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11-27-2000 (Parks & Recreation) Agenda Packet PARKS AND RECREATION ADVISORY BOARD Monday, November 27, 2000 6:30 P.M. City Council Conference 8 North oom Municipal Complex, 2000 Highway CALL TO ORDER CITIZEN PARTICIPATION APPROVAL OF MINUTES: 1. October 23, 2000 ACTION ITEM: 2. Discuss and consider review and updating Athletic Field Policy. ADJOURNMENT Posted this the,l Z.- Day of le[,, , 2000 at 5:00 p.m. THE TATION OR WYLIE ASSISTALANCE COMPLEXFOR DISABLED ATTENDEES ELCHAIR ACCESSIBLE. MUST BE SIGN REQUESTEDR48 HOURS IN OTHER SPECIAL ADVANCE BY CONTACTING THE CITY SECRETARY'S OFFICE AT 442-8100 OR TDD 442-8170 MINUTES PARKS AND RECREATION ADVISORY BOARD Monday, October 23, 2000 7:00 p.m. City Council Conference Room Municipal Complex, 2000 Highway 78 North CALL TO ORDER This meeting was called to order. Those present were Doug House,Janice Neely,Greg Zimmerman,Anne Hiney and Lisa Williams. CITIZEN PARTICIPATION No one was present. APPROVAL OF MINUTES 1. October 23,2000 meeting minutes were approved. Motion to approve was made by Greg Zimmerman and 2nd by Doug House. ACTION ITEM 2. Discuss and Consider Park Fees After staff presented information pertaining to the history of light usage at Community Park,discussion on updating the light fees began. Taking into consideration lack of change in fees in many years and upcoming growth in the usage of the athletic fields a motion to change the fees was made by Doug House. The motion recommended the following: A graduated increase in the Athletic field use fee from$2.00 per player per sport season to: $4 Beginning January 2001 $6 January 2002 $8 January 2003 A graduated increase in the Athletic field light use fee from$4.00 per hour to: $8 Beginning January 2001 $10 January 2002 $12 January 2003 Other recommendations included: 1. A continued 50/50 split for field marking between the City and WSA. 2. $100 key deposit per key for those requesting light keys for Community and Founders Park. 3. Signage regarding use of playing fields that would state - Ball fields are reserved for league use but are not for the exclusive use of the WSA. 4. The Park and Recreation Board will review the fee structure yearly and make adjustments accordingly. Board members were also concerned that the changes for the fees could effect current ordinances and that the entire Athletic Field Policy would need to be discussed at the next meeting. Janice Neely 2°d the motion regarding the new fees. The board approved unanimously the recommendations for increasing the use fees. P.2 STAFF REPORT: 3. Staff reported that Coca-Cola would be getting a contact to the City for review within the next few weeks. Highlights reported by the Coca-Cola representative include approximately $2000 for shade covers for the ball fields,$50-60,000.00 for scoreboards for Community and Founders Park, drinks for concessions stands, drinks for special events, and machines for City Hall, Service Center, and Community Center with exclusive rights for a 10 year contract. These items can be negotiated pending the receipt of the written contract and review by staff and the City Attorney. ADJOURNMENT: The meeting was adjourned at 8:30 p.m. Parks and Recreation Advisory Board Agenda Communication for November 27, 2000 Issue Discuss and consider review and updating Athletic Field Policy. Background The Athletic Field Policy- Community Park, Ordinance 94-2, was last updated February 27, 1996. Due to Founder's Park scheduled to open in the spring of 2001, the elimination of the Community Park Fund, and fee changes the policy has become out dated and is in need of review and changes. 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, Ordinance 94-2 Prepared by Approved by Athletic Field Policy Staff Recommended changes: (Changes follow in order of current policy) • Policy to cover all athletic fields at all parks. • Ordinance 94-2 - Repeal ordinance and have in house policy only. User fees, late fees, deposits, etc. are to be separated into Ordinance but attached to policy. • Sports Season - Adjust within reason to accommodate field users. • Athletic field reservation - Fall Schedules need to be included in policy, residency requirements need to be updated. • Athletic Field use/light/deposits fees - see minutes from October meeting. • Athletic Field light availability change from: Feb./March start at 5:00 p.m. to Feb. start at 5:00 p.m. March 1-15 start at 5:30 p.m. March 16-31 start at 6:00 p.m. April