2008-07-14OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
PARKS AND RECREATION BOARD MEETING:
July 14, 2008
LOCATION: 1400 Main Street, Southlake, Texas
Executive Conference Room
Board Members Present: Mary Georgia, Chair; John Slocum, Vice-Chair; Ken
Goodman, Secretary; Elaine Cox, Purvi Parakh and Julie Landesberg
Board Members Absent: Emily Galpin and Katrina Peebles
Staff Members Present: Chris Tribble, Interim Director of Community Services and
Steve Moore, Recreation Superintendent
Guests Present: Matt Tuggey, president, Southlake Girls Softball Association; Rich
Williams, Athletic Director, Southlake Carroll Lacrosse Association; Ben Allen,
president, Southlake Baseball Association; and Andrew Cicherski, fields commissioner,
Grapevine Southlake Soccer Association
REGULAR SESSION
Agenda Item No. 1. Call to Order - The meeting was called to order by Chair Georgia at
7:00 p.m. A quorum was present.
REPORTS
Agenda Item No. 2. Administrative Comments - Interim Director Tribble presented the
Administration Comments.
A. Construction Report - A written report of current park projects was included in
the meeting packet. Please contact Construction Manager Peter Kao if any
questions.
B. Recreation and Athletic Programs Third Quarter Report - Recreation
Superintendent Steve Moore presented programming and statistical
information about special events, recreation and athletic activities during the
third quarter of FY 2007-08. Staff thanked the Board for their support of the
recreation staff and of the program and events.
C. Youth Sports Associations Reports - Matt Tuggey, president, Southlake Girls
Softball Association; Rich Williams, Athletic Director, Southlake Carroll
Lacrosse Association; Ben Allen, president, Southlake Baseball Association;
and Andrew Cicherski, fields commissioner, Grapevine Southlake Soccer
Minutes of the July 14, 2008 Parks and Recreation Board
Page 1 of 6
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
Association presented information about their association's participation,
accomplishments and goals for the 2007-08 season.
CONSENT AGENDA
Agenda Item No. 3A. Consent: Approval of the minutes from the June 9, 2008
Southlake Parks and Recreation Board meeting
Item 6A of the June 9 minutes were corrected to reflect correct bid amounts and costs
for Royal and Annie Smith Park and Liberty at Sheltonwood Park. The minutes will be
corrected to read:
The lowest bid received was from Robinson Landscape & Construction in the amount of
$316,264, including alternate items, for Royal and Annie Smith Park and $715,079,
including alternate items, for Liberty Park at Sheltonwood, for a total combined cost, less
$10,000 savings (via award of both projects to contractor) of $1,021,343. In addition to
the construction cost of $1,021,343, the City will incur costs totaling $246,961 to
purchase the Smith Park playground and pavilion; Liberty Park pavilion, pergola, and
restroom; and additional design fees for Liberty Park. Current funding in the amount of
$987,535 is available, however there is a budget funding deficit for both projects in the
amount of $280,769.
A motion was made to approve the correction to the monetary amounts on the bids as
read into the minutes.
Motion: Goodman
Second: Cox
Ayes: Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board Member(s) -
Standing Item
The Board considered the absence of Emily Galpin from the Park Board meeting June
9, 2008.
A motion was made to excuse the absence from the Park Board meeting.
Motion:
Slocum
Second:
Landesberg
Ayes:
Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays:
None
Abstention:
None
Vote:
6-0
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum - Chair Georgia opened Public Forum.
Minutes of the July 14, 2008 Parks and Recreation Board
Page 2 of 6
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
Elaine Cox, Southlake resident and Parks & Recreation Board member, requested staff
check the status of the sidewalk on the west side of Shady Oaks Drive (across from
Durham Intermediate School) as the existing sidewalk has been demolished by the
developer.
Public Forum was closed.
EXECUTIVE SESSION
Agenda Item No. 2. Executive Session. Chair Georgia announced the Board would be
going into Executive Session pursuant to the Texas Government Code, Section
551.072, deliberation regarding real property.
The Board adjourned for Executive Session. Executive Session began at 8:05 p.m. and
ended at 8:10 p.m.
Agenda Item No. 3. Reconvene. Chair Georgia reconvened the meeting at 8:12 p.m.
