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2006-02-16Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING February 16, 2006 MINUTES Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Cara White, Secretary, Emily Galpin, Ken Goodman, Katrina Peebles and John Slocum Board Members Absent: Liz Durham 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: None EXECUTIVE SESSION - No items for consideration at this meeting. 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. Introduction of Deputy Director of Community Services - Chris Tribble, the new deputy director of community services was introduced and welcomed to the Parks and Recreation Board meeting. B. STEP Grant - City Council approved a preliminary application to the North Central Texas Council of Governments for trail and landscape improvements as part of the statewide Transportation Enhancement Program at their February 2006 meeting. Five projects identified by the Southlake 2025 Plan and the Southlake Pathways Plan were submitted for consideration. C. Environmental Site Assessment and Phase II ESA for The Cliffs - A contract has been signed with an outside consultant, Freese & Nichols, to conduct a review of the ESA report and a follow-up will be presented to the Board at the March meeting. D. Possible Reschedule of March Parks Board Meeting - The March meeting will occur on Monday, March 13, which is also the week of the CISD Spring Break (March 13-17). The Board will be surveyed to determine the March meeting date. February 16, 2006 Parks Board Meeting Minutes Page 1 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 E. Parks Board Work Session - The Parks Board work session will be held 3 Saturday, March 4, 9:00 a.m. at the Senior Activities Center to consider 4 the park dedication process, department overview, 2025 Plan 5 zoning/overlay distribution, overview of timeline/calendar, Board 6 responsibilities and operations. Additional packet information will include 7 joint use. 8 9 F. Southlake 50th Anniversary Time Capsule - Ideas for items to be placed in 10 a time capsule at the community-wide birthday party/ice cream social in 11 September 2006 to commemorate the city's 50th anniversary should be 12 submitted to Steve Polasek or Chris Tribble. Some of the Board's initial 13 suggestions were to include the Park Master Plans, Mr. Jack Weisman's 14 recently published history chronicle, documents from the Tour de Parks, 15 aerial photos of the parks, and a photo of Park Board. This item will be 16 returned for consideration at a future meeting once suggestions have been 17 submitted. 18 19 G. Amendment to agreement with Schrickel Rollins and Associates - The 20 amendment to the agreement with Schrickel, Rollins and Associates is to 21 review the existing development within Bicentennial Park and the 22 placement of a park road from White Chapel connecting to the park drive 23 off of FM 1709. A "menu" of conceptual items will be brought before the 24 Board at the March meeting. 25 26 CONSENT AGENDA 27 28 Agenda Item No 3A Approval of the Southlake Parks and Recreation Board meeting 29 minutes of January 9, 2006 30 31 A motion was made to approve the minutes of January 9, 2006 with corrections as 32 noted. 33 Motion: White 34 Second: Galpin 35 Ayes: Galpin, Georgia, Goodman, Mills, Peebles, Slocum and White 36 Nays: None 37 Abstention: None 38 Vote: 7-0 39 Motion carried. 40 41 CONSIDER AGENDA 42 43 Agenda Item No 5A Consider: Absence of Parks and Recreation Board Member(s) - 44 (Standing Item) - There were no absences to take action on at this meeting. 45 46 47 February 16, 2006 Parks Board Meeting Minutes Page 2 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 REGULAR AGENDA Agenda Item No. 4. Public Forum Vice Chairman Georgia opened and closed the Public Forum at this time. No one was present to speak during Public Forum. CONSIDER AGENDA (continuted) The Board agreed to consider Agenda Item 7D forward for consideration at this time. Agenda Item No. 7D. Consider: Recommendation on proposed City participation with developer of Bicentennial Plaza. Bicentennial Plaza is a proposed 12,000 square foot retail/restaurant development on the northeast corner of FM 1709 and Bicentennial Park entry drive. The developer's proposal offers opportunities for reciprocal parking on park property, a shared entry monument sign feature and an access easement off of the Bicentennial Park entry drive. A copy of a summary letter outlining the developer's proposal dated February 9, 2006, from Steve Polasek is attached to the approved original minutes maintained in the Office of the City Secretary. Tom Stephen, developer of Bicentennial Plaza, 711 Dominion, Southlake, Texas, was present to address the proposal and responded to questions from the Board. The Board's discussion centered on the proposal's parking lot space issues, conditions associated with the proposed monument sign and the option for first right of refusal. Other comments included expressions about stacking and access issues, the progression of the proposal through city departments to the boards and council, the options of the proposed entry monument/reader board sign, and City fees. Boyd Dollar, 525 Brooks Court, Southlake, Texas, spoke on the monument sign and the parking issues. A motion was made that the Park Board approve the proposal as presented with the exception that follows: bullets 6, 8, 9 and 10, starting with "developer to pay City all fees" and ending with "developer to retain rights for tenant signage" all be conditioned with an option, to be preformed as a future option with first right of refusal going to the City. The motion was then amended to exclude bullet point 6. Motion: Georgia Second: Slocum Ayes: Georgia, Goodman, Mills, Peebles and Slocum Nays: White, Galpin (disagree with necessity for option) Abstention: None Vote: 5-2 Motion carried. February 16, 2006 Parks Board Meeting Minutes Page 3 