2007-08-13OFFICIAL MINUTES
Approved by the Parks and Recreation Board 9/10/07
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
August 13, 2007
Parks and Recreation Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice
Chair; John Slocum, Secretary; Elaine Cox, Emily Galpin, Julie Landesberg, Katrina Peebles,
and Purvi Parakh
Board Members Absent: Ken Goodman
Staff Members Present: Steve Polasek, Director of Community Services; Chris Tribble, Deputy
Director of Community Services; Julie Dove, Parks Projects Coordinator; Kerry McGeath,
Deputy Director Community Services-Library; Ryan McGrail, Recreation Specialist; and Linda
Carpenter-Elgin, Administrative Secretary
Guests: Matt Tuggey, Southlake Girl's Softball Association; Kelli Riley, Southlake Carroll
Lacrosse Association; Andrew Cicherski, Grapevine- Southlake Soccer Association; and Ben
Allen, Southlake Baseball Association
REGULAR SESSION
Agenda Item No. 1. Call to Order ~ , 7
The meeting was called to order by Vice-Chair Mills at 7:00 p.m. A quorumâ–ºof was present.
Chairman Georgia arrived 7:05 p.m. and assumed oversight of the meeting.
REPORTS
Agenda Item No. 2. Administrative Comments
Director Polasek introduced the following administrative comments:
A. Oath of Office - The oath of office was administered to new Parks Board members
Julie Landesberg and Purvi Parakh and to reappointed members Elaine Cox, Emily
Galpin and John Slocum.
B. Recreation and Athletic Programs Statistical Report - Recreation Specialist Ryan
McGrail presented programming and statistical information about recreation and
athletic activities during the last quarter of 2007.
C. Youth Sports Associations Report - Representatives from each of the four youth
sports associations currently under agreement with the City of Southlake briefly
reported on their past seasons' participation statistics, association accomplishments,
goals and objectives, and their upcoming fall schedules. The representatives were:
Kelli Riley, Southlake Carroll Lacrosse Association; Andrew Cicherski, Southlake
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 9/10/07
field commissioner, Grapevine-Southlake Soccer Association; Ben Allen, vice
president, Southlake Baseball Association; and Matt Tuggey, president, Southlake
Girl's Softball Association (Mr. Tuggey had to leave the meeting but an overview of
the softball program was presented in his absence by Director Polasek). The
associations were encouraged to take advantage of the annual SPDC matching funds
available.
CONSENT AGENDA
Chair Georgia presented the three Consent Agenda items.
Agenda Item No. 3A. Consent: Approval of the Southlake Parks and Recreation Board meeting
minutes of July 9, 2007.
Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board Member(s) - Standing
Item
The Board considered the absences of Emily Galpin, Mike Mills and Ken Goodman from the
July 9 and August 6 meetings respectively.
A motion was made to approve the absences of Emily Galpin from the July 9th meeting and
Mike Mills and Ken Goodman from the August 6 meeting and the minutes of the July 9
meeting be approved as prepared.
Motion: Slocum
Second: Peebles
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum No one spoke during Public Forum.
CONSIDER AGENDA
Agenda Item No. 5A. Consider: Election of Parks and Recreation Board Officers for 2007-08
The election of officers will be postponed until the September meeting to allow new members to
become familiar with the other board members before making appointments. The following
members expressed an interest in serving as: Chairman - Mary Georgia; Vice Chairman - Mike
Mills and John Slocum; and Secretary - John Slocum and Ken Goodman (in absence). The roles
and duties of each officer were explained.
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Approved by the Parks and Recreation Board 9/10/07
A motion was made to TABLE the election of officers for 2007-08 until the next regular
meeting of the Park and Recreation Board in September.
Motion: Peebles
Second: Cox
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No 5B Consider: Review and recommendation for approval of the concept design
and cost estimate for Liberty Park at Sheltonwood and Agenda Item No. 5C. Consider: Review
and recommendation for approval of the concept design and cost estimate for Royal and Annie
Smith Park
Director Polasek introduced the conceptual designs for both parks, which will be brought to the
Planning and Zoning, SPDC and City Council at their September meetings. After completion of
the construction documents, projects should be ready to bid in November of 2007.
The currently approved project construction budget for Liberty Park at Sheltonwood is $549,500.
Additional SPDC CIP funding in the amount of $128,000 is proposed in FY 2007-08 to
accommodate implementation of a restroom (Phase II A) as part of the initial phase of
construction. Future SPDC CIP funding is proposed in FY 2009-10 for Phases II B, C and D at
an estimated cost of $554.000, which would complete the park.
The currently approved project construction budget for Royal and Annie Smith Park is $194,000.
Additional SPDC CIP funding in the amount of $130,000 is proposed in FY 2007-08 to
accommodate implementation of a playground (Phase II A) as part of the initial phase of
construction. Other phases (II B, C and D) would be completed using in-house resources with the
parking area completed in conjunction with the initial phase of construction. Staff will also
explore with the Keller ISD an additional access point from the school parking area directly west
of the park.
Lenny Hughes, vice president of landscape architecture, and David Buchanan, lead architect on
the project, Halff Associates, presented key access, circulation and drainage issues and explained
the master plan process as well as responded to questions from the Board.
The Board discussed the concept plans for both parks.
Board members expressed concern about the location of the restroom facility in Liberty Park at
Sheltonwood and suggested it be located closer to the pavilion area. Staff will investigate
sewer/septic options and costs.
Staff responded to the lists of SPIN Comments and Questions proposed for Royal and Annie
Smith Park and Liberty Park at Sheltonwood from the July 26, 2007 SPIN meeting.
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A motion was make a recommendation to approve the concept design for Liberty Park at
Sheltonwood.
Motion:
Cox
Second:
Slocum
Ayes:
Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays:
None
Abstention:
None
Vote:
8-0
Motion carried.
A motion was make a recommendation to approve the concept design for Royal and Annie
Smith Park.
Motion: Peebles
Second: Cox
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
The Board recessed for a five minute break and was then reconvened.
Agenda Item No. 5D. Consider: Review and recommendation on Southlake Tennis Center
improvements
Deputy Director Tribble presented the proposed improvement plan and design for the Southlake
Tennis Center, which includes additional storage and enlargement of the existing meeting area.
Funding of $38,000 is available for construction and the Tennis Center operators, Stephen and
Mia Poorman, are working on additional funding through SPDC Matching Funds grant to
address any additional costs. The current cost estimate is $42,832. Staff responded to questions
from the Board abogspace utilization in the Center as the item was discussed.
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A motion was made to recommend approval of the design for the Southlake Tennis Center
as presented in attachments 5D-2 and 5D-3.
Motion: Mills
Second: Cox
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
Agenda Item No 5E Consider: Appointment of a Park Board member to serve on the Joint
Utilization Committee
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Chair Georgia presented the item and sought Board member interest in serving on the
Committee. Staff presented information on the original and expanded role of the Joint Utilization
Committee. Park Board member Elaine Cox expressed interest in serving on JUC.
A motion was made to TABLE item 5E, appointment of a Park Board member to the JUC,
to the September 10th meeting.
Motion: Mills
Second: Cox
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
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 8:57 p.m.
Motion: Cox
Second: Peebles
Ayes: Cox, Galpin, Georgia, Mills, Landesberg, Peebles, Parakh, Slocum
Nays: None
Abstention: None
Vote: 8-0
Motion carried.
li
r l
Mary Georgia, Chair
Attest:
Steve Polasek, Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN
THE OFFICE OF THE CITYSECRETARY.
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