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2019-01-14 PB PacketCITY OF SOUTHLAKE MEMORANDUM January 10, 2019 TO: Parks and Recreation Board Members FROM: Chris Tribble, Director of Community Services SUBJECT: Agenda Item Comments for the Parks and Recreation Board Meeting — Monday, January 14, 2019 The regular Park Board meeting will begin at 6:00 p.m. at Southlake Town Hall, 1400 Main Street in the Executive Conference Room (adjacent to the Council Chambers). Dinner will be served at 5:30 p.m. Please advise staff if you are not able to attend this meeting (Icarpenter(c�ci.southlake.tx.us or 817.748.8184). Thank you. 0 *ell] W_1:W_1W =1 ki117_1 1. Agenda Item No. 1. Call To Order 2. Agenda Item No. 2. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held November 12, 2018. Please make any corrections to the minutes part of the motion for consideration. B. Absence of Parks and Recreation Board Members — The Board will consider the absence of Park Board members Lori Palmer, Chad Bedwell and Paul Venesky from the November 12, 2018 meeting. The December Park Board meeting was canceled. A copy of the Attendance Report is in your packet. 3. Agenda Item No. 3. Public Forum This is the public's opportunity to address the Board about non -agenda items. During Public Forum, the Board will not discuss or take action on any item brought up at this time 4. Aaenda Item No. 4. Consider — No items 5. Agenda Item No. 5. Discussion City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — January 14, 2019 Page 2 of 2 A. Parks & Recreation Update - This is a standing item on the agenda to allow staff to update the Board on Parks & Recreation related topics and upcoming activities and events. No packet documents. B. Carillon Parc Steering Committee — Carillon Parc Steering Committee Park Board representative Lori Palmer and Chris Tribble will update the Board on the latest developments on the Carillon Parc project. No packet documents. C. Southlake Sports Complex Concept Plan — Staff will present a proposed concept plan for the sports complex located at 2100 Crooked Lane for review and comments. Current concept plan included in your packet. OTHER ITEMS OF INTEREST 6. City Council Action — The November 20, December 4, December 18 and January 1 City Council meetings were cancelled due to the holidays. City Council agendas are posted on the City's webpage 6pm the Friday preceding the City Council meeting. You may sign up to receive a copy of the agenda at "Notify Me" tab at.http://www.citvofsouthlake.com/list.aspx. As always, we appreciate your commitment and service to the City. Chris Tribble STAFF CONTACT INFORMATION: Telephone — (817) 748-8203 Facsimile — (817) 748-8027 1400 Main Street, Suite 210, Southlake, TX 76092 Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us) Cassie Tucker, Strategic Operations Manager , 817-748-8036, (ctucker(c_)ci.southlake.tx.us) Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham(a—bci.southlake.tx.us) Jenni Lanier, Community Relations Manager, 817-748-8186; (ilanier(c_ci.southlake.tx.us) Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Caroenter(a-)ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARK AND RECREATION BOARD MEETING Monday, January 14, 2019 6:00 P.M. LOCATION: Southlake Town Hall Executive Conference Room 1400 Main Street Southlake, Texas 76092 TIME: 6:00 P.M. REGULAR AGENDA: Call to Order 2. Consent A. Approve minutes from the Parks and Recreation Board meeting held November 12, 2018 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider — No items 5. Discussion A. Parks & Recreation Update B. Carillon Parc Steering Committee Update C. Southlake Sports Complex Concept Plan 6. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Fr,�AX111�pn uary 11, 2019 by 6:00 p.m. pursuant to Ch'I Ater 551 of the Texas Government �� 0�� H LAkF �• r Amy q'hlley, TRM icn Deputy Secreta ►v�`�� If you plan to attend this public meeting and hi, a dlSVbtlliy ha �b�uires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 r ab* c odations will be made to assist you. �/1111111 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: NOVEMBER 12, 2018 LOCATION: Southlake Town Hall Council Chambers, 1400 Main Street, Southlake, Texas TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman, Vice Chair Frances Scharli, and Board Members Mitch Hill, Kevin Craddock PARKS AND RECREATION BOARD MEMBERS ABSENT: Secretary Lori Palmer, Chad Bedwell and Paul Venesky STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director of Community Services Kate Meacham, Recreation Manager Ryan McGrail GUESTS: Roxy Tennis LLC president Mia Gordon-Poorman REGULAR AGENDA 1. CALL TO ORDER Chairman Tina Wasserman called the regular Parks and Recreation Board meeting to order at 6:08 p.m. 2. CONSENT AGENDA 2A. APPROVE MINUTES FROM THE REGULAR PARKS AND RECREATION BOARD MEETING HELD OCTOBER 8, 2018 The minutes were corrected to show Park Board member Chad Bedwell was present at the October 8, 2018 meeting. