2018-08-09 Parks PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 2, 2018
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting – Thursday, August 9, 2018 at 7:00 p.m. or immediately
following the Joint SPDC/Park Board meeting
The regular Park Board meeting will begin at 7:00 p.m. or immediately
following the Joint SPDC/Park Board meeting. Please note the meeting will
be held at Town Hall, 3rd Floor Rooms 3C & 3D.
Please advise staff if you are not able to attend this meeting
(lcarpenter@ci.southlake.tx.us or 817.748.8184). Thank you.
REGULAR AGENDA
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board
meeting held April 9, 2018. Please make any corrections to the
minutes part of the motion for consideration.
B. Absence of Parks and Recreation Board Members – There is no
action required by the Board at this meeting since all members were
present at the April 9th meeting and the May, June, and July Park
Board meetings were canceled. A copy of the Attendance Report is
in your packet.
3. Agenda Item No. 3. Public Forum
This is the public's opportunity to address the Board about non -agenda
items. During Public Forum, the Board will not discuss or take action on
any item brought up at this time
4. Agenda Item 4. Consider
A. Election of Officers for the Parks and Recreation Board – The
purpose of this item is to elect from the Board a chairman, vice
Parks and Recreation Board
Meeting Date – August 9, 2018 at 7:00 p.m., or immediately following Joint SPDC/Park Meeting
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
chairman and secretary to serve a one-year term for the Park Board.
Your packet memo contains a description of the duties for each
officer position.
B. Recommendation on Fiscal Year 2019 Parks and Recreation
General Fund Operating Budget – Staff will provide an overview of
the proposed budget and initiatives for FY 2019.
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8203
Facsimile – (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker@ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311; cedmondson@ci.southlake.tx.us
Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham@ci.southlake.tx.us)
Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARK AND RECREATION BOARD MEETING
Thursday, August 9, 2018
7:00 P.M.
(Immediately following Joint SPDC/Park Board Meeting)
LOCATION: Southlake Town Hall
1400 Main Street – 3rd Floor Room 3C/3D
Southlake, Texas 76092
REGULAR AGENDA:
1. Call to Order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting held
April 9, 2018
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider
A. Election of Officers for the Parks and Recreation Board
B. Recommendation on Fiscal Year 2019 Parks and Recreation General
Fund Operating Budget
5. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall,
1400 Main Street, Southlake, Texas, on Friday, August 3, 2018 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government Code.
Carol Ann Borges, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
PARKS AND RECREATION BOARD MEETING: APRIL 9, 2018
LOCATION: Southlake Town Hall, City Council Chambers, Southlake, Texas
TIME: 6:00 p.m.
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman,
Vice Chair Frances Scharli, Secretary Lori Palmer; and Board Members Mitch Hill, Mike
Pazera, Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of
Community Services Kate Meacham, Deputy Director of Community Services Candice
Edmondson
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 6:02 p.m.
2. CONSENT AGENDA
2A. APPROVE MINUTES FROM THE JOINT WORK SESSION OF THE CITY COUNCIL
SUBCOMMITTEE ON FACILITY UTILIZATION AGREEMENTS AND PARKS &
RECREATION BOARD HELD FEBRUARY 12, 2018
There were no corrections to the minutes.
2B. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD
MEETING HELD FEBRUARY 12, 2018
There were no corrections to the minutes.
2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
There were no board member absences to excuse.
2D. CANCELLATION OF THE JULY 9, 2018 REGULAR PARKS & RECREATION
BOARD MEETING
The Board agreed to cancel the July 9th meeting.
2A - 1
Minutes of the April 9, 2018 Parks Board Meeting
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
APPROVED
A motion was made to approve the Consent agenda as presented.
Motion: Scharli
Second: Hill
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 6:02 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
4. CONSIDER
4A. RECOMMENDATION ON RENEWAL OF THE SOUTHLAKE TENNIS CENTER
MANAGEMENT AGREEMENT
Deputy Director Kate Meacham presented the Southlake Tennis Center Management
Agreement between the City of Southlake and Stephen and Mia Poorman (dba Roxy
Tennis LLC) for a term of three years, January 1, 2018-December 31, 2021 and
responded to questions.
The proposed renewal agreement includes a standardized provision to allow alcohol at
the facility for limited, after-hour events without requiring approval of a variance by Park
Board and the City Manager. Events requesting alcohol during regular hours require the
contractor to seek approval of a variance request through the standard process.
The proposed agreement specifies the tennis center management contractor will pay
the City of Southlake 20% of gross revenue for leagues and 25% of gross revenue for
tournament play, with a minimum annual revenue fee payment of $15,000. Due to the
construction impact to operations of the tennis center, the City has waived the payment
of revenue fees for 2018 and until the enclosed tennis courts are completed and opened
in 2019.
