2007-06-11OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/9/07
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
June 11, 2007
Parks and Recreation Board Members Present: Mike Mills, Vice Chair; Elaine Cox, Emily
Galpin, Ken Goodman and John Slocum, Secretary
Board Members Absent: Chairman Mary Georgia and Katrina Peebles
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 Vice Chairman Mills at 7:17 p.m. A quorum of voting
members was present.
REPORTS
Agenda Item No. 2. Administrative Comments
Director Polasek presented administrative comments as follows.
A. Land Acquisition Status - The City acquired a 11.4 acre tract of land in the vicinity of
Bob Jones Park commonly referred to as the Miles property and is working on the
condemnation process for the Fretwell parcel. Additionally, an appraisal of the DPS
North site is being conducted and a concept design and cost estimate is being
developed, which should be presented to the Board at a future meeting.
B. Construction Update - Quality Excavation, LTD received a Notice to Proceed on the
improvements to the Noble Oaks pond, however commencement will wait until the
rain abates. Completion is anticipated prior to August 31, 2007, depending upon the
weather. The Bob Jones Park parking lot improvements will begin after June 15 and
completion is expected in late August.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the May 29, 2007 meeting minutes
A motion was made to accept the minutes of May 29, 2007.
Minutes of the June 11, 2007 Parks and Recreation Board
Page 1 of 3
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/9/07
Motion: Cox
Second: Slocum
The Board requested that the minutes be amended to show Nick Martin was also present with the
Nature Center Committee members listed as "guests."
Yes: Slocum
No: Mills, Cox, Galpin and Goodman
Abstention: None
Vote: 1-4
Motion failed.
A motion was made to approve the minutes of May 29, 2007 as amended with the addition
of the guest and to insert Cindy Gaither's comments thanking the Parks and Community
Services staff for their efficiency in getting bids out.
Motion: Galpin
Second: Cox
Ayes: Mills, Cox, Galpin, Goodman and Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
Agenda Item No 3B Absence of Parks and Recreation Board Member(s) - Standing Item
There was no action taken on this item since there were no absences to consider.
REGULAR AGENDA
Agenda Item No. 4. Public Forum No one spoke during Public Forum.
CONSIDER AGENDA
Agenda Item No 5A Consider: Recommendation for approval to renew a lease agreement for
grazing on undeveloped property (17.373 acres) in Bicentennial Park.
Director Polasek presented the proposed renewal lease agreement between the City of Southlake
and Ralph Evans to the Board. The term of the lease is for an additional 14 month period,
expiring on September 30, 2008, with the opportunity to terminate at any time with sixty days
written notice.
Conditions of the agreement and the financial impact to the City if park maintenance crews were
required to maintain and mow the acreage that is now being done by the tenant were discussed
by the Board. The market to lease the property for hay production has not been explored. Board
members expressed the desire to have acceptance of the extension of the lease contingent upon
Mr. Evans vacating the houses on June 30, 2007 and leaving them in a clean, orderly fashion.
Minutes of the June 11, 2007 Parks and Recreation Board
Page 2 of 3
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/9/07
A motion was made to extend the existing lease on the grazing property (17.373 acres)
referred to as Evans property for an additional 14 months through September 30, 2008.
This extension is subject to Evans vacating existing houses by June 30, 2007 and leaving
said property in clean and orderly condition, void of debris.
Motion: Slocum
Second: Goodman
Ayes: Cox, Galpin, Goodman, Mills and Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
Agenda Item No 6A Discussion: Proposed SPDC Capital Improvement Plan
Deputy Director Tribble presented the proposed Capital Improvements Plan (CIP) for the
upcoming five year period and staff responded to questions from the Board as each of the
proposed projects were identified and discussed. See attachment for a list of the proposed
projects.
The Plan includes the first two phases of construction for the improvements at Bicentennial Park
and for improvements to the neighborhood parks. The Plan also includes funding for the
construction of a linear park and trail and future park development for lacrosse facilities. The
proposed CIP represents over $30 million dollars of improvements.
Agenda Item No. Adjournment
A motion was made to adjourn the meeting at 8:29 p.m.
Motion: Goodman
Second: Slocum
Ayes: Cox, Galpin, Goodman, Mills and Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
M y orgia, Ch it
Attest:
47
eve Pola ek, Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN
THE OFFICE OF THE CITYSECRETARY.
Minutes of the June 11, 2007 Parks and Recreation Board
Page 3 of 3
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