HomeMy WebLinkAboutItem 18 - Harper Vac VerticutterMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: MARCH 17, 2026
SUBJECT: PURCHASE OF A HARPER VAC VERTICUTTER
RECOMMENDATION: City Council to consider approval for the purchase of a Harper Vac
Verticutter from Professional Turf Products, L.P. for the Parks and
Recreation Department.
FUNDING SOURCE: Funds for this purchase are available in the General Fund (Parks) for an
amount not to exceed $50,161 and subject to reimbursement from
Grapevine Southlake Soccer Association over a 10 year period.
BACKGROUND: The Parks and Recreation Department maintains a significant inventory of
natural turf athletic fields that require consistent, specialized maintenance
to ensure safe, high -quality playing surfaces. Routine turf management
practices such as verticutting are critical to controlling thatch buildup,
improving surface firmness, enhancing water infiltration, and promoting
healthy turf growth throughout the year.
The proposed Harper Vac Verticutter is a purpose-built piece of equipment
designed to efficiently verticut, remove debris, and improve overall turf
performance in a single operation. This equipment will allow staff to
perform proactive field maintenance in-house, reduce long-term turf
degradation, and extend the useful life of existing athletic fields. The
ability to maintain consistent field conditions supports user safety,
minimizes closures, and reduces the need for more costly rehabilitation or
outsourced services.
This purchase supports the Department's ongoing commitment to
maintaining athletic facilities at a standard that meets community
expectations and partner organization needs. The equipment will be
utilized primarily on soccer fields supported by the Grapevine Southlake
Soccer Association (GSSA) and aligns with shared maintenance
responsibilities between the city and its athletic partners.
This purchase will be made in accordance with existing and interlocal
agreements with Omnia Partners Public Sector, Region VIII Education
Service Center in Texas as allowed by Texas Local Government Code,
Section 271 and Texas Government Code, Section 791. Bids were taken
by the Cooperative, and a contract was awarded to Professional Turf
Products, L.P. The Parks and Purchasing staff reviewed the contract for
departmental specification compliance and pricing and determined that
the contract would provide the best pricing for meeting the needs of the
City.
The Grapevine Southlake Soccer Association will reimburse the City over
the next 10 years for this expense.
Staff recommends approval
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2026 FACILITIES UTILIZATION AGREEMENT
The parties to this agreement are the City of Grapevine, Texas, herein called "CITY", and the
Grapevine/Southlake Soccer Association, herein called "GSSA".
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows:
I. PREMISES AND MANAGEMENT
City agrees to provide game fields for GSSA at Oak Grove Soccer Complex and Meadowmere Soccer
Complex herein called "Premises" in accordance with the terms of this agreement. As GSSA schedules
allow, those fields may be used for practice purposes during the season dates specified herein. Field
requirements, and dates for spring/summer and fall seasons shall be provided by GSSA to the CITY at
least 30 calendar days prior to the commencement of activity associated with that season (i.e. player
signups, tryouts).
GSSA will submit their game and practice schedules as well as any season tournaments or camps, in
calendar form, at least two weeks prior to the beginning of the season. Before practices or games
can begin, GSSA must have a mandatory background check completed on all coaches by a reputable
organization that is approved by PARD. (GSSA's current use of the North Texas Soccer
Association's online criminal background system satisfies this requirement) See Exhibit I Policy
Statement addendum for "Criminal Background Checks on Volunteer Coaches and Assistant
Coaches in City of Grapevine Youth Sport Leagues" at end of this document.
GSSA will use good faith efforts to provide age -level appropriate training courses to its coaches
through certified training courses. Except for the U4-U6 age groups, all games will be officiated by
trained, certified referees affiliated with an insured soccer referee organization. Any other exception
must be approved by the Recreation Manager of Parks and Recreation.
Anv expansion or changes in GSSA programming. that may affect field preparation or league
programming must be pre -approved by the Athletics and Hospitality Manager of Parks and
Recreation. This includes Associations who wish to offer "select team" practices and or
games. Requests must be in writing, received and approved prior to signing of Annual Agreement.
Decisions will be based on overall benefit to the participants. All Associations will adhere to all City
Ordinances that regulate use of City athletic facilities. Each Association must show proof of a valid
501-C3 status and be in good standing. Association Board Members must be elected with a
proportional % of the members residing in Grapevine based on participant numbers.
Both CITY and GSSA acknowledge that these premises are owned by CITY and provided for the benefit
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of all GSSA participants. CITY shall maintain final approval over the use of premises at all times. Under
the terms of this agreement, CITY permits GSSA the use of premises for the provision of soccer practice,
leagues, tournaments and clinics that is structured and made available to GSSA participants. The CITY
recognizes GSSA as a priority user of Premises scheduling GSSA business for their recreation and club
related teams.
