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1991-03-25CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING March 25, 1991 7:00 p.m. MINUTES Board Members Present: Janet Murphy, Mike Jurecka, Randy Robertson, Steve Bender, and Terry Mitchell Board Members Absent: Lynn Haggerty (excused), Ann Barnes, and Rick Roberts City Staff Present: City Planner, Greg Last AGENDA ITEM #2, Approval of Minutes Motion was made to approve the minutes of March 4, 1991, as presented. Motion: Bender Second: Mitchell Ayes: Mitchell, Bender, Murphy, Jurecka Noes: None Abstained: Robertson Approved: 4-0-1 AGENDA ITEM #3, Administrative Comments Park Master Plan Survey - City Planner, Greg Last presented to the Board a draft of the Park and Recreation Survey prepared by the Park Master Plan Consultants. Mr. Last stated that the surveys will be mailed to 600 randomly selected citizens within 2-3 weeks. Organized Sports - Janet Murphy reviewed the various organized sports available in the area. Randy Robertson will expand upon the list of organized sports to have available as information for interested citizens. Board Meeting Dates - It was the consensus of the Board that they would not have a problem with changing their meeting dates to the 2nd and 4th Mondays of the month. AGENDA ITEM #4, Discussion, Budget Control Report Shade Tree Toys - Steve Bender, reported that the contract was approved by the Council. There is an 8 - 10 week delivery. Park Land Dedication Fees - Steve Bender reported that fees will be received by the Post Office on a per acre basis. Greg Last stated that fees are collected prior to construction of subdivisions. Parks and Recreation Board Meeting Minutes March 25, 1991 Page 2 The Board commented on the need to look at the Developers Agreement, Park Land Dedication, and the Subdivision Control Ordinance to eliminate any inconsistencies related to Park Land fees. Greg Last stated that there are a number of things to look at, and City staff is continuously noting these inconsistencies for future revisions to the Park Dedication Ordinance. A discussion was held on the report prepared by Greg Last showing the status of park fee collections. Questions were raised by the Board in regards to the waiver of fees for SouthView and Timberlake. Greg Last explained that SouthView had submitted their final plat prior to approval of the park fee ordinance. SouthView came back with a replat so that sewer services could be extended and be more accessible by City Hall and other nearby areas. City Council took this into consideration and waived the Park fees. Steve Bender stated that he understood that Council had delayed things on Timberlake; therefore, Council decided not to collect the Park Dedication fees. Greg Last explained that he understood park fees were not collected from Timberlake because their Final Plat was submitted prior to the park ordinance being adopted. Greg Last presented various scenarios of development that are not specifically addressed in the Park Dedication. Problems arise as to whether or not we should require a fee for certain situations. A list of these scenarios are attached to the minutes. The Board stated that there will be some situations that need to be grandfathered, but if someone plats with the intention to build, then they should be charged. The Board recommended that if someone has previously paid park fees and they return to replat, then they either owe more park fees or the City owes them a refund depending on whether they have increased or decreased the number of lots. Mr. Last stated that he would keep coming up with different scenarios. He also commented that he would review these scenarios with the Park Master Plan consultants prior to presenting to the City Attorney for his legal opinion. Park Budget - Steve Bender reiterated the problems in the park fund accounting and tracking procedures. Mr. Bender further stated that the ordinance specifies there will be a special revenue fund. The Board agreed that they would like to see this in place and would also like to know what limitation apply on accessing those funds. The Board also requested that they receive a copy of the monthly Parks Department expenditure and revenue reports. AGENDA ITEM #5, Discussion Advertising Signs Greg Last reported that the City has received payment for advertising signs at Bicentennial Park for eight (8) renewals and ,,. three ( 3 ) new. Mr. Last stated that he would check into where the previous advertising contracts are filed. Parks and Recreation Board Meeting Minutes March 25, 1991 Page 3 AGENDA ITEM #6, Discussion Park Use Policy Park Use Policy - Janet Murphy reported that the policy was approved by City Council at their last meeting. Ms. Murphy stated that a clause was added regarding insurance requirement. The insurance requirement is designed and intended to be applicable only to formal organizations and leagues who sponsor and control organized athletic activities. Suggestions were made to have copies of the policy available for the public at the park and City Hall. AGENDA ITEM V , Discussion Bicentennial Park Report Baseball Playing Fields - Randy Robertson reported on the number of baseball teams and scheduled games. Mr. Robertson stated that there are 33 Southlake teams. The season last for 28 weeks, and if each team played 2 games each week, there would not be enough playing fields. Mr. Robertson stated that we are badly in need of more playing fields. Maintenance and Repair Needs - Randy Robertson informed the Board that he has written a memo to Public Works Director, Mike Barnes, informing him of maintenance and repair needs at the park. A list of these items, prepared by Mr. Robertson, is attached to the minutes. Greg Last reported that the concrete slab poured under the bleachers on field #3 by the Baseball Association was poured in the drainage way. Randy Robertson stated that he was under the impression that someone from the City had done the steel work. Light Box Security - Mike Jurecka informed the Board that he checked with several other cities on how they secure their light switch boxes. He would recommend that the Board and City staff look into purchasing locking boxes from Dealers Electric. Currently the cities of Hurst and Euless use this type of box and are very pleased with it. AGENDA ITEM #8, Discussion Bear Creek Linear Park Janet Murphy reported that she had attended a meeting about the plans for the Bear Creek Linear Park within the City of Keller. She was very impressed and would like to see the City of Southlake pursue the same idea. Greg Last stated that the issue could be brought up when Timarron comes before City Council. The Board recommended that an access off of S. White Chapel be looked into. Parks and Recreation Board Meeting Minutes March 25, 1991 Page 4 Steve Bender offered to check with the neighbors in his neighborhood (Continental Park Estates) to see how receptive they would be to allowing a path along the back of their property and the creek. The Board recommended that Janet Murphy and Greg Last put together a memo to Council from the Board recommending the linear park be considered during Council's review of the Timarron development at the next Council meeting. A formal recommendation will be considered at the next Board meeting. AGENDA ITEM #9, Discussion Oak Hills Estates Greg Last reported that Oak Hills has had some cost overruns and they are in the process of negotiating with the City about their Park Dedication commitment. Oak Hills may request to pay a fee instead of building the jogging path. Greg Last stated that the Developers Agreement states that any cost overruns will be negotiated with the City. The Board would like this issue to come back to them so that they can make a recommendation to Council. AGENDA ITEM #10, Adjournment The meeting was adjourned at 10:55 p.m. Janet Murphy, Chai pers n ATTEST: 4� iVetary ush Se to the City Mgr.