2006-11-13Official Minutes
~pproved by Parks and Recreation Board 12/11/06
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3 November 13, 2006
4 MINUTES
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6 Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Elaine Cox,
7 Emily Galpin, Elizabeth McCracken, Bobby Rawls, John Slocum and Ken Goodman
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9 Board Members Absent: Katrina Peebles
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11 Staff Members Present: Steve Polasek, Director of Community Services, Chris Tribble,
12 Deputy Director of Community Services, and Julie Dove, Parks Project Coordinator
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14 Guests: None
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16 REGULAR SESSION
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18 Agenda Item No. 1. Call to Order
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20 The regular session was called to order by Chairman Mary Georgia at 7:00 p.m.
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22 Agenda Item No. 2. Executive Session
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24 Chairman Georgia announced Parks Board would be going into Executive Session
25 pursuant to the Texas Government Code, Section 551.071 consultation with attorney,
26 Section 551.072, deliberation regarding real property, and Section 551.073,
27 deliberation regarding prospective gift. Parks Board adjourned for Executive Session at
28 7:01 p.m. Executive Session began at 7:01 p.m. and ended at 7:13 p.m.
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30 Agenda Item No. 3. Reconvene
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32 Chairman Georgia reconvened the regular meeting at 7:16 p.m. and asked if any action
33 was necessary from Executive Session. No action was necessary.
34
35 REPORTS
36
37 Agenda Item No. 4. Administrative Comments:
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39 Director Polasek presented the following administration comments.
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41 A. Bicentennial Park Schematic Design Joint Work Session - December 5, 2006
42 - The final draft of the Bicentennial Park Schematic Design, completed by
43 Schrickel, Rollins and Associates, will be unveiled during the joint Work
44 Session with City Council, Parks Board and SPDC on December 5, 2006.
45 Other presentations of the proposed plan will be given to the CISD Board of
46 Trustees and a city-wide SPIN meeting. The Park Board and City Council will
47 consider the plan for adoption at their January/February meetings.
November 13, 2006 Parks Board Meeting Minutes Page 1 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
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2 B. TAFF Platinum City Award and Parks Maintenance Rodeo Results- The City
3 of Southlake was recently recognized as a Platinum Member City by the
4 Texas Amateur Athletic Federation (TAAF). The Platinum Member City
5 Award is the highest honor received by the City in the 10 years it has been
6 involved with the organization. The Parks maintenance staff also recently
7 competed against 23 metroplex cities in the Texas Recreation and Parks
8 Society Region 2 & 3 (TRAPS) Rodeo in Mesquite and received awards in
9 various events.
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11 Administrative Comments Item 4C was postponed until after consideration of the Consent
12 Agenda items.
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14 CONSENT AGENDA
15 Consent agenda items are considered to be routine by the Parks and Recreation Board and
16 are typically enacted with one motion.
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18 Consider Item 7E was moved to Consent Agenda.
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20 A motion was made to move consideration of Item 7E, SPDC Matching Funds
21 Request from the Southlake Mounted Patrol in the amount of $44,950 for Texas
22 Parks and Wildlife Grant, from the Consider Agenda section to the Consent
23 Agenda.
24 Motion: Rawls
25 Second: Goodman
26 No vote was carried on the motion; however, Item 7E was included in the vote for
27 Consent Agenda items.
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29 Agenda Item No 7E SPDC Matching Funds Request from the Southlake Mounted Patrol
30 in the amount of $44,950 for Texas Parks and Wildlife grant.
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32 Parks Projects Coordinator Julie Dove made a brief presentation explaining the funding
33 and purpose of the matching funds request and responded to a question from the Parks
34 Board. The Parks Board briefly discussed the request.
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36 Other Consent Agenda items were:
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38 Agenda Item No 5A Approval of the Southlake Parks and Recreation Board meeting
39 minutes of October 9, 2006.
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41 Agenda Item No 5B Recommendation of placement locations for proposed Outdoor
42 Warning Sirens within Bob Jones Park and Bicentennial Park
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44 Agenda Item No 5C Park Dedication of Lot 7 Block 22, in Southlake Town Square as
45 an addition to Summit Park
46
November 13, 2006 Parks Board Meeting Minutes Page 2 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
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Agenda Item No 5D Recommendation of 2007 Community Services Agreement with
the Bob Jones Nature Center
There was no discussion of items 5A-5D consent items.
A motion was made to approve Items A-D and Item 7E during the Consent Agenda.
Motion: Rawls
Second: Slocum
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
REPORTS continued
Agenda Item No. 4. Administrative Comments:
Chairman Georgia adjourned the Parks Board meeting at 7:23 p.m. to carry out
Administrative Comments Item 4C, Parks Board Photograph.
C. Parks Board Photograph - Parks Board members were photographed in front
of Town Hall next to the Stampede Longhorn. The picture will be placed
inside the City's 50th anniversary time capsule due to be buried in Town
Square during the City Council meeting on January 2, 2007.
Chairman Georgia reconvened the Parks Board meeting at 7:35 p.m.
