2005-07-11Official Minutes
Approved by Parks and Recreation Board 8/8/05
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
July 11, 2005
MINUTES
Board Members Present: Frank Cornish, Chairman; Mary Georgia, Vice Chairman;
Mike Mills, Secretary; Liz Durham and Cara White
Board Members Absent: Elaine Cox, Emily Galpin and Bobby Rawls
Staff Members Present: Steve Polasek, Deputy Director of Community Services; and
Steve Moore, Recreation Superintendent.
Guests: None
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Cornish called the meeting to order at 7:01 p.m.
REPORTS
Agenda Item No. 2. Administrative Comments
A. Special Park Board Meeting to Consider Budget and Capital Improvement
Plan - The Board agreed to hold the meeting Monday, July 25 at 6:00 p.m.
at Bicentennial Park Community Center, subject to conflict with a SPIN
Citywide meeting.
CONSENT AGENDA
Agenda Item No. 3A. Consider: Approval of the Southlake Parks and Recreation Board
meeting minutes of May 31, 2005 and June 13, 2005 meetings.
A motion was made to approve the meeting minutes of May 31, 2005 as stated.
Motion: Georgia
Second: Durham
Ayes: Cornish, Durham, Georgia, Mills
Nays: None
Abstention: White
Vote: 5-0-1
Motion carried.
A motion was made to approve the meeting minutes of June 13, 2005 with the
striking of Galpin and White from line 33 on page 3.
July 11, 2005 Parks Board Meeting Minutes Page 1 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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Motion:
Georgia
Second:
White
Ayes:
Cornish, Durham, Georgia, White
Nays:
None
Abstention:
Mills, Peebles
Vote:
4-0-2
Motion carried.
REGULAR AGENDA
Agenda Item No. 4. Public Forum
Chairman Cornish opened and closed the Public Forum at this time. No one was present
to speak specifically during Public Forum, however, several people were present to speak
during consideration of the agenda item 5B at which time Public Forum was reopened.
Agenda Item No. 5A. Consider: Absence of Parks and Recreation Board Member(s) -
standing item
The Board considered the absences of Mike Mills, Elaine Cox and Katrina Peebles from
the Park Board meeting held June 13, 2005.
A motion was made and amended to excuse the absence of Park Board members
Mike Mills, Katrina Peebles and Elaine Cox from the June 13, 2005 Parks and
Recreation Board meeting.
Motion: Georgia
Second: White
Ayes: Cornish, Durham, Georgia, and White
Nays: None
Abstention: Mills and Peebles
Vote: 4-0-2
Motion carried.
Agenda Item No. 5B. Consider: Recommendation for Trail Sign Desien in the Corps of
Engineers Lease at Lake Grapevine
The Community Services D artment was seeking approval of sign construction within
the parks, trails and leas areas at Bob Jones Park through the Park Board and City
Council with final., from the Corps of Engineers Real Estate Division. The
Board received photocopies of the signs that were erected by Southlake resident Robert
Johnson and photos of the signs recommended by the Corps, which utilizes international
symbols. The Southlake Mounted Patrol is also working with Southlake DPS to perform
GPS marking of various trail locations to assist with emergency rescue and prefer to
locate GPS coordinates on the traditional Corps marker types.
July 11, 2005 Parks Board Meeting Minutes Page 2 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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Staff recommended allowing Mr. Johnson to continue trail sign construction following
traditional Corps sign types in conjunction with Southlake Mounted Patrol and DPS, as
well as removal of the previously installed signs.
Public Forum was reopened.
Robert Johnson, 1110 Harbor Retreat, Southlake, apologized for not going through the
proper channels to erect the signs. He spoke in favor of having signs that are consistent
and easily understood. He explained the motive for placing the signs in the Park and
pointed out that his signs give patrons information about where they are going without
having to consult a map. In an informal Internet poll of what people would like to see on
trail signs, most respondents said they would like to see signs at intersections, mileage
markers, and points of hazards. Mr. Johnson said his signs would work well with GPS
markers. Mr. Johnson is willing to supply the sign materials, make the signs, and handle
installation and maintenance.
