020218 Friday Staff Report ( I) City Manager's Office
DENTON 215 E. McKinney St., Denton, TX 76201 • (940) 349-8307
MEMORANDUM
DATE: February 2, 2018
TO: The Honorable Mayor Watts and Council Members
FROM: Todd Hileman, City Manager
SUBJECT: Friday Staff Report
I. Council Schedule
A. Meetings
1. City Council Luncheon on Monday, February 5, 2018 at 11:30 a.m. in the
Meeting Room at Emily Fowler Central Library, 502 Oakland Street.
2. Committee on the Environment Meeting on Monday, February 5, 2018 at 1:30
p.m. in the City Council Work Session Room.
3. Traffic Safety Commission Meeting on Monday,February 5,2018 at 5:30 p.m.
in the City Council Work Session Room.
4. Committee on Citizen Engagement Meeting on Tuesday, February 6, 2018 at
10:30 a.m. in the City Hall Conference Room.
5. Work Session of the City Council on Tuesday, February 6, 2018 at 12:00 p.m.
in the City Council Work Session Room, followed by a Regular Meeting at 6:30
p.m. in the Council Chambers.
6. Agenda Committee Meeting on Wednesday, February 7, 2018 at 3:30 p.m. in
the City Manager's Conference Room.
7. Work Session of the Planning and Zoning Commission on Wednesday,
February 7,2018 at 5:00 p.m.in the City Council Work Session Room,followed
by a Regular Meeting at 6:30 p.m. in the City Council Chambers.
B. Upcoming Events
1. State of the City, February 15, 2018 at 6:00 p.m. at Embassy Suites by Hilton.
2. NAACP Annual Freedom Fund Banquet, Saturday, February 24, 2018 at 6:30
p.m. at the MLK Center.
OUR CORE VALUES
Integrity • Fiscal Responsibility • Transparency 0 Outstanding Customer Service
II. General Information & Status Update
A. 108 N. Locust(Mini Mall)—Please see attached an Informal Staff Report on the
status of the fire damaged property located at 108 N. Locust St. Staff contact:
Scott McDonald
B. Grant Recipient—The Police Department, in partnership with the Denton County
Friends of the Family, has been selected to be one of six (6) grant recipients for
the Integrity, Action, and Justice: Strengthening Law Enforcement Response to
Domestic and Sexual Violence initiative offered through the International
Association of Chiefs of Police(IACP).The purpose of this initiative is to promote
and enhance trauma-informed culture and practices to assist with recognizing and
preventing gender bias when responding to and investigating sexual and domestic
violence incidents; thus making a lasting impact on victims, the Police
Department, and our community. Among the anticipated results will be the
development of"best practices"in our agency policies, staffing recommendations
to further our work in this area, developing a consistent response to these crimes,
and ensuring Police Department employees are best equipped to navigate these
complex investigations and situations.
This program, funded by the U.S. Department of Justice, provides up to $225,000
for the current FY,and up to$225,000 for FY2018-2019.This funding can be used
for training, travel, additional personnel, and equipment in furtherance of this
initiative. A portion of the award funding will also be dispersed to Denton County
Friends of the Family for their work in this partnership. Staff contact: Chief Lee
Howell
C. Scout Day at SCO-W.E.R.C.S. —Over 250 youth and their families are registered
for Scout Day at ECO-W.E.R.C.S. Resource Recovery Park. This annual event on
Saturday, February 3 from 9 a.m. to 1 p.m., gives participants the opportunity to
tour the City's landfill, water reclamation plant (new this year!), and Pratt
Materials Recovery Facility (recycling center). There are also nine hands-on
science activities, and equipment is displayed for them to see and learn about.
Scout Day is a cooperative event put on through Solid Waste & Recycling,
Sustainability, Water, Wastewater, Watershed, Keep Denton Beautiful, and Pratt
Recycling. Staff contact: Stuart Birdseye
D. Honey Run—On Saturday, Feb. 10, the Sustainability Department will be hosting
its annual Honey Run event at Clear Creek Natural Heritage Center. Over 750
people are currently registered for the run which will offer 5K, 1 OK, and 1-mile
courses. This free event is open to all ages, and strollers and walkers are allowed
on the 1-mile course. This free event helps to promote bee awareness throughout
the community, and show ways to help the bee populations. After the race,
participants will be able to meet with local beekeepers and try samples of locally
produced honey. After the run, over 180 people have already signed up to take the
free "Introduction to Beekeeping" workshop, also held at Clear Creek. Check in
for the run starts at 8 a.m. on race day. Participants can pre-register at
Facebook.com/sustainabledenton. Staff contact: Katherine Barnett
E. Cedar Street Parking Lot—A portion of the Cedar Street Parking Lot was poured
the week of January 29. Efforts are being made to open up the southeast portion
of the parking lot by the end of February providing use of 13 standard parking
spaces and 1 ADA space. Once work on the solid waste revetment is completed
(walls), the dumpsters will be removed from Cedar Street. This will restore two
on-street parking stalls for residents,patrons and employees in the downtown area.
Target date for substantial completion of the parking lot is the end of April to
provide parking capacity for the Arts and Jazz Fest. Staff contact: Mark Nelson
F. Denton Renewable Resource Plan — At the Jan. 22, 2018 Public Utilities Board
meeting, an e-mail sent by Mr. James Orenstein, a north Texas citizen, was
presented suggesting certain items be considered in conjunction with the Denton
Renewable Resource Plan. Attached is a memo from DME General Manager
George Morrow with a response and more information. Staff contact: George
Morrow
G. PARD Monthly Project Report — Please see attached monthly major projects
report from Parks &Recreation.
H. Informal Staff Reports—Please see attached three ISRs on:
• Employ-2-Empower Program- Termination Request from Serve Denton
• Status of Fire Damaged Property located at 108 N. Locust(Mini Mall)
• Council Request for Information on Parks Foundation
III. Attachments
A. Memo Re: Renewable Resource Plan
B. PARD Monthly Project Report
IV. Informal Staff Reports
A. Employ-2-Empower Program
B. Status of the Property at 108 N. Locust(Mini-Mall)
C. Requested Information on Parks Foundation
V. Council Information
A. Council Requests for Information
B. Draft Agenda(Feb. 13)
C. Council Calendar
D. Future Council Items
E. Street Construction Report
_ ,0-NT0 N
M U N I C I P A L
JCOVFY ELECTRIC
r Ene,,—,
DENTON 1659 Spencer Road, Denton, TX 76205 • (940) 349-8487
MEMORANDUM
DATE: February 2, 2018
TO: Todd Hileman, City Manager
FROM: George Morrow, General Manager
SUBJECT: Request for Information Regarding the Denton Renewable Resource Plan
At the January 22, 2018 Public Utilities Board meeting, Assistant City Manager Mario Canizares presented
an email sent by Mr. James Orenstein, a north Texas citizen, suggesting certain items be considered in
conjunction with the Denton Renewable Resource Plan. Mr. Orentstein sent a revised, but similar email to
the City Council on February 2, 2018.
This memo is in response to the major items listed in Mr. James Orenstein's emails.
Setting more specific targets for local, community scale solar proiects, some of which include energy
storage.
DME staff is evaluating the feasibility, costs, financial sustainability and customer demand for a community
solar project. As part of this evaluation, DME is exploring financial/rate options for electric customers,
including the cost effectiveness of community scale versus utility scale solar installations. DME has been
working with the North Central Texas Council of Governments (NCTCOG) which has provided DME with
background information that they have researched.
Continue expansion of solar rebates and other proiects to help homeowners and apartment owners
put solar on their roofs,including pursuing Gold or Silver designation under SolSmart.
As part of the GreenSense Incentive Program, cash rebates are given to DME customers who install
photovoltaic (solar) systems at their residences or businesses. The program started in 2009 with only a
$90,000 annual budget and a few small systems, however, it quickly grew in both scale and funding. For
fiscal year 2018, the solar rebate budget was increased from $200,000 to $300,000.
In addition to the cash rebate, participants are also incentivized by DME's rate structure, which provides
customers with a credit for any generation up to their consumption and a credit for any energy put back on
the DME grid in excess of their consumption.
This year, the City announced its commitment to become a SolSmart designated community. The City of
Denton's dedicated staff members, along with members of NCTCOG, worked together to improve its solar
process by creating one centralized location for citizens to find information related to installing generation,
developing a streamlined process for solar permitting and inspections, and implementing a more efficient
approval process. This earned the City a Bronze Designation.
Currently,the City is committed to becoming a Silver Designated Community by creating policy that clearly
states solar rights of the community and tracking key metrics related to solar energy deployment.
OUR CORE VALUES
Integrity • Fiscal Responsibility • Transparency • Outstanding Customer Service
City Manager
February 2, 2018
Page 2
A more robust demand-response program that would encourage residential, commercial, and
industrial consumers to lower and shift peak energy use.
DME began offering demand response options for its large customers beginning in 2009. This year, DME is
reevaluating the program to improve its acceptance with customers. DME continues to offer services for
customers that choose to participate in ERCOT's Emergency Response Service.
DME hopes to introduce a more robust (new and improved) demand response program in fiscal year 2019.
Some options being explored are voluntary load reduction, a residential thermostat program, and distributed
generation participation.
A more robust weatherization program to help low and middle income home and apartment residents
reduce costs on their electric bills.
In addition to demand response, DME is considering the establishment of energy efficiency incentives for
small and medium commercial customers, a weatherization program for low income customers, and
additional energy efficiency resources for multi-family residents. More information is expected to be
available later in the year.
Investigate adding energy storage to the DEC,both immediately as available from Wartsila and longer
term as available more generally.
Energy storage (battery) technology continues to make significant strides towards improved
performance/efficiency, useful life, reduced cost and commercialization. The potential for cost effective
energy storage applications is judged to be high in the mid to longer term. As noted in the Renewable
Resource Plan, energy storage is considered to be in the "Early Adopter" phase. In this phase, additional
technological and cost improvements can be expected. One of the main benefits of energy storage is to
provide flexible capacity to integrate renewables into the electric grid. The Denton Energy Center, with its
fast response time, will provide similar integration benefits. DME will continue to stay appraised of
energy/battery storage development and consider possible cost effective applications.
Set targets for decommissioning the DEC gas powered generators or converting them to renewable
fuels.
At the moment, DME is focused on meeting targets to complete the construction of DEC and begin
commercial operations in summer 2018.
Join the Natural Gas Supply Collaborative
The Natural Gas Supply Collaborative (NGSC) currently is a consortium of nine very large natural gas
producers and users. NGSC promotes safe and responsible practices for natural gas production. NGSC is
targeted to utilities that are direct customers of natural gas producers or that buy a significant amount of
natural gas. DME has no plans to join NGSC at the current time, but will remain informed of its activities
and may reconsider at a later time.
2
Parks and Recreation Major Projects In Progress
Project Location Budget Irojected Completion Dat Status
Managed by Facilities Management
Bid documents are in Purchasing awaiting the addition of contract incentives. Vendor rating complete by staff and BAFO is
Vela Soccer Complex North Lakes $ 3,120,560 October 2018 being performed.
Oakwood&IOOF Cemetery Fence Oakwood&IOOF $ 508,714 6/1/2018 As 2/2/18 rock column piers dug at IOOF and Oakwood. Still need entrance piers dug.
Carl Young Restroom Carl Young $ 59,718 August 2018 Design complete,construction will bid after CDBG waiting period.
Managed by Parks
Contract approved by City Manager,installation begins Fall 2017.North Lakes and Senior Center completed;Denia,MLK
Center Marquees U1 rec centers and Civic Cente $ 95,000 November 2018 and Civic Center Scheduled for early 2018.
Lake Forest Dam Study Lake Forest $ 80,000 August 2018 Engineering staff is reviewing preliminary findings from TNP.
Loon Lake Trail Connection Wind River $ 63,352 TBD Design complete.Real Estate is working with the Wind River HOA to purchase an easment.
Requested a proposal from TNP to provide 3 concept designs with estimating costs.In-house staff provided concetptual
Industrial Street Pocket Park concept designs Industrial Street TBD January 2018 design.
Oakwood Cemetery monument restoration is complete,work has begun at IOOF.Oakwood is complete. Still working on
Cemetery Headstone Audit and Repair-Phase 2 Oakwood&IOOF $104,423 Aril 2018 IOOF as of 2 2 18
Current restroom is dilapidated to the point of no repairs. CDBG grant recievd to remove and replace existing structure.
Quakertown Restroom Quakertown Park $152,000 Sept 2018 Asbestos and lead test complete and clear. Currently writing specifications.
Priority 2 PARD
Purchase of property at Villages of Carmel Villages of Carmel Addition $ 275,520 February 2018 Purchase transaction complete.Wire of funds processed 2-2-2018.
Purchase of property at Mack Park Mack Park $ 196,565 February 2018 Contracts si ned. Tentatively scheduled for Council approval February 20th.
North Lakes Dog Park North Lakes $ 384,000 On Hold Water meter installed.Director meeting with TNP to develop site plan 06/29/17.PDM with Planning on 8/16/17.
Grading at Industrial Park
Parks and Recreation Major Projects In Progress
Project Location Budget 'rojected Completion Dat Status
2014 Bond Playground Replacements Denia $130,000 October 2018
These three playgrounds will be bundled and bid together.CIP funds have been advanced to complete the project.
2014 Bond Playground Replacements Milam $140,000 October 2018 Anticipated completion date of October 2018.Specifications and Survey complete. Moving forward with purchasing.
2014 Bond Playground Replacements McKenna $150,000 November 2018 CIP funds available spring 2018
2014 Bond Playground Replacements Carl Young $150,000 October 2019 CIP funds available spring 2019
2014 Bond Playground Replacements Nette Schultz $110,000 October 2020 CIP funds available spring 2020
Recently Completed
Wave Pool Waterworks Park $ 2,677,512 May 2017 The Wave Pool opened on July 8,2017.
Accessible Swing Installation Ernest Dallas Park $ 18,000 May 2017 The bud et was$18,000 recevied$7,626 from the Park Foundation,which lead the project to come in$7,626 under budget.
The budget was$40,000,the project was completed for$40,000.
Amenity rebuild and rearrangement Skate Park $ 40,000 June 2017
Playground Replacement Londonderry $ 113,398 June 2017 The budget was$113,398,the project was completed for$89,000,coming in under budget b $24,398.
Shade Structure Installation Golf Driving Range $ 50,207 June 2017 The budget was$50,207,the project was completed for$42,538,coming in under budget b $7,669.
Avondale Sidewalk Avondale $ 74,787 Au 2017 The budget was$74,787,the project was completed for$74,787.
Cemetery Headstone Audit and Repair-Phase 1 Oakwood&IOOF $ 49,000 September 2017 67 monuments repaired.
Resurface Avondale Basketball Court Avondale $ 5,000 Sept 2017 Com lete
9 11 Firefighters Art Fire Central $ 325,000 Sept 2017 Complete and dedication held on 9/11/17
Surls Art Civic Center $ 105,000 October 2017 Artwork installed on 10 16 17.
Punch list delivered 10/5,due 10/20. Concession stand will open to the public for the 2018 season. PROJECT
Concession Stand at Water Works Park Water Works Park $ 2,677,512 October 2017 COMPLETED 12-20-17
10/10 Electrical installed.Grading and sod completed,bench installation,still needed.11/7/17 Training complete.
Spray Ground Carl Young Park $ 200,000 November 2017 PROJECT COMPLETE
135 Art Medallions at North Texas Blvd I-35&N.TX Blvd $ 200,000 November 2017 Medallions are installed. PROJECT COMPLETE
Evers Trail TXDOT Grant ers Elementary to North Lak $ 1,814,434 November 2017 Passed inspection.
The project is 98%complete,only lack the shade structure. Field is ready for play. Shelter is constructed.PROJECT
Fred Moore Athletic Fields Fred Moore Park $ 52,317 September 2017 COMPLETE
Date: February 2,2018 Report No. 2018-011
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
To provide City Council with an update of Employ-2-Empower, Denton's employment program
for persons experiencing homelessness.
EXECUTIVE SUMMARY:
Employ-2-Empower(E2E) is a pilot project employing people experiencing homelessness
working on clean-up projects at City facilities. At this time the E2E partners are requesting to
terminate the program and the MOU agreement with the City effective February 9, 2018.
BACKGROUND:
In late 2016, Denton City Council members expressed interest in pursuing a similar program to
Albuquerque's program called"There's a Better Way". City staff was asked for ideas regarding
how to implement a program that creates employment opportunities for the homeless in Denton.
A planning group of city staff and local nonprofits drafted a project proposal and identified the
level of interest from other community partners. The group reviewed similar projects offered in
Albuquerque, Amarillo, and Denver. As a result, the group drafted a proposal for a pilot project
called Employ-2-Empower(E2E).
The program was designed to help the literally homeless gain the skills, experience and
confidence needed to find living-wage jobs by 1) Helping people develop a job history; 2)
Providing training and experience to develop soft skills; and 3) Connecting people to long-term
employment opportunities.
On February 21, 2017, the group presented the E2E pilot project to the City Council and
requested $42,000 in funding to be leveraged with cost sharing in-kind options provided by
multiple community partner agencies through in-kind service delivery. In addition, the project
required city departments to identify work projects that are suitable for workers enrolled in the
program. City Council authorized staff to proceed with an agreement granting $21,000 funded
from FY 2016-17 and$21,000 from FY 2017-18 to support the program.