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 Agenda Item No. 7B. Consider: Recommendation to allocate Park Dedication Funds for Nature Center Improvements Park Board and Bob Jones Nature Center member Emily Galpin recused herself from the board during consideration of this item. As part of the improvement plans for remodeling the Tucker house as a nature center building, an asbestos study was conducted in December 2005 by Aztec Environmental Services indicating a cost estimate for asbestos abatement to include $36,000 for a single removal project or up to $55,000 if performed separately and at different times. Current funding allocation to the Nature Center for facility design and construction is $85,000 (SPDC - $70,000, Park Dedication - $15,000). Options include re-allocation of the funds for the defunct Denton County Bridge project ($20,000), mid-year adjustment within the Park Dedication Fund (current unencumbered balance - $171,839), or other funding sources as Parks Board may desire. Discussion included expressions by members to move forward on seeking estimates to have the work done and utilizing the $20,000 from the Denton County Bridge project and the Park Dedication Fund towards funding the project. A suggestion was made to fund the project overrun out of the contingency project reserve rather than out of the Park Dedication Fund. Emily Galpin, representing Bob Jones Nature Center, spoke about the importance of project. The concept and design plans may be presented to the Board at the later meeting for their recommendation. A motion was that the Board recommend to Council a budget amendment to reallocate up to $37,825 from the SPDC Project Reserve for asbestos removal at the nature center. Motion amended to include: with staff proceeding to get bids as required by law. Motion: Mills Second: White Ayes: Georgia, Goodman, Mills, Peebles, Slocum and White Nays: None Abstention: Galpin Vote: 6-0-1 Motion carried. Agenda Item No. 7C. Consider: Recommendation to amend the current professional services agreement with Dunkin, Sims, Stoffels, Inc., to include the design engineering of the loop road parking lot improvements at Bob Jones Park. The amendment to expand the scope of the current professional services agreement with Dunkin, Sims, Stoffels, Inc. relative to the parking lot improvements at Bob Jones Park to February 16, 2006 Parks Board Meeting Minutes Page 4 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 include improvements to the gravel loop road parking lot is for an amount not to exceed $5,800, with funding derived from the SPDC Project Reserve and/or SPDC unencumbered proceeds or Park Dedication Funds. If amended, a recommendation will also be made on allocation of funds as part of the mid-year budget adjustment. The board discussed funding for the expansion of the scope of the agreement and how the parking lot improvements would benefit the park. Some expressed a desire to fund the project from the unencumbered reserve in SPDC or through Park Dedication Funds. It was noted the SPDC motion approving the existing agreement with Dunkin, Sims, Stoffels, Inc. for parking lot improvements included asking the design engineers to weigh environmental impacts in concert with trying to maximize the number of parking spaces, which may add cost to the parking lot spaces. The design plan will be presented to the Board at a future meeting. A motion was made that the Board recommend to amend the current professional services agreement with Dunkin, Sims, Stoffels, Inc. to include the design and engineering of the loop road parking lot improvements at Bob Jones Park for an amount not to exceed $5,800 to be funded via a budget amendment with dollars coming from the SPDC unencumbered proceeds. This motion was retracted. The motion was restated that the Board recommend the current professional services agreement with Dunkin, Sims, Stoffels, Inc. be amended to include the design and engineering of the loop road parking lot improvements at Bob Jones Park for an amount not to exceed $5,800 and that the Board reallocate via a budget amendment the difference between $5,800 and $60,000 to be funded via a budget amendment with dollars coming from the SPDC unencumbered proceeds. The motion was amended specifically that rather than the difference between $60,000 and $5,800, that the construction cost amount be $60,000 max. Motion: Mills Second: Galpin Ayes: Galpin, Georgia, Goodman, Mills, Peebles, Slocum and White Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No 7E Consider: Recommendation of placement of Longhorn Stampede public art fixtures in Southlake parks as part of the Southlake 50th Anniversary ralPhrntinn Park Board chair and representative of the 50th Anniversary Celebration Mary Georgia recused herself from consideration of this item. The Southlake Stampede is a public arts project featuring life-size fiberglass Longhorn steers showcased at various events and sites throughout the city. Proceeds from the February 16, 2006 Parks Board Meeting Minutes Page 5 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 project will provide art in Southlake and art education in the schools. The Longhorns are scheduled to be released for public display in August 2006. Display of the Longhorns in Southlake parks is advantageous to the success of the program and offers an avenue to attract visitors. Proposed parks include, but not limited to, Bicentennial Park, Bob Jones Park, and the parks in Southlake Town Square. Mary Georgia, 2404 Taylor, Southlake, and representative of the 50th Anniversary Celebration Longhorn Public Art Project, addressed the Board about the cost of the pieces and other aspects of the campaign. A motion was made to approve the recommendation of placement of Longhorn Stampede public art fixtures in Southlake parks as part of the Southlake 50th Anniversary Celebration. Motion: Goodman Second: Galpin Ayes: Galpin, Goodman, Mills, Peebles, Slocum and White