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1994-10-10CITY OF SOUTHLAKE PARK AND RECREATION BOARD MEETING October 10, 1994 MINUTES Board Members Present: Chairperson Janet Murphy; Members: Vicki Johnson, Rod Johnson, Frank Dorer, Ann Barnes, Bethann Scratchard and Marjorie Zielke. Members Absent: Becci Rollins and Carol Lee Hamilton Staff Present: Assistant City Manager Shana K. Yelverton, Park Project Manager Kim McAdams and Parks and Recreation Coordinator Tina Harvey. The meeting was called to order at 7:35 p.m. by Chairperson Janet Murphy. Agenda Item No. 2. Approval of Minutes for September 12, 1994 meeting. Motion was made to approve the minutes of September 12, 1994, as amended. Motion: Scratchard Second: V. Johnson Ayes: V. Johnson, Dorer, R. Johnson, Scratchard, Zielke, Murphy Nays: none Approved: 6-0 Agenda Item No. 3. Administrative Comments. Park Fence: Kim McAdams explained to the Board that the wooden, rail fence along White Chapel was removed (1) for safety reasons: a citizen called in to complain and the boards were rotten, and (2) because utility construction was going to be taking place in this area. Associations: The Basketball Association has reformed. The Soccer Association has had tremendous growth. Kim McAdams, Janet Murphy, and Terry Sauder will be meeting Friday (9-16-94) to discuss the impact of growth. Country Walk. The park land, on W. Continental as proposed by Country Walk, has been dedicated to the City. Park and Recreation Board Minutes October 10, 1994 Page 2 Agenda Item No. 4. Facilities Usage Agreement. Mickey O'Brien, Soccer Association, expressed his concern with the 4:00 p.m. inspection on Friday. He believes that they should be inspected on Saturday. He feels that the same clause should be added as in the baseball/softball. Mr. O'Brien also expressed his concern with the language regarding indemnity, insurance. This issue was also a concern with the Baseball Association. Their attorney agreed to discuss with the City attorney. Randy Clowdus and David Yelton were present on behalf of the Baseball Association and presented to the Board a completely new document. David Yelton commented that the Baseball Association wants to establish a partnership where the City and the Baseball Association truly work together. They would like to see: (1) an "Evergreen" agreement rolling from season to season; (2) they want the City to provide all of the facilities needed; and (3) they want to have better communication. They are not interested in having park rules being the responsibility of associations to enforce. The following is a list of the association's concerns/recommended changes: Premises. Drop the specific references to fields. Listed needs, expect City to meet needs. Terms & Hours. Wednesday not eliminated. Renewal, etc. Should be a bilateral agreement. Fees. Questioned voluntary donations, tournaments, fund raisers, etc. Indemnification. Questioned where negligence is assigned. They believe the agreement should include an additional insured clause. Documents & Officers. Should be a bilateral agreement. Rosters & Schedules. Need more time. Insurance. Again, should be a bilateral agreement. Exhibit A. Changes: - City employees should be on hand on Saturday - Field grooming on Saturday - SBA envisions that city employees will drag fields between games - Field Manager should have access to irrigation Park and Recreation Board Minutes October 10, 1994 Page 3 Exhibit B. Turn the concession stand back to City who would then provide; team drinks, concession services, lost and found, and payment of umpires. David Yelton commented that SBA would like the City to assist in obtaining all necessary playing fields. Assistant City Manager Shana Yelverton suggested that staff take a look at the agreement and sit down with the Baseball Association to attempt to resolve some of the differences. Shana pointed out that the suggestions contained in the Baseball Association's proposal have not yet been reviewed, since the Association presented the proposal for the first time at the meeting. Motion was made to table consideration of the Facilities Usage Agreement. Motion: Scratchard Second: Barnes Ayes: V. Johnson, Dorer, R. Johnson, Scratchard, Zielke, Murphy Nays: none Approved (to table) : 6-0 Agenda Item No. 5. Southlake Trail Master Plan. Kim McAdams presented the Board with the calendar of developing the Trail Master Plan. The Board discussed the dates as presented and concurred. Agenda Item No. 6. Future Park Signaae. Kim McAdams presented information regarding the development of signs for parks. As discussed in earlier meetings, decisions need to be made regarding materials, style, and wording to be included on the signs. Kim McAdams also presented information regarding a rules and regulation sign, the reader board sign to be placed on F.M. 1709, signs for future parks (Country Walk, Lonesome Dove), and building signs. Janet Murphy commented that the signs should be upscale and distinctive. Rod Johnson commented that the signs should be consistent, i.e., with regard to logo placement, type style, etc. Kim McAdams agreed to take the suggestions of the Board and research cost. She will make a report at a subsequent Park Board meeting. Agenda Item No. 8. Halloween Event. Janet Murphy reported that the annual Halloween event has been scheduled for October 29 and 30 from 6:00 p.m. to 11:00 p.m. The event is once again being sponsored by the Women's Division of the Southlake Chamber of Commerce, the Lions Club and Parks and Recreation. Park and Recreation Board Minutes October 10, 1994 Page 4 Ms. Murphy commented that volunteers will be needed for the haunted house and hayride. Board members were encouraged to volunteer. Agenda Item No. 7. Ground Breaking Ceremony for Bicentennial Park. Kim McAdams suggested to the Board that a ground breaking ceremony be held to publicize the construction of the park. The Board agreed that a ceremony would be appropriate. Rod Johnson suggested that local elected officials be invited and that staff take steps to make the ceremony a high profile occasion. Agenda Item No. 8. Discussion, Committee Updates. Joint Utilization Committee. Bethann Scratchard reported that the Middle School gymnasium is going to be re -bid, since the first bids were too high; rebid as separate packages. Staff will be changing the way the specifications are structured to encourage more bidders. Keep Southlake Beautiful. Frank Dorer reported that KSB had received $750 from Texas Parks and Wildlife Department to landscape the park. Wildflowers and other native plants will be used to beautify the entrance and the hillside. Southlake Park Development Corporation. The Board was informed that the SPDC is moving forward with the purchase of property in the northern portion of the City. Agenda Item No. 9. Discussion, Park and Recreation Updates. Park and Recreation Coordinator Tina Harvey referred the Board to the Administrative calendar included in the packet. The calendar provides up -to -day information about projects currently underway in the division. Agenda Item No. 10. Meeting Adjourned. There being no further business, the meeting was adjourned at 11:15p.m. ATTEST: (w Shana YelvelWon Assistant City Manager b: \PK-94-10.MIN\P&Z-CC/AGN/MIN/kb r i "A � Janet Murphy, Chairperson ;