In June 2017, the City of Denton and Denton Assistance Center, Inc., d/b/a Serve Denton
("Serve Denton") agreed upon a Memorandum of Understanding(MOU) and Council authorized
the MOU agreement through an ordinance on June 20, 2017. The City provided the first
installment of$21,000 in August of 2017.
The first employees went to work in September 2017 cleaning City right-of-ways and parks.
Employees earned $9 and hour, working on Tuesdays and Wednesdays, and they attended one
hour of paid training per week from other agencies like the United Way. In addition,participants
received lodging at Monsignor King Outreach Center(MKOC), meals for the day from Our
Daily Bread(ODB), and work clothing like gloves and boots from Vision Ministries and MKOC.
Date: February 2,2018 Report No. 2018-011
Vision Ministries provides transportation to and from job sites, as well as job site supervision
and coordination with City staff for weekly job site projects. The In-Kind contributions from all
partners totals just over$5,000, matching current expenditures for salaries and payroll taxes.
DISCUSSION:
The goal of E2E was to employ ten participants in the program with five participants enrolled for
the first six months and another five in the second six months. At the initial launch of E2E, the
program experienced limited success in recruiting and hiring participants finding that the lack of
stable housing is a significant barrier to participation. Other complicating factors were the need
for overall program design improvements to better serve the whole client, including case
management support.
E2E received 50 applications with 17 individuals showing up for interviews. Fifteen were
accepted into the program. Out of the 15, nine completed the required drug testing with four
actually reporting for work. All four participants exited the program early: two secured
employment, one moved to another city, and one left the program because of garnishments.
At this time the Serve Denton with agreement from all E2E partners are requesting to terminate
the program and the MOU agreement with the City on February 9, 2018. Recognizing the issues
with the existing program, they expressed the desire to be a fiscally responsible partner with the
City. The E2E partners wish to take time to assess the pilot findings, review the program design,
and plan to return with improvements or a new program proposal at a later date.
CONCLUSION:
E2E is a pilot project. The E2E partners have evaluated the program on an ongoing basis and
have determined that under the current design it will not meet the desired outcomes and would
not be a responsible use of the funds. City staff agrees with this assessment and is therefore
recommending that the request to terminate the MOU be accepted. The City Manager has
authorization to agree to mutual termination of the contract, unless City Council has questions or
concerns regarding the MOU.
At the date of termination, any remaining funds from the initial $21,000 allocation will be
provided to the City from Serve Denton as required by the MOU.
ATTACHMENT(S):
1. Letter Requesting to Terminate
2. MOU
STAFF CONTACT:
Danielle Shaw, Human Services Coordinator
Community Development
(940) 349-7237
Danielle.Shaw(a,cityofdenton.com
! I I
Todd Hileman, City Manager
City of Denton
215 E. McKinney St., Ste 100
Denton, TX 76201
Dear Todd,
Denton Assistance Center, Inc. d/b/a Serve Denton is requesting that the City agree to terminate the MOU signed in
June 2017 for the Employ 2 Empower(E2E) program.According to the terms of the MOU, we are asking to terminate
this MOU based on our inability to fulfill the obligations for the program outcomes.
The goal of E2E was to employ ten participants in the program with five participants enrolled for the first six months
and another five in the second six months. At the initial launch of E2E,the program experienced limited success in
recruiting and hiring participants finding that the lack of stable housing is a significant barrier to participation. Other
complicating factors around the need for overall program design improvements to better serve the whole client
including case management support.
E2E has made great effort to recruit individuals for this program,to help provide employment for homeless individuals
and give them access to other services while they perform these jobs. E2E received 50 applications with 17
individuals showing up for interviews.We held interviews at Monsignor King Outreach Center to reduce the barrier of
transportation, since many were staying there. Fifteen were accepted into the program. Out of the 15, nine completed
the required drug testing with four actually reporting for work. Four participants exited the program early. 2 secured
employment, 1 moved to another city and 1 left the program because of child support garnishments.
At this time the E2E partners are requesting to terminate the program and the MOU agreement with the City
on February 9, 2018. E2E is a pilot project. The E2E partners have evaluated the program on an ongoing basis and
have determined that under the current design it will not meet the desired outcomes and would not be a responsible
use of the funds.At the date of termination any remaining funds from the initial$21,000 allocation will be provided to
the City from Serve Denton as required by the MOU. The E2E partners wish to take time to assess the pilot findings,
review the program design with the plan to return with improvements or a new program at a later date.
Attached is our YTD income($21,000)and all expenditures YTD date. Once the MOU is terminated, we will repay all
remaining funds immediately to the City.
We thank you for your time and resources committed to this project. We hope you understand the circumstances for
the termination of this agreement.
Sincerely,
Carlie Kuban
Executive Director, Serve Denton
OUR MISSION
Serve Denton supports nonprofits that open doors for people to become self-sufficient.
info@servedenton.org • 75-2946412
306 N. LoopDenton,
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF DENTON, TEXAS AND
DENTON ASSISTANCE CENTER,INC. d/b/a SERVE DENTON TO IMPLEMENT
EMPLOY TO EMPOWER(E2E)
DENTON'S EMPLOYMENT EMPOWERMENT PROGRAM FOR PERSONS
EXPERIENCING HOMELESSNESS
STATE OF TEXAS §
COUNTY OF DENTON §
This Memorandum of Understanding, made this_ day of , 2017, by and
between the City of Denton, A Texas municipal corporation, wi 1ts principal office at 215 East
McKinney Street, Denton, Denton County, Texas 76201, herciriaftex° called "City" and Denton
Assistance Center, Inc. d/b/a Serve Denton, a 5016 organization with an office at 1980 East
University Drive, Denton, Texas 76209, hereinafter called "Serve Denton," acting herein, by and
through their duly authorized representatives.
WITNESSETH, that in consideration of the covenants and agreements herein contained, the
parties hereto do mutually agree as follows:
INTRODUCTION
There is growing recognition that homelessness is a significant issue in our community. The
number of homeless will continue to increase and the costs to the community will continue to
mount unless immediate action is taken.
Employment empowers people experiencing homelessness. Meaningful and sustainable
employment is a key component to creating and maintaining housing stability. However,
individuals experiencing homelessness face obstacles to finding and maintaining employment.
Connecting them with job training and placement programs is critical to ensure they have the
tools needed to exit homelessness and for long-term stability.
OVERVIEW AND PURPOSE
This program will help the literally homeless gain the skills, experience and confidence needed
to find living-wage jobs.
1, Help people develop a job history.
2, Provide training and experience to develop soft skills.
3.. Connect people to long-term employment opportunities.
BACKGROUND
Denton City Council members expressed interest in pursuing a similar program to Albuquerque,
New Mexico's program called "There's a Better Way". City staff were asked for ideas how to
implement a program that creates employment opportunities for the homeless in Denton. In
November, 2016 a planning group of city staff and local nonprofits was assigned the task to draft a
project proposal and identify level of interest for implementation from other community
partners.
The group met regularly through January 2017 making final recommendations to City Council
for a program called Employ 2 Empower. The program sought $42,000 in funding to be
leveraged with cost sharing options through in-kind service delivery through multiple partner
agencies.
This proposal was accepted and the City Council agreed to fund $42,000.
This Memorandum of Understanding (MOU) between the City and Serve Denton regards the
implementation of a homeless employment initiative known as Employ 2 Empower (the
"Program") under which Serve Denton will employ literally homeless persons (the
"Participants").
RIESPONSIBILITIES
The City of Denton, Texas Contribution
The City will provide a one-time contribution to fund, in part, the Program,
Barbara Ross, Community Development Manager, will serve as the key staff contact to oversee
the City's contribution.
The City agrees to:
I< Fund a total of $42,000 to be used by Serve Denton toemploy Participants in the
Program. Participants in the Program are expected to work 2 days a week, for a
period not to exceed six months. The City and Serve Denton agree that Participants
will serve as at-will employees of Serve Denton, and nothing in this Agreement shall
be construed to create a right of any Participant toemployment with Serve Denton,
the City, or any other entity or person. The funding from the City is expected to
support the wages and administrative costs for 4,000 man-hours of labor for around
10 employees.
2. The above contemplated amount will be paid pursuant to a payment schedule: Pay to
Serve Denton $21,000 to be funded from FY 2017 payable in June 2017 and $21,000
to be funded from FY 2018 payable in October 2017.
2
3. Work with Serve Denton's lead staff to approve outputs and outcomes associated with
this initiative.
4. Notify the City Council, Denton County Homeless Coalition and the United Way of any
related activities addressing homelessness so as not to duplicate efforts.
5. Identify City department lead staff who can provide weekly job projects for
Participants in the Program.
Serve Denton's Contribution
Serve Denton will serve as the manager and supervisor of the Program. Serve Denton will
receive City funds and seek input from other community partners concerning Serve Denton's
employment of Participants. The City and Serve Denton agree that all decisions concerning
hiring, termination, employee discipline, work schedules, or any other decision requiring the
exercise of employer discretion will be made by Serve Denton alone.
Danita Summers will serve as the key staff contact for Serve Denton concerning the management
of the Program.
Serve Denton agrees to:
1. As the project manager and legal employer, receive City funds to administer the
Program and pay Participants.
2. Provide human resources administrative services to handle employee processing and
pay wages for hours worked to Participants in the Program.
3. Spend no more than $6,000 of the funds provided by the City on its administrative
costs.
4. Work with the Employ 2 Empower Steering Committee and pilot project partners to
identify and update outputs and outcomes associated with this initiative.
5. Ensure that Employ to Empower Steering Committee and pilot project partners
provide regular reports to the City on the progress toward agreed upon outputs and
outcomes.
SCOPE OF SERVICES
The Program is designed to help the literally homeless gain the skills, experience and confidence
needed to find living-wage jobs. The following services will be provided by Serve Denton, or
their contractors, as part of this program.
1. Within the period of this Agreement, provide training and experience to at least ten
Participants in order to develop job and soft skills.
2. Coordinate with the City to identify work requirements and determine a work
schedule for the persons in this program.
3. Help the persons in this program develop ajob history.
3
4. Connect graduates of this program to long-term employment opportunities.
5. The City and Serve Denton agree that Participants will only is up litter in mowed
open areas along main thoroughfares and city parks, paint park restrooms, paint trash
cans, or paint playground equipment.
6. The City and Serve Denton agree that at no time will any Participant operate any
electric or gasoline powered tool or equipment, use a ladder of any height, or work in
areas not previously mowed on a monthly basis.
7. Serve Denton agrees to provide appropriate safety equipment including reflective
vests, eye protection, gloves, work boots, sun hats, sunscreen, water, and handheld
tools as Serve Denton, in its sole discretion, deems appropriate.
DURATION OF THE AGREEMENT
This MOU will be executed upon signature of of parties and will apply for the period of
June 1, 2017 to May 31, 2018.
This MOU may be modified, altered, or revised, by mutual written consent of all parties, by the
issuance of a written amendment, signed and dated by all the parties.
OBLIGATIONS
In consideration of the receipt of funds from the City, Serve Denton agrees to the following
terms and conditions:
I The City shall not be obligated or liable under this Agreement to any party other than
Serve Denton for payment of any monies or provision of any goods or services.
2. All expenditures of these funds shall be those in accordance with the scope of
services as provided herein and shall not utilize these funds for any other purpose.
I Serve Denton will establish, operate, and maintain an account system for this
program that will allow for a tracing of funds and a review of the financial status of
the program. The system will be based on generally accepted accounting principles
as recognized by the American Institute of Certified Public Accountants.
4. Serve Denton will maintain financial records that will provide accurate, current,
separate, and complete disclosure of the status of the funds received under this
Agreement, and permit authorized officials of the City to review these records at any
time.
5. Serve Denton will not enter into any contracts that would encumber funds provided
by the City for a period that would extend beyond the term of this Agreement.
6. Serve Denton will appoint a representative who will be available to meet with City
officials when requested.
7. Serve Denton will permit authorized official from the City to carry out monitoring
and evaluation of Serve Denton's activities to ensure adherence to the Scope of
Services, and Program Goals and Objectives.
8. Serve Denton will submit performance/beneficiary reports on a quarterly basis tothe
City, to include information such as: number of persons assisted, training provided;
4
number of persons transitioned to permanent employment; and explanation of any
major changes in program services.
INSURANCE
1. Serve Denton shall be required to purchase and maintain General Liability insurance with
a combined single limits of not less than $1,000,000. The policy shall be written on an
occurrence basis either in a single policy or in a combination of underlying and umbrella
or excess policies. Said General Liability shall provide coverage for:
a. premises, operations;
b. products, and completed operations;
c. independent contractors;
d. contractual liability covering this contract; and
e. broad form property damage coverage.
1 Serve Denton shall be required to purchase and maintain Workers' Compensation
insurance which, in addition to meeting the minimum statutory requirements for issuance
of such insurance, has Employer's Liability limits of at least $100,000 for each accident,
$100,000 per each employee, and a $500,000 policy limit for occupational disease. The
City need not be named as an "Additional Insured" but the insurer shall agree to waive all
rights of subrogation against the City, its officials, agents, employees and volunteers for
any work performed for the City by the Named Insured.
3. Serve Denton shall be required to purchase and maintain Commercial Automobile
Liability insurance with Combined Single Limits (CSL) of not less than $500,000 either
in a single policy or in a combination of basic and umbrella or excess policies. The policy
will include bodily injury and property damage liability arising out of the operation,
maintenance and use of all automobiles and mobile equipment used in conjunction with
this contract, and shall provide coverage for any auto, or all owned, hired, and non-owned
autos.
4. Serve Denton will maintain adequate and continuous automobile liability insurance on all
vehicles owned, leased or operated for this program. Additionally, all employees and
contractors of Serve Denton who are required to drive a vehicle in the normal scope and
course of this program must possess a valid Texas driver's license and automobile
liability insurance. Evidence of the employee's current possession of a valid license and
insurance must be maintained on a current basis in Serve Denton's files.
5, Actual losses not covered by insurance as required by this Section are not allowable costs
under this Agreement, and remain the sole responsibility of Serve Denton.
6, The policy or policies of insurance shall contain a clause which requires that the City and
Serve Denton be notified in writing of any cancellation of change in the policy at least 30
days prior to such change or cancellation.
5
T Any general liability or automobile insurance policies shall name the City of Denton as
an Additional Insured.
INDEMNIFICATION/HOLD HARMLESS
Serve Denton shall release, indemnify, defend, and hold harmless the City, it employees, officials
and agents against any and all claims, demands and lawsuits, and shall pay all costs and
attorney's fees incurred in the defense thereof, for any injury to persons or premises damage,
including claims of Serve Denton employees, agents and invitees allegedly resulting from any
act, incident, or accident arising from this program, except for those acts, incidents, or accidents
arising from the gross negligence or willful misconduct of the City. The City and its employees
and agents are not liable to Serve Denton employees, agents, invitees, or any other persons for
any injury to any of those persons or for any damage to personal property caused by an act,
omission, or neglect.
It is expressly intended that any Participants in the Program working on job projects identified by
the City for the Program are not employees of the City and shall not be entitled to any benefits
from the City, including workers'compensation coverage. Additionally, Serve Denton expressly
releases, waives, and indemnifies the City for any claims by its employees in the Employ 2
Empower program for workers'compensation or related benefits, and shall cause it workers'
compensation insurance carrier to provide a Waiver of Subrogation in favor of the City.
INDEPENDENT CONTRACTOR
Serve Denton shall provide services to the City as independent contractors, not as employees of
the City. Serve Denton shall not have or claim any right arising from employee status.
NO PARTNERSHIP OR JOINT VENTURE
Nothing in this MOU shall be construed or interpreted to make the City and Serve Denton
partners or joint venturers, or to make one an agent or representative of the other, or to or any
rights to any third party other than as expressly provided herein.
ARBITRATION AND ALTERNATE DISPUTE RESOLUTION
The parties may agree to settle any disputes under this Agreement by submitting the dispute to
mediation. No mediation arising out of or relating to this Agreement may proceed without the
agreement of of parties to submit the dispute to mediation. The location for the mediation
shall be the City of Denton, Denton County, Texas unless a different location is agreed
TERMINATION OF AGREEMENT
Notwithstanding any other provision of this Agreement, either party may, for reasons specified
below, terminate by giving thirty (3 0) days' advance written notice to the other party.
6
This Agreement may be terminated in whole or in part in the event of either party substantially
failing to fulfill its obligations under this Agreement. No such termination will be affected
unless the other party is given (1) written notice (delivered by certified mail, return receipt
requested) of intent to terminate and setting forth the reasons specifying the non-performance,
and not less than thirty (30) calendar days to cure the failure; and (2) an opportunity for
consultation with the terminating party prior to termination.
