2006-07-10R
Official Minutes
Approved by Parks and Recreation Board 8/14/06
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3 July 10, 2006
4 MINUTES
5
6 Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Park Board
7 Members Emily Galpin, Ken Goodman, Liz Durham, Katrina Peebles, Bobby Rawls and
8 John Slocum
9
10 Board Members Absent: Cara White, Secretary
11
12 Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble,
13 Deputy Director of Community Services; and Steve Moore, Recreation Superintendent
14
15 Guests: Matt Tuggey, Southlake Girls Softball Association; Spencer Sunstrum,
16 Southlake Baseball Association; Joe Sassone, Grapevine Southlake Soccer Association;
17 and Jim Lehane, Southlake Carroll Lacrosse Association.
18
19 REGULAR SESSION
20
21 Agenda Item No. 1. Call to Order
22
23 Chairman Mary Georgia called the meeting to order at 7:06 p.m.
24
25 REPORTS
26
27 Agenda Item No. 2A. Administrative Comments:
28
29 A. Proposed meeting date in July for review of FY 2006-07 SPDC CIP, SPDC
30 Operating, General Fund and Special Fund Budget and CIP - Meetings will
31 be held July 17 and July 201h to review the budget information.
32
33 B. Youth Snorts Association Reports - Recreation Supervisor Steve Moore and
34 representatives from each of the youth sports associations presented updates
35 on various ongoing and completed projects and plans for the upcoming season
36 pertaining to their particular sport. The park maintenance crew members were
37 commended for keeping the fields well maintained. Representatives from the
38 sports associations were: Matt Tuggey, Southlake Girl's Softball Association;
39 Spencer Sunstrum, Southlake Baseball Association; Joe Sassone, Grapevine
40 Southlake Soccer Association; and Jim Lehane, Southlake Carroll Lacrosse
41 Association.
42
43 C. Volunteer for Parks Report at August 1 S` City Council Meeting - Board
44 member Ken Goodman volunteered to present the report.
45
46 D. Volunteers for 50th Anniversary Celebration - Board members Mike Mills and
47 Mary Georgia presented this item. Volunteers are needed to handle tasks that
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Official Minutes
Approved by Parks and Recreation Board 8/14/06
1 have been assigned to the Community Services staff for the September 16th
2 City's 50th Anniversary Party. Park Board members were asked to provide
3 oversight for each of the tasks and to aid in recruiting volunteers for each. The
4 tasks were: 1) set up and tear down, 2) trash detail after the event, 3) gate duty
5 and 4) to assist in serving cake and ice cream. Emily Galpin and Katrina
6 Peebles volunteered to assist Mike Mills and Mary Georgia with finding
7 volunteers. Ken Goodman volunteered youth from his martial arts school to
8 aid City staff with the trash detail and set-up and cleanup.
9
10 CONSENT AGENDA
11
12 Agenda Item No. 3A. Approval of the Southlake Parks and Recreation Board meeting
13 minutes of June 12, 2006.
14
15 Agenda Item No. 3B. Recommendation for renewal of the Facilities_ Utilization
16 Agreement for Southlake Baseball Association
17
18 Agenda Item No. 3C. Recommendation for renewal of the Facilities Utilization
19 Agreement for Grapevine Southlake Soccer Association
20
21 Agenda Item No. 3D. Recommendation for renewal of the Facilities Utilization
22 Agreement for Southlake Carroll Lacrosse Association
23
24 Agenda Item No. 3E. Recommendation for renewal of the Facilities Utilization
25 Agreement for Southlake Girl's Softball Association
26
27 Agenda Item No. 5F. Recommendation for award of bid to TurnKey Evvironmental for
28 asbestos abatement at Bob Jones Nature Center
29
30 Agenda Item No. 5A. Consider: Absence of Parks and Recreation Board Member(s) -
31 (Standing Item) - The Board considered the absences of Liz Durham, Bobby Rawls, Cara
32 White and Emily Galpin from the June 12, 2006 meeting.
33
34 The Board discussed the items in the Consent agenda. Staff addressed concerns about the
35 Facilities Utilization Agreements and possible extensions of game time and lighting for
36 exceptions to regular play times. Staff recommended that the term expiration date in the
37 agreements be changed to March 31, 2007.
