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01-28-2002 (Parks & Recreation) Agenda Packet PARKS AND RECREATION ADVISORY BOARD AGENDA Monday, January 28, 2002 6:30 P.M. City Council Conference Room Municipal Complex, 2000 Highway 78 North CALL TO ORDER CITIZEN PARTICIPATION APPROVAL OF MINUTES: 1. November 5, 2001. No meeting was held in December 2001. DISCUSSION ITEMS: 2. Governing ordinances for the Parks and Recreation Board and an example of bylaws from the Library Board. 3. Athletic Policy Changes for 2002 ADJOURNMENT Posted this the Day of , 2002 at 5:00 p.m. THE WYLIE MUNICIPAL COMPLEX IS WHEELCHAIR ACCESSIBLE. SIGN INTERPRETATION OR OTHER SPECIAL ASSISTANCE FOR DISABLED ATTENDEES MUST BE REQUESTED 48 HOURS IN ADVANCE BY CONTACTING THE CITY SECRETARY'S OFFICE AT 442-8100 OR TDD 442-8170 Parks and Recreation Advisory Board Agenda Communication for January 28, 2002 Issue Discuss governing ordinances for the Parks and Recreation Board and examples of bylaws. Background Staff researched city code and ordinances and was not able to find any bylaws for the Parks and Recreation Board. Staff has included examples of current bylaws from the Planning and Zoning Board and Library Board for use by Park board members to create their own set of bylaws. Financial Considerations N/a Other Considerations Any bylaws created by the Park and Recreation Board will have to be approved by the City Council. Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Board/commission Recommendation N/a Staff Recommendations Staff feels the Board can proceed with or without the creation of bylaws. Attachments Library Board Bylaws pared by NOV-20-98 09 :0S AM SMITH 2144424075 P. 01 RITA AND TRUETT SMITH PUBLIC LIBRARY LIBRARY ADVISORY BOARD BYLAWS ARTICLE I Name As authorized by the City Charter, City of Wylie and City Ordinance No. 92-2. This body shall be known as the Rita and Truett Smith Public Library Advisory Board ARTICLE II Meetings Section 1. The regular meeting of the Library Advisory Board shall be held monthly at the Library ss u l the Board determines otherwise. t? W' i cL_ Section 2. Special meetings may be called by the Chair or at the call of any two members of the Board, provided that notice thereof be given to all Board members. Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. 411Nr •_'Alf questions presented for a vote of the Library Board shall be decided by a simple majority of the quorum, including the vote of the Chair. Section 5. My member of the Board who misses three consecutive meetings without good cause shall be deemed to have resigned, and the Board will recommend to City Council that a replacement be appointed for the balance of the unexpired term. Section 6. Robert's Rules of Order (current edition) shall govern the parliamentary procedure of the Board, in cases to which they are applicable and in which they are not inconsistent with these by-laws. NOV-20-98 09 :09 AM SMITH 2144424075 P. 02 Annum ARTICLE III Officers Section 1. The officers of the Board shall be a Chairperson, a Vice-Chairperson, and a Secretary. Section 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Section 3. Vacancies in office shall be handled as follows: (a) In the event of resignation or incapacity of the Chair, the Vice-Chair shall become the Chair for the unexpired portion of the term. (b) Vacancies in officers other than the Chair shall be filled for the unexpired term by election from the remaining Library Advisory Board Members. Section 4. Duties of the officers shall be as follows: (a) Chair: (i) Preside at all meetings. (ii) Represent the Library Board at public functions. (iii)Appoint special committees. (iv) Assist Library Director in establishing the agenda for each meeting. Agenda items requested by any Board Member will be included. (b) Vice-Chair: (i) Assist the Chair in directing the affairs of the Board and act in the Chair's absence. 2 NOV-20-98 09 :09 AM SMITH 2144424075 P. 03 Amilmmminimmmmmimwmftmommimmmi (c) Secretary: (i) The secretary will be responsible for recording the minutes. (ii) The Library Director will be responsible for distributing minutes to the, City Council, Library Advisory Board, and City Manager. An official record of attendance will be kept in the minutes. 61,6 mil' 4/ 40 � . cIeut IA) ARTICLE IV Committees Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. All committees will have at least one Library Board member serving on them. These committees are automatically dissolved upon completion of assignment. Section 2. Progress reports will be given at each Board Meeting and a final report on completion of assignments. ARTICLE V Library Director Section 1. The Library Director shall be an ex-officio member of the Board. Section 2. The Library Director shall have sole charge of the Administration of the Library under the direction and review of the City Council and City Manager. Section 3. The Library Director shall be held responsible for the care of the building and equipment, for the employment and direction of the staff, for the efficiency of the Library services to the public, and for the operations set forth in the annual budget 3 NOV-20-98 09 : 10 AM SMITH 2144424E�i P. 04 ARTICLE VI Pourers and Duties of Board Members Section 1. Board Members shall: (a) Be appointed