If the Agreement is terminated prior to completion of the services to be provided hereunder,
Serve Denton shall immediately cease all services and shall render a final bill for services to the
City within thirty (30) days after the date of termination. The City shall pay Serve Denton for all
services properly rendered and satisfactorily performed and for reimbursable expenses incurred
prior to the date of termination, in accordance with "Compensation." Should the City subsequently
contract with a third party for the continuation of services on the Program, the third party and
Serve Denton shall cooperate in providing information. Serve Denton shall turn over all
documents prepared or furnished by Serve Denton pursuant to this Agreement to the City on or
before the date of termination, but may maintain copies of such documents for its use. Serve
Denton shall refund to City any excess payment for services that were not rendered within ten
working days of the City's request. This includes any sum of money which has been paid by the
City and which the City at any time thereafter determines: has resulted in overpayment to Serve
Denton; or has not been spent strictly in accordance with the terms of this Agreement; or is not
supported by adequate documentation to fully justify the expenditure,
RESPONSIBILITY FOR CLAIMS AND LIABILITIES
Approval by the City shall not constitute, nor be deemed a release of the responsibility and
liability of Serve Denton, its employees, associates, agents, subcontractors, and sub Partners for
the accuracy and competency of their designs or other work; nor shall such approval be deemed to
be an assumption of such responsibility by the City for any defect in the design or other work
prepared by Serve Denton its employees, subcontractors, agents, and Partners, Serve Denton
retains responsibility and liability at all times during this Agreement and after completion of this
Agreement.
NOTICES
All notices, communications, and reports required or permitted under this Agreement shall be
personally delivered or mailed to the respective parties by depositing same in the United States
mail to the address shown below, certified mail, return receipt requested, unless otherwise
specified herein. Mailed notices shall be deemed communicated as of three (3) days' mailing:
To SERVE DENTON: Denton Assistance Center, Inc. d/b/a Serve Denton
1980 East University Drive
Denton, Texas 76209
7
To• CITY. City of Denton
Barbara Ross
215 East McKinney
Denton,Texas 76201
All notices shall be deemed effective upon receipt by the party to who such notice is given, or
within three (3) days' ailing.
SEVERABILITY
If any provision of this Agreement is found or deemed by a court of competent jurisdiction to be
invalid or unenforceable, it shall be considered severable from the remainder of this Agreement
and shall not cause the remainder to be invalid or unenforceable. In such event, the parties shall
reform this Agreement to replace such stricken provision with a valid and enforceable provision
which comes as close as possible to expressing the intention of the stricken provision.
COMPLIANCE WITH LAWS
Serve Denton shall comply with all federal, state, and local laws, rules, regulations, and
ordinances applicable to the work covered hereunder as they may now read or hereinafter be
amended.
ETHICAL REQUIREMENTS
Serve Denton covenants and agrees that its officers, employees, and agents have no interest, and
will acquire no interest, including personal financial interest, either directly or indirectly, which
will conflict in any manner with the performance of the services called for under this Agreement.
No officer oremployee of the City shall have a financial interest, direct or indirect, in any
contract with the City, or be financially interested, directly or indirectly, in the sale to the City of
any land, materials, supplies or services, except on behalf of the City or in compliance with the
provisions of the City of Denton's Personnel Policies and Procedures Manual. Any violation of
this provision shall render this Agreement voidable at the discretion of the City.
DISCRIMINATION PROHIBITED
In performing the services required hereunder, Serve Denton shall not discriminate against any
person on the basis of race, color, religion, sex, national origin or ancestry, age, or disability.
PERSONNEL
Serve Denton represents that it has or will secure, at its own expense, all personnel required to
perform all the services required under this Agreement. Such personnel shall not be employees or
officers of, or have any contractual relations with the City. Serve Denton shall inform the City of
any conflict of interest or potential conflict of interest that may arise during the term of this
Agreement.
8
All services required hereunder will be performed by Serve Denton. All personnel engaged in
work shall be qualified, and shall be authorized and permitted under state and local laws to
perform such services.
In those instances deemed necessary by the City, Serve Denton shall conduct background checks
on Participants
ASSIGNABILITY
Serve Denton shall not assign any of its scope of services under in this Agreement, and shall not
transfer any of its scope of services under this Agreement (whether by assignment, novation, or
otherwise)without the prior written consent of the City, and such consent will not be
unreasonably withheld or delayed. Should Serve Denton assign any part of the monies due under
this Agreement, Serve Denton is required to provide written notice of the same to City. Any
assignment of monies due under this Agreement shall not change any of the terms or conditions
of this Agreement to include but not limited to the terms and conditions for payment under this
Agreement.
MODIFICATION
No waiver or modification of this Agreement or of any covenant, condition, or limitation herein
contained shall be valid unless in writing and duly executed by the party to be charged therewith,
and no evidence of any waiver or modification shall be offered or received in evidence in any
proceeding arising between the parties hereto out of or affecting this Agreement, or the rights or
obligations of the parties hereunder, and unless such waiver or modification is in writing and
duly executed; and the parties further agree that the provisions of this section will not be waived
unless as set forth herein.
VENUE
This Agreement shall be governed by the laws of the State of Texas, venue and jurisdiction of
any suit or cause of action arising under this Agreement shall lie exclusively in a court of
competent jurisdiction sitting in Denton County, Texas.
RIGHT TO AUDIT
The City shall have the right to audit and make copies of the books, records and computations
pertaining to this Agreement. Serve Denton shall retain such books, records, documents and
other evidence pertaining to this Agreement during the contract period and five (5)years
thereafter, except if an audit is in progress or it findings are yet unresolved, in which case
records shall be kept until all audit tasks are completed and resolved.These books, records,
documents and other evidence shall be available, within 10 business days of written request.
Further, the Serve Denton shall also require all Subcontractors, material suppliers, and other
payees to retain all books, records, documents and other evidence pertaining to this Agreement,
and to allow the City similar access tothose documents. All books and records will be made
available within a 50 mile radius of the City of Denton. The cost of the audit will be borne by the
9
City unless the audit reveals an overpayment of 1%or greater. If an overpayment of 1%or
greater occurs, the reasonable cost of the audit, including any travel costs, must be borne by
Serve Denton, which must be payable within five business days of receipt of an invoice. Failure
to comply with the provisions of this section shall be a material breach of this contract and shall
constitute, in the City's sole discretion, grounds for termination thereof. Each of the terms
"books" "records" "documents" and "other evidence" as used above shall be construed to
include drafts and electronic files, even if such drafts or electronic files are subsequently used to
generate or prepare a final printed document.
SIGNATURES
Todd Hileman, City Manager....... ..._.W_ ... ............. ._ .�...... �_��
Date
City of Denton
Date...... .� .._. . m
Denton Assistance Center, Inc. d/b/a-Serve Denton
By: Karen K. Martin
Title: Executive Director
ATTEST:
City :ccretar.'Y
APPROVED AS TO FORM:
r
City Attorney
10
Date: February 2,2018 Report No. 2018-012
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Status of the fire damaged property located 108 N. Locust St. (Mini-Mall)
BACKGROUND:
December 26, 2017 a four alarm fire occurred at the subject address. The building was a complete loss
with only the front and rear facades remaining.
Since the day of the fire City staff has worked with the property owners to provide them information and
options on how best to assist during this very difficult and emotional time. The information included
staff contact information, a list of professional resources and information on available grants through a
number of different agencies. Staff actions were focused on assisting them through their decision
making process in an effort to quickly abate the hazard and open the public streets and sidewalk.
Since the fire occurred there has been a great deal of discussion on the historic significance of the Mini
Mall. This property is in close proximity to a historic landmark, however this building is not a
designated as historic landmark. Therefore the property owner does not have limitations or requirements
to go before the Historic Landmark Commission, nor does the City have cause to prevent or delay the
demolition of the building.
For the past month the property owners have had a variety of contractors and engineers survey the
building in order provide professional recommendations for the family's consideration. After careful
deliberation the owners have contracted with a firm to demolish the remaining building facades and
remove the fire debris.
January 31, 2018 Tactical Demolition made application for a demolition permit to abate the hazard and
remove the fire damaged materials from the site. The contractor will begin by saw cutting both front and
back fagade walls. They will confirm there are no connections to the adjacent properties. The contractor
will knock down the front fagade and remove the rear fagade and contents from the Locust side of the
building. The site will be completely removed clear down to the ground or slab where concrete exists.
February 2, 2018 City of Denton Building Inspection issued a Demolition Permit for 108 N. Locust St.
On or after February 6, 2018 Tactical Demolition will begin operations. The contractor will take
measures to prevent damage to neighboring properties as well as City sidewalk, streets and utilities. It is
anticipated the contractor should complete the work within a total of seven days,removing the
temporary fencing on both Locust and Austin Streets immediately following the demolition operations
abating the dangerous condition. The contractor will suspend construction operations over the weekend
to avoid noise and disruption to businesses on the square.
Date: February 2,2018 Report No. 2018-012
The owners will be installing an eight(8) foot tall wood wall on both facades following once the
demolition contractor completes their work.
This project will inevitably draw spectators; staff has coordinated with both police and fire to closely
monitor site conditions to ensure public safety. Additionally, economic development staff will be
communicating with business in the area to provide this information and address any concerns they may
have.
STAFF CONTACT:
Scott A. McDonald
Director/Chief Building Official
Department of Development Services
940-349-8539
Scott.mcdonaId@cityofdenton.com
Date: February 2,2018 Report No. 2018-013
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
January 10 Request of Information on Parks Foundation
BACKGROUND:
During the January 19a'Council meeting, Council Member Sara Bagheri requested information
on:
• The total number of scholarships supported by the Foundation.
• Fee assessments related to the Denton Youth Sports agreement.
• The amount of staffing services provided to the Parks Foundation and any vendor
contracts paid by the City for services received by the Parks Foundation.
In response to the request, the following information is being provided.
Denton Youth Sports Fees
The Denton Parks and Recreation Department(PARD) enters into an annual agreement with
Denton Boys Baseball, Inc. (DBBI), Denton Soccer Association(DSA), and Denton All-Star
Youth Football League (DAYFL) for the use of athletic fields. The agreement, known as the
Field Utilization Agreement, defines the role and responsibilities of each entity, outlines the rules
and regulations for field use, and establishes an allocation of field use time. Attachments of the
2017 and 2018 agreements are included and listed as Exhibit 1 and Exhibit 2 respectively.
Section 11 of the agreement states the applicable documentation and fees required by PARD.
Historically, three specific fees were included in the agreement. An Impact Fee of$15 per child
per season and $25 per child per season for select players was assessed. An additional $5
Nonresident Fee was also collected. Both the Impact Fee and Nonresident Fee are part of
PARD's fee scheduled that is reviewed and adopted by Council on an annual basis. Fees
collected go to General Fund revenue.
A third Enhancement Fee of$5 per registered player was also assessed. Per the agreement, the
funds are made payable to the Denton Parks Foundation and placed into a Park Foundation
account. Use of the enhancement fee must be voted on by a majority of Denton Youth Sports
Association(DYSA)members, comprised of the three sport associations, and is to be used for
field improvements. Proposed improvements and enhancements to the athletic fields must be
approved by PARD.
Following a yearly review and update of the agreements, the Enhancement Fee was removed
from the 2018 agreement. It was determined that because the fee was made payable to the
Foundation and funds were held by the Foundation, the transaction should occur solely between
DYSA and the Foundation. Work on the athletic fields would continue to be evaluated and
approved by PARD.
Date: February 2,2018 Report No. 2018-013
An accounting of the collection and use of the Enhancement Fee was tracked by PARD's
Athletic Division. A balance sheet for 2017 is attached as Exhibit 3 listing the fees collected and
detailing expenditures for each association.
Scholarships
PARD offers two scholarship programs providing financial assistance to families and
individuals. One scholarship is fully funded by a Community Development Block Grant
(CDBG) and covers the full cost of summer camp. The second scholarship covers half of
program fees, can be applied to any PARD youth program, and is partially funded by the Parks
Foundation.
Funding for partial scholarships is raised through various activities including donations, fund-
raising, and allocation of proceeds from PARD hosted events,programs, and activities. The
funds are held in a Parks Foundation account. Parks Foundation advises PARD on the amount
available for scholarships each year.
Eligibility for a partial scholarship is based on criteria used by the Denton Independent School
District(DISD) for free and reduced lunches. Parents and guardians must provide a copy of the
free or reduced lunch letter from the school district. Beginning in the current fiscal year, the
maximum award to an individual is $150 per year. The time period is August 1 to July 31 to
coincide with the DISD calendar. Prior to FY 2016—2017, scholarships were limited to $250
maximum per child and a$500 maximum per family. The scholarships were also limited to
summer camps and childcare programs.
Scholarships are awarded by PARD staff on a first come first serve basis. Requests are
processed by PARD staff and recorded in Civic Rec, the Department's registration software. As
an individual registers for a youth program, a partial credit is applied. The registrant is
responsible for the remaining balance. PARD requests reimbursement for the partial credit from
the Parks Foundation on a quarterly basis. An accounting of the scholarships used is provided to
the Parks Foundation as documentation. Below is a four year history of the number of
scholarships awarded and the number of individuals served.
Awards FY 2013 - FY 2014 - 2015 FY 2015—2016 FY 2016- 2017
2014
# of Scholarships 269 314 365 416
People Served 128 161 185 191
Staffing and Vendor Services
Staff continues to work on gathering the information related to staffing and vendor services
provided to the Parks Foundation.
ATTACHMENT(S):
Exhibit 12017 Sports Association Agreement
Exhibit 2 2018 Sports Association Agreement
Exhibit 3 Enhancement Fee History
Date: February 2,2018 Report No. 2018-013
STAFF CONTACT:
Laura Behrens
Interim Director of Parks and Recreation
Laura.Behrens(acityofdenton.com
CITY OF DENTON
PARKS AND RECREATION DEPARTMENT
2017 CO-SPONSORSHIP AGREEMENT FOR YOUTH SPORTS ASSOCIATIONS
This Annual Co-Sponsorship Agreement, herein called "Agreement" is made and entered this
day of , between the City of Denton Parks and Recreation Department,
herein called "City", and the , herein called "Association."
For and in consideration of the mutual undertakings herein set out, the parties agree as follows:
The Association utilizes public athletic facilities that are provided and maintained by, and at
the cost of, the City. In return for the use of those facilities, the Association hereby agrees
to abide by the following standards, requirements, and guidelines set by the City for all
recreational youth sports. Failure to abide by these standards and guidelines could result in
restriction of facility use or the cancellation of the Agreement.
Section 1 . FIELD ALLOCATION
Both the City and the Association agrees that these allocated fields are owned by the City and
provided for the benefit of all citizens of Denton. The City shall maintain final approval over the use
of these fields at all times. The City reserves the right to use any field for other events or programs
if notice is given to the appropriate Association at least one month prior to registration for the next
season, or if the Association's schedule allows for additional field usage by the City. The City
reserves the right to change field or concession assignments.
Associations will report enrollment numbers to the Athletics Office at least one week prior to
practices beginning for each season in order to receive their field allocation for that season.
Associations should accurately estimate their enrollment for the season. At minimum, fees will be
based on this reported enrollment. The allocation chart is located in Exhibit A. The City may utilize
any fields not allocated.
Based on enrollment numbers:
• Denton All-Star Youth Football League (DAYFL) will use North Lakes Football Complex and
its concession stand Monday — Saturday during their season. The City will utilize the North
Lakes Football Complex and its concession stand from February — June. During the DAYFL
season, the City will continue to use the complex on Sundays and reserves the right to use
the complex on Saturdays once DAYFL has completed their games for the day.
• Denton Boys Baseball (DBBI) will use Evers Baseball Complex and Mack Baseball Complex
along with the concession stands at each complex. DBBI may use Roberts Field at the
discretion of the City. The City will use Evers 7-9 for its youth kickball program in June and
July.
• Denton Soccer Association (DSA) will use North Lakes Soccer Complex and the
building/concession stand.
North Lakes Soccer and Football Complex, Evers Baseball Complex, Mack Baseball Complex, and
Roberts Baseball Field are herein called "Premises" in accordance with the terms of this
Agreement.
Association Initials City Representative Initials
Section 2. SEASON DATES, HOURS, AND SCHEDULES
Fields will be made available for practice and games to Associations anytime between the dates
outlined in Exhibit A.
1. All fields must be reserved through the Athletics Office for practices and games.
2. All practice and game schedules must be submitted to the Athletics Office in calendar
form no later than one week prior to practices and games beginning. In addition to the
calendar schedules, a copy of the full practice and game schedule must be provided. A
link to the online schedules is acceptable.
3. Each Association will need to provide the City two business days' notice for any make-
up games needed.
4. All fields will be maintained daily after approved schedule of games is provided to the
City. Fields will be maintained periodically as needed for practice purposes. All fields
will be marked on Fridays for the weekend. Additional field prep over the weekend will
be the responsibility of the Association.
5. Weekend games may not start prior to 9 a.m. to allow enough time for maintenance to
evaluate playing conditions.
6. No games will be allowed to end after 9 p.m. for children eight years of age and under.
7. All games on the Athletic fields must end by 10 p.m.
8. Athletic fields are closed between the hours of 7 a.m. — 3:30 p.m. Monday— Friday to
allow City crews to maintain fields.
9. No team should be allowed more than four hours practice time per week.
Section 3. TOURNAMENTS AND CAMPS
Due to the increase in requests for field allocations to host co-sponsored tournaments and camps,
and the added impact on personnel and operational budgets, the City will determine the types of
tournaments and camps that will be co-sponsored and the responsibility of the requesting groups
when hosting these activities. Co-sponsored tournaments may require additional maintenance
costs such as labor and field preparation supplies, at the discretion of the City.
