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2007-10-08r OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING October 8, 2007 Parks and Recreation Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice Chair; Elaine Cox, Emily Galpin, Julie Landesberg, Katrina Peebles and Purvi Parakh Board Members Absent: Ken Goodman and John Slocum, Secretary Staff Members Present: Steve Polasek, Director of Community Services and Julie Dove, Parks Projects Coordinator Guests: Jayashree Narayana, Chief Planner REGULAR SESSION Agenda Item No. 1. Call to Order The meeting was called to order by Chair Georgia at 7:00 p.m. A quorum was present. REPORTS Agenda Item No. 2. Administrative Comments Director Polasek shared the following administrative comments: A. Park Properties Update - A written report of current park projects including Bob Jones Nature Center, Liberty Park at Sheltonwood, Royal and Annie Smith Park, the Tennis Center, Noble Oaks Pond, Bob Jones Park Parking Lot Improvements, Central Park, the TPWD Trail Grant and The Cliffs Park was included in the meeting packet. B. TRAPS Conference - Park Board members interested in attending the TRAPS Conference in Plano October 31 - Nov 2, should contact Recreation Superintendent Steve Moore for registration. Park Board member Emily Galpin has been selected to receive the Region II and III Advocate of the Year award for her work with the Bob Jones Nature Center, which will be presented to her on Friday. Ms. Georiga was also nominated for her efforts in the Southlake Stampede program. Ms. Galpin and Ms. Georgia were applauded and congratulated by the Board. C. Central Park Grand Opening - Invitations to the grand opening ceremony Saturday, October 20 have been mailed to Park Board members. CONSENT AGENDA Chair Georgia presented the Consent Agenda items and action was taken as follows: Minutes of the October 8, 2007 Parks and Recreation Board Page 1 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 Agenda Item No. 3A. Consent: Approval of the minutes from the September 10, 2007 Southlake Parks and Recreation Board meeting. The Board had several corrections to the minutes. Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board Member(s) - Standing Item The Board considered the absence of Purvi Parakh and John Slocum from the October 8, 2007 A motion was made to approve the Consent Agenda, Items A and B, with the clarification that on Page 5 of 6 (packet draft Page 3A-5) in the Park Board minutes the word "sale" be changed to "sell"; the word "discussion" be inserted in the phrase "will include the DPS North site as a discussion item"; and the intent of the motion made for the Perry Circle Park Plan include the fact that in the discussion the developer would pay any overage in excess of $40,000 - the City would not pay it - the developer would - for the reconstruction of the building itself and relocation. Motion was amended to include "Page 3A-5". Motion: Georgia Second: Galpin Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 3C. Consent: SPDC Matching Funds request in the amount of $3,669 from the Oak Pointe HOA for the purchase and installation of a pond aerator at Oak Pointe Park This item was removed from the Consent agenda to the Consider agenda section. REGULAR AGENDA Agenda Item No. 4. Public Forum No one spoke during Public Forum; Public Forum was closed. CONSIDER AGENDA Agenda Item No. 3C. Consent: SPDC Matching Funds request in the amount of $3,669 from the Oak Pointe HOA for the purchase and installation of a pond aerator at Oak Pointe Park Director Polasek presented the matching funds request from the Oak Pointe Homeowners Association (HOA) for $3,669 to purchase and install a pond aeration fountain in the public park, Oak Pointe Park, located off Ridgecrest Drive, just north of Dove Road. The developer dedicated 8.09 acres of public parkland to satisfy park dedication requirements. The projected cost for the project is $7,337.41, with matching funds requested for $3,669. The proposed start date is December 1, 2007, to be completed by January 30, 2008. The Oak Pointe Homeowner's Minutes of the October 8, 2007 Parks and Recreation Board Page 2 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 Association proposed the installation of the fountain to improve the appearance and health of the pond. The project would include the installation of electric service and a lhp fountain with three lights. Minor impact for electrical and fountain maintenance is estimated at $500 annually or less. The HOA request was briefly discussed by the Board. A motion was made to recommend approval of the SPDC matching funds request from Oak Pointe HOA in the amount of $3,669 for the installation of a pond aeration fountain at Oak Pointe Park. Motion: Mills Second: Landesberg Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 5A. Consider: Recommendation of park dedication requirements for The Trails at Harbor Oaks Parks Projects Coordinator presented the park dedication requirement for The Trails at Harbor Oaks, a 11.427 acre site containing 7 residential lots, located at Burney Road and is. Total public parkland dedication is .175 acres or payment of $10,500 in park dedication fees. The developer, Four Peaks Development, Inc., proposed to meet the requirements with the construction of a trailhead and 385' of equestrian/hiking trails to connect to the Walnut Grove trail system on the Corps of Engineer property surrounding Lake Grapevine. The proposed amenities would be built in the City 50-foot right-of-way and utility easement and would