HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-1/9/1995 (9)Ci[y of
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Texas
PARKS AND RECREATION ADVISORY BOARD
AGENDA
MONDAY, SEPTEMBER 11, 1995
6:30 P.M.
PARKS AND RECREATION OFFICE 5109 BRANSFORD ROAD
1. CALL TO ORDER AND ROLL CALL
2. .APPROVAL OF MINUTES OF AUGUST 17, 1995 MEETING
3. DISCUSSION AND CONSIDERATION OF FIELD USE AGREEMENTS
4. WORK SESSION ON PARKS AND RECREATION MASTER PLAN UPDATE
(Eric Wilhite from SRA will be present to facilitate the work session)
A. FINALIZE FACILITIES INVENTORY
B. FINALIZE NEEDS ASSESSMENT
C. DISCUSS PARK LAND DEDICATION FEES
D. DISCUSS PRIORITY FOR GOALS LIST
5. COLLEYVILLE DAYS UPDATE
6. ADJOURNMENT
Posted 9/1 /95
P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575
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PARKS AND RECREATION DEPARTMENT
PARKS AND RECREATION ADVISORY BOARD
MINUTES
SEPTEMBER 11, 1995
1. CALL TO ORDER & ROLL CALL
Chairman Rich Hendler called the meeting to order at 7:00 pm on Monday September 11,
1995.
Members Present: Richard Hendler, Yvonne, Hatton, Chuck Walton, Rob Benefield,
Paul Vigiletti, Bill Recker, Skip Keller; Parks and Recreation Coordinator, Joy Tailford;
Parks and Recreation Secretary.
Members Absent: Ray Ramsey
2. APPROVAL OF MINUTES OF AUGUST 7, 1995 MEETING
Chuck Walton moved to approve the minutes as read, Paul Vigiletti seconded the motion
which carried by an unanimous vote.
3. DISCUSSION AND CONSIDERATION OF FIELD USE AGREEMENTS
Skip Keller gave an update on the number of fields and their usage. The need for an
ordinance to prohibit usage of the fields by other than recreational teams was discussed.
The Park Board discusssed an ordinance that would enable the city to enforce use of the
City fields. Skip said he would have some information on that in the mail before the next
meeting. Chuck Walton suggested Skip and the neighboring cities propose an ordinance
for the proper use of game fields by recreational teams. Skip said he would organize an
meeting of all neighboring cities to discuss these needs.
The idea of a shared use agreement with Colleyville Middle School for the use of practice
fields in exchange for lighting was explained. They discussed funding could come from the
Voluntary Park Fund, which can be a future request of the City Council. Rich Hendler
told the assembly that our liaison to the School District would be Tommy Taylor.
5109 Bransford Road
P.O. Box 185
Colleyville, Texas 76034
RFR-PARK
-2-
The utilization of school property was further discussed and Skip Keller said he would do
an inventory of school facilities.
4. WORK SESSION ON PARKS AND RECREATION MASTER PLAN UPDATE
(Eric Wilhite from SRA was present to facilitate the work session)
A. The group discussed the finalization of the facilities inventory, and suggested the
addition of volleyball, and theater arts.
B. Concerning the needs assessment it was suggested, and well received, that the
linear numbers be reduced and there be an increase in the special purpose
catagory.
C. Chuck Walton made the following motion to be presented to City Council:
a. The Colleyville Park Land Dedication Fee Ordinance does not
support the needs of our city as the population and demand grows,
therefore:
b. We request the City Council direct the Community Development
Dept. to revise the ordinance to reflect requirements similar to our
neighboring cities.
c. We also request the City Council direct this ordinance be
revised annually by the Community Development Dept. and
updated accordingly.
The motion was seconded by Rob Benefield and approved unanimously.
D. The priorities for goals list and oibjectives was amended to show the following:
1. City Park
2. Kimzey Park
3. Park Land Acquisition
4. Linear Park Linkage
5. Recreatioq Center
Chuck Walton asked Eric Wilhite to draft an updated inventory for Jan Belcher and Skip
Keller.
