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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-9/12/1994 _- ~ - Il Texas PARKS AND RECREATION DEPARTMENT PARRS AND RECREATION ADVISORY BOARD AGENDA ~~"~r MONDAY, SEPTEMBER 12, 1994 CITY PARR ANNER CALL TO ORDER APPROVAL OF MINUTES OLD BUSINESS 7:00' P,M. 5109 BRANSFORD RD 1. DISCUSSION OF COLLEYVILLE NATURE CENTER 2. DISCUSSION AND CONSIDERATION OF RESOLUTION R-94-1042, VOLUNTARY PARK FUND NEW BUSINESS: 1. DISCUSSION OF INTRAMURAL BASKETBALL PROGRAM 2. DISCUSSION AND CONSIDERATION OF CONSTRUCTION OF NEW BALL FIELDS 3. REQUEST FOR VOLUNTARY PARK FUND - $1400 TO SPONSOR TROUT FISHING EVENT STAFF REPORTS ADJOURN 5109 Bransford Road P.O. Box 185 Colleyville, Texas 76034 656-PARK Metro: (817) 498-4749 PARKS AND RECREATION ADVISORY BOARD ~} MIl~TiJTES AUGUST 1, 1994 CALL TO ORDER Chairman Pat Horn called the meeting to order at 6:35 P.M. on Monday August 1, 1994. PRESENT: Pat Horn, Mike Billings, Yvonne Hatton, Chuck Walton, Steve Rahn, Rich Hendler, Paul Vigiletti, Skip Keller, Parks and Recreation Coordinator; Sharon Curry, Recreation Supervisor ABSENT: Ray Brockie SPECIAL GUESTS: Athletic Association Representatives: Bill Carroll (Softball); Russ Overbee (Soccer); Dan Rice (Baseball); Mike Duran Nature Center Neighbors: Stephanie Dwyer; Dave Moore, Carol Pawenski, Sandy Rouch, Judith Szuhy, Larry Szuhy APPROVAL OF MIIVUTES Mike Billings made a motion to approve the minutes as presented. Steve Rahn seconded the motion which carried by a unanimous vote. OLD BUSINESS 1. Discussion of Nature Center Hours A letter requesting the Nature Center hours be changed to daylight to dark had been presented at the last meeting. The Board invited members of the neighborhood to attend this meeting to address their concerns. The issues discussed were: -- Enforcement - not lighted: other parks are wide open and allow easy viewing; CNC has trees and trails; not easily policed; teenagers hangout after dark; racing in front of park; drinking, etc. Needs to be accessible to enforcement; -- Maintenance -Board explained it is to be left in a natural state and not neatly groomed and maintained like other parks; maintenance will be improved with Park maintenance Plan; have requested utility vehicle in budget that will allow policing of trails and back areas without causing damage; -- Exceptions need to be addressed if hours are changed to daylight to dark; many use the park after dark to view wildlife that is not visible during the day. Parks and Recreation Advisory Board Minutes of August 1, 1994 Page 2... Board members expressed concerns about changing the hours and how it would affect people using for the park as it was intended when built - as a nature preserve and viewing nature and animals in their environment and the times of day they are visible. They expressed concerns about the police department enforcing illegal activities in and around the park and requested Skip Keller meet with the police chief to determine what the police department sees as the problems, what they are currently doing, what their plans are and his recommendations are. TABLED FOR MORE INFORMATION 2. DISCUSSION OF USE OF ATHI.E'TIC FACILITIES Athletic associations had requested use of athletic facilities on Sundays, particularity City Park, due to growth of their associations and limited field availability. Representatives discussed various reasons for allowing play on Sundays. Board members expressed concerns and understanding for the requests, and agreed if used carefully, and fields were left available for family and other groups to use to allow limited play on Sundays. Pat Horn made a motion to allow Colleyville youth athletic associations the ability to host organized youth activities on aundays between the hours of 12:00 noon and 6:00 p.m. to play organized games, make up games. Fields to be agreed upon and approved by the Parks and Recreation Coordinator as detailed in the Facilities Use Agreement. Steve Rahn seconded the motion which was approved by a maj ority vote. Rich Hendler opposed the motion. 