2006-08-14Official Minutes
Approved by Parks and Recreation Board 9/11/06
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
August 14, 2006
MINUTES
Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Elaine Cox,
Emily Galpin, Ken Goodman, Elizabeth McCracken, Katrina Peebles and John Slocum
Board Members Absent: Bobby Rawls
Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble,
Deputy Director of Community Services; and Julie Dove, Parks Project Manager
Guests: None
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Mary Georgia called the meeting to order at 7:00 p.m.
REPORTS
Agenda Item No. 2. Administrative Comments:
A. Oath of Office New Parks Board members Elaine Cox and Elizabeth
McCracken and reappointed members Mike Mills, Mary Georgia, and
Katrina Peebles were welcomed to the Board and administered the Oath of
Office.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the Southlake Parks and Recreation Board meeting
minutes of July 10, 2006 and the Southlake Parks Development Corporation and
Southlake Parks and Recreation joint meeting held July 17, 2006.
A motion was made to approve both sets of minutes with the amendment to the July
10, 2006 minutes to insert "to express concern" to Page 3A-2, Line 39, preceding the
word "regarding."
Motion: Peebles
Second: Slocum
Ayes: Galpin, Georgia, Goodman, Mills, Peebles, Slocum
Nays: None
Abstention: Cox, McCracken (not appointed at time of meetings)
Vote: 6-0-2
Motion carried.
August 14, 2006 Parks Board Meeting Minutes Page 1 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
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REGULAR AGENDA
Agenda Item No. 4. Public Forum
Chairman Georgia opened Public Forum. Being no one present to speak during Public
Forum, Public Forum was closed.
CONSIDER AGENDA
Agenda Item No 5A. Consider: Absence of Parks and Recreation Board Member(s) -
(Standing Item) - The Board considered the absences of Bobby Rawls, Cara White (also
from July 10th meeting), Liz Durham and Ken Goodman from the July 17, 2006 meeting.
A motion was made to excuse the absences from the July 10 and July 17, 2006
meetings.
Motion: Slocum
Second: Peebles
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No 5B. Election of Parks and Recreation Board Officers for 2006-07
The election of officers will be postponed until the September meeting to allow new
members to become familiar with the other board members before making appointments.
The roles and duties of each officer were explained.
A motion was made to TABLE Agenda Item 5B until the next regular meeting of the
Park and Recreation Board.
Motion: Georgia
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No. 5C. SPDC Matching Funds Request from Southlake DPS Citizens
Association for professional architectural and engineering services for Bicentennial Park
Safety Town.
Director Steve Polasek presented the SPDC matching funds request from the Southlake
DPS Citizens Association (SDCA) in the amount of $7,500 for professional services
($15,000 total costs) for the planning and design of the proposed Safety Town, which will
be located in Bicentennial Park. The planning and design will be performed by Schrickel,
Rollins and Associates who are currently master planning the design of the entire Park.
August 14, 2006 Parks Board Meeting Minutes Page 2 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
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2 Funding for the request is available in the FY 2005-06 SPDC Matching Funds budget of
3 $200,000. To date, $8,500 has been allocated for the dog park and $25,000 to Southlake
4 Baseball Association for Bicentennial Park west side schematic design.
5
6 Representatives from the Southlake DPS Citizens Association were unable to attend to
7 make a formal presentation to the Board due to a conflict with other meetings.
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9 The board discussed the matching funds request for the design of the Safety Town in
10 Bicentennial Park as shown on the schematic design plan and the reimbursable costs.
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12 A motion was made for the Park and Recreation Board to recommend approval of
13 SPDC Matching Funds in an amount not to exceed $7,500 in fees and amount not to
14 exceed $1,500 for reimbursable expenses as defined in the engagement letter from
15 the Southlake DPS Association for professional services for the design of
16 Bicentennial Park Safety Town.
17 Motion: Mills
18 Second: Goodman
19 Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
20 Nays: None
21 Abstention: None
22 Vote: 8-0
23 Motion carried.
24
25 Agenda Item No 5D Recommendation of Park Dedication requirements for Johnson
26 Place Estates
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28 Park Project Manager Julie Dove explained the park dedication requirements are either
29 1.35 acres of land dedication or $81,000 in fees for Johnson Place Estates, a 54-lot
30 residential development located on Randol Mill and Johnson Road.
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32 The applicant, Mady Development Corporation, proposed to meet the park dedication
33 requirements by dedicating 7.3 acres of public park land (as a linear park) and by
34 providing public amenities to include .8 miles of 6' concrete trails and five benches at an
35 approximate $555,000 value, resulting in a credit balance of $474,000, which they
36 requested be applied to future phases and/or other developments. The proposed public
37 park areas and amenities are to be maintained in perpetuity by Johnson Place Estates
38 Home Owners Association with no financial impact to the City. The proposal also allows
39 for a potential tie of a trail to the City's trail system.
