1994-07-11CITY OF SOUTHLAKE
PARK AND RECREATION BOARD MEETING
July 11, 1994
MINUTES
Board Members Present: Chairperson Janet Murphy; Members: Bethann Scratchard, Vicki
Johnson, Frank Dorer, Becci Rollins, Carol Lee Hamilton, and Marjorie Zielke.
Members Absent: Rod Johnson and Ann Barnes
Staff Present: Assistant City Manager Shana Rice and Parks and Recreation Coordinator Tina
Harvey.
The meeting was called to order at 7:30 p.m. by Chairperson Janet Murphy.
Newest member Marjorie Zielke was introduced.
Agenda Item No. 2. Approval of Minutes for June 13. 1994 meeting.
The following corrections for the June 13, 1994 minutes were recommended by the Board:
Agenda Item #5: Amend motion to read "...that the Developer will arrange for
maintenance for the park for three (3) years... "
Motion was made to approve the minutes of June 13, 1994 as amended.
Motion: Scratchard
Second: Hamilton
Ayes: Scratchard, Hamilton, Dorer, V. Johnson, Rollins
Nays: none
Abstained: Murphy and Zielke
Approved: 5-0-2
Agenda Item No. 3. Administrative Comments.
Shana Rice informed the Board that Kim McAdams was hired as the new Parks Project
Manager. Kim McAdams was formerly Parks and Recreation Director for the City of
Keller. She will begin work on August 1, 1994.
0 Carol Lee Hamilton complimented the Arts Camp program at the Park.
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for July 11, 1994
Page 2
• Parks and Recreation Coordinator Tina Harvey shared with the Board the interest survey
sent to all citizens for input on what they would like to see included in the parks and
recreation programs, etc.
Ms. Harvey also commented that she had hired a temporary recreation assistant, Robert
Salas. Salas has been working approximately 30 hours per week. He attends school in
California and will only be with us for the summer.
Agenda Item No. 10. Consider, Timberlake Community Church Variance.
Ralph Hester presented to the Board a request from Timberlake Community Church to extend
their use of the Community Building for another six (6) months. Mr. Hester informed the board
that the Church is close to securing land in Southlake to build a new facility. Mr. Hester
commented that it would be hard to say how long it will take to actually build a facility at this
time.
Ms. Harvey informed the Board that there had been a request for two days in August for police
training, but Timberlake Church is willing to go to the Lodge.
Mr. Hester extended to the Board an offer to donate $500 to the park similar to the donation
they made last year.
Assistant City Manager Shana Rice commented on the recently adopted Donation Policy. Mr.
Hester would need a copy of the policy and a list of the items needed by the park.
Motion was made to approve the Timberlake Community Church request for a six (6) month
extension on the use of the Community Building.
Motion:
V . Johnson
Second:
Scratchard
Ayes:
V. Johnson, Scratchard, Murphy, Rollins, Hamilton, Dorer, Zielke
Nays:
None
Approved:
7-0
Agenda Item No 4 Discussion on Committee Updates.
Joint Use Committee. Bethann Scratchard briefed the Board of the gymnasium progress. Ms.
Scratchard discussed the interlocal agreement between City of Southlake and Carroll Independent
School District and commented that the agreement had been approved by both parties. Ms.
Scratchard commented that the committee had discussed the proposed budget for parks and
recreation and they were in agreement on the items listed for joint use.
Janet Murphy commented that she needed to lessen her meeting load and recommended that
Bethann Scratchard take her place at the JUC meetings. The Board was in agreement.
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for July 11, 1994
Page 3
Keep Soulthlake Beautiful. Frank Dorer informed the Board that the KSB was going to have a
certification ceremony and training session on July 14.
Tina Harvey commented on a Wildscape grant sponsored through the Texas Parks and
Recreation. KSB has applied for $1,950 and they are prepared to the match that grant with
$3,038. Ms. Harvey commented that they are looking at doing a nature trail near the pine trees
and do landscaping around the sign.
Southlake Parks Development Corporation. Shana Rice discussed the 2nd phase of the SPDC
plan which may be accelerated if everything falls into place. This phase involves the use of the
Corp land.
Agenda Item No. 5. Discussion of Park Expansion Update.
Janet Murphy informed the Board that a meeting was held to review and address any concerns
regarding the park expansion plans one last time before construction documents were finalized.
The meeting was attended by the architect from J.T. Dunkin & Assoc., Dennis Sims, Mayor
Fickes, Greg Last, Shana Rice, herself, and the Baseball and Soccer Associations.
