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HomeMy WebLinkAbout1974-12-16,r-_ _ _ _ _ . 40 PARKS AND RECREATION BOARD MEETING kILO MONDAY, DECEMBER 16, 1974, AT 8:00 P. M. COUNCIL CHAMBERS, - 413 SOUTH MAIN AGENDA lir I. CALL TO ORDER II. NEW BUSINESS A. The Park Board to elect the officers for the coming year. '<B. The Park Board to consider the naming of the Grapevine parks. C. III. OLD BUSINESS A. f IV. CITIZENS REQUESTS AND/OR MISC. REPORTS AND DISCUSSIONS A. The Parks Board to review the Lease from the Corps of Engineers concerning Oak Grove Parkti : B. The Parks Board to review the Policy concerning the use of Grapevine Athletic facilities. C. The Parks Board to discuss the planning and priorities of the coming year. (100 D. ' Cy IN ACCORDANCE WITH ARTICLE 6252-17, V.A.T.C.S. , AS AMENDED BY CHAPTER 227, ACTS OF THE 61ST LEGISLATURE, REGULAR SESSION, 1969, THE PARKS AND RECREATION BOARD AGENDA WAS PREPARED AND POSTED THIS THE 12TH DAY OF DECEMBER, 1974. Aigi tO)W lig CITY PARKS ECREATION DIRECTOR i iC/ , L I. POLI CY AND BY-LAWS th, (100 (40 CITY OF GRAPEVINE PARKS AND RECREATION BOARD MANUAL OF PROCEEDURES * * * * * * Lii, CITY OF GRAPEVINE PARKS AND RECREATION BOARD MANUAL OF PROCEDURES I. POLICY AND BY-LAWS II. ORDINANCES III. PARKS AND RECREATION BOARD IV. PARKS AND RECREATION STAFF V. ORGANIZATIONAL CHART VI. PLATS OF CITY PARKS VII. POLICY FOR USE OF ATHLETIC FACILITIES POLICY AND BY-LAWS PARKS AND RECREATION BOARD (uIpl CITY OF GRAPEVINE I. POLICY The intent of the City Council in setting up a Parks and Recreation Board is to have available to the City a representative group of citizens to advise the City Council, the Administration, and the Citizens of Grape- vine on how to solve the problems encountered in pro- viding adequate community parks and recreation services. The ultimate success of the Parks and Recreation Board depends on five (5) primary factors. 1. The Board must maintain a clear-cut division of responsibilities between itself, its parent body and the professional staff. The Board has the 1L, responbility to advise the City Council and the Administration on various policy matters in regard to the provision of park and recreation services and facilities to the community. _ It has no administrative authority of responsibility. 2. The Park Board is responsible for advising on basic policies which guide the Parks Department. The actual providing of the park and recreation service is of a technical nature which requires a technical trained staff. This division of work principle serves an important and practical purpose to enable the Board and staff to recognize their respective functions. 3. The Park Board must realize that it' s recommendations to the City Council will not always be followed. A Council rejection cannot be taken as a personal affront. There will be times that the City Council must give total consideration of all departments and Board that will effect their decision. Normally, if the Board secures the pertinent facts, deliberates carefully, and acts objectively, its recommendations will become the basic policies for the operation of the Department. -1- 4. The City Council and the Administration must evidence a willingness to consider the Board' s advice, which will result in the Board more effectively serving the public. 5. The Board must maintain a working relationship with the City Council, School Board, Planning and Zoning Board, and the Park' s and Recreation Administration. As an advisory group, the Board' s influence comes only from the manner in which it maintains its relationships. A Board cannot be isolated in the Community and remain effective. A. Relationship of the Parks and Recreation Board with the City Council. 1) Know the Ordinance that established this Board. 2) Meet with the Council in formal session when policies are needed to ensure a smooth-running operation. 3) Maintain a warm friendly understanding between the Council and the Board. 4) Base all decisions on facts. 5) Back all recommendations with written facts, oral communications, and action necessary, with the realization that the the Council may question aspects and fail' to act due to incomplete documentation which will result in unnecessary delays. 6) Understand and support the overall program of the city, not just the Parks and Recrea- tion services. B. Relationship of the Parks and Recreation Board to the School Board of Trustees. 1) Recognize that the schools have an impor- tant role to play in the provision of Bar1cs and Recreational facilities. 2) Plan joint use of facilities, where feasible, which will result in saving of tax do11ars, In fact, both organizations are being supported by the same taxpayer. -2- 3) Maintain a cooperative and mutual trust relationship with the School Board and meet with them as the need arises. Cie C. Relationship with the Director of Parks and Recreation. 1) Recognize the fact that the overall objective of the Park Board and Director is the same. 2) Recognize the Director as being formally trained in the management, administration, and technical field of Parks and Recreation and should be regarded by the Board as a Professional in these subjects. 