3. REVIEW JOINT WORKSHOP WITH CITY COUNCIL AND DISCUSSION ITEMS REQUIRING ACTION Pat Horn reviewed the joint meeting with the City Council and stated the Board had approached the meeting as an opportunity to build bridges with the Council and to set its primary goal as the upgrading and improvement of City Park. (See attached overview). Revenue and Funding were of primary concern. Various options were discussed including increasing the Non-Resident fee from $10 to $20-25; an option supported by several council members. The possibility of a ],/2 cent sales tax election was discussed and opposed by several council members. The potential for abuse as the law is written was sated as the primary reason. Parks and Recreation Advisory Board Minutes of August 1, 1994 Page 3... Board members expressed concerns that the council will not even let the citizens vote on whether or not they wanted the sales tax option. Several questioned why it has not created problems in other cities in the area that have approved the sales tax and how they have handled it. Members stated they look at the sales tax election as an opportunity; City Park is not going anywhere without it. The consensus of the Board is to revise the City Park Master Plan and to project costs in a stair-step approach; assign a committee to develop the plan, asking for Terry Cheek's input; report on an action plan and estimates in September. The committee will consist of Pat Horn, Mike Billings and Steve Rahn. 4. REPORT ON CO CENTER Paul Vigiletti reported the final plans for the Community Center will be presented to the City Council at Tuesday night's meeting. Committees are forming to help raise funds for completion of the Center. 5. OTHER CONCERNS: Board members discussed the outstanding efforts of the Garden Club and their contributions to the butterfly and maze gardens at Kidsville and the plans for landscaping the Parks office entrance. Yvonne Hatton made a motion to request the City Council issue a proclamation recognizing the Garden Club for all their hard work on the Butterfly Garden, Maze Garden and Arbor Days projects. Mike Billings seconded the motion which carried by a unanimous vote. The Board also discussed Fort Worth Christian School's extraordinary efforts on the Kidsville project sating the closing of the High School for a day during construction, the number of students that returned after their scheduled times to continue to help along with the willingness to help and spirit of cooperation they exhibited. Yvonne Hatton made a motion to present a plaque from the Park Board to Fort Worth Christian for their extraordinary efforts on the Kideville project. Paul Vigiletti seconded the motion which carried by a ,,,, ~*nous vote. Parks and Recreation Advisory Board 't Minutes of August 1, 1994 Page 4... NEW BUSINESS 1. DISCUSSION OF YOUTH ASSOCIATION USE OF CITY ATHI.ETIC FACILITIES AND FACILITIES USE AGREEMF~V`i'S. Pat Horn recapped the Sports Summit agreements that all associations would provide to the Parks Department a list of board members and facility use agreement requests to Skip Keller by July 1; Skip would have the final agreements to the associations by July 15 and the signed agreements would be returned to Skip by August 1. Skip Keller reported the Facilities Use Agreements have not been finalized because after several requests, he is waiting on baseball's request for fields so all fields can be scheduled accordingly. Association representatives recapped their needs. Skip reminded association representatives the terms of the Agreements would be strictly enforced this year, specifically, proof of insurance, board of directors information and financial statements must be on file. Board members and associations representatives questioned why financial statements are necessary and discussed pros and cons of requiring them. Board members requested staff to check with the city attorney to determine if there are legal reasons for including the financial statement requirement. Paul Vigiletti made a motion that the financial statement requirement be dropped form the Facilities L se Agreement unless the City Attorney determines otherwise. Steve R$hn seconded the motion which carried by a 1mAnimOtis Vote. STAFF R1iPORTS Staff reported the Track team did very well in the State Games of Texas with 16 of 39 team members qualifying for the competition. The Basketball Advisory Board will meet at 7:00 p.m. on August 18 at the Parks and Recreation Office. Skip Keller attended a meeting in Austin on the proposed changes to the Texas Outdoor Recreation Plan. Those changes include: consideration of local needs over regional needs; emphasis on local master plan; refurbishing older parks rather than only funding construction of new facilities; use of dedicated drug seized