Tournaments within the Parameters of League Play:
Intra-league tournaments for Associations that have one pre or post-season tournament as part of
the recreational league will be co-sponsored by the City.
Co-Sponsored Invitational Tournaments and Camps:
The City will co-sponsor one invitational tournament and one camp per season at no cost. The City
will also co-sponsor one fundraising tournament per calendar year. All co-sponsored tournaments
must provide the opportunity for the Association's teams to participate in the tournament.
Association Initials City Representative Initials 2
Requests for additional tournaments will follow the same guidelines outlined in the City's regular
Field Agreement.
Requirements for all tournaments:
1. Tournaments may only take place within the allowable season dates per the Agreement,
except for pre-season tournaments. Pre-season tournaments may be held the weekend
before games begin, at the discretion of the City.
2. The Association will be responsible for picking up trash. The City will provide extra trash
bags, if needed. A fee of $38/man-hour will be charged if the Parks Maintenance must
pick up trash on Monday.
3. Fields will be marked on Friday for the weekend. Additional field prep will be the
responsibility of the Association.
4. Games may not begin prior to 9 a.m. on weekends.
5. If the Association requests weekend maintenance, a fee of $38 per man-hour will be
charged for preparation of the fields, trash pick-up, restocking and cleaning of restrooms,
etc.
6. A fee of $150 per field will be charged for additional temp fencing or installation.
7. Additional port-a-lets will be at the expense of the Association and must be by a City
approved company.
8. Additional bleacher placement (rental or City transfer) will be at the expense of the
Association and must be by a City approved company.
9. Tent rentals will be at the expense of the Association and must be by a City approved
company and meet fire code guidelines.
10.A detailed financial report (supplied by the City) must be submitted within two weeks of
the conclusion of the tournament, detailing the following information: revenue and
expenses for the tournament (including concessions), listing of team names and the city
they represent, average number of players per team, host hotel(s) name, number of
hotel nights generated from the tournament, and any sponsors involved with the
tournament.
Section 4. ATHLETIC FIELD USAGE REQUIREMENTS AND ROGUE PLAY
1. Associations are prohibited from subletting fields. Teams must be a registered member of
the Association to receive game and practice privileges. Teams, whether recreational or
select are never permitted "practice only" privileges as this would be considered subletting
the fields. Recreational teams in leagues that have combined with other associations and/or
leagues are permitted up to two games in Denton before having to register with the
Association and pay all applicable fees. Select teams are exempt from this game limit rule
since they travel more often and pay select impact fees.
Association Initials City Representative Initials 3
2. Athletic fields may be closed due to fields being too wet for play, safety concerns, require
maintenance, renovation, or construction.
3. The City will make the call on field playability. The athletics field condition line is (940) 349-
8276 and will be updated by 4 p.m. on weekdays and by 8:30 a.m. on weekends when
conditions are questionable. The only time it is up to the Association's discretion for play is if
inclement weather occurs after 4 p.m. on weekdays or 8:30 a.m. on weekends and no
determination has been made by the City.
4. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to
enter a field that has a closed sign posted, unless such person is a City employee or contractor
performing maintenance.
5. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to
enter a field that has a sign posted "field use with permit only" without having a reservation.
6. Overnight camping and overnight parking of any vehicle is NOT allowed in City parks or
parking lots of City buildings. Park hours are from 6 a.m. to 10 p.m., parking outside of these
hours is prohibited. The Association will be fined $100 for violation.
7. All parking must be done in the parking lots. No parking allowed on any grass area, unless
the area has been designated for overflow parking by the City.
8. Driving inside the athletic complexes should only be completed for loading or unloading of
supplies. Vehicles must remain on paved areas. Immediately after loading and unloading,
vehicles must return to designated parking areas.
9. Contact the Fire Marshall at (940) 349-8360, to secure a Fire Code Permit, if a tent larger
than 200 square feet or a canopy tent larger than 400 square feet will be used. A fire
extinguisher is required for these tents.
10.No alcohol is permitted in any park area, including parking lots.
11.It is not permitted to smoke or possess a lit tobacco, or other plant product, or to smoke
electronic cigarettes (e-cigarette) except in designated areas. The designated smoking area
is the parking lot, unless otherwise noted by a specific "designated smoking area" sign.
12.The Association will adhere to all City Ordinances that regulate use of City athletic facilities.
Rogue Play:
Association board members, commissioners and staff are expected to enforce the City of Denton's
ordinance regarding playing on fields without a reservation. If rogue play is seen, the violators
should be asked to leave and told they are not able to use fields without a reservation as it is a
violation of City Ordinance. Please provide the (940) 349-PARK number for them to call for rental
availability. If the violators refuse to leave or they are repeat offenders, the Denton Police
Department should be called and told that people are using the field(s) illegally in violation of City
Ordinance 22-26. Any person violating any provision of this ordinance shall, upon conviction, be fined
a sum not exceeding $500. Depending on the severity of the situation, the non-emergency Police
number can be called (940) 349-8181 or 911 if it is an emergency or escalated situation.
Association Initials City Representative Initials 4
The Police have the authority to write tickets for violations. Denton Parks and Recreation (DPARD)
staff is not able to write tickets. If an Association experiences rogue play, follow above steps and
report the rogue play to the Athletics Office by email. Specify the date, time, number of violators,
and field(s) on which the rogue play occurred. The Athletics Office will keep a record of all reported
rogue play.
Section 5. TEAM FORMATION AND LEAGUE MANAGEMENT
Each Association must have a fair and detailed selection process for recreational teams in an effort
to evenly distribute talent. This process must be documented in the Association's By Laws, Manual
of Procedures, or similar document.
1. A minimum of 50 percent of the Association's active membership must reside within the City
of Denton limits. Please note, not all Denton ISD boundaries are within the City of Denton.
2. Teams from outside the City of Denton may join the Association's recreational league play,
providing they register through the Association and pay all fees (impact, nonresident,
enhancement.)
3. Combining of leagues with other cities or programs is sometimes necessary in order to
have enough teams to play. However, if non-Association teams play more than two of their
games on Denton fields, they must register with the Association and pay all fees. This rule
does not apply to select leagues, in which the Denton teams have registered and paid the
select impact fees.
4. Before practices or games can begin, the Association must have a mandatory background
check completed on all coaches by a reputable organization that is approved by PARD.
(New coaches added during the year must also have this completed.) Background checks
need to be completed on all coaches annually.
5. It is recommended that all coaches complete a sport specific certification program through a
City approved organization.
6. Under no circumstance should parents be used as umpires or officials unless they are
affiliated with an insured umpires/officials/referees' organization.
7. All participants of recreational teams will receive the same uniform in respect to parts and
quality of material.
8. All teams in an age division shall be provided the same playing equipment in respect to
number of items and quality of materials.
9. In naming divisions/teams, no name may be used that may refer to inferior or lower level
status of participants unless the name is a trademark of a nationally franchised organization
approved as a co-sponsored association.
10.The Athletics Office must approve allocation for any expansion or changes in the
Association's programming that may affect field preparation or league programming.
Requests must be in writing, received, and approved prior to signing of the Agreement.
Decisions will be based on overall benefit to the participants.
Association Initials City Representative Initials 5
11.Every effort shall be made to allow participants to play regardless of his/her inability to pay.
A scholarship program must be established with criteria evaluating the participant's ability to
pay. Fees are to be set on a sliding scale, installment, or grant basis. The City Council
mandated $15 impact fee per child per season will apply to scholarship players.
Section 6. SELECT/CLUB TEAMS
All Select/Club Teams must register with the Association and pay all fees outlined by the
Agreement. These teams must then coordinate all scheduling (practice and games) through the
Association member league that will have final approval as it relates to scheduling.
1. Recreational league play must receive top priority when scheduling field allotments.
2. Select/Club Team field usage cannot have a negative impact upon Recreational
League Play or generate excessive field maintenance, as determined by the City.
Section 7. BUDGET AND FISCAL CONTROLS
The Association will submit a projected budget prior to season registration. Associations will be
required to submit financial documents, which include bank statements, cash flow report and check
register (such as Quicken) on January 10 for the previous year. The financial reports need to show
income, expenses, and all fund balances for all league play and any tournaments or camps.
To assure fiscal control, the Association will:
1. Use a checking account. No cash reimbursement above $50.
2. Keep all financial records in accordance with IRS regulations for 501 C (3).
3. Have checks over $200 signed by two current members of the board.
4. Submit documentation that verifies valid nonprofit or 501 C (3) status. If an Association loses
their nonprofit status from the IRS or State of Texas, the City must be immediately notified in
writing. The Association may complete the current season in which notification is given. The
Association will have 60 days to get reinstated, or the Agreement will be terminated.
5. There must be a separate line item within the financial reports for the payment of officials.
(Officials are not to be paid directly from concession receipts because of the potential of
accounting errors and theft).
6. Submit accounting reports that detail all financial activity by using an accounting program
such as Quicken.
7. Immediately notify the City, in writing, of any financial difficulty.
8. Immediately notify the City, in writing, if any sanctions, probations, or warnings have been
given to the Association by their governing body.
Association Initials City Representative Initials 6
9. If the Association's accounting practices are found to be fraudulent or mismanaged, the City
reserves the right to suspend or cancel the Agreement.
10.The Association's documentation may be requested at any time and will be due to the Athletics
Office within three business days of the request.
11.To ensure the City is being good stewards with publically funded fields, an independent
financial audit may be conducted once per year of each Association's financial records.
Section 8. ASSOCIATION BOARD MEMBER GUIDELINES
1. Must have boards that are made up of at least five members.
2. Must have at least one public board meeting annually, which is advertised to the public.
3. Must notify the Athletics Office of all upcoming board meetings.
4. The minutes from all board meetings must be submitted to the Athletics Office no later than
the last day of the month following each meeting. For example, if a board meeting was held
on July 25, the meeting minutes will be due by August 31 .
5. The Athletics Office reserves the right to attend any board meetings without notice.
Each association is allowed to book one free meeting room per month at one of the City's
recreation centers, pending availability. These free meetings are to be used for the Association's
board meetings, umpire meetings, or coaches' meetings. The meetings are not to be used for
individual team meetings, team parties, or practices. One main contact from the Association should
e-mail meeting room requests to the Athletics Office.
Section 9. DENTON YOUTH SPORTS ASSOCIATION MEETINGS
The Denton Youth Sports Association (DYSA) is a combination of representatives from each
Association with a Co-Sponsorship Agreement in place with the City. The DYSA and City staff will
meet the first Thursday of February, May, September, and November at 6.30 p.m. at a location to be
announced by the City. At least one representative from each Association must be present at each
scheduled general board meeting. Any Association missing more than one meeting will be subject
to dismissal, and have their Agreement with the City terminated. The City may cancel a meeting if
there are not sufficient items on the agenda to warrant holding a meeting. The City will notify that
Associations if a meeting is canceled.
Section 10. ON-SITE COMMISSIONER
The Association agrees to provide a league representative on-site at each practice, game, or
tournament held at the Athletic Fields.
Association Initials City Representative Initials 7
Section 11. DOCUMENTATION AND FEES
The Association shall submit to the City a copy of their bylaws, fair play time and team formation
statement, minimum and maximum roster requirements, 501 C (3) status, projected budget,
projected start dates, insurance, light deposit, game and practice schedules in calendar form,
health permit, schedule of board meetings, board meeting minutes, impact fees, nonresident fees,
enhancement fees, final player rosters, end of season summary report, and financial statements.
Associations will also submit names, position title, best contact number, and email address of all
officers and board members within two weeks after election or appointment. A listing of these
documents and fees with due dates can be found in Exhibit B.
The following fees will apply to the Association:
1. The Association will be assessed an Impact Fee of $15 per child per season for recreational
players and $25 per child per season for select players that will be submitted to the City of
Denton. This fee will be due on June 15 for the spring season and September 15 for the fall
season.
2. A Nonresident Fee shall be collected in addition to all fees required to participate. The
Association must pay a $5 fee for each player who is a nonresident of the City of Denton,
each season. Rosters must show the city of residence for each player, so residency can be
verified. This fee will be due on June 15 for the spring season and September 15 for the fall
season.
3. The Association will assess an Enhancement Fee of$5 per registered player during the
primary season, which will be placed into a Parks Foundation fund to be used for field
enhancements. Enhancement Fees will be used as voted on by a majority of the DYSA
members. Requests to use Enhancement Fees must be submitted to the Athletics Office in
writing at least 14 days prior to a DYSA meeting. The request must detail what the fees will
be used for, and all cost associated with the proposed enhancements. Participants on
scholarship are not required to pay this fee. The Enhancement Fee will be due on June 15 if
the Association's primary season is in the spring and due on October 31 if the Association's
primary season is in the fall. Checks for the Enhancement Fees must be made payable to
the Denton Parks Foundation.
Section 12. INSURANCE AND INDEMNIFICATION
The Association shall be required to carry minimum commercial general liability insurance with
bodily injury limits of not less than $1,000,000 for each occurrence and not less than $1,000,000 in
the aggregate, and with property damage limits of not less than $250,000 for each occurrence and
not less than $250,000 in the aggregate. It is also recommended that the Association purchases
an accident policy with $5,000 coverage to assist participants with minor medical bills.
During the performance of the Agreement, the Association shall maintain the following insurance
with an insurance company licensed to do business in the State of Texas by the Texas Department
of Insurance or any successor agency, and must have an AM Best rating of at least A-.
The Association shall furnish the insurance certificate no later than one week before practice
begins. The insurance policies shall name the City of Denton as an additional insured on all such
Association Initials City Representative Initials
policies, and shall contain a provision that such insurance shall not be canceled or modified
without written notice to the City and the Association. In such event, the Association shall, prior to
the effective date of the change or cancelation, serve substitute policies furnishing the same
coverage.
Additionally, the Association, by signing this agreement, indemnify, defend and hold harmless the
City, its employees, agents, successors, assigns, sponsors and volunteers assisting in City
activities, from any and all damages, claims, or liability of any kind, whatsoever, by reason of injury
to property or third persons occasioned by error, omission or negligent act by the Association, its
officers, agents, coaches, employees, subcontractors, volunteers, and participants in the
Association's activities.
Section 13. CONCESSIONS STANDS AND VENDORS
The Association may operate concession stands under the following guidelines:
1. Only in regular season league play and tournaments co-sponsored by the City.
2. If permanent City stands are available on the Premises they will be available to the
Association that have games scheduled at the location.
3. All food or drink prepared, served, sold, or stored shall be done so in strict conformity with
all city, county, state, and federal law. It shall be the Association's responsibility to
coordinate all health inspections and licensing for their concession operations. All
associations will be required to present their health permit one week prior to the concession
stand opening.
4. All associations will be required to submit the name of their concession representative to the
Athletics Office. This contact information will be given to the City health inspector. The
concession representative must obtain their food handling card and present a copy of this
card to the Athletics Office one week prior to the concession stand opening.
5. The Association must pick up litter in the area of their stand on a daily basis including the
breakdown of all boxes to be placed in the dumpsters (not in the trash barrels) located at
each site. The Association will tie and remove all trash bags from cans that are three fourths
full or more and put in the dumpster. Non-compliance with concession and litter collection
will result in forfeiture of concession privileges by the Association.
6. The Association is only permitted to run a concession stand if they have a current signed
Agreement in place with the City.
7. The Association may subcontract this operation out to a City approved third party
concessionaire. However, the City must be given written notice 14 days in advance
indicating the desire for the Association to have a third party operate the concession stand
and must also be provided with the details of the agreement between the Association and
third party concessionaire. The Athletics Office must review any proposed agreement
between the Association and the third-party concessionaire and provide written approval of
the agreement to both parties. The third-party concessionaire must provide proof of
insurance to the City and must assume all liability for vandalism, theft, etc.
Association Initials City Representative Initials 9
8. The Association will not be required to pay a fee for the privilege of operating a concession
stand.
If vendors sell at the Athletic Fields, the following guidelines must be met:
1. The City must be notified at least two business days in advance if any vendors will be selling
at the Athletic Fields. Associations must give the dates and times the vendor will be on the
Premises, as well as what goods are being sold.
2. Anyone selling an item at the Athletic Fields must purchase a vendor permit. This permit can
be purchased at the Denton Civic Center. The fees are: $15 per day for nonprofit or $25 per
day for profit.
3. If food items are being sold, the vendor must present a valid health permit in order to
purchase a vendor permit.
Section 14. FIELD LIGHTS
The Association will pay the City a $200 deposit at least two weeks prior to using lights. The
Association will only use athletic field lights necessary for the fields in use (i.e. if play is only on field 1,
then lights should be on only on this field, not the entire complex.) When play concludes on any field
for the night, the Association is responsible for turning off the lights within 15 minutes after the
conclusion of play per field.
If the Association fails to turn off lights, it will forfeit their deposit and a new $200 deposit must be paid
within one week. The $200 deposit will be returned to the Association at the end of their last season,
or rolled over to the next year at the request of the Association.
Light codes will be given to the Association. There is a code to the push button box and the bypass
box. Bypass boxes should only be used if there is a malfunction with the push button box. Any light
malfunctions should be reported to the City the next business day.
Failure to abide by these policies may result in loss of light privileges.
Section 15. PERMISSION FOR INSTALLATION, CONSTRUCTION OR MAINTENANCE
The Association shall submit to the Athletics Office any proposal to install, construct, 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 the City. Permanent structures shall
become the property of the City. These requests must be submitted to the Athletics Office at least
30 days in advance.