3) Feel free to meet with him to discuss programs, objectives, and problems that may arise. 4) Maintain a line between policy and admini- (100 strative responsibilities. 5) Do not ask him to take sides in a political situation or one involving personalities. D Relationship with the City Planning and Zoning Board. 1) Recognize the Planning and Zoning Board' s responsiblity of planning the layout program for the entire city. 2) All recommendations from the Parks Board as to the acquisition of land and development �.. should be cleared and have the concurrance of the Planning and Zoning Board. 3) . Retain an open mind as to suggestions from the Planning and Zoning Board. E. Pursuit of Objectives 1) Give due attention and study to Recreation and Park services as they may effect the welfare of citizens. -3- O � " 2) Interpret the Recreation and Park services of the Department to the Community. 3) Take initiative in planning for future Recreation and Park areas and facilities. 4) Determine practical means of maintaining and upgrading existing areas and facilities to a prescribed standard and purpose. 5) Serve as a sounding board that the Depart- ment Director and staff may test ideas and plans. 6) Recommend policy keeping in mind that the adoption of the policy is the prerogative of the City Council; and that the Parks and Recreation Director must carry on the work of the Department within the framework of these policies and the City Administration. 7) Generally enlist community interest by encouraging individuals and citizen group to give funds, property and manpower for the development and operation of the Parks and Recreation facilities. II. BY-LAWS OF THE PARKS AND RECREATION BOARD (Established by Ordinance Number 75-5 dated February 25, 1975.) ORGANIZATION 1. The Parks and Recreation Board of the AND City of Grapevine shall consist of five MEMBERSHIP (5) to nine (9) members, to be appointed as listed in the ordinance establishing this Board (ORD. NO. 75-5, Section 2) . ELECTIONS 2. AND (a) Within thirty (30) days after their OFFICERS appointment, the members of the Board shall meet in regular session and elect from their members a Chairman, Vice- Chairman and Secretary. Their duties shall be such as usually carried by such officers. (ORD. NO. 75-5, Section 3) -4- • (1110 BOARD 10. (a)A majority vote of the quorum shall ACTION be required to carry a motion, proposal or resolution. (b)Under no circumstances is any member to take action or make any statement committing the Board unless given authority to do so by the vote approval of the Board. COMMUNICATI0NS11. (a)Matters coming from the public and from civic organizations to be sure of con- sideration and action at the stated meetings of the Board must be in writing and received at least five (5) days prior to the Board meeting. (b)All written communications to outside groups shall have Board approval. -6- 4-01 II. ORDINANCES (11110 §1111) (11119 ORDINANCE NO. 75-5 AN ORDINANCE PROVIDING FOR THE ESTABLISHMENT OF A PARKS AND RECREATION BOARD; ESTABLISHING MEMBERS TERMS ON A STAGGERED. BASIS; PROVIDING FOR THE BOARD TO PASS BY-LAWS AND KEEP MINUTES OF THEIR MEETINGS; PROVIDING FOR THE DUTIES AND RESPONSIBILITIES OF THE BOARD; PROVIDING A SAVINGS CLAUSE; AND DECLARING AN EMERGENCY. t Q BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. There is hereby established the Parks and Recreation Board for the City of Grapevine hereinafter referred to as "BOARD" . Section 2. Number of Members, Qualifications, Terms of Board Members. The Board shall consist of not less than five (5) nor more than nine (9) citizens and qualified voters of the City of Grapevine, who shall be appointed by the City Council for two year terms. Members shall serve until their successors are appointed without compensation. Places on the Board shall be numbered one (1) through nine (9) with places one (1) , two (2) , three (3) , four (4) , and five (5) being appointed for two year terms beginning May 1, 1974 and ending May, 1976. Places six (6) , seven (7) , eight (8) , and nine (9) shall be appointed initially for one year term beginning May 1, 1974 and ending May 1, 1975, at which time these places will be filled for two year terms. Thereafter places one (1) through five (5) will be appointed for two year terms in even numbered years and places six (6) through nine (9) for two year terms in odd numbered years. The City Council in making the appointments to the Board shall give due consideration to the recommendations of the Chamber of Commerce, Planning and Zoning Commission and the (00 discretion, remove the Board member and appoint a replacement. (6) Minutes of each Board meeting shall be filed with the City Secretary and the City Manager. Section 4. Duties and Responsibilities of Board. The duties and responsibilities of the Parks and Recreation Board shall be: (1) Act in an advisory capacity to the City Council and the Parks and Recreation Director in all matters pertaining to Parks and Recreation and co-operate with other governmental agencies, civic groups and all citizens