start at 6:00 p.m. to April start at 7:00 p.m. May start at 7:00 p.m. to May start at 7:30 p.m. Sept. 16-30 start at 6:00 p.m. to Sept. 16-30 start at 6:30 p.m. October 1-31 start at 6:00 p.m. to October 1-15 start at 6:00 p.m. October 1-31 start at 6:00 p.m. to October 16-31 start at 5:30 p.m. • Athletic Field marking - Staff recommended 50/50 split • Athletic Field Reservation for Tournaments - Eliminate days of the week usage and go to block usage. Example: 12 hours=$100 16 hours=$130 20 hours=$160 24 hours=$200 • Define a "Tournament" • Designate collected funds to General fund, not Community Park Fund. CITY OF WYLIE ATHLETIC FIELDS POLICY - COMMUNITY PARK • AMF,NDI:NG ORDINANCE 94-2 EXHIBIT "A" AS OF FEBRUARY 27, 1996 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. • 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.) 3) The Athletic Field Policy is by the teiicws a guideline for the use and operation of the. Community Park facilities, and as such the teiius 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 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; and b) There is not sufficient time to bring the issue before the Parks board and City Council for approval; and c) The variation is approved by the City Manager or his or her representative. CITY OF WYLIE ATHLETIC FIELDS POLICY-COMMUNITY PARK Page 2 SPORTS SEASON SEASON SPORT Spring Snoc t February 1 through 4th weekend in April Spring/Summer Baseball/Softball March 1 through July 31 Fall Soccer Third weekend in August through second weekend in November Rasehall/Softball August 1 through 3rd weekend in November Eoothall Second weekend in September through last weekend in November Winter Ise ATHLETIC FIET,T) AT,T .CATION Individuals, 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. 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. All requests should address the following: 1) Individuals/Organization/Group name 2) Starting and ending dates for practice and league play 3) Day(s) of week, times) and field(s) being requested. 4) Participation estimates 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 and 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 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 City of Wylie Parks and Recreation Department may increase/decrease the individuals/organizations or groups field allocations in order to insure an equitable allocation of fields to all individuals/organizations/ or groups. CITY OF WYLIE ATHLETIC FIELDS POLICY- COMMUNITY PARK Page 3 9THLE1 C EJF,I�D 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 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 through July 31 on Monday, Tuesday, Thursday, Friday and Saturdays. Adult teams with at least 70% of the players living or working in 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 W.I.S.D. will be given last priority. 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 TI\IE SLOTS Athletic fields will be reserved in one (1) hour increments with the first field usage beginning at 8:00 A.M. and last ending at 12:00 Midnight, Monday through Saturday. Sunday field usage begins at 12:00 noon and ends at 11:00 P.M. ATHLETIC ETEI,T) RESERVATION ITSASrE FEE A fee of 52.00 per person, per sport season, for individuals/organizations or 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 individual/organization or group within thirty (30) days after the start of game play. If field usage fees are not paid within-thirty (30) days of the start of game play, 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 is not paid within forty-five (45) days of the start of game play, 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. A receipt shall be issued by the City of Wylie Parks and Recreation Department containing the following: 1) Individual's/Organization's/Group's Name 2) Team Sport/Sport Season 3) Number of Participants 4) Amount Paid CITY OF WYLIE ATHLETIC FIELDS POLICY-COMMu ITY PARK Page 4 ATHLETIC FTET,T)JjfEFELUSAC7E g F, A fee of $4.00 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 sessions: February/March 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 a.m.* • April 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 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.* 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 16-30/ October 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.