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41 Curtis W. Young, developer, Mady Development Corporation, presented the plan for
42 Johnson Place Estates.
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44 The Board discussed the developer's proposal to fulfill the requirements of the
45 Subdivision Ordinance. Some issues discussed included parking for visitors to the public
46 parks, signage designating the park as a City public park, connectivity to existing and
47 future trails, retention water features along Johnson Road and Randol Mill Road and the
August 14, 2006 Parks Board Meeting Minutes Page 3 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
1 percentage amount of credits to grant the developer for the present and future
2 developments.
3
4 In addition to the discussion about the ordinance, three stipulations were given: 1) request
5 the developer to fully explore connectivity to the west; 2) ensure the design of the road
6 provides adequate width for legal parking on the park side of streets "A," "F," and "G";
7 and 3) signage be placed designating the public park; including a recommendation to
8 name the park "Johnson Park."
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10 The Parks Board may revisit at a future meeting the Park Dedication fee values found in
11 the Subdivision Ordinance to align with current property values.
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13 A motion was made that the Parks Board recommend acceptance of the dedication
14 of 7.3 acres of public park area; and propose amenities be maintained by Johnson
15 Place Estates; 50% credit as per the calculation for use in potential future phases of
16 this development or other developments within the City with no more than 50% of
17 that development or developments' requirement being satisfied by this credit. This
18 recommendation also stipulates that the developer fully explore connectivity to the
19 trails to the immediate west; that signage be chosen, with design to be approved by
20 City staff, naming this park "Johnson Park" in recognition of the historical family
21 who has owned it for over 100 years and that the signage indicate clearly that this is
22 a City park or public park; and that the design of streets "A," "F," and "G" be
23 adequate to allow legal parking on the park side of those three streets. The motion
24 was clarified that the reference to street "A" is only to the portion that is at the south end
25 of Johnson Park.
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27 Motion: Mills
28
29 Further discussion was held and Director Polasek and developer Curtis Young
30 clarified that the full 50% credit ($237,000) for park dedication fees may be used by
31 the developer to satisfy future expansion of Johnson Place Estates project or the
32 developer may use only up to 50% of the credit to satisfy other future development's
33 park dedication fees.
34
35 Second: Goodman (dependent upon final wording of the motion being reviewed
36 and approved)
37 Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
38 Nays: None
39 Abstention: None
40 Vote: 8-0
41 Motion carried.
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August 14, 2006 Parks Board Meeting Minutes Page 4 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
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Agenda Item No. 5E. Review and recommendation for approval of the designs for the
Bob Jones Park parking lot improvements
Deputy Director Tribble presented this item.
The design for the Bob Jones Park parking lot improvements was originally approved by
Park Board on July 10, 2006. On July 17, SPDC referred the improvement plan back to
Parks Board to consider a revision from Grasstone paver parking spaces to concrete,
allowing for an increase in the total number of parking spaces from 122 to about 150. The
remainder of the plan (layout, landscaping, irrigation, walkways) was not changed for the
original submittal.
The Board discussed the proposed revisions to the design of the parking lots at Bob Jones
Park. Several members were not in favor of substituting the environmentally-designed
Grasstone pavers for concrete in order to achieve a greater number of parking spaces and
were concerned about the further encroachment of the parking lot to the southeast areas
of the park.
A motion was made to approve the design for Bob Jones Park parking lot from
Grasstone pavers to concrete, taking the spaces from 99 to 127 on the [larger]
parking lot, with a recommendation that landscaping, boulders, trees, etc., put up
more of a barrier to Corps property and existing nature preserves, etc. The Board
also recommends there be no further parking lot south of the lot.
Motion: Goodman
Second: Slocum
Ayes: Cox, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: Galpin
Vote: 7-0-1
Motion carried.
Agenda Item No. 5F. Noble Oaks Pond Improvements
This item was presented by Director Polasek.
$100,000 is included in the SPDC Operating Fund budget for improvements to the pond
at Noble Oaks Park to include re-grading of the pond and the addition of a well to allow
for a constant water level. Staff has worked with the engineering firm of Cheatham and
Associates and with teacher representatives from Old Union Elementary and
Councilmember Carolyn Morris to develop a plan that includes the budgeted
improvements and additional amenities of landscaping and a pavilion. The plan diverts
the drainage line around the pond, provides for landscaping and a pavilion with dry stack
stone columns, green shingle roof, with water and electricity.
The Board was also asked to consider naming the pond after Ms. Linda Pfleger, a well-
known, former teacher at Old Union Elementary who passed away during 2001-02
Christmas break from meningitis.
