2008-10-13OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11/10/08
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2 PARKS AND RECREATION BOARD MEETING:
3 October 13, 2008
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5 LOCATION: 1400 Main Street, Southlake, Texas
6 Executive Conference Room
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8 Board Members Present: John Slocum, Chair; Ken Goodman, Vice Chair; Emily
9 Galpin, Secretary; Margaret Adams, Elaine Cox, Julie Landesberg and Purvi Parakh
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11 Board Members Absent: Bill Packer
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13 Staff Members Present: Chris Tribble, Interim Director of Community Services,
14 Deputy Director Kerry McGeath, Construction Manager Peter Kao, Recreation
15 Superintendent Steve Moore and Community Services Department Intern Jonathan
16 Scheu
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18 Guests Present: None
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20 REGULAR SESSION
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22 Agenda Item No. 1. Call to Order - The meeting was called to order by Vice Chair
23 Slocum at 7:00 p.m. A quorum was present.
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25 REPORTS
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27 Agenda Item No. 2. Administrative Comments - Interim Director Tribble presented the
28 Administration Comments.
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30 A. Parks and Recreation Board Membership Update - New Board member
31 Danny Mayer was unable to accept appointment to the Board due to
32 accepting an out-of-town job. City Council will make an appointment to fill
33 the vacant, unexpired term at a future meeting.
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35 B. Construction Report - A revised written report of current park projects was
36 included in the meeting packet and an overview of the projects was
37 presented by Construction Manager Peter Kao.
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39 C. Recreation and Athletic Program Fourth Quarter Report - Recreation
40 Superintendent Moore presented programming and statistical information
41 about special events, recreation and athletic activities during the fourth
42 quarter of FY 2007-08. Current marketing of events and programs is
43 achieved by using post cards and email lists to previous participants as
44 well as advertisement in the Southlake Scene brochure, the City's web
45 pages and park marquee sign. The Board suggested placing temporary
46 signs to advertise the activities/programs similar to the SPIN signs and to
47 include a monthly calendar of events/programs inside each edition of the
48 Southlake Scene catalog. A marketing plan is being developed and
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11 /10/08
1 numerous options are being explored to enhance existing marketing
2 efforts.
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4 D. Update on Potential Lease of US Army Corps of Engineers (USACOE)
5 Land Adjacent to Southlake Community Services Department Intern
6 Scheu updated the Board on the proposed lease agreement between the
7 City and US Army Corps of Engineers for the remaining 325 acres of
8 Corps property adjacent to Southlake. Currently, the City has a lease with
9 the Corps for approximately 218 acres, which was entered into in 1998
10 and will expire 2023. Staff has been directed to pursue a formal letter of
11 request to initiate the agreement for the additional 325 acres and will keep
12 the Board informed of the progress.
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14 E. City-appointed Boards and Commissions Reception - The Board was
15 invited to attend a reception on October 21, 2008 at Southlake Town Hall
16 to honor all council-appointed boards and commissions members.
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18 F. Groundbreaking Ceremony for Liberty Park at Sheltonwood and Royal
19 and Annie Smith Parks - The Board was invited to attend the
20 groundbreaking ceremonies to be held October 14, 2008 at Liberty Park at
21 Sheltonwood and Royal and Annie Smith Park.
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23 Interim Director Tribble provided a progress report about the DPS North Site and
24 changes to this year's November Holiday Celebration. The holiday event will now
25 be called "Home for the Holidays." The tree lighting event will be held November
26 22 at Town Square. Additionally, this year's events will include the Greater
27 Southlake Women's Society "Festival of Trees."
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29 CONSENT AGENDA
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31 Agenda Item No. 3A. Consent: Approval of the minutes from the September 8, 2008
32 Southlake Parks and Recreation Board meeting - Several corrections were made to the
33 minutes.
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35 Aaenda Item No. 3B. Consent: Absence of Parks and Recreation Board Member(s) -
36 Standing Item - No action was necessary on this item.
37
38 A motion was made to approve the minutes from the last meeting as amended.
39 Motion: Goodman
40 Second: Galpin
41 Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
42 Nays: None
43 Abstention: None
44 Vote: 7-0
45 Motion carried.
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Minutes of the October 13, 2008 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11/10/08
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REGULAR AGENDA
Agenda Item No. 4. Public Forum - Vice Chair Slocum opened and closed Public
Forum; there was no one to address the Board.
Agenda Item No 5A Consider: Election of Parks and Recreation Board Officers for
2008-09
John Slocum, Ken Goodman and Emily Galpin expressed interest in serving as Chair,
Vice-Chair and Secretary, respectively at the previous Park Board meeting. There were
no other applicants for office.
A motion was made to accept the slate of officers as recommended. [John Slocum,
Chair; Ken Goodman, Vice-Chair; Emily Galpin, Secretary]
Motion: Cox
Second: Parakh
Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
Nays: None
Abstention: None
Vote: 7-0
Motion carried.
Agenda Item No 5B Consider: Recommendation to acquire Federal Aviation
Administration (FAA) tract adjacent to DPS North site on Dove Road for park land
Community Services Department Intern Scheu presented the proposal to acquire the
FAA land located adjacent to DPS North Site on Dove road. The Parks Board was
asked to make a recommendation to City Council to authorize the City to accept 0.569
acres of decommissioned FAA outer marker property adjacent to DPS North site along
E. Dove Road as park land. There is no direct financial consideration resulting from this
acquisition; the purchase is no charge to the City. The Board briefly discussed the
acquisition.
A motion was made to accept the FAA property adjacent to DPS North Site, located at
Dove Road and North White Chapel Boulevard.
