2006-03-13Official Minutes
Approved by Parks and Recreation Board 4/10/06
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
March 13, 2006
MINUTES
Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Cara White,
Secretary, Ken Goodman, Katrina Peebles (arrived 7:39 p.m.), Bobby Rawls and John
Slocum
Board Members Absent: Liz Durham and Emily Galpin
Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble,
Deputy Director of Community Services; and Steve Moore, Recreation Superintendent
Guests: Tom Scollon, Taylor Olson Adkins Sralla Elam (City Attorney firm)
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. 4. Administrative Comments
A. Annual Bob Jones Nature Center Report - Board of director Carol Lee
Hamilton, 1210 Cross Timber Drive, Southlake, and other representatives
of the Bob Jones Nature Center group presented information about the
Bob Jones Nature Center activities, progress and plans.
B. FY 2006-07 Budget process kick-off - Staff is holding the budget kick-off
meeting on March 23 to review items and processes for the upcoming
budget. More information will be shared with the Park Board in April.
C. Volunteer for Park Board Report at the May 2, 2006 City Council meeting
- Ken Goodman volunteered to handle the Park Board Report at the May
2, 2006 City Council meeting.
D. Conceptual and Schematic Design of West Side of Bicentennial Park -
The collection data process is complete and anticipate meeting with
representatives from the Southlake Baseball Association, Parks Board, and
staff the first week in April to kick-off that project.
E. Ken Goodman's Martial Arts Volunteers - Volunteers from the martial
arts school will mulch trees in Bicentennial Park on Saturday, March 18 at
March 13, 2006 Parks Board Meeting Minutes
Page 1 of 5
Official Minutes
Approved by Parks and Recreation Board 4/10/06
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9:00 a.m. Staff commended the volunteers and thanked Mr. Goodman for
organizing the event.
CONSENT AGENDA
Agenda Item No. 5A. Approval of the Southlake Parks and Recreation Board meeting
minutes of February 16, 2006
Corrections were indicated on the motion on Page 5 of 9 to add "be amended," change
"$1,500" to "$5,800," and delete extra "via" from text.
The Board requested to receive on a regular basis a summary of the various funds that the
Parks Board may make recommendations for to aid in keeping up with the balances and
accumulated expenditures. An updated spreadsheet of the SPDC CIP may be provided.
A motion was made to approve the minutes of February 16, 2006 Parks and
Recreation Board meeting with corrections to page 5 of 9, correcting as stated.
Motion:
White
Second:
Mills
Ayes:
Georgia, Goodman, Mills, Peebles, Slocum and White
Nays:
None
Abstention:
Rawls
Vote:
6-0
Motion carried.
REGULAR AGENDA
Agenda Item No. 6. Public Forum
Chairman Georgia opened Public Forum at this time and acknowledged that Cindy
Gaither, Laura Flaherty and Carol Lee Hamilton had addressed the Board during agenda
item 2A, Bob Jones Nature Center Update. Public Forum was then closed.
CONSIDER AGENDA
Agenda Item No. 7A. Consider: Absence of Parks and Recreation Board Member(s) -
(Standing Item) - The Board considered the absences of Liz Durham and Bobby Rawls
from the February 16, 2006 meeting and John Slocum, Liz Durham and Bobby Rawls
from the March 4, 2006 Park Board work session.
A motion was made to excuse these absences.
Motion:
Goodman
Second:
White
Ayes:
Georgia, Goodman, Mills, Peebles, Rawls, Slocum and White
Nays:
None
Abstention:
None
Vote:
7-0
March 13, 2006 Parks Board Meeting Minutes
Page 2 of 5
Official Minutes
Approved by Parks and Recreation Board 4/10/06
1 Motion carried.
2
3 Agenda Item No 7D Consider: Recommendation to amend an agreement with Schrickel,
4 Rollins and Associates Inc for concgptual planning and schematic design of
5 Bicentennial Park.
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7 As part of the approved professional services agreement with Schrickel, Rollins and
8 Associates a conceptual and schematic design of the undeveloped west side of
9 Bicentennial Park, staff was directed by City Council to pursue an amendment to the
10 agreement to include inclusion of a park road from White's Chapel connecting to FM
11 1709 and additional comments regarding the aesthetics of the park as it relates to the
12 overall flow and layout of existing facilities. A three-tiered proposal consisting of basic
13 conceptual master plan services, schematic design services and animated overview of the
14 entire park by Schrickel and Rollins was presented for consideration. (A copy of Option
15 A, Option B and Option C will be attached to the approved minutes and on file in the
16 Office of the City Secretary.)
17
18 The three tiers (options) vary in cost from $21,500 for conceptual services, and additional
19 $41,000 for schematic design and an additional $16,000 for animated services. Funding
20 for the additional services could be included as a mid-year budget adjustment or
21 expended from the Park Dedication Funds.
