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12-13-1993 (Parks & Recreation) Minutes MINUTES Parks & Recreation Advisory Board December 13, 1993 The Parks &Recreation Advisory Board met in regular session on Monday, December 13, 1993 in the Council Chambers of the Municipal Complex at 2000 SH 78 N. A quorum was present and notice had been posted in the time and manner required by law. The meeting was called to order by Chairman John Burns. ITEM NO. 1 - DISCUSS AND CONSIDER APPROVAL OF MINUTES FOR MEETING HELD ON OCTOBER 25. 1993 - Bill Nelson made a correction in Item 3 last paragraph, to read "Jerry Smith made a motion that three small bleachers at a cost of$2200 be deleted ....". A motion was made by Aubrey Burroughs that the minutes be approved as corrected. Motion seconded by Mark Jenneman. Motion carried. ITEM NO. 2 - DISCUSS AND CONSIDER ATHLETIC FIELD POLICY - Mr. Nelson stated he had met with Dan Chestnut, Parks & Recreation Advisory Board member and member of Wylie Sports Association (WSA). Attached to these minutes is a copy of the Athletic Field Policy as originally presented, together with a copy of the proposed changes as determined through the meeting between Mr. Nelson and Mr. Chestnut. Discussion items included priority rights for field usage; athletic field reservation times; athletic field reservation usage fees; athletic field light usage fees; possibility of opening the baseball fields for use by February 1; policy exceptions for field usage outside the stated season dates. Aubrey Burroughs made a motion to recommend the proposed athletic field policy and the changes presented this evening and outlined on the attached handout, in addition to including a statement to the effect that "league play has priority over tournament reservations". Seconded by Mark Jenneman. Motion carried. ITEM NO. 3 - DISCUSS AND CONSIDER ACTION RELATED TO ATHLETIC FIELD LIGHT FEES: Discussion items included the request that field light usage fees be a flat fee. Mr. Nelson presented copies of the light bills and explained his opposition to flat fees. Jerry Smith brought up the 15% increase in electric rates that will impact the park electric bills. No action taken. ITEM NO. 4 - COMMUNITY PARK FUND FY 93-94: Discussion items included revisions in the allocation of funds from the Park Fund. Mr. Nelson spoke with the City Manager concerning a transfer of funds into the Park Fund in order to take care of the large bleachers for soccer, ball diamond clay, Rowell fence and the scoreboard. These funds will have to be paid back from season revenues. Also discussed was the time frame for building the fence for Rowell field and the installation of the scoreboards. ITEM NO. 5 - DISCUSS SCOREBOARDS/FENCE SIGNAGE: Mr. Nelson provided copies of the City's ordinances relevant to signs. Mr. Nelson had spoken with the City Building Dec93Min. Page 1 Official who interpreted the ordinances to allow advertising signs on the fence. The WSA is requesting that advertising space be sold for the fences to generate funds for WSA. John Burns asked if the City would receive any share of the revenue realized from this item. Jerry Smith asked how long these signs would remain on the fences. Answer from representative from WSA was that the signs would be removed at the end of the season. ITEM NO. 6 - WSA PRESENTATION: Dan Chestnut would like an item on the next agenda to discuss groups that use the park for profit making. CITIZEN PARTICIPATION: None ADJOURNMENT: Motion made by Dan Chestnut to adjourn, seconded by Mark Jenneman. Meeting adjourned by Chairman John Burns. n Bums, Chairman d,fQ � /; d Barbara LeCocq, S c etary Dec93Min. Page 2 CITY OF WYLIE ATHLETIC FIELDS POUCY- COMMUNITY PARK AS ADOPTED BY ORDINANCE 93-9 EXHIBIT "A" This policy is to be administered by the City of Wylie Parks and Recreation Department in regard to the use of outdoor public recreation areas for athletic activities. The purpose of this policy is to serve as a guide for the comprehensive and effective usage of outdoor athletic areas owned, leased, scheduled or otherwise controlled by the City of Wylie Parks and Recreation Department. It is the intent of this policy to provide a basis for establishing the following objectives: 1) A method of communicating the available inventory of allocatable athletic facilities to qualified requestors for usage of such facilities. *1/4 2) The implementation of a system of facilities allocation producing results most beneficial to the total City and surrounding communities. SPORTS SEASONS SEASON SPORT Spring Soccer - February 1 through 4th weekend in