2007-07-09OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/13/07
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
July 9, 2007
Parks and Recreation Board Members Present: Mary Georgia, Chairman; Mike Mills, Vice
Chair; John Slocum, Secretary; Elaine Cox, Ken Goodman, Katrina Peebles
Board Members Absent: Emily Galpin
Staff Members Present: Steve Polasek, Director of Community Services and Chris Tribble,
Deputy Director of Community Services
Guests: None
REGULAR SESSION
Agenda Item No. 1. Call to Order
The meeting was called to order by Chairman Georgia at 7:01 p.m. A quorum of six voting
members was present.
REPORTS
Agenda Item No 2 Administrative Comments
Director Polasek presented administrative comments as follows.
A. Recommendation of Revised Park Dedication Fee Schedule - The current park
dedication fee value of $60,000 an acre established several years ago may be revised
based on current market value. The proposed change will be addressed with
developers at a future public meeting and will be brought back to the Park Board for
formal consideration to City Council.
B. Urban Design Meeting - The next meeting for the Urban Design Study is July 12,
6:00 p.m. at Town Hall to discuss "way finding" signs for the City.
C. Joint Parks Board/SPDC Meeting July 31 - A joint meeting with SPDC is tentatively
scheduled for July 31, 2007 to consider the proposed SPDC Capital Improvements
Budget, however, due to the expected absence of Park Board member Mike Mills on
July 31, the meeting may be changed to July 30 if agreed to by SPDC president and
Parks Board chairman.
D. Animated Schematic Design of Bicentennial Park - A presentation of the animated
schematic design of Bicentennial Park prepared by Schrickel, Rollins and Associates
was shown to the Board.
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OFFICIAL MINUTES
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CONSENT AGENDA
Deputy Director Tribble presented the three Consent Agenda items.
Agenda Item No. 3A. Consent: Approval of the June 11, 2007 meeting minutes
A motion was made to approve the meeting minutes of June 11, 2007 with one correction
that being that on the motion at the top of Page 3A-2 that the "Ayes" and "Nays" be
reversed such that there is one (1) "yes" vote on the motion and four (4) "no" votes.
Motion: Mills
Second: Cox
Ayes: Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No 3B Consent: Absence of Parks and Recreation Board Member(s) - Standing
Item
The Board considered the absences of Mary Georgia and Katrina Peebles from the June meeting.
A motion was made to approve the absence of Ms. Georgia and Ms. Peebles.
Motion: Slocum
Second: Goodman
Ayes: Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item 3C Consent: Recommendation to City Manager regarding a variance to allow
alcohol in Rustin and Family parks during the annual Oktoberfest in Town Square
A variance granted by the City Manager to allow alcohol in Rustin and Family parks in Town
Square for the Oktoberfest would provide uniformity throughout the event and eliminate the
need to restrict alcohol from parks when it is otherwise allowed throughout Town Square.
Section 12-CC of the City Code requires a recommendation from the Parks Board. Staff
recommendation was to tie the term length of the variance to the term length of the Specific Use
Permit (SUP) that will be considered by the City Council at their next meeting. Staff did not
receive a written request for this year's event; however, did receive a written request originally.
Should there be a request to expand the current borders of the Oktoberfest event in Town Square
to Plaza Park, another request will need to be presented to the Board for a variance.
A motion was made that the Park Board recommend to the City Manager to grant a
variance to allow alcohol in Rustin Park and Family Park during the annual Oktoberfest
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event and that the length of the variance be tied to the term length of the SUP (Specific Use
Permit).
Motion:
Mills
Second:
Slocum
Ayes:
Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays:
None
Abstention:
None
Vote:
6-0
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum No one spoke during Public Forum.
CONSIDER AGENDA
Agenda Item No 5A Consider: Proposed Fiscal Year 2007-08 Parks and Recreation Division
Annual Budget
Director Polasek presented the proposed Parks and Recreation Division budget and highlighted
the major changes including 1) an increase in landscape maintenance contract services
(equivalent to adding two staff members), 2) adding a Parks Superintendent position, 3) Phase I
of an irrigation management system, and 4) increases in equipment and vehicle maintenance.
The Board discussed the proposed budget.
A motion was made that the Park Board recommend to Council to approve the proposed
budget for Fiscal Year 2007-08 Parks and Recreation Division as stated.
Motion: Cox
Second: Peebles
Ayes: Cox, Georgia, Goodman, Peebles and Slocum
Nays: None
Abstention: Mills
Vote: 5-0-1
Motion carried.
Agenda Item No 5B Consider: Proposed Fiscal Year 2007-08 Park Dedication Fee Fund
Annual Budget
Director Polasek presented the proposed Park Dedication Fee Fund budget and highlights
included funding for Lonesome Dove Park playground improvements, carry-forward projects
previously approved (Phase I of Liberty Park at Sheltonwood for $140K), log cabin engineering
and reconstruction ($97K), grant reimbursement funding ($40K) and tennis center storage
($50K). The proposed budget was discussed by the Board.
A motion was made that the Park Board recommend the approval of the 2007-08 proposed
budget for Park Dedication Fee Fund.
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Motion:
Slocum
Second:
Cox
Ayes:
Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays:
None
Abstention:
None
Vote: 6-0
Motion carried.
Agenda Item No 5C Consider: Proposed Fiscal Year 2007-08 Bicentennial Concessions Fund
Budget
Director Polasek presented the proposed Bicentennial Concession Fund budget. Only one request
is contained in the FY 07-08 budget for $5,000 for Bicentennial Park event sponsorships as
required in the Agreement between the City and Coco-Cola Bottling Company. The budget
contains a carry-forward item of $30,000 for Phase I of the sand volleyball courts at Bicentennial
Park. The Board discussed the proposed Bicentennial Concessions Fund budget.
A motion was made to recommend approval of the Fiscal Year 2007-08 Bicentennial
Concessions Fund Budget as presented.
Motion: Goodman
Second: Mills
Ayes: Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No 6A Discussion: Conceptual designs of Liberty Park at Sheltonwood and Royal
and Annie Smith Park
Deputy Director Tribble presented the proposed preliminary conceptual designs developed by
Halff and Associates for Liberty Park at Sheltonwood and Royal and Annie Smith Park. A SPIN
meeting will be held July 26 to receive citizen input and an agenda will be posted for the Park
Board to cover their attendance at that meeting. Development cost estimates and final designs
will be brought to Parks Board for consideration at the August meeting.
Agenda Item No. 6B. Discussion: Disposition of DPS North Site
Director Polasek presented information about the potential acquisition from the Crime Control
District of approximately 23 acres for park land at the DPS north site located on the corner of
North White Chapel and Dove Road. The proposed site would provide for three lacrosse/multi-
use fields, trails, obstacle course, playground, concession/restroom building, parking and a
natural area. If the Crime Control Board approves the purchase at their July meeting, staff will
determine the proposed cost and financial structure associated with the land transfer for future
consideration by the boards and City Council. Staff responded to the Board's questions during
their discussion.
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Approved by the Parks and Recreation Board 8/13/07
Agenda Item No. Adjournment
A motion was made to adjourn the meeting at 9:02 p.m.
Motion: Cox
Second: Goodman
Ayes: Cox, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
dk:e Board Chair
Attest:
?
'24!!~ teve Pol sek, 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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