2006-01-09Official Minutes
Approved by Parks and Recreation Board 2/16/06
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
January 9, 2006
MINUTES
Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Cara White,
Secretary, Liz Durham, Emily Galpin, Ken Goodman, Katrina Peebles, Bobby Rawls
(arrived 7:10 p.m.), and John Slocum
Board Members Absent: None
Staff Members Present: Steve Polasek, Director of Community Services; Steve Moore,
Recreation Superintendent; and Julie Dove, Projects Coordinator
Guests: None
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. Parks Board Workshop - Board members will be polled to select a
Saturday in February for a workshop/lunch to consider the park dedication
process, department overview, 2025 Plan zoning/overlay distribution,
overview of timeline/calendar, Board responsibilities and operations.
Additional packet information will include joint use. SPDC will be invited
to attend the workshop. Copies of the 2025 Plan may be distributed to the
Board in advance of the workshop if available from the planning
department.
B. Log Cabin Committee Update - (standing item presented by Vice Chair
Mike Mills and Board member Emily Galpin). The Log Cabin Committee
considered the committee's parameters and proposed criteria for
placement of historical fixtures at the first meeting on December 15.
Members were asked to conduct individual site assessments of the four
sites outlined in the Park Master Plan as well as other proposed sites to be
discussed at the next meeting on January 12, 2006. Any additional
locations and criteria suggestions should be sent to Mike Mills or Emily
Galpin.
C. 50th Anniversary Committee Update - (standing item presented by Chair
Mary Georgia). The Anniversary committee will hold a community-wide
January 9, 2006 Parks Board Meeting Minutes
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Official Minutes
Approved by Parks and Recreation Board 2/16/06
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birthday party/ice cream social in September 2006 to commemorate the
city's 50' anniversary. There will also be other civic activities throughout
the year highlighting Southlake's anniversary.
D. Noble Oaks Park Pond Improvements - Proposed improvements will
include reshaping of the pond, installation of a well to provide a constant
water source, and aesthetic enhancements. Staff will seek input from
science teachers at the adjoining Old Union Elementary School. Park
Board members were also invited to participate in the process should they
desire. The final project will be presented to the Park Board at a future
meeting for their recommendation prior to consideration by the City
Council. Park Board member Emily Galpin recommended that Susi Steele
be included in the process for input on environmental interaction.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the Southlake Parks and Recreation Board meeting
minutes of December 12, 2005.
A motion was made to approve the minutes of December 12, 2005 as corrected on
page 3, line 31, to change 1.07 acres to 1.52 acres.
Motion: Slocum
Second: Rawls
Ayes: Durham, Galpin, Georgia, Goodman, Mills, Rawls, Slocum and White
Nays: None
Abstention: Peebles
Vote: 8-0
Motion carried.
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
Agenda Item No. 5A. Consider: Absence of Parks and Recreation Board Member(s) -
(Standing Item) - There were no absences to take action on at this meeting.
Agenda Item No. 5B. Consider: SPDC Matching Funds request from Southlake Baseball
Association (SBA) for professional services for the conceptual planning and schematic
design of the undeveloped west side of Bicentennial Park
The Southlake Baseball Association (SBA) matching funds request is for $25,000 for
professional services for the concept plan and schematic design for the west side of
January 9, 2006 Parks Board Meeting Minutes Page 2 of 7
Official Minutes
Approved by Parks and Recreation Board 2/16/06
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Bicentennial Park to include primarily a baseball complex, with consideration of general
park design, and support facilities. The proposed professional services will result in a
final draft Schematic Design, preliminary Opinion of Probable Construction cost based
on current area, volume or other unit costs, corresponding recommendations for
construction phasing for the park site and a colored rendering of the Schematic Design
Plan. Funding in the amount of $166,500 is available in the FY 2005-06 SPDC Matching
Funds line item. The park designs and final plans will be scheduled at a future meeting
for Park Board consideration. A work team consisting of SBA members, staff, and two
representatives from the Parks Board will work together to coordinate with consultants on
design development of this project. Two representatives from the Park Board will be
selected to serve on the Bicentennial Park west side concept plan work group at the
February meeting. Cara White, Mike Mills, Bobby Rawls, John Slocum expressed a
desire to participate in the work group.
