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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-1/10/1994 (3)PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING MONDAY, MARCIi 7, 1994 6:30 P.M. AGENDA CITY PARK ANNEX CALL TO ORDER APPROVAL OF FEBRUARY 7, 1994 MINUTES NEW BUSINESS 5109 BRANSFORD ROAD 1. DISCUSSION AND CONSIDERATION OF YOUTH ATHLETIC PARTICIPATION RESIDENTS -NON RESIDENTS OLD BUSINESS 1. DISCUSSION OF LIGHTING AT KIDSVILLE 2. YOUTH SPORTS UPDATE A. Current seasons B. Conflicts of the overlapping schedules C. Final Youth Basketball report 3. UPDATE ON LONGWOOD PARK DEVELOPMENT MEETING 4. DISCUSSION OF GOALS AND OBJECTIVES A. Committee Assignments 5. DISCUSSION OF ESTABLISHING A SEPARATE FUND FOR NON-RESIDENT FEES 6. STAFF REPORTS A. Resurfacing of Tennis Courts B. Colleyville Nature Center Dedication C. Update on adult softball and volleyball leagues D. Report on soccer fields E. Park Land Dedication Fund F. Voluntary Park Fund 7. BOARD MEMBER REPORTS 8. OTHER CONCERNS 9. ADJOURN STAFF BRIEFING MONDAY, MARCH 7, 1994 DISCUSSION AND CONSIDERATION YOUTH ATHLETIC PARTICIPATION CITY RESIDENTS -NON RESIDENTS At the January 18, 1994 City Council meeting, Council members asked the Board to consider limiting participation in City sponsored and co-sponsored athletic leagues to city residents only in an effort to reduce the participation, thereby the costs, associated with the youth sports associations. OLD BUSINESS DISCUSSION OF LIGHTING AT KIDSVILLE TU Electric can install security lighting at Kidsville. They will install poles and fixtures at no cost to the City, the City will be billed a set monthly rate for usage. Staff recommends that security lighting be installed by TU Electric. YOUTH SPORTS UPDATE A. Current seasons Soccer began their season on February 12th and is scheduled to end on April 2nd. The new fields are not being used this season in an effort to let the turf become fully established during this growing season. The old Pleasant Run fields and two fields at City Park are being utilized by the association. Girls softball is scheduled to begin March 25 and run through June 25. The City is scheduled to host a tournament this summer. More information will be forthcoming. Baseball season is scheduled to begin Apri19 and continue through July 17. Coach's Look was delayed this week due to the heavy rains and is rescheduled for Saturday. The MVP Baseball camp is scheduled during spring break. A few scheduling conflicts were experienced as the Department began a new facility scheduling system. The new system is now in place and hopefully conflicts will be minimized in the future. B. Conflicts of overlapping schedules Pat Horn will discuss. C. Final Youth Basketball report The season concluded on February 12th with the end of season tournaments. Overall, comments on the season were very positive. Not as many scheduling conflicts with the schools were encountered this year, although we still experienced some last minute cancellations and rescheduling because of school activities. The K-Ball program was very successful for a first time program; it received outstanding reviews from the pazents. The league has grown beyond the capabilities of this department to handle at our current staffing levels. We aze working towards the goal of formalizing the Advisory Board and the Board taking most of the responsibility for the league next year. Attached is a report detailing participation numbers, and financial information pertaining to the leagues. 3. UPDATE ON LONGWOOD PARK DEVELOPMENT MEETING Steve Rahn, Pat Horn and Skip Keller will hold a meeting with Longwood residents to discuss plans for developing the park site. An update will be given at the meeting. Attached is a list of residents who have attended Park Board meetings and/or contacted the department. 4. DISCUSSION OF GOALS AND OBJECTIVES Attached are the goals and objectives as established by the Boazd. Also attached is a memo to members from Ray Brockie concerning theses items. A. Committee assignments 5. DISCUSSION OF ESTABLISHING A SEPARATE FUND FOR NON-RESIDENT FEES At the January 18th City Council meeting, Council members requested staff and board members make a recommendation on establishing guidelines for the best utilization of the nonresident fees collected. 6. STAFF REPORTS A. Resurfacing Tennis Courts Staff discussed resurfacing with Alan Linford and he recommends holding off on this issue. The School Board/District is still in the discussion stages. It looks promising that the district will resurface the courts as a maintenance item; however plans for construction of courts at Heritage Middle School are still being discussed. B. Colleyville Nature Center Dedication The dedication ceremonies held Saturday, February 26 were well attended in spite of the cold, damp weather. The Department provided information boards and activities for the children C. Update on adult softball and volleyball leages Update will be given at meeting D. Report on soccer fields Update will be given at meeting E. Park Land Dedication Fund see