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2015_08.05 PRB PacketPARKS & RECREATION ADVISORY BOARD AGENDA REGULAR MEETING August 5, 2015 CITY HALL COUNCIL CHAMBERS, 405 MUNICIPAL DRIVE REGULAR SESSION - 7:00 PM I. CALL TO ORDER II. ROLL CALL III. MINUTES APPROVAL A. Consider approval of of Meeting Minutes from June 3, 2015 IV. VISITORICITIZENS FORUM At this time, any person with business before the Parks and Recreation Advisory Board may speak to the Board. All comments must be directed towards the Chair, rather than individual board members or staff. All speakers must limit their comments to subject matter relating to the board. No formal action can be taken on these items. A. Consider approval of Cross Country Meet at Sonora Park V. REGULAR ITEMS A. Discuss and consider the City Rental Policy B. Discuss and consider approval of 9 -hole addition to the current Disc Golf Course at Sonora Park C. Discuss and consider approval of Railway Park Project VI. REPORTS /ANNOUNCEMENTS VII. ADJOURNMENT In compliance with the Americans with Disabilities Act, the City of Kennedale will provide for reasonable accommodations for persons attending City Council meetings. This building is wheelchair accessible, and parking spaces for disabled citizens are available. Requests for sign interpreter services must be made forty -eight (48) hours prior to the meetings. Please contact the City Secretary at 817.985.2104 or (TDD) 1.800.735.2989 CERTIFICATION I certify that a copy of the August 5, 2015, Parks & Recreation Advisory Board agenda was posted on the City Hall bulletin board next to the main entrance of the City Hall building, 405 Municipal Drive, of the City of Kennedale, Texas, in a place convenient and readily accessible to the general public at all times and said agenda was posted at least 72 hours preceding the schedule time of said meeting, in accordance with Chapter 551 of the Texas Government Code. Gloria Range[, Board Secretary STAFF REPORT TO THE BOARD OF DIRECTORS Date: August 5, 2015 Agenda Item No: MINUTES APPROVAL - A. I. Subject: Consider approval of of Meeting Minutes from June 3, 2015 II. Originated by: Gloria Rangel, Public Works Administrative Assistant III. Summary: IV. Recommendation: V. Alternative Actions: VI. Attachments: 1. 106.03.2015 Mtg Minutes 106.03.2015 PRB Minutes.doc PARKS & RECREATION ADVISORY BOARD Minutes REGULAR MEETING June 3, 2015 CITY HALL COUNCIL CHAMBERS, 405 MUNICIPAL DRIVE I. CALL TO ORDER Chair David Deaver called the meeting to order at 7:00pm II. ROLL CALL Present: Jeff Nevarez, Jill Turner, Dylan Black, David Deaver, Michael Chandler, Alan Pederson, Glenn Shark Absent: III. MINUTES APPROVAL Consider approval of minutes from May 6, 2015 regular meeting. Motion to: Approve May 6, 2015 minutes with changes Action: Approve. Moved By: Jeff Nevarez, Seconded: Jill Turner Motion Passed Unanimously IV. VISITOR/CITIZENS FORUM A. Kris Helms & Rodney Bishop speaking to Park Board asking if there are any questions so far from the Park Board about running tournaments outside the Kennedale Youth Association. Kris Helms stated as far as the concession stand goes they would like to use the concession stand as part of their profits along with the tournaments and all the fees collected at that time. He said he would really like to still hold tournaments and he knows they could make money quickly for themselves and the city. Kris Helms said they are Dallas Diabloz South Helms he would like the Park Board to know they are not a bad organization and would not like for them to be confused with any other Dallas Diabloz organization. They (The Dallas Diabloz) would like for everyone to understand they are not trying to take over the Fields, but they would still like a contract. Larry Hoover said we have put this to the side due to all the rain and damage the storms have caused. We as a City have been working on clean up. He will be working for future tournaments to be held as the Park Board gets more information and decides if we can come to a decision. David Deaver appreciates the efforts put forth by the City. Rodney Bishop spoke to say they are more than willing to help the City to get this thing going to bring some revenue into the City. Kris Helms asked again if there were questions from the Park Board, at this time Michael Chandler asked how many times and what exact days would they like to holed tournaments. Rodney and Kris advised they want tournaments to be held only when the field was available. KYA rep Eric Ryals stood up to speak about his and KYA's opinion to rent out the fields over during