2006-05-08Official Minutes
Approved by Parks and Recreation Board 6/12/06
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
May 8, 2006
MINUTES
Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Liz
Durham, Emily Galpin, Katrina Peebles and John Slocum
Board Members Absent: Cara White, Secretary, Bobby Rawls and Ken Goodman
Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble,
Deputy Director of Community Services; and Steve Moore, Recreation Superintendent
Guests: Mia Poorman, independent management contractor for operation of the
Southlake Tennis Center
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Mary Georgia called the meeting to order at 7:02 p.m.
REPORTS
Agenda Item No. 2A. Administrative Comments: Tennis Center Report -
Mia Poorman, operations manager of the Southlake Tennis Center, presented a slideshow
highlighting aspects of league and team participation, the growth and success of the
programs, the revenue benefits, the staff caliber and development programs and current
and future events. A copy of the PowerPoint presentation may be obtained from the
tennis center.
Board members commended the Poorman's achievements at the center and thanked them
for their hard work on behalf of the tennis community.
Emily Galpin arrived at 10 p. m.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the Southlake Parks and Recreation Board meeting
minutes of April 10, 2006.
A motion was made to approve the minutes as presented.
Motion: Galpin
Second: Peebles
Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
Nays: None
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Official Minutes
Approved by Parks and Recreation Board 6/12/06
1 Abstention: None
2 Vote: 6-0
3 Motion carried.
4
5 The meeting was recessed at 7:27 p.m. for a short break and was reconvened at 7:33 p.m.
6
7 REGULAR AGENDA
8
9 Agenda Item No. 4. Public Forum
10
11 Chairman Georgia opened Public Forum. Being no one present to speak during Public
12 Forum, Public Forum was closed.
13
14 CONSIDER AGENDA
15
16 Agenda Item No 5A Consider: Absence of Parks and Recreation Board Member(s) -
17 (Standing Item) - The Board considered the absence of Liz Durham from the April 10,
18 2006 meeting.
19
20 A motion was made to excuse Liz from the last meeting.
21 Motion: Slocum
22 Second: Galpin
23 Ayes: Galpin, Georgia, Mills, Peebles, Slocum
24 Nays: None
25 Abstention: Durham
26 Vote: 5-0-1
27 Motion carried.
28
29 Agenda Item No 5B Consider: Recommend authorization for the Southlake Department
30 of Public Safety to install Alert AM Radio Station Antenna in Bicentennial Park
31
32 Director Polasek presented this item. Installation of the Alert AM Radio Station antenna
33 in Bicentennial Park will allow the Southlake Department of Public Safety to operate a
34 voice only, non-commercial radio station at frequency 790AM which may be used to
35 notify residents, businesses and visitors of impending danger, school closings, severe
36 weather, upcoming events and other community information. The antenna is proposed for
37 placement in the northwest corner of the Bicentennial Park maintenance yard and will
38 meet FCC guidelines, not to exceed 45 feet. Placement of the antenna will not interfere
39 with current park uses.
40
41 Representatives from the Department of Public Safety were present and responded to
42 questions about the antenna location, manning of the station, and opportunities for public
43 awareness through the program.
44
45 A motion was made that the Parks Board recommend to the Southlake City Council
46 authorization for the Southlake Department of Public Safety to install an Alert AM
47 Radio antenna on an aluminum pole together with the antenna not to exceed 45 feet,
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Official Minutes
Approved by Parks and Recreation Board 6/12/06
1 and to be located within the parks department maintenance complex at Bicentennial
2 Park.
3 Motion: Mills
4 Second: Durham
5 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
6 Nays: None
7 Abstention: None
8 Vote: 6-0
9 Motion carried.
10
11 Agenda Item No 5C Consider: Recommendation to City Council to execute a sanitary
12 sewer easement on park property for Oak Pointe Development
13
14 Director Polasek presented a request from the developer of the Oak Pointe subdivision
15 for a proposed 15-foot wide permanent sanitary sewer easement on city property across
16 Lot 14, Block 2, Oak Pointe. The easement is approximately 0.115 of an acre on the
17 southern side of park property and will allow a connection for Phase II of the
18 development. The engineering and community services departments have reviewed the
19 alignment and easement documents and are satisfied that the easement will place no
20 burden or detrimental encumbrance on the park land.