attached report and ordinance F. Voluntary Park Fund see attached report 7. BOARD MEMBER REPORTS $. OTHER CONCERNS 9. ADJOURN PARKS AND RECREATION ADVISORY BOARD MINUTES FEBRUARY 7, 1994 CALL TO ORDER Chairman Pat Horn called the meeting to order at 6:30 P. M. on Monday, February 7, 1994. PRESENT: Pat Horn, Chuck Walton, Paul Vigiletti, Mike Billings, Yvonne Hatton, Rich Hendler, Ray Brockie, Steve Rahn; Skip Keller, Parks and Recreation Coordinator; Sharon Curry, Recreation Supervisor ABSENT: NONE SPECIAL GUESTS: Jack Robinette, World Cup Soccer; David Bagwell APPROVAL OF b~1UTES: Rich Hendler made a motion to approve the minutes as presented. Paul Vigiletti seconded the motion which carried by a unanimous vote. PRESENTATION: JACK ROBINETTE -WORLD CUP SOCCER Mr. Robinette made a presentation on the World Cup Soccer Games being held in Dallas in the summer of 1994, giving a history of the Games and economic impact along with other information on the Games. DISCUSSION AND CONSIDERATION OF RESURFACING TENNIS COURTS The Board discussed the history of the court resurfacing. Alan Linford had been contacted for an update on GCISD participation and had not reported back at meeting time. Staff will report findings at a future meeting. Tabled for further study. DISCUSSION AND CONSIDERATION OF PARK LAND DEDICATION FUND Staff reported the Finance Department is researching the funds available through the Park Land Dedication Fund and will report to Board when research is complete. Tabled for further study. DISCUSSION AND CONSIDERATION OF LONGWOOD PARK DEVELOPMENT The Board discussed various options for developing the park in the Longwood development including ways to make improvements without impacting future plans for the area or not affecting future grant opportunities. Stag will meet with residents to discuss options for developing the park area in the upper portion of Kimzey Park and report back at the next meeting. DISCUSSION AND CONSIDERATION OF AMENDING THE RESOLUTION ESTABLISHING VOLUNTARY PARK FUND AND ITS USES Chuck Walton made a motion to leave the resolution as stated, emphasizing the Voluntary Park Fund not be utilized for maintenance. Ray Broclde seconded the motion which carried by a unanimous vote. Following the vote Board members discussed various options for establishing an account for non resident fees separate from the Voluntary Park Fund so those fees could be utilized for park maintenance projects to improve the facilities utilized by the association paying the fees. Board members will study further. DISCUSSION AND CONSIDERATION OF 1994 PARKS AND RECREATION ADVISORY BOARD GOALS AND OBJECTIVES Members reviewed the Goals and Objectives as established at the work session; will review and commit to action at next meeting. UPDATE ON PARKS AND RECREATION PROJECTS Staff reported the Trout Fishing Day was a huge success. In spite of the weather approximately 500 participated throughout the day. Texas Parks and Wildlife officials were excited about the turnout and look forward to working with the city on future events. Yvonne Hatton reported she has been working with Steve Rahn and the sign committee on the interpretive and information signs for Colleyville Nature Center. There will be 20 interpretive signs and 4 information signs. They are investigating various materials to determine the most aesthetical yet vandal proof materials. She also reported students from Texas Wesleyan University will be conducting a study of the reptiles and amphibians in the Nature Center. Paul Vigiletti discussed the Concerts in the Park series and beginning plans for the upcoming season including a new location due to the construction of Kidsville. Steve Rahn made a motion to approve $4,000 from the Voluntary Park Fund to be utilized to fund the Concert in the Park series in the event grant funding is not available. Chuck Walton seconded the motion which carried by a unanimous vote. THERE BEING NO FURTHER BUSINESS, CHUCK WALTON MADE A MOTION TO ADJOURN THE MEETING AT 9:30 P.M. CHUCK WALTON SECONDED THE MOTION WHICH CARRIED BY A UNANIMOUS VOTE. CITY OF COLLEYVILLE PARRS AND RECREATION DEPARTMENT ATHLETIC FACILITIES UTILIZATION AGREEbD;NT 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 Independent School District 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 ports program for the Colleyville community. The parties to this agreement are the City of Colleyville, Texas, herein called "City° and the Colleyville Soccer Association. herein called "Association°. i 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 (PARR) for use of game fields. Requests for use of facilities shall be made by the end of July for the following year. Should two or more organizations request the use of the same facility, the PARR will reserve the right to review and adjust scheduling in order to insure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for scheduling of games. The associations will only have access to fields when games are scheduled for the period of September 11, 1993 through November 13, 1993 and February 12 through Aril 2. 