the regular season and throughout the summer. He made it very clear he does not want to share space or concession with the Dallas Diabloz. Eric would like to revise the KYA/Kennedale contract to not hold the Kennedale Youth Association. David Deaver advised he will give Dallas Diabloz a fair shake, the Park Board will listen to their proposal to see if we can work things out. V. REGULAR ITEMS A. Review City Rental policy: Larry Hoover would like to discuss the rental fees. Jeff Nevarez asked which Cities outside Kennedale we contacted to check their fees. 1. We have checked with several other surrounding cities their rates are all listed on their websites. All of the cities were heavily lean toward their Youth Associations first. 2. Jeff Nevarez would like to have a rental for other baseball tournaments and associations, but also have a regular rental rate for people who just want to hold such things as award ceremonies. 3. As budget comes closer to being discussed and approved, the City would like to add an employee for Parks and Recreation only to handle the maintenance and handle rentals for the City parks. The decision will not be made final until October when the new budget is approved by City Council. 4. City Staff will come back to the Park Board once we have more information as far as budget. VI. REPORTS /ANNOUNCEMENTS A. The City is started the budget projects discussion. We are working on a Park Master Plan to get more Pocket Parks into the City to go along with our four other Parks. Sonora Park, The Town Center Park, Rodgers Farm Park and there is also a Fireman's Park are the four parks we have in town currently. B. Drainage system has held up and worked well. The water did come up to Valley Ln and filled the creek in Sonora Park. A resident's yard was washed out and we are in the process of correcting his yard, we are working with contractors to get that corrected. C. The Tarrant Regional Water District has not removed the current Level I water restrictions. D. Hoover is working with XTO about the Ball Fields to repair the ditches made by an 18 wheeler, a gas well truck who just missed the fire hydrant and telephone pole on it's side because he missed a turn. It took two trucks and a wrecker to get the 18- weeler back upright. E. Phase I of the Vineyards is basically done all lots are sold, and there are talks to get Phase II started. No one is allowed to move in yet due to the drainage pipes not yet ready do its job. They are dug out, but not yet grassed and certified and until they are no one will be allowed to move into Phase I. F. Bark in the Park and Kid Fish was successful G. Bloxom Park Rd. the water /sewer is going in and it should be paved soon. Public Works is still scheduled to paved as well. VII. ADJOURNMENT Motion to: Adjourn Action: Adjourn. Moved By: Jeff Nevarez The meeting was adjourned at 8:07pm Approved: David Deaver, Chairman Attest: Gloria Rangel, Park Board Secretary i KENNEDALE Parks and Recreation Board www.cityofkennedale.com STAFF REPORT TO THE BOARD OF DIRECTORS Date: August 5, 2015 Agenda Item No: VISITOR /CITIZENS FORUM - A. I. Subject: Consider approval of Cross Country Meet at Sonora Park 11. Originated by: Gloria Range[, Public Works Administrative Assistant III. Summary: Coach Kay Smith from Kennedale Jr. High School would like to host a Cross Country Meet at Sonora Park on September 23, 2015. The event will be from 4:30pm - 6:00pm Registration to begin at 3:30pm Coach Smith would like to reserve the Pavilion at Sonora Park as well at no charge. IV. Recommendation: Approve V. Alternative Actions: VI. Attachments: STAFF REPORT TO THE BOARD OF DIRECTORS Date: August 5, 2015 Agenda Item No: REGULAR ITEMS - A. I. Subject: Discuss and consider the City Rental Policy II. Originated by: Larry Hoover, Streets and Parks Supervisor III. Summary: IV. Recommendation: V. Alternative Actions: VI. Attachments: FT — TCity Rental Policy Rental Polic . df CITY FACILITY RENTAL POLICY The following policy pertains to all reservable facilities offered by the City of Kennedale. Policies specific to a particular facility will be described as such at the end of this document. The City of Kennedale reserves the right to change the rental rates, deposit amounts, rules, regulations, and /or any verbiage of this policy at any time and without notice. The City of Kennedale shall have the right to schedule City events, programs, and /or activities at any time, which will have priority over any and all private reservations. RESERVATION PROCESS & POLICIES FOR ALL CITY FACILITIES: 1. Reservation requests can be made online or in person at the Library (316 W Third St Kennedale TX 76060). Reservation requests cannot betaken over the phone. 