No action was necessary.
REGULAR AGENDA
Agenda Item No. 7A. Consider: Recommendation to award of bid to Robinson
Landscape and Construction for the construction of Royal and Annie Smith Park and
Liberty Park at Sheltonwood in the amount of $1,021,343, and recommendation of fund
reallocation for this purpose.
Interim Director Tribble presented bid and funding information for the two parks. This
item was previously discussed at the June 14 meeting. The lowest of six bids received
and opened on June 3, 2008 was from Robinson Landscape & Construction for a total
combined cost, less $10,000 savings (via award of both projects to contractor) of
$1,021,343. In addition to the construction cost of $1,021,343, the City will incur costs
totaling $246,961 to purchase the Smith Park playground and pavilion; Liberty Park
pavilion, pergola, and restroom; and additional design fees for Liberty Park. Additionally,
the City will include the demolition and asbestos abatement of the pavilion at Liberty
Park in the project. The total cost for completion of both projects is $1,277,344. The
total approved budget available for both projects is $987,535; leaving a budget funding
deficit for both projects in the amount of $287,809.
At the June 14 meeting, the Board recommended reallocation of additional funding,
utilizing the current balance (after Fretwell purchase) of approximately $300,000 in the
FY08 SPDC Land Acquisition line item to complete both projects.
The award of bid for both projects will be considered by SPDC and City Council at their
July 15 meetings.
The Board discussed components of the construction projects and the proposed
timeframe. Construction may start in September with completion within 4-5 months.
Minutes of the July 14, 2008 Parks and Recreation Board
Page 3 of 6
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
A motion was made to recommend approval of the award of bid to Robinson Landscape
and Construction for the construction of Royal and Annie Smith Park and Liberty Park at
Sheltonwood in the amount of $1,021,343, and recommendation of fund reallocation for
this purpose. The motion was amended to include the amount.
Motion: Cox
Second:
Parakh
Ayes:
Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays:
None
Abstention:
None
Vote:
6-0
Motion carried.
Agenda Item No. 7B. Consider: Recommendation on proposed Fiscal Year 2009 Parks
and Recreation Division Annual Budget
Interim Director Tribble presented the proposed Parks and Recreation Division budget
and highlighted the major changes including 1) Furnishings/Equipment for Community
Services new offices; 2) Infrastructure enhancement program; 3) Irrigation management
system; 4) Funding for Bob Jones Nature Center & Preserve and Parks and Trails
System Master Plans update; 5) Renovations to Rustin Park fountain; 6) Office
Assistant for BJNC and Assistant to the Director positions; and increases in parks,
equipment and vehicle maintenance. Funding for a mobile events stage will be included
in the Hotel Tax Fund budget rather than Parks and Recreation Division budget. The
Board discussed the proposed budget.
Staff will check with Parks Project Manager Julie Dove on the status of the in-house trail
restoration project and provide an update to the Board at a future meeting.
A motion was made to recommend approval of the Parks and Recreation Division
budget as presented by staff.
Motion: Slocum
Second: Parakh
Ayes: Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No. 7C. Consider: Recommendation on proposed Fiscal Year 2009
Bicentennial Concessions Fund Budget
Interim Director Tribble presented the proposed Bicentennial Concession Fund budget.
Only one request is contained in the FY 08-09 budget for $5,000 for Bicentennial Park
special program and event support and promotion as required in the Agreement
between the City and Coco-Cola Bottling Company. The budget contains a carry-
forward item of $30,000 for Phase I of the sand volleyball courts at Bicentennial Park.
The Board discussed the proposed Bicentennial Concessions Fund budget.
Minutes of the July 14, 2008 Parks and Recreation Board
Page 4 of 6
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
A motion was made to recommend approval of the Fiscal Year 2009 Bicentennial
Concessions Fund Budget.
Motion: Goodman
Second:
Cox
Ayes:
Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays:
None
Abstention:
None
Vote:
6-0
Motion carried.
Agenda Item No. 7D. Consider: Recommendation on proposed SPDC Capital
Improvement Plan and Fiscal Year 2009 SPDC Capital Budget - Interim Director
Tribble presented the FY 2009 - FY 2013 SPDC CIP Plan and the FY 2009 CIP budget
and answered questions from the Board.