Motion: Galpin
Second: Landesberg
Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
Nays: None
Abstention: None
Vote: 7-0
Motion carried.
Agenda Item No. 5C. Consider: Recommendation on SPDC Matching Funds request
from Keep Southlake Beautiful in the amount of $669.25 for sign and message center
board for Liberty Garden at Bicentennial Park
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11/10/08
1 Interim Director Tribble presented the matching funds request from Keep Southlake
2 Beautiful to purchase an information sign for Liberty Garden. This item was discussed
3 by the Board. There was some concern about how the design of the proposed sign
4 would fit with the urban design plan which will govern the overall appearance of City
5 parks. The Board was not opposed to having a sign for Liberty Garden, but was
6 concerned that the design of the proposed sign may not be consistent with the overall
7 design for the park. The Board suggested that Keep Southlake Beautiful work with staff
8 to bring in the Bicentennial Park design element to the sign.
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10 A motion was made to not accept the request for matching funds for a sign for Liberty
11 Garden at Bicentennial Park, but to go back to staff to work with them to develop a sign
12 that would match the design element for Bicentennial Park.
13 Motion: Galpin
14 Second: Cox
15 Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
16 Nays: None
17 Abstention: None
18 Vote: 7-0
19 Motion carried to Deny matching funds request and refer to staff.
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21 Agenda Item No. 5D. Consider: Recommendation to execute a Public Utility Easement
22 (PUE) for public use on park property located at Liberty Park at Sheltonwood
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24 Construction Manager Kao presented the proposed easement located at Liberty Park at
25 Sheltonwood on East Dove Road. The City intends to construct an 8' multi-use trail
26 along the north side of East Dove Road from White Chapel Boulevard to Carroll
27 Avenue. The City needs the variable width Public Utility Easement for public use,
28 adjacent to the right-of-way, on park property. The easement is 0.186639 acres. Staff
29 has reviewed the easement documents and is satisfied the easement will place no
30 burden or detrimental encumbrance on the park land. The Board reviewed and
31 discussed the request for the PUE easement.
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33 A motion was made to approve the Public Utility Easement for public use on park
34 property located at Liberty Park at Sheltonwood.
35 Motion: Goodman
36 Second: Parakh
37 Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
38 Nays: None
39 Abstention: None
40 Vote: 7-0
41 Motion carried.
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43 Agenda Item No. 5E. Consider: Recommendation on the nominees for appointment to
44 the Parks Marketing Committee
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46 Chair Slocum presented the Parks Marketing Committee, which was approved by Parks
47 Board at their September 8, 2008 meeting. The Board was asked to designate terms for
48 each of the representatives. Term length options to provide continuity and fresh
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11/10/08
1 perspectives were discussed. The Board agreed that after the inaugural terms set by
2 the Board were served, all subsequent terms would be for a one (1) year term.
4 A motion was made to recommend nominees for appointment to the Parks Marketing
5 Committee with the following associations and nominees and initial terms to serve:
6 Parks and Recreation Board Members Purvi Parakh (1 year term) and Elaine Cox (2
7 year term); Bob Jones Nature Center Organization Representative Emily Galpin (1 year
8 term); Grapevine Southlake Soccer Association Representative Chris Burton (1 year
9 term); Southlake Baseball Association Representative Russ Floyd (2 year term);
10 Southlake Carroll Lacrosse Association Representative Jim Lehane (2 year term);
11 Southlake Girls Softball Association Representative Matt Tuggey (2 year term); At-
12 Large Members Kai Fischer (1 year term) and Glen Harvell (1 year term).
13 Motion: Goodman
14 Second: Landesberg
15 Ayes: Adams, Galpin, Goodman, Landesberg, Parakh and Slocum
16 Nays: Cox
17 Abstention: None
18 Vote: 6-1
19 Motion carried.
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21 Agenda Item No. 6A. Discussion: Park Dedication Requirements
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23 Chair Slocum presented general information about Park Dedication requirements and
24 addressed questions from the Board regarding how they may arrive at
25 recommendations for City Council. Staff is working on an improved, more user friendly,
26 Park Dedication Worksheet to aid the Board with their recommendations. The Board
27 stressed the importance to have ample time and detailed documents to review prior to
28 making a recommendation. Information regarding how a development's proposal may
29 impact the City's park and trail inventories in relation to the Park Master Plan would also
30 be helpful. The Board had a lengthy discussion about park dedication requirements.
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32 Other Items
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34 Pilot Program/Marketing Committee - Additional clarification on these items approved
35 by the Parks Board was presented. It was noted when the Park Board approved the
36 establishment of the Marketing Committee at the September 8, 2008 meeting, the
37 Board desired to remove language that the program would initially start with
38 Bicentennial Park, and if successful, roll it out to other areas. A meeting will be
39 scheduled with the Parks Marketing Committee to relay direction from the Parks Board.
40 The Parks Board will receive regular updates on the Marketing Committee's progress
41 and will provide input as needed. It was also explained that the Parks Marketing
42 Committee and the Pilot Program are separate projects. Mr. Goodman and Mr. Tribble
43 will meet to recap the intent of each program.
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45 Agenda Item No. 8. Adjournment
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47 A motion was made to adjourn the meeting at 9:48 p.m.
48 Motion: Cox
Minutes of the October 13, 2008 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 11/10/08
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Second:
Ayes:
Nays:
Abstention:
Vote:
Motion /arr
s
Attest:
C r s T ' le, Interim Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY
SECRETARY.
Adams
Adams, Cox, Galpin, Goodman, Landesberg, Parakh and Slocum
None
None
7-0
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