-3-
5. COLLEYVILLE DAYS UPDATE
Rich Hendler advised the Board that we would be hosting a booth with the
Environmental Board, and that he had secured a banner for the booth and a parade
vehicle Chuck Walton made a motion and Rob Benefield seconded that the expenses of
the booth would be shared equally.
Yvonne Hatton and her husband will pick up Board members at the Park Annex and
deliver them to the parade route at 9:00 am. Copies of the schedule and the TOOTSIE
ROLLS will be left in the bookcase.
The schedule for the booth is as follows:
Saturday: 10 am -12 noon Yvonne Hatton, 12noon - 2pm Rob Benefield, 2pm -
3:30pm Rich Hendler, Sunday: 12 noon - 2pm Chuck Walton, 2pm - 4-pm Bill Recker
Skip shared the news that there would not be a baseball competition, but that James
Taylor was trying to get an exhibition game together.
There was only one team signed up for volleyball so the games were cancelled.
6. NEW BUSINESS
The GCISD has offered one (1) acre of land to the Park Department for $18,000.00 +
$18.000.00 in back taxes. The consensus of the Board was they were not interested in
this property.
Rich Hendler asked that the scheduled October meeting be moved to the 9th. and the
Board agreed..
7. ADJOURNMENT
Rob Benefield moved the meeting be adjourned at 9:30 pm. Chuck Walton
seconded the motion and it was carried with an unanimous vote
rtAFT
1995 GOALS AND PLANS
Parks & Recreation Advisory Board
Top Priorities
** Grants 3*
V Tree City USA - 3
** Parks Master Plan update 3
Parkland Dedication Fee increase 2
"* ?/Kimzey Park 2
** Trails/All Ways Plan 2
V Formation of sports council 1
f City Park revamp 1
** Acquisition of park land 1
V Expand Colleyville Days to include sports 1
V Arbor Days activities 1
** Increase Parks Department budget 1
V Coordinate programs w/GCISD 1
** Link Nature Center to Sparger Park 1
*'` Restroom plan for Sparger Park 1
V Form Friends of the Colleyville Parks organization 1
* Number of Board members that voted these items as a priority
** Items currently being worked on by staff
V Items that volunteers could complete
Other Issues
(in no particular order)
Promote Adopt-A-Park
Update City Park Master Plan
Better public relations
Adult sports
Promote use of sand volleyball courts
To: Jan Belcher, Assistant City Manager
From: Jim Foster, Director of Engineering
Subject: Storm Water Detention Ponds
Date: September 9, 1995
As you are aware, I am an advocate of strategically located storm water detention
ponds built pursuant to a planning philosophy that integates the recreational and open
space needs and the drainage infrastructure needs of the city. Colleyville is indeed
fortunate that a considerable portion of its land area remains to be developed. It is also
fortunate that there is a perceived interest in a high level of service in both areas of
park development and drainage systems. A well developed policy of storm water
detention can enhance both activities of the city.
Certain principles should guide us as we consider such a policy:
1. Storm water systems should provide the maximum protection possible at the least
possible cost.
2. Existing natural systems (or naturally appearing systems) are an asset to the
community.
3. Erosion and sedimentation should be minimized.
4. A reduction in the capital and environmental costs of storm water systems should be
encouraged. Some of this reduction in cost must be offset, however, by an increased
dedication to maintenance.
5. Pollution from residential surface drainage should be minimized.
6. The design of detention ponds is an integral part of the overall planning process.
7. Design of permanent storage facilities should consider safety, appearance,
recreational use and effective, economical maintenance operations, in addition to the
primary storage function.
8. Water is an asset to park land development, but it can be an attractive nuisance.
The design of a storm water detention pond should consider both.
Where can these future detention ponds be located? That will depend upon an
analysis performed by an engineer experienced in both park land development and
storm water detention. It is my opinion that detention facilities on Big Bear Creek and
Little Bear Creek can not be considered due to the enormous flows that characterize
them. Detention ponds are possible, however, on the drainage ways leading to both
these creeks. Some sites might be the following:
1. Somewhere in the vicinity of John McCain Road, probably south of it, in the Beddo
Survey and Williams Survey.