Spencer Sunstrum, president, Southlake Baseball Association, responded to questions
from the Board.
Staff responded to questions regarding land acquisition and funding sources for a stand
alone lacrosse facility.
Some of the concerns expressed during discussions were:
• Orientation of the three proposed fields, as depicted on the artist's
rendering, may need to be shifted as the fields face into the afternoon and
evening western sun.
• Approval action by the Board on the matching funds request for
professional services is not a guarantee that a collegiate field will be
constructed, but it is a concept that will be explored. Feedback will be
sought from the Board and the general public to determine the type of
facility for the park.
• The proposed concept as presented may be more representative of the
Southlake Baseball Association's vision rather than a vision supported by
the master plan.
• Questioned the value of spending large amounts of money now to develop
plans for facilities that will possibly not be funded for many years.
Discussions also included comments about:
• Positive comments about having Southlake Baseball Association share the
cost and having the design done right the first time.
• Schematic design plan is for the proposed ballfield, parking and drainage
area of the undeveloped west side of Bicentennial Park; conceptual plan is
for entire west side of the Park.
January 9, 2006 Parks Board Meeting Minutes
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Official Minutes
Approved by Parks and Recreation Board 2/16/06
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Kevin Cox, representative from Southlake Baseball Association, spoke in support of a
master plan schematic drawing that considers both options (colligate field facility and/or
SBA ball fields) and expressed that fields are desperately needed.
A motion was made that the Park Board recommend to the SPDC that the matching funds
request in the amount of $25,000 from Southlake Baseball Association for professional
services for conceptual planning and conceptual design of the undeveloped west side of
Bicentennial Park be approved.
Motion: Mills
Second: Durham
After further discussion, the original motion and "second" was withdrawn, followed by a
final motion
A motion was made that the Park Board recommend to the SPDC that the matching
funds request in the amount of $25,000 from Southlake Baseball Association for
professional services for the conceptual planning of the undeveloped west side of
Bicentennial Park and the schematic design of the baseball complex and support
facilities therein, be approved.
Motion: Mills
Second: Durham
Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum and
White
Nays: None
Abstention: None
Vote: 9-0
Motion carried.
Agenda Item No 5C Consider: Recommendation to enter into a professional services
agreement with Schrickel Rollins and Associates Inc. for the conceptual planning and
schematic design of the undeveloped west side of Bicentennial Park.
The proposed agreement for planning, design and engineering services as discussed for
the west side of Bicentennial Park in the above agenda item, is $44,000, with a
supplementary amount of $6,000 for additional and reimbursable expenses to include
geo-technical and site surveying.
Staff responded to questions regarding the geo-technical survey, specific provisions in the
agreement about providing topol surveys, construction budget, and the completion
schedule (possibly by mid-June), and exemption from state bidding requirements.
The discussion clarified that Park Board action on this item not be perceived as pursing to
expedite building of the ball fields. The Park Master Plan, which indicates a lacrosse
complex is the next commitment according to Phase I, will be followed.
A motion was made that the Park Board recommend that the City enter into a
professional services agreement with Schrickel, Rollins and Associates for the
January 9, 2006 Parks Board Meeting Minutes Page 4 of 7
Official Minutes
Approved by Parks and Recreation Board 2/16/06
1 conceptual planning of the undeveloped west side of Bicentennial Park and the
2 schematic design of the baseball fields and support facilities therein. Mr. Mills
3 clarified that the intent of the motion to be consistent with the previous motion, of not to
4 exceed $50,000as discussed in approving the matching funds request.
5 Motion: Mills
6 Second: White
7 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum and
8 White
9 Nays: None
10 Abstention: None
11 Vote: 9-0
12 Motion carried.
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14 Agenda Item No 5D Consider: Recommendation to enter into a professional services
15 agreement with Dunkin Sims Stoffels Inc for design and engineering of parking lot
16 improvements at Bob Jones Park.