Mr. Johnson was commended for his efforts and initiative in constructing and placing the
signs to aid trail users in Bob Jones Park.
Moriana Hammer, Southlake resident since 1995, related a personal experience of getting
lost in the area while riding horseback and spoke in support of the need for directional
signage on the trails. She praised Mr. Johnson's initiative and was disappointed that
someone had complained about the signs.
Julie Landesberg, 305 E. Bob Jones Road, president of Cross Timbers Equestrian Trails
Association and Southlake Mounted Patrol, related past efforts in working with a variety
of administrations to gain GPS locators for the area and signs.
Shay Sabbatis, 850 Harbor Court, supported the wording on the trail signs since her
children can easily identify the names/directions.
Jamie Galis, 885 Harbor Court, supported using arrows and succinct signage. Although
GPS and other required Corps information is important for signs at trailheads, it is very
important that the signs at trail intersections give destination directions.
Jim Galis, 885 Harbor Court, echoed the same sentiments as the previous speakers and
was grateful for the signage that Mr. Johnson had provided.
Paul West, 1013 Quail Run, said he was happy about the signs Mr. Johnson had erected.
Mr. West noted that his daughter and friends meet at "Hangman's Tree" for horseback
riding and joked that the sign should be renamed "Hang Robert Johnson Tree!"
Tommy McFall, 860 Harbor Court, emphasized the importance of having signs on the
trails. Obtaining uniformity and total agreement on the signage between all the
communities and governmental entities associated with the trail system around Lake
Grapevine may be a very distant reality; however, the City of Southlake has an
July 11, 2005 Parks Board Meeting Minutes Page 3 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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opportunity to take the initiative and cut through the red-tape to get the signage in place.
Mr. McFall commended the Park Board's farsightedness in addressing this need. He
hoped that the signs erected by Mr. Johnson would not be removed until other Corps of
Engineer approved signs are erected.
Public Forum was closed.
These thoughts were provided:
• Signs should include GPS location coordinates and markers
• Signs need arrows to indicate directions and hex to indicate destinations
• Signs placed at trail intersections
• Have Corps of Engineer's universal symbols on top portion of the lower half
of the sign pole
• Signs should have bold mile marker or a number location to be added at a
later date
• All signs shall be numbered as a trail marker
• Use nomenclature that gives specific known landmarks (ie., "Lake" or "Scenic
Outlook" instead of "Hangman's Tree"). Have staff make trail name
recommendations that are less inflammatory than some of the current names.
• Work together with the Southlake Mounted Patrol, DPS, Corps of Engineers
and City staff in the development of proper signage and placement
• Sign height should be 5 or 6 feet clearance
• Final approval on all aspects of design, language and placement to be obtained
from the Corps of Engineer
• Add the Corps' markers to the existing signs
• Need the identification numbers for the trail markers on the map
The Board requested a copy of the map referenced in the email from Emily Tennill, Park
Ranger, to Robert Johnson that was in the meeting packet.
A motion was made to recommend that the Parks Board accept the signs that are
existing, move forward with the same design concept with of the arrows, with the
scored names on there, with the addition of the Corps traditional markers below
that, with numbered markers on the sign posts and possibly future mile marking at
designated intersections corresponding with the Corps map upon Board's approval
and for the future placement into the other aspect of the Corps property as well as
the Southlake property. Added to motion: The height of the signs to be 5-6 feet and
design per guidelines of the United States, U.S. Forest Service and with staffs final
approval before any placement of signs.
