2015-10-12 ICITY OF
j SOUTH LAIN
PARKS AND RECREATION BOARD MEETING: OCTOBER 12, 2015
LOCATION: Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas
TIME: 6:00 p.m.
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman,
Vice Chair Chad Patton and Secretary France Scharli; and Board Members Mitch Hill, Lori
Palmer, Miguel Salinas and Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: Director of Community Services Chris Tribble; Deputy Director of
Community Services Kate Meacham; Recreation Superintendent Steve Moore; Recreation
Supervisor Ryan McGrail; and Recreation Coordinators Amy Bennett, Junior Camacho and
Jared Darnell
GUESTS: Lori Higgins, Executive Director of the Bob Jones Nature Center & Preserve; Mia
Gordon-Poorman, General Manager of Southlake Tennis Center
1. CALL TO ORDER
Chairman Wasserman called the meeting of the Parks and Recreation Board to order at
6:03 p.m.
2. CONSENT AGENDA
Consent Agenda items are considered to be routine by the Board and are enacted with
one motion.
2A. APPROVAL OF THE MINUTES FROM THE SEPTEMBER 14, 2015 REGULAR PARKS AND
RECREATION BOARD MEETING.
There were no corrections to the September 14, 2015 Park Board meeting minutes.
2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The board considered the absence of Chad Patton from the regular meeting held
September 14, 2015.
APPROVED
City of Southlake Values:
Integrity♦ Innovation • Accountability• Commitment to Excellence ♦ Teamwork
Minutes of the October 12, 2015 Parks Board Meeting
Page 2 of 5
A motion was made to approve the Consent Agenda as presented including approval of
the minutes of the September 14, 2015 regular meeting, and the absence.
Motion: Salinas
Second: Venesky
Ayes: Hill, Palmer, Salinas, Scharli, Venesky and Wasserman
Nays: None
Abstain: Patton (absent 9/14/15 meeting)
Vote: 6-0-1
Motion Carried.
3. PUBLIC FORUM
Chairman Wasserman opened public forum. There being no one to speak, Chairman
Wasserman closed public forum.
4. REPORTS
Community Services Department Recreation Coordinator Jared Darnell was introduced
and commended for his work on all the athletic programs dashboard reports.
4A. BOB JONES NATURE CENTER AND PRESERVE
Deputy Director Meacham presented the Bob Jones Nature Center and Preserve
(BJNCP) dashboard report and explained the unique features of the report. It was noted
dashboard reports for athletic programs are based on calendar year data, and the
nature center and tennis center dashboard reports are based on fiscal year data.
Deputy Director Meacham responded to questions concerning the dashboard reports,
including questions about the new scorecard and the NPS survey recently instituted.
Board members requested a copy of the NPS survey question.
Lori Higgins, Executive Director of the Bob Jones Nature Center & Preserve, 355 E.
Bob Jones Road, Southlake, shared a visual presentation about the nature center
programs and activities for FY 2015. Director Higgins answered questions about
membership, the new Bluebird Trail signs, and programming capacity.
4B. SOUTHLAKE TENNIS CENTER
Deputy Director Meacham presented the Southlake Tennis Center (STC) dashboard
report and was available to answer questions from the board.
Mia Gordon-Poorman (Roxy Tennis, LLC), General Manager, Southlake Tennis Center,
450 Southlake Boulevard, Southlake, presented a tennis center report for FY 2015,
including information about the tennis center's operation philosophy, staffing, the
City of Southlake Values:
Integrity♦ Innovation • Accountability• Commitment to Excellence ♦ Teamwork
Minutes of the October 12, 2015 Parks Board Meeting
Page 3 of 5
center's area competitors, achievements and awards, and answered questions from the
Board including questions about tournaments, participation fluctuations, retention of
tennis pros, growth issues and goals, the impact of construction on programming, and
other tennis center activities.
4C. TEXAS AMATEUR ATHLETIC FEDERATION AWARD
Recreation Coordinator Junior Camacho accepted the Texas Amateur Athletic
Federation (TAAF) award on behalf of the City. The City received the award at the
September 24, 2015 Texas Amateur Athletic Federation annual conference held in
Rockwall, Texas. The City of Southlake was recognized by TAAF as a Gold Member
City for its active involvement on regional and state levels and participation numbers in
youth athletic programs.