II. SEASONS AND HOURS
The season(s) of this agreement shall be spring/summer, summer, fall, winter. Usage of the premises
should generally not begin before 4.00 p.m. on weekdays, 8.00 a.m. on Saturdays and 11.00 a.m.
(excluding approved tournaments) on Sundays.
Because of the importance for giving turf areas adequate rejuvenation time and to enable CITY to perform
periodic special maintenance, the "Premises" shall be available to GSSA on a high, modified and no/low
activity level basis as follows:
Date Season Location Level
2nd full weekend in February Spring *** Oak Grove High
until the last weekend in May Meadowmere
Memorial day to Labor Day Summer Oak Grove Modified
Meadowmere
Monday following 1st full weekend in Fall *** Oak Grove High
September until the 1st full weekend in Meadowmere
December
Monday following 1st full weekend in Winter Oak Grove No Activity
December through the Friday preceding 2nd Meadowmere
full weekend in February
Define Level
High — All fields used for activity
Modified — Half to ALL the fields closed for maintenance/upgrades, all activities need to be scheduled with
PARD staff to secure additional fields.
No Activity — All fields closed for maintenance
*** CITY agrees to allow GSSA to request use of game/practice fields at Meadowmere & Oak Grove
prior to the spring and fall established dates. Each season staff will evaluate the condition of the turf
prior to releasing the fields early to GSSA.
CITY agrees to allow the use of Oak Grove and Meadowmere for the sole purpose of GSSA practices &
games, which will be allocated by CITY staff pending the status of a given field/area. The CITY will allow
GSSA to utilize practices on Mondays through Thursdays during the said season outlined in this
agreement. GSSA will allow the CITY to use Meadowmere and/or Oak Grove on Sundays.
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GSSA agrees not to expand schedules, length of league play, number of tournaments nor add seasons
without prior approval of CITY. All scheduling of fields for practices, games or tournaments by GSSA
must be approved through the CITY's Athletic Division of the Parks and Recreation Department. Non-
scheduled league -play or practices within established league play schedules is not permitted without prior
CITY approval. Each season, the CITY shall provide to GSSA a list of approved practice facilities with
dates allocated for scheduled practices by GSSA.
III. RENEWAL OR TERMINATION
This agreement must be renewed in January of each year, with GSSA having the right of first refusal to
enter into a new agreement. In the event that Parks and Recreation staff does not recommend
renewal, the Association may appeal to the Parks and Recreation Board. Either party must request
changes in the agreement 30 days prior to the renewal date. Written notification by the CITY must be
provided to the President of GSSA at their residence. Written notification by GSSA must be provided to
the Recreation Manager of Parks and Recreation at 1175 Municipal Way, Grapevine, Texas, 76051. In
the event CITY or GSSA terminates this agreement, GSSA will remove its own movable equipment
which is not of a permanent nature upon non -renewal of this agreement within thirty (30) days.
IV. ASSIGNMENT
GSSA shall not assign this agreement nor shall it rent out any of the PREMISES or other city property
without prior written consent of the CITY.
V. TOURNAMENTS
GSSA may host tournaments under this agreement provided-
1 . CITY must approve use and date of tournaments. Forty-five (45) day notice is required for
tournaments. Tournament requests must be submitted in writing to the Athletics Supervisor.
2. All appropriate tournament fees shall be paid to CITY if city staff, equipment or supplies are utilized
to prepare the fields for tournament play.
3. Field preparation, litter control and restroom maintenance shall be the responsibility of GSSA to
host tournaments without fees to the CITY.
4. GSSA shall be responsible for damage to PREMISES resulting from said tournament.
5. Refer to Exhibit C for additional tournament information
VI. UNLAWFUL ACTIVITIES
GSSA shall not engage in any activities on the PREMISES which are in violation of any existing state,
federal, local law or use the PREMISES in such a manner as to constitute any hindrance for other park
patrons engaged in lawful activities.
VII. PERMISSION FOR INSTALLATION, CONSTRUCTION OR MAINTENANCE
GSSA shall submit to the Director of Parks and Recreation or designee any proposal to install, construct
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or modify temporary or permanent structures, signs, equipment or other related items prior to the
commencement of any work. All communication regarding maintenance and/or field improvements may
only be submitted with the association's president's approval. All applicable city codes must be followed.
Approval of the proposal shall rest solely with CITY. Permanent structures shall become the property of
CITY.