money for development of programs designed as a prevention measure. Parks and Recreation Advisory Board Minutes of August 1, 1994 Page 5... Staff reported the volleyball courts are near completion; the first one is ready for play and the second will have sand added during the week. Valve boxes at the new soccer fields will be completed next week. ADJOURN There being no further business, Rich Hendler made a motion to adjourn the meeting at 10:12 p.m. Chuck Walton seconded the motion which carried by a t~n8nimolls Vote. ~~~ CITY COUNCIL ctiv or o - IlC~ Texas AGENDA BRIEFING DEPARTMENT: CITY COUNCIL SUBJECT: Resolution R-94-1042 -Rescinding Resolution R-93-887 and establishing the depository funds for the Voluntary Park Fund MEETING /AGENDA # 8116194 1 1 August 16, 1994 Backoround Council member Jim Moore requested this item be placed on the agenda. The attached resolution will assure that only voluntary donations through the resident water billing will be deposited into this fund. The non-resident fees currently going into this fund will be deposited into a revenue account in the general fund and will be set aside for park maintenance. The Parks and Recreation Advisory Board meeting. A copy of the minutes is attached. fees in the voluntary park fund. DEPARTMENT HEAD FINANCIAL REVIEW (IF NECESSARY) discussed this item at their March 7, 1994 The Board agreed to leave the non-resident C CITY MANAGER ~~~ RESOLUTION R-94-1042 A RESOLUTION RESCINDING RESOLUTION R-93-887 AND ESTABLISHING THE DEPOSITORY FUNDS FOR THE VOLUNTARY PARK FUND WHEREAS, the City of Colleyville can anticipate a continued growth in the ' demand for Parks and Recreation 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 providing for a voluntary park fund; and NOW, THEREFORE, BE IT RESOLVED 13Y THE CITY COUNCIL OF THE CITY OF COLLEYVILLE, TEXAS: Sec. 1. THAT Resolution R-93-887 is hereby rescinded. Sec. 2. THAT a voluntary park fund has been established for the purpose of acquisition, development and improvement of the park land and facilities; and said fund can be used for approved parks and recreation programs; however, said fund will not be used for park maintenance. Sec. 3. THAT the park fund is funded through a voluntary donation of two ($2) dollars per month from the citizens of Colleyville. Sec. 4. THAT this fee is listed with the Library Donation Fund as a separate entry on Colleyville residents' water bills and is in all ways strictly voluntary. Sec. 5. THAT only the voluntary donations through the resident water billing will be deposited in this fund. AND IT IS SO RESOLVED. Passed by a vote of ayes, nays, and abstentions, on this day of 1994. ATTEST: Jean Hams, CMC City Secretary CITY OF COLLEYVILLE Cheryl Feigel Mayor RESOLUTION R-93-887 A RESOLUTION RESCINDING RESOLUTION R-76-126 AND RE-ESTABLISHING A VOLUNTARY PARK FUND AND ITS USES. WHEREAS, the parks and recreation land, facilities and programs presently available are not sufficient to adequately support the present population of the City; and WHEREAS, the City of Colleyville can anticipate a continued growth in the demand for Parks and Recreation facilities and services; and WHEREAS, the City of Colleyville does not have sufficient financial resources to provide it's citizens with needed park land, facilities and programs; and WHEREAS, it is the opinion of the City Couricil that the best interest of the citizens of Colleyville will be served by providing for a voluntary park fund; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE THAT: Sec 1. Resolution R-76-126 is hereby rescinded. Sec. 2. A voluntary park fund will be established for the purpose of acquisition, development and improvement of the Park land and facilities; and said fund can be used for approved parks and recreation programs; however said fund will not be used far Park maintenance, Sec. 3. The Park fund will be funded through a voluntary donation of two ($2) dollars per month from the citizens of Colleyville. Sec. 4. This fee will be listed with the Library Donation Fund as a separate entry on Colleyville residents water bills and is in all ways strictly voluntary. AND IT IS SO RESOLVED. Passed by a vote of ayes, and nays, and abstentions on this the day of , 1993. ATTEST: CITY OF COLLEYVILLE Jean Harris, CMC Richard Newton City Secretary Mayor RESOLUTION R-93-887 A RESOLUTION RESCINDING RESOLUTION R-76-126 AND RE-ESTABLISHING A VOLUNTARY PARK FUND AND ITS UScS. WHEREAS, the