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2008-09-08OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 PARKS AND RECREATION BOARD MEETING: September 8, 2008 LOCATION: 1400 Main Street, Southlake, Texas 3rd Floor Training Rooms 3c/d Board Members Present: John Slocum, Vice-Chair; Ken Goodman, Secretary; Margaret Adams, Elaine Cox, Emily Galpin, Julie Landesberg, Bill Packer and Purvi Parakh Board Members Absent: Danny Mayer Staff Members Present: Chris Tribble, Interim Director of Community Services, and Deputy Director Kerry McGeath Guests Present: None REGULAR SESSION Agenda Item No. 1. Call to Order - The meeting was called to order by Vice Chair Slocum at 7:10 p.m. A quorum was present. REPORTS Agenda Item No. 2. Administrative Comments - Interim Director Tribble presented the Administration Comments. B. Construction Report - A written report of current park projects was included in the meeting packet. Construction is expected to be completed on Royal and Annie Smith Park in December and on Liberty at Sheltonwood in February. Right-of-way is being secured on the north side of Dove, between White Chapel and Carroll Avenue, for Dove Trail. Construction of Safety Town is currently on hold to allow for the entire concept to be revisited and redesigned following a visit by staff and city officials to a safety town in operation in Frisco. Staff will continue to monitor the progress and keep Park Board informed. CONSENT AGENDA Agenda Item No. 3A. Consent: Approval of the minutes from the August 11, 2008 Southlake Parks and Recreation Board meetina Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board Member(s) - Standina Item Board members Purvi Parakh, Mary Georgia and Katrina Peebles were absent from the August 11, 2008 meeting. The terms had expired for Ms. Georgia and Ms. Peebles. Minutes of the September 8, 2008 Parks and Recreation Board Page 1 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 A motion was made to approve Consent Agenda 3A and 3B, excusing the board member absence and approving the minutes. Motion: Cox Second: Galpin Ayes: Cox, Galpin, Nays: None Abstention: None Vote: 6-0 Motion carried. Goodman, Landesberg, Parakh and Slocum Agenda Item No. 2. Administrative Comments - Interim Director Tribble continued the presentation of the Administration Comments. A. Oath of Office - New Park Board members Ken Goodman, Margaret Adams and Bill Packer were administered the Oath of Office by Deputy Director of Community Services Kerry McGeath. Absent member Danny Mayer will be sworn in at the next available meeting. REGULAR AGENDA Agenda Item No. 4. Public Forum - Vice Chair Slocum opened Public Forum. Kurt Schumaker, Southlake resident, requested the Board consider making some of the ball fields available for practice for other teams that are not involved with the Southlake Baseball Association, either by rental or open, prior to renewing the upcoming Facilities Use Agreements with the sports associations. There was no one else to speak; Public Forum was closed. Agenda Item No. 5A. Consider: Recommendation of park dedication requirements for the Carillon development. Interim Director Tribble presented an overview of the developer's proposal to fulfill the park dedication requirement for the Hines by Carillon development. Carillon is a 285 acre site located on the northeast corner of White Chapel Boulevard and SH 114. At 417 residential units and 61 gross acres of non-residential, the total required land dedication is 11.64 acres of public parkland or an alternative fee payment of $1,397,400. The Board may also allow the developer a credit of up to 50% of park dedication requirements, or $698,700. The developer proposes to dedicate 37.64* acres in lieu of the required 11.64 acres to satisfy the park dedication fee requirements. The dedicated park land will include: Village Green Park (2.75 acres), Corporate Park (10.5 acres) and Lake Park (24.5 acres). In addition to the required parkland dedication, the applicant agrees to maintain in perpetuity all 37.64 acres of dedicated public parkland via the Carillon POA (including the lake and decorative fountain adjacent to Village Green Park and a proposed performing arts venue). The development will include park amenities valued at $4,162,993. Minutes of the September 8, 2008 Parks and Recreation Board Page 2 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 * The acreage amount was reduced from 37.75 acres to 37.64 acres by the developer just prior to the meeting and the packet information did not reflect the change. Jeff Kennemer and Emily Drake, developer and consultant for Hines by Carillon, 5215 N. O'Connor Blvd., Suite 635, Irving, Tx 75039, summarized their proposal to dedicate 37.64 acres from the three parks and for the cost of improvements (the fountain in front of the performing arts center, fountains in the lakes, the trails, the artwork, the pavilions, the overlook, enhanced crossing features, landscaping, park