REGULAR AGENDA
Agenda Item No. 6. Public Forum
Chairman Georgia opened Public Forum. No one spoke during Public Forum; Public
Forum was closed.
CONSIDER AGENDA
Agenda Item No 7A Consider: Absence of Parks and Recreation Board Member(s) -
(Standing Item) - The Board considered the absence of John Slocum and Ken Goodman
from the October 9, 2006 regular meeting.
A correction was noted that Mr. Goodman was not absent at the October 9, 2006 Parks
Board meeting, although he had arrived late. His attendance will be corrected in the
October 9, 2006 meeting minutes.
A motion was made to excuse the absence of John Slocum from the October 9, 2006
meeting.
November 13, 2006 Parks Board Meeting Minutes Page 3 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
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Motion:
Rawls
Second:
Mills
Ayes:
Cox, Galpin, Georgia, Goodman, McCracken, Mills and Rawls
Nays:
None
Abstention:
1 (Slocum)
Vote:
7-0
Motion carried.
Agenda Item No. 7B. Consider: Recommendation of Park Dedication requirements for
Palomar Estates
Parks Projects Coordinator Julie Dove explained the park land dedication requirements
are .825 acres of park land dedication or $49,500 in park fees for Palomar Estates, a 33-
lot development located on Randol Mill Avenue between Florence and Kingswood
Roads. Planned Unit Development (PUD) requires a minimum of 2.90 acres of open
space for the 29.02 development. Trail System Master Plan also requires the construction
of an 8' multi-use trail on the property along Randol Mill Avenue.
The total land and improvements for Palomar Estates are valued at $237,000. The
developer requested 50% maximum credit in the amount of $118,500 and the unused
credit balance of $69,000 be retained for future phases or other developments.
The developer will provide 3.7 acres of private open space, 2 benches and .1 mile of
paved 4' sidewalk. Maintenance will be provided by Palomar Estates homeowners
association in perpetuity.
Curtis W. Young, developer, Sage Group, explained in detail their request, the benefits
the development will bring to Southlake and also clarified the required 8' trail on Randol
Mill Road would be constructed as it is required by the Trail Master Plan and that credit
was not requested for the trail.
The Board discussed the developer's proposal to fulfill the requirements of the
Subdivision Ordinance. Some options explored were: 1) reducing the fee to provide
credit for one acre, 2) accepting development's request as presented with no carry-over
credit offered, and 3) acceptance of park dedication fees rather than land dedication.
The Board discussed several variations of motions with no second.
A final motion was made to accept Park Dedication Fees for Palomar Estates of
$25,500 and a credit of $24,000 for the .8 acres of open space, resulting in $25,500
for Park Dedication Fees.
Motion: Rawls
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and Slocum
Nays: None
Abstention: None
Vote: 8-0
November 13, 2006 Parks Board Meeting Minutes Page 4 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
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Motion carried.
Members of the Parks Board would like a work group consisting of three Park Board
members to develop general guidelines for park dedication requirements to aid the Board
in its decisions. An item will be added to the agenda for the December meeting
Agenda Item No. 7C. Consider: Recommendation of Park Dedication requirements for
Estancia at Southlake
Director Polasek explained the park land dedication requirements are .325 acres of park
land dedication or $19,500 in park fees for Estancia at Southlake, a 13-lot development
located on North Kimball Avenue. The Planned Unit Development (PUD) requires a
minimum of .797 acres of open space for the 7.97 acre development. Trail System Master
Plan does not require the construction sidewalks to be built on this property.
The total land and improvements for Estancia at Southlake are valued at $183,000,
resulting in a proposed credit balance of $163,500. The developer, Tejas Capital Partners,
requested to meet park dedication requirements by providing 2.7 acres of public open
space, .15 miles of 6' natural surface public trails, and .05 miles of 6' paved trails as
discussed with the Planning Department to provide potential future connectivity to the
Lake Grapevine trail system. All maintenance of public areas will be provided by the
Estancia at Southlake homeowner's association in perpetuity at no cost to the City. Tejas
Capital Partners requested full credit toward the park fees with a credit balance of
$163,500 for future phases of this or other projects.
Curtis W. Young, developer, Tejas Capital Partners, responded to several questions as he
touched on drainage issues and explained the open space and trail decisions involving the
project. The developer was amenable to building a 6' sidewalk on Kimball Avenue-
adjacent to the Estancia at Southlake if the request was approved.
The Board discussed the developer's proposal to fulfill the requirements of the
Subdivision Ordinance.
A motion was made to accept the developer's $163,500 credit subject to the
following: 1) credit could be used for future phases of the existing subdivision or
adjacent phases; 2) or as credit for other phases not adjacent to this subdivision -
up to 50% of the credit could be used to offset up to 50% of the fees that are due
[same credit scenario as issued to Johnson Place subdivision]; 3) subject to the fact
that it is a public park with all the applicable trail system and signage that is
necessary; 4) maintenance of the areas to be the responsibility of the homeowners
association; 5) that the developer assist in a tie-in to the Lake Grapevine main trail
system through the existing other private properties that exist today; and 6) the
sidewalk along Kimball Avenue is 6-foot wide.