The proposed plan addresses improvements at Chesapeake Park, Noble Oaks Park,
Bicentennial Park, Bob Jones Park, Liberty Park at Sheltonwood, and the Farhat
Property. Also included is funding for the initial phases of future park development to
include lacrosse facilities. All totaled, the proposed CIP represents the opportunity to
invest well over $32 million dollars worth of improvements within our community.
Staff's Construction Report is being redesigned, which will provide more comprehensive
information on the CIP projects, and will be distributed at future Park Board and SPDC
meetings.
During discussion of unfunded projects, the Board recommended that the BMX Bicycle
Facility and Skate Park be removed from the budget and funds be reallocated for DPS
North Park.
Another area of concern of the Board was the need for a community center/recreation
center.
Staff will check the developer agreement between the City and Sabre Development to
confirm Sabre's agreement to do all the engineering and any initial land grading for the
Kirkwood / Sabre Linear Park.
A motion was made to approve the budget with the following changes: strike at this time
the skate park and the BMX bicycle facility and adding those funds into the North Park
design and development Phase 2 in the "beyond" year for $1.511 million in the "beyond"
and everything else on the page (Proposed SPDC Capital Improvements Plan (CIP) FY
2009 to FY 2013 attached) will remain as is, but to accelerate if funds are available.
Motion: Georgia
Second: Goodman
Ayes: Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays: None
Abstention: None
Vote: 6-0
Minutes of the July 14, 2008 Parks and Recreation Board
Page 5 of 6
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 8/11/08
Motion carried.
Agenda Item No. 8. Discussion - There were no items for this meeting.
Other Non-agenda Items
1. Appreciation Plaque presented to Chair Mary Georgia - Ms. Georgia was
recognized with a plaque for her service on the Park Board.
Agenda Item No. 9. Adjournment
A motion was made to adjourn the meeting at 10:16 p.m.
Motion:
Cox
Second:
Slocum
Ayes:
Cox, Georgia, Goodman, Landesberg, Parakh and Slocum
Nays:
None
Abstention:
None
Vote:
6-0
Motion carried.
CV,A,J
Mary eorgia, Chair 6,G"c~....~~
t(,e
Attest:
Chris Trib e, Interim Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY
SECRETARY.
Minutes of the July 14, 2008 Parks and Recreation Board
Page 6 of 6
M
r
O
N
}
LL
0
b..
0)
O
O
N
LL
IL
U
C
(Q
FL
d
d
0
Q.
E
m
Q.
m
u
U
O
a
N
y
0
Q
0
a
O
O
Q
t0
P
a
1,
M
N
O
M
r
O
O
N
O
M
O
M
h
M
N
N
N
H
N
N
N
v
O
0
N
H
M
M
h
H
M
0
0
O
O
a
N
O
N
M
M
0)
'Q
N
co
M
V.
P.
V
N
M
It
M
0
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
w
a
C
p
N
N
O
M
.
N
O
N
M
W
N
0
n
N
M
r
r
m
w
w
w
fA
w
w
!fl
w
t9
w
69
fA
w
w
69
0
w
0
0
w
0
69
O
N
p
N
O
Op
N
N
m
O
O0
.
.
.
LI)
G
ci
}
1
w
fA
w
w
w
w
f1f
w
EA
(A
w
w
w
fA
fA
w
w
.
"1
0
Ht
O
p
N
.
.
.
.
.
p
N
r
.
.
.
.
.
.
.
.
.
.
O
O
0)
n
N
}
LL
w
w
E9
w
fA
w
ffl
w
d9
U)
(9
d9
w
fA
w
f9
w
fA
69
w
fA
EA
O
N
.
.
.
.
i
.
.
N
<0
.
.
.
.
.
.
.
.
i
Lr)
n
N
}
LL
fA
w
w
w
w
w
to
w
w
w
w
69
fA
w
w
fA
w
w
fA
0
w
69
O
S
p
N
.
.
.
p
ON)
M
.
.
.
.
O
N
N
It
O
N
N
M
.
.
.
.
.
.
.