by the City Council. (b)Abide by applicable ordinances of the City of Wylie. (c) Act in an advisory capacity to the City Council. City Manager, and Library Director. (d) Recommend policies to govern the operation and program of the Library. (e) Assist in planning and give guidance for expansion of library facilities. (f) Assist in interpreting the policies and functions of the Library Department to the public. Encourage in every possible way the development and advancement of the public library • ARTICLE VII Amendments Section 1. These by-laws may be amended by a majority vote at any regular meeting, provided all members have been notified of the proposed amendments at least ten days prior to such meeting. Such amendment would then be subject to approval by City Council, Revised August 1998 4 Parks and Recreation Advisory Board Agenda Communication for January 28, 2002 Issue Discuss and consider review and updating Athletic Field Policy. Background The Athletic Field Fee Policy and Ordinance, 2001-03, was last updated in January 2001. Fee changes are currently needed for the 2002 seasons. Financial Considerations N/a Other Considerations Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Board/commission Recommendation N/a Staff Recommendations Staff recommended changes, following in the order of the policy. Attachment Athletic Field Policy and Fee Ordinance 2001-3 Pr ared y Athletic Field Policy Staff Recommended changes: Athletic Field Marking/Chalk Fee (For the Spring 2002 season only) All fees for athletic marking/chalk usage on any athletic field(s) (except baseball/softball tournament use) shall be split 50/50 between the City of Wylie Parks and Recreation Department and those reserving a field. Marking Fees as of December, 2001: Baseball/ Softball $4.00 per field per marking Soccer $5.00 per field per marking Football Currently none, fees will be determined when needed Chalk cost $1.85 per bag All above fees already take into account the 50/50 split between the City of Wylie Parks and Recreation Department and those reserving a field(s). Any special markings above and beyond accepted standard markings shall be subject to an additional charge due to extra labor/chalk costs and shall need to be agreed upon between the City and those requesting special markings. Said fees will be billed in arrears except for one (1)time field usage, which shall be payable in advance. Beginning with the Fall 2002 season all sports leagues shall be responsible for contracting or performing their own chalk services. The City of Wylie will no longer contract chalking services or purchase chalk for any sports leagues within the City of Wylie. The C.O.W.P.A.R.D. reserves the right to approve the date, time, and location of chalking by said contractor or sports league on any C.O.W.P.A.R.D. maintained property within the City of Wylie. All sports leagues shall also be responsible for providing their own bases by the Fall 2002 season. Iii, Q r e r J u qiel( 64-/ U,ok_i S— • All other changes were grammatical errors that were corrected. g/ 371- ‘1912)-e-12 uMIA(." (7:4-x_ SQ Athletic Field Policy City of Wylie Parks and Recreation Department This policy is to be administered by the City of Wylie Parks and Recreation Department(C.O.W. P.A.R.D.)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: I) A method of communicating the available inventory of allocatable athletic facilities to qualified requestors for usage of such facilities. 2) The implementation of a system of facilities allocation producing results most beneficial to those persons living within the City of Wylie city limits and those living within the boundaries of the Wylie Independent School District(W.I.S.D.) 3) The Athletic Field Policy is by the terms a guideline for the use and operation of the athletic facilities, and as such the terms and provisions are necessarily subject to same variance and deviation. Provided, however,that any such variance shall be allowed only on the written approval of the Superintendent or Assistant Superintendent of Parks and Recreation,and such written approval shall be effective if all of the following conditions have been satisfied: A) The effect or result of the requested variance will not result in allowing any actions or activities which are in conflict with the spirit and intent of the general purpose of the policy; B) There is not sufficient time to bring the issue before the Park and Recreation Board and City Council for approval;and C) The variation is approved by the City Manager or his or her representative. Sport Season Season Sport Spring Soccer Third week in January through last weekend in April Spring/Summer Baseball/Softball March 1 though July 31 Fall Soccer Third weekend in August through last weekend in November Baseball/Softball August 1 through third weekend in November Football Third week in August through last weekend in November Winter None Athletic Field Allocation Individuals,organizations or groups requiring facilities for practice and/or league games shall submit their request in writing to the C.O.W.P.A.R.D.not earlier than 60 days nor later than 30 days prior to the beginning of the Sport Season. Any request less than 30 days before the beginning of the Sports Season may be accommodated if all others who met the 60/30-day requirement field needs have been met and fields are still available for play. All requests shall address the following: 1) Individuals/Organization/Group name 2) Starting and ending dates for practice and league play 3) Day(s)of week,time(s)and field(s)being requested. 