2. City Park, east of Bransford Road.
3. Undeveloped sites south of Hall-Johnson Road and north of Glade Road.
4. The future Colleyville Community Center site.
5. Undeveloped tracts south of the DART corridor.
6. Other locations of which I am unaware due to my limited knowledge of Colleyville.
You will recall my interest and experience in crisis management. One of my
philosophies is that crises can be viewed as windows of opportunity. That can be the
case with storm water management in the City of Colleyville, and I urge us to view it
that way as much as possible. The likelihood of the City being able to fund storm
drainage improvements totaling tens of millions of dollars is minimal. Storm water
detention can be a partial solution.
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September 11, 1995
5~`-
Sent via FAX: (817) 755-7555
Ms. Jan. Belcher,
Assistant City Manager
City of Colleyviile
P.O. Box 1$5
Calleyville, TX 76034
RE: ~ 1.04 Acre parcel of land on Highway 26
Colleyville
Dear Ms. Belcher:
I understand that the Parks and Recreation Advisory Board will meet tonight. One of the agenda
item's will be regarding the possible purchase o~ the above eapdoned property which is currently
owned by GCISD. It is also my understanding that this particular property is a "Priority I" on
Colleyville's Natural Area and Open Space Resource study. So that a 1ecomxnendation can be
made to the City Council, I would lake to provide you with information on the current taxes owed
on this property.
Schaol and City Tax = $14,261.34
County Taxes = 4,267.50
Court Costs = 422.00
Total Due by 9/30!95 $1.8,950.84
If I can answer any questions or provide fiuther assistance, please do not hesitate to call.
very truly yours,
L D. Crr 1, Ed.D.
Assistant Superintendent
for Planning and Accountability
LDG:gIe
• 3051 Ira E. Woods ,A,venue+ ~pevine, Texas 76051-3897+ (817)488-9588 or Metro 481-5575 + Fs~c No. (817}481{>213 +
09/11/95 13:44 TX/RX ~I0.3529 P.OU1
INDI;PL"ND1;NT SC1100L DI~1;2ICT
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Texas
June 28, 1995
Mr. Larry Groppel
Assistant Superintendent
Grapevine-Colleyville ISD (sent via fax 6/28/95)
3051 Ira E. Woods Ave.
Grapevine, TX 76051-3897
Dear Larry:
Alan Linford called Bob Stripling today to inform him of a piece of land the district has for
sale that might be of interest to the City of Colleyville. I understand the property is located
close to Hi-Lo Auto Parts on Highway 26 and is located along Littla Bear Creek.
The City has discussed the possibility of a trail system that will link Colleyville Nature
Center to Sparger Park along Little Bear Creek. If this property is in that vicinity, we may
be interested in discussing it with the district. Mr. Linford has stated that the Board has
received an offer of $18,000 for the property in question but is willing to wait on the
decision until we have an opportunity to look at it. In order to expedite this issue, I have
asked Doug Henderson to contact you to get a legal description of the property and a map
showing the location.
We look forward to working with you regarding this property. If you have any questions,
please call Doug Henderson or me at 577-7575.
Sincerely,
Jan Belcher
Assistant City Manager
P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575
ltp5 17:23 Frl~ 8175777555 Colle3'`~ille
): Councilman John Grace
t4ri: Parks and Recreation Advisory Board Member Tom Schlich
ATE: September 14, 1995
1BJECT: Letter Of Designation
zis letter is confirmation of our telephone conversation
~g~rding my regretful resignation from the Board. My current
irk schedule precludes me from regular meeting attendance and
hest of pez~sonal concerns are distracting me from community
~.rticipation nnw. These circumstances render me ineffective
s a hoaid member for the (resent,
am grateful f+~r having had the experience working with t~:e
god people on the Board aQd on the city staff. Hopefully my
uture will bring improved circumstances and s.nother opportunity
ar me to serve the city.
orI SCHL~CH cc; Tan Belcher, Assistant City
613 Oak)Top Drive Manger
olleyvi~lle, TX 76034 --~tt.ich Henrller, Chairman,
Parks and Recreation
Advisory Board
-~7 ~ 01
CITY OF COLLEYVII.,LE
PARKS AND RECREATION DEPARTMENT
ATHLETIC FACILITIES UTILIZATION AGREEMENT
The following is an agreement for use of athletic facilities 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 (PARR) for use of game fields.