21
22 Board members discussed the park land area surrounding the proposed easement and its
23 possible uses and development. Perhaps an aerator, a fountain and a few extra benches
24 may be added to the site in the future.
25
26 A motion was made that the Park Board recommend to Southlake City Council the
27 authorization to execute the sanitary sewer easement on park property located at
28 Oak Pointe as shown in the staff presentation.
29 Motion: Mills
30 Second: Peebles
31 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
32 Nays: None
33 Abstention: None
34 Vote: 6-0
35 Motion carried.
36
37 Agenda Item No 5D Consider: Recommendation for approval to renew a lease
38 agreement for razing on undeveloped property (17.3 73 acres) in Bicentennial Park
39
40 Director Polasek presented a proposed lease agreement with Ralph and Linda Evans for
41 17.373 acres of undeveloped park land in the west side of Bicentennial Park that is
42 scheduled to expire May 31, 2006. The renewal agreement is for fourteen (14) months,
43 expiring July 31, 2007. Staff did not anticipate a renewal after July 31, 2007. The land is
44 covered in grass and has been leased by Mr. and Mrs. Ralph Evans in the past for grazing
45 five head of cattle. Staff reviewed the planned city development and use of the property
46 and does not anticipate that extending the lease agreement would interfere with future
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Official Minutes
Approved by Parks and Recreation Board 6/12/06
1 development. The lease would also provide a cost effective method of maintaining the
2 property without using staff time or city equipment.
3
4 The committee discussed the proposed agreement and its possible impact on plans for
5 future development of that area of the park. Staff responded to questions about the market
6 value of grazing land and the rental fee provided in the lease.
7
8 One suggestion was offered to use the proposed property on a temporary basis to help
9 accommodate the need for extra practice fields by various sports groups. To use the land
10 as such, grading improvements, turf establishment and access and parking issues would
11 need to be addressed and these types of improvements could be cost prohibitive at this
12 time. Board members recommended that the lease agreement include a provision that the
13 opportunity exists that the city may opt to use the acreage as a quick or temporary fix to
14 the current need for more practice fields.
15
16 A clause will be inserted into the agreement to allow the City the option to terminate the
17 lease on all or a portion of the property with a 60-day notice.
18
19 Discussion on Agenda Item 5E, a proposed renewal lease agreement for the property at
20 315 and 379 Shady Oaks was included in comments by the board during this item.
21
22 Staff presented positive aspects of having caretakers on the property until such time that
23 the city may be in a financial position to move forward with development of the property
24 as planned in the Capital Improvements Plan.
25
26 The board expressed concerns about each of the financial considerations (fees) in the
27 agreements and the properties' market values. Staff was directed to renegotiate a lease
28 agreement with Mr. Evans for the dwelling for the remaining six months at a more
29 equitable price.
30
31 Park members were comfortable with the flexibility offered by a sixty-day termination
32 clause found in the lease agreement of the 17.373-acre grazing property and wanted to
33 move forward its approval.
34
35 Following a lengthy discussion, the board agreed to take action of the grazing lease, but
36 to table action on the dwelling lease.
37
38 A motion was made to recommend that the Board approve an extension (renew) of
39 the 17.373 acre grazing lease on the west end of Bicentennial Park through July 31,
40 2007, subject to our ability to give over 60 days notice to terminate the lease on all or
41 any portion as determined by the City in the future.
42 Motion: Slocum
43 Second: Mills
44 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
45 Nays: None
46 Abstention: None
47 Vote: 6-0
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Official Minutes
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1 Motion carried.
2
3 Agenda Item No. 5E. Consider: Recommendation for approval to renew a lease
4 agreement for property located at 315 and 379 Shady Oaks Drive
5
6 Discussion of the lease for 315 and 379 Shady Oaks Drive (dwelling) was held during
7 discussion of the previous agenda item.
8
9 A motion was made to TABLE item 5E.
10 Motion: Galpin
11 Second: Slocum
12 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
13 Nays: None
14 Abstention: None
15 Vote: 6-0
16 Motion carried. Staff was instructed to renegotiate the agreement for the lease of the
17 dwelling property.
18
19 Agenda Item No. 5F. Consider: Recommendation for approval of Bob Jones Nature
20 Center Conceptual Plan
21
22 Parks Board member Bob Jones Nature Center officer Emily Galpin excused herself from
23 the Park Board during consideration of this item.