April Spring/Summer Baseball/Softball - March 1 through July 31. Weekend play only during August (not all fields may be available) Fall Soccer - September 1 through 3rd weekend in November Baseball/Softball - September 1 through 3rd weekend in November Football - 2nd weekend in September through last weekend in November Winter None 1 ATHLETIC FIELD ALLOCATION Organizations or groups requiring facilities for practice and or league games will submit their request in writing to the City of Wylie Parks and Recreation Department not earlier than 60 days nor later than 30 days prior to the beginning of the Sports Season. The request should address the following: 1) Organization/Group Name 2) Starting and ending dates for practice and league play 3) Participation estimates 4) Estimate of number of teams 5) Estimate of the number of practices and games to be played on a weekly basis by each team in the league Field allocations will be based upon total game units per week as per available facilities in order to maximize use of all facilities. The City of Wylie Parks an Recreation Department will respond to each request with a written approval, denial or a statement of conditions to be met upon acceptance of approval. Final registration estimates and current participant registration figures must be submitted by each approved organization/group two (2) calendar weeks after the start of the specific sport season. If actual registration numbers are more/less than the estimated registration numbers, the City of Wylie Parks and Recreation Department may increase/decrease the organizations/groups field allocations in order to insure an equitable allocation of fields to all organizations/groups. ATHLETIC FIELD RESERVATIONS ,„ Athletic fields will be reserved as equitably as possible to accommodate as many organizations/groups as possible. Citizens of Wylie and surrounding communities and area will be given priority. Extra consideration will be given to those who abide the Field Allocation policy as stated above. The use of athletic fields by the general public during non-reserved/non-City maintenance times are on a first come, first serve basis. Reserved fields/City maintenance will take priority over non-scheduled activities. The City of Wylie Parks and Recreation Department will be the final authority as to athletic field reservation use. ATHLETIC FIELD RESERVATION TiME SLOTS Athletic fields will be reserved in one (1) hour increments with the first field usage beginning at 8:00 A.M. and the last ending at 11:00 P.M., Monday - Thursday; 12:00 midnight, Friday and Saturday. Sunday field usage begins at 12:00 P.M. and ends at 11:00 P.M. 2 ATHLETIC FIELD RESERVATION USAGE FEE A fee of$2.00 per person, per sport season for organizations/groups will be charged for the use of reserved athletic fields. This fee shall be paid to the City of Wylie Parks and Recreation Department by the responsible organization/group within two (2) weeks after the start of the specific sport season. The total amount of fees due will be based on the current participant registration figures at that time. Any increase in participants after initial payment will result in extra fees being due based on $2.00 per person, per sport season format. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department containing the following: 1) Individual's Name 2) Organization's/Group's Name 3) Team Sport/Sport Season 4) Number of Teams and Participants 5) Amount Paid ATHLETIC FIELD RESERVATION - NON-LIGHTED USE A receipt shall be issued by the City of Wylie Parks and Recreation Department when a reservation is confirmed. This receipt shall show the following: 1) Individual's Name 2) Organization's/Group's Name if Applicable 3) Names of the Team That Will Be Utilizing The Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation A new receipt will be issued in the event the date, time or location of a reservation is changed. ATHLETIC FIELD LIGHT USAGE FEE A fee of $3.00 per hour per field will be charged for reservation in which lights are utilized. Reservation sessions vary through the course of a calendar year to coincide with sunset. The City of Wylie Parks and Recreation Department shall determine the reservation sessions. The following schedule approximates the availability of reservation session: March/April 1-15 5:00 p.m. - 6:00 p.m. 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 3 March/April 1-15 (coat.) 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 a.m.* April 15-30/May 1-15 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 a.m.