2006-06-12Official Minutes
Approved by Parks and Recreation Board 7/10/06
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
June 12, 2006
MINUTES
Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Ken
Goodman, Katrina Peebles and John Slocum
Board Members Absent: Liz Durham, Emily Galpin, Cara White, Secretary, and Bobby
Rawls
Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble,
Deputy Director of Community Services; and Steve Moore, Recreation Superintendent
Guests:
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Mary Georgia called the meeting to order at 7:04 p.m.
REPORTS
Agenda Item No. 2A. Administrative Comments:
A. Proposed meeting date in July for review of FY 2006-07 Budget and CIP - A
second meeting in July may be held to review the budget information. Staff
will contact the Board with a date and time.
B. Trail Grant Application - A 20% matching fund grant for trail and trail head
improvements in the Corps of Engineers lease property and Bob Jones Park,
funded on a cost reimbursement basis, has been submitted to the National
Recreational Trails Fund of Texas from the Southlake Mounted Patrol. If the
grant is awarded, Southlake Mounted Patrol will come before the Board and
SPDC for review and consideration of the proposed improvements and to
request matching funds.
C. Southlake Stampede Update - Board Chair Mary Georgia provided a brief
update on the Southlake Stampede. The committee has received 17 checks and
artists applications to date. Locations for placement of the Longhorns have
been identified in Town Square, McPherson Park, Rustin Park, Bicentennial
Park, the park in Central Market development, Noble Oaks Park and Bob
Jones Park.
June 12, 2006 Parks Board Meeting Minutes
Page 1 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
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D. Council Retreat - City Council will conduct a budget retreat June 15 and June
16 at Marriott Solana. Board members were invited to attend a special
meeting at 1:15 p.m. on Friday while the council discusses park organization.
Regarding the consultant study of the Community Services Department, staff will
present an implementation matrix on the steps and programs to be put in place as a
result of the study at a future Parks Board meeting.
Park Board members were invited to attend a pre-Women's Pro Classic tournament
reception this Thursday at the Southlake Tennis Center.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the Southlake Parks and Recreation Board meeting
minutes of May 8, 2006.
A motion was made to approve the minutes
"affirmative" from Line 27 [of Page 3A-31.
Motion: Slocum
Second: Mills
Ayes: Georgia, Mills, Peebles, Slocum
Nays: None
Abstention: Goodman
Vote: 4-0-1
Motion did not pass.
The vote was recalled.
as amended to delete the word
Ayes:
Georgia, Goodman, Mills, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
5-0
Motion carried.
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 and
Ken Goodman from the May 8, 2006 meeting.
June 12, 2006 Parks Board Meeting Minutes
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Official Minutes
Approved by Parks and Recreation Board 7/10/06
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A motion was made that the three before mentioned members be excused from the
May 8c" meeting.
Motion:
Mills
Second:
Peebles
Ayes:
Georgia, Goodman, Mills, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
5-0
Motion carried.
Agenda Items 5C and 5D were moved up in the order of consideration on the agenda.
Agenda Item No. Recommendation for the naming of a 4.24 acre park site located in The
Cliffs at Clariden Ranch, Phase IV
Director Polasek presented this item.
The park name proposed by Paul Spain, president of Terra Land Management, Inc., for
the 4.24-acre park located in The Cliffs at Clariden Ranch, Phase IV is "Sally Dinsmore
Oien Park." Ms. Oien was the wife of the former owner of the property. The Board was
provided a copy of the park naming guidelines. Citizen input on the naming of the park
land has not been conducted at this time.
Paul Spain, Terra Land Management, Inc., 2200 Estes Parks Drive, spoke in favor of the
proposed name and presented some ideas for the park area, specifically about the
butterfly park.
The Board was divided on recommending the proposed name for the park. Mr. Mills was
not in favor of four-worded names for public parks and expressed the need to be a shorter
name. Mr. Goodman was in favor of the name presented by Mr. Spain but suggested it
be shortened to "Dien Park." After seeking name options from the public and if Mr.
Spain's proposed name is selected by the Board, Ms. Peebles favored using the entire
name - Sally Dinsmore Oien Park - rather than a shortened version (Dien Park).
One idea offered was to have the section of park where the butterfly park is proposed, be
named the "Sally Dinsmore Oien Garden."
Following a discussion, staff was directed to seek citizen input on the naming of the park
through a website survey or other available method.
A motion was made to Table the item to a future meeting until more information
can be gathered and to give the public an opportunity to submit names for
consideration.