Prior to placing anything in the ground (stakes, t-posts, etc.) the Association must call 811 to
schedule a dig survey and get approval from the City.
Association Initials City Representative Initials 10
Section 16. SPONSORSHIPS AND SIGNAGE/BANNERS
Sponsorship advertisements must be reviewed and approved by the City before they may be placed
on any park property. They must adhere to the following guidelines:
1. They must adhere to all City codes. Signage may not face streets.
2. The Parks Manager must approve all signs and anchoring methods before installation occurs.
3. Sponsorships must be appropriate for youth activities. Sponsorships for alcohol, tobacco,
political interests, etc. are not allowed.
4. The appearance of all signage, banners, etc. must be tasteful and may not detract from the
overall appearance of the facility.
5. The placement of sponsorship advertisement may not cause damage to any facility.
Section 17. STORAGE UNITS
The Association may purchase storage units and place them at a site in the park that has been
designated by the City. Units must meet standards set by the Parks Manager. Requests to purchase
and place storage units be submitted to the Athletics Office at least 30 days in advance.
Section 18. 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 may request additional funds from the Associations to help pay for the turf over
seeding of perennial rye grass each fall.
3. The City shall prepare and line fields for weekday games. All fields will be marked on Fridays
for weekend games. Additional field prep over the weekend will be the responsibility of the
Associations. Fields will be maintained periodically as needed for practice purposes.
4. The City shall maintain all bleachers in a safe and secure condition.
5. The City shall provide and maintain all area and field lighting systems.
6. The City shall be responsible for the maintenance of all irrigation systems on the Premises.
7. The City shall be responsible for the maintenance of adjacent park irrigation systems and the
watering of athletic turf areas.
8. The City shall maintain the restrooms in a safe and sanitary condition during the approved
season(s). Restrooms will be closed from November 15 — March 15 for winterization. If the
Association requests restrooms open prior to March 15, then the Association will be
Association Initials City Representative Initials 11
responsible for all costs associated with any repairs as a result of opening the restrooms
during winter, such as busted pipes, etc.
9. Associations shall be responsible for daily practice and game day collection of all litter on
the Athletic Fields to include playing areas, fences, bleachers, concession stands, and
adjacent grounds. (See section 13 for collection of litter at concessions.) All litter shall be
placed in the receptacles provided by the City. The City shall provide pick up for these
receptacles. If within the City's judgment the Association does not comply with litter
collection, a notification will be issued in writing by the City requesting immediate
compliance. If the City deems applicable, further compliance will result in a fee of $38 per
hour/per staff member for litter clean up.
10.The Association shall be prohibited from performing any maintenance to any turf or infield
areas on the Premises, without permission from the City.
11.The Association shall ensure that all secured areas remain locked and/or locked at the
completion of each activity.
12. No "ball toss" or "soft pitch" batting practice is allowed into any chain link fence fabric on the
premises.
13. No kicking or hitting balls against the Denton Soccer Association Building.
14. Metal cleats will be permitted at Mack and Roberts baseball fields only.
15.Associations must pay for the repair or replacement of score board controllers.
Section 19. UNLAWFUL ACTIVITIES
The Association 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.
Section 20. EXHIBITS
The City and the Association agree that the exhibits attached to the Agreement are incorporated
into the Agreement as if set out in their entirety. Such exhibits may be modified in accordance with
the terms and conditions stated herein. A revised copy shall be provided to all parties. Exhibits
included are:
• Exhibit A — Field Allocation and Season Dates
• Exhibit B — Schedule of Required Documents and Deadlines
Section 21. SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES
There will be a $5 per business day late fee assessed on all late documentation and fees. Late
fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms
Association Initials City Representative Initials 12
and concessions until documentation is received.
Exhibit B summarizes the deadlines of required documentation and fees which are due to the City of
Denton, Parks and Recreation Department. All forms are to be submitted to the Athletics Office at the
following address:
Athletics Manager
Denton Parks and Recreation Department
321 E. McKinney Street
Denton, Texas 76201
Phone (940) 349-7218
Fax (940) 349-8384
e-mail: heather.gray(abcityofdenton.com
Section 22. TERM
The Association will sign an Annual Co-Sponsorship Agreement with the City. The Agreement will
be renewed annually for all current Denton Youth Sports Association members and will be in effect
from January 2017 through December 2017. The Agreement will be signed prior to the Association
advertising and taking registration for a new season. In the event the City does not recommend
renewal, the Association may appeal to the Parks and Recreation Board.
Section 23. AGREEMENT APPROVAL
The person executing the Agreement on behalf of the Association, or representing themselves as
executing the Agreement on behalf of the Association warrants that they have been fully authorized
by the Association to execute the Agreement and that they will comply and uphold all terms and
provisions contained herein.
If the Association violates any term of the Agreement, and/or provides false documentation, (i.e.
enrollment numbers reported are inaccurate or do not match numbers reported to governing body),
the City may find them in default and terminate or suspend the Agreement. If required documents
are not submitted in a timely manner, the City reserves the right to deny access to fields, lights,
restrooms, and concessions until documentation is received. If the Association loses their co-
sponsorship status, they will forfeit all rights to co-sponsored use of all athletic fields, concession
privileges, and field lights.
Signature: City Representative:
Association: Title:
Date: Date:
Association Initials City Representative Initials 13
Exhibit "A"
FIELD ALLOCATION AND SEASON DATES
2017 Season and Event Dates 2017 Field Allocation Based on Enrollment
Denton All-Star Football League
North Lakes Football Complex
1 field Up to 170
Summer Football Camps — TBD 2 fields 171 - 339
Coach Look — second weekend of July 3 fields 340 or more
Practice Dates — July 10 — Nov. 18
Game Dates — Sep. 11 — Nov. 18
Denton Boys Baseball 1 field Up to 55
Evers and Mack Baseball Complex* 2 fields 56 - 110
3 fields 111 -165
Spring Coach Look — last weekend of January 4 fields 166 - 220
Spring Practice Dates — Feb. 13 — June 30 5 fields 221 - 275
Spring Game Dates — March 13 — June 30 6 fields 276 - 330
Tournament date for spring — May 6-7 7 fields 331 - 385
Tournament date for summer— June 3-4 8 fields 386 - 440
Fall Coach Look — first weekend of August 9 fields 410 fields 44141 - 495
- 495
Fall Practice Dates —Aug. 14 - Oct. 31 11 fields 551 - 550
Fall Game Dates — Sep. 5 — Oct. 31 605
12 fields 606 - 660
Tournament date for fall — Sep. 23-24 13 fields 661 - 719
*Roberts Field used at discretion of City 14 fields 720 or more
Denton Soccer Association
North Lakes Soccer Complex
Percentage of Soccer Pad Allocated
Spring Practice Dates — Feb. 6 — May 31
Spring Game Dates — Feb. 18 — May 31 25 percent Up to 350
Tournament date for spring — TBA 50 percent 351 - 700
British camp dates for summer - TBA 75 percent 701 - 1059
100 percent 1060 or more
Fall Practice Dates — Aug. 7 — Nov. 25
Fall Game Dates — Aug. 21 — Nov. 25
Tournament dates for fall - TBD
Referee & Coach clinic dates - TBD
Association Initials City Representative Initials 14
Exhibit "B"
SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES
2017
1. January 10 - Co-Sponsorship Agreement due
2. January 10 - Submit documentation that verifies valid nonprofit or 501 C (3) status
3. January 10 -Association bylaws, which include statements regarding minimum/maximum roster
requirements, team formation, and fair playing time (player participation) due
4. January 10 - Projected budget due
5. January 10 - Projected season start dates and concession opening date due
6. January 10 - Schedule of upcoming board meetings, or within 48 hour of a called meeting
7. January 10 - Financial statements from previous year
8. Two weeks prior to first practice of the year (or when board member changes occur) —
Board member name, position title, best contact phone number, and email address
9. Two weeks prior to first practice of the year— $200 Light Deposit due (unless rolled over)
10. Two weeks prior to first practice of the year— Let DPARD know the organization that will be
completing your Association's coach background checks
11.One week prior to first practice of the year - Insurance due
12.One week prior to first practice each season — Report enrollment numbers to receive field
allocations
13. One week prior to first practice each season - Practice schedule (calendar form and link to full
schedule)
14. One week prior to first game each season — Game schedule (calendar form and link to full
schedule)
15. One week prior to concession stand opening — Valid health permit and food handling card
16. No later than the last day of the month following each meeting - Board/Officers meeting
minutes due (Example, July 25 minutes are due by August 31.)
17. June 15— Spring Impact, Nonresident, and Enhancement Fees & End of Season Report due
18. September 15 — Fall Impact, Non-Resident Fees & End of Season Summary Report due
19. October 31 — Fall Enhancement Fees due
20. 45 days after the last scheduled game - Final Player Rosters due
There will be a $5 per business day late fee assessed on all late documentation and fees. Late
fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms
and concessions until documentation is received.
Association Initials City Representative Initials 15
CITY OF DENTON
PARKS AND RECREATION DEPARTMENT
2018 FACILITY UTILIZATION AGREEMENT FOR YOUTH SPORTS ASSOCIATIONS
This Annual Facility Utilization Agreement, herein called "Agreement" is made and entered this
day of , between the City of Denton, herein called "City", and the Denton
Soccer Association, herein called "Association."
For and in consideration of the mutual undertakings herein set out, the parties agree as follows:
The Association utilizes public athletic facilities that are provided and maintained by, and at
the cost of, the City. In return for the use of those facilities, the Association hereby agrees
to abide by the following standards, requirements, and guidelines set by the City for all
recreational youth sports. Failure to abide by these standards and guidelines could result in
restriction of facility use or the cancellation of the Agreement.
Section 1 . FIELD ALLOCATION
Both the City and the Association agree that these allocated fields are owned by the City and
provided for the benefit of all citizens of Denton. The City shall maintain final approval over the use
of these fields at all times. The City reserves the right to use any field for other events or programs
if notice is given to the appropriate Association at least one month prior to registration for the next
season, or if the Association's schedule allows for additional field usage by the City. The City
reserves the right to change field or concession assignments.
Associations will report enrollment numbers to the Athletics Office at least one week prior to
practices beginning for each season in order to receive their field allocation for that season.
Associations should accurately estimate their enrollment for the season. At minimum, fees will be
based on this reported enrollment. The allocation chart is attached to this Agreement as Exhibit A.
The City may utilize any fields not allocated.
Based on enrollment numbers:
• Denton All-Star Youth Football League (DAYFL) will use North Lakes Football Complex and
its concession stand Monday — Saturday during its season, as defined in Exhibit A.
• Denton Boys Baseball (DBBI) will use Evers Baseball Complex and Mack Baseball Complex
along with the concession stands at each complex during its seasons, as defined in Exhibit
A.
• Denton Soccer Association (DSA) will use North Lakes Soccer Complex and the
building/concession stand during its seasons, as defined in Exhibit A.
North Lakes Soccer and Football Complex, Evers Baseball Complex, and Mack Baseball Complex
are herein called "Premises" in accordance with the terms of this Agreement.
Requests for additional field space will follow the same guidelines and fees outlined in the City's
regular Field Agreement.
Section 2. SEASON DATES, HOURS, AND SCHEDULES
Fields will be made available for practice and games to Associations anytime between the dates
outlined in Exhibit A.
1. All fields must be reserved through the Athletics Office for practices and games.
2. All practice and game schedules must be submitted to the Athletics Office in calendar
form no later than one week prior to practices and games beginning. In addition to the
calendar schedules, a copy of the full practice and game schedule must be provided. A
link to the online schedules is acceptable.
3. Each Association will need to provide the City two business days' notice for any make-
up games needed.
4. Weekend games may not start prior to 8 a.m. to allow enough time for maintenance to
evaluate playing conditions.
5. All games on the Athletic fields must end by 10 p.m.
6. Athletic fields are closed between the hours of 7 a.m. — 3:30 p.m. Monday— Friday to
allow City crews to maintain fields.
7. No team should be allowed more than four hours of field use per week.
Section 3. TOURNAMENTS AND CAMPS
Due to the increase in requests for field allocations to host tournaments and camps, and the added
impact on personnel and operational budgets, the City will determine the types of tournaments and
camps that will be selected and the responsibility of the requesting groups when hosting these
activities. Selected tournaments may require additional maintenance costs such as labor and field
preparation supplies, at the discretion of the City.
Tournaments within the Parameters of League Play:
Intra-league tournaments for Associations that have one pre- or post-season tournament as part of
the recreational league will be allowed by the City.
Invitational Tournaments and Camps:
The City will allow one invitational tournament and one camp per season at no cost. The City will
also allow one fundraising tournament per calendar year. All tournaments allowed hereunder must
provide the opportunity for the Association's teams to participate in the tournament.
Requests for additional tournaments will follow the same guidelines outlined in the City's regular
Field Agreement.
Requirements for all tournaments:
1. Tournaments may only take place within the allowable season dates per the Agreement,
except for pre-season tournaments. Pre-season tournaments may be held the weekend
before games begin, at the discretion of the City.
2
2. The Association will be responsible for picking up trash. The City will provide extra trash
bags, if needed. A fee of $38/man-hour will be charged if the Parks Maintenance must
pick up trash on Monday.
3. Fields will be marked on Friday for the weekend. Additional field prep will be the
responsibility of the Association.
4. Games may not begin prior to 8 a.m. on weekends.
5. If the Association requests weekend maintenance, a fee of $38 per man-hour will be
charged for preparation of the fields, trash pick-up, restocking and cleaning of restrooms,
etc.
6. A fee of $150 per field will be charged for additional temporary fencing or installation.
7. Additional port-a-lets will be at the expense of the Association and must be by a City
approved company.
8. Additional bleacher placement (rental or City transfer) will be at the expense of the
Association and must be by a City approved company.
9. Tent rentals will be at the expense of the Association and must be by a City approved
company and meet fire code guidelines.
10.A detailed financial report (conforming to a template supplied by the City) must be
submitted within two weeks of the conclusion of the tournament, detailing the following
information: revenue and expenses for the tournament (including concessions), listing of
team names and the city they represent, average number of players per team, host
hotel(s) name, number of hotel nights generated from the tournament, and any sponsors
involved with the tournament.
Section 4. ATHLETIC FIELD USAGE REQUIREMENTS AND ROGUE PLAY
1. Associations are prohibited from subletting fields. Teams must be a registered member of
the Association to receive game and practice privileges. Teams, whether recreational or
select, are never permitted "practice only" privileges as this would be considered subletting
the fields. Recreational teams in leagues that have combined with other associations and/or
leagues are permitted up to two games in Denton before having to register with the
Association and pay all applicable fees. Select teams are exempt from this game limit rule
since they travel more often and pay select impact fees.
2. Athletic fields may be closed due to fields being too wet for play, safety concerns, require
maintenance, renovation, or construction.
3. The City will have the final say on field playability, in its sole discretion. The athletics field
condition line is (940) 349-8276 and will be updated by 4 p.m. on weekdays and by 8 a.m.
on weekends when conditions are questionable. The only time it is up to the Association's
discretion for play is if inclement weather occurs after 4 p.m. on weekdays or 8 a.m. on
weekends and no determination has been made by the City.
3
4. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to
enter a field that has a closed sign posted, unless such person is a City employee, or
contractor, performing maintenance.
5. It is a violation of Section 22-26 of the Code of Ordinances of the City of Denton, Texas to
enter a field without having a reservation that has a "field use with permit only" sign posted.
6. It is a violation of Section 22-30 of the Code of Ordinances of the City of Denton, Texas to
park any vehicle in a park after 10 p.m. or before 6 a.m. Overnight camping and parking is
not permitted.
7. All parking must be done in the parking lots. No parking is allowed on any grass area,
unless the area has been designated for overflow parking by the City.
8. Driving inside the athletic complexes should only be completed for loading or unloading of
supplies. Vehicles must remain on paved areas. Immediately after loading and unloading,
vehicles must return to designated parking areas.
9. If a tent larger than 400 square feet or a canopy larger than 700 square feet will be used,
the Association must contact the Fire Marshall at (940) 349-8360 to secure a Fire Code
Permit. A fire extinguisher is required for these tents.
10.No alcohol is permitted in any park area, including parking lots.
11. It is not permitted to smoke or possess a lit tobacco product within the Premises, or other
plant product, or to smoke electronic cigarettes (e-cigarette) except in designated areas.
The designated smoking area is the parking lot, unless otherwise noted by a specific
"designated smoking area" sign.
12.The Association will adhere to all City Ordinances and regulations that regulate use of City
athletic facilities, including, but not limited to, compliance with the Sign Ordinance.
Rogue Play:
Association board members, commissioners, and staff are expected to enforce the City of Denton's
ordinance regarding playing on fields without a reservation. If rogue play is seen, the violators
should be asked to leave and told they are not able to use fields without a reservation as it is a
violation of City Ordinance. Please provide the (940) 349-PARK number for them to call for rental
availability. If the violators refuse to leave or they are repeat offenders, the Denton Police
Department should be called and told that people are using the field(s) illegally in violation of City
Ordinance 22-26. Depending on the severity of the situation, the non-emergency Police number
can be called (940) 349-8181, or please use 911 if it is an emergency or escalated situation.