not be dedicated parkland. The developer proposed to expend $10,500 for these improvements and requests the City to commit to funding any expenses beyond that amount. The City would work with the developer to create a working trailhead, but cannot commit to the developer's request due to unknown conditions such as potential cost and timing. The Board discussed the park dedication requirements and aspects about the equestrian/pedestrian trails and trailhead and the importance of considering the developer's proposal, keeping in mind that grants are a legal commitment and their ramifications. Tom Matthews, Four Peaks Development, Inc., 726 Commerce Street, addressed the proposed dedication requirements and responded to questions from the Board. Mr. Matthews also presented historical information about the property. A motion was made that the Board recommend acceptance of the proposal for park land dedication with additional participation of trail development at the discretion of the City. Motion: Peebles Second: Cox Ayes: Cox, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: Galpin Minutes of the October 8, 2007 Parks and Recreation Board Page 3 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 Vote: 6-0-1 Motion carried. Agenda Item No. 5B. Consider: Recommendation for approval of a Professional Services Contract with Schrickel, Rollins and Associates for the engineering and design of Phase I of Bicentennial Park in the amount of $1,150,000, with a 4.3% ($50,000 contingency for a total amount not to exceed $1,200,000 Director Polasek presented an overview of the proposed contract with Schrickel, Rollins and Associates, Inc. for the engineering and design of Phase I of Bicentennial Park in the amount of $1,150,000 with a 4.3% contingency for a total amount not to exceed $1,200,000. Funding for the project is available in the approved FY 2008 SPDC CIP Budget. The $1,150,000 represents 11.5% of the proposed construction budget of $10,000,000 and includes surveying and geotechnical assessments. The contract does not include construction supervision, which will be preformed in-house by the Construction Manager. The contract does include construction observation administration. Terry Cheek, president, Schrickel, Rollins and Associates, was present to answer questions. The Board briefly discussed some elements of the contract and suggested a correction to the contract on Page 3 (5B-5), paragraph 20 to change "Tucker" to "Evans." A motion was made that the Board recommend approval of the professional services contract with Schrickel, Rollins and Associates for the engineering and design, including construction observation, of Phase I of Bicentennial Park in the amount of $1,150,000 with a 4.3% or $50,000 contingency for a total amount not to exceed $1,200,000. Motion: Mills Second: Cox Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. A suggestion was made that the concession building to be constructed in the center of the baseball four-plex be designed with windows on all sides to allow for observation of all the fields. An example of the style facility is located in Chinoville, California. Agenda Item No. 5C. Consider: Recommendation on Resolution No. 07-048, 2007 City of Southlake SIDEWALK PLAN, an element of the City of Southlake Comprehensive Master Plan, the Southlake 2025 Plan. Director Polasek introduced Jayashree Narayana, Chief Planner, City Planning Department, who provided a summary of the Sidewalk Plan, its purpose, how the analysis was conducted, the Minutes of the October 8, 2007 Parks and Recreation Board Page 4 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 criteria used to establish priorities of the sidewalk segments, information about funding sources and responded to questions. The Sidewalk Plan originated from the recommendations that were made to improve pedestrian access from the City's trail system to individual properties during consideration of the Southlake 2025 Plan. The City earmarks approximately $300,000 each fiscal year to construct sidewalks at various locations throughout the City. The goal of the Sidewalk Plan is to make policy recommendations to improve pedestrian access to destinations and provide a priority listing for implementation through the City's CIP. The Plan will be reviewed and revised on an annual basis. The Sidewalk Plan was presented to SPIN in March 2007 and approved by the Planning and Zoning Commission in September 2007 with a recommendation for input from the Parks and Recreation Board prior to the City Council public hearing December 4, 2007. CD Peebles, 1604 Devon Court, Southlake, presented his personal opinions that the proposed Sidewalk Plan does not address his concerns about interconnectivity throughout the City and that each segment and neighborhood in the Plan had not been adequately examined to determine each area's need for sidewalks and that more citizen input should be sought before moving the Plan forward. Mr. Peebles proposed that representatives from the Planning & Zoning Commission, Parks Board and citizens get together to further scrutinize the Plan. Another concern was the issue of mobility as a whole, particularly concerning bike lanes. Following a lengthy discussion about various aspects of the Plan including specific existing and future trail and sidewalk segments, the projects slated for construction in 2008, available funding, how citizen input was needed and what mechanism could achieve it, their desire to have the Trails Pathway Plan and the Sidewalk Plan integrated as a review tool, involvement