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 known as Pleasant Run Fields, for the
scheduling of games and or practices.(See Exihibit C 1995 Field Requirements)
B. The term of their agreement shall be from September 1 to December 31, 1995.
C. The terms of this agreement will not be automatically renewed on asemi-annual basis.
The City will review requests twice each year and respond in writing to the requesting
organization on the availability of facilities.
D. The Association shall not assign this lease nor shall it sublease or rent out any
property, or charge an admission to any game or practice facility without written consent
from the Coordinator for the Colleyville Parks and Recreation Department.
E. The Association shall not engage in any business on the premises or violate any existing
state or federal law or municipal ordinance, or use the premises in such a manner as to
constitute any hindrance for other park patrons engaged in lawful activities.
II. ASSOCIATION RESPONSIBILITIES
A. Maintain in effect a general liability insurance policy, naming the City as additional
insured, in an amount of at least one million dollars ($1,000.000.00) with such a policy
designed to cover the cost of defense and of liability for injuries suffered by competitors in
the organized athletic activity.
-2-
B. Be a nonprofit association through regulations set forth 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. Names of 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. The schedule must be legible and include only games
that will be conducted on City owned or operated facilities.
F. Maintain a communication network only through the President of the Association or
his/her designee when pertaining to facility requests or needs.
G. All games and practices will conclude by 10:30 P.M. Lights MUST be out by 10:45
P.M. Exceptions can be made only by the Parks and Recreation Coordinator.
H. Collect a $10.00 nonresident fee per family, per season. No nonresident fees are to be
charged to any resident or family with an adult member employed in Colleyville. The
nonresident fee does not pertain to any family for which the fee will create a financial
hardship. The fees are to be paid to the City by September 15, 1995.
I. Provide City with a report detailing the total number of participants including a
breakdown of resident and nonresident participants by September 15, 1995.
J. An Association may not begin to hold any games until the requirements of this section have
been met. Failure to comply with this section may result in the Association being
denied access to utilizing City owned or operated facilities until the terms of this
Agreement have been met.
III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES
A. Provide space for meetings to conduct official league business.
B. Provide and maintain game facilities (refer to exhibits A B and C)
- 3-
IV. EXIIIBITS
It is especially provided and agreed by and between the City and the Association that
exhibits hereto attached shall be part and parcel to this Agreement as set out in their entirety:
A. Field Maintenance Agreements
B. Closure of Athletic Field
C. Field Agreements
V. INDEMNITY
Association shall indemnify and hold harmless the City of Colleyville, its agents, officials
employees, and umpires, from any and all claims for bodily injury, illness, death ,
personal injury and property damage arising out of the activities or the Association and its
members in exercising its rights under this contract.
VI. SCHEDULING
The City reserves the right to utilize facilities when league games are not scheduled. If facility is
abandoned, this agreement is terminated.
VH. DEFAULT
A violation of any provision of this agreement shall result in the termination of this
agreement. Any termination will be made with a thirty (30) day notice and the right to move
within ten (10) days.
This agreement is made and entered into on this the day of , 1995
Signature of Association President/Representative
Signature of City of Colleyville Representative
EXHIBIT "A"
MAINTENANCE AGREEMENT FOR SOCCER FIELDS
1. The Parks and Recreation Department (City) shall maintain all turf areas to include mowing,
weed control, fertilizing and herbicide spraying.
2. The City shall perform pre-season turf maintenance to include top dressing and cutting
field marking lines.
3. The City shall mark field lines when necessary for scheduled league play.
4. The City shall maintain goals and bleachers in a safe and secure condition.
5. The City shall be responsible for the maintenance of any turf irrigation system and
watering of the field.