The Police have the authority to write tickets for violations. Denton Parks and Recreation (DPARD)
staff is not able to write tickets. If an Association experiences rogue play, follow above steps and
report the rogue play to the Athletics Office by email. Specify the date, time, number of violators,
and field(s) on which the rogue play occurred. The Athletics Office will keep a record of all reported
rogue play.
4
Section 5. TEAM FORMATION AND LEAGUE MANAGEMENT
Each Association must have a fair and detailed selection process for recreational teams in an effort
to evenly distribute talent. This process must be documented in the Association's By Laws, Manual
of Procedures, or similar document.
1. A minimum of 50 percent of the Association's active membership must reside within the City
of Denton limits. Please note, not all Denton ISD boundaries are within the City of Denton.
2. Teams from outside the City of Denton may join the Association's recreational league play,
providing they register through the Association and pay all applicable fees.
3. Combining of leagues with other cities or programs is sometimes necessary in order to
have enough teams to play. However, if non-Association teams play more than two of their
games on Denton fields, they must register with the Association and pay all fees. This rule
does not apply to select leagues, in which the Denton teams have registered and paid the
select impact fees.
4. Before practices or games can begin, the Association must have a mandatory background
check completed on all coaches by a reputable organization. (New coaches added during
the year must also have this completed prior to performing coaching duties.) Background
checks need to be completed on all coaches annually.
5. It is recommended that all coaches complete a sport specific certification program through a
reputable organization.
6. Under no circumstance should parents be used as umpires or officials unless they are
affiliated with an insured umpires/officials/referees' organization.
7. All participants of recreational teams will receive the same uniform in respect to parts and
quality of material.
8. All teams in an age division shall be provided the same playing equipment in respect to
number of items and quality of materials.
9. In naming divisions/teams, no derogatory or controversial name may be used unless the
name is a trademark of a nationally franchised organization.
10.The Athletics Office must approve allocation for any expansion or changes in the
Association's programming that may affect field preparation or league programming.
Requests must be in writing, received, and approved prior to signing of the Agreement.
Decisions will be based on overall benefit to the participants.
11.Every effort shall be made to allow participants to play regardless of his/her inability to pay.
A scholarship program must be established with criteria evaluating the participant's ability to
pay. Fees are to be set on a sliding scale, installment, or grant basis. The City Council
mandated impact and nonresident fee per child per season will apply to scholarship players.
5
Section 6. SELECT/CLUB TEAMS
All Select/Club Teams must register with the Association and pay all fees outlined by the
Agreement. These teams must then coordinate all scheduling (practice and games) through the
Association member league that will have final approval as it relates to scheduling.
1. Recreational league play must receive top priority when scheduling field allotments.
2. Select/Club Team field usage cannot have a negative impact upon Recreational
League Play or generate excessive field maintenance, as determined by the City.
Section 7. BUDGET AND FISCAL CONTROLS
The Association will submit a projected budget prior to season registration. Associations will be
required to submit financial documents, which include bank statements, cash flow report and check
register (such as Quicken) on January 10 for the previous year. The financial reports need to show
income, expenses, and all fund balances for all league play and any tournaments or camps.
To assure fiscal control, the Association will:
1. Keep all financial records in accordance with IRS regulations for 501C (3).
2. Submit documentation that verifies valid nonprofit or 501 C (3) status. If an Association loses
their nonprofit status from the IRS or State of Texas, the City must be immediately notified in
writing. The Association must get reinstated no later than one month prior to the start of the
upcoming season, or the Agreement will be terminated.
3. Submit accounting reports that detail all financial activity by using an accounting program
such as Quicken.
4. Immediately notify the City, in writing, of any financial difficulty.
5. Immediately notify the City, in writing, if any sanctions, probations, or warnings have been
given to the Association by their governing body.
6. If the Association's accounting practices are found to be fraudulent or mismanaged, the City
reserves the right to suspend or cancel the Agreement.
7. The Association's budget and financial documentation as defined in this section may be
requested at any time and will be due to the Athletics Office within three business days of the
request.
8. To ensure the City is being good stewards with publically funded fields, an independent
financial audit may be conducted once per year of each Association's financial records.
Section 8. ASSOCIATION BOARD MEMBER GUIDELINES
1. Must notify the Athletics Office of all upcoming board meetings.
2. The minutes from all board meetings must be submitted to the Athletics Office no later than
the last day of the month following each meeting. For example, if a board meeting was held
6
on July 25, the meeting minutes will be due by August 31 .
3. The Athletics Office reserves the right to attend any board meetings without notice.
Each association is allowed to book one free meeting room per month at one of the City's
recreation centers, pending availability. These free meetings are to be used for the Association's
board meetings, umpire meetings, or coaches' meetings. The meetings are not to be used for
individual team meetings, team parties, or practices. One primary contact from the Association
should e-mail meeting room requests to the Athletics Office.
Section 9. DENTON YOUTH SPORTS ASSOCIATION MEETINGS
The Denton Youth Sports Association (DYSA) is a combination of representatives from each
Association with a Facility Utilization Agreement in place with the City. The DYSA and City staff will
meet the first Thursday of February, May, September, and November at 6:30 p.m. at a location to be
announced by the City. At least one representative from each Association must be present at each
scheduled general board meeting. Any Association missing more than one meeting will be subject
to dismissal, and have their Agreement with the City terminated. The City may cancel a meeting if
there are not sufficient items on the agenda to warrant holding a meeting. The City will notify that
Associations if a meeting is canceled.
Section 10. ON-SITE COMMISSIONER
The Association agrees to provide a league representative on-site at each practice, game, or
tournament held at the Athletic Fields.
Section 11. DOCUMENTATION AND FEES
The Association shall submit to the City a copy of their bylaws, fair play time and team formation
statement, minimum and maximum roster requirements, 501 C (3) status, projected budget,
projected start dates, insurance, light deposit, game and practice schedules in calendar form,
health permit, schedule of board meetings, board meeting minutes, applicable fees, final player
rosters, end of season summary report, and financial statements. Associations will also submit
names, position title, best contact number, and email address of all officers and board members
within two weeks after election or appointment. A listing of these documents and fees with due
dates is attached to this Agreement as Exhibit B.
The following fees will apply to the Association-
1. The Association will be assessed an Impact Fee of $15 per child per season for recreational
players and $25 per child per season for select players that will be submitted to the City of
Denton. This fee will be due on June 15 for the spring season and September 15 for the fall
season.
2. A Nonresident Fee shall be collected in addition to all fees required to participate. The
Association must pay a $5 fee for each player who is a nonresident of the City of Denton,
each season. Rosters must show the city of residence for each player, so residency can be
verified. This fee will be due on June 15 for the spring season and September 15 for the fall
season.
Section 12. INSURANCE AND INDEMNIFICATION
The Association shall be required to carry commercial general liability insurance with bodily injury
limits of not less than $1,000,000 for each occurrence, and not less than $1,000,000 in the
aggregate, and with property damage limits of not less than $250,000 for each occurrence, and not
less than $500,000 in the aggregate. It is also recommended that the Association purchases an
accident policy with $5,000 coverage to assist participants with minor medical bills.
During the performance of the Agreement, the Association shall maintain the above insurance with
an insurance company licensed to do business in the State of Texas and must have an AM Best
rating of at least A-.
The Association shall furnish the insurance certificate no later than one week before practice
begins. The insurance policies shall name the City of Denton as an additional insured on all such
policies, and shall contain a provision that such insurance shall not be canceled or modified
without 30 days written notice to the City and the Association. In such event, the Association shall,
prior to the effective date of the change or cancelation, serve substitute policies furnishing the
same coverage.
THE ASSOCIATION SHALL DEFEND, INDEMNIFY, PROTECT, AND HOLD HARMLESS THE
CITY, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, SUCCESSORS, CONTRACTORS,
SUBCONTRACTORS, ASSIGNS, SPONSORS, AND VOLUNTEERS ASSISTING IN CITY
ACTIVITIES FROM AND AGAINST ANY AND ALL LIENS, CLAIMS, DEMANDS, LOSS,
LIABILITY, COST (INCLUDING BUT NOT LIMITED TO ATTORNEYS' FEES, ACCOUNTANTS'
FEES, ENGINEERS' FEES, CONSULTANTS' FEES AND EXPERTS' FEES), EXPENSE,
DAMAGE, AND CAUSES OF ACTION FOR DAMAGES BECAUSE OF INJURY TO PERSONS
(INCLUDING DEATH) AND INJURY OR DAMAGE TO OR LOSS OF ANY PROPERTY OR
IMPROVEMENTS ARISING FROM OR CAUSED BY THE ACTS AND/OR OMISSIONS OF THE
ASSOCIATION, ITS OFFICERS, DIRECTORS, AGENTS, COACHES, EMPLOYEES,
CONTRACTORS, SUBCONTRACTORS, VOLUNTEERS, AND PARTICIPANTS IN
ASSOCIATION ACTIVITIES.
Section 13. CONCESSIONS STANDS AND VENDORS
The Association may operate concession stands under the following guidelines:
1. Only in regular season league play and tournaments allowed by the City under this
Agreement.
2. If permanent City stands are available on the Premises, they will be available to the
Association that have games scheduled at the location.
3. All food or drink prepared, served, sold, or stored shall be done so in strict conformity with
all city, county, state, and federal law. It shall be the Association's responsibility to
coordinate all health inspections and licensing for their concession operations. All
associations will be required to present their health permit one week prior to the concession
stand opening.
4. All associations will be required to submit the name of their concession representative to the
Athletics Office. This contact information will be given to the City health inspector. The
concession representative must obtain their food handling card and present a copy of this
8
card to the Athletics Office one week prior to the concession stand opening.
5. The Association must pick up litter in the area of its stand on a daily basis, including the
breakdown of all boxes to be placed in the dumpsters (not in the trash barrels) located at
each site. The Association will tie and remove all trash bags from cans that are three fourths
full or more and put said trash bags in the dumpster. Non-compliance with concession and
litter collection will result in forfeiture of concession privileges by the Association.
6. The Association is only permitted to run a concession stand if it has a current signed
Agreement in place with the City.
7. The Association may subcontract this operation. However, the City must be given written
notice 14 days in advance indicating the desire for the Association to have a third party
operate the concession stand and must also be provided with the details of the agreement
between the Association and third party concessionaire. The Athletics Office must review
any proposed agreement between the Association and the third-party concessionaire and
provide written approval of the agreement to both parties. The third-party concessionaire
must provide proof of insurance to the City and must assume all liability for vandalism, theft,
etc.
8. The Association will not be required to pay an additional fee for the privilege of operating a
concession stand.
If vendors sell at the Athletic Fields, the following guidelines must be met:
1. The City must be notified at least two business days in advance if any vendors will be selling
at the Athletic Fields. Associations must give the dates and times the vendor will be on the
Premises, as well as what goods are being sold.
2. Anyone selling an item at the Athletic Fields must purchase a vendor permit. This permit can
be purchased at the Denton Civic Center. The fees are: $15 per day for nonprofit or $25 per
day for profit.
3. If food items are being sold, the vendor must present a valid health permit in order to
purchase a vendor permit.
Section 14. FIELD LIGHTS
The Association will pay the City a $200 deposit at least two weeks prior to using lights. The
Association will only use athletic field lights necessary for the fields in use (i.e. if play is only on field 1,
then lights should be on only for this field, not the entire complex.) When play concludes on any field
for the night, the Association is responsible for turning off the lights within 15 minutes after the
conclusion of play per field.
If the Association fails to turn off lights, it will forfeit its deposit and a new $200 deposit must be paid
within one week. The $200 deposit will be returned to the Association at the end of its last season, or
rolled over to the next year at the request of the Association.
Light codes will be given to the Association. There is a code to the push button box and the bypass
box. Bypass boxes should only be used if there is a malfunction with the push button box. Any light
malfunctions should be reported to the City the next business day.
9
Failure to abide by these policies may result in loss of light privileges.
Section 15. PERMISSION FOR INSTALLATION, CONSTRUCTION OR MAINTENANCE
The Association shall submit to the Athletics Office any proposal to install, construct, 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,
including the City's Sign Ordinance, must be followed. Approval of the proposal shall rest solely
with the City. Permanent structures shall become the property of the City. These requests must be
submitted to the Athletics Office at least 30 days in advance.
Prior to placing anything in the ground (stakes, t-posts, etc.) the Association must call 811 to
schedule a dig survey. Additionally, the Association must secure written approval from the City.
Section 16. TEMPORARY REGISTRATION SIGNS
Temporary "real estate" style yard signs which announce registration information for the upcoming
season may be placed on park property with the following guidelines:
1. Signs must adhere to all City codes, including the Sign Ordinance.
2. Signs may not be placed in the right of ways.
3. Signs must display the approved City of Denton logo.
4. Signs must be taken down by the Association no longer than two weeks after initial posting.
Section 17. STORAGE UNITS
The Association may purchase storage units and place them at a site in the park that has been
designated by the City. Units must meet standards set by the Parks Superintendent, or designee.
Requests to purchase and place storage units be submitted to the Athletics Office at least 30 days
in advance.
Section 18. MAINTENANCE STANDARDS FOR PREMISES
1. City shall maintain quality turf areas, including mowing, weed control, fertilizing, and herbicide
spraying as allowed by budget.
2. The City shall prepare and line fields for weekday games. All fields will be marked on Fridays
for weekend games. Additional field prep over the weekend will be the responsibility of the
Associations. Fields will be maintained periodically as needed for practice purposes.
3. The City shall maintain all City-supplied 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 Premises.
10
6. The City shall be responsible for the maintenance of adjacent park irrigation systems and the
watering of athletic turf areas.
7. The City shall maintain the restrooms in a safe and sanitary condition during the approved
season(s). Restrooms will be closed from November 15 — March 15 for winterization. If the
Association requests restrooms open prior to March 15, then the Association will be
responsible for all costs associated with any repairs as a result of opening the restrooms
during winter, such as busted pipes, etc.
8. Associations shall be responsible for daily practice and game day collection of all litter on
the Athletic Fields, including playing areas, fences, bleachers, concession stands, and
adjacent grounds. (See section 13 for collection of litter at concessions.) All litter shall be
placed in the receptacles provided by the City. The City shall provide pick up for these
receptacles. If within the City's judgment the Association does not comply with litter
collection, a notification will be issued in writing by the City requesting immediate
compliance. If the City deems applicable, further non-compliance by the Association will
result in a fee of $38 per hour/per staff member for litter clean up.
9. The Association shall be prohibited from performing any maintenance to any turf or infield
areas on the Premises, without written permission from the City.
10.The Association shall ensure that all secured areas remain locked and/or locked at the
completion of each activity.
11. No "ball toss" or "soft pitch" batting practice is allowed into any chain link fence fabric on the
premises.
12. No kicking or hitting balls against the Denton Soccer Association Building.
13. Metal cleats will be permitted at Mack and Roberts baseball fields only.
14.Associations must pay for the repair or replacement of score board controllers.
Section 19. UNLAWFUL ACTIVITIES
The Association 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.
Section 20. EXHIBITS
The City and the Association agree that the exhibits attached to the Agreement are incorporated
into the Agreement as if set out in their entirety. Such exhibits may be modified in accordance with
the terms and conditions stated herein. A revised copy shall be provided to all parties. Exhibits
included are:
• Exhibit A — Field Allocation and Season Dates
• Exhibit B — Schedule of Required Documents and Deadlines
Section 21. SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES
11
There will be a $5 per business day late fee assessed on all late documentation and fees. Late
fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms,
and concessions until documentation is received.
Exhibit B summarizes the deadlines of required documentation and fees which are due to the City of
Denton, Parks and Recreation Department. All forms are to be submitted to the Athletics Office at the
following address:
Athletics Manager
Denton Parks and Recreation Department
321 E. McKinney Street
Denton, Texas 76201
Phone (940) 349-7218
Fax (940) 349-8384
e-mail: heather.gray(o)_cityofdenton.corn
Section 22. TERM
This Facility Utilization Agreement will be in effect from January 2018 through December 2018.
Section 23. AGREEMENT APPROVAL
The person executing the Agreement on behalf of the Association, or representing themselves as
executing the Agreement on behalf of the Association, warrants that they have been fully authorized
by the Association to execute the Agreement and that it will comply and uphold all terms and
provisions contained herein.
If the Association violates any term of the Agreement, and/or provides false documentation (i.e.
enrollment numbers reported are inaccurate or do not match numbers reported to governing body),
the City may find it in default and terminate or suspend the Agreement. If required documents are
not submitted in a timely manner, the City reserves the right to deny access to fields, lights,
restrooms, and concessions until documentation is received. If this Agreement is terminated, the
Association will forfeit all rights to allowed use of all athletic fields, concession privileges, and field
lights.
Signature: City Representative:
Association: Title:
Date: Date:
12
Exhibit "A"
FIELD ALLOCATION AND SEASON DATES
Denton All-Star Youth Football League — North Lakes Football Complex (Mon.-Sat.)
2018 Season and Event Dates 2018 Field Allocation Based on Enrollment
Coach Look — second weekend of July 1 field Up to 170
Practice Dates — July 9 — Nov. 17 2 fields 171 - 339
Game Dates — Sep. 8 — Nov. 17 3 fields 340 or more
Camp & Tournament dates — TBA
Additional use of this complex or other City
fields will be at regular rental rates.