Motion: Slocum (clarification about how credit intended by Mills and Polasek)
Second: Goodman
November 13, 2006 Parks Board Meeting Minutes Page 5 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
1 The Board had further discussion about the developer's request. The developer clarified
2 that irrigation and water requirements would be included in the maintenance
3 responsibilities provided by the homeowners association.
4
5 Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and Slocum
6 Nays: None
7 Abstention: None
8 Vote: 8-0
9 Motion carried.
10
11 Agenda Item No 7D Consider: Recommendation of Park Dedication requirements for
12 Estes Park, Phase IV
13
14 Director Polasek explained the park dedication requirements are 1.35 acres of park land
15 dedication or $81,000 in fees for Estes Park, Phase IV, a 54-lot development. The
16 Planned Unit Development (PUD) requires 3.706 acres of open space for the 37.05
17 development. The Trail System Master Plan does not require construction of sidewalks to
18 be built on this property on either North White Chapel or Dove Road.
19
20 The developer requested to meet park dedication requirements by providing 5.07 acres of
21 private open space and providing .5 miles of 6' paved public trails. The total credit
22 requested is $216,723, resulting in a credit balance of $135,723. The developer did not
23 request the credit balance be retained.
24
25 The Board discussed the developer's proposal to fulfill the requirements of the
26 Subdivision Ordinance.
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28 A motion was made to recommend approval of the offset of the $81,000 required fee
29 for Estes Park with their trail system and the excess open area they are providing, in
30 spite of the fact that the open spaces are private and the trails are public and will be
31 constructed with in accordance with City guidelines; and will have no credits
32 available after that point.
33 Motion: Slocum
34 Second: Rawls
35 Ayes: Cox, Galpin, Georgia, Goodman, Mills, Rawls and Slocum
36 Nays: None
37 Abstention: 1 (McCracken)
38 Vote: 7-0-1
39 Motion carried.
40
41 Agenda Item No 7E SPDC Matching Funds Request from the Southlake Mounted Patrol
42 in the amount of $44,950 for Texas Parks and Wildlife grant.
43
44 Agenda Item 7E was considered and approved during Consent Agenda.
45
46 Agenda Item No 7F Recommendation to amend the professional services agreement
47 with Schrickel Rollins and Associates for the schematic design of Bicentennial Park in
November 13, 2006 Parks Board Meeting Minutes Page 6 of 8
Official Minutes
Approved by Parks and Recreation Board 12/11/06
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the amount of $16,000 to include a three-dimensional animated flyover of the schematic
design
Deputy Director Chris Tribble presented the amendment to the agreement with Schrickel,
Rollin and Associates to add an animated three-dimensional aerial overview of the
proposed design of Bicentennial Park to be used in presentations for the project on the
City's website, cable channel and public meetings. The animated overview will cost
$16,000. Funding is available from the Park Dedication Fund.
The Board discussed the benefits of having an animated production of the proposed plan
and how it will aid in presentations. The animated overview will not be produced until
after all plans have been approved.
The Board entertained several motions, but did not follow through with a vote until after
further discussion.
A final amended motion was made to recommend approval of an amendment to the
professional services agreement with Schrickel, Rollins and Associates for the
schematic design of Bicentennial Park in the amount of $16,000 to include a three-
dimensional animated fly over of the schematic design to be funding out of Park
Dedication monies.
Motion: Cox
Second: Galpin
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No. 8. Discussion: No items this agenda.
Other Items:
A. Park Dedication Guidelines - An item will be placed on the next meeting agenda
for consideration to appoint three Parks Board members to work with staff to
develop general guidelines and philosophies to be brought back to the Board to
assist with future park dedication cases.
B. Corrections to Minutes
Chairman Georgia recanted Consent Agenda Item 5A, Approval of the October 9,
2006 Park Board meeting minutes, to allow for corrections to the attendance
information to show Ken Goodman was not absent, but arrived late and to correct
the vote information on several items.
November 13, 2006 Parks Board Meeting Minutes
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Official Minutes
Approved by Parks and Recreation Board/0
A motion was made to approve the revised ie Oct er 9, 2006 meeting
minutes as noted during discussion with direction for Board Secretary John
Slocum to contact Linda Carpenter with the corrections.
Motion: Mills
Second: McCracken
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and
Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
C. Advocacy of Park Board
This item will be placed on the next Park Board meeting for further discussion.
The discussion will include ways in which the Park Board may become more
visible in the community. Staff will provide a list of events Park Board members
may attend as representatives of the Board. Blue tee-shirts identifying members as
Park members will be ordered along with name badges. The photo of the Board
with the Longhorn statute will be included in the Southlake Scene. Other ideas
should be emailed to Steve Polasek.
Agenda Item No. 9. Adjournment
A motion was made adjourn the meeting at 9:20 p.m.
Motion: Rawls
Second: Galpin
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Rawls and Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Mary `Georgia, PlrkS & Recreation
Steve lyolasek, 6irector of Community Services
A cassette tape recording of the meeting is available for check-out in the
Office of the City Secretary.
November 13, 2006 Parks Board Meeting Minutes
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