38
39 Boyd Dollar, 525 Brooks Court, expressed concern to the Board regarding the emergency
40 extensions to tournament game times.
41
42 A motion was made to approve all the items on the Consent agenda with the
43 addition of Agenda Item 5A (Items 5A - 5F) as brought forth; in addition that the
44 renewal Facility Utilization Agreements with the Southlake Baseball Association,
45 Grapevine Southlake Soccer Association, Southlake Carroll Lacrosse Association
46 and the Southlake Girl's Softball Association be revised to expire March 31, 2007.
47 Motion: Durham
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Official Minutes
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1 Second: Galpin
2 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
3 Nays: None
4 Abstention: None
5 Vote: 8-0
6 Motion carried.
7
8 REGULAR AGENDA
9
10 Agenda Item No. 4. Public Forum
11
12 Chairman Georgia opened Public Forum. Being no one present to speak during Public
13 Forum, Public Forum was closed.
14
15 CONSIDER AGENDA
16
17 Agenda Item No. 5A. Consider: Absence of Parks and Recreation Board Member(s) -
18 (Standing Item) - The Board considered the absences of Liz Durham, Bobby Rawls, Cara
19 White and Emily Galpin from the June 12, 2006 meeting. Agenda Item SA was
20 considered during Consent agenda.
21
22 Agenda Item No. 5B. Recommendation to enter into a professional services agreement
23 with Halff and Associates for architectural design and engineering of Smith Park and
24 Liberty Park at Sheltonwood
25
26 Director Polasek presented this item.
27
28 Ten Requests for Quotes (RFQ) were sent to firms for architectural design and
29 engineering services for Royal and Annie Smith Park and Liberty Park at Sheltonwood,
30 however, only six responses were received. Based on interviews and comparisons with
31 established criteria, Halff and Associates was selected as the most suitable firm for the
32 project.
33
34 Halff and Associates proposes to perform architectural services for Annie & Smith Park
35 for $43,000 and $55,500 for Liberty Park at Sheltonwood to include surveying,
36 geotechnical and SWPP Plan with $4,000 allowance for reimbursables.
37
38 The Board discussed the agreement with Halff and Associates.
39
40 A motion was made to approve the professional services agreement with Halff and
41 Associates for architectural design and engineering of Smith Park and Liberty Park
42 at Sheltonwood Park not to exceed $98,500, and $4,000 reimbursable allowance.
43 Motion: Goodman
44 Second: Rawls
45 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
46 Nays: None
47 Abstention: None
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Official Minutes
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1 Vote: 8-0
2 Motion carried.
3
4 Agenda Item No. 5C. Consider: Review and recommendation for approval of the designs
5 for the Bob Jones Park parking of improvements
6
7 Deputy Director Tribble presented this item.
8
9 $330,000 is included within the approved FY 2005-06 SPDC Capital Improvements Plan
10 for the construction of additional parking at Bob Jones Park. The additional parking
11 improvements will increase the number of parking spaces adjacent to the softball fields
12 from 197 to 319 (an increase of 122 total spaces within the park) to accommodate the
13 softball complex, the general park use, dog park patrons, and special events.
14
15 The parking area south of the softball complex is designed to incorporate efficient and
16 eco-friendly transition from an active area (softball complex), to the parking lot, and into
17 the existing natural/wildlife areas using Grasstone pavers in the parking spaces and native
18 plant material.
19
20 The larger parking lot will include 99 spaces and the smaller "Loop Road" lot will feature
21 a regular paved surface and include 23 spaces.
22
23 The Board discussed the proposed improvements to the Bob Jones Park parking lot.
24
25 A motion was made to approve the design for the Bob Jones Park parking lot
26 improvements.
