied o Approve 0 Denied o Approve 0 Denied CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 6 Department: Subject: Parks and Recreation Discussion and consideration of approval for the use of Voluntary Park Fund monies for a fence surrounding the caboose to be located at Bransford Park The Webb House Rehabilitation Plan specifies a white picket fence to surround the house, Staff recommends that this same style fence be installed around the caboose. The fence is needed for security and safety, There is currently a member on the Colleyville Historical Committee who is seeking a donor for this fence, Since nothing has been finalized. staff is requesting that up to $5,000 be allocated out of the Voluntary Park Fund to install the fence, Recommendation Approval of funding from the Voluntary Park Fund in the amount not to exceed $5,000 for a fence around the caboose, D Information Only D Procedural Change [8J Possible City Council Policy Recommendation ACTION TO BE TAKEN D Discussion Only Page :Lof 1 CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 7 Department: Parks and Recreation Subject: Athletic, Tennis and Seniors' Report I, Recreation A. The Fall 2002 Activity Guide was distributed to residents on August 2, II. Athletics A. The 2003 Games of Texas Kick-Off Event was held August 22 at the Colleyville Center, Approximately 200 Northeast Tarrant County citizens attended the event. B, Staff attended the 2002 State Games in Waco, Staff continues to work with the other cities that will co-sponsor the event in 2003 and 2004. (Bedford, Euless. Grapevine, Hurst, and North Richland Hills), III. Tennis A. The department will be hosting a Mid-Cities Tennis Tournament on October 5th at Colleyville City Park, IV, Senior Adults A. Metroport Meals on Wheels luncheons and activity program continues on the first and third Friday of each month at the Colleyville Community Center, 131 participants enjoyed the August luncheons, B, Twelve participants attended the Movie Times at the LD Lockett House in Auqust ACTION TO BE TAKEN o Discussion Only o Procedural Change o Possible City Council Policy Recommendation Page Lof 1 [8J Information Only 1::: o 0. Q) n:: ~ ..r:::: ..... c o ~ N o o C\I , ..... o o C\/ .... Cll Q) ~ tii to) rJ) u: c o :;::; Cll ~ to) ~ '0 C Cll ~ .... Cll Q. 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CITY OF COLLEYVILLE PARKS AND RECREA TION Meeting 9/9/02 Agenda # 8 Department: Parks and Recreation Subject: Park Operations and Capital Improvement Status Reports BRANSFORD PARK REHABILITATION PLAN FOR WEBB HOUSE Project Description: Consultant: Contractor: Status: Rehabilitation Plan for Webb House HLM Design Talent Restoration Under Construction Substantial Completion: Fall 2002 COTTON BEL T TRAIL Project Description: Consultant: Contractor: Status: Substantial Completion: Design of Cotton belt Trail Mesa Design Group N/A Reviewing bids Fall 2002 ACTION TO BE TAKEN o Discussion Only o Procedural Change o Possible City Council Policy Recommendation tsJ Information Only Page 1..of 2 Park Operations and Capital Improvement Status Report September 9, 2002 Page 2 of 2 COTTONBELT TRAIL. PHASE II Project Description: Consultant Contractor: Status: Substantial Completion: Design of Cottonbelt Trail Phase II Halff Associates, Inc, N/A Reviewing proposal Fall 2002 PLEASANT RUN PROPERTY Project Description: Consultant: Contractor: Status: Substantial Completion: Phase I Construction Newman, Jackson, Bieberstein Landscape Architecture Carter Construction Under Construction Fall 2002 WEBB HOUSE USE COMMITTEE Staff will give an overview of the meeting held in August. FINANCIAL STATUS OF PARKLAND DEDICATION FUND AT 8-31-2002 TOTAL REVENUES $991,089,24 TOTAL INTEREST INCOME REC'D $122,293.67 LESS EXPENSES: KIDSVILLE DONATION LANDSCAPING NATURE CENTER NATURE CENTER TREES KIMSEY PARK APPRAISALS CITY PARK SOD TPWD KIMSEY PARK GRANT COTTON BEL T TRAIL I COTTON BEL T TRAIL ROW ACQUISITION WEBB HOUSE RESTORATION $1,000.00 $1,169,07 $1,035.00 $4,700,00 $72,881.20 $8,800,00 $29,560,88 $32,322.97 $28,332.00 TOTAL EXPENSES $179,801,12 LESS ENCUMBERANCES: COTTON BEL T TRAIL I COTTON BEL T TRAIL II COTTONBEL T TRAIL ROW ACQUISITION COTTONBEL T TRAIL III WEBB HOUSE RESTORATION $182,455,12 $76,298,00 $2,677 ,03 $185,297,00 $70,252,00 TOTALENCUMBERANCES $516,979,15 TOTAL AVAILABLE AT 8-31-2002 $416,602,64 FINANCIAL STATUS OF VOLUNTARY PARK FUND AT 8-31-2002 $374,960 FUND BALANCE AT 9-30-2001: FY 2002 REVENUE Donations: PROJECTED ACTUAL October $10,405 $10,405 November $9,744 $9,744 December $9,875 $9,875 January $9,871 $9,871 February $9,490 $9,490 March $9.647 $9,647 April $10,507 $10.506 May $9,806 $9,806 June $9,531 $9,531 July $10,497 $10,497 August $9,632 $9,632 September $9,900 $0 City Park Sign Revenue $350 $0 T alai Donations $119.255 $109,004 Interest income Received $10,500 $9,985 TOTAL $129,755 $118,990 FY 2002 EXPENDITURES BALANCE OF PLEASANT RUN PRACTICE MASTER PLAN && COTTONBEL T PHASE 11 LOCAL MATCH && SPARGER PARK TRAIL GRANT LOCAL MA TCH@@ BALANCE OF 901 LD. LOCKETT ROAD PROPER1Y EVALUATION>> COTTON BEL T TRAIL PHASE III -- ADA ACCESSIBILITY STUDY ^^ COMPREHENSIVE PARKS, RECREATION & OPEN SPACE MASTER PLA~ PLEASANT RUN PRACTICE SITE - MC PHERSON MASTER PLAN ## GCISD PRACTICE AREA IMPROVEMENTS TOTAL UNENCUMBERED FUND BALANCE AT 8-31-2002 (COUNCIL APPROVED) PROJECTED FUND BALANCE AT 9-30.2002 EXPENDITURE KEY: && FY 2002 PROJECT/APPROVED OCT 99 @@ FY 2002 PROJECT/APPROVED MAY 2000 >> FY 2002 PROJECT/APPROVED APRIL 2001 -- FY 2002 PROJECT/APPROVED JUNE 2001 ^^ FY 2002 PROJECT/APPROVED OCT 2001 ++ FY 2002 PROJECT/APPROVED MARCH 2002 .. FY 2002 PROJECT/APPROVED APRIL 2002 RECOMMENDED APPROVED EXPENDED (BOARD) (COUNCIL) $2.850 $2,850 $1.200 $41,236 $41.236 $0 $19,123 $19,123 $0 $911 $911 $911 $46,325 $46,325 $0 $6,000 $6,000 $6,000 $9,074 $9,074 $8,549 $46,206 $46,206 $46,206 $11,560 $11,560 $6,366 $50,000 $50,000 $0 $233,285 $233,285 $69,232 $260,665 $271,430