VIII. INDEMNITY
GSSA shall indemnify and hold harmless CITY, its agents, officials and employees and any umpire or
official, from any and all claims for bodily injury, illness, death, personal injury or property damage arising
out of the activities of GSSA and its members in connection with activities conducted under this agreement.
Insofar as permitted by law, the City of Grapevine shall indemnify and hold harmless the GSSA, its agents,
officials and employees and any umpire or official from any and all claims for bodily injury, illness, death,
personal injury or property damage arising out of the negligence of its officers, agents, servants or
employees. Nothing contained herein shall be construed to limit or waive any governmental or sovereign
immunity of the City of Grapevine or any immunities applicable to its officers, agents, servants or
employees, nor shall it be construed to limit or waive any insurance coverage or the CITY's status as an
additional named insured as provided in paragraph XII of this agreement.
IX. CONCESSIONS
All food/beverage related concession operations will be provided by CITY. No outside food/beverage
vendors will be allowed. All other merchandise/equipment vendors must be approved by Athletics and
Hospitality Manager in writing.
X. DOCUMENTS AND OFFICERS
GSSA shall submit to the City of Grapevine's Athletic Supervisor a current copy of rules and regulations,
charters, constitution and by-laws of GSSA. Names, addresses, email and phone numbers of all officers
and board members of GSSA shall be submitted to the Athletic Supervisor within two weeks after election
or appointment. GSSA shall also submit the following information within two weeks of signing or renewing
this agreement-
1 . A copy of a general liability insurance policy, naming the CITY as additional insured, in an amount
of at least two million dollars ($2,000,000) with such policy designed to cover the cost of defense
and of liability for injuries suffered by competitors in the organized athletic activity.
2. A proposed operating budget for the upcoming calendar year.
3. The schedule and location of GSSA Board of Directors meetings.
4. Schedule of names and contact numbers of on -site field representatives during the season.
5. Policies and procedures for dealing with medical emergencies and hazardous weather conditions.
CITY shall submit to GSSA the names and telephone numbers of appropriate staff for contact in the case
of emergency, service requests or questions upon signing or renewing this agreement.
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XI. COMMUNICATIONS
CITY staff and GSSA shall meet in February of each year to discuss and prioritize improvements to
PREMISES for consideration as a pending budget request for the next fiscal year. The Capital
Project/Improvement Requests (Exhibit "J") are due at the February Youth Sport Association meeting.
The President and/or a representative of the Board shall attend the quarterly meetings of CITY's Youth
Sports Association. GSSA representatives shall appear before the CITY's Parks and Recreation Advisory
Board during the month of August for the purpose of making an annual presentation that minimally
addresses the following-
1 . Purpose of Association
2. The number of Grapevine children served in program.
3. Fees charged for participation and a breakdown of how those fees are spent by the Association.
4. Presentation of financial statement.
5. Customer service complaints faced in the last year and how they were resolved.
6. Upcoming issues and recommendations for resolution.
7. Identification of current and incoming Board of Directors.
8. Number of coaches receiving certification training versus the total number of coaches in program.
9. The number of scholarships offered to underprivileged youth.
10. GSSA shall maintain records of all customer service inquiries or complaints including their nature:
name, address, and telephone number of customers; disposition of inquiry or complaint. Said
records shall be filed with the Parks and Recreation Advisory Board as a part of GSSA's annual
report.
GSSA shall provide a packet with the above information to the Athletics Supervisor by July 1,
2025, so that this information will be included in the Park Board Agenda Packets in August.
XII. INSURANCE
GSSA shall maintain in effect a general liability insurance policy, naming the City as additional insured, in
an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of
defense and of liability for injuries suffered by competitors in the organized athletic activity and product
liability. GSSA agrees to make insurance documents available to the CITY as part of this agreement.
GSSA agrees to procure insurance to cover accident medical expenses for all players. This insurance
benefit will be designed to pay the excess of any expenses payable by other valid and collectible insurance
to an insured person for an injury caused by a covered accident.
XIII. LIMIT ON HOURS OF PLAY
GSSA agrees to stop play by 10.00 p.m. on weekdays. Special circumstances for weekend tournament
play may be negotiated with city staff.
1. Sunday no youth games may begin before 11.00 am.
2. Sunday evenings are deemed as heavy water days (all play is concluded by 10 p.m.)
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XIV. ON SITE LEAGUE REPRESENTATIVE
GSSA agrees to provide a league representative or an authorized designee on -site at each GSSA
organized league or tournament game held on the premises. That representative shall serve as the liaison
with CITY staff on emergency maintenance needs, identification of general maintenance needs affecting
future games, completion of accident/incident reports, decision making regarding hazardous conditions
including weather and conflict resolution between program participants, coaches, umpires and parents.