.
p
}
LL
w
w
w
w
w
w
f9
w
f9
w
w
d9
w
w
w
w
w
fA
FA
w
E9
EA
0
0
N
D
W
h
N
O
n
N
}
LL
0
69
EA
0
0
Vt
V3
0
FA
69
0
69
0
0
0
0
0
0
Oft
0
0
0
N
N
N
M
N
p
O
0
rj
a
6%
w
69
0
0
63
to
0
0
E9
w
0
0
0
w
H
0
0
0
to
69
w
c
0
c
m
a
m
o
f
L
a
0
C
7
LL
rn
L
m
Z
E
E
O
0
N
L
a
c
E
O
Q
C
m
0 m
o
3
m
L
!n
m
EL
m
~
.I
N
L
a
c
a
O
Q
C
0
N
m
m
CL
r
N
m
Q
,O
m
0 O
a
C
3
0
m
Q
m
W
L
(L
c
E
o
a
Y
a
m
c
m
c
~
m
a
O
m
N
C
O)
0
o
m
0
m
t a
Y
d
m
c
o
c
~
m
Q
m
L
a
C
a
O
a>i
,
a
Q
O
Cm
W
>
O
of
Q
m
L
a
C
a
O
m
o
3
2
m
L
f/)
m
O'
m
n
J
L
s
w
C
E m
o.
-aoi
>
m
06
c
0)
'0
0
-6
a
L
~
O
Z
c
E
o
O.
E
'm
d
u,
m
O
m
0 O
Z
0
U
U-
m
o
O
m
m
C
m
o
_
m
m
a
Y
a
m
c
aa)
c
~
m
1
c
M
U
'O
L
U)
'o
o
m
z
O
z
i
m
a
m m
c
0
~
O
co
m
.
-
Y
m
a
Y
m
o
m
m
L
0
U
0]
_
L
a
C
E
O
a>i
0
o
3
CO
m
L
co
m
a
m
J
-
0
m
(
Y
a
W
C
c
c
0~
m
cm
m
N
N
a
a
'0
o
rn
a
L
t
z
.
.6
m
a
m
c
0
~
O
co
c
m
.
m
m
O
.
a
t
m
LL
-
F
m
m
m
Y
=
m
Y
O
0
m
a
C
_j
m
-
o
y
O
;
Y
a
m
co
0
m
LL
u
o
m
X
m
N
d
C
m
E
o
>
m
ca
c
'N
0
d
L
0
O
Z
0
.,4"
SPATE of TEXAS §
CITY OF SOUTHLAKE
CFERTIFIED AGENDA
Parks and Rocrrxstion Roved
o n y w, CITYiT
HtREBY CERTIFY AS FOLLOWS:
* k-Or ^#r t 5r :r,"foon in ;47A*,c vAV1 Cf aO1 551 a! U* tai.:..
ofir_. "E.+w'diki o f s*ai"cTgwit!) tho Regular f~a f If le ~J''•:~ cIF"<.;
aa.-rnzr rt^ 1~^~~ r'r1C:r,'tt"" trt 11 ?CC~l. ~3 7 STS..
P :A thtu 1'tytka and R o tln 8 -3 mvwx ;witnotl Utssion - U1.4 14.L,)U ~
t' kt9 w1h the f) ,.kkn nq Pari5* in d R4 w e tton Jkmd r,rL
mhor
°i
"oixl(j twt~t,j~;3r)115 ''vx. E.~t f: _~It?Gr J) (C?r'tlL3Ctty
'la
4+v S:owfn
Kon Cnmitts;m
CF K 01v iii~lJ by
I SIP '_✓`l ryr d"~j)"ff"r Oft1+~` itf r t»rr''r11WIf`'r.
:~,i^wit13tk{
'~r~'at ~f•+. ~~~st"rr~, r)r ,,,~~c't))tti'tr~t~'"~;r;k~ C$:~:i';l rt; ik:~l~.t~~rr
t`'rr;4lrtrkt~al~ t;=,t.r°klrca?%:
-
()tutor I" me rt tIe asfjf:t t:t10""-
a t `
.
1.111r~ SID', _ KeM G Fod t r°k
f-*a? o rmrrf r` r 51 ray,., fl rk,-, #r~~ fit:: r,..,Ir