22
23 Terry Cheek, president of Schrickel, Rollins and Associates, Inc., explained the different
24 tiers, answered questions and presented an example of the animation services.
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26 The Board was asked to make a recommendation on their preferred concept tier (option)
27 for the development of Bicentennial Park and the funding source.
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29 During a long discussion, concern was expressed about funding of the proposal in this
30 fiscal year as a mid-year budget amendment. Another concern was having a through road
31 from White Chapel to FM 1709 or to Shady Oaks and potential traffic issues it may
32 present. This concern as well as the loss of T-Ball fields, Safety Town and possibly
33 parking spaces was also discussed.
34
35 Favorable comments were made about producing the design and concept for the entire
36 park at one time rather than just the west side or the east side, especially while the
37 Southlake Baseball Association was willing to contribute to the cost.
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39 A motion was made to amend the existing professional services agreement with
40 Schrickel, Rollins and Associates for conceptual planning and schematic design of
41 the developed east side of Bicentennial Park in the form of Option B, for schematic
42 design of park improvements for compensation not to exceed $62,500, which will be
43 reviewed by staff, with the $62,500 coming from the existing Park Dedication Funds.
44 Motion: Goodman
45 Second: Rawls
46 Ayes: Georgia, Goodman, Peebles, Rawls, Slocum and White
47 Nays: Mills
March 13, 2006 Parks Board Meeting Minutes Page 3 of 5
Official Minutes
Approved by Parks and Recreation Board 4/10/06
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Abstention: None
Vote: 6-1 (Mr. Mills supports the investment decision but cited that due to this
being a new project, the west side plan is not likely to be impacted by the
east side plan; no current projects would be held up by doing this plan in
FY06-07; matching funds project has not been through the prioritization
process competing with other projects already on the books and therefore
he does not support the financing decision of funding in FY05-06 at this
time.)
Motion carried.
Agenda Item No. 8A. Discussion: Review of Environmental Site Assessment - Park
areas within The Cliffs at Clariden
The developer of The Cliffs at Clariden Ranch provided a Phase II environmental site
assessment (ESA) of the area including the parks. The Parks Board reviewed the ESA
preformed by Rone Engineers at their January 9, 2006 meeting and recommended the use
of a third party consultant to further examine the information in the report. The City
contracted the firm of Freese and Nichols, Inc. to review the procedures by which the
ESA was performed and the results. Freese and Nichols completed their assessment and
concluded that while the ESA appeared to have been conducted in accordance with
industry standards, they recommend further examination of soil and water samples to
better assess the potential for concentrations of volatile organic compounds and
polycyclic aromatic hydrocarbons.
Robert Chambers and Kim Buckley, environmental scientist with Freese and Nichols,
Inc., reviewed their findings and recommendations and responded to questions from the
Board about leaching into the groundwater and other contamination questions. Freese and
Nichols recommended that several more borings be preformed on the site in locations
where Rone Engineering saw the elevated field screen vapor readings and to analysis
samples from those locations for volatile organic compounds and semi-volatile organic
compounds. The estimated cost for the testing is slightly over $10,000.
The Board discussed the City's due diligence in testing of the site and legal protection.
Paul Spain, Terra Land Development, addressed the Board, giving a brief history of the
dumping of construction debris on the property. Mr. Spain explained the activeness of the
cliffs was their only concern, not the soil conditions. Mr. Spain offered to pay for
additional testing of the site.
Sonja Williams, professional geologist with Rone Engineering, spoke about the process
the firm undertook to conduct the 76 soil tests and their finding and decisions based on
those findings. Of the 76 soil tests, 19 revealed municipal solid waste or construction
debris, or concrete, or something not native. Of the 19, they did 12 monitoring wells and
other tests and did not find any metals issues and that the soil gas was not a producer of
methane and that it was a very clean site. She expressed that it is highly unlikely that
there is any kind of organic problem on the site and that the State considers the matter
closed.
March 13, 2006 Parks Board Meeting Minutes Page 4 of 5
Official Minutes
Approved by Parks and Recreation Board 4/10/06
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Cara White
Parks & Recreation Board Secretary
The Board discussed their comfort level with the testing to date of the site and directed
staff to proceed with having the extended study performed.
EXECUTIVE SESSION:
Agenda Item No 2 Ma Executive Session: Ia. Land acquisition for potential park land.
Chair Georgia announced that the Park Board would convene into executive session to
deliberate regarding real property.