6. The Association is responsible for goal nets.
7. The Association shall be prohibited from performing any maintenance to any turf areas
without permission from the City.
8. The Association shall be responsible for daily game day collection of all litter on their fields.
The Association will encourage collection of litter in the bleachers, concession areas, and
adjacent grounds. All litter shall be placed in the receptacles provided by the City. The City
shall provide pickup for these receptacles.
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
REASONS FOR SOCCER FIELD CLOSURE
Playing fields are too wet.
2. Athletic fields need to be closed in the interest of participant safety and/or preservation of good playing
surfaces.
CITY PROCEDURES FOR ATHLETIC FIELD CLOSURE
WEEKDAYS:
The primary responsibility for making field closure decisions rests with the Park Supervisor responsible
for athletic field maintenance.
2. The appropriate Association's field manager has the responsibility to inform the Association and
participants about the field closure decision.
Inspect athletic fields by 4:00 P.M. on game or practice day.
4. Make a decision based upon field conditions or weather.
5. The decision of the Parks Department will be final.
After games have begun and inclement weather becomes a factor, the referees and/or Association
officials shall follow the same guidelines for deciding cancellation or postponement.
7. A red flag will be raised to indicate the fields are closed.
WEEKENDS:
Inspect all athletic fields by 4:00 P.M. on Fridays.
2. If a decision at 4:00 P.M. on Friday is not possible, a Parks Department employee will monitor the
weather and field conditions throughout the weekend and make decisions on field closure as needed.
Make a decision based upon field conditions or weather if possible.
4. Should the Association's field manager and the Parks Department employee not agree, the
decision of the Parks Department employee shall take precedence.
A red flag will be raised to indicate the fields are closed.
EXHIBIT C
SOCCER
1995 FIELD REQUIREMENTS
The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or
practices.
LOCATION
Pleasant Run
Practice Fields
Pleasant Run Park
FIELD DATES
all fields 09/01-12/31//95
all fields Saturday
all fields 09/01-12/31/95
DAYS TIME
Monday -Friday
4:00 P.M. -Close
8:00 A.M. -Close
Monday -Friday
Saturday
4:00 P.M. -Close
8:00 A.M. -Close
CITY OF COLLEYVII..LE
PARKS AND RECREATION DEPARTMENT
ATHLETIC FACILITIES UTILIZATION AGREEMENT
The following is an agreement for use of athletic facilities 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.
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 known as City Park Field #1 #2, #4,
and CMS #1 and #2, for the scheduling of games and or practices. (See Exhibit C 1995 Field
Requirements.)
B. The term of this agreement shall be from September 15, to December 31, 1995.
C. The terms of this agreement will not be automatically renewed on asemi-annual basis.
The City will review requests twice each year and respond in writing to the requesting
organization on the availability of facilities.
D. The Association shall not assign this lease nor shall it sublease or rent out any
property, or charge an admission to any game or practice facility without written consent
from the Coordinator for the Colleyville Parks and Recreation Department.
E. The Association shall not engage in any business on the premises or violate any existing
state or federal law or municipal ordinance, or use the premises in such a manner as to
constitute any hindrance for other park patrons engaged in lawful activities.
II. ASSOCIATION RESPONSIBILITIES
A. Maintain in effect a general liability insurance policy, naming the City as additional
insured, in an amount of at least one million ($1,000,000.00) with such policy dsigned to
cover the cost of defense and liability for injuries suffered by competitors in the organized
athletic activity.
-2-
B. Be a nonprofit association through regulations set forth 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. Names of 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. The schedule must be legible and include only games
that will be conducted on City owned or operated facilities.
F. Maintain a communication network only through the President of the Association or
his/her designee when pertaining to facility requests or needs.
G. All practices will conclude by 10:30 P.M. Lights MUST be out by 10:45 P.M. Exceptions
can be made only by the Parks and Recreation Coordinator.