24
25 Director Polasek presented the concept plan for the Bob Jones Nature Center and
26 reviewed the costs required to make the facility useable to the public. $85,000 had
27 previously been approved for planning and development. Cost estimates to "open" the
28 facility to the public is $167,000. Supplemental costs for additional site and facility
29 improvements as identified in the design and planning process include $382,000. The
30 entire project cost estimate is $552,000 with project funding to be considered as part of
31 the CIP review process.
32
33 Approval of this item will allow future development of bid documents based on the
34 accepted conceptual plans.
35
36 The board generally discussed the project and steps involved after the conceptual plan is
37 approved. Concern was expressed that funding may not be available for the full
38 improvement package of $552,000. Perhaps a priority list of the various proposed
39 improvements could be determined to enable funding in separate phases if needed.
40
41 Pending approvals through the Park Board, CIP process, SPDC and City Council, the
42 timeline for awarding the construction of the nature center improvements is anticipated
43 for October/November 2006.
44
45 A motion was made for recommendation for approval of the Bob Jones Nature
46 Center Conceptual Plan.
47 Motion: Peebles
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Official Minutes
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1 Second: Durham
2 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
3 Nays: None
4 Abstention: None
5 Vote: 6-0
6 Motion carried.
7
8 Agenda Item No. 5G. Consider: Recommendation on the amendment to the agreement
9 with Schrickel, Rollins and Associates, Inc., for design and engineering of the Bob Jones
10 Nature Center
11
12 Director Polasek presented an amendment to the current Schrickel, Rollins and
13 Associates, Inc. agreement for design and engineering of the Bob Jones Nature Center to
14 include performing professional services for the design of the site based on the
15 conceptual plans presented in the preceding agenda item. The amendment includes the
16 design development phase, construction documents phase, construction bidding phase,
17 associates surveying and geotechnical services and construction observation/contract
18 administration for an amount of $58,700. An additional $3,000 for reimbursable expenses
19 is also requested for a total additional amount not to exceed $61,700.
20
21 The board discussed briefly the timeline for the project. The initial contract does specify
22 the completion date of the phases of the agreement; the start dates will be amended.
23
24 A motion was made to amend the professional services agreement with Schrickel,
25 Rollins and Associates for the design and engineering of the total Bob Jones Nature
26 Center which should increase the fees by up to $61,700 based on the proposed
27 projected cost of $552,000.
28 Motion: Slocum
29 Second: Durham
30 Ayes: Durham, Georgia, Mills, Peebles, Slocum
31 Nays: None
32 Abstention: Galpin (excused herself from the vote)
33 Vote: 5-0
34 Motion carried.
35
36 Agenda Item No. 6. Discussion: There were no items for this agenda.
37
38 Commendation to City Parks and Recreation Staff
39
40 Community Services Department members Kristin White, Crystal Duran, Andy
41 Alvarado, Gunther Mueller, the park maintenance and parks and recreation staffs were
42 thanked for the mulching and other contributions preformed in preparation for the Liberty
43 Garden Labyrinth grand opening event last week. Ms. Durham praised staff's efforts and
44 hard work and said it was wonderful and really appreciated.
45
46 FYI - Liberty Garden Award
47
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Official Minutes
Approved by Parks and Recreation Board 6/12/06
1 The Fort Worth Master Gardeners received second place by the State of Texas for its
2 work on the Southlake Liberty Garden. This was an enormous honor for the organization
3 since they were competing with all the major cities in Texas.
4
5 FYI - SPIN into Spring Garden Tour
6
7 The garden tours were wonderful this past weekend and drew big crowds at each of the
8 gardens. Everyone's participation was greatly appreciated.
9
10 Agenda Item No. Adj ournment
11
12 A motion was made to adjourn the meeting at 9:03 p.m.
13 Motion: Mills
14 Second: Galpin
15 Ayes: Durham, Galpin, Georgia, Mills, Peebles, Slocum
16 Nays: None
17 Abstention: None
18 Vote: 6-0
19 Motion carried.
20
21 G
22 M ry Georgia, Par s & Recreation Board Chair
23
24
2 4tO
Cara White
Parks & Recreation Board Secretary
29
30 A cassette tape recording of the meeting is available for check-out in the
31 Office of the City Secretary.
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