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1995-03-20CITY OF SOUTHLAKE PARK AND RECREATION BOARD MEETING March 20, 1995 MINUTES Board Members Present: Rod Johnson, Chairman; Vicki Johnson, Vice Chair; Carol Lee Hamilton, Secretary; Bethann Scratchard, Frank Dorer, Marjorie Zeilke, Janet Murphy (arrived for Agenda Item #9), Becci Rollins Board Members Absent: Ann Barnes City Staff Present: Assistant City Manager, Shana Yelverton; Park Project Manager, Kim McAdams; Parks and Recreation Coordinator, Tina Harvey. The meeting was called to order at 7:30 p.m. by Chairman Rod Johnson. Agenda Item No. 2, Approval of Minutes for the 2/13/95 regular meeting The following corrections were made to the minutes: -Add Janet Murphy's name to "Board Members Present", -The third sentence on page six should be changed to "Many trees have been planted (using trees from Project ReLeaf which were donated to the Texas Qarden Club Council, who donated them to the Fort Worth Iris Society, whom turn donated trees to the City of Southlake) . Motion was made to approve the 2/13/95 minutes as corrected. Motion: Frank Dorer Second: Bethann Scratchard Ayes: Dorer, Hamilton, R. Johnson, V. Johnson, Rollins, Scratchard, Zeilke Nays: none Approved: 7-0 Agenda Item No. 3. Administrative Comments Rod Johnson noted that there were a few administrative comments. Kim McAdams brought the group up to date on the tree grant, noting that funding has been cut from the federal budget in the House. The funds may not be available, depending on what happens in Washington D.C. Shana Yelverton told the Board that the Texas Rangers have tentatively agreed to build a little league stadium in Southlake. David Yelton told the Board that the developer of Country Walk wants to see a baseball field created at Country Walk and was willing to put up $60,000 to build a facility at the Country Walk park site. The Texas Rangers may be interested in putting up M Park and Recreation Board Minutes of March 20, 1995 Page 2 funds as well. The facility would include a grandstand, restrooms/concession stand for one field. The developer is preparing a site plan. Given the size of the site, there may be room for other amenities as well. The Texas Rangers are considering funding the ballpark, and it will ultimately depend on Tom Scheiffer. David Yelton wants to gauge how the Park Board feels about the prospect of having this type of facility at that site. The ultimate approval will occur through the donation process. The Park Board was unanimous in its support of this initiative. Aizenda Item No. 4, Park Dedication Fee Credit. Timarron Strathmore Steve Yetts, Mobil Land Corporation, made a brief presentation to the Park Board regarding Strathmore which includes 109 residential lots. He is requesting 50% credit on the park dedication fees that would be required. Although there is no significant open space included in this phase, residents will have access to all of the amenities previously built, including the trail system, tennis courts, pool, etc. Rod Johnson noted that he believed the original intent of granting credit was not to roll credit forward. Carol Lee Hamilton stated that she believed the Park Board's position has been made clear -- they are not comfortable with granting credit for each phase when no additional amenities are provided. Mr. Yetts explained that he believes the City Council is comfortable with rolling it forward. He noted that the City Council has always given Mobil 50% credit for Timarron phases. Mr. Johnson noted that the Park Board has never wavered in its stance on the issue. He conceded that at times the City Council agrees, at times they don't, but the Park Board has been consistent in its position. Further, he noted that he hoped Timarron would look to working with the City on the trail system creating opportunities for a partnership with regard to the Trail System Master Plan. Mr. Yetts agreed, and informed the Board that he had just met with staff to discuss the plan. He noted that some opportunities exist along Continental Blvd., but because the meeting had just occurred he could not definitively commit to anything specific. Motion was made to grant 100 % credit for Timarron Strathmore contingent upon dedication of trail on Continental from White Chapel past Strathmore. Motion: Scratchard Second: Dorer Ayes: Dorer, R. Johnson, Rollins, Scratchard, Zeilke Nays: V. Johnson, Hamilton Approved: 5-2 Members V . Johnson and Hamilton felt uncomfortable recommending approval of something that is not clearly in place. Both urged Mr. Yetts to develop green space for the children in future phases. 7 Park and Recreation Board Minutes of March 20, 1995 Page 3 Agenda Item No. 5. Donation - Southlake Baseball Association Kim McAdams briefly described the SBA's desire to donate cash to develop regulation Pinto fields at an area currently being used for practice fields. SBA donated over $6,000 to improve the fields. Motion was made to accept the cash donation from the Southlake Baseball Association. Motion: Rollins Second: Hamilton Ayes: Dorer, Hamilton, R. Johnson, V. Johnson, Rollins, Scratchard, Zeilke Nays: none Approved: 7-0 Agenda Item No. 6, Donation - Scoreboard The High School baseball coach has offered to donate the scoreboard that has been used at the High School. Staff believes that it could be used. Motion was made to accept the donation of a scoreboard from the C.I.S.D. High School. Motion: Rollins Second: Dorer Ayes: Dorer, Hamilton, R. Johnson, V. Johnson, Rollins, Scratchard, Zeilke Nays: none Approved: 7-0 Agenda Item No. 7. Concession Agreement Two written agreements were included in the packet, including one between the SBA and the City and one between the SBA and the Southlake Girls Softball Association. The City Attorney suggested that the Board may wish to incorporate a few changes into the agreement including indemnification for the City for damage to the concession stand and that the City will take no responsibility for damage to SBA equipment. Vicki Johnson asked about item number eight under the agreement for the associations. David Yelton believed that the pro-rata will handle any issues concerning team drinks. Motion was made to approve the Concession Agreement as written. Motion: Dorer Second: V. Johnson Ayes: Dorer, Hamilton, R. Johnson, V. Johnson, Rollins, Scratchard, Zeilke Nays: none Approved: 7-0 Park and Recreation Board Minutes of March 20, 1995 Page 4 Aeenda Item No. 8. Participation in Northeast Family Fourth Rod Johnson noted that North Richland Hills had invited the City to participate in the Northeast Family Fourth and will not affect from Picnic in the Park. Becci Rollins noted that they will offer a fireworks display and it will be held on the fourth. Motion was made to participate in the Northeast Family Fourth. Motion: Dorer Second: Rollins Ayes: Dorer, R. Johnson, V. Johnson, Rollins, Scratchard, Zeilke Nays: Hamilton Approved: 6-1 Agenda Item No. 9, Park Board Liaisons Rod Johnson reminded the Board of the concept. Six areas have been identified. Park Board members were encouraged to "sign up" for areas of interest. Park Board members volunteered as follows: Youth Sports Associations: Vicki Johnson, Becci Rollins Recreation/Special Event Planning: Carol Lee Hamilton, Janet Murphy, Vicki Johnson Southlake Trail System: Frank Dorer, Marge Zielke Budget Preparation/Monitoring: Bethann Scratchard, Marge Zielke "Northend" Park Development: Frank Dorer, Vicki Johnson, Janet Murphy Development Issues: Carol Lee Hamilton Joint Utilization: Bethann Scratchard Keep Southlake Beautiful: Frank Dorer Living Science Center: Becci Rollins Agenda Item No. 10. Park Board Goal Setting Retreat Janet Murphy and Kim McAdams met to discuss a work session for Park Board goal setting. They are proposing a four hour work session on a Monday night. They would like to get Park and Recreation Board Minutes of March 20, 1995 Page 5 someone to facilitate the work session to keep the meeting on track. Carol Lee Hamilton expressed her interest in holding it on a weekend, or on May 1st. She believes that a weekend would provide the advantage of being "fresher. " Bethann Scratchard also has difficulty on April 24th. Becci Rollins has a class on Monday evenings. She believes weekends are preferable. Marjorie Zielke believes the agenda is ambitious. Kim McAdams noted that she hoped much of the work should be completed "up front. " Vicki Johnson believed that the process is important and that there is some benefit to working through the issues together. Rod Johnson believes something could be formatted for a four hour session, and whatever is not completed could be handled later. Marjorie Zielke believes that the Park, Recreation and Open Space Master Plan needs to be revisited since planning is an ongoing process. Carol Lee Hamilton concurred, and believed that an annual meeting should be scheduled to review plans and rework goals. The Board discussed their ability to hold a subsequent session to discuss goals. The Board agreed to target May 1 for the retreat. Agenda Item No. 11. Trail System Master Plan Update Kim McAdams noted that she, Frank and Marjorie had met with SPIN Neighborhood #3 to discuss the plan and had met with some opposition. Changes have been made based on citizen input. She also discussed the meeting with Timarron and the concerns that they had. She urged the Park Board to identify areas that might generate interest or problems since the consultants will be preparing the actual plan and need direction. Rod Johnson wants the consultants to delineate the different levels of the lake because it affects where the trail will go schematically. Security issues are another item to deal with, according to Marjorie Zielke. She is interested in isolating issues like this so that the plan can address them. Shana Yelverton noted that the plan will be presented to the SPIN Standing Committee on March 30th, and each member will be asked to invite interested neighbors. The Park Board agreed that the item should be considered at a joint meeting with the Planning and Zoning Commission on April 20, 1995. Agenda Item No 12 Spring/Summer Recreation Programs Tina Harvey, Parks & Recreation Coordinator, handed out Southlake Scene, the City's new recreation brochure. She pointed out the high points, noting that teen programs have been expanded, and that she is working with Colleyville, Keller, and Grapevine on an innovative program for teens. Becci Rollins expressed concern that some parents would be concerned about the age groups Park and Recreation Board Minutes of March 20, 1995 Page 6 included in the Friday Night Live program. She believed that some parents might be concerned about having the younger children mixed with the older. Tina Harvey reminded the Board that volunteers will be needed for the Easter program. She also encouraged the Board to find seniors to participate in the luncheons that are being planned. Agenda Item No. 13. Committee Updates Joint Utilization Committee -- More discussion about the umbrella agreement. Also discussed signage for the Intermediate School Multi -Use Court. JUC would like the joint use facilities to be included in Ordinance 515 so that rules can be enforced. Keep Southlake Beautiful -- Frank Dorer noted that the waterscape feature at Bicentennial Park was progressing. The Texas Trash Off will be held on April 1st. Southlake Parks Development Corporation -- Rod Johnson reported that the SPDC discussed change orders and had some concerns about the sod issue. They will be meeting with the contractor to discuss timing issues. Motion was made to adjourn the meeting at 9:20 p.m. Motion: Rollins Second: Dorer Ayes: Dorer, Hamilton, R. Johnson, V. Johnson, Murphy, Rollins, Scratchard, Zeilke Nays: none Approved: 8-0 Rod Johnson, Chairman ATTEST: . Shana K. Y �erton�� Assistant City Manager cAwp51\park\pk-95-03.min/kb