benches, bike rack, dog station, signage and so forth) at about $4.2 million to be included in a 380 Agreement to be funded over time from some of the additional revenues that will be generated from assessed values for both sales tax and tax values for the project. The developer responded to questions concerning the water-to-land ratio in the parks, accessibility to sidewalk/trails, costs of proposed improvements, provisions of the 380 Agreement, the potential tax revenues to the City, traffic issues and alternatives to the proposal. Park Board discussed the proposal at great length and explored multiple alternatives to meet the park dedication requirements. Board members had many concerns about how the requirements could be achieved and could not reach a unanimous recommendation. They had concerns with accepting the proposed Corporate and Lake arks o satisfy park land dedication since these parks primarily contained ponds that re necessary to address the development's drainage issues. It was expressed that the City's participation through a 380 Agreement may have a positive impact on the continuity of future expansion of the Arts District though plans for the proposed performing arts center on the property have not been completed. The development's proposed trails were considered an asset and it was expressed that the proposed parks may have the potential to be more utilized by the public than some other parks. A motion was made to accept the proposal for dedicating 37.75 acres of public park land along with improvements of $4,162,993. Motion: Landesberg Second: Cox Ayes: Adams, Cox, Landesberg and Packer Nays: Galpin, Goodman, Parakh and Slocum Abstention: None Vote: 4-4 Motion not approved. A motion was made that the Board is at a 4:4 deadlock vote and that the item be forwarded to City Council. Motion: Goodman Second: Landesberg Further discussion occurred without completing the vote. A final motion was made to Table the item until there is a full Board. Motion: Goodman Minutes of the September 8, 2008 Parks and Recreation Board Page 3 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 Second: Landesberg Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Packer, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried to Table the item. Agenda Item No. 5B. Consider: Recommendation of revised park dedication requirements for South Village at Watermere development Interim Director Tribble presented an overview of the developer's revised park dedication proposal for South Village at Watermere. Parks Board previously recommended approval of park dedication requirements for Phase II of the South Village at Watermere. Thereafter, City Council requested and the developer complied with reducing the number of single-family lot density. Based on the City Council request and the developer's compliance, the developer is requesting the Parks Board reduce the park dedication fee requirement accordingly to $76,500 and grant credits in the amount of $45,500 to meet park dedication requirements in the amount of $123,000. The Board briefly discussed the Watermere revised park dedication requirement request. A motion was made to accept the proposal to reduce the 91 units to 82 units at 2.050 acres for the park land dedication, resulting in $123,000 as opposed to $136,500. Motion: Goodman Second: Cox Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Packer, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 5C. Consider: Establishment of a Southlake Parks Marketing Committee Interim Director Tribble presented the request to establish an overall marketing and fundraising plan for Southlake parks that originated from the Leadership Southlake organization earlier this year. The Board was asked to make their recommendation on the establishment of the committee and to determine what the committee's initial project would be. The proposal by Leadership Southlake is for the committee to initially finalize and implement a marketing plan for Bicentennial Park. If successful, later phases of the work will extend to other parks within the parks network. All work of the committee will be subject to approval by the Southlake Parks and Recreation Board and when necessary, the City Council. Minutes of the September 8, 2008 Parks and Recreation Board Page 4 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 The proposed composition of the Southlake Parks Marketing Committee is for eleven (11) representatives from public and private organizations with nominees subject to Park Board approval. Representatives to be selected from: (2) At-Large Members (initially drawn from Leadership Southlake Class of 07-08; (1) currently serving Parks and Recreation Board; (1) Southlake Community Services Department staff (initially the Director and his appointee); (2) Southlake Baseball Association; (1) Southlake Girls Softball Association; (1) Grapevine Southlake Soccer Association; (1) Southlake Carroll Lacrosse Association; and (1) Friends of the Bob Jones Park/Bob Jones Nature Center representative. In a letter to staff, Southlake Girls Softball president Matt Tuggey asked that the initial marketing efforts be redirected from Bicentennial Park in view of its pending construction. He also requested there be equal representation of the athletic associations rather than appointing two from Southlake Baseball Association and one from each of the other associations. During discussion of the item, Park Board agreed upon equal representation by the athletic associations. They discussed the pilot marketing program approved by the Board at the last meeting and clarified the Board's action regarding the pilot program. A suggestion was made to include two (2) members from the Parks Board on the Marketing Committee, with staggered terms if possible. A suggestion was made to invite Kai Fischer from Leadership Southlake along with representatives from the various athletic associations to attend a future Park Board meeting where the marketing program can be re-defined and the scope clarified. A suggestion was made that the language of the proposal to create the marketing committee be tweeked to better represent the intention of the marketing committee. An agenda item will be placed on the next Park Board meeting for a recommendation on the nominees submitted from each of the involved sports associations as members of the Parks Marketing Committee. A motion was made to establish a Southlake Parks Marketing Committee with members to include as presented, but changing to one (1) Southlake Baseball Association member and adding one (1) additional Parks and Recreation Board member, staggering the terms of the two Park Board members, to provide for continuity in the future. Motion: Galpin Second: Landesberg The motion was not acted upon and discussion continued. A suggestion was offered for the Parks Marketing Committee to encompass the pilot program at Bicentennial Park and for the Parks Marketing Committee to clarify the pilot program. A final motion was made to establish the Southlake Parks Marketing Committee, making the membership changes as indicated with one (1) Southlake Baseball Association member and adding a Park Board member, and set the terms; and the initial task of the Committee will be to clarify the initial pilot program. Motion: Galpin Second: Cox Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Packer, Parakh and Slocum Minutes of the September 8, 2008 Parks and Recreation Board Page 5 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 5D. Consider: Appointment of a Parks and Recreation Board member to the Southlake Parks Marketing Committee The appointments were discussed and a commendation was made to appoint Ken Goodman and Purvi Parakh to serve s the Parks Board representatives on the Southlake Parks Marketing Committee. Mr. Goodman declined to serve but Ms. Cox offered to substitute in his place; Ms. Parakh accepted. A motion was made to appoint Purvi Parakh and Elaine Cox to the Southlake Parks Marketing Committee. Motion: Galpin Second: Landesberg Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Packer, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. The Board will be informed regularly of the progress of the Parks Marketing Committee. Agenda Item No. 5E. Consider: Recommendation on SPDC Matching Funds request from Bob Jones Nature Center organization in the amount of $1,500 for the purchase of classroom furniture for Bob Jones Nature Center & Preserve Interim Director Tribble presented the request from Bob Jones Nature Center organization to purchase classroom furniture for the Center with matching funds. A motion was made to recommend that SPDC Matching Funds request from the Bob Jones Nature Center in the amount of $1,500 for the purchase of classroom furniture for the Center be approved. r~ Motion: Cox Second: Parakh Ayes: Adams, Cox, Galpin, Goodman, Landesberg, Packer, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 6A. Discussion: Election of Parks and Recreation Board Officers for 2008-09 Vice-Chair Slocum led a discussion to receive the Board's interest in serving as Park Board officers for 2008-09. Mr. Slocum, Mr. Goodman and Ms. Galpin were interested Minutes of the September 8, 2008 Parks and Recreation Board Page 6 of 7 OFFICIAL MINUTES Approved by the Parks and Recreation Board 10/13/08 in serving as Chair, Vice-Chair and Secretary, respectively. Each candidate gave a brief overview of their background. An item will be placed on the next Park Board meeting agenda for the election of officers. Agenda Item No. 6B. Discussion: Advocacy Program This item was not discussed. Agenda Item No. 8. Adjournment l Pov~~ tv A motion was made and unanimously approved to adjourn the meeting at 10:15 p.m. V "a John locum, Vice Chair Attest: ris le, Inte m Director of Community Services A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY. 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