2007-04-09OFFICIAL MINUTES
Approved by the Parks and Recreation Board 5/14/07
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
April 9, 2007
Parks and Recreation Board Members Present: Mary Georgia, Chairman; Mike Mills,
Vice Chair; Elaine Cox, Emily Galpin, Ken Goodman, Katrina Peebles, Bobby Rawls
and John Slocum, Secretary
Board Members Absent: None
Staff Members Present: Steve Polasek, Director of Community Services Department;
Chris Tribble, Deputy Director of Community Services; Steve Moore, Recreation
Superintendent; Julie Dove, Parks Projects Coordinator and Kerry McGeath, Deputy
Director - Library
Guests: Girl Scout Troop 4025 Leaders Lizann Cundall and Ann Dunlap; Girl Scout
pack members: Amy McMurry, Eloise Horne, LeeAnn Rasmussen, Courtney Cundall,
Jasmine Howe, Sonja Loy, Elissa Dunlap and Ciara McMurry
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Georgia called the meeting to order at 7:04 p.m. A quorum of voting members
was present.
Chairman Georgia recognized Girl Scout Troop 4025 Leaders Lizann Cundall and Ann
Dunlap and Girl Scout members Amy McMurry, Eloise Horne, LeeAnn Rasmussen,
Courtney Cundall, Jasmine Howe, Sonja Loy, Elissa Dunlap and Ciara McMurry and
thanked them for their attendance at the meeting.
Emily Galpin arrived to the meeting at 07 p.m.
REPORTS
Agenda Item No 2. Administrative Comments
A. Quarterly Parks and Recreation Report - Recreation Superintendent Steve
Moore handed out a chart of the Youth Sports Associations Participant
Totals and reviewed a slide presentation of highlights of athletic and
recreation events during the season.
B. Mike Mills - Durango Recreation Center - Vice Chair Mills shared a
PowerPoint of information he collected about the Durango Recreation
Center during a visit in February when he met with the facilities director
and recreation manager. The City of Southlake is currently under taking a
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Approved by the Parks and Recreation Board 5/14/07
facilities study and as part of that process, investigating logistics, costs and
configurations of a recreation center within the City's facilities.
C. Central Park Grand Opening - It was announced the grand opening of
Southlake's newest part, Central Park in Shops of Southlake development
across from Town Square, is tentatively scheduled in May with details to
come.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the March 26, 2007 meeting minutes
A motion was made to approve the Parks and Recreation Board meeting minutes of
February 12, 2007 amended with two minor corrections.
Motion: Cox
Second:
Peebles
Ayes:
Georgia, Mills, Cox, Galpin, Goodman and Peebles
Nays:
None
Abstention:
Rawls and Slocum
Vote: 6-0-2
Motion carried.
Agenda Item No. 3B. Absence of Parks and Recreation Board Member(s) - Standing
Item
The board considered the absences of John Slocum and Bobby Rawls from the March 26,
2007 meeting.
A motion was made to excuse the absences of the two park board members from the
March 26, 2007 meeting.
Motion: Mills
Second: Goodman
Ayes: Georgia, Mills, Cox, Galpin, Goodman and Peebles
Nays: None
Abstention: Rawls and Slocum
Vote: 6-0-2
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum
Chair Georgia opened Public Forum. No one spoke during Public Forum; Public Forum
was closed.
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CONSIDER AGENDA
Agenda Item No 5A. Recommendation of the revised Recreation Activities Cost
Recovery Policy
Recreation Superintendent Moore presented the item to the Board. The Recreation
Activities Cost Recovery Policy provides a formal structure connecting the cost of the
program to the fee being charged for city-operated programs. The Policy does not apply
to programs administered through joint use agreements, facility usage agreements or
private contractual arrangements.
Development of the Policy included analysis of current and estimated cost recovery of
recreation programs, reviewing cost recovery policies and goals from other cities and
soliciting input from staff. The Policy will serve as guidance for staff to develop
programming, activity budgets and establishes fees to be charged.
Superintendent Moore and Director Polasek answered the Board's questions about the
levels in the pricing pyramid model, cost recovery percentages and future inclusion of the
nature center activities into the policy during discussion of the item. The tennis center
and the library are not included in the policy.
The Board offered suggestions to staff to enhance the policy document. One was to
clarify that the policy specifically pertains to only city-managed programs. Another was
to re-word the first paragraph of the policy to say "The following shall serve as the policy
to establish a Recreation Activities Cost Recovery Policy for the purpose of developing
annual activities budgets and establishing fees to be charged for recreation activities. "
The board discussed issues related to the fees charged to the sport associations and the
facility usage agreements.
The Board requested an opportunity to review and update the Policy annually. An
internal review of the document will be conducted annually with any changes being
presented to the board.
Bobby Rawls left the meeting at 8: 01 p.m.
A motion was made to recommend approval of the Community Services
Department Policies and Procedures regarding Recreation Activities Cost Recovery
Policy as presented with adjustments as discussed.
Motion: Mills
Second: Slocum
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 7-0
Motion carried.
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Agenda Item No. 5B. Recommendation of award of bid for the Bob Jones Parking Lot
Improvements project to North Texas Contracting; Inc. in an amount of $337,400.
Deputy Director Tribble presented the item to the Board and answered questions about
the proposed parking lot improvements and the five bids received during discussion of
the item.
A motion was made to recommend award of bid to North Texas Contracting, Inc.
for the Bob Jones Parking Lot Improvements project as described in the staff memo
of March 29, 2007, in an amount not to exceed $337,400, and utilization of $5,850 in
funding from the budgeted SPDC Project Reserve.
Motion: Mills
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 7-0
Motion carried.
Agenda Item No. 5C. Recommendation to reject bids for Bob Jones Nature Center
Improvements
Parks Project Coordinator Dove presented the item to the Board and explained that both
bids received ($866,978 and $1,065,725) exceeded the available funding for the project
($552,000) and staff recommended rejection of the bids. Staff is working with Schrickel,
Rollins and Associates and the Bob Jones Nature Center Board to restructure the bid and
identify areas of cost savings. The consultant and staff will be meeting with the low-bid
contractor to evaluate their bid to determine the discrepancies between the cost estimate
and actual bids.
During discussion of this item, several members of the Board expressed concern about
renovating the existing structure verses building a new facility. The board was invited to
attend the Nature Center board meeting which staff agreed to post for Park Board
members to attend.
A motion was made to reject the bids for the Nature Center.
Motion:
Cox
Second:
Slocum
Ayes:
Cox, Georgia, Goodman, Mills and Slocum
Nays:
None
Abstention:
Galpin and Peebles
Vote:
5-0-2
Motion carried.
Elaine Cox left the meeting at 8:30 p.m.
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OFFICIAL MINUTES
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Agenda Item No 6A Discussion: Park Land Dedication Process
Park Project Coordinator Dove presented the item to the Board.
In December 2006 a work group along with city staff evaluated the park dedication
process and from their discussions a new park dedication memo format was developed.
Revisions were also made to the expense credit worksheet to provide consistency in
considering park dedication issues.
Park Project Coordinator Dove and Director Polasek answered questions about the
proposed modifications to the forms and some specific guidelines the Board can consider
during their consideration of each request. The board discussed the proposed revised Park
Land Dedication memo, worksheet and work group note page.
A recommendation was made to add language to the Work Group Note Page referencing
how the proposed development request complies with the trail and park master plans.
Other Items
Signs for patrons on trails (i.e., dogs on leashes) - Staff will order `dog on leash' signs.
Compliments were given to recreation specialist Kristin White and parks staff members
for the recent Easter in the Park event.
Agenda Item No. Adjournment
A motion was made to adjourn the meeting at 8:53 p.m.
Motion: Slocum
Second: Goodman
Ayes: Galpin, Georgia, Goodman, Mills, Peebles and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion c Vied.
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M ry eor ,
Attest:
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St e olasek, 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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