of the neighborhoods and homeowners associations to encourage growth of sidewalks, and the need for more time to review the Plan, the Board's consensus was that the Sidewalk Plan is a good approach to the issue of connectivity, but it needs to factor in citizen input as far as specific identification of where sidewalks are needed and the Parks Board would like to revisit the list of project items on an annual basis, at a minimum, in conjunction with the Pathways Plan and the Capital Improvements Plan. Park Board members were encouraged to forward any individual comments regarding the Sidewalk Plan to Ms. Narayana prior to presentation of the Plan at City Council in December. A motion was made to move that we [the Parks Board] voice support and appreciation for the progress being made in terms of non-motorized mobility infrastructure planning, and in particular the development of criteria and prioritization of these criteria, and the recognition of the need to involve neighborhoods. Although we have not had the time to comment on the specifics of this Plan at this time, we would support moving forward with the process. Further, we would encourage the integration of an overall mobility plan for non-motorized transport (ie. the combination of Pathways and Sidewalks plan) that would be revisited annually. Motion: Mills Minutes of the October 8, 2007 Parks and Recreation Board Page 5 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 Second: Cox Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. The Board recessed for a five minute break; then reconvened at 9:45 p.m. Agenda Item No 5D Consider: Recommendation on disposition of DPS North Site Director Polasek presented the City's proposal to acquire 22.6 acres of land near the intersection of North White Chapel Boulevard and Dove Road known as the DPS North Site for use as a future park. The property (approximately 31.133 acres) was originally purchased by the Crime Control and Prevention District in 1999 for $1.4 million or $43,750/acre. Two appraisals were obtained on the 31.133 tract of land from Goodrich, Schechter & Associates and Lipscomb Davis & Company, $4,407,000 ($141,553/acre) and $5,5075,000 ($163,010/acre), respectively with a mid-point of $3,441.573 ($152,282/acre). The Crime Control and Prevention Board (CCPD) reviewed the appraisals at their September 11, 2007 meeting and recommended a price of $3,441,573, ($152,282/acre) with $800,000 down payment and the remaining balance of $2,641,573 to be paid over 10 years with and interest rate of 4.0%. Any water retention issues would be the responsibility of the Parks Department. The City Council will make the final determination on how much funding is transferred from one fund to another fund in terms of use of this property for a park. The property is owned by the City. Park Board members discussed the proposed purchase price and expressed concern about paying more than twice the price of the original purchase price for a piece of property that the City already owns. The Board expressed their pleasure that the land transfer would be for a park, but had concerns about the transfer amount. It concerned the Board that if the proposal offered by the CCPD was accepted, $2.5 million dollars more than the original cost for the 22.6 acres would be transferred from parks use to public safety use, which with the proposed interest over 10 years, would bring the cost to over $3,000,000 - money that would not be available for park development. The consensus by the Parks Board was to propose the transfer at the original cost, plus any interest paid from the time of purchase to the time of transfer. An initial motion by Board member Mills was interrupted by a discussion of the Board and was withdrawn prior to receiving a Second. Following the reading of the second iteration of the motion, more discussion and clarification was offered. The second iteration of the motion received a Second by Park Board member Galpin, but failed unanimously upon the vote. Park member Mills abbreviated the motion and presented a final version. The final motion was made to move that whereas the taxpayers of Southlake are fortunate that the City of Southlake has invested in this land and has the financing in place for this Minutes of the October 8, 2007 Parks and Recreation Board Page 6 of 7 r OFFICIAL MINUTES Approved by the Parks and Recreation Board 11/12/07 investment thereby making it possible to accomplish the needs of the community without removing any additional land from the recurring annual property tax roles, we therefore recommend that the land be transferred at a cost to the Southlake Parks Development Corporation or other parks funds not to exceed the original pro rata cost to the City of $43,750 per acre plus 4% annual interest for the 22.6 acre portion under consideration, with such interest calculated for the period running from the time that funds were dispersed in the original transaction until the transfer date to parks and recreation use. Motion: Mills Second: Galpin Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. Agenda Item No. 6. Discussion: There were no discussion items for this meeting. Agenda Item No. Adjournment A motion was made to adjourn the meeting at 10:30 p.m. Motion: Cox Second: Mills Ayes: Cox, Galpin, Georgia, Mills, Parakh, Peebles and Landesberg Nays: None Abstention: None Vote: 7-0 Motion carried. Att t e e se , it ` or of Community Services A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY. Minutes of the October 8, 2007 Parks and Recreation Board Page 7 of 7