H. Collect a $10.00 nonresident fee per family, per season. No nonresident fees are to be
charged to any resident or family with an adult member employed in Colleyville. The
nonresident fee does not pertain to any family for which the fee will create a financial
hardship. The fees are to be paid to the City by September 15, 1995.
Provide City with a report detailing the total number of participants including a
breakdown of resident and nonresident participants by September 15,1995.
An Association may not begin to hold any games until the requirements of this section have
been met. Failure to comply with this section may result in the Association being
denied access to utilizing City owned or operated facilities until the terms of this
Agreement have been met.
III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES
A. Provide space for meetings to conduct official league business.
B. Provide and maintain practice facilities (refer to exhibits A, B and C)
- 3-
IV. EXHIBITS
It is especially provided and agreed by and between the City and the Association that
exhibits hereto attached shall be part and parcel to this Agreement as set out in their entirety:
A. Field Maintenance Agreements
B. Closure of Athletic Field
C. Field Requirements.
V. INDEMNITY
Association shall indemnify and hold harmless the City of Colleyville, its agents, officials
employees, and umpires, from any and all claims for bodily injury, illness, death ,
personal injury and property damage arising out of the activities or the Association and its
members in exercising its rights under this contract.
VI. SCHEDULING
The City reserves the right to utilize facilities when league games are not scheduled. If facility is
abandoned, this agreement is terminated.
VII. DEFAULT
A violation of any provision of this agreement shall result in the termination of this
agreement. Any termination will be made with a thirty (30) day notice and the right to cure
within ten (10) days.
This agreement is made and entered into on this the day of , 1995.
Signature of Association President/Representative
Signature of City of Colleyville Representative
EXHIBIT "A"
MAINTENANCE AGREEMENT FOR FOOTBALL
The Parks and Recreation Department (City) shall maintain all turf areas in outfield to include
mowing weed control, fertilizing and herbicide spraying.
2. The City shall maintain ballfield lighting systems.
The Association shall be responsible for daily game day policing of all litter to include playing
areas, dogouta, fences, backstops, bleachers,concession stands and adjacent grounds. All
litter shall be placed in receptacles provided by the City. The City shall pro~~ide for
pick up of these receptiles.
4. The Association shall be prohibited from performing maintenance to any turf on infield areas
with out written permission from the Parks and Recreation Coordinator or his designees.
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
REASONS FOR FOOTBALL FIELD CLOSURE
1. Playing fields are too wet.
2. Athletic fields need to be closed in the interest of participant safety and/or preservation of
good playing surfaces.
CITY PROCEDURES FOR ATHLETIC FIELD CLOSURE
WEEKDAYS
1. The primary responsibility for making field closure decisions rests with the Parks
Supervisor responsible for athletic field maintenance.
2. The appropriate Association's field manager has the responsibility to inform the
Association and participants about the field closure decision.
3. Inspect athletic fields by 4:00 PM. on game or practice day.
4. Make a decision based upon field conditions or weather.
5. The decision of the Parks Department will be final.
6. After games have begun and inclement weather becomes a factor, the umpires and or
Association officials shall follow the same guidelines for deciding cancellation or
postponement.
7. A red flag will be raised to indicate the fields are closed.
EXHIBIT C
FOOTBALL
1995 FIELD REQUIREMENTS
The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or
pracitces
LOCATION FIELD DATES DAYS TIME
CITY PARK #1 9/1 TO 12/31/95 TUES. & THURS. 4:30pm/CLOSE
CITY PARK #2 9/1 TO 12/31/95 MON. & THURS. 4:30pm/CLOSE
CITY PARK #4 9/1 TO 12/31/95 MON. & THURS. 4:30pm/CLOSE
CMS # 1 & 2 9/1 TO 12/31/95 MON -FRIDAY 6:OOpm/DARK
# 1 & 2 9/1 TO 12/31/95 SATURDAY 8:OOam/DARK
CITY PARK FIELDS WILL NOT BE AVAILABLE FOR PRACTICE
SEPTEMBER. 13TH. THROUGH SEPTEMBER 17TH.