Agenda Item No 3 Reconvene from Executive Session:
The Board did not take any action on the item discussed in Executive Session.
Agenda Item No. 9. Adjournment
A motion was made to adjourn the meeting at 10:13 p.m.
Motion:
Rawls
Second:
Goodman
Ayes:
Georgia, Goodman, Mills, Peebles, Rawls, Slocum and White
Nays:
None
Abstention:
None
Vote:
7-0
Motion carried.
M r ia, P" s e ration Boar Chair 4
A cassette tape recording of the meeting is available for check-out in the
Office of the City Secretary.
Attachments: Agenda Item 713 - Schrickel, Rollin and Associates three-tiered Options for Bicentennial Park
March 13, 2006 Parks Board Meeting Minutes
Page 5 of 5
Parks and Recreation Board
March 6, 2006
Page 3
OPTION "A"
CONCEPTUAL MASTER PLAN OF PARK DEVELOPMENT
A. BASIC PROFESSIONAL SERVICES
(1) The Park Site. The portion of Bicentennial Park to be planned is described as the 60 acres
(approx.) which is mostly developed and which lies north of Southlake Boulevard, east of
the large drainage channel and west of White Chapel Road.
(2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park
includes: providing a generalized conceptual master plan, a rough estimate of probable
cost, recommendations for phased development, and colored renderings with respect to the
Project. Basic Professional Services shall also include Architect's presentations at
meetings with the City including, but not limited to, City Council and Park Board. All
such meetings will be held at a designated City facility.
(3) The Architect's Basic Professional Services to produce a Conceptual Master Plan of
Development for the described portion of Bicentennial Park including the following processes and
products:
a. Prepare a base map of existing information [information to be provided by the
CITY] to include boundaries, topographic information, existing improvements and
utilities in an electronic file as a base for CAD drawings.
b. Perform reconnaissance of the site and provide a presentation of findings.
C. Review the program furnished by the City to ascertain the requirements of the
Project and arrive at a mutual understanding of such requirements with the City.
■ The general program shall include the routing of a main park road from the
White Chapel park entrance westward to intersect with the Southlake
Boulevard park entrance road. Traffic calming and pedestrian safety shall
be important considerations.
■ Alternatives shall be explored for the associated relocations and/or removals
of existing park facilities such as athletic fields and maintenance areas.
■ In generalized terms, the program shall address drainage, erosion control,
administrative areas, support buildings, beautification and the enhancement
of existing facilities.
■ Attention will be given to the need for strong park announcements, entrance
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Parks and Recreation Board
March 6, 2006
Page 4
developments and beautification at the existing park entrances on FM 1709
and White Chapel Road. Turning lanes, traffic control and medians will be
addressed.
d. Analyze the capabilities and limitations (opportunities and constraints) of the park
site and prepare descriptive graphics in a study of development feasibilities. These
will be presented as two-to-three arrangement analyses ("bubble diagrams").
e. Prepare two-to-three "Conceptual Master Plans of Development" in sketch form for
review by City Staff and/or Stakeholders.
f. Prepare the best "Conceptual Master Plan" (or combined best parts of the original
concepts) for presentation to the City Staff and/or Stakeholders for review and
approval.
■ The "Conceptual Master Plan" drawing shall include generalized use of
color, symbols and general notes, and mass polygons to represent large
facilities, parking areas and buildings with a minimum of detail.
■ Prepare for submittal with the "Conceptual Master Plan," a rough and
generalized opinion of probable construction costs.
■ Provide a colored rendering of the "Conceptual Master Plan": a printed and
mounted copy and a digital copy on CD.
(4) Schedule. Professional Services to produce the "Conceptual Master Plan of
Development" and products shall include a maximum of six meetings. Time to
produce the Plan, exclusive of pauses for City to schedule meetings, shall be six
weeks.
(5) Compensation. Compensation shall be the stipulated sum of $21,500.
`74- 4
Parks and Recreation Board
March 6, 2006
Page 5
OPTION "B"
SCHEMATIC DESIGN OF PARK IMPROVEMENTS
A. BASIC PROFESSIONAL SERVICES
(1) The Park Site. The developed portion of Bicentennial Park is as described in Option "A":
Conceptual Master Plan of Park Development.
(2) Scope of Services. The scope of the Basic Professional Services for Bicentennial Park
includes: providing schematic design, estimate of probable cost, recommendations
for phased development, and colored renderings with respect to the Project. Basic
Professional Services shall also include Architect's presentations at meetings with
the City including, but not limited to, City Council and Park Board. All such
meetings will be held at a designated City facility.