parks and recreation land, facilities and programs presently available are not sufficient to adequately support the present population of the City; and WHEREAS, the City of Colleyville can anticipate a continued growth in the demand for Parks and Recreation facilities and services; and WHEREAS, the City of Colleyville does not have sufficient financial resources to provide it's citizens with needed park land, facilities and programs; and WHEREAS, it is the opinion of the City Council that the best interest of the citizens of Colleyville will be served by providing for a voluntary park fund; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEYVILLE THAT: Sec 1. Resolution R-76-126 is hereby rescinded. Sec. 2. A voluntary park fund will be established for the purpose of acquisition, development and improvement of the Park land and facilities; and said fund can be used for approved parks and recreation programs; however said fund will not be used for Park maintenance, Sec. 3. The Park fund will be funded through a voluntary donation of two ($2) dollars per month from the citizens of Colleyville. Sec. 4. This fee will be listed with the Library Donation Fund as a separate entry on Colleyville residents water bills and is in all ways strictly voluntary. AND IT IS SO RESOLVED. Passed by a vote of ayes, and nays, and abstentions on this the day of , 1993. ATTEST: CITY OF COLLEYVILLE Jean Hams, CMC Richard Newton City Secretary Mayor VOLUNTARY PARK FUND REQUEST Staff requests approval of $1,400 dollars from the Voluntary Park Fund for the purpose of stocking 2,000 trout to host the 2nd Annual Trout Fishing Day in Colleyville. In recent conversations with TPWD, there is the possibility they will match the number of fish purchased by the city; based on their availability. A date has tentatively been scheduled for the fist Saturday in February, and as last year, TPWD will provide manpower and equipment to assist with the program. If enough volunteers can be secured, an instructional program, "Pathways to Fishing" can be held prior to the event. Participants would go through stations covering various aspects of fishing with the final station being the check out point to receive poles and bait. The first event held last year was very successful; over 300 people of all ages braved the wind, cold and snow to fish. It was the springboard for other fishing programs held this summer in conjunction with TPWD. NOTES FROM BASKETBALL ADVISORY BOARD MEETING, TUESDAY, SEPTEMBER 12 ATTENDING: Craig Noonan; Mike Shelton, Steve Trachier, Mary Davoreen, Sharon Curry ABSENT: Mike Gonzalez, Jim Petric John Leightenberger, Star Sport Shop, presented various uniform options for consideration. Board selected reversible jersey's. He can also handle registrations at the store. He has registration system mechanized to print team rosters, registration info, etc. Registration fee was set at $45 regular league; $25 K-Ball; allows for cost of officials, uniforms, gym supervisors Registration dates were set: Early: October 8 & 1~; 9 a~-n - 3pm; City Park Anne; Late: October 22; site to be determined. Age divisions were changed from grades to ages - U14, U12, U10,U8 Sharon Curry reminded Board members that this is a city program and money and purchasing would have to be handled through the city and according to city policies. She will chec}: with finance department on possibility of Star Sports accepting late registrations. Ne~:t meeting was set for 7:00 p.m., Thursday, September 15, City Park Anne.c CITY OF COLLEYVILLE PARKS AND RECREATION DEPARTMEBTT ATHLETIC FACILITIES UTILIZATION AGREEN~NT The following is an agreement for use of athletic facilities which is composed of procedures and regulations designed to ensure that d a~ epic aci i ies ow e a y i y 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 herein called "City" and the herein called "Association". I. ALLOCATION OF FACILITIES are the City of Colleyville, Texas, Colleyville Baseball Association, Each organization will be assigr_ed 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 October for the following year. Should two or more organizations request the use of the same facility, the City 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 practices and/or games. The associations will only have access to fields when practices and/or games are scheduled for the period of September 1 through November 5, 1994. LOCATION FIELD DAYS