CITY OF COLLEYVILLE
PARKS AND RECREATION DEPARTMENT
ATHLETIC FACILITIES UTILIZATION AGREEMENT
The following is an agreement for use of athletic facilities 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 Baseball 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 (FARO) for use of game fields.
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 known as City Park Field #1 #2, #3,
#4, #5, #6, #7, #8, #9, for the scheduling of games and or practices. (See Exihibit C 1995
Field Requirements)
B. The term of their agreement shall be from September 1, to December 31, 1995.
C. The terms of this agreement will not be automatically renewed on asemi-annual basis.
The City will review requests twice each year and respond in writing to the requesting
organization on the availability of facilities.
D. The Association shall not assign this lease nor shall it sublease or rent out any
property, or charge an admission to any game or practice facility without written consent
from the Coordinator for the Colleyville Parks and Recreation Department.
E. The Association shall not engage in any business on the premises or violate any existing
state or federal law or municipal ordinance, or use the premises in such a manner as to
constitute any hindrance for other park patrons engaged in lawful activities.
II. ASSOCIATION RESPONSIBILITIES
A. Maintain in effect a general liability insurance policy, naming the City as additional
insured, in an amount of at least one million dollars ($1,000.000.00) with such a policy
designed to cover the cost of defense and of liability for injuries suffered by competitors in
the organized athletic activity.
-2-
B. Be a nonprofit association through regulations set forth 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. Names of 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. The schedule must be legible and include only games
that will be conducted on City owned or operated facilities.
F. Maintain a communication network only through the President of the Association or
his/her designee when pertaining to facility requests or needs.
G. All games and practices will conclude by 10:30 P.M. Lights MUST be out by 10:45
P.M. Exceptions can be made only by the Parks and Recreation Coordinator.
H. Collect a $10.00 nonresident fee per family, per season. No nonresident fees are to be
charged to any resident or family with an adult member employed in Colleyville. The
nonresident fee does not pertain to any family for which the fee will create a financial
hardship. The fees are to be paid to the City by September 15, 1995.
Provide City with a report detailing the total number of participants including a
breakdown of resident and nonresident participants by September 15, 1995.
An Association may not begin to hold any games until the requirements of this section have
been met. Failure to comply with this section may result in the Association being
denied access to utilizing City owned or operated facilities until the terms of this
Agreement have been met.
III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES
A. Provide space for meetings to conduct official league business.
B. Provide and maintain game facilities (refer to exhibits A B and C)
- 3-
IV. EXHIBITS
It is especially provided and agreed by and between the City and the Association that
exhibits hereto attached shall be part and parcel to this Agreement as set out in their entirety:
A. Field Maintenance Agreements
B. Closure of Athletic Field
C. Field Agreements
V. INDEMNITY
Association shall indemnify and hold harmless the City of Colleyville, its agents, officials
employees, and umpires, from any and all claims for bodily injury, illness, death ,
personal injury and property damage arising out of the activities or the Association and its
members in exercising its rights under this contract.
VI. SCHEDULING
The City reserves the right to utilize facilities when league games are not scheduled. If facility is
abandoned, this agreement is terminated.
VIT. DEFAULT
A violation of any provision of this agreement shall result in the termination of this
agreement. Any termination will be made with a thirty (30) day notice and the right to move
within ten (10) days.
This agreement is made and entered into on this the day of , 1995
Signature of Association President/Representative
Signature of City of Colleyville Representative
1/XIIIIIIT "A"
tNA1N'1'~NANCI~ ACIi1~IJM1!:N'1' I~OIi IIA51!;IiAl..l. T1EL1)5
I . The Parks and Recreation Department (City) shall maintain the infield and all turf areas in
outfield to include mowing weed control, fertilizing and herbicide spraying.
2. The City shall drag and mark the infields daily, Monday through rriday and Saturday
morning, weather permitting for official scheduled Games only.
3. The City shall rnaititain back-stops, fences, and bleachers in a safe~and secure condition.
4. 'fhe City shah maintain ballfield lighting systems.