4D. RECREATION PROGRAMS
Deputy Director Meacham presented dashboard reports for overall programs, youth
programs, and athletic/aquatics programs offered by the Department during FY 2015
and responded to questions from the board regarding program cancellations and
benchmark rates. Recreation Coordinator Junior Camacho responded to questions
regarding intramural high school level athletic programs. Recreation Coordinator Amy
Bennett presented an overview of the recreation events, athletic programs, and camps
offered by the department during FY 2015, and was available to answer questions from
the board.
City staff was commended on the dashboard reports. The Board also inquired if the font
size in the reports may be increased.
4E. RENTALS
Deputy Director Kate Meacham presented the dashboard reports on facility rentals for
FY 2015 and she and Director Chris Tribble responded to questions.
The Board and staff discussed options that may help increase rentals for the pavilion at
Liberty Park at Sheltonwood Park. Suggested options included lowering the pavilion
rental fee for the Park until additional parking is available; amending the City's Park
Master Plan to speed up the parking lot expansion program project currently planned
years out for Sheltonwood Park; and a trial program allowing park patrons to park on
grass for pavilion rentals. The Board agreed to staff's recommendation to a six-month
pilot program that will allow parking on the grass for pavilion rentals. The program to be
re-evaluated by the Board in May 2016. As part of the re-evaluation, the Board is
interested to know what the overall demand city-wide is for pavilion space rentals; a
comparison of pavilion rental amenities/fees with comparable cities; the appropriate
number of parking spaces needed for Sheltonwood Park; and the possible site location
for the additional parking lot.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the October 12, 2015 Parks Board Meeting
Page 4 of 5
5. CONSIDER
5A. RECOMMENDATION ON STANDARDS OF CARE
Deputy Director Kate Meacham presented the Standards of Care Policy and explained
the approval process. Deputy Director Meacham responded to questions from the
Board.
The proposed annual Standards of Care for the City's elementary-age recreation
programs, including Camp Mania, offered by the Community Services Department,
includes staffing ratios, staff qualifications, facility, health and safety standards and
mechanisms for monitoring and enforcing care standards. Programs operated by the
City are recreation in nature and are not day care programs, which require additional
guidelines. City Council will consider the Standards of Care as an ordinance and public
hearing in November.
A motion was made to recommend City Council approve the Standards of Care as
presented.
Motion: Patton
Second: Salinas
Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 7-0
Motion Carried.
5B. RECOMMENDATION ON APPOINTMENT OF A PARK BOARD MEMBER TO THE
SOUTHLAKE 2035 PLANNING CORRIDOR COMMITTEE
Director Chris Tribble presented the item to appoint a Park Board member to the
Southlake 2025 Planning Corridor Committee and responded to questions.
The purpose of the 2035 Corridor Committee is to meet with potential developers or
owners of certain properties and develop land use recommendations for the
development of the property that is consistent with the framework of the Southlake 2030
Comprehensive Plan. The goal of this effort is to provide a potential developer or owner
a clearer direction on a development pattern that is compatible with the Southlake 2030
Plan in terms of adjacent land uses, traffic patterns, and environmental protection. The
Committee will consist of: Mayor (Laura Hill- Ex-Officio); 2 City Council Members
(Brandon Bledsoe, Gary Fawks); 2 Planning and Zoning Commission Members (TBD);
1 Park Board Member (TBD).
A motion was made to recommend Park Board member Frances Scharli to serve on the
Southlake 2035 Planning Corridor Committee.
City of Southlake Values:
Integrity♦ Innovation ♦ Accountability♦ Commitment to Excellence ♦ Teamwork
Minutes of the October 12, 2015 Parks Board Meeting
Page 5 of 5
Motion: Patton
Second: Venesky
Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 7-0
Motion Carried.
6. DISCUSSION
6A. CONSTRUCTION MANAGEMENT REPORT
Director Chris Tribble presented the monthly Construction Management Report,
including updates on the Bob Jones Park road being reconstructed, Bicentennial Park
and The Marq Southlake, and responded to questions from the Board.
6B. PARKS & RECREATION UPDATE
Deputy Director Kate Meacham reviewed the Community Events Schedule included in
the meeting packet and responded to questions from the Board. Invitations to the grand
opening for The Marq Southlake have been mailed. The bi-annual Citizen Satisfaction
Survey has been released and is being marketed to receive citizen feedback.
7. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 7:57 p.m.
Motion: Patton
Second: Salinas
Ayes: Hill, Palmer, Patton, Salinas, Scharli, Venesky and Wasserman
Nays: _ None
Abstain: " None
Vote: 7-0
Motion Carried.
a Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
An audio recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values:
Integrity♦ Innovation • Accountability• Commitment to Excellence ♦ Teamwork