XV. CAPITAL PROJECTS
Every December, GSSA agrees to reimburse the City $266,211 for the purchase of the Oak Grove
soccer complex lighting project for fields #1, #2, #3 and #4. GSSA initial payment was received on
January 1, 2014 for the sum of $150,000; Starting in 2015, GSSA agrees to pay a minimum of $11,621
per year for 10 years. 2025 marks year 10 of 10-year agreement.
Year 2016 was deferred due to lake flooding. 2017 Payment - $11,271.00 (*$350 already accounted for
— Tournament Rental). The 2017 payment of $11,271 was discovered on Jan. 16, 2023 as paid. This
payment was previously not recorded on annual agreement.
In December 2025, the City will receive the final payment of $266,211.00. Balance will be paid in full for
the Oak Grove lighting project for fields #1, # 2, #3, and #4. Payment was received in October 2025.
This was the final payment of the Oak Grove lighting project.
Reimbursement Chart
2018
$11,621
3 of 10 Payment
2019
$11,621
4 of 10 Payment
2020
$11,621
5 of 10 Payment
2021
$11,621
6 of 10 Payment
2022
$11,621
7 of 10 Payment
2023
$11,621
8 of 10 Payment
2024
$11,621
9 of 10 Payment
2025 $11,622 10 of 10 Payment
December-18
December-19
December-20
December-21
December-22
December-23
December-24
Paid October 2025
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Beginning in 2026, every December, GSSA agrees to reimburse the City $120,000 for the purchase of
athletic field maintenance machinery, including a new robot field painter and verticut turf vacuum.
Beginning on December 1, 2026, GSSA commits to an annual payment of at least $12,000 for a period
of 10 years. 2026 marks year 1 of the 10-year agreement.
Year
Amount
Explanation
2026
$12,000
1 of 10 Payment
2027
$12,000
2 of 10 Payment
2028
$12,000
3 of 10 Payment
2029
$12,000
4 of 10 Payment
2030
$12,000
5 of 10 Payment
2031
$12,000
6 of 10 Payment
2032
$12,000
7 of 10 Payment
2033
$12,000
8 of 10 Payment
2034
$12,000
9 of 10 Payment
2035
$12,000
10 of 10 Payment
Total Paid:
$0.00
XVI. FIELD MAINTENANCE FEE
Date Paid
GSSA agrees to pay the City a field maintenance fee or an equal amount in improvements at the soccer
complex assessed at a per season rate of $5.00 per GSSA participant multiplied by the percentage of total
league games in a season played on City of Grapevine fields. The fee is due to the Grapevine Parks and
Recreation Department in October for the Fall season and April for the Spring season. However, the CITY
will accept the purchase of (approved by PARD staff prior to purchase) equipment or supplies in lieu of
the Field Maintenance Fee.
XVII. EXHIBITS
The CITY and GSSA agree that the exhibits attached to this agreement are incorporated into this
agreement as if set out in their entirety. Exhibits included are-
1 .
EXHIBIT A -
MAINTENANCE STANDARDS FOR PREMISES
2.
EXHIBIT B -
FIELD INSPECTION\CLOSURE GUIDELINES FOR LEAGUE PLAY
3.
EXHIBIT C -
ATHLETIC TOURNAMENT POLICY AND PROCEDURES
4.
EXHIBIT D -
MAINTENANCE REQUEST PROCEDURES
5.
EXHIBIT E -
FIELD ORDINANCE
6.
EXHIBIT F -
LIGHTNING PREDICTION SYTEM
7.
EXHIBIT G -
CODE OF ORDINANCES
8.
EXHIBIT H -
SCHEDULE OF REQUIRED DOCUMENTS & DEADLINES
9.
EXHIBIT I -
CRIMINAL BACKGROUND CHECKS ON VOLUNTEER COACHES AND
ASSISTANT COACHES
10.
EXHIBIT J -
CAPITAL PROJECT/IMPROVEMENT REQUESTS
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XVIII. SCHEDULING
The CITY reserves the right to utilize the PREMISES when GSSA activities are not scheduled.
XIX. DEFAULT
If GSSA violates any term of this agreement CITY may find Association in default and terminate the
agreement. Any termination will be made with a thirty (30) day notice. GSSA shall have the right to resolve
the pertinent issues to the satisfaction of the Recreation Manager of Parks and Recreation within ten (10)
days. GSSA shall have the right to appeal any termination of this agreement to the City Manager if a cure
cannot be achieved.