* May 16-31 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 am. June/July/August 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 a.m.* September 1 - 15 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11 :00 p.m. - 12:00 p.m.* September 15-30 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 p.m.* October/November/December 5:00 p.m. - 6:00 p.m. 6:00 p.m. - 7:00 p.m. 7:00 p.m. - 8:00 p.m. 8:00 p.m. - 9:00 p.m. 9:00 p.m. - 10:00 p.m. 10:00 p.m. - 11:00 p.m. 11:00 p.m. - 12:00 p.m.* *See Athletic Field Reservation Time Slots pertaining to the day of week. 4 A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time the light fee is paid and the reservation is confirmed. This receipt shall contain the following: 1) Individual's Name 2) Organization's/Group's Name if Applicable Reservation 3) Names of the Teams That Will Be Utilizing the Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation 5) Amount Paid A new receipt will be issued in the event the date, time or location of a reservation is changed. ATHLETIC FIELD RESERVATION FOR TOURNAMENT USE Requests for athletic fields for tournament use shall be made in writing. The City of Wylie Parks and Recreation Department requests thirty (30) days advance notice. The price per field reservation fees are as follows: Friday Night and All of Saturday $100.00 (Includes Light Usage) Friday Night and All of Saturday and Sunday $150.00 (Includes Light Usage) A security deposit of $100.00 per field reserved shall be paid at least fourteen (14) days in advance of the scheduled tournament. The deposit(s) shall be credited towards any monies due for said tournament, with any remaining monies due payable seven (7) days in advance of the scheduled tournament. All monies paid will not be refundable unless a field or fields are not playable due to weather conditions, wet field conditions or for necessary maintenance. If a field or fields are not playable due to said conditions, a refund or credit will be given. The City of Wylie Park and Recreation Department will be the final authority as to athletic field use. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time the fee is paid and the reservation is confirmed. This receipt shall contain the following: 1) Individual's Name 2) Organization's/group's Name 3) Names of the Teams That Will be Utilizing the Reservation 4) The Day(s), Time(s) and Location(s) of the Reservation 5) Amount Paid 5 A new receipt will be issued in the event the date, time or location of a reservation changes. A tournament is defined as team competition separate and distinct from league play involving the payment of an entry fee or additional fees in which to participate. A curfew of 12:00 Midnight shall be imposed on all tournaments utilizing lights, Monday - Thursday; 1:00 a.m. on Friday and Saturday. A curfew of 11:00 p.m. shall be imposed on Sundays. MISCELLANEOUS The City of Wylie Parks and Recreation Department will provide homeplate, pitching rubbers, base distance markers on fences and will drag and mark baseball/softball infields for fee paid game/toumaments reservations. Soccer and football fields will be marked for fee paid game reservations. Athletic fields for non-reserved general pubic use or reserved practices are accepted on an as-is basis. The City of Wylie Parks and Recreation Department requests 24 hours or more notice of a reservation. Requests for athletic fields with less than 24 hours notice will be accommodated if possible. Earlier requests are required for Tournament Use (See Athletic Field Reservation for Tournament Use). A person may cancel a reservation and be issued a credit or refund up to 24 hours prior to the reservation. A credit or refund will be issued with less than 24 hours notice of cancellation if the City of Wylie Parks and Recreation Department is able to rent the athletic field(s) to another party or if field maintenance preparation of the reservation has not started. This paragraph does not apply to Tournament Use. (See Athletic Field Reservation for Tournament Use). Any and all athletic field use may be canceled by the City of Wylie Parks and Recreation Department due to weather conditions, wet field conditions or for necessary maintenance. If a reservation is canceled, a credit or refund will be issued. It will be the responsibility of the Wylie Parks and Recreation Department to determine the playing ability of each field. if fields are not playable due to any or all of the said conditions, this information will be placed on the City of Wylie's Athletic Hotline no later than 4:00 p.m., Monday - Friday. Athletic Field Hotline Number is 442-5354. In the event of said conditions occurring after 4:00 p.m., Monday -Friday or all of Saturday and/or Sunday, games can be called off by league directors, commissioners or the umpires. In the event that play is allowed and significant damage is done to athletic field(s), the responsible person/party who allowed play will be held responsible and sanctions may be imposed. 