August 14, 2006 Parks Board Meeting Minutes Page 5 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
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The Board discussed the proposed improvements and naming of the pond. Additional
funding may also be sought to cover some of the unfunded improvements through
donations combined with matching funds initiatives from the Carroll Independent School
District, Keep Southlake Beautiful or other school and community groups.
A motion was made that the Parks Board recommend approval of the design of
Noble Oaks pond improvements, specifically to include items 1 and 5 on page 5F-3,
with items 2, 3 and 4 to be considered as future funding becomes available; further
that the pond be named after Ms. Linda Pfleger, a former teacher at Old Union
Elementary who passed away during 2001-02 Christmas break. Ms. Pfleger was a
beloved colleague and teacher and it is the Parks Board desire and many in the
community and from the school to remember her by naming the pond in her honor.
Further, the Board asked that staff work with the school district to locate a small
plaque and seating area next to the pond in her remembrance and work with
CISD/PTO to explore donations that could be combined with SPDC matching funds
and that former students be invited to a dedication ceremony.
Motion: Mills
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
The chart below is included in the minutes for clarification to the motion regarding items
1-5 of the Noble Oaks pond improvements.
CHEATHAM & ASSOCIATES
1260 E. COPELAND RD. SUITE 900
ARLINGTON. TEXAS 76011
SHEET 1 Of 4
ENGINEEWS OPINION OF PROBABLE COST
PARK IMPROVEMENTS CONTINENTAL @ CARROLL
SOMLAKE 11362
DATE: Au bast 8 2006
ITEM
ITEM DESCRIPI ON UNIT
PLAN
UWT
TOTAL
NO.
CITY.
PRICE
COST
SW T WATER WEt L 20-30 GPM UW75 HP PUMP & STEYI
€
G VY ft> OllPU ELECTRIC..NTRt7LS....
L S.
f
at3tNJ.6T7
53.,40
POLYGON GAZEBO GX0 2~ SP WITH CONCRETE SLAB -
2
N6424W7, ELECTRIC AL SERVICE 6 ROCK_COLUMN3,
t_.5.
m
1
4
4{I4004G
~
-
w14,000.00
3
LANDSCAPE IMPROVEMENTS -PLANTINGS - FIOULDERS
t..S
1
„
;000
00
,w .
$7,000,00
4
UTILITIES -L1tATEP SERVICE TO GA7EBO
LS.
1
,
iflll(. '00
10 000.03
POND IMPROVD4ENTS':NCL, SPILLWAY. STORM DRAIN,
5
SOO ERCS N C:ONTRC)LAND EXCAVATION
LS.
1
35000,00
$36000 OD
Agenda Item No. 5G. Proposed FY 2006-07 Parks and Recreation Division Annual
Buffet
August 14, 2006 Parks Board Meeting Minutes Page 6 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
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Director Polasek presented highlights of the proposed Parks and Recreation Division
budget. See attached staff memo for details of those items. The budget was briefly
discussed by the Board.
A motion was made to accept the proposed Parks and Recreation Division Budget as
submitted.
Motion:
Slocum
Second:
Mills
Ayes:
Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
8-0
Motion carried.
Agenda Item No. 5H. Proposed Fiscal Year 2006-07 Park Dedication Fee Fund Annual
Budget
Director Polasek presented highlights of the proposed Park Dedication Fee Fund budget,
which provides funding for Liberty Park at Sheltonwood ($100,000), the potential
implementation of the log cabin ($97,000), and parks and recreation grant reimbursement
funding ($40,000).
The Board discussed their options for recommendations on the capital requests and
unencumbered expenses. Some of their thoughts were:
* Liberty Park at Sheltonwood may be more appropriately funded through
the SPDC budget and the Log Cabin through the CIP budget.
* The budget documents stipulate that $97,000 for the log cabin
improvements represents 100% of the costs. Some financial participation
by the Southlake Historical Society may be required in the form of
matching funds to reduce that amount. After SPDC Matching Funds are
used, Park Dedication Funds may be used to complete the project.
* Remove funding for the log cabin from the FY 06-07 Park Dedication
Fund budget until such time as the Southlake Historical Society has
demonstrated their participation at which time a budget amendment may
be made.
* Complete the improvements at Noble Oaks pond utilizing funds ($57,000)
allocated initially for the log cabin.
* Reduce the funding for the log cabin budget item, keeping $40,000 in the
budget as a placeholder.
A motion was made that the Parks and Recreation Board recommend the proposed
Fiscal Year 2006-07 Park Dedication Fee Fund annual budget as presented except
that the log cabin amount be reduced from $97,000 to $40,000, and recognition that
matching funds participation is desirable and while retaining a placeholder and that
$57,000 be added for items #2, #3 and #4 from the Noble Oaks presentation as per
agenda item 5F.