Motion: Peebles
Second: Slocum
Ayes: Georgia, Goodman, Mills, Peebles, Slocum
Nays: None
June 12, 2006 Parks Board Meeting Minutes Page 3 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
1 Abstention: None
2 Vote: 5-0
3 Motion carried to TABLE this item for consideration at a future meeting.
4
5 Agenda Item No 5D Consider: Recommendation to amend the developer's agreement
6 for The Cliffs at Clariden Ranch
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8 Director Polasek presented this item.
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10 Terra Land Management, the developer of The Cliffs at Clariden Ranch, requested an
11 amendment to the existing developer agreement with the City to allow the use of
12 hydromulch in lieu of sod on the 10.68 acre park site. The initial offer of sod on the entire
13 10.68 acres was made in error. The developer is instead proposing hydromulch with a
14 minimum 95% coverage. Hydromulch on a non-sports field area of this size is typical.
15 Staff has provided specifications for the hydromulch to ensure the proper turf.
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17 A motion was made that the Parks Board make a recommendation to the City
18 Council to authorize the amendment to the developer agreement for The Cliffs at
19 Clariden Ranch, Phase IV development, to modify the turf requirements for the
20 10.68 acre park site to allow the use of hydromulch in lieu of sod.
21 Motion: Mills
22 Second: Goodman
23 Ayes: Georgia, Goodman, Mills, Peebles, Slocum
24 Nays: None
25 Abstention: None
26 Vote: 5-0
27 Motion carried.
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29 Agenda Item No 5B Consider: Approval of placement of a bronze sponsor plaque by the
30 Southlake Girl's Softball Association at the Bob Jones Park softball fields
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32 Director Polasek presented the request for placement of the plaque at Bob Jones Park
33 softball fields.
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35 To recognize the efforts and commitment of the City, SPDC, and community sponsors
36 for all the significant funding and public improvements (covered awnings over bleachers,
37 four batting cages, a playground and plaza area) to the Bob Jones Park softball facility,
38 the Southlake Girl's Softball Association would like to place a bronze plaque in the
39 breezeway of the concessions/restroom building. The SPDC Matching Funds Policy does
40 allow signage within the parks.
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42 Spelling and typo errors will be corrected and Southlake Girl's Softball Association
43 should be spelled-out on the plaque.
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45 A motion was made to recommend the approval for the placement of the bronze
46 sponsor plaque in the Bob Jones Park softball concessions/restroom breezeway
47 recognizing the City of Southlake, SPDC and community sponsors for their
June 12, 2006 Parks Board Meeting Minutes Page 4 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
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contributions to the implementation of the bleacher shade covers, batting cages and
playground plaza area. Mr. Goodman amended the motion by adding: as presented
or outlined in the proposal, not to exceed 18 x 24 inches in size."
Motion: Goodman (Mills and Georgia assisted)
Second: Mills
Ayes: Georgia, Goodman, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
Agenda Item No 5D Consider: Recommendation for approval to renew a lease
y
agreement for grazing on undeveloped propert
Deputy Director Tribble presented the proposed lease agreement with Mr. and Mrs. Gary
Yates for approximately four (4) acres of undeveloped park land along the southeast
corner of Lonesome Dove Road and Foxfire Lane, referred to as the Coker property. The
grazing lease provides a cost effective method of maintaining the property without using
staff time or city equipment at an approximate savings of $2,000 annually. The renewal
lease is for a two-year period with the opportunity to terminate at any time with sixty
days written notice.
A motion was made that the Parks Board recommend to the City Council approval
to renew the agreement with Mr. and Mrs. Gary Yates to allow grazing on
approximately four (4) acres of undeveloped park land located in Grapevine at
Lonesome Dove Road and Foxfire Lane, commonly referred to as the Coker
property.
Motion: Mills
Second: Goodman
Ayes: Georgia, Goodman, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
Agenda Item No. 5F. Consider: Recommendation for purchase and installation of
Bicentennial Park basketball court lighting to Musco Lighting in the amount of $59,010
Deputy Director Tribble presented the proposal for the lighting of the basketball courts.
The approved FY 2005-06 Park Dedication Fund (PDF) includes funding of $64,000 for
lighting of the Bicentennial Park basketball courts. The City has received a price of
$53,645 from Musco Sports Lighting, Inc. for the purchase and installation of court lights
for three basketball courts at Bicentennial Park. The light fixtures will be shielded and
directed down to the courts.