2. Reservation requests will be considered on a first come, first served basis. 3. Reservations must be paid for in full no later than two (2) business days after a request is made. Requests that have not been paid for by the end of operating hours (as listed online) on the second business day will be denied at that time. Reservations will not be confirmed until full payment has been received. 4. When making your payment only cash or check can be accepted at the library facility. If you need to pay by credit card, you will need to make that payment at City Hall (405 Municipal Drive Kennedale TX 76060), at the Utility Billing service desk. Only credit cards are accepted at City Hall, no cash or checks. 5. Payment must include the required deposit fee. The value of this fee may vary by facility. Reservation requests for a date more than ninety (90) days in advance will not be accepted. Reservation requests for recurring events will not be accepted, unless specifically authorized by the City Manager. 6. Reservation requests must be made at least two (2) business days in advance. Reservation requests for same -day reservations will not be accepted. 7. Reservation times must include anytime needed for setup and cleanup. 8. The renter must beat least 21 years of age. This will be verified by a form of official personal photo- identification containing the renter's birthday, such as a valid driver's license. 9. The discounted 'Resident' rate available for some facilities will be applied to: • Renters who live within the corporate boundaries of the City of Kennedale; and • Renters who live within the boundaries of the Kennedale ISD CITY OF KENNEDALE Last Update: 04.2014 CITY FACILITY RENTAL POLICY 10. In order to receive the discounted resident rate, proof of residency must be provided at the time of payment. The renter will be required to supply one of the following documents: City of Kennedale water bill in their name for the indicated address, or Their valid Texas driver's license reflecting the indicated address GENERAL RESERVATION POLICIES FOR ALL CITY FACILITIES: 1. The renter must conduct all activities in a safe manner. Any activity that creates a nuisance such as loud noise, or would promote unrest, cause civil strife, mob violence, and /or property damage is strictly forbidden. Any request that would, in reasonable probability, cause any of the aforementioned situations will not be accepted. Any requestor whose reservation has been denied based on this policy shall have three (3) days to bring an appeal to the City Manager. The City Manager's decision will be final. 2. All individuals under the age of 21 years must be supervised at all times or renter will be asked to leave the premises and the event will be cancelled without a refund. 3. No renter will be allowed to conduct financial transactions as part of the use of the facility. Therefore, no lotteries, auctions, games of chance drawings, raffles or any sale of merchandise, unless specifically authorized by the City Manager prior to the submission of a request for reservation. 4. Any forms'of alcoholic beverages are strictly prohibited as in accordance with City Ordinance. Any renter found to be in violation of this policy will be asked to leave the premises and the event will be cancelled without a refund. 5. Any and all emergencies that occur during a reservation should be reported to 9 -1 -1 immediately. CLEANUP /DAMAGE DEPOSIT POLICIES FOR ALL FACILITIES: 1. Cleanup of the facility is the responsibility of the renter. The facility will be inspected by designated staff following the event and must be found in the same condition, or better, than before the rental took place. If clean -up is not completed to an appropriate standard, to be determined by the inspector, the rental deposit will be forfeited. 2. The renter assumes all responsibility for any and all damage done to the facility. Any cost of repair or replacement related to damage of the property will be the responsibility of the renter. The renter will be charged for the total cost of the repair and /or replacement based on the assessment of any damages or violations of any rules. The deposit will be forfeited to pay the extent of the damages. If the damage cost is less than the deposit amount, the difference will be refunded back to the CITY CAE KENNEDALE Last update: 04.2014 CITY FACILITY RENTAL POLICY applicant. If the damage cost is greater than the deposit amount, the applicant will be responsible for paying the difference and will be subject to prevention of future rentals. It will be at the discretion of the City Manager to deny future rentals from an individual or group that is responsible for previous damages to any facility. 