This agreement is made and entered into on the day of , 202_
GSSA
PRESIDENT OF GSSA
CITY OF GRAPEVINE
CITY MANAGER OF GRAPEVINE, TEXAS
DIRECTOR OF PARKS & RECREATION
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MAINTENANCE STANDARDS FOR PREMISES
1. CITY shall maintain quality turf areas to include mowing, weed control, fertilizing and herbicide
spraying as allowed by budget.
2. The CITY shall mark all lines.
3. The CITY shall maintain all bleachers in a safe and secure condition.
4. The CITY shall provide and maintain all area and field lighting systems.
5. The CITY shall be responsible for the maintenance of all irrigation systems on the fields.
6. The CITY shall be responsible for the maintenance of adjacent park irrigation systems and the
watering of non -athletic turf areas.
7. The City shall maintain the restrooms in a safe and sanitary condition during approved season(s).
8. GSSA shall be responsible for daily game day collection of all litter on their fields. GSSA will
encourage collection of litter in the bleachers, concession stands and adjacent grounds. All litter
shall be placed in the receptacles provided by the CITY. The CITY shall provide pick up for these
receptacles.
9. GSSA shall be prohibited from performing any maintenance to any turf or infield areas, without
permission from the CITY.
11. GSSA shall be responsible for unlocking all areas and to ensure that all secured areas remain locked
and/or locked at the completion of each activity (exception, inclement weather days).
12. Restrooms will be opened by CITY for use as of the last full weekend in February until the third full
weekend in June. They will be locked down for the winter months effective Monday following 1st full
weekend in December until the Friday proceeding the last full weekend in February.
CITY will provide restroom -clean ing services as needed per week during approved seasons. CITY
will provide clean restrooms at the beginning of play Monday -Friday. CITY shall clean restrooms and
re -lock restroom doors. GSSA shall be responsible for opening restrooms prior to games and
closing/locking doors at the completion of games each day.
13. GSSA will only use athletic field lights necessary for the fields in use. The lights at Oak Grove and
Meadowmere are operated & monitored by staff and GSSA through the Musco Control Link. If play
concludes early on any field for the night call M usco Control Link 877-347-3319 and ask that the lights
be turned off. The athletic lights will not be turned on before dusk unless atmospheric conditions
create a condition necessitating lights for safe use of the fields. CITY shall implement a 3-step
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delinquent policy for abuse: 1 offense — verbal warning, 2nd offense — written warning, 3rd offense —
fine.
14. Association members using CITY equipment for weekend field preparation must be approved for such
operation by the Recreation Manager of Parks and Recreation or his designee following their
completion of appropriate training as conducted by city staff. The cost of repairs to city equipment
damaged from weekend use by Association members shall be paid to CITY by GSSA.
15. GSSA agrees to adhere to the following procedure: If a change to the schedule occurs, GSSA must
notify the Athletic Supervisor by the end of the business day (3.00 PM) in order for the message to be
transferred to the proper City staff prior to 7.00 am the next morning. Staff reserves to the right to
deny any same day requests or a change to the schedule if it does not meet these guidelines.
16. CITY shall lock all gates at Oak Grove & Meadowmere. GSSA shall be responsible for opening
gates prior to games and closing/locking gates at the completion of games each day.
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FIELD INSPECTION\CLOSURE GUIDELINES FOR LEAGUE PLAY
Reasons for Athletic Field Closure or Postponement
1. Raining at game time.
2. Playing field too wet.
3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good
playing surfaces.
4. Renovation or construction conditions exist.
5. Lightning prediction system is activated.
CITY Procedures for Athletic Field Closures
(Weekdays)
1. The Parks and Recreation Department representative will take responsibility for making decision
based upon field condition or weather.
2. After games have begun and inclement weather becomes a factor, the referees and/or GSSA officials
shall follow the same guidelines for deciding cancellation or postponement.
3. CITY staff shall contact GSSA Field Commissioner by 3 pm for rain out events. Each association
shall then post them on telephone rain out lines as of 4.00 p.m.
4. CITY staff will raise the closed red flag at entrance to complex. This flag is a visual tool for all to see
that the fields are closed.
(Weekends)
1. Inspect Athletic Fields by 2.00 p.m. on Friday. CITY will advise GSSA if, in the CITY'S opinion, the
field conditions are questionable for weekend use.
2. City and Association shall be responsible for determining the playability of fields for weekend league
play. Both shall meet at the fields on Saturdays and Sundays by 7 a.m. to determine the playability
for the remainder of the day. Fields damaged from weekend league play may not be available for
weekday league use the following week until repairs can be completed.
3. After games have begun and inclement weather becomes a factor, the referees and/or GSSA officials
shall follow the same guidelines for deciding cancellation or postponement.
