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.