DAYFL Exceptions to Allocation:
• DAYFL will have the opportunity to operate the North Lakes Football concession stand
during DPARD programs and rentals from Feb. — Nov. with schedule and event approval
by the City.
• If enrollment does not meet the 2 fields allocation requirement, DAYFL may request a
second field on Mondays and/or Wednesdays (without additional fees) to help with
practice load. Based on current availability at time of request and demand for the season.
• If enrollment does not meet the 3 fields allocation requirement, DAYFL may request a
third field on Mondays and/or Wednesdays (without additional fees) to help with practice
load. Based on current availability at time of request and demand for the season.
• The City will use all three football fields on Sundays and reserves the right to use the
fields on Saturdays around DAYFL's existing game schedule.
Denton Boys Baseball — Evers and Mack Baseball Complex
2018 Season and Event Dates 2018 Field Allocation Based on Enrollment
Spr. Coach Look — last weekend of Jan. 1 field Up to 55
Spr. Practice Dates — Feb. 12 — March 16 2 fields 56 - 110
Spr. Game Dates — March 17 — June 30 3 fields 111 -165
Tourn. date for spring — May 5-6 4 fields 166 - 220
Tourn. date for summer— June 2-3 5 fields 221 - 275
6 fields 276 - 330
Fall Coach Look —first weekend of Aug. 7 fields 331 - 385
Fall Practice Dates — Aug. 13 — Sep 3 8 fields 386 - 440
Fall Game Dates — Sep. 4 — Oct. 31 9 fields 441 - 495
Tourn. date for fall — Sep. 22-23 10 fields 496 - 550
11 fields 551 - 605
12 fields 606 - 660
13 fields 661 or more
Additional use of these complexes or other City
fields will be at regular rental rates.
13
DBBI Exceptions to Allocation:
• Regardless of enrollment, DBBI will have access to all fields during defined practice dates
above, to help with practice load. After such time, the allocation will apply. Note, Mack 1
will only be available after 6 p.m. during the spring season.
• During the spring season, the City will use Mack 1 for weekday practice rentals from 4-6
p.m. and up to six game dates until 7:30 p.m. for local schools. Game dates will be
communicated to DBBI in advance of its spring season schedule creation. Rainout/make-
up of game dates may be scheduled around DBBI's existing spring season game
schedule.
• The City will open up Evers 6 for rentals on Wednesdays and Sundays in the spring and
fall seasons once the defined practice dates have concluded, even if full allocation is
reached. Additional days and fields will be opened up if full allocation is not reached.
Denton Soccer Association - North Lakes Soccer Complex
2018 Season and Event Dates 2018 Field Allocation Based on Enrollment
Percentage of Soccer Pad Allocated
Spr. Practice Dates — Feb. 5 — May 31
Spr. Game Dates — Feb. 17 — May 31 25 % Up to 350
50 % 351 - 700
Fall Practice Dates — Aug. 6 — Nov. 24 75 % 701 - 1059
Fall Game Dates — Aug. 18 — Nov. 24 100 % 1060 or more
Tourn. Practice — Nov. 25-30 (no goals)
Camp & Tournament Dates — TBA Additional use at this complex or other City
fields will be at regular rental rates.
DSA Exceptions to Allocation:
• If enrollment does not meet the 75% of the pad allocation requirement, DSA may request
use of one additional field on Tuesdays and/or Thursdays (without additional fees) to help
with practice load. Based on current availability at time of request and demand for the
season.
• If enrollment does not meet the 100% of the pad allocation requirement, DSA may request
use of field #11 on Tuesdays and/or Thursdays (without additional fees) to help with
practice load. Based on current availability at time of request and demand for the season.
14
Exhibit "B"
SCHEDULE OF REQUIRED DOCUMENTS AND DEADLINES
2018
o January 10 — Signed Facility Utilization Agreement due
o January 10 - Submit documentation that verifies valid nonprofit or 501 C (3) status
o January 10 -Association bylaws, which include statements regarding minimum/maximum roster
requirements, team formation, and fair playing time (player participation) due
o January 10 - Projected budget due
o January 10 - Projected season start dates and concession opening date due
o January 10 - Schedule of upcoming board meetings, or notice given within 48 hours of a called
meeting
o January 10 - Financial statements from previous year
o Two weeks prior to first practice of the year (or when board member changes occur) —
Board member name, position title, best contact phone number, and email address
o Two weeks prior to first practice of the year— $200 Light Deposit due (unless rolled over)
o One week prior to first practice of the year - Insurance due
o One week prior to first practice each season — Report enrollment numbers to receive field
allocations
o One week prior to first practice each season - Practice schedule (calendar form and link to full
schedule)
o One week prior to first game each season — Game schedule (calendar form and link to full
schedule)
o One week prior to concession stand opening — Valid health permit and food handling card
o No later than the last day of the month following each meeting - Board/Officers meeting
minutes due (Example, July 25 minutes are due by August 31.)
o June 15— Spring Season Impact, Nonresident Fees and End of Season Summary Report due
o September 15 — Fall Season Impact, Nonresident Fees and End of Season Summary Report
due
0 45 days after the last scheduled game - Final Player Rosters due
There will be a $5 per business day late fee assessed on all late documentation and fees. Late
fees must be paid within 30 days of invoice or the City will deny access to fields, lights, restrooms
and concessions until documentation is received.
15
Denton Youth Sports Association 2017
Enhancement Fee Balance Sheet
Organization Name Credit Debit Balance
Denton Boys Baseball,Inc.
Balance as of 1/1/11 $2,055.06
4/22/11-Deposit Spring 2011 Fees $4,545.00 $6,600.06
9/28/11-Payment to Winfield(rye grass) $531.38 $6,068.68
11/14/11-Payment to BSN Qox boxes) $4,515.96 $1,552.72
6/4/12-Deposit Spring 2012 Fees $4,525.00 $6,077.72
10/2/12-Payment to Winfield(rye grass) $1,086.15 $4,991.57
6/17/13-Deposit Spring 2013 Fees $4,345.00 $9,336.57
7/12/13-Reimburse for hitting stations $4,000.00 $5,336.57
9/17/13-Payment to BWI(rye grass) $691.28 $4,645.29
6/23/14-Deposit Spring 2014 Fees $4,500.00 $9,145.29
10/27/14-Payment to BWI(rye grass) $795.03 $8,350.26
12/11/14-Payment to Jamieson We(cages) $3,641.37 $4,708.89
2/12/15-Payment to BSN(cages) $8,075.21 -$3,366.32
6/1/15-Deposit Spring 2015 Fees $3,940.00 $573.68
9/21/15-Payment to BWI(rye grass) $845.25 -$271.57
1/26/16-Payment to Longhorn(irrigation
for Mack 2 60/90 conversion) $227.59 -$499.16
1/26/16-Payment to Anchor Sports(infield
conditioner for Mack 2 60/90 conversion) $2,695.00 -$3,194.16
2/9/16-Payment to Frank Bartel Transport
(field clay for Mack 2 60/90 conversion) $1,920.00 -$5,114.16
2/15/16-Payment to Sunbelt Rentals(drum
roller for Mack 2 60/90 conversion) $579.63 -$5,693.79
6/14/16-Deposit Spring 2016 Fees $3,690.00 -$2,003.79
10/5/16-Payment to BWI(rye grass) $612.50 -$2,616.29
7/3/17-Deposit Spring 2017 Fees $3,425.00 $808.71
9/29/17-Payment to BWI(rye grass) $608.13 $200.58
$200.58
Denton Area Youth Football
Balance as of 1/1/11 $4,954.50
9/29/11-Deposit Fall 2011 Fees $1,500.00 $6,454.50
10/2/12-Deposit Fall 2012 Fees $1,265.00 $7,719.50
9/20/13-Deposit Fall 2013 Fees $1,545.00 $9,264.50
11/3/14-Deposit Fall 2014 Fees $2,180.00 $11,444.50
5/14/15-Payment to Floyd Smith(concrete $4,503.47
for shade structures) $6,941.03
6/29/15-Payment to USA Shade $5,439.00 $1,502.03
10/30/15-Deposit Fall 2015 Fees $1,985.00 $3,487.03
9/6/16-Payment to Scoreboard Service
Co.(3 new scoreboard controllers) $3,030.30 $456.73
9/27/16-Deposit Fall 2016 Fees $1,470.00 $1,926.73
9/25/17-Deposit Fall 2017 Fees $585.00 $2,511.73
$2,511.73
$2,511.73
Denton Soccer Association
Balance as of 1/1/11 $24,096.59
9/28/11-Payment to Winfield(rye grass) $953.75 $23,142.84
10/26/11-Deposit Fall 2011 Fees $4,075.00 $27,217.84
10/2/12-Payment to Winfield(rye grass) $1,949.50 $25,268.34
1/15/13-Deposit Fall 2012 Fees $4,150.00 $29,418.34
4/23/13-Payment to DSA(flag pole) $901.50 $28,516.84
9/17/13-Payment to BWI(rye grass) $2,481.50 $26,035.34
11/11/13-Deposit Fall 2013 Fees $3,840.00 $29,875.34
10/27/14-Payment to BWI(rye grass) $2,596.00 $27,279.34
11/7/14-Deposit Fall 2014 Fees $4,105.00 $31,384.34
5/12/15-Payment to Challenger(benches) $3,745.00 $27,639.34
9/16/15-Deposit Fall 2015 Fees $4,485.00 $32,124.34
9/21/15-Payment to BWI(rye grass) $2,760.00 $29,364.34
9/27/16-Deposit(owed toward Fall 2015) $60.00 $29,424.34
10/5/16-Payment to BWI(rye grass) $2,100.00 $27,324.34
10/31/16-Deposit Fall 2016 Fees $3,465.00 $30,789.34
9/29/17-Payment to BWI(rye grass) $2,085.00 $28,704.34
$28,704.34
$28,704.34
Denton Girls Softball
Final Balance-7/6/08 -$4,578.50
$63,680.00 $63,369.50
Total Balances $26,838.15
Enhancement Fund History
Year End Balances
2012 $33,400.91
2013 $39,206.63
2014 $42,958.99
2015 $28,001.06
2016 $25,521.04
Revision Date
2/2/18
Council Re uests for Information
Request Request Date Staff Responsible Status
1. Information on cost determination for curb rate vs drop- 6/5/17 Cox A consultant for the staffing &
off rate at landfill operational analysis will be selected in
the next couple weeks, with the goal to
complete the analysis by late Feb. An
RFP for a cost of service study is being
prepared; the project is expected to last
a few months into spring 2018.
2. Discussion of development code criteria for width of 6/6/17 Canizares Amendments to Transportation criteria
streets manual are in process. Planned to be
resented on March 6.
3. Survey and report of how other municipalities and 7/25/17 Howell A consultant is working on an
school districts fund their School Resource Officers, as efficiency analysis of the Aquatics
well as analysis of calls to school and efficiency Center. A proposal has been sent to
Spt. Wilson for DISD to increase SRO
funding.
4. Info on landfill SUP requirement and a plan to replace 8/15/17 Cox Update to Council planned for Feb. 20.
or minimize trees that will be removed
5. Work session on process for when a use category is not 9/19/17 McDonald/Leal An ISR is expected in February and
clearly defined in the DDC (incl. appeals process and this will be included as part of the
communications to surrounding properties) DDC update.
6. Work session on public restrooms and/or first aid station 10/17/17 Rosendahl A work session is tentatively planned
on the Square for Feb. 27.
7. Work session on homelessness/tent city research, 11/7/17 and Kuechler/Shaw A work session is planned for Feb. 13.
include est. annual PIT Count results 1/27/18
8. Work session on HOT funds (overview of the 1/9/18 Puente A work session is planned for Feb. 27.
committee, process, andpolicies)
9. Update on signage policies for parks and athletic fields 1/9/18 Langley A work session is planned for Feb. 5
luncheon.
10. Update on cultural district 1/9/18 Booth A work session is planned for Feb. 27.
11. Work session on special events/parades and permitting 1/9/18 Howell/Kuechler A brief update was included in the
processes required Friday Jan. 12 report, and a work
session is planned for Feb. 27.
12. Creation of a committee for pesticides management 1/9/18 Behrens A work session is planned for Feb. 13.
Request Request Date Staff Responsible Status
13. Information on the Parks Foundation(total# of 1/16/18 Langley An ISR is planned for Friday Feb. 2.
scholarships provided to City, fee assessment agreement
with Denton Youth Sports, staffing services provided by
City, vendor contracts paid for by City)
14. Information on large residential developments south of 1/27/18 Booth/McDonald An ISR will be drafted.
Denton (near Argyle, down 1171) regarding how
infrastructure was funded and/or any incentives
15. Request for a proclamation to honor Mr. Gohlke 1/27/18 Rogers Staff is working with family to arrange
a date for the proclamation.
Cityof Denton City Hall
215 E. McKinney St.
Denton,Texas 76201
www.cityofdenton.com
DENTON Meeting Agenda
City Council
Tuesday, February 13,2018 12:00 PM Work Session Room&Council Chambers
After determining that a quorum is present, the City Council of the City of Denton, Texas will convene in a
Work Session on Tuesday, February 13, 2018 at 12:00 p.m. in the Council Work Session Room at City Hall,
215 E.McKinney Street,Denton,Texas at which the following items will be considered:
1. Work Session Reports
A. ID 18-149 Receive a report, hold a discussion, and give staff direction regarding requests for
resolutions of support from developers applying for 9%housing tax credits with the state.
B. ID 18-221 Receive a report, hold a discussion and provide direction regarding current City of
Denton facilities and how to proceed with planning for future space needs.
C. ID 18-222 Receive a report, hold a discussion, and give staff direction regarding an overview of
homelessness initiatives and research on tent encampments.
D. ID 18-223 Receive a report, hold a discussion, and give staff direction on the formation of a
committee to review and update the Parks and Recreation Department's Integrated Pest
Management program.
E. ID 18-226 Receive a report, hold a discussion, and give staff direction regarding a proposed
expedited competitive process for Professional Engineering services for the City's public
works infrastructure and the Capital Projects program.
Following the completion of the Work Session, the City Council will convene in a Special Called Meeting in
the Council Chambers to consider the following items:
1. PUBLIC HEARINGS
A. A17-0006b Hold the second of two public hearings for a voluntary annexation of approximately 0.30
acres of land generally located on the east side of Old Alton Road, south of the
intersection of Old Alton Road and Teasley Lane.
2. CONCLUDING ITEMS
Page I Printed on 212120I8
City Council Meeting Agenda February 13,2018
A. Under Section 551.042 of the Texas Open Meetings Act, respond to inquiries from the City Council
or the public with specific factual information or recitation of policy, or accept a proposal to place the
matter on the agenda for an upcoming meeting AND Under Section 551.0415 of the Texas Open
Meetings Act, provide reports about items of community interest regarding which no action will be taken,
to include: expressions of thanks, congratulations, or condolence; information regarding holiday schedules;
an honorary or salutary recognition of a public official, public employee, or other citizen; a reminder about
an upcoming event organized or sponsored by the governing body; information regarding a social,
ceremonial, or community event organized or sponsored by an entity other than the governing body that
was attended or is scheduled to be attended by a member of the governing body or an official or employee
of the municipality; or an announcement involving an imminent threat to the public health and safety of
people in the municipality that has arisen after the posting of the agenda.
NOTE: The City Council reserves the right to adjourn into a Closed Meeting on any item on its Open Meeting
agenda consistent with Chapter 551 of the Texas Government Code, as amended, or as otherwise allowed by
law.
CERTIFICATE
I certify that the above notice of meeting was posted on the bulletin board at the City Hall of the City of
Denton, Texas,on the day of ,2018 at o'clock(a.m.)(p.m.)
CITY SECRETARY
NOTE: THE CITY OF DENTON CITY COUNCIL WORK SESSION ROOM AND COUNCIL
CHAMBERS ARE ACCESSIBLE IN ACCORDANCE WITH THE AMERICANS WITH
DISABILITIES ACT. THE CITY WILL PROVIDE SIGN LANGUAGE INTERPRETERS FOR THE
HEARING IMPAIRED IF REQUESTED AT LEAST 48 HOURS IN ADVANCE OF THE SCHEDULED
MEETING. PLEASE CALL THE CITY SECRETARY'S OFFICE AT 349-8309 OR USE
TELECOMMUNICATIONS DEVICES FOR THE DEAF (TDD) BY CALLING 1-800-RELAY-TX SO
THAT A SIGN LANGUAGE INTERPRETER CAN BE SCHEDULED THROUGH THE CITY
SECRETARY'S OFFICE.
Page 2 Printed on 21212018
Fe bruary 2018
Sunday Monday Tuesday Wednesday Mursday Friday Saturday
1 2 3
4 p.m. Public Art
Committee
4 511:30 am Council 6 7 8 9 10
Luncheon 10:30 am Comm.on
1:30pm Committee on Citizen Engagement 5:00pm P&ZWork
the Environment 12:00 pm CC Work Session
5:30pm Traffic Safety Session 6:30pm P&ZRegular
Commission Se ssio n
Se ssio
6 p m ParkBoard 6 ssion CC Regular
n
11 12 13 14 15 16 17
9:00a m Public Utilities 12:00 p m 2nd Tue sd a y 11:00a m EDP Bo a rd 2018 State o f th e
Bo a rd Se ssio n City Event
5:30pm HLC 6pm -8:30pm
Ha BSCo Meeting
is 19 20 21 22 23 24
12:00 pm CC Work
Session 5:00pm P&ZWork
6:30pm CC Regular Session
Session 6:30pm P&ZRegular
Se ssio n
25 26 27 28
6:00pm Public Utilities 2:00 pm 4th Tuesday
Bo a rd Se ssio n
4:00pm7BA
2/2/2018 12:54 PM
March .