CITY Staff Guidelines for Implementation
1. The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests
with the Assistant Parks Manager responsible for athletic field maintenance.
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2. In the Assistant Parks Managers' absence, the Athletic Supervisor shall make the decision concerning
Athletic Field Closures.
NOTIFICATIONS
1. The appropriate GSSA on site field representative has the responsibility to notify the GSSA and the
participants about the field closure decision for weekend games only.
2. The GSSA will place notification of field conditions on the "field condition" website by 3.00 p.m. on
weekdays and 7.00 a.m. and 12 p.m. on weekends when activities are scheduled.
3. The maintenance crews will require a minimum of 72 hours prior written notice of rescheduled games
by GSSA.
4. Gates will be locked and red closed flags will be raised upon decision to close fields and notify city
immediately.
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EXHIBIT "C"
ATHLETIC TOURNAMENT POLICY & PROCEDURES
The City of Grapevine Parks and Recreation Department realizes the importance of weekend athletic
tournaments. These events, which are supported by the City Council, have a major impact on the local
economy; as well as providing a revenue source for the GSSA. Our goal is to ensure that all scheduled
tournaments are completed in a satisfactory fashion. However, due to weather and budget restrictions,
the maintenance and supplies provided for those tournaments need to be used efficiently. The following
policy and procedures will be followed during tournament play.
Tournament Priority:
Invitational Tournaments (Priority #1)
• Involves two or more teams, which do not play regularly scheduled games with GSSA
• Requires forty-five (45) days written notice
• Tournament fees - $65/game
• In the event of a request submitted in writing, specifying the need for assistance, a fee in the
amount of $25/hr will be charged for each PARD staff for field prep beyond normal work hours.
• Costs for litter removal and restroom cleaning will be charged to GSSA
• The Athletic Supervisor, Assistant Parks Manager or an on -call designee will make the decision
regarding field playability in the event of inclement weather. This decision will include input from
the association tournament representative
Fund Raiser Tournaments (Priority #2)
• Requires forty-five (45) days written notice
• No Field Fees
• Costs for litter removal and restroom cleaning will be charged to GSSA
• In the event of a request submitted in writing, specifying the need for an assistance, a fee in the
amount of $25/hr will be charged for each PARD staff for field prep beyond normal work hours.
• The local association representative will determine if the tournament should be played or cancelled
and notify City representative in the event of inclement weather. Weekend only
League Tournaments (Priority #3)
• Involves only teams who play regularly scheduled games with GSSA
• Requires Thirty (30) days written notice
• Costs for litter removal and restroom cleaning will be charged to GSSA
• The local association representative will determine if the tournament should be played or cancelled
and notify City representative in the event of inclement weather. Weekend only
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*:/:Il i11101191i
MAINTENANCE REQUEST PROCEDURES
Items found to be damaged, nonworking or unsafe should be reported immediately to the Athletic Division
of the Parks and Recreation Department at (817) 410-3460. The Athletic Division will complete a written
maintenance request form and transmit for review and processing to the appropriate maintenance division.
The Athletic Division may be contacted from 8.00 a.m. to 5.00 p.m., Monday through Friday.
Weekend Emergencies:
Emergencies that occur after 5.00 p.m. Friday and prior to 8.00 a.m. Monday and that severely impact
athletic field usage, concession or restroom operation or are safety hazards should be forwarded to the
Department's after-hours emergency telephone numbers. A list of emergency telephone numbers has
been provided.
When calling the emergency after hours phone numbers please provide the following information:
1. Name of individual
2. Phone number that this individual can be reached
Ec311111111111:F1'i7. . . 0
4. Facility or field identification
5. Specific problem
A park supervisor will immediately be contacted and respond appropriately.
NOTES-
* Please do not attempt to repair or service city equipment and facilities.
* Restrict public access from the area where any problem is identified.
* Report vandalism or graffiti immediately.
* Storage of materials and supplies should be a minimum of 3' away from electrical panels.
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FIELD ORDINANCE
CLOSED DUE TO MAINTENANCE/FIELD CONDITIONS
AUTHORIZED LEAGUE AND TOURNAMENT GAMES ONLY
City of Grapevine Ordinance 2002-57
Penalty of fine not to exceed $500
1P]
DUE TO MAINTENANCE/FIELD CONDITIONS
AUTHORIZED LEAGUE AND
TOURNAMENT GAMES ONLY
City of Grapevine Ordinance 2002-57. Penalty of fine not to exceed $500
CUANDO LA BANDERA ROM ESTA ENCIMA DE
TONS LOS CAMPOS DE FUTBOL SEA CERRADO
DADO A MANTENIMIENTO lCONDICIONES
DEL CAMPO UNICAMENTE PARAJUEGOS
DE LIGA Y TORNEO
Ordenanza 2002-57 de la Ciudad de Grapevine. Multa no a exceder $500
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EXHIBIT "G"
City of Grapevine Parks & Recreation
CODE OF ORDINANCES
The following regulations are taken from the Code of Ordinances and are enforceable.