4) Participation estimates P.2 Field allocations will be based upon total game units per week as per available in order to maximize use of all facilities. The C.O.W.P.A.R.D.will respond to each request with a written approval,denial or statement of conditions to be met upon acceptance of approval. Final registration estimates and current participant registration figures must be submitted by each approved individual/organization or group two(2)calendar weeks after the start of the specific sport season. If actual registration numbers are more/less than the registration numbers,the C.O.W.P.A.R.D.may increase/decrease the individual/organization's or group's field allocations in order to insure an equitable allocation of fields to all individuals/organizations/or groups. Athletic Field Reservations Athletic fields will be reserved as equitably as possible to accommodate as many individuals,organizations,or groups as possible. Youth who live in the City of Wylie city limits or reside within the boundaries of 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 though July 31 and August 1 through the third weekend in November on Monday,Tuesday,Thursday, Friday and Saturdays. Adult teams with at least 70%of the players living or working within the City of Wylie city limits or within the boundaries of the W.I.S.D.will be given second priority. Adults will have priority over softball/baseball fields March 1 through July 31 and August 1 through the third weekend in November on Wednesdays and Sundays. Youth and/or Adults who live outside the City of Wylie city limits or boundaries of the W.I.S.D. will be given last priority. Note-all league rosters shall be given to C.O.W.P.A.R.D.staff no later than two(2)weeks after the start of a new sport season.Rosters shall include sport played and participant name/address. 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 C.O.W.P.A.R.D. 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 usage beginning at 8:00 a.m. and the last usage ending at 12:00 midnight,Monday through Saturday. Sunday field usage begins at 12:00 noon and ends at 11:00 p.m. Miscellaneous Refer to Ordinance for all Athletic Field Fees. The C.O.W.P.A.R.D.will provide home plate,pitching rubbers,and will drag and mark baseball/softball infields for a fee paid game/tournaments reservations. Soccer fields will be marked for fee/paid game reservations. Athletic fields for non-reserved general public use or reserved practices are accepted on an as-is basis. A person may cancel a field's reservation up to 24 hours prior to the field reservation and be issued a credit or refund. A credit or refund will be issued with less than 24 hours notice of cancellation if the C.O.W.P.A.R.D.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 C.O.W.P.A.R.D. due to weather conditions,wet field conditions or for necessary maintenance. If a reservation is canceled by the C.O.W.P.A.R.D.,a credit or refund will be issued. It will be the responsibility of the C.O.W.P.A.R.D.to determine the playing ability of each field. Athletic field information will be placed on the C.O.W.P.A.R.D.Athletic Hotline no later than 4:00 p.m. (during playing seasons only),Monday through Friday. The Athletic Field Hotline Number is 972-442-8199. In the event of said conditions occurring after 4:00 p.m.,Monday though Friday or all of Saturday and/or Sunday, league officials,commissioners,or the umpires can cancel games. In the event that play is allowed and significant damage is done to the athletic field(s),the responsible person/party who allowed play will be held responsible and sanctions may be imposed. P. 3 Any and all parties seeking athletic fields for use accept responsibility for the well being and cleanliness of facilities during and after their use. A tournament is defined as a team competition involving the payment of an entry fee or additional fees in which to participate and is separate and distinct from league play. Pre or post season league play shall not be considered to be a tournament. League practices and/or games shall take priority over tournaments. A curfew of 12:00 midnight shall be imposed on all tournaments utilizing lights,Monday through Thursday,and 1:00 a.m. on Friday and Saturday. A curfew of 11:00 p.m. shall be imposed on Sundays. Athletic Field Fee Ordinance (2001-03) This athletic field fee ordinance is to be administered by the City of Wylie Parks and Recreation Department (C.O.W.P.A.R.D.)in regard to fees paid by the public for the use of outdoor public recreation areas for athletic activities. The purpose of this fee ordinance 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. Athletic Field Reservation Fee A fee of$4.00 per person,per sport season,for individuals/organizations or groups will be charged for the use of reserved athletic fields. Athletic Field Light Fee A fee of$8 per hour per field shall be charged for reservations 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 sessions: February 5:00 p.m. - 12:00 a.m.