Sunday Monday Tuesday Wednesday Mursday Friday Saturday
1 2 3
4 p.m. Public Art
Committee
4 5 11:30 am Council 6 7 8 9 10
Luncheon 12:00 pm CC Work 5:00pm P&ZWork
1:30pm Committee on Session Session
the Environment 6:30pm CC Regular 6:30pm P&ZRegular
Se ssio n Se ssio n
5:3 Op m Tra ffic Sa fe ty
Commission
6pmParkBoard
11 12 13 14 15 16 17
9:00am Public Utilities No C o un c il Me e tin g 11:OOam EDP Board HaBSCo Meeting
Bo a rd
5:3 Op m HLC
18 19 20 21 22 23 24
12:00pm CC Work 5:00pm P&ZWork
Se ssio n Se ssio n
6:30 pm CC Regular 6:30pm P&ZRegular
Se ssio n Se ssio n
25 26 27 28 29 30
6:00pm Public Utilities 2:00 pm 4th Tuesday
Bo a rd Se ssio n
4:00pm7BA
2/2/2018 12:54 PM
1/31/18
FUTURE CITY COUNCIL ITEMS
Note: This is a working draft of pending Council items and is subject to Chan a without notice.
Meeting Date Deadlines Item
February 5 —Luncheon Captions—January 22 Library Update
Backup—February 1
February 6—Work/Regular Session Captions—January 22 WS—Ethics Ordinance
Backup—February 2 WS—Bike Share
February 13 —2 nd Tuesday Session—noon start Captions—January 29 WS—Pre-qualified Engineering and Consultant Services
time Backup—February 9 WS—Homelessness and Tent Encampments
WS—City Facilities Master Plan
WS—IPM Committee update
WS—9% Housing Tax Credit requests
February 20—Work/Regular Session Captions—February 5 WS—Ethics Ordinance
Backup—February 16 WS—Landfill SUP requirements
WS—Incentive Policy
WS—PID Policy
WS—Rayzor Ranch PID
WS—Electric Fees
WS—Parking discussion
CA—Award contracts for Pre-qualified Engineering and
Consultant Services
February 27—41 Tuesday Session Captions—February 12 WS—Cultural District
Backup—February 23 WS—Hwy 77 Site Options
IC—Incentive Policy
IC—PID Policy
IC- Reappointment of Municipal Judges
March 5 —Luncheon Captions—February 19 Economic Development mid-year update (City and Chamber)
Backup—March 1
March 6—Work/Regular Session Captions—February 19 WS—Ethics Ordinance
Backup =March 2
March 13 —No Meeting NLC, Washington DC 3/11-3/141 Spring Break 3/12-3/16
March 20—Work/Regular Session Captions—March 5 WS—Ethics Ordinance
Backup—March 16 WS—Landfill Substation
March 27—4t Tuesday Session Captions—March 12
Backup—March 23
April 2—Luncheon Captions—March 19
Backup—March 29
CA-Consent Agenda IC-Individual Consideration WS-Work Session
CM-Closed Meeting PH-Public Hearing
Meeting Date Deadlines Item
April 3 —Work/Regular Session Captions—March 19
Backup—March 30
April 10—2nd Tuesday Session Captions—March 26
Backup—April 6
April 17—Work/Regular Session Captions—April 2
Backup—April 13
April 24—4th Tuesday Session Captions—April 9
Backup—April 20
May 1 —Work/Regular Session Captions—April 16
Backup—April 27
May 7—Luncheon Captions—April 23
Backup—May 3
May 8 —2nd Tuesday Session Captions—April 23
Backup—May 4
May 15 —Election Meeting Captions—April 30
Backup—May 11 Installation of CC Members Only
May 22—Work/Regular Session Captions—May 7
Backup—May 18
May 29—No Meeting Memorial Day holiday observed- City Offices closed 5/28
June 4—Luncheon Captions—May 21
Backup—May 31
June 5 —Work/Regular Session Captions—May 21
Backup—June 1
June 12—2nd Tuesday Session Captions—May 25 USCM, Boston, 6/8-6/11
Backup—June 8
June 19—Work/Regular Session Captions—June 4 TCMA, Galveston, 6/21-24
Backup—June 15
June 26—4th Tuesday Session Captions—June 11
Backup—June 22
Jul 2—No Luncheon
Jul 3 —No Meeting July 4t holiday observed—City Offices closed
July 10—No Meeting
July 17—Work/Regular Session Captions—July 2
Backup—July 13
July 24—4th Tuesday Session Captions—July 9
Backup July 20
July 31 —No Meeting
CA-Consent Agenda IC-Individual Consideration WS-Work Session
CM-Closed Meeting PH-Public Hearing
Meeting Date Deadlines Item
August 2—Budget Workshop Captions—July 16
Backup—July 27
August 6—Luncheon Captions—July 23
Backup—August 2
August 7—Work/Regular Session Captions—July 23
Backup—August 3
August 14—2nd Tuesday Session Captions—July 30
Backup—Au ust 10
August 21 —Work/Regular Session Captions—August 6
Backup—August 17
August 28 —4t11 Tuesday Session Captions—August 13
Backup—August 24
September 3 —No Luncheon Labor Day holiday
September 4—No Meeting
September 11—Special Called Work/Regular Captions—August 27
Session Backup— September 7
September 18 —Work/Regular Session Captions—August 31
Backup— September 14
September 25 —4th Tuesday Session Captions— September 10
Backup— September 21
October 1 —Luncheon Captions— September 17
Backup— September 27
October 2—No Meeting National Night Out
October 9—2nd Tuesday Meeting Captions— September 24 TML, Fort Worth, 10/9-10/12
Backup—October 5
October 16—Work/Regular Session Captions—October 1
Backup—October 12
October 23 —4th Tuesday Session Captions—October 8
Backup—October 19
October 30—No Meeting
November 5 —Luncheon Captions—October 22
Backup—November 1
November 6—Work/Regular Session Captions—October 22 NLC, Los Angeles, 11/7-11/10
Backup—November 2
November 13 —2nd Tuesday Session Captions—October 29
Backu —November 9
November 20—No Meeting I I Thanksgiving Holiday observed—City Offices Closed 11/22-23
CA-Consent Agenda IC-Individual Consideration WS-Work Session
CM-Closed Meeting PH-Public Hearing
Meeting Date Deadlines Item
November 27—4th Tuesday Session Captions—November 12
Backup—November 21 Tentative-Based on Need
December 3 —Luncheon Captions—November 19
Backup—November 29
December 4—Work/Regular Session Captions—November 19
Backup—November 30
December 11 —2nd Tuesday Session Captions—November 26
Backup—December 7
December 18—Work/Regular Session Captions—December 3
Backup—December 14 Tentative-Based on Need
December 25 —No Meeting Christmas Holiday observed—City Offices Closed 12/24-25
CA-Consent Agenda IC-Individual Consideration WS-Work Session
CM-Closed Meeting PH-Public Hearing
Construction Projects Report Starting Feb 05-11 , 2018
Road Closures
Lane Closures
Detour Proposed Date Proposed Door Nhssage Public
Street/Intersection Routes of Date of Brief Description of Construction Contact Department Letters Hangers Boards NEeting
Construction m l i n
UPCOMING PROJECTS
Canterbury
Canto ll to I 35 still in design tbd Drainage Chad Allen-Eng
HoRybiDrewHu$man-WW,
Fulton tbd tbd Water/WW/Streets Casey Bowles-Wtr,
DustvDruper- treets
Drew Huffinan-W ,
Hettie tbd tbd Water/Waste Water/Streets CaseyBowles-Wtr;
Dusty Draper-Streets
Possibly bundling with Wndsor, DrewHu$man-WW,
I4mkle tobebid tbd Casey Bowles-NW;
Wtr/W W/S tre e is/Dra ina ge
Dusty Draper-Streets
Water Nhin Construction 11/16/17 y
Holiday Park Phase 2 yes tbd tbd Nhnhattan, Sierra., &Laguna Casey Bowles -NW
Yefloyrstone to Sherman
Nhlone yes Summer 2018 tbd Water Nhin Construction Water
Crescent to Westminster
PEC 4-Engineering still in design tbd Engineering Project Lee Peny-Eng
Installing Underground Box Culvert
Detour Proposed Date Proposed Door Assage Public
Street/Intersection Routes of Date of Brief Description of Construction Contact Department Letters Hangers Boards Xteting
Construction Comnletion
Smith-Johnson Summer 2018 tbd Large Project: Chad Allen-Eng
Drainage/Streets/Wr/WW
DrewHuffiman-WW,
Thomas tbd tbd Water/WW/Streets Casey Bowles-Wtr,
Dusty Draper-Streets
Drew Haflman-WW,
Wayne tbd tbd Water/)NW/Streets CaseyBowles-Wtr,
Dusty r-
Possiblybundling with Hmkle DrewHuffinan-AW,
Windsor-Engineering tbd tbd Casey Bowles-Wtr,
Wtr/W W/Streets/Drainage
RESIDENTIAL CURRENT PROJECTS
Al/OverlayO1/31/18
Auburn no Feb 19,2018 lVbr 5,2018 Georgetown to Bowling Green Streets
Ave A yes Jan 25,2018 Feb 16,2018 Electric Construction Engineering
Eagle to S Ave A
Ave B yes Jan 23,2018 Feb 9,2018 Electric Construction Engineering
Eagle toS Ave B
O1/31/18
Bellhaven no Feb 19,2018 Nbr 5,2018 Mll/Overlay Streets
Georgetown to Bowling Green
Congress yes Jan 8,2018 Feb 28,2018 Electric Construction Engineering
Denton to N Carroll
Congress yes Jan 22,2018 Feb 12,2018 Electric Construction Engineering
N Carroll to Bolivar
Detour Proposed Date Proposed Door Ntssage Public
Street/Intersection Routes of Date of Brief Description of Construction Contact Department Letters Hangers Boards Nlveting
Construction m l i n
O1/31/18
Dartmouth no Feb 26,2018 Nhr 12,2018 N1dl/Overlay Streets
Amherst to Cornell
Denison yes Feb 5,2018 Nlar 16,2018 Street Reconstruction Streets 101/24/18 y y
University to W Shemran
Street Reconstruction 01/24/18 y y
Egan yes Feb 5,2018 N1ay 7,2018 Streets
Amarillo to Malone
Mll/Overlay 01/09/18 y
Gober no Jan 24,2018 Feb 12,2018 Linden Dr to Cordell St Streets
Grace Temple no Feb 5,2018 Feb 16,2018
N1dl/Overlay 01/31/18
Fulton to Ponder
Concrete Street Panel Repairs 12/18/17 y
Heron Pond no Jan 2,2018 Feb 9,2018 Streets
Sun Ray to Marsh Rail
Holiday Park Phase 2 yes Novastewater Main Construction ov 10-17 Dec 1,2018 Wastewater 11/16/17 y
Nbnhattan to Kings Row
Hudsonwood Dr no Feb 5,2018 Feb 20,2018 Street Panel Repair Streets 01/24/18
Benydown Intersection
Dings Row no Aug 7,2017 Feb 9,2018 Chub and Gutter/Drive Approaches Engineering y
WB Right In Wellington and Sherman
Lattimore no Oct 9,2017 Feb 16,2018 Street Reconstruction Streets 09/22/17 y
Audra to Dead End
Londonderry yes Dec 22,2017 Xhr 15,2018 Wastewater Nhin Construction Wastewater 10/16/17 y
Teasley to Westminster
Detour Proposed Date Proposed Door Assage Public
Street/Intersection Routes of Date of Brief Description of Construction Contact Department Letters Hangers Boards Xteting
Construction m l i n
10/16/17 y
Londonderry es Feb 1,2018 Nhr 1,2018 Drainage Improvements Drainage
Lookout no Jan 29,2018 Feb 28,2018 Sidewalk Repair Streets y
Windsor to Westward
Lovell no Jan 24,2018 Feb 9,2018 MIVOverlay Streets 01/19/18 y
Scripture to Egan
O1/31/18
Malone no Feb 14,2018 Nhr 2,2018 NS1UOverlay Streets
Auburn to Dead End North
Water Line Tap/Piping/S walk Repair N/A
Maple no Jan 22,2018 Feb 9,2018 Engineering
Southern most Drive Lane
Street Reconstruction 10/10/17 y y 10.18.17
Nbckingbird yes Oct 23,2017 Feb 20,2018 Streets
Akinney to Paisley
Street Reconstruction 09/22/17 y
Oak Park no Oct 9,2017 Feb 16,2018 Oaktree to Oak Valley
Streets
Oaktree no Oct 9,2017 Feb 5,2018 Street Reconstruction Streets 09/22/17 y
Audra to Lattimore
y
Paisley yes Dec 20,2017 Feb 16,2018 Water Main Construction y Water
Frame to Ruddell
Sagebrush Jan 2,2018 tbd Water/WW/Streets MWWW/Streets y
Water is almost complete
Silktree yes Jan 29,2018 Nlar 5,2018 Street Reconstruction Streets O1/22/18
Desert Willowto Cul de Sac
ur Proposed Date Proposed Door Assage Public
Street/InterLii
es of Date of Brief Description of Construction Contact Department Letters Hangers Boards Acting
Construction mltin
Mill Overlay/Curb and Gutter Work 10/26/17 y
Stanley Nov 6,2017 Feb 7,2018 Streets
Emery to Crescent
Westward no Jan 2,2018 Feb 9,2018 Street Panel Repair Stree 12/18/17 y
ts
Lookout to Southway
Whispering Oaks no Oct 9,2017 Feb 16,2018 Street Reconstruction Streets 09/22/17 y
Oak Valley to Oak Park
Sidewalk Repairs IqHOA y
Windriver no Jan 22,2018 Nhr 30,2018 Streets 01/11/18
Loon Lake to Teasley Ln
MAJOR ROADS CURRENT PROJECTS
Bonnie Brae no Jul 1,2017 Ju131,2019 Street Widening Engineering
Gayla yes Jan 4,2018 Feb 16,2018
Water and WWCrossing Construction Engineering 01/03/18 y y
Nhyhill Rd to Bridges St
Hickory yes Jan 2,2018 Nby 11,2018 Street Reconstruction Streets
Bonnie Brae to N Texas Blvd
Reconstruct Old Central Parking Lot 11/02/17
NhKnney no Nov 14,2017 Apr 29,2018 Engineering
Bolivar to Cedar
Street Widening Project 01/3/18,
Nbyhill no Sep 1,2017 Feb 1,2020 S380 to NofEd Engineering 01/24/18
LJwards Rd
Prominence Parkway yes Jan 31,2018 Augater/WWRelocate/Repave g 31,2018 Engineering 01/24/18
Nhyhill to Atlanta
Detour Proposed Date Proposed Door Assage Public
Street/Intersection Routes of Date of Brief Description of Construction Contact Department Letters Hangers Boards Xteting
Construction m l i n
Riney s Sep 29,2017 Ju129,2018 Road Removal and Replacement Engineering
N E]m to Solona
Ryan Rd Dec 11,2017 Jan 26,2018
Street Construction 12/06/17 y y
Stree
FM1830 to Forrestridge
Note: This provides an Estimate of work to be done the next two weeks. Weather,equipment breakdowns,or other unforeseen problems could cause this schedule to change.
Drainage 349-7116 / Water Distribution 349-7181 / Wastewater 349-8489 / Traffic 349-7342 / Streets 349-7160,streets@cityofdenton.com
Engineering 349-8910,engineering@cityofdenton.com / TXDOT 387-1414,romulo.bahamon@txdot.gov / Denton County 349-3420
COMPLETED PROJECTS
Ave G yes Dec 18,2017 Jan 19,2018 Electric Construction MW Engineering
Oak St to Hickory St
Gaelic Ct no Nov27,2017 Jan 19,2018 Street Reconstruction Streets I1/13/17 y
Glengary Way to Western dead end
Nfimosa yes Jan 2,2018 Feb 23,2018 Street Reconstruction Streets 12/13/17 y
N Carroll to Bolivar
Nbckingbird yes Oct 23,2017 Feb 4,2018 Street Reconstruction Streets 10/10/17 y y 10/18/17
Audra to Newport
Nbntecito no Dec 27,2017 Jan 26,2018 Sidewalk Repair Streets N/A Y
Hazelwood to Nhror Rock
Overlook no Oct 2,2017 Jan 19,2018 Sidewalk and Panel Repairs Streets NA Y
Windsor to Westward
Street Resurfacing/Curb/Gutter11/27/18 y y
Panhandle no Dec 4,2017 Feb 12,2018 Streets
'Ihomas to Bonnie Brae
Uanderbuilt Ct no Dec 27,2017 Jan 26,2018 Curb and Gutter Repair Streets 12/18/17 y
Bowling Green to Vanderbilt Ct