6 Any and all parties seeking athletic fields for use accept responsibility for the well being and cleanliness of facilities during and after their use. Any and all funds collected by the City of Wylie Parks and Recreation Department will be used primarily for the maintenance and/or upgrading of athletic facilities and the paying of electrical utility bills in regard to athletic field light usage at Community Park. Secondary use of funds collected will be for maintenance and/or upgrading of other facilities at Community Park. AU funds collected will be allocated tot he Community Park Fund. 7 PROPOSED ATHLETIC FIELD POLICY CHANGES It is the intent of this policy to provide a basis for establishing the following objectives : ( Page 1 ) 2 ) The implementation of a system of facilities allocation producing results most beneficial to those persons who live in the Wylie Independent School District (W . I . S .D. ) . Sports Seasons ( Page 1 ) Season Sport Spring/Summer Baseball /Softball March 1st through July 31st Weekend play only during August . . . (delete) Fall Baseball /Softball August 1st through 3rd weekend in Nov Athletic Field Allocation ( Page 2 ) . . . 30 days prior to the beginning of the Sports Season . Any request less than 30 days before the beginning of the Sports Season will be accommodated if all others who met the 60/30 day requirement field needs have been met and fields are still available for play . The request should . . . Athletic Field Reservations ( Page 2 ) . . . organizations/groups as possible . Youth who live in the W . I . S .D . will be given first priority on field scheduling in all sports . Youth will have priority over softball/baseball fields March 1 - July 31 on Monday , Tuesday , Thursday , Friday and Saturdays . Adult teams with at least 70% of the players living in the W. I . S .D. will be given second priority . Adults will have priority over softball /baseball fields March 1 - July 31 and August I - 3rd weekend in November on Wednesdays and Sundays . Youth and/or Adult who live outside of the W. I . S .D. will be given last priority . Extra consideration . . . (delete ) Athletic Field Reservation Time Slots' ( Page 2 ) . . . at S : 00 a .m. and the last ending at 12 : 00 midnight , Monday through Saturday . Sunday field usage . . . Athletic Field Reservation Usage Fee ( Page 3 ) . responsible organization/group within thirty ( 30 ) days of the start of the specific Sport Season . The total amount . . . ( delete ) . Any increase . . . ( delete ) . If field usage fees are not paid within thirty ( 30) days of the start of the specific Sport Season , an additional charge of ten ( 10 ) percent of the original balance due will also be levied . If the original balance due plus the ten ( 10 ) percent additional charge are not paid within sixty ( 60 ) days of the start of the specific Sport Season , field use privileges are subject to being denied until all monies due are paid in full . Those using fields on a one time basis shall pay field usage fees before field use . Athletic Field Light Usage Fee ( Page 3 & 4 ) March 5 : 00 - 6 : 00 p .m. April - May 15 6 : 00 - 7 : 00 p .m . May 16 - 31 7 : 00 - 8 : 00 p .m. September 7 : 00 - 8 : 00 p .m . October 6 : 00 - 7 : 00 p.m. November 5 : 00 - 6 : 00 p .m. Athletic Field Light Usage Fees shall be billed in arrears . Light fees are due within thirty ( 30 ) day ; of the statement date . If light fees are not paid within thirty ( 30 ) days of the start trf t-h- Sf4 Cw cLu� 1 , an additional charge of ten ( 10 ) percent of the original balance due will also be levied . If the original balance due plus the ten ( 10 ) percent additional charge are not paid within sixty ( 60 ) days of the - - + tS-1-cd-e,,.t, light use privileges are subject to being denied until all monies due are paid in full . Those using lights on a one time basis shall pay light usage fees before light use . If reserved field lights are not used , the Parks and Recreation Department must be notified within one ( 1 ) week after the scheduled game ( s ) time ( s ) in order that a credit or refund will be given . Miscellaneous ( Page 6 ) The City of Wylie Parks and Recreation Department requests 24 hours or more notice . . . (delete ) .