TIME City Park #1 M, W, F, 5 p.m. - 10 p.m. Saturday 8 a.m. - 2 p.m. City Park #2 Wednesday 5 p.m. - 10 p.m. Saturday 1 p.m. - dark City Park #3 T, W,TH,F 5 p.m. - dark Saturday 8 a.m. - dark City Park #4 M,W 5 p.m. - 10 p.m. Saturday 8 a.m. - 10 p.m. City Park #5 M, T,W,TH,F 5 p.m. - dark Saturday 8 a.m. - dark City Park #6 M,T,W,TH,F 5 p.m. - dark Saturday 8 a.m. - dark City Park #7 M,T,W,TH,F 5 p.m. - dark Saturday 8 a.m. - dark City Park ##9 M, T, W, TH, F 5 p.m. - dark Saturday 8 a.m. - dark CITY OF COLLEYVILLE I PARKS 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 are the City of Colleyville, Texas, herein called "City" and the Colleyville Football 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 October for the following year. Should two or more organizations request the use of the same facility, the City will reserve the right to review and adjust scheduling in order to assure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for scheduling of practices and/or games. The associations will only have access to fields when practices and/or games are scheduled for the period of September 1 through November 12, 1994. LOCATION FIELD DAYS TIME CITY PARK #1 T,TH 6 P.M. - 9 P.M. CITY PARK #2 M,T,TH,F 6 P.M. - 9 P.M. SATURDAY (PRACTICE) 8 A.M. - 11 A.M. CITY PARK #4*" T TH 6 P.M. - 9 P.M. CMS #1 , SATURDAY 9 A.M. - 5 P.M. CMS #2 SATURDAY 8 A.M. - 11 A.M. '`'`Field # 4 is to be shared with Football. Soccer will utilize the area from centertield to left field; football will utilize the area from center field to right field. 1. NO ORGANIZED ACTIVITIES WILL BE SCHEDULED ON SUNDAYS WITHOUT PRIOR WRITTEN APPROVAL OF THE PARKS AND RECREATION COORDINATOR. 2. City Park fields will not be available for games October 13th - 17th 3. No games are to be scheduled to begin until after 1:00 P.M. on October 15 (Colleyville Days). CITY OF COLLEYVILLE PARKS 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 are the City of Colleyville, Texas, herein called "City" and the Colleyville Girls Athletic Association, herein called "Association". 1. 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 October for the following year. Should two or more organizations request the use of the same facility, the City will reserve the right to review and adjust scheduling in order to assure that all facilities are being fully utilized. A. City agrees to permit the use of the following facilities for scheduling of practices and/or games. The associations will only have access to fields when practices and/or games are scheduled for the period of September 1 through November 12, 1994. LOCATION FIELD DAYS TIME City Park #1 Saturdays 3 P.M. - 5 P.M. 1. City Par1c fields will not be available for games October 13th - 17th CITY OF COLLEYVILLE PARKS 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 are the City of Colleyville, Texas, herein called "City" and the Colleyville Soccer 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 October for the following year. Should two or more organizations request the use of the same facility, the City will reserve the right to review and adjust scheduling in order to assure that all facilities are being fully utilized. A. City agrees to pem~it the use of the following facilities for scheduling of practices and/or games. The associations will only have access to fields when practices and/or games are scheduled for the period of September 1 through November 27, 1994. LOCATION FIELD DAYS TIME OPR U12 M,T,W,TH,F 5 P.M. - 10 P.M. SATURDAY ~I IN(~AY 8 A.M. - 10 P.M. ~ P M 17 N PPR U12 M,T,W,TH,F - 5 P.M. -DARK SATURDAY S(INt~AY 8 A.M. -DARK. F P M 1 ~ N PPR U12 M,T,W,TH,F - 5 P.M. -DARK SATURDAY INnAY 8 A.M. -DARK ~ P M 1~ N PPR U12 S,t M,T,W,TH,F - 5 P.M. -DARK SATURDAY 8 A.M. -DARK SUNDAY 12 N - 6 P.M. SATURDAY ~l 1Nf~AY .- 8 A.M. -DARK . 1~ N - F P M PPR U10 M,T,W,TH,F 5 P.M. -DARK SATURDAY 8 A.M. -DARK SUNDAY 12 N - 6 P.M. SATURDAY .- 8 A.M. -DARK SUNDAY 12 N - 6 P.M. PPR U8 M,T,W,TH,F 5 P.M. -DARK SATURDAY ~(INI~AY 8 A.M. -DARK 1~ N - F P M PPR U8 M,T,W,TH,F 5 P.M. -DARK SATURDAY SI INLAY 8 A.M. -DARK 17 N - ~ P M PPR U6 M,T,W,TH,F 5 P.M. -DARK SATURDAY 8 A.M. -DARK ~l lNr~AY 1 ~ N - F P M PPR U6 M,T,W,TH,F 5 P.M. -DARK SATURDAY ~I IN(~AY 8 A.M. -DARK 1 ~ N - F P M CITY PAR K #~ MC~Nf~AY 5 P M -DARK (~1TY PAR K ~4** T TH F 5 P M - 1 n P M **Field # 4 is to be shared with Football. Soccer will utilize the area from centertield to left field; football will utilize the area from center field to right field. NO ORGANIZED ACTIVITIES WILL BE SCHEDULED ON SUNDAYS WITHOUT PRIOR WRITTEN APPROVAL OF THE PARKS AND RECREATION COORDINATOR. 