3. Allow 15 days after the event date to receive the refunded deposit, or a portion thereof. CANCELLATION /CHANGE POLICY FOR ALL FACILITIES: 1. All cancellations must be made at least two days prior to the date of the rental in order to get a full refund. Fees will be forfeited if not done in this time. 2. Outdoor activities /facilities are subject to inclement weather. The City of Kennedale cannot take responsibility for the weather with regard to this type of facility. It is the renter's responsibility to contact the city the next business day after a rain out to reschedule within one week. Full refunds may be issued due to poor weather conditions if notification is provided in the above manner. FACILITY- SPECIFIC POLICIES: Community Center 1. Availability for reservations: MONDAY not available TUESDAY 8:00 AM 10:00 PM WEDNESDAY 8:00 AM 10:00 PM THURSDAY 8:00 AM 10:00 PM FRIDAY 8:00 AM 11:59 PM SATURDAY 8:00 AM 1 11:59 PM SUNDAY not available 2. Rental rates and deposit rates are listed in the city's Schedule of Fees, which can be viewed here: • Schedule of Fees (link to a PDF); or • City of Kennedale Municipal Code (Chapter 2, Article 1, Section 2 -3) All reservations must begin at a time during normal library hours when library staff is available. If a reservation is scheduled to end after the library is closed, library staff will instruct renters on the procedure to close up the building. No keys will be available to give to the public. 4. The renter can gain access to the building no more than 10 minutes prior to the scheduled reservation and must vacate the building promptly at the end of the reservation time. Please ensure that you allow for setup and cleanup time when making your reservation. CITY OF KENNEDALE Last Update: 04.2014 CITY FACILITY RENTAL POLICY 5. Decorations are allowed in the Community Center but are limited to those that do not cause damage to the walls, doors, ceiling (including sprinkler heads), furniture, and fixtures of the facility. Under no circumstances will anything be hung on /or attached to walls, doors, sprinklers or light fixtures. Any renter found to be in violation of this policy will forfeit their refund. Park Pavilions (Sonora & TownCenter) 1. Availabilitv for reservations: MONDAY 6:00 AM 10:00 PM TUESDAY 6:00 AM 10:00 PM WEDNESDAY 6:00 AM 10:00 PM THURSDAY 6:00 AM 10:00 PM FRIDAY 6:00 AM 10:00 PM SATURDAY 6:00 AM 10:00 PM SUNDAY 6:00 AM 10:00 PM 2. Rental rates and deposit rates are listed in the city's Schedule of Fees, which can be viewed here: • Schedule of Fees (link to a PDF); or • City of Kennedale Municipal Code (Chapter 2, Article 1, Section 2 -3) 3. Parking is permitted in designated parking areas only. 4. The Splash Pad is not available to reserve, however, if your reservation occurs during a time when the Splash Pad is operating, please feel free to use the facility with the public. eallfields 1. Availability for reservations: MONDAY 6:00 AM 10:00 PM TUESDAY 6:00 AM 10:00 PM WEDNESDAY 6:00 AM 10:00 PM THURSDAY 6:00 AM 10:00 PM FRIDAY 6:00 AM 10:00 PM SATURDAY 6:00 AM 10:00 PM SUNDAY 6:00 AM 10:00 PM 2. Rental rates and deposit rates are listed in the city's Schedule of Fees, which can be viewed here: • Schedule of Fees (link to a PDF); or • City of Kennedale Municipal Code (Chapter 2, Article 1, Section 2 -3) 3. Ballfield lights are not available at this time. CITY OF KENNEDALE Last Update: 04.2014 CITY FACILITY RENTAL POLICY 4. Parking is permitted in designated parking areas only. 5. Renter may perform maintenance to Ballfields such as dragging or striping in preparation of use. 6. Renter is responsible for providing their own equipment. Bases and other equipment are not provided or available. CITY OF KENNEDALE Last Update: 04.2014 STAFF REPORT TO THE BOARD OF DIRECTORS Date: August 5, 2015 Agenda Item No: REGULAR ITEMS - B. I. Subject: Discuss and consider approval of 9 -hole addition to the current Disc Golf Course at Sonora Park II. Originated by: Larry Hoover, Streets and Parks Supervisor III. Summary: Resident Eric Teddy has presented 2 Layouts for the expansion of the Disc Golf Course in Sonora Park, please see attachments. IV. Recommendation: None V. Alternative Actions: VI. Attachments: 1. Disc Golf Proposed 106.2015 Sonora Park Disc Golf Course Expansion -New Extensions lAddition.pdf