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18 The FY 2005-06 SPDC Capital Improvements Plan includes $300,000 for the design and
19 construction of additional parking at Bob Jones Park. The proposed agreement with
20 Dunkin, Sims, Stoffels, Inc. for survey, design and engineering services is $24,700 or 9%
21 based on a projected construction budget of $270,000, and an additional $3,750 for
22 reimbursable expenses.
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24 Dennis Sims, Dunkin, Sims, Stoffels, Inc., addressed the Board.
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26 The Board expressed a desire to be creative and innovative in the designing of the
27 proposed parking areas. It was suggested that Susi Steele and Dr. Ray Chancellor might
28 provide input on environmental issues to the park.
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30 Staff responded to questions about ADA-compliant parking lot requirements, SWPP Plan
31 and the City's stance on Select teams use of city fields.
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33 A motion was made to recommend to enter into a professional services agreement
34 with Dunkin, Sims, Stoffels, Inc., for the design and engineering of parking lot
35 improvements at Bob Jones Park for an amount not to exceed $24,700 with an
36 additional $3,750 for reimbursable expenses.
37 Motion: Goodman
38 Second: Slocum
39 Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum and
40 White
41 Nays: None
42 Abstention: None
43 Vote: 9-0
44 Motion carried.
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January 9, 2006 Parks Board Meeting Minutes Page 5 of 7
Official Minutes
Approved by Parks and Recreation Board 2/16/06
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Agenda Item No. 5E. Consider: Recommendation of names for the three (3) new public
parks in Southlake Town Square development
Three new parks in the Southlake Town Square development are anticipated to open to
the public in 2006. The current park names, Summit Park, State Street Park and Plaza
Park, were chosen based on their geographic location and proximity to adjoining streets,
landmark (hill), or future landmark (plaza). Suggestions for park names were solicited
from the public and no responses were received. Southlake Town Square developer,
Cooper and Stebbins, has indicated support for naming the parks: Summit Park, State
Street Park and The Plaza at Town Square.
Some of the names suggested were: McPherson-Fectel Park, Cross Timbers Park,
Chivers-Graham Park, Emerald Green, Bob Ledbetter, McPherson-Fectel Summit Park,
Chivers Summit Park and Lou Rawls Park.
It was suggested that plaques be installed at Summit and State Street park sites
recognizing the park land as previously owned by the McPherson/Fectel Family.
Staff will confirm the original owner of the park land was the McPherson family.
A motion was made to name the parks in Southlake Town Square development
McPherson Park (where State Street is), Summit Park, and The Plaza at Town
Square.
Motion: Rawls
Second: Peebles
Ayes: Georgia, Goodman, Mills, Peebles, Rawls, Slocum and White
Nays: Durham, Galpin
Abstention: None
Vote: 7-2
Motion carried.
Agenda Item No. 6. Discussion: Environmental Site Assessment and Phase II ESA - Park
areas within Cliffs at Clariden Ranch
As part of the recommendation from Parks Board and approved within the developer's
agreement for The Cliffs at Clariden Ranch, the developer provided the City with a Phase
II Environmental Site Assessment, prepared by Rone Engineering, for the area including
proposed park land. Community Services and Public Works staff reviewed the report and
the findings indicate there are no identifiable environmental concerns associated with the
property.
Concerns were expressed about the report and environmental liability. Staff suggested
having a representative from Rone Engineering to review the report with the Park Board
at a future meeting.
January 9, 2006 Parks Board Meeting Minutes Page 6 of 7
Official Minutes
Approved by Parks and Recreation Board 2/16/06
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Cara White
Parks & Recreation Board Secretary
The Park Board recommended staff investigate what the cost would be to have an
independent assessment done for the City and present that information at the February or
March meeting.
Agenda Item No. Adjournment
A motion was made to adjourn the meeting.
Motion: White
Second: Rawls
Ayes: Durham, Galpin, Georgia, Goodman, Mills, Peebles, Rawls, Slocum and
White
Nays: None
Abstention: None
Vote: 9-0
Motion carried.
i
eo Wa, r k s creation Board Chair
A cassette tape recording of the meeting is available for check-out in the
Office of the City Secretary.
January 9, 2006 Parks Board Meeting Minutes Page 7 of 7