1994. LOCATION FIELD DAYS TIDE Pleasant Run U12* Mon-Sat 8:00 A.M.-9:10 P.M. Pleasant Run U12 Mon-Sat 8:00 A.M.-Dark Pleasant Run U10 Mon-Sat 8:00 a.m.-Dark Pleasant Run U10 Mon-Sat 8:00 a.m.-Dark Pleasant Run US Mon-Sat 8:00 a.m.-Dark Pleasant Run U8 Mon-Sat 8:00 a.m.-Dark Pleasant Run U6 Mon-Sat 8:00 a.m.-Dark City Park #2** Mon-Sat 5:00 p.m.-10:00 p.m. City Park #4** Mon-Sat 5:00 p.m.-10:00 p.m. * Lighted Field NOTE: Southeast bank of lights may be used only during officially scheduled league games. ** February 12 through March 26, 1994 only August 1993-July 1994 August 1993 Athletic Facilities Utilization Agreement `; Page 2... 1. NO ORGANIZED ACTIVITIES WILL BE SCBEDIILED ON SUNDAYS. 2. City Park fields will not be available for games October 13th - 19th. 3. No games are to be scheduled to begin until after 1:00 P.M. on October 16 (B-B-Q Cook- off). B. City agrees to permit the use of the following facilities for practice: LOCATION FIELD DAYS TIb~ Pleasant Run U12* Mon-Sat 8:00 a.m.-Dark Pleasant Run U12 Mon-Sat 8:00 a.m.-Dark Pleasant Run U10 Mon-Sat 8:00 a.m.-Dark Pleasant Run U10 Mon-Sat 8:00 a.m.-Dark Pleasant Run U8 Mon-Sat 5:00 a.m.-Dark Pleasant Run U8 Mon-Sat 8:00 a.m.-Dark Pleasant Run U6 Mon-Sat 8:00 a.m.-Dark City Park** #2 Mon-Sat 5:00 p.m.-10:00 p.m. City Park** #4 Mon-Sat 5:00 p.m.-10:00 p.m. * lighted field NOTE: Southeast bank of li ghts to be used ONLY official scheduled league games. ** September 07 - November 13: Field #4 is to be shared with the Football Association. The Soccer Association will practice from center to right field, Football will practice in the left field area. C. The terms of this agreement shall be from August 1, 1993 through August 1994. D. The terms of this agreements WILL NOT be automatically renewed on an annual basis. The PARR will review requests each July and respond in writing to the requesting organizations the availability of facilities. August 1993-July 1994 August 1993 ,, Athletic Facilities IItilization Agreement Page 3... E. Associations hall 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 for the Colleyville Parks and Recreation Department. F. The association shall not engage in any business on premises or violate any existing state or federal law or municipal ordinance, or use the same in such a 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 so doing 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 police 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 regulations as set forth by the Internal Revenue Service. C. All the City Finance Department or approved staff member to review the income and expenses upon request. D. 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 Parks and Recreation Department immediately following election or change in office. E. Have on file with the Colleyville PARR a copy of the Associations Constitution and By-Laws. August 1993 August 1993-July 1994 Athletic Facilities IItilizatioa Agreement Page 4... F. Furnish a complete copy of game schedules to the Colleyville PARR at least one week prior to the start of the first league game. Field vacancies (games not on original schedule) will be allocated through the City on a first-come-first serve basis for make-up games. The schedule must be legible and include only games that will be conducted on City facilities. G. Associations who desire to expand their program must have approval from the Coordinator of the Parks and Recreation Department. H. Maintain a communication network through the President of the Association or his/her designee only when pertaining to facility requests or needs. I. All games and practices will conclude by 10:00 P.M. at City Park and 9:00 P.M. at Pleasant Run. Exceptions can only be made by the Parks and Recreation Coordinator. Lights MUST be out by 10:15 P.M. at City Park and 9:15 P.M, at Pleasant Run. J. Collect a $10.00 nonresident fee per family for participation in each youth sport activity. No nonresident fees are to be charged to any resident or family with an adult member employed in Colleyville. The non resident fee also does not pertain to any family for which the fee will create a financial hardship. The fees are to be paid to the Parks and Recreation Department before the Associations league begins. III. ADMINISTRATIVE RESPONSIBILITIES OF T8E COLLEYVILLE PARKS AND RECREATION DEPARTMEN'P A. Provide space for meetings to conduct official league business. B. Provide and maintain game facilities (refer to exhibit A and B ) C. Cosponsor tournaments, assisting in the areas of promotion and distribution of information. August 1993 August 1993-July 1994 Athletic Facilities 'A IItilizatioa Agreement Page 4... IV. IT IS ESPECIALLY PROVIDED AND AGREED BY AND BET9PEEN THE CITY AND ASSOCIATION that exhibits hereto attached shall be part and parcel to this Agreement as set out in their entirety. A. Field Maintenance Agreements ~~An - City-Owned Field Maintenance Agreement B. Closure of Athletic Field Exhibits nB« - Field Inspection and Closure Agreement V. ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF COLLEYVILLE, its agents, officials aad employees andy umpire or official from any aad all claims for bodily injury, illness, death, personal injury an property damage arising out of the activities of the Association aad its members is exercising its rights under this contract. VI. IF THE ASSOCIATION DESIRES TO MAKE ANY IMPROVEMENTS TO THE ATHLETIC FACILITIES the request must be made is 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 system and will be maintained by the City. VII. THE CITY RESERVES THE RIGHT TO UTILIZE FACILITIES WHEN LEAGUE GAMES ARE NOT SCHEDULED. If facility is abandoned, this Agreement is terminated. VIII.A VIOLATION OF ANY PROVISION OF THIS AGREEMENT SHALL RESULT IN THE TERMINATION OF THIS AGREEMENT. This Agreement is made aad entered into oa this the day of 1993. Signature of Association President Signature of City of Colleyville Representative August 1993 t / Gam, 1 ~~~ ~C L~ .,~ CITY OF COLLEYVILLE ~ ~''~ PARRS AND RECREATION DEPARTMENT ATHLETIC FACILITIES UTILIZATION AGREEMENT 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 Independent School District 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 arm the City of Colleyville, Texas, herein called "City" and the Colleyville Girls Softball Association. herein called "Association". 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 facilities shall be made by the end of July for the following year. Should two or more organizations request the use of the same facility, the PARD will reserve the right to review and adjust scheduling in order to insure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for scheduling of games. The associations will only have access to fields when games are scheduled for the period of April 2 - June 22, 1994. LOCATION FIELD DAYS TIME City Park #1 All Season 8:00 a.m.-10:00 p.m. City Park #3 Mon - Fri 8:00 a.m.-Dark City Park #9 T, TH, SAT 8 : 00 a. m. 3t E P~ rn ~ ~~ 1. NO OFFICIAL LEAGUE ACTIVITIES MAY BE SCHEDULED ON SUNDAYS. August 1993 August 1993-July 1994 Athletic Facilities Utilization Agreement Page 2... B. City agrees to permit the use of the following facilities for practice for the period of March 25 - June 25, 1994: LOCATION FIELD DAYS TIME City Park #1 All Season 8:00 a.m.-10:00 p.m. City Park #3 Mon-Fri 8:00 a.m.-Dark City Park #9 Tue & Thr 5:00 p.m.-Dark City Park #9 Saturday 8:00 a.m.-1:00 p.m. OC Taylor #2 All Season 4:00 p.m.-Dark Colleyville Elm#4 All Season 4:00 p.m.-Dark C. The terms of this agreement shall be from August 1, 1993 through July 31, 1994. D. The terms of this agreements WILL NOT be automatically renewed on an annual basis. The PARD will meet with the Associations in June to review the requested dates of each association. Following the meeting new facilities use agreements will be prepared based on the agreed upon dates. E. Associations hall 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 for the Colleyville Parks and Recreation Department. F. The association shall not engage in any business on premises or violate any existing state or federal law or municipal ordinance, or use the same in such a manner as to constitute a nuisance. August 1993 CITY OF COLLEYVILLE PARRS AND RECREATION DEPARTMENT ATHLETIC FACILITIES UTILIZATION AGREE~~NT 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 Independent School District 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 ports program for the Colleyville community. The parties to this agreement herein called "City" and the herein called "Association". I. ALLOCATION OF FACILITIES are the City of Colleyville, Texas, ~olleyville Baseball Association, 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 (PARR) for use of game fields. Requests for use of facilities shall be made by the end of July for the following year. Should two or more organizations request the use of the same facility, the PARR will reserve the right to review and adjust scheduling in order to insure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for scheduling of games. The associations will only have access to fields when games are scheduled for the period of LOCATION FIELD DAYS TIDE City Park #1 M,W,F (Fall) 5:00 P.M.-10:00 P.M. City Park #1 Sat. (Fall) 8:00 A.M.-10:00 P.M. City Park #2 Wed. (Fall) 5:00 P.M.-Dark City Park #2 Sat. (Fall) 1:00 P.M.-Dark City Park #2(Spr)Mon-Sat 8:00 A.M.-10:00 P.M. City Park #3(Spr)Saturdays 8:00 A.M.-Dark City Park #3 Mon-Sat(Fall) 8:00 A.M.-Dark City Park #4 Wed. (Fall) 5:00 P.M.-Dark City Park #4 Sat. (Fall) 8:00 A.M.-Dark City Park #4 All Season(Sp) 8:00 A.M.-10:00 P.M. City Park #5 All Season 8:00 A.M.-Dark City Park #6 All Season 8:00 A.M.-Dark City Park #7 All Season 8:00 A.M.-Dark City Park #8 All Season 8:00 A.M.-Dark City Park #9 Mon,Wed,Fri 4:00 P.M.-Dark City Park #9 Saturday 1:00 P.M.-Dark August 1993 Baseball August 1993-July 1994 Athletic Facilities Utilization Agreement Page 2... 1. NO ORGANIZED ACTIVITIES 6oILL BE SCHEDULED ON SUNDAYS. 