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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-11/1/1990~~ City of A Il~ Texas AGENDA PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING NOVEMBER 1, 1990 7:00 P. M. I. CALL TO ORDER II. APPROVAL OF OCTOBER 4, 1990 MINUTES III. PUBLIC MEETING - MASTER PLAN OF DEVELOPMENT FOR CITY PARK IV. OLD BUSINESS A. DISCUSSION AND CONSIDERATION OF A FACILITIES UTILIZATION AGREEMENT B. DISCUSSION AND CONSIDERATION OF A FIELD RESERVATION POLICY CITY HALL 5400 BRANSFORD ROAD C. DISCUSSION AND CONSIDERATION OF PUD OPEN SPACE ORDINANCE REVISION V. NEW BUSINESS A. DISCUSSION AND CONSIDERATION OF PARKING LOT EXPANSION AT CITY PARK B. DISCUSSION AND CONSIDERATION OF PUD 1. Woodland Hills 2. Harrell Hughes UI. REPORTS A. PARKS AND RECREATION DEPARTMENT B. PARK BOARD CHAIRMAN C. OTHER COMMITTEES VII. OTHER CONCERNS VIII ADJOURNMENT P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 281-4044 t-` t-; t'' }~- ~ ~''j ~.!t-e~-F L. {-'. 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David Fain, Alan Linford, and Nick Martine met with the athletic associations on 10-25-90 to present the plan and to also receive comments. The comments will be presented at the meeting. IV.A. The facilities utilization hopefully includes all the comments that have been expressed on the issue the last several months. Each President from the athletic associations has a copy to review. IV.C. Chairman Linford will present information about the PUD open space ordinance revision at the meeting. V.A. The parking situation last spring at City Park was not adequate to safely park all the vehicles that entered the park. Therefore, staff will present a plan at the meeting to address parking lot expansion and what the costs will be to complete the project. Staff recommends to the Park Board that funds for the project be approved through the voluntary Park Fund. VI.A. It is necessary to inform the Park Board that at the end of the on the Board will expire. This information is based on the fact that meeting places were randomly selected with half of the members terms and the remaining positions expiring in 1991. Members positions that expire in 1990: Place 1 - Nick Martine Place 3 - Dawn Quinby Place 5 - Mary Lou Brieger Place 7 - Gail Mills Members positions that expire in 1991: Place 2 - Lila Coley Place 4 - Alan Linford Place 6 - Paul Vigiletti Place 8 - Cheryl Livingston year four positions at the 7-13-89 expiring in 1990 CITY OF COLLEYVILLE PARKS AND RECREATION DEPARTMENT ATHLETIC FACILITIES UTILIZATION AGREEME(JT The following is an agreement for use of athletic facilities which is composed of procedures and regulations designed to ensure that all athletic facilities owned and/or operated by the City of Colleyville (including Grapevine-Colleyville I.S.D facilities) are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality sports program for the Colleyville community. The parties to this agreement are the City of Colleyville, Texas, herein call "City" and __ herein called "Association". For and in consideration of the mutual undertakings herein set out, the parties agree as follows: I. ALLOCATION OF FACILITIES Each organization will be assigned game facilities by the City of Colleyville. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for use of game fields. Requests for use of the facilities shall be made by the end of December of each year. Should two or more organizations request the use of the same facility, the PARD will alternate the right of usage on the basis of need. PARD will reserve the right to review and adjust scheduling practices in order to insure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for games: LOCATION FIELD DAYS TIME B. City agrees to permit the use of the following facilities for practice LOCATION FIELD DAYS TIME C. The term of this agreement shall be from 19_ through 19_. D. The term of this agreement WILL NOT be automatically renewed on an annual basis. The PARD will review requests each January and respond in writing to the requesting organizations the availability of facilities. E. Association shall not assign this lease nor shall it sublease or rent out any property, charge an admission to any game or practice facility without written consent from the Coordinator of the Colleyville Parks and Recreation Department. F. The association shall not engage in any business on premises or do anything in connection therewith which shall be in violation of any existing state or federal law or municipal ordinance, or use the same in such manner as to constitute a nuisance. II. ASSOCIATION RESPONSIBILITIES The athletic association recognized in this agreement is one which conducts its own affairs within the framework of policies established by the City of Colleyville, and in doing so is allowed full use of the City facilities and services required to accomplish its objectives. The Association must comply with the following: A. Have an accidental insurance policy covering each participant. Those participants not wishing to take part in the association group insurance must sign a waiver card stating that they have personal insurance through an agent. B. Be a nonprofit Association through the regulations as set forth by the Internal Revenue Service. C. Allow funds which are generated be audited by the City Finance Department or another appointed City staff member. D. File a season-ending financial statement with the Colleyville PARD within thirty calendar days of the conclusion of their season. The report shall show a breakdown of income and expenses. E. Have an elected Board of Directors to include a President, Vice President, Secretary, Treasurer and a designated Field Manager. These officers with their addresses and phone numbers shall be filed with the Colleyville PARD immediately after elections or change in office. F. Have on file with the Colleyville PARD a copy of the Association's Constitution and By-Laws. G. Furnish a complete copy of games schedules to the Colleyville PARD at least one week prior to the start of the first league game. The schedule must be legible and include only games that will be conducted on City facilities. H. Associations who desire to expand their program must have approval from the Coordinator of the Parks and Recreation Department. I. Maintain a communication network through the President of the Association or his/her designee only when pertaining to facility requests or needs. J. All games and practices will conclude by 10:00 p.m. Exceptions can only be made by the Coordinator of the Parks and Recreation Department. III. ADMINISTRATIVE RESPONSIBILITIES OF THE COLLEYYILLE PARKS AND RECREATION DEPARTMENT A. Provide space for meetings to conduct official league business. 