Mia Gordon Poorman, 220 Canyon Lake Drive, Southlake, spoke about the building
expansion and improvements to meet the level of service and use. Mrs. Poorman spoke
about tennis operations during Bicentennial Park Phase 3 reconstruction project and
opportunities for future programing and hosting tournaments.
2A - 2
Minutes of the April 9, 2018 Parks Board Meeting
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
APPROVED
A motion was made to recommend approval of the Southlake Tennis Center
Management Agreement between the City of Southlake and Stephen and Mia Poorman
as presented.
Motion: Scharli
Second: Palmer
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
5. DISCUSSION
5A. SOUTHLAKE TENNIS CENTER STANDARD OPERATING PROCEDURES
Deputy Director of Community Services Kate Meacham presented an overview of the
Standard Operating Procedures (SOP) for the Southlake Tennis Center and answered
questions.
The scope of the SOP includes schedule of operations, facility usage fees, reservations,
league scheduling, after hours court usage and reporting, and is approved
administratively.
Mia Gordon Poorman, 220 Canyon Lake Drive, Southlake, spoke to issues related to
the 50% Southlake Residency Rule for teams and answered questions concerning
current and future capacity expectations. Ms. Poorman and City staff may discuss
lowering the 50% rate at a later date if warranted.
5B. PARKS & RECREATION UPDATE
Deputy Director of Community Services Kate Meacham presented the Parks &
Recreation activities and events report.
A dedication ceremony for the Southlake Tennis Center is scheduled May 3, 2018 ,
followed by a public open house on Friday, May 18.
5C. UPDATE ON REVISED POLICY FOR THE PROVISION OF ATHLETIC FACILITIES
Director of Community Services Chris Tribble updated the Board on the Revised Policy
for the Provision of Athletic Facilities approved by City Council on March 6, 2018. Board
members received a copy of the revised Policy in the meeting packet. There were no
questions from the Board.
6. ADJOURNMENT
2A - 3
Minutes of the April 9, 2018 Parks Board Meeting
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
APPROVED
A motion was made to adjourn the meeting at 6:47 p.m.
Motion: Scharli
Second: Venesky
Ayes: Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays: None
Abstain: None
Vote: 6-0
Motion carried.
Tina Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
A video recording of this meeting may be viewed at www.CityofSouthlake.com/VideoOnDemand or an audio recording may be
available upon request from the Office of City Secretary.
2A - 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 19, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Absence of Parks and Recreation Board Member(s) – Standing Agenda Item
Action Requested: No action required as all Park Board members were present at the April 9,
2018 regular meeting. The May, June and July Park Board meetings were
canceled.
Background
Information: The “Absence Policy for Parks and Recreation Board” adopted July 12,
2004 and revised March 2, 2010, provides a mechanism for consideration
of absences of Board members from regular or special Park Board
meetings. This item is listed as a standing item on meeting agendas.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: City Council approved the Policy Ordinance Review Committee (P.O.R.C.)
revisions to the Parks and Recreation Board Absence Policy March 2, 2010
Park Board approved the Absence Policy at the July 12, 2004 meeting.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: No action required as all members present at the April meeting.
2B - 1
2018
`
10/8/18 11/12/18 12/10/18
1 Vacant a a 0 a 0 0 0 100%2.45 2018 67%
2 Tina Wasserman a a 0 a 0 0 0 100%2.45
3 Frances Scharli a a 0 a 0 0 0 100%2.45
4 Lori Palmer r a 0 a 0 0 0 50%2
5 Mitch Hill a a 0 a 0 0 0 100%2.45
6 Mike Pazera a a 0 a 0 0 0 100%2.55
7 Paul Venesky r a 0 a 0 0 0 50%2
67%100%0 100%0 0 0 a In attendance
Total Hrs Per Month 0.45 1 0 1 0 0 0 r Not in attendance, no substitute
m Substitute in attendance
2/12/18 A joint work session with City Council subcommittee on FUAs and Park Board met prior to the regular Park Board meeting.n Vacant position
8/9/18 A joint SPDC & Park Board meeting will be held, followed by the regular Park Board meeting.0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
Park and Recreation Board Attendance Report
Place Name 1/8/18 2/12/18 3/12/18 4/9/18 5/14/18 6/11/18 7/9/18 8/9/18 9/10/18
Individual
Attendance
Rate
Hrs To
Date
2B - 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
July 19, 2018
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Election of Parks and Recreation Board Officers
Action Requested: Election of Parks and Recreation Board chair, vice-chair and
secretary.