Sec. 6-16 Animal waste is prohibited in parks and on trails
Sec. 12-95 Placing refuse, etc., on public property unlawful
Sec. 365.012 Health & Safety Code: Illegal dumping; discarding lighted materials; criminal penalties
Sec. 15-15 Damage to public property prohibited
Sec. 16-6 Alcoholic beverages are prohibited in parks
(a) Except as provided by Subsection (b), it shall be unlawful for any person to possess or consume
any alcoholic beverage in a public park of the city.
(b) Consumption of alcoholic beverages is permitted at Grapevine Lake and the reservoir area as
provided by Section 16-55.
Sec. 16-9 Horses are prohibited in parks
Sec. 16-10 Vehicular traffic (motorized) is prohibited in public parks and on trails
Sec. 16-11 Bicycling and skating prohibited on tennis courts and basketball courts
Sec. 16-12 Golfing in public parks (including athletic fields) prohibited
Sec. 16-13 Glass containers in parks prohibited
Sec. 16-14 Park closing —Hours of operation.
(a) All neighborhood parks and joint use school park sites, being those parks that do not exceed three
acres in size and serve residents within a limited area or neighborhood, have limited facilities, and are
owned or leased by the City of Grapevine, shall be closed to the public from one-half hour after
sunset to one-half hour before sunrise.
(b) The following City leased parks, Lakeview Park, Meadowmere Park and Rockledge Park, will be
closed to the public at the hours posted at the entrance of the parks. Anyone in the leased parks
above after the closing of the park shall be in violation of the ordinance and punishable by fine. The
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city manager, or his designee, is authorized to establish the hours of said parks and to post signs at
the entrance to said parks displaying the hours for the parks.
(c) All other park areas owned or leased by the city shall be closed to the public from 10.00 p.m. until
5.00 a.m. each day, except as provided by authorization from the City Manager or the City Manager's
designee.
Sec. 16-16 Athletic Field Closure
(a) It shall be unlawful for any person to trespass onto any athletic field that has been posted "Closed
due to Maintenance/Field Conditions".
(b) The city manager or his designated representative is directed to post signs giving notice that such
action is prohibited in designated areas of public parks.
Sec. 16-17 Fishing or jumping from bridges and right-of-way unlawful
Sec. 16-18 Tobacco and e-cigarette free parks and park facilities
Sec. 16-19 Youth programs standards of care
Sec. 16-20 Firearms and other weapons
(a) It shall be unlawful for a person, other than peace officers and those persons licensed to carry a
handgun under the authority of Subchapter H, Chapter 411, Government Code, to possess, exhibit or
display a firearm or air gun in any public park, athletic field, or recreational facility.
Sec. 16-21 Permit required for non -sponsored organized groups and commercial trainers
Sec. 16-46 Fires
(a) Gasoline and other fuels, except that which is contained in storage tanks of vehicles, vessels,
camping equipment, or hand portable containers shall not be carried onto or stored within Grapevine
Lake or the reservoir area without permission of the city manager.
(b) Fires shall be confined to fireplaces, grills, and not left unattended and must be completely
extinguished prior to departure.
Sec. 16-47 Leash Law in effect
(a) No person shall bring or allow horses, cattle, or other livestock in camping, picnic, swimming, or
other recreation areas except in areas designated by the city manager.
(b) No person shall bring dogs, cats, or other pets into developed recreation areas unless penned,
caged, or on a leash under six feet in length, or otherwise under physical restraint at all times
Sec. 16-48 Explosives, firearms, other weapons and fireworks are prohibited
Sec. 16-52 Sanitation — The improper disposal of such wastes on Grapevine Lake or the reservoir
area is prohibited.
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NOTICE
Reservations of facilities have priority use. For reservations call 817.410.3122
For non -emergency police issues, please call dispatch at 817.410.8127
Priority use by City Sponsored and Co -Sponsored organizations on Athletic fields.
