2007-02-12UNOFFICIAL MINUTES
Not Approved by the Parks and Recreation Board
CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
February 12, 2007
Parks and Recreation Board Members Present: John Slocum, Secretary; Elaine Cox,
Emily Galpin, Ken Goodman and Katrina Peebles
Board Members Absent: Mary Georgia, Chairman; Mike Mills, Vice Chair; Elizabeth
McCracken and Bobby Rawls
Staff Members Present: Steve Polasek, Director of Community Services Department;
Chris Tribble, Deputy Director of Community Services; Steve Moore, Recreation
Superintendent; and Kerry McGeath, Deputy Director of Community Services - Library
Administrator
Guests: None
REGULAR SESSION
Agenda Item No. 1. Call to Order
Secretary Slocum called the meeting to order at 7:18 p.m. A quorum of voting members
was present.
REPORTS
Agenda Item No. 2. Administrative Comments
Community Services Director Polasek provided administrative comments about the
following:
A. Presentation of Plaques to former Board members Liz Durham and Cara
White - Former Park Board members Liz Durham and Cara White were
not able to attend the meeting to receive their plaques and to be recognized
for their prior service on the board. Plaques will be mailed to Ms. White
and Ms. Durham.
B. Tennis Center Storage Project - Funding of $50,000 is available in this
year's Park Dedication Fund budget for the construction of storage space
for the Southlake Tennis Center. Staff is working with Stephen and Mia
Poorman and the firm of Schrickel, Rollins and Associates to design the
new space. The plan is to enclose the back porch patio area of the tennis
center for storage and to provide additional space for customers.
Construction completion is expected this summer.
Minutes of the February 12, 2007 Parks and Recreation Board
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CONSENT AGENDA
Agenda Item No. 3A. Approval of the January 8, 2007 meeting minutes
Minor corrections were noted on the minutes on page 4, line 13, and page 1, line 8.
Agenda Item No. 3B. Absence of Parks and Recreation Board Member(s) - Standing
Item
There were no absences at the last meeting to take action upon at this time.
Agenda Item No. 3C. Acceptance of donation for drainage improvements at Bob Jones
Park
Terra Land Management have offered to donate materials and services for a 12"-18"
wide exposed aggregate drainage pilot channel in the swale at Bob Jones Park just north
of the south soccer field parking lot to resolve drainage issues for both the Clariden
Ranch neighborhood and Bob Jones Park. The City is responsible for removing the
existing excess material and Terra Land Management will install the channel, remove the
forms and back fill the area. The donation is valued at $5,000 and will improve the
existing drainage concern and reduce maintenance of the channel.
Agenda Item No. 6B. Discussion: Bob Jones Park Work Group
Agenda Item No. 6B, Bob Jones Park Work Group, was moved to the Consent agenda
and requested to table until the next Park Board meeting to allow the absent Board
members to participate in the discussion.
A motion was made to approve the minutes from the January 8th meeting with the
noted changes; to accept the donation for the drainage improvements at Bob Jones
Park; and to table the discussion for the Bob Jones Park Work Group until a later
meeting.
Motion: Peebles
Second: Cox
Ayes: Cox, Galpin, Goodman, Peebles, Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum
Minutes of the February 12, 2007 Parks and Recreation Board
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Secretary Slocum opened Public Forum. No one spoke during Public Forum; Public
Forum was closed.
CONSIDER AGENDA
Agenda Item No. 5A. Recommendation for approval of the 2007 Facilities Utilization
Agreement with the Grapevine Southlake Soccer Association
Agenda Item No. 5B. Recommendation for approval of the 2007 Facilities Utilization
Agreement with the Southlake Baseball Association
Agenda Item No. 5C. Recommendation for approval of the 2007 Facilities Utilization
Agreement with the Southlake Girls Softball Association
Agenda Item No. 5D. Recommendation for approval of the 2007 Facilities Utilization
Agreement with the Southlake Carroll Lacrosse Association
Director Polasek presented the four separate agreements with the youth sports
associations - soccer, baseball, softball and lacrosse - for consideration as one item.
The following changes were proposed to the facilities utilization agreements:
Term of agreement will cover a period of two (2) years (Section 3).
Each association agrees to pay the City a field usage fee of $10 per
player/per season for the 2007 calendar year and $12 per player/per season
for the 2008 calendar year to help offset costs of lighting and maintaining
fields. The field usage fee adjustment in 2008 will apply based on
continued improvements in turf and field conditions as provided by the
City. (Section 14)
Elimination of 50% credit toward field usage fees (Section 14)
Revised Field Maintenance Form (Appendix C)
The Board discussed provisions in the facilities utilization agreements, issues regarding
litter on the fields, tournaments, and allocation of SPDC funds.
The facilities utilization agreements will be reviewed by the Parks Board annually.
A motion was made to make a recommendation of approval of the 2007 Facilities
Utilization Agreements with Grapevine Southlake Soccer, Southlake Baseball,
Southlake Girls Softball and Southlake Carroll Lacrosse associations.
Motion:
Goodman
Second:
Cox
Ayes:
Cox, Galpin, Goodman, Peebles, Slocum
Nays:
None
Abstention:
None
Vote:
5-0
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Motion carried.
Agenda Item No. 6A. Discussion: Park Land Dedication Process
Since December 2006, four park board members and staff have worked to evaluate the
park dedication process. Long-term goals and philosophies were discussed. From the
discussions, the work group developed a new park dedication memo, revisions were
made to the Expense Credit Worksheet and a note sheet of guideline items that may be
reference by the Board during dedication requests was added.
The Board discussed the recommendations brought forward from the Park Land
Dedication Work Group.
The revised Park Land Dedication Expense Credit Worksheet and note sheet will be
included as an "FYI" in the March Park Board packets for the board to provide feedback
to staff on the proposed recommendations.
Agenda Item No. 6B. Discussion: Bob Jones Park Work Group
This item was moved to the Consent section of the meeting and was tabled (5-0) to a
future Park Board meeting.
Agenda Item No. Adjournment
A motion was made to adjourn the meeting at 8:05 p.m.
Motion: Cox
Second: Galpin
Ayes: Cox, Galpin, Goodman, Peebles, Slocum
Nays: None
Abstention: None
Vote: 5-0
Motion parried.
John Slocum, Secretary
Attest:
AevePo 9,6k, Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR
REVIEW IN THE OFFICE OF THE CITYSECRETARY.
Minutes of the February 12, 2007 Parks and Recreation Board
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Parks and Recreation Board Meeting
Monday, February 12, 2007
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