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2008-04-14OFFICIAL MINUTES Approved by the Parks and Recreation Board 5/12/08 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING April 14, 2008 Parks and Recreation Board Members Present: Mary Georgia, Chairman; John Slocum, Vice -Chair; Ken Goodman, Secretary; Elaine Cox, Emily Galpin, Katrina Peebles, Purvi Parakh and Julie Landesberg Board Members Absent: None Staff Members Present: Steve Polasek, Director of Community Services, Chris Tribble, Deputy Director of Community Services and Steve Moore, Recreation Superintendent Guests: Glen Harvell and Kai Fischer, Leadership Southlake REGULAR SESSION Agenda Item No. 1. Call to Order The meeting was called to order by Parks Board Chair Georgia at 7:16 p.m. A quorum was present. REPORTS Agenda Item No. 2. Administrative Comments A. Construction Report — A written report of current park projects was included in the meeting packet. B. Recreation and Athletic Programs Second Quarter Report — Recreation Superintendent Steve Moore presented programming and statistical information about special events, recreation and athletic activities during the second quarter of FY 2007-08. Staff thanked the Board for their support of the recreation staff and of the program and events. C. Leadership Southlake Sponsorship Program for Bicentennial Park — Members from the Leadership Southlake organization, Kai Fischer and Glen Harvell presented a final report on the proposed guidelines for seeking sponsorship and advertisement opportunities at Bicentennial Park. There are many details of the proposal still being worked out. The Board requested to have a discussion item on a Park Board meeting agenda later this summer to appoint members from the Park Board to a steering committee and to also have a consider item on an agenda to make a recommendation on the final proposal package for the Bicentennial Park Sponsorship Program prior to it being considered by the City Council. Minutes of the April 14, 2008 Parks and Recreation Board Page 1 of 5 OFFICIAL MINUTES Approved by the Parks and Recreation Board 5/12/08 Agenda Item No. 8A — Discussion, was moved up on the agenda and considered next. Agenda Item No. 8A. Discussion: Board Advocacy Members are encouraged to volunteer to represent the Board and the City at community events. A sign-up sheet was included in the meeting packet. CONSENT AGENDA Agenda Item No. 5A. Consent: Approval of the minutes from the March 10, 2008 Southlake Parks and Recreation Board meeting. Corrections were made to the minutes. A motion was made to accept, as changed, the Minutes. Motion: Slocum Second: Peebles Ayes: Cox, Galpin, Georgia, Goodman, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 5B. Consent: Approval of the minutes from the March 26, 2008 special Parks and Recreation Board meeting and work session A motion was made to accept the minutes from the meeting and work session on March 26, 2008. Motion: Cox Second: Peebles Ayes: Cox, Galpin, Georgia, Goodman, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 5C. Consent: Absence of Parks and Recreation Board Member(s) — Standing Item The Board considered the absence of Ken Goodman from the March 26, 2008 meeting. A motion was made to excuse Ken's absence from the March 26, 2008 meeting. Motion: Peebles Minutes of the April 14, 2008 Parks and Recreation Board Page 2 of 5 OFFICIAL MINUTES Approved by the Parks and Recreation Board 5/12/08 Second: Cox Ayes: Cox, Galpin, Georgia, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: Goodman Vote: 7-0-1 Motion carried. REGULAR AGENDA Agenda Item No. 4. Public Forum Chair Georgia opened Public Forum. Barbara Schlaunch, Botanical Garden Association, 1605 Mockingbird Lane, Southlake, addressed the Board about development of a local botanical garden. The Board has not received a specific proposal for a botanical garden to -date, but encouraged Ms. Schlaunch to contact Deputy Director Tribble with a proposal. Public Forum was closed. CONSIDER AGENDA Agenda Item No. 5A. Consider: Recommend for approval the SPDC Matching Funds request from the Southlake Girls Softball Association in the amount of $5,000 for the purchase of tournament play outfield fencing. Deputy Director Tribble presented the request for matching funds to acquire temporary tournament outfield fences for fields #1 and #2 at Bob Jones Park. The fences will convert the two adult fields into youth fields. The Board discussed the request