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS There was no absence to consider at this meeting as the Minutes were corrected to show Park Board member Chad Bedwell, although arriving late, was present at the October 8, 2018 meeting. Consent Agenda items are considered to be routine and are enacted with one motion by the Board. APPROVED City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M_d Minutes of the November 12, 2018 Parks Board Meeting Page 2 of 4 A motion was made to approve the Consent items as presented. Motion: Scharli Second: Hill Ayes: Craddock, Hill, Scharli and Wasserman Nays: None Abstain: None Vote: 4-0 Motion carried. 3. PUBLIC FORUM Chairman Tina Wasserman opened public forum. There being no one to speak, Chairman Wasserman closed public forum. 4. REPORTS 4A. BOB JONES NATURE CENTER & PRESERVE This item was Tabled. 4B. SOUTHLAKE TENNIS CENTER Deputy Director Kate Meacham presented the Southlake Tennis Center Dashboard Report, explained dashboard variances, and responded to Board questions. Mia Gordon-Poorman, 220 Canyon Lake Drive, Roxy Tennis LLC, and manager of the city -owned Southlake Tennis Center, answered questions from the Board regarding age metrics; residency and gender percentages; reporting of participation numbers being impacted by the variations to the adult and youth seasons; how the Center handles construction issues; the impact of the new Keller Birch Center to Southlake Tennis Center; and the appeal and growth of game of pickle ball. 4C. RECREATION PROGRAMS Recreation Manager Ryan McGrail explained the dashboard variances for the recreation programs, events and services offered by the Department during FY 2018 and answered questions from the Board regarding accounting of programs that do not make in the "Programs Cancelled" category. The Board suggested the report also list the positive variances. Dashboard reports are to be transitioned to an automated dashboard report next year which will improve the reports' presentation format. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M-1W Minutes of the November 12, 2018 Parks Board Meeting Page 3 of 4 4D. PARK FACILITY RENTALS Deputy Director Kate Meacham addressed the dashboard variances for park rentals for Fiscal Year 2018 and answered questions. The Board would like the dashboard to include statistics on events hosted by the Recreation Department, such as concerts and movies held at The Marq Southlake. 5. CONSIDER 5A. PARKS & RECREATION UPDATE Deputy Director of Community Services Kate Meacham presented the Parks & Recreation update on upcoming events and progress on hiring for the opening of the Champions Club. Director Chris Tribble presented an update on construction and membership of the Champion Club, Bicentennial Park Phase 3 improvements (enclosed tennis courts), and Bob Jones Park playground. The Board requested a summary of the two November job fairs and membership information for Champions Club to share with their contacts and associates. = d_1N 14 Its] ki17_1:IGI&I11:11 4Z7 V [r110101LT4I&I ka1144 Director Chris Tribble presented Item 5B. This is a standing item on the agenda to allow Carillon Parc Steering Committee Park Board representative Lori Palmer and Chris Tribble to update the Board on the Carillon Parc project. To -date, City Council has not officially set the committee. Once that is completed and the committee is activated, reports will be provided to the Board. Director Chris Tribble presented Item 5C. The Board agreed to cancel the December 10, 2018 Parks & Recreation Board meeting. The next Park Board meeting is scheduled January 14, 2019. 6. ADJOURNMENT /_1»:191'ri 4 CC A motion was made to adjourn the meeting at 6.41 p.m. Motion: Scharli Second: Craddock City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the November 12, 2018 Parks Board Meeting Page 4 of 4 Ayes: Craddock, Hill, Scharli and Wasserman Nays: None Abstain: None Vote: 4-0 Motion carried. Tina Wasserman, Chairman Parks & Recreation Board Chris Tribble, Director Community Services Dept. A video and audio recording of this meeting may be available upon request from the Office of City Secretary. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork MAK, I CITY OF SOUTHLAKE MEMORANDUM January 10, 2019 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Absence of Parks and Recreation Board Member(s) — Standing Agenda Item Action Requested: Park Board members excuse the absence of Park Board members Lori Palmer, Chad Bedwell and Paul Venesky at the regular Park Board meeting held November 12, 2018. The December Park Board meeting was canceled. Background Information: The "Absence Policy for Parks and Recreation Board" adopted July 12, 2004 and revised March 2, 2010, provides a mechanism for consideration of absences of Board members from regular or special Park Board meetings. This item is listed as a standing item on meeting agendas. Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: City Council approved the Policy Ordinance Review Committee (P.O.R.C.) revisions to the Parks and Recreation Board Absence Policy March 2, 2010 Park Board approved the Absence Policy at the July 12, 2004 meeting. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Attendance Log Staff Recommendation: Park Board action to excuse the absences of Lori Palmer, Chad Bedwell and Paul Venesky from the November 12, 2018 meeting. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B - 1 Park and Recreation Board Attendance Report 2018 Place =Kevin Name Craddock 1/8/18 2/12/18 3/12/18 4/9/18 5/14/18 6/11/18 7/9/18 8/9/18 9/10/18 10/8/18 11/12/18 12/10/18 Individual Attendance Rate Hrs To Date e---- ©- --©ososes000©ems oososes0000e� ��'� o . -- - ' © oososes0000e� „' o Paul _ ' Meetin©ososes000©ems g Attendance Rate (includes Total Hrs Per Month 2/12/18 A joint work session with City Council subcommittee on FUAs and Park Board met prior to the regular Park Board meeting. 6/19/18 City Council appointments to Park Board, including Craddock (P11), Palmer (PI 4), Hill (PI S), Bedwell (PI 1) and Venesky (PI 7) 8/9/18 A joint SPDC & Park Board meeting will be held, followed by the regular Park Board meeting. Average Monthly Attendance Rate 2018 1 87% Iln attendance X INot in attendance, no substitute Substitute in attendance • Vacant position Meeting Canceled Meeting Canceled due to no quorum Change in Representative N :�Wi • Parks, Recreation & Open Space / Community Facilities Master Plan 73 Southlake Sports Complex This approximately 16-acre park was constructed as a private baseball instructional facility and was purchased from the original owners. The property contains three lighted baseball fields (one high school size and two youth size), roughly 100 parking spaces, a 20,000 sq. ft. indoor training facility (currently leased to a private gymnastics instruction group), and approximately six acres of undeveloped property north of the drive entrance. This facility will require substantial material upgrades for use as anything other than its original purpose. The y 1. Provide additional amenities at the park such as batting cages, committee has determined there is significant potential to retrofit this park to become a more prominent park in the City. There are numerous recommendations for this park including significant aesthetic and circulation (mobility) improvements to the park. The level of park development will also be determined by the future of the City's Service Center (Public Works Operations Center). A recommendation has been made to conduct a study on the long-term use of the facility or if relocation would be appropriate at a future date. Southlake Sports Complex shade structures, playground, vending machines, picnic area and 2 Tier 2 CS Quality Development, C3 1.2, 1.5, 1.7, restrooms. 3.2, 3.9, 3.10, 2. Expand the walking trails throughout the park including a sidewalk 2 Tier 2 CS Quality Development, C3 4.7, 4.11, 8.1, along Crooked Lane. 8.3, 10.1 3. Install an entry feature (monument sign) at the park. 2 Tier 2 CS Quality Development, C3 rdinance No.• • • Adopted [SOUTHLAKE 20301 5C-1 • Parks, Recreation & Open Space / Community Facilities Master Plan 74 SOUTHLAKE SPORTS• RecommendationObjectives Forced Ranking Priority Tier Department Responsible 4. Remove the fencing along the eastern boundary along Crooked Lane Tie and replace the fencing around the perimeter of the park with 2 Tier 2 CS Quality Development, C3 ornamental fencing on the south, west and north boundaries. 5. Provide additional tree and landscape screening around the 2 Tier 2 CS Quality Development, C3 perimeter of the park. 6. Install crosswalks for pedestrians crossing Crooked Lane. 2 Tier 2 CS, PW Mobility, C2 7. Modify the practice fields to have multiple fields in order to 2 Tier 2 CS Quality Development, C3 maximize use and flexibility of this area. 8. Prioritize the installation of field turf at this park. 2 Tier 2 CS Quality Development, C3 9. Explore the opportunity to provide pedestrian connectivity to the 2 Tier 2 CS Quality Development, C3 neighborhood Cambridge Place to the west. 10. Evaluate the need for right turn deceleration lane and left hand turn 2 Tier 2 CS, PW Mobility, C2 lane along Crooked Lane into the park with a Traffic Impact Analysis. 11. Conduct a circulation study of the park to assess the need for additional parking, widening of the existing drive from Crooked Lane, additional access to Crooked Lane and possibility of access to 2 Tier 2 CS Mobility, C2 Continental Boulevard if property is acquired to the south or the west. 12. Evaluate the need for and implement the installation of a well at the 2 Tier 2 CS Quality Development, C3 park for irrigation. 13. Provide aesthetic improvements to the existing building and park 2 Tier 2 CS Quality Development, C3 features, such as but not limited to, the dugouts on site. 14. Evaluate the feasibility of having connectivity between the City's 2 Tier 2 CS, PW Mobility, C2 Public Works Operations center and the park. 15. Conduct a study to evaluate the feasibility of relocating the Public Performance Works Operations center. 2 Tier 2 PW Management & Service Delivery, B5 16. Explore the possibility of adding a practice field south of the exiting 2 Tier 2 CS Quality Development, C3 leased building at the park. Quality Development, 17. Explore the possibility of adding a storage yard area to store 2 Tier 2 CS Performance maintenance equipment. Management & Service Delivery, C3, B5 Ordinance No. 1060, Adopted March 19, 2013 • 5C - 2 • Parks, Recreation & Open Space / Community Facilities Master Plan 75 CS = Community Services Department PW = Public Works Department Ordinance No. 1060, Adopted March 19, 2013 [SOUTHLAKE 20301 5C-3 [SOUTHLAKE 20301 Parks, RecreationOpen SpaceCommunity SOUTHLAKE off® ��:. ,. �_,- 1 Iva h b E V♦� / 0 b Cn m �0 0 Y' r m x g J/ Ordinance No. 1060, Adopted March 19, 2013 • 5C - 4