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1995-04-10CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING April 10, 1995 MINUTES Board Members Present: Rod Johnson, Chairman; Vicki Johnson, Vice Chair; Carol Lee Hamilton, Secretary; Bethann Scratchard, Frank Dorer, Marjorie Zeilke, Janet Murphy, Becci Rollins. Board Members Absent: Ann Barnes City Staff Present: Shana Yelverton, Assistant City Manager; Kim McAdams, Park Project Manager. The meeting was called to order at 7:35 p.m. by Chairman Johnson. Agenda Item No. 2. Approval of Minutes for the 3/20/95 regular meeting Motion was made to approve the Minutes of March 20, 1995. Motion: BS Second: FD Ayes: R.Johnson, V.Johnson, Hamilton, Murphy, Dorer, Zeilke, Rollins, Scratchard Nays: none Approved: 8-0 Agenda Item No. 3. Administrative Comments • Chairman Rod Johnson called attention to the memo in the packet regarding the Timarron Strathmore issue. Rod briefly discussed the issue. Shana Yelverton informed the Board about the plans of Versailles developers to donate a 5 acre tract of land to the park. Kim McAdams briefed the Board about plans for the County Walk park which will be developed into a little league ballfield. She noted the amenities that would be provided. This will be developed in conjunction with the Texas Rangers, who will work with the developer on the $100,000 project. The four practice fields that are currently in place would be jeopardized. The new ballfield would be available for practice. This would not be a lighted field. This would accommodate the little leaguers. Ms. McAdams asked for feedback. The Mayor would like City Council to take action the first meeting in May. R Parks & Recreation Board Meeting Minutes of April 10, 1995 Page 2 The Park Board could consider at April 20, 1995 meeting. Janet Murphy questioned how baseball felt about the issue. Kim McAdams let the Board know that SBA was in support. Rod Johnson questioned if there was a time to consider. April 20, 1995 is a joint meeting with the P&Z, but the Board could meet a little earlier. They were generally in favor of this. • The Goal Setting Workshop was also discussed. • The Board was reminded about the joint meeting with Planning & Zoning Commission to discuss the Trail System Master Plan. • Thanks to the volunteers for help with Easter in the Park. Agenda Item No. 4, Eagle Scout Project Donation to Bicentennial Park Matt Bickford commented that the Eagle Scout project was presented to Keep Southlake Beautiful and he is bringing it to the Park Board for their review. Matt explained that the plan was originally to be an entrance into the waterscape feature, but he reworked it to be a shade structure and seating area. It will have a 6-8' area, will include landscaping and will be located to the east of the waterscape project. Benefits will include providing a place for people to rest. This will also add to KSB's Wildscape project. They are planning to begin the project in late April. Motion was made to approve the eagle scout project as presented. Motion: Becci Rollins Second: Frank Dorer Ayes: R.Johnson, V.Johnson, Hamilton, Murphy, Dorer, Zeilke, Rollins, Scratchard Nays: none Approved: 8-0 Agenda Item No. 5. Changes to Ordinance 515 Rod Johnson commented on the changes to Ordinance No. 515 by noting that the previous changes to the ordinance had not yet been taken to the City Council, but there are other issues that need to be addressed. Kim McAdams walked the Board through the proposed changes. Changes include wording to include joint utilization facilities in the ordinance to allow for enforcement of ordinances in joint use facilities. Other changes are noted in the attached memo. There was some discussion of the prohibition of smoking. The Park Board believed that designated smoking areas should be identified for each playing area. The Board discussed R Parks & Recreation Board Meeting Minutes of April 10, 1995 Page 3 whether there should be verbiage at all addressing school site smoking areas, since they have their own designated areas. Need to match what school district has. JUC may want to address. Vicki Johnson suggested that the section addressing bicycling should be more clear, stating that riding should be allowed only on trails. Discussion followed regarding how to handle bicyclists who ride in the park in areas where the grassy area could be torn up. Safety gear will need to be addressed. Suggestions were made to post signs that say "to do so at your own risk." Janet Murphy suggested looking at the City of Grapevine's ordinance to see how they address this issue. The question was raised about whether bike helmets should be required due to new state law. The Board preferred suggesting that protective gear be worn, rather than requiring in the ordinance. The sign could say "It is recommended that safety gear be worn... " Bethann suggested simply saying "Not responsible for injuries." Safety suggestions should be included under "Rules enforced by City Ordinances." Motion was made to approve revisions to Ordinance 515 as discussed. Motion: CH Second: FD Ayes: R.Johnson, V.Johnson, Hamilton, Murphy, Dorer, Zeilke, Rollins, Scratchard Nays: none Approved: 8-0 Agenda Item No. 6. Trail System Master Plan Report Kim McAdams passed out a copy of the text version of the Trail System Master Plan Report. She briefly walked the Board through the document. Some of the items will be provided at the joint meeting with P&Z and the Park Board. The consultants are still working to complete the document. Ms. McAdams then showed the Board the map and explained the legend. Kim made the Board aware of the potential opposition to the plan, particularly the residents who live in the northern portion of the City in the Southlake Park area and in Harbor Oaks. Carol Lee Hamilton questioned if we had estimated the number of users. Staff commented that those numbers are really not available. Agenda Item No. 7. Parks Construction Projects Progress �,,,,. Kim McAdams presented information about the progress of the construction projects. The Park Board expressed concern about the contractor and his willingness to work on clear days. Kim explained that the park land had been too wet to work on. All underground utilities are in, so much of what you don't see has been done. There should be more "visible" work completed Parks & Recreation Board Meeting Minutes of April 10, 1995 Page 4 soon. Planned completion date is September 18, 1995. Fall ball will not occur. The gymnasium is progressing as well, but rain has also hampered this project. Additional Item: Adventure Camn At this point in the meeting, Lisa Haines approached the Park Board to discuss Adventure Camp. She noted that Kathy Schaefer had called her to inquire about Adventure Camp. Lisa had stated that she was unsure of whether she would again participate. Eight days later she received a letter from Kim McAdams stating that she understood that she was unwilling to return, so other arrangements were being made. She had not made a definite decision. She then explained Adventure Camp. She expressed concern about what the program would become if she and Tina Harvey had no creative control over the program, and do not believe that the camp will be the same. She has four requests: 1) She wants the name "Adventure Camp" removed from all publications 2) She wants her name removed from all publications 3) She does not want Parents Guide used for any ensuing program kw 4) She wants public notice posted, removing the names from any publications. This is pursuant to her request and she wants final approval of the notices. She is saddened that we have arrived at this point. Janet Murphy asked if she would have been willing to conduct camp if a phone call had been made. Ms. Haines said that she was considering her answer during the week -- her intentions were to participate. She wanted to visit with Tina Harvey about the issue. Rod Johnson asked her if any of the materials were copyrighted. They are not, however, she believes that her reputation is at stake and wants to protect it. Marjorie Zielke asked how early contracts are normally signed. Ms. Haines stated that this was an unusual year and that things are different. She had not yet made a decision. Shana Yelverton noted that the Parks & Recreation Division wants to offer a day camp, and that it would be easier to continue with Adventure Camp. However, a commitment must be made. Shana noted that a standard contract is prepared for each recreational program, and that one could be provided. Ms. Haines will need to return a signed contract by a deadline to be established by mutual cooperation. Ms. Haines will make a decision by Friday, April 21, 1995. Agenda Item No. 8. File System Carol Lee Hamilton put together some reference manuals for use by the Park Board. She showed Parks & Recreation Board Meeting Minutes of April 10, 1995 Page 5 the reference manuals to the Park Board, and requested feedback on their organization and content. The manuals will be available during Park Board meetings. She and Kim Bush have worked on this together, and Kim will update as things are approved. She hopes to have these finished by the next meeting, but noted that Kim will update periodically. Kim also hopes to index the minutes as soon as she has time. Agenda Item No. 9. Committee Updates Joint Utilization Committee: Bethann Scratchard noted that the JUC will not meet until tomorrow night. Keep Southlake Beautiful: Frank Dorer noted that KSB has been working on the same projects, including the covers for the recycling bins, trash -offs, the wildscape project. Southlake Parks Development Corporation: Rod Johnson reported that the next SPDC meeting is scheduled for April 17, 1995. At this point the SPDC will visit with the contractor. He feels this will pressure the contractor to speed up his work. Board Liaison: Then discussed the concept of Board liaisons, and how the process will work. Shana noted that "Northend Park Development" liaisons had been provided with a memo bringing them up to date on lot acquisition. There being no further discussion, the meeting adjourned at 9:20 p.m. ATTEST: i lt.. w to c:\wp51\park\pk-95-94.min/kb Ro son, Chairman