Ms. Murphy discussed some of the questions raised by the group and explained the way Dennis
Sims and, Greg Last addressed those concerns. Questions/concerns included: (1) Perimeter
fence would not be done immediately; funds would need to be provided in the next budget. (2)
Parking may be an issue; will have to wait and see. One solution would be to take out one of
the soccer fields. (3) The need for more storage space for all the associations was discussed.
We are still looking for an opening date in March of 1995.
Agenda Item No. 6. Discussion of Practice Fields -David McMahan Property.
Shana Rice commented that she had spoken with David McMahan. Mr. McMahan has agreed
to let us use his property (behind the Savings and Loan Bank) for practice fields. We need to
check back with him on getting the agreement signed.
Agenda Item No 7. Discussion of Future Park Signs.
Shana Rice commented that Tina had found a unique park sign design in a magazine. Ms. Rice
has someone working on a drawing using our logo. She stated that funds are being included in
the budget for signage and she felt that we needed to consider getting a standardized sign design
in place.
AL,enda Item No. 8. Consider Budeet Priorities.
Shana Rice discussed with the Board the need to set priorities for the budget requests so that
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for July 11, 1994
Page 4
once funding levels are determined, the funds can be allocated. Using Tina Harvey's priorities,
the Board made recommendations to consolidate several items and to shift some of the priorities.
Recommended changes are reflected on the adjusted priority list prepared by Tina Harvey (see
attachment included with the minutes).
Motion was made to approve the budget priority list as amended.
Motion: Scratchard
Second: Dorer
V. Johnson commented that she wanted item #47 moved higher on the priority list.
Motion was again made to approve the budget priority list as amended including the above
comment.
Motion:
Scratchard
Second:
Dorer
Ayes:
V. Johnson, Scratchard, Murphy, Rollins, Hamilton, Dorer, Zielke
Nays:
None
Approved:
7-0
Agenda Item No. 9. Consider Donation from Women's Club.
Tina Harvey presented to the Board a letter from the Women's Club expressing their desire to
donate $3,050.00 of the proceeds from the annual Spaghetti Dinner. They have specifically
asked for a sign to be installed at the park entrance (either old or new entrance). Ms. Harvey
commented that they are requesting the sign to include the following criteria: (1) 2-sided sign
with interchangeable letters; lighted for visibility at night; "Donated by Southlake Women's
Club" permanently affixed in print similar to heading but much smaller; installation within one
year from July 1994.
Motion was made to accepted the donation from the Women's Club for the sign and recommend
to the City Council that they approve.
Motion: Scratchard
Second: V. Johnson
Ayes: V. Johnson, Scratchard, Murphy, Rollins, Hamilton, Dorer, Zielke
Nays: None
Approved: 7-0
Agenda Item No 11 Discussion of Park Projects Update -Tina Harvey.
LW Tina Harvey discussed the following park projects:
• Pool facilities. Several calls have been received from citizens requesting pool facilities
for Southlake or an interlocal agreement with Trophy Club to use their pools. City Staff
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for July 11, 1994
Page 5
will check into the feasibility and bring back for discussion to the Board in August.
• Entrance sign. Completed.
• Picnic in the Park. Went very well --lots of games, good music. Approximately 150
spectators.
• SUmmer Recreation Programs. Tina reported on the attendance at the various summer
programs that are being offered. Tina commented that the Open Gym Time has not been
well attended.
• Field Irri atg_ion. The Baseball Association paid for the infield irrigation supplies and it
has now been installed, by park staff, on Fields 1 & 2.
• Park Usage Agreement. Tina commented that she sent a letter and a draft usage
agreement to the Baseball and Softball Associations asking for input on March 21. After
no response, she followed up with phone calls. On April 21, Tina sent a 2nd letter to
the Baseball Association. Tina stated that she was contacted by Bruce Schnitz, President
of the Baseball Association, but has not been able to confirm a meeting time. Tina
commented that she was hoping to place the usage agreement into effect by the fall
season. The Board recommended that they review the agreement themselves and put it
in to effect. Shana Rice suggested that the groups be contacted and advised that this will
be a consider item on the Park Board agenda at their August meeting. A copy was also
sent to the Soccer Association. The Softball and Soccer Associations have responded.
The meeting was adjourned.
anet Murphy, Chairperson
ATTEST:
Shana Rice, Assistant City
Manager