of Grapevine in the advancement of sound Parks and Recreation planning and programing. (2) Recommend policies on Recreation service for approval by theCityCouncil. (3) Advise the Parks and Recreation Director on problems of development of recreation areas, facilities, programs and improved recreation services. (4) Recommend the adoption of standards for recreational areas, facilities, programs and their financial support: (110 (5) Have periodic inventories made of existing services and survey of services needed and interpret the needs of the public to the City Council and to the Parks and - - - Recreation Director. (6) Aid in coordinating the recreation services with the programs of other governmental agencies and interested groups. (7) Review the effectiveness of the Parks and Recreation program with the Parks and Recreation Director and the City Manager. (8) Interpret the policies and functions of the Parks and Recreation Department to the public. (9) Have the opportunity to review the annual budget of • the Parks and Recreation Department proposed by the Parks and Recreation Director before submission to the City Manager and advise the Parks and Recreation Director on the development of long-range capital improvement program. Section 5. SAVINGS CLAUSE. It is hereby declared to be the intention of the City Council of the City of Grapevine that the sections, paragraphs, sentences, clauses and phrases of this ordinance are severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be declared unconstitutional, such unconstitution- ality or invalidity shall not affect any of the remaining phrases, (1110 clauses, sentences, paragraphs or sections of this ordinance, since the same would have been enacted by the City Council without the incorporation in this ordinance of any such unconstitutional or invalid phrase, clause, sentence, paragraph or section. Section 6. EMERGENCY. The fact that the present ordinances and regulations of (101 the City are inadequate to properly safeguard the health, safety, morals, peace and general welfare of the inhabitants of the City creates an emergency for the immediate preservation of the public business, property, health, safety and general welfare of the public which requires that this ordinance shall become effective from and after the date of its passage, as provided by the Charter of the City, and it is accordingly so ordained. PASSED AND APPROVED by the City Council of the City of Grapevine, Texas, this the �,6W1 day of / /,, /J, p11-- , 1975. MAYOR ATTEST: CITY SECRETARY APPROVED AS TO FORM: CITY ATTORNEY IMF CITY OF GRAPEVINE DEPARTMENT OF PARKS AND RECREATION POLICY FOR USE OF ATHLETIC FACILITIES • SECTION I. SPECIFIC SPORT SEASONS Sport Season Start Season End THE SPECIFIC SPORT SEASONS are being established as a necessary discipline in planning and allocating athletic facilities. These seasons must be adhered to by all organiza- tions wanting co-sponsorship with the City of Grapevine. 411, SECTION II. In order to become co-sponsored by the City of Grapevine, each organization must: 1. Have an accident insurance policy available to each participant. Those not wishing the organizational insurance must sign a waiver card stating that they have insurance through a personal agent. It is the responsibility of the leagues to be sure each parti- cipant has either the leagues ' insurance policy of a personal insurance policy. Team rosters, certified by the President of each organization, stating the type 46, of insurance carried by each participant must be turned in to the Grapevine Parks and Recreation Department before the first league game. A copy of the blanket coverage policy of each organization must be turned in to the departmental office bore the first league game. 2. Be a non-profit organization according to Interval Revenue Service standards as outlined in Publication 557 (Revised April 1973) - Section 7 Social and Recreation Clubs (Code Section 501 (C) (7) ) . 3. Allow their funds to be subject to audit by the City Treasurer or a member of his staff. 4. File a yearly financial report with the City by January 31st of each year, report to include a break- down of income and expenses. Forms will be provided by the City. (100 5. Have a Board of Directors, with a President, Vice- President, Secretary and Treasurer or a Chairman, Co-Chairman, Secretary and Treasurer. 6. Have on file with the Parks and Recreation Department a copy of each organization' s Constitution and By-Laws. By-Laws must be in harmony with policies of the Grape- vine City Council and the Parks and Recreation Board. 7 . Furnish a copy of game schedule to Parks and Recreation Department three weeks prior to first league game. 8. New organizations wishing to start a program in Grape- vine and seeking the co-sponsorship of the City of Grape- vine must meet with the Parks and Recreation Department sixty (60) days prior to start of season. Each new -2- must be approved rio organization pp by the Parks and Recreation Board. SECTION III. Existing organizations that wish to expand 4 their program to a new sport or enlarge a present league must have approval of the Parks and Recreation Board in order to do so. SECTION IV. After an organization is granted co-sponsorship with the City of Grapevine, the following will apply: 1. Each organization will be assigned City facilities. Game fields will be assigned only to co-sponsored organizations. Game fields may be assigned to an organization which is not co-sponsored by the City only after the needs of co-sponsored organizations have been met. 2. Each organization will receive membership in the Athletic Committee of Grapevine. 