Updated 2018-05
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SCHEDULE OF REQUIRED DOCUMENTS & DEADLINES
1. Association bylaws — with the FUA
2. Projected Budget — with the FUA
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3. Projected Start Dates — with the FUA
4. Current list of all Board Members with addresses, phone numbers and email addresses —with FUA
5. Insurance —one week prior to practice
6. Game & practice Schedule (in calendar form) — two weeks prior to the season
7. Player Roster — one week prior to the season
8. Board/Officers meeting minutes — no later than 15 business days after the association meeting
9. Final Game Schedule — two (2) weeks after the season begins
10. Final Player Roster — 10 days after the last scheduled game
11. Maintenance Fees — 10 days after the last scheduled game of each season
12. End of Season Summary Report — 45 days following the last scheduled game
13. Financial Statement — 45 days following the last scheduled game
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CRIMINAL BACKGROUND CHECK OF VOLUNTEER COACHES
Policv Statement
Criminal Background Checks on Volunteer Coaches and Assistant Coaches in City of Grapevine
Youth Sport Leagues
I.STATEMENT
In an effort to protect children who participate in organized sporting activities with the City of Grapevine,
criminal background checks will be mandatory for all recognized youth sports coaches and assistant
coaches.
II. DEFINITIONS
The City of Grapevine recognizes a head coach as being one who is responsible for scheduling and
organizing practices, attends all practices and games providing guidance and teaching skills to the
participants and who the primary contact is with department staff regarding team or player issues.
An assistant coach is recognized as being one who attends more than two practices or games during
a season for the purpose of providing guidance and teaching skills to the participants, is responsible
for organizing and scheduling practices in the head coach's absence and who the secondary contact
is with department staff regarding team or player issues. Any adult or teen 18 or older who is involved
with a team must meet the above criteria to be recognized as a coach or assistant coach. The City of
Grapevine reserves the right to limit the number of recognized coaches per team.
Only those persons officially recognized as head coaches or assistant coaches by the City of
Grapevine will be allowed to be on the sidelines during games and practices.
III. PROCEDURE
Coaching candidates must sign a Consent for Criminal Background Check form. This form gives the
City of Grapevine the right to check criminal history records and verify social security numbers. Any
applicant who has lived in a state other than Texas within the last 7 years is subject to a nationwide
search. Background checks will be performed by a private screening company and may take up to 3
days to complete. Reasons for being declined the opportunity to coach are attached to this policy. In
some instances, factors of time may be taken into account when considering coaching eligibility (i.e.
length of time since disposition of certain offenses). A committee consisting of the Athletics Supervisor,
Deputy Director or Parks and Recreation and the Recreation Manager of Parks and Recreation and/or
his designee and the city's attorney, as needed, will review background check information to determine
coaching eligibility. All information is strictly confidential. The decision of this committee is final and
may not be appealed. All criminal history record information will be promptly destroyed following
determination of the suitability of the candidate for a volunteer coaching position. Any coach, who while
coaching for the City of Grapevine is arrested for committing an offense per the attached list, will
immediately forfeit his/her coaching eligibility until disposition by the courts. A conviction on an offense
as listed will result in termination of coaching eligibility as stated in this policy. Coaches are required to
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notify the City of Grapevine if arrested or convicted of a listed offense at any time during their coaching
term. Coaches returning for a second season within the same year (October — September) are required
to notify the City of Grapevine of arrests and convictions prior to the start of the season. The City of
Grapevine will conduct an additional background check to determine coaching eligibility.
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All coaching candidates will be checked one time annually to coincide with the City's operating year,
October 1 — September 31. Adopted September 17, 1998 — Grapevine Parks and Recreation Advisory
Board
The following is a list of offenses that would prohibit a coaching candidate to coach a City of Grapevine
youth athletic team:
Arson
Assault (including aggravated and sexual)
Aggravated Kidnapping
Aggravated Robbery
Crimes against Children (including abandonment, abuse, endangerment, pornography, possession or
promotion of pornography, enticement, solicitation, sale or purchase of, injury to, indecency)
Criminal Nonsupport
Criminally Negligent Homicide
Deadly Conduct
Delivery of Marijuana
I ncest
Manufacture of or Delivery of a controlled substance or dangerous drug
Any violation of a law intended to control the possession or distribution of any controlled substance or
illegal drug
Indecent Exposure
Injury to elderly or disabled
Intoxication Manslaughter
Kidnapping
Manslaughter (involuntary or voluntary)
Murder (including capital murder)
Obscenity
Prohibited Sexual Conduct
Prostitution (including promotion of, aggravated promotion of)
Public Lewdness
Rape
Sexual abuse
Marijuana possession*
DWI/DUI*
Theft**
*If a first offense and not currently under probation - eligible. Two or more violations have occurred or
currently on probation - ineligible
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"Eligibility dependent on the severity and length of time passed since the offense occurred.
EXHIBIT "J"
CAPITAL PROJECT/IMPROVEMENT REQUESTS
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