Nays: None Abstention: Georgia Vote: 6-0-1 Motion carried. Agenda Item No. 7F. Consider: Appointment of three (3) Parks and Recreation Board members to participate in the Bicentennial Park Concept Plan Work Group As part of the approval of the agreement with Schrickel, Rollins and Associates for conceptual planning and schematic design of the undeveloped west side of Bicentennial Park, the City Council directed staff to work with the consultant on an amendment to the agreement to expand the scope of services to include the existing developed east side of the park. The Park Board was asked to appoint members to serve on Bicentennial Park work group in conjunction with the consultant, representatives from the Southlake Baseball Association and staff. A motion was made to appoint John Slocum, Bobby Rawls and Cara White to participate in the Bicentennial Park concept plan work group. Motion: Galpin Second: Mills Ayes: Galpin, Georgia, Goodman, Mills, Peebles, Slocum and White Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 8. Discussion - There were no items for discussion at this meeting. February 16, 2006 Parks Board Meeting Minutes Page 6 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 4 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Agenda Item No. 9. Adjournment A motion was made to adjourn the meeting at 9:14 p.m. Motion: Mills Second: Galpin Ayes: Galpin, Georgia, Goodman, Mills, Peebles, Slocum and White Nays: None Abstention: None Vote: 7-0 Motion carried. Chair A cassette tape recording of the meeting is available for check-out in the Office of the City Secretary. Attachments: Agenda Item 7D - Bicentennial Plaza - Polasek summary letter of proposal February 16, 2006 Parks Board Meeting Minutes Page 7 of 9 Cara White Parks & Recreation Board Secretary Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 ATTACHMENTS TO MEETING MINUTES - Item 71) - Bicentennial Plaza - Summary Letter of .5011M.Iake Pare and Recreation February 9, 2006 Mr. Thomas Stephen 250 W. Southlake Boulevard, Suite 250 Southlak+e, Texas 7+6092 Re: Bicentennial Plaza Development Dear Mr. Stephen: Thank for the opportunity to visit regarding potential City participation as it relates to your Bicentennial Plaza development. Below is an itemized listing of your proposal points as provided by you during our meeting on February 9, 2006. Please sign on the space indicated below as confirmation of the inclusiveness and accuracy of your proposal points. • Developer and City to enter into a reciprocal parking agreement allowing for construction of an entry drive and parking lot (approximately twenty spaces) on City property located within Bicentennial Park as shown on the attached exhibit A. Parking lot and entry drive shall be designed and constructed in accordance with City codes and regulations with all costs being borne by the Developer. City to awn the parking lot and entry drive, have full use in conjunction with the tenants of Bicentennial Plaza, and be responsible for their maintenance and upkeep including parking lot landscape islands. • City would provide Developer the option to construct an additional row of parking to the north of the proposed parking spaces (approximately twenty additional spaces) should the Developer so choose with appropriate notification to the City. Should the Developer wish to exercise this option all casts for design and construction of additional parking shall be borne by the Developer and constructed in accordance with City codes and regulations. City to own the parking lot and have full use in conjunction with the tenants of Bicentennial Plaza; or, ■ City would design and construct at City's cost an additional row of parking to the north of the proposed parking spaces should the City make any improvements to the undeveloped park property directly north of and abutting the Bicentennial Plaza development with the number of spaces to be determined based on the actual needs "Where fun is serious businessl" 400 North White Chapel. 5outhtake. TX 76092 (817) 481-2374 • www.ci.aouthlake.tx.ua + (817) 481-1594 fax February 16, 2006 Parks Board Meeting Minutes Page 8 of 9 Official Minutes Approved by Parks and Recreation Board 3/13/06 1 2 3 resulting form the park improvement. City to own the parking lot and have full use in conjunction with the tenants of Bicentennial Plaza. ■ City to provide access easement for the use of the entry drive into Bicentennial Park off of FM 1'709. ■ Developer to pay to City all fees associated with Bicentennial Plaza project constructed on private property. * City to receive title to the southwest corner of property (approximately 3,200 square feet) at a cost equal to the foes paid by the Developer on the Bicentennial Plaza development. • City to be responsible for construction, maintenance, and utility costs associated with proposed entry feature and adjoining landscape. Entry feature design and construction shall be subject to applicable City code(s). • Developer to retain approval rights on the architectural design of the entry feature should it differ from the conceptual design as shown on attached exhibit B. Entry feature design and construction shall be subject to applicable City code(s). • Developer to retain rights to place tenant signage on the proposed entry feature as shown on the attached exhibit B. • All construction shall be subject to applicable inspections as required by the City and State. 'r t qtr Tod Stephen..-, iZ- t "sir - Date Again, thank you for your proposal to seek City participation in your Bicentennial Plaza project and we look forward to your participation in our upcoming Parks and Recreation Board meeting scheduled for February 16, 2006. Sincerely, Steve P©lasek. Director of Community Services Cc; Shana Yelvertonn, City Manager Jim Blagg, Assistant City Manager Ken. Baker, Director of Planning 4 Greg Last, Director of Economic Development February 16, 2006 Parks Board Meeting Minutes Page 9 of 9