2. City Park fields will not be available for games October 13th - 19th. 3. No games are to be scheduled to begin until after 1:00 P.M. on October 16 (B-B-Q Cook- off) . B. City agrees to permit the use o f the following facilities for practice: LOCATION FIELD DAYS TIDE City Park #1 M,W,F (Fall) 5:00 P.M.-10:00 P.M. City Park #1 Sat. (Fall) 8:00 A.M.-10:00 P.M. City Park #2 Wed. (Fall) 5:00 P.M.-Dark City Park #2 Sat. (Fall) 1:00 P.M.-Dark City Park #2(Sp r)Mon-Sat 8:00 A.M.-10:00 P.M. City Park #3(Spr)Saturdays 8:00 A.M.-Dark City Park #3 Mon-Sat(Fall) 8:00 A.M.-Dark City Park #4 Wed. (Fall) 5:00 P.M.-Dark City Park #4 Sat. (Fall) 8:00 A.M.-Dark City Park #4 All Season(Sp) 8:00 A.M.-10:00 P.M. City Park #5 All Season 8:00 A.M.-Dark City Park #6 All Season 8:00 A.M.-Dark City Park #7 All Season 8:00 A.M.-Dark City Park #8 All Season 8:00 A.M.-Dark City Park ##9 Mon,Wed,Fri 4:00 P.M.-Dark City Park #9 Saturday 1:00 P.M.-Dark C. The terms of this agreement shall be from August 1, 1993 through August 1994. D. The terms of this agreements WILL NOT be automatically renewed on an annual basis. The PARR will review requests each July and respond in writing to the requesting organizations the availability of facilities. August 1993 Baseball August 1993-July 1994 Athletic Facilities Utilization Agreement Page 3... E. Associations hall 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 for the Colleyville Parks and Recreation Department. F. The association shall not engage in any business on premises or violate any existing state or federal law or municipal ordinance, or use the same in such a 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 so doing 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 police 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 regulations as set forth by the Internal Revenue Service. C. All the City Finance Department or approved staff member to review the income and expenses upon request. D. 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 Parks and Recreation Department immediately following election or change in office. August 1993 Baseball August 1993-July 1994 Athletic Facilities Utilization Agreement Page 4... E. Have on file with the Colleyville PARR a copy of the Associations Constitution and By-Laws. F. Furnish a complete copy of game schedules to the Colleyville PARR at least one week prior to the start of the first league game. Field vacancies (games not on original schedule) will be allocated through the City on a first-come-first serve basis for make-up games. The schedule must be legible and include only games that will be conducted on City facilities. G. Associations who desire to expand their program must have approval from the Coordinator of the Parks and Recreation Department. H. Maintain a communication network through the President of the Association or his/her designee only when pertaining to facility requests or needs. I. All games and practices will conclude by 10:00 P.M. at City Park and 9:00 P.M. at Pleasant Run. Exceptions can only be made by the Parks and Recreation Coordinator. Lights MUST be out by 10:15 P.M. at City Park and 9:15 P.M. at Pleasant Run. J. Collect a $10.00 nonresident fee per family for participation in each youth sport activity. No nonresident fees are to be charged to any resident or family with an adult member employed in Colleyville. The non resident fee also does not pertain to any family for which the fee will create a financial hardship. The fees are to be paid to the Parks and Recreation Department before the Associations league begins. III. ADffiINISTRATIVE RESPONSIBILITIES OF T8E COLLEYVILLE PARRS AND RECRRATION DEPARZ~NT A. Provide space for meetings to conduct official league business. B. Provide and maintain game facilities (refer to exhibit A and B ) Baseball August 1993 August 1993 Athletic Facilities IItilizatioa Agreement Page 4... C. Cosponsor tournaments, assisting in the areas of promotion and distribution of information. IV. IT IS ESPECIALLY PROVIDED AND AGREED BY AND BETOPEEN T8E CITY AND ASSOCIATION that exhibits hereto attached shall be part and parcel to this Agreement as set out in their entirety. A. Field Maintenance Agreements ~~An - City-Owned Field Maintenance Agreement B. Closure of Athletic Field Exhibits nBn - Field Inspection and Closure Agreement V. ASSOCIATION SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF COLLEYVILLE, its agents, officials and employees andy umpire or official from any and all claims for bodily injury, illness, death, personal injury an 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 is 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 system and will be maintained by the City. VII. THE CITY RESERVES THE RIGHT TO UTILIZE FACILITIES WHEN LEAGUE GAMES ARE NOT SCHEDULED. If facility is abandoned, this Agreement is terminated. VIII.A VIOLATION OF ANY PROVISION OF THIS AGREEMENT SHALL RESULT IN THE TERMINATION OF THIS AGREEMENT. This Agreement is made and entered into on this the day of 1993. Signature of Association President Signature of City of Colleyville Representative August 1993 EXHIBIT "A" CITY OD~NED FIELD MAINTENANCE AGREE~NT 1. The Parks and Recreation Department (City) shall maintain the infield and all turf areas in the outfield to include mowing, weed control, fertilizing and herbicide spraying. 