Background
Information: The Southlake City Code and the Park and Recreation
Bylaws address the process for selection of officers for the
Parks and Recreation Board. Annually, following the City
Council appointments of new Park and Recreation Board
members, the Board shall select officers, including a Chair,
Vice Chair and Secretary, to serve one year until the next
annual election.
On June 19, 2018, City Council approved Resolution No. 18-
006, appointing Chad Bedwell and Kevin Craddock, and
reappointing Lori Palmer, Mitch Hill and Paul Venesky to the
Parks and Recreation Board. Any sitting member of the
Board may be considered for the officer positions. The
current Board members are:
Kevin Craddock – Place 1
Tina Wasserman – Place 2 (current Chair)
Frances Scharli – Place 3 (current Vice Chair)
Lori Palmer – Place 4 (current Secretary)
Mitch Hill – Place 5
Chad Bedwell – Place 6
Paul Venesky – Place 7
A brief summary of each of the officer’s duties is listed below
for your consideration.
Chair
• Preside at all meetings of the Board
• Perform all duties incident to the office of Chair
4A - 1
Parks and Recreation Board
Meeting Date – August 9, 2018
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
• Perform other duties as may be prescribed by the Board
and the City Council
Vice Chair
• In absence of Chair or in event Chair not able to, or
refusal to act, Vice Chair shall preform duties of the Chair
• Preside at Board meeting in Chair’s absence
• Perform other duties as prescribed
Secretary
• Ensure Minutes are filed with the City Secretary (Handled
by Department Secretary)
• In general, shall perform all duties assigned by the Chair
or the Board
• In absence of Chair and Vice Chair, or their inability or
refusal to act, shall perform duties of Chair
• Secretary assists Department Secretary by turning ON
audio recorder at meeting
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: City Council approved June 19, 2018 of Resolution No. 18-
006, appointing Kevin Craddock (Place 1), and Chad
Bedwell (Place 6), and reappointing Lori Palmer (Place 4),
Mitch Hill (Place 5), and Paul Venesky (Place 7) to the Parks
and Recreation Board
Park Board consideration of officers August 9, 2018
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: Park Board election of Parks and Recreation Board Chair,
Vice Chair and Secretary
4A - 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 2, 2018
To: Parks and Recreation Board
From: Chris Tribble, Director of Community Services
Subject: Recommendation on proposed Fiscal Year 2019 Parks
and Recreation Division General Fund Operating Budget
Action Requested: Parks and Recreation Board consideration and
recommendation of the proposed Fiscal Year 2019 General
Fund Operating Annual Budget for the Parks and Recreation
Division
Background
Information: The Director of Community Services works with the City
Manager to develop the annual operating budget for the
Community Services Department. Annually, as part of the
overall budget process, the Parks & Recreation Board will
review the proposed Parks and Recreation Division annual
budget prior to submission to the City Council, and submit a
recommendation on the budget. The proposed budget is
subject to final review by the City Manager, and approval by
City Council.
The Charter of the City of Southlake mandates that a
proposed budget be filed by the City Manager no later than
August 15th for the new fiscal year beginning October 1.
Following filing, the City Council begins their review leading
up to budget adoption in September.
Staff will provide an overview of the proposed FY 2019
Parks and Recreation General Fund Operating Budget at the
meeting.
Financial
Considerations: The proposed Fiscal Year 2019 General Fund Operating
Annual Budget for the Parks and Recreation Division will be
considered along with all other department budgets by the
City Council in August work sessions with formal adoption
anticipated in September.
4B - 1
Parks and Recreation Board
Meeting Date – August 9, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: Approval of the FY2019 Parks & Recreation General Fund
Operating Budget is linked to the City’s Strategy Map related
to the focus areas of Safety and Security, Infrastructure,
Performance Management and Service Delivery and Quality
Development and meets the corporate objectives to Achieve
the Highest Standards of Safety and Security, Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Enhance the sense of community by providing
excellent customer service and citizen engagement
opportunities, Invest to Provide and Maintain High Quality
Public Assets.
It also relates to the City’s Critical Business Outcome
identified as CB01 – Maintain a strong financial position and
implement plans and policies to ensure future financial
strength.
Citizen Input/
Board Review: Staff has developed the proposed Parks and Recreation
Division Budget with consideration being given to the City
Council Strategic Focus Areas.
Legal Review: Not applicable.
Alternatives: Input towards the proposed Fiscal Year 2019 General Fund
Operating Annual Budget for the Parks and Recreation
Divisions as desired.
Supporting
Documents: Supporting documents include the following:
A presentation will be provided at the meeting
Staff
Recommendation: Parks and Recreation Board review and recommendation of
the proposed Fiscal Year 2019 General Fund Operating
Annual Budget for the Parks and Recreation Division
4B - 2