June 12, 2006 Parks Board Meeting Minutes Page 5 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
1 A motion was made to proceed with the purchase and installation of lighting from
2 Musco Lighting in the amount of $59, 010, including a contingency to light the
3 existing basketball courts.
4 Motion: Slocum
5 Second: Mills
6 Ayes: Georgia, Goodman, Mills, Peebles, Slocum
7 Nays: None
8 Abstention: None
9 Vote: 5-0
10 Motion carried.
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12 Agenda Item No. 5G. Consider: Review and recommendation of proposed conceptual
13 Master Plan of Bicentennial Park
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15 Deputy Director Tribble presented the proposed concept Master Plan of Bicentennial
16 Park as drafted by Schrickel, Rollins and Associates, Inc. in conjunction with input from
17 staff and the Bicentennial Work Group. A copy of the conceptual plan is attached to the
18 approved meeting minutes filed in the Office of the City Secretary. The conceptual plan
19 is the first step in developing a refined plan, schematic design and cost estimates.
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21 A meeting will be held with City Council, school board members, superintendent, athletic
22 director, baseball coach to receive their feedback on joint participation as well as
23 exploring other opportunities with potential user groups.
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25 During the Board's discussion, a suggestion was made to have the roadway curve more
26 around Liberty Garden and to put an archway at the entry to North White Chapel.
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28 A motion was made that the Board approve the proposed conceptual Master Plan of
29 Bicentennial Park so that they may move forward in their efforts, subject to normal
30 process into the next phase (detail costing, schematic design).
31 Motion: Goodman
32 Second: Peebles
33 Ayes: Georgia, Goodman, Mills, Peebles, Slocum
34 Nays: None
35 Abstention: None
36 Vote: 5-0
37 Motion carried.
38
39 Agenda Item No. 5H. Consider: Recommendation of proposed trail improvement project
40 on Shady Oaks Drive from FM 1709 to Love Henry Court
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42 Director Polasek presented the proposed trail project on Shady Oaks Drive as developed
43 in conjunction with the public works and planning departments. The trail is a proposed
44 eight foot wide trail section to be constructed using SPDC funds is the portion on the east
45 side of Shady Oaks Drive, from FM 1709 to Love Henry Court. This section will allow
46 for connection from Highland Street south to FM 1709 and the City's main east/west
47 trail.
June 12, 2006 Parks Board Meeting Minutes Page 6 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
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Trail projects have been grouped and are intended to be constructed as a single project.
Funding for the projects consists of $111,160 in the SPDC CIP and $200,000 from the
Strategic Initiative Fund for sidewalks. The approximate cost for the Shady Oaks Drive
trail segment is $95,000 and funding for it is proposed in the SPDC budget.
Issues concerning connectivity and trail priorities were discussed with staff.
The Board would like the proposed trails to be constructed through the Strategic Initiative
Fund to be eight feet wide trails.
A motion was made to proceed to approve the trail on Shady Oaks Drive from FM
1709 to Love Henry Court at the cost of approximately $95,000 once the drainage
issues are clarified.
Motion: Slocum
Second: Mills
Ayes: Georgia, Goodman, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
Agenda Item No 6A Discussion: Volunteers for the 50th Anniversary Committee Events
Board members were asked to assist with recruiting volunteers from the various
community groups they have contact with to handle some of the tasks assigned to the
Community Services staff for the September 16th City's 50th Anniversary Party. The
tasks specifically mentioned were: 1) set up and tear down, 2) trash detail after the event,
3) gate duty and 4) to assist in serving cake and ice cream.
An email will be distributed to the Park Board members asking them to assume
responsibility of recruiting volunteers for one of the tasks listed above. Mr. Mills will
contact Ann Wise for the timeframes for each task.
Providing recognition for the volunteer organizations that assist with these tasks is a key
to successfully recruiting for the event.
Agenda Item No. Adj ournment
A motion was made adjourn the meeting at 8:59 p.m.
Motion: Peebles
Second:
Slocum
Ayes:
Georgia, Goodman, Mills, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
5-0
Motion carried.
June 12, 2006 Parks Board Meeting Minutes
Page 7 of 8
Official Minutes
Approved by Parks and Recreation Board 7/10/06
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4 Mary Georgia, Parks Recreation board Chair
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7 j4W
8 Cara White C
9 Parks & Recreatio oard Secretary
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12 A cassette tape recording of the meeting is available for check-out in the
13 Office of the City Secretary.
June 12, 2006 Parks Board Meeting Minutes Page 8 of 8