1. Item 9B Consider approval of Bob Jones Nature Center & Preserve Management Agreement with the Bob Jones Nature Center Organization

2. City of Southlake Strategy Map The City of Southlake provides municipal services that support the highest quality of life for our residents and businesses. We do this by delivering outstanding value and unrivaled quality in everything that we do. unrivaled quality in everything that we do. Fulfill Our Mission Live Our Core Values PromoteLearning and Growth ProvideFinancialStewardship Serve Our Customers C1 Achieve the highest standards of safety and security C3 Provide attractive and unique spaces for enjoyment of personal interests C4 Attract and keep top-tier businesses to drive a dynamic and sustainable economic environment C2 Provide travel convenience within City and region B6 Optimize use of technology B1 Achieve best- in-class status in all City disciplines B5 Improve performance of delivery and operational processes B4 Provide high quality customer service B2 Collaborate with select partners to implement service solutions F1 Adhere to financial management principles and budget F3 Achieve fiscal wellness standards F4 Establish and maintain effective internal controls F2 Invest to provide and maintain high quality public assets Manage the Business Safety and Security L2 Enhance leadership capabilities to deliver results L3 Attract, develop and retain a skilled workforce L1 Ensure our people understand the strategy and how they contribute to it L4 Recognize and reward high performers C5 Promote opportunities for partnerships and volunteer involvement Deliver on Our Focus Areas Integrity ● Innovation ● Accountability ● Commitment to Excellence ● Teamwork B3 Enhance resident quality of life and business sustainability through tourism L5 Empower informed decision- making at all levels in the organization Infrastructure QualityDevelopment Mobility Performance Management and Service Delivery Partnerships and Volunteerism

3. Purpose Management Agreement Overview Agreement Provisions Questions / Comments

4. Management Agreement Overview Identifies general requirements and responsibilities Identifies performance expectations Establishes independent contractor status Establishes clear management structure, communication and operation expectations and procedures Delineates term and financial considerations Outlines termination procedures

5. Key Provisions - Term Term Initial term Aug 1 – Sept 30, 2012 Includes three, 3-year renewal options, unless contract is terminated by either party. Both parties shall issue its decision to renew a minimum of 6 months prior to expiration date to ensure a smooth transition if change occurs. Termination Provision 30 days to correct default 90 day notice termination at will for either party

6. Key Provisions - Customer Service Customer Satisfaction Shall maintain a positive overall customer satisfaction rating of at least 98% with Contractor’s programs and services. Unscheduled, interim surveys Inquiries / Complaints Respond to all written inquiries and complaints from users within two (2) business days / monthly report. Customer Service Training 100% of both employee and contract staff participate in annual customer service training.

7. Key Provisions - Customer Service Customer Feedback Cards Signage placed in facility identifying it as city facility Customer satisfaction cards placed prominently. Regular review with staff. Periodic surveys/inspections. Customer Database City has right require Contractor to forward email messages to Contractor’s customer database as deemed appropriate by City.

8. Key Provisions - Operations Operation Reviews Ongoing reviews with CS Director & Finance Director Annual Performance Projections Establish, develop, and implement ongoing, year-round, successful programs and events for all ages at standard similar to comparable N TX Nature Centers Increase participation 3% annually Compliance with City Values and Applicable Laws Adhere to City’s values in all operations. Contractor must comply with all applicable federal, state and local laws, ordinances, rules, policies, and regulation (required in all City contracts).

9. Key Provisions – Operations & Marketing Operating Hours Maintain minimum of 40 open hours weekly in which building is staffed Weather Closures Notify City of closures due to inclement weather. Policies & Procedures Comply with City policies and procedures, as applicable. Notify City when changes are made to operating procedures. Marketing / Sponsorships Marketing coordination Contractor will work with City in developing a sponsorship program

10. Key Provisions - Personnel Pre-EmploymentRequirements Must conduct pre-employment and annual criminal background checks and pre-employment and for-cause drug screenings. Shall not assign, even on a temporary basis, any person whose check is incomplete or who has not successfully passed or who fails such checks or screenings. Notifications Notify City of any personnel or other issues identified that could negatively impact patrons.

11. Key Provisions - Facility & Equipment Appearance & Cleanliness Contractor must maintain an annual rating of at least 95% on monthly facility inspections based on the CS Department’s monthly facility inspection scorecard program. Projects/Improvements May not make any significant physical improvements without written approval for CS Director Must be consistent w/overall intended use of NC as per the BJNCP Master Plan Equipment Contractor shall maintain all equipment to industry standards and it shall be in good working condition at all times.

12. Key Provisions - Financial Contractor’s Management Fee As consideration and compensation for the management, operations, and supervision of the BJNCP, Contractor shall receive annual payment of $100,000 to be dispersed quarterly each year. The annual payment amount is subject to the annual City Council budget authorization. For FY 2012 (Aug 1 – Sept 30) City will pay a prorated amount = $16,666.66 City Revenues City will receive 20% of program fees for first 18 months while providing class registration/administration City will receive 50% from usage fees and facility/pavilion rental fees

13. Key Provisions - Financial Accounting, Reports & Audits Adhere to best practice financial management principles, by maintaining timely and accurate accounting records including monthly financial statements consisting of a balance sheet and profit and loss statement.

14. Questions / Comments?

15. Recommendation Staff recommends approval of a management agreement with the Bob Jones Nature Center organization for the management of the Bob Jones Nature Center & Preserve.