August 14, 2006 Parks Board Meeting Minutes Page 7 of 9
Unofficial Minutes
Not Approved by Parks and Recreation Board
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Motion:
Slocum
Second:
Mills
Ayes:
Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
8-0
Motion carried.
Agenda Item No 51. Proposed Fiscal Year 2006-07 Bicentennial Coca-Cola Sponsorship
Fund Budget
Director Polasek presented highlights of the proposed Bicentennial Coca-Cola
Concessions Fund budget. There was no discussion by the Board on the Bicentennial
Coca-Cola Sponsorship budget.
A motion was made to recommend approval of the proposed FY 2006-07
Bicentennial Coca-Cola Sponsorship Budget as submitted.
Motion: Goodman
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No. Adjournment
A motion was made adjourn the meeting at 10:10 p.m.
Motion: Goodman
Second: Slocum
Ayes: Cox, Galpin, Georgia, Goodman, McCracken, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
9 ~
Mary Georgia, Parks & Recreation oa Chair
MP olasek, Director of Community Services
Attachments: Item 5G, FY 2006-07 Parks Division Annual Budget
August 14, 2006 Parks Board Meeting Minutes
3A - 8
Page 8 of 9
Official Minutes
Approved by Parks and Recreation Board 9/11/06
1 A cassette tape recording of the meeting is available for check-out in the
2 Office of the City Secretary.
August 14, 2006 Parks Board Meeting Minutes Page 9 of 9
City of Southlake, Texas
MEMORANDUM
August 10, 2006
TO: Parks and Recreation Board members
FROM: Steve Polasek, Director of Community Services
SUBJECT: Proposed Fiscal Year 2006-07 Parks and Recreation Division Annual Budget
Action Requested: Parks and Recreation Board discussion and recommendation of the proposed
Fiscal Year 2006-07 Parks and Recreation Division Annual Budget.
Background
Information: For the past several months, City staff has been compiling research and
formulating the FY 2006-07 Annual Budget for the Parks and Recreation
division. Each year, the proposed Parks and Recreation Division Annual
Budget is presented to the Parks and Recreation Board for review and
recommendation. Staff has completed a review session with the Budget
Review Team (including the City Manager).
The budget highlights for the proposed Fiscal Year 2006-07 for the Parks and
Recreation Division include the following:
Personnel:
■ Four (4) full-time Parks Maintenance positions
■ Transfer of mowing crew (5) from Public Works Department
■ Adjustment to Temporary Labor line item for part-time recreation staff to
maintain proper ratios of participants to staff and for assistance with
staffing of Nature Center. Typically offset through program revenue
generation.
Operations:
■ Transfer of right-of-way mowing line item from Public Works ($109,900)
■ Holiday lighting for Town Square Grand Avenue ($35,000)
■ Adjustment in City Managed Leagues to account for increased
participation and adjustments in cost for officials and scorekeepers
($21,000)
■ Building Lease ($24,000) to allow for potential space for programming
■ Adjustment in utilities to account for rate increases and addition of park
land and public spaces (Electric - $94,600) (Water - $196,812)
■ Bob Jones Nature Center operations for six months assuming a Spring
2007 opening ($27,000)
■ Printing increase to allow for a third edition of the Southlake Scene to be
published each year ($11,000)
■ Maintenance account adjustments to improve service levels and account for
an increase in park acreage and park components (Electrical - $10,000)
(Athletic Fields - $10,000) (Landscaping - $11,000) (Pond Maintenance -
k_~:) 1X-UiV_
Parks and Recreation Board members
August 10, 2006
Page 2
$7,500) (Chemicals - $15,000) (Irrigation - $25,000 transfer from Public
Works)
Capital Requests:
■ Field Equipment to include top dresser ($9,000), verticut mower ($8,000),
and aerator ($2,600)
■ Hardscape improvements to include Liberty Garden concrete curbing
($9,500)
■ Tennis Center ice machine ($5,000)
Financial
Considerations: The proposed Fiscal Year 2006-07 Parks and Recreation Division budget totals
recognize existing budgetary limitations and the need to maintain current
levels of service delivery. The City Council will consider all departmental
budgets as a part of the annual budget process.
Citizen Input/
Board Review: Staff has developed the proposed Parks and Recreation Division Budget with
consideration being given to prior input and needs of the various user groups.
Legal Review: Not Applicable.
Alternatives: Input towards the preliminary proposed Fiscal Year 2006-07 Parks and
Recreation Division budget as desired.
Supporting
Documents: Supporting documents include the following:
■ Copy of the current draft of the proposed Fiscal Year 2006-07 Parks and
Recreation Division Annual Budget.
Staff
Recommendation: Parks and Recreation Board discussion and recommendation of the proposed
Fiscal Year 2006-07 Parks and Recreation Division Annual Budget.