2018-04-09 PB MinutesCITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: APRIL 9, 2018
LOCATION: Southlake Town Hall, City Council Chambers, Southlake, Texas
TIME: 6:00 p.m.
PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman,
Vice Chair Frances Scharli, Secretary Lori Palmer; and Board Members Mitch Hill, Mike
Pazera, Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: None
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of
Community Services Kate Meacham, Deputy Director of Community Services Candice
Edmondson
REGULAR AGENDA
1. CALL TO ORDER
Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to
order at 6:02 p.m.
2. CONSENT AGENDA
2A. APPROVE MINUTES FROM THE JOINT WORK SESSION OF THE CITY COUNCIL
SUBCOMMITTEE ON FACILITY UTILIZATION AGREEMENTS AND PARKS &
RECREATION BOARD HELD FEBRUARY 12, 2018
There were no corrections to the minutes.
2B. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD
MEETING HELD FEBRUARY 12, 2018
There were no corrections to the minutes.
2C. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
There were no board member absences to excuse.
2D. CANCELLATION OF THE JULY 9, 2018 REGULAR PARKS & RECREATION
BOARD MEETING
The Board agreed to cancel the JUly 9th meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the April 9, 2018 Parks Board Meeting
Page 2 of 4
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
APPROVED
A motion was made to approve the Consent agenda as presented.
Motion:
Scharli
Second:
Hill
Ayes:
Hill, Palmer, Pazera, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Motion carried.
3. PUBLIC FORUM
Chairman Tina Wasserman opened public forum at 6:02 p.m. There being no one to
speak, Chairman Wasserman closed public forum.
4. CONSIDER
4A. RECOMMENDATION ON RENEWAL OF THE SOUTHLAKE TENNIS CENTER
MANAGEMENT AGREEMENT
Deputy Director Kate Meacham presented the Southlake Tennis Center Management
Agreement between the City of Southlake and Stephen and Mia Poorman (dba Roxy
Tennis LLC) for a term of three years, January 1, 2018-December 31, 2021 and
responded to questions.
The proposed renewal agreement includes a standardized provision to allow alcohol at
the facility for limited, after -hour events without requiring approval of a variance by Park
Board and the City Manager. Events requesting alcohol during regular hours require the
contractor to seek approval of a variance request through the standard process.
The proposed agreement specifies the tennis center management contractor will pay
the City of Southlake 20% of gross revenue for leagues and 25% of gross revenue for
tournament play, with a minimum annual revenue fee payment of $15,000. Due to the
construction impact to operations of the tennis center, the City has waived the payment
of revenue fees for 2018 and until the enclosed tennis courts are completed and opened
in 2019.
Mia Gordon Poorman, 220 Canyon Lake Drive, Southlake, spoke about the building
expansion and improvements to meet the level of service and use. Mrs. Poorman spoke
about tennis operations during Bicentennial Park Phase 3 reconstruction project and
opportunities for future programing and hosting tournaments.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the April 9, 2018 Parks Board Meeting
Page 3 of 4
5.
5A.
5113
5C.
APPROVED
A motion was made to recommend approval of the Southlake Tennis Center
Management Agreement between the City of Southlake and Stephen and Mia Poorman
as presented.
Motion:
Scharli
Second:
Palmer
Ayes:
Hill, Palmer, Pazera, Scharli,
!Nays:
None
Abstain:
None
Vote:
6-0
Motion carried.
DISCUSSION
Venesky and Wasserman
SOUTHLAKE TENNIS CENTER STANDARD OPERATING PROCEDURES
Deputy Director of Community Services Kate Meacham presented an overview of the
Stanoard Operating Procedures (SOP) for the Southlake Tennis Center and answered
questions.
The scope of the SOP includes schedule of operations, facility usage fees, reservations,
league scheduling, after hours court usage and reporting, and is approved
administratively.
Mia Gordon Poorman, 220 Canyon Lake Drive,
the 50% Southlake Residency Rule for teams
current and future capacity expectations. Ms.
towering the 50% rate at a later date if warranted.
PARKS & RECREATION UPDATE
Southlake, spoke to issues related to
and answered questions concerning
Poorman and City staff may discuss
Deputy Director of Community Services Kate Meacham presented the Parks &
Recreation activities and events report.
A dedication ceremony for the Southlake Tennis Center is scheduled May 3, 2018,
followed by a public open house on Friday, May 18.
UPDATE ON REVISED POLICY FOR THE PROVISION OF ATHLETIC FACILITIES
Director of Community Services Chris Tribble updated the Board on the Revised Policy
.or the Provision of Athletic Facilities approved by City Council on March 6, 2018. Board
members received a copy of the revised Policy in the meeting packet. There were no
questions from the Board.
6. ADJOURNMENT
City of Southlake Values:
Integrity ♦ innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the April 9, 2018 Parks Board Meeting
Page 4 of 4
APPROVED
A motion was made to adjourn the meeting at 6.47 p.m.
Motion:
Second
Ayes:
Nays:
Abstain
Vote:
Scharli
Venesky
Hill, Palmer,
None
None
6-0
Parks & Recreation Board
Pazera, Scharli, Venesky and Wasserman
/ le, irect r
Community Services Dept.
A video recording of this meeting may be viewed at www.CityofSouthlake.comNideoOnDemand or an audio recording may be
available upon request from the Office of City Secretary.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork