2007-03-26OFFICIAL MINUTES
Approved by the Parks and Recreation Board 4/9/07
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
March 26, 2007
Parks and Recreation Board Members Present: Mary Georgia, Chairman; Mike Mills,
Vice Chair; Elaine Cox, Emily Galpin, Ken Goodman and Katrina Peebles
Board Members Absent: John Slocum, Secretary, and Bobby Rawls
Staff Members Present: Steve Polasek, Director of Community Services Department;
Chris Tribble, Deputy Director of Community Services; and Steve Moore, Recreation
Superintendent
Guests: Tomoka Wanatabe, Tome, Japan
REGULAR SESSION
Agenda Item No. 1. Call to Order
Vice Chair Mills called the meeting to order at 7:22 p.m. A quorum of voting members
was present.
REPORTS
Agenda Item No. 2. Administrative Comments
A. Southlake Tennis Center Report - Southlake Tennis Center managers Mia
and Stephen Poorman presented an update on tennis center
accomplishments and progress to date. One of the most notable
achievements during the past year is the Southlake Tennis Center was
recognized as "One of the Top 50 Welcome Tennis Centers" in the
country. Tennis Center participation continues to increase and there are
now approximately 500 players per week involved in leagues.
B. Batting Cage Update - Staff recently inspected all batting cages in our
parks to ensure their safety. Minor repairs were completed or are
underway on a couple of the nets. Southlake Girls Softball Association
president Matt Tuggey spoke briefly to the Board regarding this issue and
precautions that are in place to ensure the safety of all participants.
The Board agreed to consider the Consider Agenda ahead of the Consent Agenda items.
CONSIDER AGENDA
Agenda Item No. 5A. SPDC Matching Funds request in the amount of $30,000 from the
Southlake Girls Softball Association for Bob Jones Park Softball Complex improvements
Minutes of the March 26, 2007 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 4/9/07
Deputy Director Tribble presented this item to the Board and answered the Board's
questions regarding lighting issues, the warm-up areas, drainage, fencing design and turf
composition during discussion of the request.
The proposed improvements to the softball complex at Bob Jones Park include a concrete
walkway expansion, eight bench seating areas, security lighting, playground area
lighting, warm-up area lighting, drainage and surface work in the batting cages, and the
development of a pitchers warm-up area. Funding in the amount of $100,000 ($200,000
total with match) is budgeted in the FY 2006-07 budget.
Matt Tuggey, president of Southlake Girls Softball Association, spoke briefly on behalf of
the request for matching funds to make needed improvements at the complex.
A motion was made to approve the matching funds for the softball improvements at
Bob Jones Park in the amount of $30,000.
Motion:
Cox
Second:
Goodman
Ayes:
Cox, Galpin, Goodman, Mills, Peebles
Nays:
None
Abstention:
None
Vote:
5-0
Motion carried.
Agenda Item No 5B Recommendation for extension of lease agreement for property
located at 315 and 379 Shady Oaks Lane
Director Polasek presented the lease agreement and explained why a 90-day extension
was necessary to allow Mr. and Mrs. Evans to complete construction of their new home
and to relocate. Review of the proposed city development and use of the property
presents no conflicts for City use. In addition, continued occupation of the residence and
6.849 acre site provides caretaker benefits. The extended lease agreement will expire
June 30, 2007.
Chairman Georgia arrived at 8:09p.m.
Director Polasek answered the Board's questions regarding proposed plans for the house
and adjacent acreage and some issues related to vacating the property by the Evans'
during their discussion of the lease extension.
A motion was made to extend the lease agreement for the property located at 315
and 379 Shady Oaks Lane with Mr. and Mrs. Ralph Evans for a period of an
additional 60 days which will expire on June 30, 2007.
Motion: Goodman
Second: Cox
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles
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Approved by the Parks and Recreation Board 4/9/07
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Vice-chair Mills turned the meeting over to Chair Georgia.
The Board agreed to consider the Consent Agenda items at this time.
CONSENT AGENDA
Agenda Item No. 3A. Approval of the February 12, 2007 meeting minutes
Agenda Item No. 3B. Absence of Parks and Recreation Board Member(s) - Standing
Item
A motion was made to approve the Parks and Recreation Board meeting minutes of
February 12, 2007 and to approve the absence of Mary Georgia, Mike Mills and
Bobby Rawls for the February 12 meeting.
Motion: Galpin
Second: Goodman
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Although Park Board members Mary Georgia and Mike Mills voted on the consent
agenda, it was recognized for the minutes they were not present on February 12, 2007.
REGULAR AGENDA
Agenda Item No. 4. Public Forum
Chair Georgia opened Public Forum. No one spoke during Public Forum; Public Forum
was closed.
The Board continued consideration of the remaining items under the Consider Agenda at
this time.
CONSIDER AGENDA
Agenda Item No. 5C. Recommendation of award of bid for the Noble Oaks Park Pond
Improvements project to Quality Excavation LTD including add alternatives in a total
project amount of $97,870
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Approved by the Parks and Recreation Board 4/9/07
Director Polasek presented the item and explained two bids were received when the
project was re-bid to exclude a well on February 20, 2007, with Quality Excavation, LTD
having the low bid of $97,870 to include the alternate items such as the pavilion,
associated electrical and water line enhancements, and landscaping. The City will handle
transport of landscape boulders. Funding, including the alternate items is available in the
SPDC Operating Fund.
Director Polasek answered the Board's questions about the time line of the project, the
bid document and the use of bald cypress during discussion of the item.
A motion was made to recommend award of bid to Quality Excavation, LTD for the
Noble Oaks Pond improvements including add alternatives (1A-12A, excluding 3-A)
for the amount of $97,870 as described in the March 2, 2007 memorandum from the
director of community services included herein.
Motion: Mills
Second: Peebles
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No. 5D. Recommendation to City Council for approval of the proposed
parks and recreation fee schedule revisions
Recreation Superintendent Moore presented the proposed revisions which include
adjustments to pavilion reservation fees, addition of reservation for usage of basketball
courts and field preparation fees.
Mr. Moore and Mr. Tribble answered the Board's questions about the proposed fee
changes, field rentals and deposit fees during discussion of the item.
A recommendation was made to staff to place some sort of signage at facilities/fields
indicating who has it reserved and/or that it may be reserved. Another recommendation
was given that future revisions may need to address mass gatherings at Summit Park.
A motion was made that the Parks and Recreation Board recommend to City
Council the approval of the proposed parks and recreation fee schedule revisions as
given in the March 5, 2007 memo from director of community services included
herein.
Motion: Mills
Second: Galpin
Ayes: Cox, Galpin, Georgia, Goodman, Mills, Peebles
Nays: None
Abstention: None
Vote: 6-0
Minutes of the March 26, 2007 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 4/9/07
Motion carried.
Agenda Item No. 6. Discussion - There were no discussion items for this meeting.
An announcement was made to invite the Board to attend the Southlake Sister Cities
Farwell (Sayonara) potluck dinner Tuesday evening, March 27 at Town Hall.
Agenda Item No. Adjournment
A motion was made to adjourn the meeting at 8:48 p.m.
Motion: Mills
Second: Goodman
Ayes: Cox, Galpin, Goodman, Mills, Peebles, Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
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M y G , Chai
Attest:
teve Polasek, Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR
REVIEW IN THE OFFICE OF THE CITYSECRETARY.
Minutes of the March 26, 2007 Parks and Recreation Board
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Parks and Recreation Board Meeting
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