by the Southlake Girls Softball Association. A motion was made to approve the SPDC Matching Funds request from the Southlake Girls Softball Association in the amount of $5,000 for the purchase of tournament play outfield fencing. Motion: Slocum Second: Cox Ayes: Cox, Galpin, Georgia, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: Goodman Vote: 7-0-1 Motion carried. Agenda Item No. 5B. Consider: Recommend for approval the SPDC Matching Funds request form the Southlake DPS Citizens Association in the amount of $100,000 for the Minutes of the April 14, 2008 Parks and Recreation Board Page 3 of 5 OFFICIAL MINUTES Approved by the Parks and Recreation Board 5/12/08 construction of Bicentennial Park Safety Town and a corresponding SPDC budget amendment in the amount of $37,000. Deputy Director Tribble presented the request for matching funds for the construction of Bicentennial Park Safety Town and a corresponding SPDC budget amendment in the amount of $37,000. The Board discussed the request and agreed to reduce the current matching funds amount and to not require a budget amendment. The Association may request additional matching funds for further development of Safety Town at a later date once additional funds have been raised. Anne Wise, 904 Brazos Drive, Southlake, Southlake DPS Citizens Association, addressed the Board regarding the Safety Town project. A motion was made to approve the SPDC Matching Funds request from the Southlake DPS Citizens Association in the amount of $50,000 (50% of the cost) for the construction of Bicentennial Park Safety Town. Motion: Slocum Second: Parakh Ayes: Cox, Galpin, Georgia, Goodman, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Agenda Item No. 1. Executive Session Chair Georgia convened the Park Board into Executive Session pursuant to provisions of the Open Meeting Act at 8:58 p.m. The Board reconvened into regular session at 9:14 p.m. The Board did not take formal action on any item. Other Item of Interest Director Polasek announced his resignation with the City of Southlake to take the position of Assistant City Manager with the City of Keller. Deputy Director Tribble will serve as the Interim Director of Community Services until the position is filled. The Board congratulated Mr. Polasek on his new job and thanked him for all his hard work at the City of Southlake. Agenda Item No. 7. Adjournment A motion was made to adjourn the meeting at 9:14 p.m. Minutes of the April 14, 2008 Parks and Recreation Board Page 4 of 5 OFFICIAL MINUTES Approved by the Parks and Recreation Board 5/12/08 Motion: Peebles Second: Cox Ayes: Cox, Galpin, Georgia, Goodman, Landesberg, Peebles, Parakh and Slocum Nays: None Abstention: None Vote: 8-0 Motion carried. Mary Ge rgia, Chair O 6t Attes ris 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 April 14, 2008 Parks and Recreation Board Page 5 of 5 Please sign in if you wish to speak during Public Forum or during the meeting on an agenda item. Parks and Recreation Board Meeting Monday, April 14, 2008 Name lease prinQ Agenda Item A2fA- 17A Soh a c.t c 0f GYM tz- 0 e-Aj t M:\WP-FILES\FORMS\Sign In Sheet.doc STATE OF TEXAS § CITY OF SOUTHLAKE § CERTIFIED AGENDA Parks and Recreation Board I, Mary Georgia, Chairman of the Parks and Recreation Board, CITY OF SOUTHLAKE, TEXAS, HEREBY CERTIFY AS FOLLOWS: 2 3 That notice of an executive session in accordance with Chapter 551 of the Texas Government Code was duly posted along with the Regular Agenda for the Parks and Recreation Board meeting on April 11, 2008, by 5:00 p.m. That the Parks and Recreation Board convened in executive session on April 14, 2008, at 7'ev p.m. with the following Parks and Recreation Board members and staff members present: Chairman Mary Georgia Secretary John Slocum Elaine Cox Emily Galpin Ken Goodman Katrina Peebles Julie Landesberg Purvi Parakh Steve Polasek, Director of Community Services Chris Tribble, Deputy Dir of Community Services -G4yA-emry---.__ Other staff members: '�3--�/e WLc),,,�e_ That the matters discussed by the Parks Board were as follows: (1) Land acquisition for potential park land Other staff members present for (1): (2) Other staff members present for (2): (3) Other staff members present for (3): (4) Other staff members present for (4): 4. No formal action was taken by the Park Board during executive session. 5. That the executive session ended on /L2. 4 J at %- / P.M. Mary Georgia J04 Slocum Parks Board Chairman Parks Board Secretary