3. City-owned facilities and leased facilities that are used as game fields and gyms and auditoriums will be maintained by the Parks and Recreation Department. 4. Each organization may participate in state play-offs if they so desire through the Parks and Recreation Department' s membership in Texas Amateur Athletic 400 Federation. This is limited to leagues which follow the Texas Amateur Athletic Federation guidelines. 5 . Each organization will be assigned practice facilities prior to the start of the season. Practice fields may -3- be assigned to organizations that are not co-sponsored by the City only after the needs of the co-sponsored organizations have been met. SECTION V. Maintenance of City facilities will be done only by the Grapevine Parks and Recreation Department. No modification, alterations, additions, or deletions, temporary or otherwise, may be done to any athletic facilities owned, leased, or otherwise scheduled by the City of Grapevine, unless written approval is obtained from the Director of Parks and Recreation. Requests from all organizations for the assistance of the Parks and Recreation Department must be made by that organization' s President or Chairman. Needs of co-sponsored organizations will be met first. SECTION VI. RAINY DAY SCHEDULE. 1. Grapevine Parks and Recreation Department will determine use of facilities during inclement weather using the following procedure: A. A decision on possible use of facilities will not be made before 3 p.m. on weekdays or for regular season games. B. For weekend and daytime games the decision will be made two hours before the scheduled gametime. , C . During imclement weather, the fields will be visually inspected by a Parks and Recreation representative during the hours of 1 p.m. and 3 p.m. D. League officials may call 488-8521 extension 43 after 3 p.m. for information on their fields. -4- A sign will also be posted at each location where the fields are determined too wet for play. 4/0 E. If heavy rains occur after 3 p.m. , on-the-spot checks will be made by the Recreation Division staff. Signs will be posted if the fields are too wet to play. 2. Make-up schedules must be in the office of the Grape- vine Parks and Recreation Department at least 24 hours prior to game. SECTION VII. POLICY ADMINISTRATION. It will be the duty of the Parks and Recreation Department to administer this policy. SECTION VIII . VIOLATION. Any person or group violating the tif intent of this policy or the rules and regulations implied in this policy may, under direction of the Parks and Recreation Board, be refused usage of facilities and lose co-sponsorship of the City. SECTION IX. Policy for rental or leasing of Park facilities by organizations without co-sponsorship. 1. Definition of an organization without co-sponsorship. The term "organization without co-sponsorship" is used in this policy -to include the following: A. An individual who wishes to use Park facilities to instruct classes of various types for a fee. B. A business firm who desires to use Park facilities to promote their concern, conduct activities, or sell their wares for a fee. -5- 4100 lh C An organization with airaid staff who wishes to utilize the Park facilities for their activities. 2. Rental or leasing of athletic facilities by organizations (60 without co-sponsorship. First priority for the use of the City of Grapevine Parks and Recreation athletic facilities will be given to the G.P.A.R. program or the programs of co-sponsored organizations . Remaining space will be made available to organizations without co- sponsorship in the following manner: A. Lighted athletic fields : (1) Standing reservations (a reservation that would schedule the use of a facility for a certain 16, time on a particular day of each week through- out a sport season) should be requested in writing to the Director of Parks and Recreation, City Hall, 413 South Main Street. A request for standing reservation must be made thirty (30) days prior to a specific sport season. Where no specific season is involved and the activity is of limited duration, the space will be provided on the basis of availability. 