5. The City shall maintain the restrooms in a safe and sanitary condition.
6. The Association shall provide al! bases, plates, and pitching rubbers.
7. The Association shall be responsible for daily game clay policing of all liter to include
playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent
grounds. All liter shat! be placed in receptacles provided by the City. The City shall
provide For pickup of these receptacles.
8. The Association shall be prohibited from performing maintenance to any turf or
infield areas with out written permission from the Parks and Recreation Coordinator
or leis designees.
I;XI11[31T "I3"
rIELU lNS1'I:C'CION ANU CLOSURE AGRrCMCNT
REASONS FOR i3ASEi3ALL T~IELD CLOSUR>J
1. Playing Gelds are too wet.
2. Athletic fields need to be closed in the interest of participant safety and/or preservation of
good playing surfaces.
C11'Y I'ROCrI)URh5 i+OR A'CIILE'fIC r+IrLn CLOSURE
y/CCKDAYS:
I. The primary responsibility for making field closure decisions rests with ll~e Parks
Supervisor responsible for athletic field maintenance.
2. The appropriate Association's field manager has the responsibility to inform the
Association and participants about the Geld closure decision.
3. Inspect athletic fields by 4:00 PM. on game or practice clay.
4. Make a decision based upon field conditions or weather.
5. The decision of the Parks Department will be final.
6. After games have begun and inclement weather becomes a factor, the umpires and or
Association officials shall follow the same guidelines for deciding cancellation or
postponement.
7. A red Flag will be raised to indicate the fields are closed. ;
WI/LKI:NDS:
1 Inspect all alliletic fields by 4:00 PM on Priclay.
2. If a decision at 4:00 PM on Friday is not possible, a Parks Department employee will
monitor the weather and field conditions throughout the weekend and make decisions on
field closures as needed.
3. Make a decision based upon field conditions or weather if possible.
4. Should the Association's field manager and the Parks Department employee not agree,
the decision of the Parks Department employee shall take precedence.
5. A red flag will be raised to indicate the fields are closed.
~ EXHIBIT C
BASEBALL
1995 FIELD REQUIREMENTS
The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or
practices.
LOCATION FIELD DATES DAYS TIME
City Park #1 9/01/95-12/31/95 Mon. Wed. Fri. 5:00 pm -Close
" Saturday 8:00 am -Close
#2 Tues.Wed. Fri. 5:00 pm -Close
Saturday 8:00 am -Close
City Park #4 Tues. Wed. Fri. 5:00 pm -Close
Saturday 8:00 am -Close
City Park #3,5,6,7,8,9 Monday -Friday 5:00 pm -Close
Saturday 8:00 am -Close
CITY PARK FIELDS WILL NOT BE AVAILABLE FOR PRACTICE
SEPTEMBER 13TH TO SEPTEMBER 17TH
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Texas
September 6, 1995
Mr. William Recker
2209 Woodstock Drive
Colleyville, Texas 76034
Dear Mr. Recker:
Congratulations! On Tuesday, September 5, 1995, at their regular meeting, the City
Council appointed you to the City's Parks and Recreation Advisory Board.
Skip Keller, Parks and Recreation Coordinator, will advise you of meeting dates and
times. If you have questions you may call Skip at 656-7275.
If I can ever be of assistance, please let me know.
Sincerely,
Q~~
J an Harris, CMC
City Secretary
cc: Skip Keller, Parks and Recreation Coordinator
P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575
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ADDRESS: 2 z o y rj(/OO~S~OcK ~2.
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COGG~'Y!//GGF
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TELEPHONE N0: HOME: .s~/-9G33 WORK: ~/y> y~y 3~f6 ~k-
APPOINTMENT DESIRED (List Board, Commission, or Committee for which you are being or ~l
would like to be considered
PLANN/A/G fi'^/D ZION/NG CO/'?M/JS/ON ~q„-~~ I~~~~
QUALIFICATIONS (list educational background or experience that would assist you in carrying
S of this appointment
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Circle E or NO
SIGNED: G~
I would like my application to be kep on file if I am not appointed at this time. Circle ES or NO
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P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575
APPLICATION FOR APPOINTMENT
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