2. The City shall perform all pre-season clay and turf maintenance to include adding clays, clay renovation, and cutting infield arcs and base paths. The City shall also provide clays, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. NOTE: The amounts of soil purchased is based on availability of funds. 3. The City shall drag the infields daily, Monday through Friday and Saturday morning, weather permitting for official scheduled games only. 4. The City shall cut all foul lines. 5. The City shall maintain all back-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 ballfield lighting systems. 8. The City shall be responsible for the maintenance of any outfield and adjacent park irrigation and watering 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 restrooms in a safe and sanitary condition. li. The City shall be responsible for all scoreboards. 12. The City shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday and Saturday mornings for official scheduled games only. 13. The Association shall provide all bases, plates and pitching rubbers, and nets. August 1993 Exhibit "A" Field Maintenance Agreement Continued 14. The Association shall be responsible for daily game day policing of all litter on their fields) 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 for pick up of these receptacles. 15. The Association shall be prohibited from performing any maintenance to any turf or infield areas without written permission from the Parks and Recreation Coordinator or his designess, except that the Association shall be permitted to perform maintenance on the fields as directed by the Association's field manager when utilizing the Association's equipment. August 1993 EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREED~NT REASONS FOR ATHLETIC FIELD CLOSURE 1. It is raining at game time. 2. Baseball or softball infields are too wet. 3. Soccer fields are too wet. 4. Athletic fields need to be closed in the interst of participant safety and/or preservation of good playing surfaces. CITY PROCEDURES FOR ATHLETIC FIELD CLOSURE WEEKDAYS: 1. Inspect Athletic fields by 4:00 P.M. 2. Make a decision based upon field conditions or weather. 3. The decision of the Parks Department will be final. 4. Continously monitor weather and field conditions on evenings when fields will be in use after 6:00 p.m. When it is necessary, a Parks Department Representative will come in a close the fields affected. 5. A red flag will be raised to indicate the fields are closed. WEEKENDS: 1. Inspect all Athletic fields by 4:00 p.m. on Friday. 2. Make a decision based upon field conditions or weather if possible. 3. If a decision at 4:00 P.M. on Friday is not possible, a Parks Depaatment employee familiar with Athletic fields will monitor the weather and field conditions throughout the weekend and make decisions on field closures as needed. 4. Should the Associations Field Manager and the Parks Department employee not agree, the decision of the Parks Department employee shall take presssscedence. 5. A red flag will be raised to indicate the fields are clod. Field Inspection and August 1993 Closure Agreement Page 2... CITY RESPONSIBILITY FOR ID~LEMEN'PATION 1. The primary responsibility for making field closure decisions rests with the Parks Supervisor responsible for athletic field maintenance. 2. In the Parks Supervisors absence the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures, after discussing field conditions with the Associations Field Manager. 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, after discussing field conditions with the Association's Field Manager. 4. The appropriate Association s Field Manager has the responsibility to inform the Association and participants about the field closure decision. August 1993 VOLUNTARY PARK FUND STATUS AT JANUARY 31,1994 i FUND BALANCE AT 9-30-93: $46,397 FY 94 REVENUE RECEIVED Donations: PROJECTED ACTUAL October $6,500 $5,857 November $6,500 $7,152 December $6,500 $5,960 January $6,200 $6,641 February $6,200 $0 March $6,200 $0 April $6,200 $0 May $6,200 $0 June $6,200 $0 July $6,300 $0 August $6,300 $0 September $6,300 $0 Total Donations $75,600 $25,610 Interest income Recd $1,200 $419 Non resident fee $6,000 $2,655 TOTAL @ YEAR END $82,800 $28,684 FY 94 EXPENDITURES SPARGER SIDEWALK EXTENTION •• PICNIC TABLES (5) " CITY PARK ANNEX SIGN •' DROP BASKETBALL GOALS '• SAND VOLLEYBALL COURTS (2) •• BLEACHERS (4) '• TENNIS COURT RESURFACING " SOUND SYSTEM •• STOCKED TROUT-KIMZEY PARK HALLOWEEN HAPPENINGS TOTAL •• FY 94 PROJECTS/APPROVED AUG 93 AVAILABLE FUND BALANCE AT 1-31-94 PROJECTED FUND BALANCE AT 9-30-94 (USING COUNCIL APPROVED PROJECT LIST) RECOMMENDED APPROVED EXPENDED (BOARD) (COUNCIL) $925 $925 $0 $z,2so $2,2so $o $2,500 $2,500 $0 $3,000 $3,000 $0 $3,000 $3,000 $0 $5,180 $5,180 $0 $8,000 $8,000 $0 $10,000 $10,000 $0 $l,aoo $1,400 $1,400 $400 $400 $392 $36,655 $36,655 $1,792 $38,426 $92,542 1 ~ i1, '° ~ rMONmo~s ~ • ~ 1~~`~_~~1_ ~• 11 ~I I~Il~~-*1 MEETING NOTICE MONDAY, MARCH 21st 7:00 p_m_ City Park Annex 5109 Bransford Road A public meeting will be held to discuss improvements to Kimzey Park. Your input is very important to the pla n n i n g process. Please make plans to attend. (Friends and neighbors are also invited) VOLUNTARY PARK FUND STATUS AT JANUARY 31,1994 FUND BALANCE AT 9-30-93: $86,397 FY 94 REVENUE RECEIVED Donations: PROJECTED ACTUAL October $6,500 $5,857 November $6,500 $7,152 December $6,500 $5,960 January $6,200 $6,641 February $6,200 $0 March $6,200 $0 April $6,200 $0 May $6,200 $0 June $6,200 $0 July $6,300 $0 August $6,300 $0 September $6,300 $0 Total Donations $75,600 $25,610 Interest income Recd $1,200 $419 Non resident fee $6,000 $2,655 TOTAL Q YEAR END $82,800 $28,684 ' FY 94 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD) (COUNCIL) SPARGER SIDEWALK EXTENTION •• $925 $925 $0 PICNIC TABLES (5) '• $2,250 $2,250 $0 CITY PARK ANNEX SIGN '• $2,500 $2,500 $0 DROP BASKETBALL GOALS •• $3,000 $3,000 $0 SAND VOLLEYBALL COURTS (2) '• $3,000 $3,000 $0 BLEACHERS (4) •• $5,180 $5,180 $0 TENNIS COURT RESURFACING " $8,000 $8,000 $0 SOUND SYSTEM •• $10,000 $10,000 $0 STOCKED TROUT-KIMZEY PARK $1,400 $1,400 $1,400 HALLOWEEN HAPPENINGS $40p $400 $392 TOTAL $36,655 $36,655 $1,792 •• FY 94 PROJECTS/APPROVED AUG 93 AVAILABLE FUND BALANCE AT 1-31-94 $38,q~ PROJECTED FUND BALANCE AT 9-30-94 $92,542 (USING COUNCIL APPROVED PROJECT LIST) CITY COUNCIL MINUTc3 JANUARY 18, 1994 8. REr1DING AND PUBLIC HE}~R1NG - Resolution R-94972 - Establishing a Parks and Recreation Feld Use Fee Mayor Newton opened the Public Hearing and read Resolution R-94972 in its entirely. Ms. Jan Belcher, Assistant City Manager, made a brief presentation on the proposed Feld Use Fee, why it is needed and the way the funds would be used. Mr. Russell Kendzior, 3404 Huntington Drive, Mr. Russ Overby, 2507 Highland Drive. Mr. Mike Buttell, 3612 Wexford Court, Mr. James Gawrys, 7501 Overland Trail, Mr. Pat Nom, 2705 Jackson Court, Mr. Alan Unford, 3202 Wiitonwaod Court, Mr. Michael Duran, 4202 Greenmeadow, Mr. Dan Rice, 2800 Scarborough Court, Mr. Stan Trent, 7501 Windswept, Mr. Gary Maxwell, 3911 Woodstock, and Mr. Michael Mc~aney, 1106 Hardage Lane, spoke in opposition to the proposed Resolution. There being no others wishing to speak concerning this item, Mayor Newton closed the Public Hearing. Discussion ensued regarding other options to get the X35,000. Councilperson Montes made a presentation in opposition to the proposed Resolution. Counciiperson McKain moved to deny Resafutian R-94-972. Counciiperson Montes seconded the motion. Ayes: Counciipersons Moore, Montes, MciCain, and McKnight Nays: Norte Mayor Newton declared the motion to deny Resolution R-94-972 carried. Counalpersan McKain requested a Resolution be placed on the next agenda designating the non-resident fee be deposited into the General Fund rather than the Voluntary Park Fund. 9. READING AND PUBLIC HEARING -Resolution R-44-973 -Amending the allowed uses of Voluntary Park Fund monies Mayor Newton opened the Public Hearing and read Resolution R-94973 in its entirely. There was no one present wishing to speak concerning this item and Mayor Newton closed the Public Hearing. Oiscussion ensued regarding restrictions on the amount taken from the Voluntary Park Fund for maintenance. Mr. Pat Hom, Park Board Chair, stated he did rtot recall the Parks and Recreation Advisory Board discussing this item. Counalperson Moore moved tD refer this subject to the Parks and Recreation Advisory Board for their appraisal and th put this item on the City Counal Agenda of February 1, 1994. Counciiperson Montes seconded the motion. The motion and second were withdrawn. Further discussion was held regarding the date for this item to be brought before the City Couna'i. -_- VOLUNTARY PARK FUND STATUS AT JANUARY 31,1994 FUND BALANCE AT 9-30-93: $46,397 FY 94 REVENUE RECEIVED Donations: PROJECTED ACTUAL October $6,500 $5,857 November $6,500 $7,152 December $6,500 $5,960 January $6,200 $6,641 Febcvary $6,200 $0 March $6,200 $0 April $6,200 $0 May $6,200 $0 June $6,200 $0 July $6,300 $0 August $6,300 $0 September $6,300 $0 Total Donations $75,600 $25,610 Interest income Recd $1,200 $419 Non resident fee $6,000 $2,655 TOTAL @ YEAR END $82,800 $28,684 FY 94 EXPENDITURES RECOMMENDED APPROVED EXPENDED (BOARD) (COUNCIL) SPARGER SIDEWALK EXTENTION'• $925 $925 $0 PICNIC TABLES (5) •• $2,250 $2,250 $0 CITY PARK ANNEX SIGN '• $2,500 ~ $2,500 $0 DROP BASKETBALL GOALS •• $3,000 $3,000 $p ~~{, ~,~ SAND VOLLEYBALL COURTS (2) '• $3,000 $3,000 $0 BLEACHERS (4) •' •• $5,180 $5,180 $0-- TENNIS COURT RESURFACING $8,000 $8,000 $0 SOUND SYSTEM •• $10,000 $10,000 $0 STOCKED TROUT-KIMZEY PARK $1,400 $1,400 $1,400 HALLOWEEN HAPPENINGS $400 $400 $392 TOTAL $36,655 $36,655 $1,792 •• FY 94 PROJECTS/APPROVED AUG 93 AVAILABLE FUND BALANCE AT 1-31-94 $38,426 PROJECTED FUND BALANCE AT 9-30-94 $92,542 (USING COUNCIL APPROVED PROJECT LIST) David Dudziak 2301 Wilkes Court Colleyville, TX 75034 Colleyville Parks and Recreation 5109 Bransford Road Colleyville, TX 