* CITY OF WYLIE ATHLETIC FIELDS POLICY- COMMUNITY PARK Page 5 November 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 the week. Athletic Field Light Usage Fees shall be billed in arrears. Light fees are due within thirty (30) days of the statement date, If light fees are not paid within (30) days of the statement date, 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 is not paid within forty-five (45) days of the statement date, 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 Depaitnnent must be notified within one (1) week after the scheduled practices/game(s) time(s) in order that a credit or refund will be given. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time the light fee is paid. This receipt shall contain the following: 1) Individual's/Organization's/Group's Name • 2) Team Sport 3) The date(s) and hour(s) of light usage 4) Amount Paid ATHLETIC EIF.I,1jMARKING/CHAT.i; USAGE FEES All fees for athletic marking/chaLic usage on any athletic field(s) (except baseball/softball tournament use) will be split 50/50 between the City of Wylie Parks and Recreation Department and those reserving a field(s). CITY OF WYLIE ATHLETIC FIELDS POLICY- COMIINNITY PARK Page 6 The 1996 fee for standard field marking is as follows: Baseball/Softball * $4.00 per field/per marking Soccer * $5.00 per field/per marking Football None (Football marks their field at this time. If they choose for the City to contract out this marking, a price will need to be agreed upon at that time.) Chalk Cost * $1.50 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 will be subject to an additional charge due to extra labor/chalk costs and will need to be agreed upon between the City and those requesting special markings. The 50/50 split will also apply in these instances. Said fees will be billed in arrears except for one (1) time field usage, which will be payable in advance. Said fees are due within thirty (30) days of the statement date. If said fees are not paid within thirty (30) days of the statement date, 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 is not paid within forty-five (45) days of the statement date, field use privileges are subject to being denied until all monies due are paid in full. A cash receipt shall be issued by the City of Wylie Parks and Recreation Department at the time athletic field marking/chalk usage fees are paid. This receipt shall contain the following: 1) Individual's/Organization's/Group's Name • 2) Team Sport 3) The date(s) of marking(s) and chalk used CITY OF WYLIE ATHLETIC FIELDS POLICY- COMMUNITY PARK Page 7 ATHLETIC FIELD RESERVATION FQ BkSEB&LL/SOFTB&LL TOURNAMENT USE Request for athletic fields for tournament use shall be made in writing. The City of Wylie Parks and Recreation Department requests twenty-one (21) days advance notice. The price per field reservation fees are as follows: ,Sanirclay and Saturday Nit/Sundav1orning (8:2(Za m. - 1:00 a.m S100.00 (includes light fee and field marking) Sa ir la and Sahirclay Night/Sunday Morning (8:00 a.m Saturday - 6.00 a m_ Sunday $130.00 (includes light fee and field marking) Sanialay, Sahirday__Night/Sunday Morning (8 00 a m - 1.00 a m ) and Sunday, Sunday Night (9:00 a.m. - 11:00 p.m.) S160.00 (includes light fee and field marking) A security deposit of S50.00 per field reserved 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 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 confiiuiied. This receipt shall contain the following: 1) Individual's/Organization's/Group's Name 2) The Day(s), Time(s) and Field(s) being reserved 3) Amount Paid . 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. 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. CITY OF WYLIE ATHLETIC FIELDS POLICY- COMMUNITY PARK Page 8 MIS CELL 4NEfT IS The City of Wylie Parks and Recreation Department will provide home plate, pitching rubbers, base distance markers on fences and will drag and mark baseball/softball infields for fee paid game/tournaments reservations. Soccer and football 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 reservation and be issued a credit or refund up to 24 hours prior to the field 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. Athletic field information will be placed on the City of Wylie's Athletic Hotline no later than 4:00 p.m., Monday through Friday. Athletic Field Hotline Number is 442 4.`z3(cict In the event of said conditions occurring after 4:00 p.n1., Monday through 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. 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. All funds collected will be allocated to the Community Park Fund.