6. Provide and maintain game facilities (refer to Exhibit A and B). C. Cosponsor tournaments, assisting in the areas of promotion and distribution of information. IV. It is especially provided and agreed by and between the Association and the Citythat the exhibits hereto attached shall be part and parcel of this Agreement as set out in their entirety said exhibits being: A. Field maintenance exhibits "A" - City-owned field maintenance agreement B. Closure of athletic field exhibits "B" - field inspection and closure agreement V. Association shall indemnify and hold harmless the City of Colleyville, its agents, officials and employees and any umpire or official from any and all claims for bodily injury, illness, death, personal injury and property damage arising out of the activities of the Association and its Members in exercising its rights under this contract. VI. If the Association desires to make any improvements to the Athletic facilities the request must be made in writing. The request must be approved by the Coordinator of the Parks and Recreation Department. once the improvements are complete, they become part of the park inventory and will be maintained by the City. VII. The City reserves the right to utilize the facilities when league games are not scheduled. If facility is abandoned, this agreement is, terminated. VIII. A violation of any of the provisions of this agreement shall result in the the termination of this agreement. This Agreement is made and entered into in this the City Secretary day of 19 Mayor City Attorney Association President F~3IBIT "A" 1. The Parks and Recreation Department (City) shall maintain the infield and all turf areas in the outfield to include moHring, weed control, fertilizing and herbicide spraying. 2. The City shall perfornn all pre-season clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The City shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The City shall drag the infields daily, Monday through Friday and Saturday rmrning, weather pern~i.tting. 4. The City shall cut all foul lines. 5. The City shall ma-inain all ~~-stops, fences and gates in a safe and secure condition. 6. The City shall maintain all bleachers and dugouts in a safe and secure condition. 7. The City shall provide and maintain all area and ballfield lighting systems. 8. The City shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield. 9. The City shall be responsible for the maintenance of any infield irrigation system and watering the infield. ' 10. The City shall maintain the restroans in a safe and sanitary condition. 11. The City shall be responsible for all public scoreboards. 12. The City shall be responsible for cha?k;ng of baselines and any other field markings daily, Monday through. Friday and Saturday mornings. 13. The Association shall provide all bases, plates and. pitching rubbers, and nets. 14. The Association shall be responsible for daily game day policing of all litter on their field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be placed in the bins, cans, and receptacles provided by the City. The City shall provide and pick up for these receptacles. 15. The Association shall be prohibited from performing any maintenance to any turf or infield areas without peani.ssion flan the Parks and Recreation Coordinator or his designee. ~T ~~B~~ FIELD INSPDCrION AND Cf.OSURE REASONS FOR A'~ ~''rC FIETT~ CIASURE 1. It is ,-a;n;nq at game time. 2. Baseball or softball infields too wet. 3. Soccer fields too wet. 4. Athletic fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. CITY PRCCEDtJ'RES FOR A'~•F'~'TC FIIIrD CLOSURE (Weekdays) 1. Inspect Athletic fields by 4:00 p.m. 2. Make a decision based upon field edition or weather. 3. Consult with the app_~~ ate Athletic ASSOCiatlon's Field Manager, Or his/her designate, about the. status of the field(s). 4. .Should the Association's Field Manager and the Parks Department repre- sentative not agree, the decisiaz of the Parks Department Representative shall take precedence. . 5. Continuously monitor weather and field conditions on evenings when fields wzll~be in use after 6:00 p.m. F~ necessary a Parks Department ~Respresentativ+e will cane in and close fields affected. (WePlcends ) ~. 1. Inspect Athletic fields by 4:00 p.m. cn Friday. 2. Make a decision based upcm field condition or weather at the time if possible. 3. If a decision at 4:00 p.m. Friday is not possible, a Parks Depart-rrn~t IInployee familiar with the Athletic fields will monitor the weather and field crmditions throughout the wee}tend and make decisions on field closure as needed. 4. Consult with the Association's Field Manager about the status of the fields. 5. Should the Association's Field Manager and the Parks Departrrnnt Employee not agree, the decision of the Parks Department EY~loyee shall take pr~~e- deuce. CITY RF5POD1S~n'•~ FOR Il~'L'n'~'TCt\T 1. The primacy responsibility for making field closure decisions rests with the Parks Supezvisor responsible for athletic field maintenance. 2. In the Parks Supetvisor's absence the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures. 3. In the absence of both the. Parks Supervisor and. the Athletic Field Crew Leader, a person designated by the Parks Supervisor shall make decisions concerning athletic field closures. 4. The appropriate Association's Field Manager has the re~onsibility to infoan {. the Association and anticipants about the field closure decision. CITY OF COLLEYV LLE PARKS AND RECREATION EPARTMENT ATHLETIC FIELD RESERUA ION POLICY The City of Colleyville provides through the Athletic Field Reservation Policy, teams the opportunity to reserve a field for practice. The Field Reservation Policy will be utilized only when fields are NOT reserved by an association for league play or other formal functions sponsored by the Parks and Recreation Department. Below are the guidelines for reserving afield for practice: A. Teams must acquire a (FRP) from the Parks for use of a field B. Fields may be reserved time reservations may a space available basis. Field Reservation Permit and Recreation Department in two hour blocks. One be made at any time on C. No FRP will be issued for use after 10:00 P.M. (9:00 P. M. at Pleasant Run Soccer Fields). D. No practice session will be allowed on a field during league play, except if there is no other activity scheduled on that field. E. Permits will be checked at random. An FRP issued must be presented at request. If not, the team may be asked to leave the facility.