(3) The Architect's Basic Professional Services to produce a Schematic Design of Park
Improvements for the described portion of Bicentennial Park include the following
processes and products:
a. Conceptual Plan: The Conceptual Master Plan of Park Development as described
in Option "A" shall first be produced.
(4) Schematic Design: As an optional phase of Professional Services, if the City desires more
accuracy and detail for the planned development of Bicentennial Park, the Architect shall
provide "Schematic Design" of the park elements included in the "Conceptual Master Plan
of Park Development."
a. Schematic Design is the first phase in the preparation of final construction design
documents. Schematic Design is typically followed by the Design Development
Phase and the final Contract Design Documents Phase prepared for construction
bids. Professional services for the Schematic Design Phase include the following:
■ Develop a further detailed evaluation of the City's program, schedule and
construction budget requirements, each in terms of the other.
■ Based on a mutually agreed-upon program, schedule and construction budget
requirements, prepare, for approval by the City, "Schematic Design
Documents" consisting of drawings and other documents illustrating the scale
and relationship of Project components.
■ A draft of the "Schematic Design Document(s)" shall be prepared for review by
the City Staff and Stakeholders.
115-s
Parks and Recreation Board
March 6, 2006
Page 6
■ Draft design shall include a materials palette and a theme of development for
proposed improvements.
■ Draft design shall include preliminary construction layout dimensions.
■ Draft design shall include a preliminary grading plan.
■ Following review and approval, the final draft of the "Schematic Design" shall
be presented to the appropriate Boards and City Council.
b. Prepare for submittal with the "Schematic Design," a preliminary Opinion of
Probable Construction Cost based on current area, volume or other unit costs.
C. Prepare corresponding recommendations for construction phasing for the park site.
Increments of phased development will correspond to the City's park budget plans,
or anticipated funding.
d. Provide a colored rendering of the "Schematic Design Plan": a printed and
mounted copy, and a digital copy on CD.
(5) Schedule. Professional Services to produce the optional phase of "Schematic Design
Services" shall include a maximum of three additional meetings. Additional time,
exclusive of pauses for City to schedule meetings, shall be eight weeks.
(6) Compensation. Compensation would be an additional stipulated sum of $41,000.
Parks and Recreation Board
March 6, 2006
Page 7
OPTION "C"
3D ANIMATED FLYOVER
A. BASIC PROFESSIONAL SERVICES
(1) The Park Site. All of Bicentennial Park shall be included, including the undeveloped
western portion of the Park west of the drainage channel and east of Shady Oak Road.
(2) The "Flyover" will include the final Schematic Design produced for the Baseball
Complex on the west side of the Park.
(3) The Architect's Basic Professional Services will be a media presentation of:
■ A computer-generated three-dimensional animated "flyover" of the
"Schematic Design" of the entire Park.
■ Two development presentations would be made to staff members followed
by two public presentations to groups or combined groups such as the Park
Board, Stakeholders and City Council.
■ The City will be furnished a CD of the "Flyover" which may be shown,
duplicated or used as "streaming video" on the City's website.
(4) Schedule. Additional time to produce the "Flyover" would be four weeks following
completion of the Schematic Design.
(5) Compensation. Compensation would be an additional stipulated sum of $16,000.
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M:\W-FILES\FORMS\Sign In Sheet.doc
STATE OF TEXAS §
CITY OF SOUTHLAKE §
CERTIFIED AGENDA
PARKS AND RECREATION BOARD
I A O-E (Chairman), Parks and Recreation Board, hereby certify as
follows:
1. That notice of an executive session in accordance with Chapter 551 of the Texas Government
Code was duly posted along with the Regular Agenda for the Parks and Recreation Board on
Friday, March 10, at 5:00 p.m.
2. That the Parks Board convened in executive session on Monday, March 13, 2006 at
p.m. with the following members and staff members present:
VI/Mary Georgia, Chairman V Steve Polasek, Dir. Com. Services
V Michael Mills, Vice Chairman V1 Chris Tribble, Deputy Dir. Com. Serv.
V/ Cara White, Secretary
Liz Durham
Emily Galpin
\ //Ken Goodman
V / Katrina Peebles
V Bobby Rawls
V John Slocum
3
4
5.
Other Staff Members:
~brh~
That the matters discussed by the Parks and Recreation Board were as follows:
(1) ~GU►.Dp~r ~~e . (3)
(2) (4)
No formal action was taken by the Parks Board during executive session.
That the executive session ended at 16) -q . p.m.
Steve Polasek
Director of Community Services
MAW D-FILES\SPDC\EXE-SES - cett agenda.DOCkb
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