2005-08-15Official Minutes
Approved by Parks and Recreation Board
AMENDED 9/12/05
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
August 15, 2005
MINUTES
Board Members Present: Frank Cornish, Chairman; Mary Georgia, Vice Chairman;
Mike Mills, Secretary; Elaine Cox, Emily Galpin, Katrina Peebles and Bobby Rawls
Board Members Absent: Cara White and Liz Durham
Staff Members Present: Malcolm Jackson, Director of Community Services and Steve
Polasek, Deputy Director of Community Services
Guests: None
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Cornish called the meeting to order at 6:42 p.m.
REPORTS
Agenda Item No. 2. Administrative Comments
A. Special Park Board Meeting to Consider Budget and Capital Improvement
Plan - A special joint Park Board and SPDC meeting will be held on
August 22, 2005 to review and make a recommendation on the SPDC CIP
budget.
CONSENT AGENDA
Agenda Item No. 3A. Consider: Approval of the Southlake Parks and Recreation Board
meeting minutes of August 8, 2005 meeting.
A motion was made to accept the meeting minutes of August
corrections as stated by Mr. Mills.
Motion: Cox
Second: Galpin
Ayes: Cornish, Cox, Galpin, Georgia, Mills, Peebles and Rawls
Nays: None
Abstention: None
Vote: 7-0
Motion carried.
REGULAR AGENDA
August 15, 2005 Parks Board Meeting Minutes
8, 2005 with
Page 1 of 6
Official Minutes
Approved by Parks and Recreation Board
AMENDED 9/12/05
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Agenda Item No. 4. Public Forum
Chairman Cornish opened and closed the Public Forum at this time.
Agenda Item No. 5A. Consider: Absence of Parks and Recreation Board Member(s) -
standing item
The Board considered the absence of Bobby Rawls from the Park Board meeting held
July 11, 2005 due to a family vacation.
A motion was made to excuse the absence of Park Board member Bobby Rawls
from the July 11, 2005 Parks and Recreation Board meeting.
Motion: Georgia
Second: Mills
Ayes: Cornish, Cox, Galpin, Georgia, Mills and Peebles
Nays: None
Abstention: Rawls
Vote: 6-0-1
Motion carried.
Agenda Item No. 5B. Consider: Proposed FY 2005-06 Parks and Recreation Division
Annual Budget
Highlights of personnel and operations items in the proposed Fiscal Year 2005-06 Parks
and Recreation Division General Fund budget were presented. There were no capital
outlay requests in the proposed Parks and Recreation General Fund budget, however,
there are three items totaling about $54,000 that will be carried forward as a one-time
cost in the SPDC Operating Fund as authorized by Texas Revised Civil Statutes Article
5190.6, Section 4B. The proposed budget reflects a $1,385 increase from the previous
year's budget. Staff asked the Board for their recommendation(s) to present to City
Council.
Some of the concerns/observations expressed were:
• Contracting of planning services that were previously provided by the park
planner - Updates to the Park Master and Trail Master plans which are
conducted every 4 years will be done in-house by the planning and parks
departments. Staff believes there is more cost benefits to contracting planning
services as needed, as opposed to keeping someone on staff for those projects.
• Parks Department loss of control over the park planning process - A
suggestion was made by Parks Board member Mills to have a specific position
in the planning department have at least dotted line
responsibility/accountability to the director of the parks and recreation
department.
August 15, 2005 Parks Board Meeting Minutes
Page 2 of 6
Official Minutes
Approved by Parks and Recreation Board
AMENDED 9/12/05
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Although the master planning process will be spearheaded by the planning
department by providing staff and assistance to develop the plans, those
documents will remain under the direction of the parks and recreation
department and staff will continue in-depth involvement and oversight of
them. Staff does not feel there will be any loss of control of the planning
process, but instead will gain efficiency and more control by having more
resources, by being able to review documents on a more frequent basis and by
having the information more readily available to make changes at-will on a
two-year basis.
The most recent park master and trail plans have been the best prepared
master plans according to Parks Board member Georgia. She did not favor
having consultants handle the updates.
Parks Board member Peebles felt the continuity of having in-house staff
control was important in the long-term planning process.
Parks Board member Galpin liked the idea of the planning department being
involved because they added overlay information that was not previously
included in the process.
• Additional park department staff - Ms. Galpin supported more staff being
proposed for the department.
• Funding source for the upcoming parks department management study - Mr.
Mills suggested funding of the management study for the Parks and
Recreation Department be handled the same as the funding for the DPS and
Public Works management studies.
Mr. Mills suggested bringing the $54,000 proposed to be expended out of the
SPDC Operations Budget for one-time park department items, back into the
Parks department General Fund budget where it would have been accounted
for in prior fiscal years.
A suggestion was made to share funding of the parks department management
study with the Community Services (161) General Fund budget.
A motion was made to recommend the approval of the division annual budget with
the following two items being pursued: 1) that the management review project be
funded through means similar to the other departments, and 2) assuming success in
that, the dollars currently moved over into the SPDC Operating Fund be brought
back into the division annual budget.