* March 1-15 5:30 p.m. - 12:00 a.m.* March 16-31 6:00 p.m. - 12:00 a.m.* April 7:00 p.m. - 12:00 a.m.* May 7:30 p.m. - 12:00 a.m.* June/July/August 8:00 p.m. - 12:00 a.m.* September 1-15 7:00 p.m. - 12:00 a.m.* September 16-30 6:30 p.m. - 12:00 a.m.* October 1-15 6:00 p.m. - 12:00 a.m.* October 16-31 5:30 p.m. - 12:00 a.m.* November 5:00 p.m. - 12:00 a.m.* Athletic Fields will be reserved in one(1)hour increments with the first usage beginning at 8:00 a.m. and the last usage ending at 12:00 midnight,Monday through Saturday. *Sunday field usage begins at 12:00 noon and ends at 11:00 p.m. Said fees will be billed in arrears except for one(1)time field usage,which shall be payable in advance. Light Key Fee Only persons authorized by the appropriate leagues or by the C.O.W.P.A.R.D. shall be issued keys for the athletic fields. Persons checking out light keys shall sign a written agreement providing name/address/phone number, organization name,date given key,return date of key,and signature. A deposit of$100 will accessed for each key. The$100 deposit will be deposited;checks will not be held. Keys shall be returned no later than 2 weeks following the end of scheduled play(unless otherwise indicated by the C.O.W.P.A.R.D.). If keys are not returned within the 2-week period or are lost the deposit monies will be forfeited to the City of Wylie. P.2 Athletic Field Marking/Chalk Fee(For the Spring 2002 season only) All fees for athletic marking/chalk usage on any athletic field(s)(except baseball/softball tournament use)shall be split 50/50 between the City of Wylie Parks and Recreation Department and those reserving a field. Marking Fees as of December,2001: Baseball/Softball $4.00 per field per marking Soccer $5.00 per field per marking Football Currently none,fees will be determined when needed Chalk cost $1.85 per bag All above fees already take into account the 50/50 split between the City of Wylie Parks and Recreation Department and those reserving a field(s). Any special markings above and beyond accepted standard markings shall be subject to an additional charge due to extra labor/chalk costs and shall need to be agreed upon between the City and those requesting special markings. Said fees will be billed in arrears except for one(1)time field usage,which shall be payable in advance. Beginning with the Fall 2002 season all sports leagues shall be responsible for contracting or performing their own chalk services. The City of Wylie will no longer contract chalking services or purchase chalk for any sports leagues within the City of Wylie. The C.O.W.P.A.R.D.reserves the right to approve the date,time,and location of chalking by said contractor or sports league on any C.O.W.P.A.R.D.maintained property within the City of Wylie. All sports leagues i al also be response 1 oviding eir own bases by the Fall 2002 season. ' ' d s �foI �4 >_ Tourna l l t Fee A tournament is defined as a team competition involving the payment of an entry fee or additional fees in which to participate and is separate and distinct from league play. Pre or post season league play shall not be considered to be a tournament. League practices and/or games shall take priority over tournaments. A curfew of 12:00 midnight shall be imposed on all tournaments utilizing lights,Monday through Thursday,and 1:00 a.m. on Friday and Saturday. A curfew of 11:00 p.m. shall be imposed on Sundays. Requests for athletic fields for tournament use shall be made in writing. The C.O.W.P.A.R.D.requires twenty-one (21)day advance notice. The price per field reservation fees are as follows: 12 hours of use=$100.00 16 hours of use=$130.00 20 hours of use=$160.00 24 hours of use=$200.00 A security deposit of$50.00 per reserved field shall be paid at least seven(7)days in advance of the scheduled tournament. The deposit(s)shall be credited toward any monies due for said tournament,with any remaining monies due payable before scheduled tournament begins. 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 Parks and Recreation Department shall be the final authority as to athletic field use. Pre or post season league play shall not be considered to be a tournament. P.3 Receipt of payment and Late payment regarding all usage fees All fees,except those for tournament use,shall be due within twenty-one(21)days after the start of game play(--El4)15'- (athletic field reservation usage fee)or statement date(athletic field light usage fee,athletic field marking/chalk D Z� usage fee). If said fees are not paid within twenty-one(21)days,an additional char e of ten(10)percent of the original balance due shall also be levied. (t).* zco If the original balance due plus the ten(10)percent additl charge is not paid with thirty(30)days,field use privileges are subject to being denied until all monies due are paid in full. The City of Wylie Parks and Recreation Department shall issue a receipt at the time usage fees are paid. This receipt shall contain the following: 1) individual's/organization's/group's name 2) team sport/sport season 3) The day(s),time(s)and field(s)being reserved or 4) number of participants or 5) the date(s)and hour(s)of light usage or 6) the date(s)of marking(s)and chalk used 7) amount paid The City of Wylie Parks and Recreation Board will review all fees yearly.