76034, March 4, 1994 Mr. Skip Keller Pazks and Recreation Coordinator, I thought it might be important for you to know that your cooperative efforts with the Texas Park & Wildlife Department here in Ross Downs has been quite successful. The stocking of the pond with trout has increased the use of Kimzey Park tremendously. I live in a home adjacent to the park and for most of last summer and fall after we moved in there was only minimal activity in the pazk. However, since your stocking of the pond there has been daily use of the pazk and all of it's facilities. Your efforts have given me the opportunity to enjoy meeting some of my neighbors and their children as they walk past my home on there way to the pond with their fishing poles and bait in hand. It makes me smile on some Saturday mornings when I awake and go out to get my newspaper at about 6:30 in the morning and there are kids and adults already at the pond trying for an early catch. So thank you for making Kimzey pazk a better place. Your use of the pond to draw people out to the pazk has worked. Please continue to stock the pond for this summers use, it is money well spent. If there are any other activities planned for the park Pm sure they will meet with great sucess. Thank You and Good Luck, PARKS AND RECREATION ADVISORY BOARD 1994 GOALS AND OBJECTIVES I. PUBLIC RELATIONS A. Develop a community Parks and Conservation Program . . to promote community awareness and involvement in utilizing our parks in a clean, efficient and non abusive manner. B. Informational Create and/or improve what we have on resources special events and personnel; make it a two way exchange with Co~leyville residents C. Consciouslx direct our efforts to promote Parks and Recreation efforts/ activities D. Involvement of community organizations in parks programs E. Institute a partnershiQ with local organized user/support groups such as sports associations, realtor associations, business chambers, home builders cycling and nature clubs. These groups appear to have most to gain t'rom improved system. II. IlVIPROVE THE CONDITION OF THE BASEBALL FIELDS A. What can be done to begin making improvements at City Park baseball complex that ties to our long range plan? B. Complete overhaul of City Park baseball fields III. MAINTENANCE ASSESSMENT GROUP A. Work with staff to assess current maintenance practices and to make recommendations to reduce and/or redirect efforts in areas of less importance, i.e. "Roughs, Fairways and Greens" concept. 1. Redirect time and money for repair of sports facilities B. Review an "organic" approach for landscape management C. Expand the equipwent and supply needs of the Park & Rec. Dept.; support and help the department by meeting their needs such as: Equipment: _another muter, a fax machine, a copy machine, whatever? _ _. _ . . 1 II `~ 2 II 3 4 5 6 7 S 9 10 11 u 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 IV. ALTERNATIVE FUNDING GROUP A. Research and ap~ly for funding/grants form public/private agencies an foundda ions for special park projects., B. Investigate formation of a "Parks Foundation" to solicit private funds to improve parks. C. Grants - What's next? D. Release of bond dollars to develop 10 acres at City Park E. 1 /2 cent sales tax election V. GROWTH OF ARTS IN THE PARKS A. Develop a plan for this growth, such as: 1. Continue the concerts in the Park 2. Establish a permanent site for the concerts with goals to build a permanent stage/band shell to house concerts, shows, etc. 3. Art in the Park 4. Children's Theater B. One of the greatest needs are facilities to do art as children's theater, art shows and the storage facilities to house the sets, props and the a uipment such as lights and sound equipment to bring this type o~ art to the community. VI. OTHER ITEMS A. Lights at Kidsville (3} B. Adult Sports Programs (2) , C. Get a handle on funds obtained from developers. Determine exactly how funds are to be spent (2) D. (N~jture study program at Colleyville Nature Center Outdoor Classroom E. Set up a bird attracting/feeding area at Nature Center (1) F. What can be done to .get lights at Pleasant Run Soccer complex. . G. Meeting with Grapevine Parks and Rec board to talk about adjoining boundaries and possible joint park~rojects H. What can youth sports do to assist.? 1 2 3 4 5 6 7 8 9 10 11 121 13 14 15 16 17 18 19 20 21 ZZ 23 24 25 26 27 28 VII. PARKS AND REC IYIEETING FORMAT A. Determine operational procedures for meetings: 1. Set start and end time 2. Set a specific amount of time for guests to speak 3. Keep agendas small enough to accomplish at one meeting 4. If necessary, extra meetings can be scheduled to discuss outstanding items 5. Allow a reasonable amount of time for an issue to be resolved by the .Parks Board then turn it over to the City Council for resolution. A year on one issue is much too long. B. Advisory Work to define: 1. working relationshi with the City Council 2. Responsibilities in Cpty affairs (especially acquiring park lands) 3. Develop criteria to predict our dealing with further issues and concerns