2. City Park fields will not be available for games October 13th - 17th 3. No games ar+e to be scheduled to begin until after 1:00 P.M. on October 15 (Colleyville Days). B. The terms of this agreement shall be from September 1 through December 31, 1994. C. The terms of this agreements WILL NOT be automatically renewed on an annual basis. The City will review requests each year and respond in writing to the requesting organizations the availability of facilities. D. Associations 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 Coordinatorforthe Colleyville Parks and Recreation Department. E. 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 setforth by the Internal Revenue Service. C. 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 City immediately following election or change in office. D. Have on file with the City a copy of the Association's Constitution and By-Laws. E. Furnish a complete copy of game schedules to the City 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 afirst-come-first serve basis for make-up games.. The schedule must be legible and include only games that will be conducted on City facilities. F. Associations who desire to expand their program must have approval from the City. G. Maintain a communication network through the President of the Association or his/her designee only when pertaining to facility requests or needs. H. All games and practices will conclude by 10:00 P.M. Lights MUST be out by 10:15 p.m. Exceptions can only be made by the Parks and Recreation Coordinator. I. 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 City before the Association's league begins. III. ADMINISTRATIVE RESPONSIBILITIES OF THE COLLEYVILLE PARKS AND RECREATION DEPARTMENT 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. IV. IT IS ESPECIALLY PROVIDED AND AGREED BY AND BETWEEN 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 "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 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 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 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 1994 Signature of Association President Signature of City of Colleyville Representative EXHIBIT "A" CITY OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (City) shall maintain the infield and all turt 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 maintain all back-stops, fences and gates in a safe and secure condition. 5. The City shall maintain all bleachers and dugouts in a safe and secure condition. 6. The City shall provide and maintain all ballfield lighting systems. 7. The City shall be responsible for the maintenance of any outfield and adjacent park irrigation and watering the outfield. 8. The City shall be responsible for the maintenance of any infield irrigation system and watering the infield. 9. The City shall maintain the restrooms in a safe and sanitary condition. 10. The City shall be responsible for all scoreboards. 11. 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. 12. The Association shall provide all bases, plates and pitching rubbers, and nets. Exhibit "A" Field Maintenance Agreement Continued 13. 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. 14. The Association shall be prohibited from pertorming any maintenance to any turf or infield areas without written permission from the Parks and Recreation Coordinator or his designess. EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT REASONS FOR ATHLETIC FIELD CLOSURE 1. Baseball or softball infields are too wet. 2. Soccer fields are too wet. 3. 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 Depratment 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 Association's 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 closed. CITY RESPONSIBILITY FOR IMPLEMENTATION The primary responsibility for making field closure decisions rests with the Parks Supervisor responsible for athletic field maintenance. 2. In the Parks Supervisor's absence the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures, after discussing field conditions with the Association's Field Manager. 3. The appropriate Association's Field Manager has the responsibility to inform the Association and participants about the field closure decision.