2019-01-14 PB PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
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
(lcarpenter@ci.southlake.tx.us or 817.748.8184). Thank you.
REGULAR AGENDA
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. Agenda Item No. 4. Consider – No items
5. Agenda Item No. 5. Discussion
Parks and Recreation Board
Meeting Date – January 14, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 development s 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.cityofsouthlake.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@ci.southlake.tx.us)
Kate Meacham, Deputy Director of Community Services, 817-748-8018; (kmeacham@ci.southlake.tx.us)
Jenni Lanier, Community Relations Manager, 817-748-8186; (jlanier@ci.southlake.tx.us)
Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; (lcarpenter@ci.southlake.tx.us)
.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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
2A - 1
Minutes of the November 12, 2018 Parks Board Meeting
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
2A - 2
Minutes of the November 12, 2018 Parks Board Meeting
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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.
5B. CARILLON PARC STEERING COMMITTEE
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.
5C. DECEMBER PARK BOARD MEETING
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
APPROVED
A motion was made to adjourn the meeting at 6:41 p.m.
Motion: Scharli
Second: Craddock
2A - 3
Minutes of the November 12, 2018 Parks Board Meeting
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Ayes: Craddock, Hill, Scharli and Wasserman
Nays: None
Abstain: None
Vote: 4-0
Motion carried.
Tina Wasserman, Chairman Chris Tribble, Director
Parks & Recreation Board Community Services Dept.
A video and audio recording of this meeting may be available upon request from the Office of City Secretary.
2A - 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
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.
2B - 1
2018
`
10/8/18 11/12/18 12/10/18
1 Kevin Craddock 0 a r a a 0 75%3 2018 87%
2 Tina Wasserman a a 0 a 0 0 0 a a a a 0 100%8.5
3 Frances Scharli a a 0 a 0 0 0 a a a a 0 100%8.5
4 Lori Palmer r a 0 a 0 0 0 a a a r 0 71%6.75
5 Mitch Hill a a 0 a 0 0 0 a a a a 0 100%8.5
6 Chad Bedwell 0 a a a r 0 75%4.75
7 Paul Venesky r a 0 a 0 0 0 a a a r 0 71%6.75
Mike Pazera a a 0 a 0 0 0 a a a a 0 100%4.25
67%100%0 100%0 0 0 100%86%100%57%0 a In attendance
Total Hrs Per Month 0.75 1 0 1 0 0 0 1.5 2.75 0.5 1 0 8.5 r Not in attendance, no substitute
m Substitute in attendance
2/12/18 A joint work session with City Council subcommittee on FUAs and Park Board met prior to the regular Park Board meeting.n Vacant position
6/19/18 City Council appointments to Park Board, including Craddock (Pl1), Palmer (Pl 4), Hill (Pl 5), Bedwell (Pl 1) and Venesky (Pl 7) 0 Meeting Canceled
8/9/18 A joint SPDC & Park Board meeting will be held, followed by the regular Park Board meeting.*Meeting Canceled due to no quorum
Change in Representative
8/9/18 9/10/18
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance
Rate (includes
substitutions)
Park and Recreation Board Attendance Report
Place Name 1/8/18 2/12/18 3/12/18 4/9/18 5/14/18 6/11/18 7/9/18
2B - 2
[SOUTHLAKE 2030] Parks, Recreation & Open Space / Community Facilities Master Plan 73
Ordinance No. 1060, Adopted March 19, 2013 [SOUTHLAKE 2030]
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
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
SOUTHLAKE SPORTS COMPLEX
Recommendation Forced
Ranking
Priority
Tier
Department
Responsible Strategic Link
Vision, Goals
& Objectives
Tie
1. Provide additional amenities at the park such as batting cages,
shade structures, playground, vending machines, picnic area and
restrooms.
2 Tier 2 CS Quality Development, C3 1.2, 1.5, 1.7,
3.2, 3.9, 3.10,
4.7, 4.11, 8.1,
8.3, 10.1
2. Expand the walking trails throughout the park including a sidewalk
along Crooked Lane. 2 Tier 2 CS Quality Development, C3
3. Install an entry feature (monument sign) at the park. 2 Tier 2 CS Quality Development, C3
5C - 1
[SOUTHLAKE 2030] Parks, Recreation & Open Space / Community Facilities Master Plan 74
Ordinance No. 1060, Adopted March 19, 2013 [SOUTHLAKE 2030]
SOUTHLAKE SPORTS COMPLEX
Recommendation Forced
Ranking
Priority
Tier
Department
Responsible Strategic Link
Vision, Goals
& Objectives
Tie
4. Remove the fencing along the eastern boundary along Crooked Lane
and replace the fencing around the perimeter of the park with
ornamental fencing on the south, west and north boundaries.
2 Tier 2 CS Quality Development, C3
5. Provide additional tree and landscape screening around the
perimeter of the park. 2 Tier 2 CS Quality Development, C3
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
maximize use and flexibility of this area. 2 Tier 2 CS Quality Development, C3
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
neighborhood Cambridge Place to the west. 2 Tier 2 CS Quality Development, C3
10. Evaluate the need for right turn deceleration lane and left hand turn
lane along Crooked Lane into the park with a Traffic Impact Analysis. 2 Tier 2 CS, PW Mobility, C2
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
Continental Boulevard if property is acquired to the south or the
west.
2 Tier 2 CS Mobility, C2
12. Evaluate the need for and implement the installation of a well at the
park for irrigation. 2 Tier 2 CS Quality Development, C3
13. Provide aesthetic improvements to the existing building and park
features, such as but not limited to, the dugouts on site. 2 Tier 2 CS Quality Development, C3
14. Evaluate the feasibility of having connectivity between the City’s
Public Works Operations center and the park. 2 Tier 2 CS, PW Mobility, C2
15. Conduct a study to evaluate the feasibility of relocating the Public
Works Operations center. 2 Tier 2 PW
Performance
Management & Service
Delivery, B5
16. Explore the possibility of adding a practice field south of the exiting
leased building at the park. 2 Tier 2 CS Quality Development, C3
17. Explore the possibility of adding a storage yard area to store
maintenance equipment. 2 Tier 2 CS
Quality Development,
Performance
Management & Service
Delivery, C3, B5
5C - 2
[SOUTHLAKE 2030] Parks, Recreation & Open Space / Community Facilities Master Plan 75
Ordinance No. 1060, Adopted March 19, 2013 [SOUTHLAKE 2030]
SOUTHLAKE SPORTS COMPLEX
Recommendation Forced
Ranking
Priority
Tier
Department
Responsible Strategic Link
Vision, Goals
& Objectives
Tie
18. Consider the development of a skate park in a location that
minimizes the impact on adjacent residential properties. Tier 3 CS Quality Development, C3
CS = Community Services Department
PW = Public Works Department
5C - 3
[SOUTHLAKE 2030] Parks, Recreation & Open Space / Community Facilities Master Plan 76
Ordinance No. 1060, Adopted March 19, 2013 [SOUTHLAKE 2030]
5C - 4