Motion: Mills
Second: Peebles
August 15, 2005 Parks Board Meeting Minutes
Page 3 of 6
Official Minutes
Approved by Parks and Recreation Board
AMENDED 9/12/05
1 The vote continued on the initial motion after further discussion about expenses that were
2 paid through SPDC funds in the past and about having staff explore funding of the
3 management study outside of the Parks and Recreation Division General Fund budget.
4
5 Ayes: None
6 Nays: Cornish, Cox, Galpin, Georgia, Mills, Peebles and Rawls
7 Abstention: None
8 Vote: 0-7
9 Motion failed.
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11 A new motion was made that the Board recommend approval of the division annual
12 budget for Fiscal Year 05-06 with the following two recommendations to staff that
13 they explore: 1) that they explore with the City Manager's Office and Finance
14 Office to seek that we receive "same as" funding treatment on the management
15 study, and 2) that we seek to see if we can't move the $54,000 in the SPDC
16 Operating Fund budget back into the division annual budget, if item 1 is successful.
17 Motion: Mills
18 Second: Peebles
19 Ayes: Cornish, Cox, Galpin, Georgia, Mills, Peebles and Rawls
20 Nays: None
21 Abstention: None
22 Vote: 7-0
23 Motion carried.
24
25 Agenda Item No. 5C. Consider: Proposed FY 2005-06 to FY 2009-10 SPDC Capital
26 Improvement Plan
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28 The Park Board will take action on this item at a special joint Parks Board/SPDC meeting
29 scheduled August 22, 2005. Staff presented an overview of the SPDC Capital
30 Improvement Plan and highlighted the items proposed in the FY 2005-06 Capital budget.
31 See attached spreadsheet for items contained in the FY 2005-06 Capital budget. (The
32 spreadsheet will become a part of the official approved minutes on file in the Office of
33 the City Secretary.)
34
35 Some of the concerns and observations mentioned were:
36 • Trails - All trails not directly in the parks are carried as part of the
37 general fund Capital Improvement Plan budget.
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39 Prioritization of trail programs - The Board would like to get a copy of
40 the most current prioritization schedule of CIP projects prior to their
41 August 22 special meeting. They also requested to receive regular
42 updates of the trail projects.
43
44 • Proposed land acquisition - Several members expressed concern over
45 the $2.5 million proposed for land acquisition in FY 2005-06 while the
46 Bicentennial west lighted fields and roads were shown on the Proposed
August 15, 2005 Parks Board Meeting Minutes Page 4 of 6
Official Minutes
Approved by Parks and Recreation Board
AMENDED 9/12/05
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SPDC CIP 2004-2008 spreadsheet for funding in FY 2007-08 and
wanted staff to explain why $2.5 million was needed for land
acquisition. Staff elected to move the land acquisition item up on the
priority schedule due to several factors. One is the scarcity of large
land parcels and the aggressive development in Southlake of those
remaining pieces. Staff explained that the Bicentennial Park expansion
of the west lighted fields involves a major undertaking with
sponsorships/agreements to fund a major facility and more time is
needed to allow the process to mature. Land acquisition options for
park land have been explored and identified but cannot be discussed at
this time.
• Sale of Bonds - Staff is working with the Finance Department director
and may seek permission from SPDC to sell approximately $4.5
million in bonds in November 2005.
• Noble Oaks Park Improvement (currently ranked #12 on priority
spreadsheet) - Construction for the City's entry portal will begin soon.
Traffic counts indicate a higher traffic area than was originally thought
the area would carry. Because the area is highly visible and more
heavily traveled, this project may need to be reconsidered to be moved
up on the funding priority list.
• Coker Trail Head - $20,000-$30,000 could provide a parking facility
and trailhead.
Staff shared information and answered questions about each of the projects listed on the
Proposed SPDC CIP 2005-08 spreadsheet for FY 2006-07, FY 2007-08, FY 2008-09, and
FY 2009-10.
A motion was made and amended to TABLE this item until August 22, 2005.
Motion:
Georgia
Second:
Rawls
Ayes:
Cornish, Cox, Galpin, Georgia, Mills, Peebles and Rawls
Nays:
None
Abstention:
None
Vote:
7-0
Motion carried.
Agenda Item No. Adj ournment
A motion was made to adjourn at 8:43 p.m.
Motion: Cox
Second: Georgia
Ayes: Cornish, Cox, Galpin, Georgia, Mills, Peebles and Rawls
Nays: None
Abstention: None
August 15, 2005 Parks Board Meeting Minutes
Page 5 of 6
Official Minutes
Approved by Parks and Recreation Board 9/12/05
1 Vote: 7-0
2 Motion ca ied.
3
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4 C
6 Frank Cornish
7 Parks & Recreation Board Chair
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11 Mike Mills
12 Parks & Recreation Board Secretary
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15 Attachment: Item 5C - CIP FY 05-06 CIP Budget - Worksheet (5c-27)
August 15, 2005 Parks Board Meeting Minutes Page 6 of 6
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