27 Motion: Slocum
28 Second: Mills
29 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
30 Nays: None
31 Abstention: None
32 Vote: 8-0
33 Motion carried.
34
35 Agenda Item No. 5D. Consider: Replacement of Parks and Recreation Board Member
36 Cara White on the Bicentennial Park Work Group
37
38 Deputy Director Tribble presented this item. The Board discussed who would replace Ms.
39 White on the Work Group.
40
41 A motion was made to appoint Park Board member Ken Goodman to replace Cara
42 White on the Bicentennial Park Work Group.
43 Motion: Rawls
44 Second: Galpin
45 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
46 Nays: None
47 Abstention: None
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Official Minutes
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1 Vote: 8-0
2 Motion carried.
3
4 Agenda Item No. 5E. Consider: Recommendation of amendment to Ordinance No. 704-B
5 (Sign Ordinance) as it relates to the display of banners in public parks
6
7 Director Polasek presented this item.
8
9 The City's Sign Ordinance (No. 704-B) is being reviewed by the Planning Department
10 for potential modifications and an amendment is proposed to address banner displays on
11 public property. Currently, banners are addressed only as they are displayed on private
12 property in Section 21 of the Ordinance.
13
14 The proposed amendments are that banners in public parks shall not exceed 72 square
15 feet in size and each park is allowed a maximum display of two banners per park; banners
16 may be displayed for a maximum of 15 days per approved permit with a limit of two
17 permits approved consecutively for a maximum of 30 days; and a provision to exempt
18 temporary banners placed inside fencing of athletic fields or public facilities by the City
19 or under the authorization of the City, which are used for advertising to raise funds for
20 recreation programs, or to recognize an event or program sponsor with only one face side
21 and facing toward the interior of the field or facility.
22
23 The Board discussed banner display options and recommended that a maximum of three
24 (3) banners be allowed per park. The Board also recommended reversing the clause
25 pertaining to exempted banners to say " ...temporary banners facing inside a public
26 facility or in the inside fencing of athletic fields..."
27
28 A motion was made to recommend the amendment to Ordinance 704-B as it relates
29 to the display of banners in public parks with the proposed amendments including a
30 total of three (3) permits may be approved consecutively for banner allowing for a
31 maximum display of 30 days per park; and three (3) banners per park.
32 Motion: Rawls
33 Second: Durham
34 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
35 Nays: None
36 Abstention: None
37 Vote: 8-0
38 Motion carried.
39
40 Agenda Item No. 5F. Consider: Recommendation to City Council for the placement of
41 Longhorn Stampede public art fixtures in City narks as part of the Southlake 50th
42 Anniversary celebration
43
44 Deputy Director Tribble presented this item.
45
46 The Southlake Stampede Committee has identified a number of potential locations for
47 placement of longhorns and calves within six City parks (Rustin, McPherson,
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Official Minutes
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1 Bicentennial, Noble Oaks, Bob Jones and Central). Primary (first filled) and Secondary
2 locations within each park have been identified.
3
4 The Board discussed the Longhorn project and the potential locations for them in City
5 parks. The Board recommended that Council receive color renditions instead of black and
6 white prints when the item is considered at the council meeting.
7
8 A motion was made that the Board recommend to City Council the placement of
9 Longhorn Stampede art fixtures in City parks as part of the 50th Anniversary of
10 Southlake.
11 Motion: Rawls
12 Second: Peebles
13 Ayes: Durham, Galpin, Goodman, Mills, Peebles, Rawls, Slocum
14 Nays: None
15 Abstention: Georgia
16 Vote: 7-0-1
17 Motion carried.
18
19 Agenda Item No. 6A. Discussion: No items this agenda.
20
21 Agenda Item No. Adjournment
22
23 A motion was made adjourn the meeting at 9:22 p.m.
24 Motion: Rawls
25 Second: Slocum
26 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum
27 Nays: None
28 Abstention: None
29 Vote: 8-0
30 Motion carried.
31
32
33
34 Mary Georgi ,Par s & Recreation Board Chair
35
36
37
38 teve Po asek
39 Director of Community Services
40
41
42 A cassette tape recording of the meeting is available for check-out in the
43 Office of the City Secretary.
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