4.0 (2) Reservation time periods for lighted athletic fields are as follows : 5 :30 p.m. to 7 :00 p.m. 7 :00 p.m. to 8:30 p.m. 8:30 p.m. to 10:00 p.m. -6- (3) The fee for each time period of an athletic field is five dollars ($5 .00) . An additional two dollar ($2.00) key deposit is required and is refunded if the key is brought back before noon the next day or the following Monday (if reservation falls on a weekend) . The key may be picked up at the Athletic Office (413 South Main) between 1:00 p.m. and 5 :00 p.m. on the day of the reservation or on Friday if the reservation falls on Saturday. Failure to bring the key back before the designated time will result in forfeiture of the deposit. The 4 deposit must be separate from the five dollar ($5 .00) fee. (4) Cancellation of reservation must be made prior to 5 :00 p.m. on the day of use. If a key is picked up, use of the field is implied. When it is questionable as to the condition of wet fields , call 488-8521 after 3:00 p.m. for official notification. B. Unlighted athletic fields. Reservation requests for unlighted athletic fields must be made in writing to the Director of Parks and Recreation, City Hall, 413 South Main Street, thrity (30) days prior to the specific sport season. Activities sponsored and co- sponsored by the Grapevine Parks and Recreation -7- Department will have fit priority of facility use. Where no specific season is involved and the activity is of limited duration, the space will be provided on the basis of availability. C. Gymnasiums. The use of gymnasiums will be limited to G.P.A.R. sponsored and co-sponsored activities because of the heavy schedule of present programs. D. Swimming pools. The use of swimming pools will be limited to G.P.A.R. sponsored and co-sponsored activities because of the heavy schedule of present programs. E. Tennis Courts . The use of tennis courts will be 40, limited to G.P.A.R. sponsored and co-sponsored activities because of the heavy schedule of present programs. SECTION X. Organizations without co-sponsorship as outlined in Section IX.I of this Policy are not eligible to be co-sponsored by the City of Grapevine. -8- PARKS & RECREATION BOARD MEETING MONDAY, DECEMBER 16, 1974, AT 8: 00 P. M. COUNCIL CHAMBERS - 413 SOUTH MAIN MINUTES The Parks Board of the City of Grapevine, Texas, convened in joint meeting for the months of November and December at 8: 00 P.M. , on this the 16th day of December, 1974, with the following members present; to-wit: Tom Walker Gerald Thompson • Roger Cloud Ira Hemphill Don Gerschick constituting a quorum, with Floy Ezell City Manager Bob Murphy City Councilman Bill Wilton Director/Parks & Recreation Dept. The first order of business was the election of new officers. A vote was taken and the result was : Chairman Tom Walker Vice-Chairman Roger Cloud Secretary Ira Hemphill The next order of business was for the Board to name the city' s parks. Oak Grove Park, Dove Road Park, and Parr Road Park; these parks were elected to continue under the same names. Ball and Wall Street Park' s name was changed to just Wall Street Park. This change will be recommended to the City Council as soon as a letter of recommendation can be written. The next order of business was for the Athletic Policy of the City of Grapevine to be reviewed. There was little discussion and the Board wished the . sport seasons to be set on specific dates. This will be brought up at the next meeting. The next order of business was for the Park Board to review the Oak Grove Park lease from the Corps of Engineers. The Park Board will recommend to the City Council to appoint a professional planner for the park. There being no further business the meeting was adjourned. PASSED AND APPROVED, this the day of _ , 1975. DIRECTOR/PARKS & RECREATION DEPT. STATE OF TEXAS Ak , X COUNTY OF TARRAWill X CITY OF GRAPEVINE X The Parks and Recreation Board of the City of Grapevine, Texas, convened in joint meeting for the months of November and December at 8:00 P.M. , on this the 16th day of December, 1974, with the following members present, to-wit: Tom Walker Gerald Thompson Roger Cloud Ira Hemphill Don Gerschick constituting a quorum, with Floy Ezell City Manager Bob Murphy City Councilman Bill Wilton Director/Parks and Recreation The first order of business was the election of new officers. A vote was taken and the result was: Chairman Tom Walker Vice-Chairman Roger Cloud Secretary Ira Hemphill The next order of business was for the Board to name the city' s parks. Oak Grove Park, Dove Road Park, and Parr Road Park; these parks were elected to continue under the same names. Ball and Wall Street Park' s name was changed to just Wall Street Park. This change will be recommended to the City Council as soon as a letter of recommendation can be written The next order of business was for the Athletic Policy of the City of Grapevine to be reviewed. jThere was little discussion and Roger Cloud made a motion to approve the Athletic Policy pending that the Specific Sports Seasons be set on specific dates at a later meeting. Gerald Thompson seconded the motion and the motion preaviled by the following vote: Ayes: Walker, Thompson, Cloud, Hemphill, Gerschick Noes: None (mir The next order of business was for the Park Board to review the Oak Grove Park lease from the Corps of Engineers. The Board will recommend to the City Council to appoint a professional planner for the park. There being no further business, the meeting was adjourned. PASSED AND APPROVED, this the _ day of , 1975. PARK BOARD CHAIRMAN DIRECTOR/PARKS AND RECREATION DEPT.