Motion: Durham
Second: White
Ayes: Cornish, Durham, Georgia Mills, Peebles and White
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
July 11, 2005 Parks Board Meeting Minutes Page 4 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
2 Agenda Item No 5C Consider: Confirmation of Acceptance of Gift of Pedestrian Bridge
3 in Timarron
4
5 The suspension bridge currently spans Bear Creek and is the property of the Timarron
6 Homeowner's Association (HOA). The bridge is 60 feet long and 8 feet wide and is in
7 very good condition. Timarron expects no payment for the bridge itself but asks that the
8 City pay to move it to the City's selected location crossing the drainage channel near the
9 fishing pavilion in Bob Jones Park.
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11 In February 2004, the Park Board voted to accept the bridge on the condition the Board
12 would be approached with final cost estimates when Timarron had received them. At this
13 time, staff recommends working with Jim Bowman Construction Company to remove the
14 bridge, install new concrete abutments in Bob Jones Park and place the bridge on the
15 abutments for no more than $23,000. Funding is available in the Park Dedication Fund.
16 The project would be a cost reimbursement to the Timarron HOA.
17
18 Staff answered questions about the funding and line items described in the cost estimate
19 provided by Bowman Construction to Timarron HOA, the scope of the project and the
20 proposed bridges for Bicentennial Park as shown in the Park Master Plan. Other possible
21 site locations for the bridge were investigated by staff, however, the site in Bob Jones
22 Park was the optimal location. Ms. White suggested placement of the bridge over the
23 creek near the electrical plant on Dove Road.
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25 A motion was made to approve the acceptance of Timarron bridge through
26 reimbursement to Timarron Homeowner's Association not to exceed $23,000 for the
27 removal, transport and installation of the bridge at Bob Jones Park and that the
28 installation design with the abutment design be sensitive to ease of relocation if so
29 determined to be necessary in the future.
30 Motion: Mills
31 Second: Durham
32 Ayes: Cornish, Durham, Georgia, Mills, Peebles, and White
33 Nays: None
34 Abstention: None
35 Vote: 6-0
36 Motion carried.
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38 Agenda Item No. 5D. Consider: Recommendation to City Manager Regarding Variance
39 to Allow Alcohol in Rustin and Family Parks during the Annual Oktoberfest in Town
40 Square
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42 The Southlake Chamber of Commerce will hold the annual Southlake Town Square
43 Oktoberfest event October 7-9, 2005. As with past Oktoberfest events, beer and wine
44 sales are planned for this year. A multi-year Specific Use Permit issued by the City
45 Council allows for alcohol during the event, but does not provide authorization to possess
46 or consume alcohol within the City parks as prohibited under Section 12-32(1) of the City
July 11, 2005 Parks Board Meeting Minutes Page 5 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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Code. With exception of the parks, visitors may legally access the entire event area while
possessing alcoholic beverages. In order to provide continuity throughout the site it is
requested that alcohol possession and consumption be considered within Rustin and
Family parks during the event. A variance may be granted by the City Manager under
Section 12-33 and requires Parks and Recreation Board to provide a recommendation.
A motion was made to move forward on the recommendation to City Manager
regarding the granting of a variance to allow alcohol within Rustin Park and Family
Park during the annual Octoberfest in Town Square and to also approve in
conjunction with the SUP approval. Mr. Mills added into the motion that the intent of
the motion was that the recommendation apply to all years contained in the
Council's SUP.
Motion: White assisted by Mills
Second: Georgia
Ayes: Cornish, Durham, Georgia, Mills, Peebles, and White
Nays: None
Abstention: None
Vote: 6-0
Motion carried.
Agenda Item No. 5E. Consider: Request for Funding for Liberty Garden Phase II to
include SPDC Matching Funds and Other Funding Sources
The Liberty Garden Committee has developed the design and cost estimates for Phase II
of the project. Phase II will feature a labyrinth formed from hedgerows and footpaths and
a fountain and benches as the central feature. Phase II will complete the Liberty Garden
project. Estimated cost for the Phase II project is $140,070.
Two requests for funding were presented. The Liberty Garden Committee requested
$15,000 in SPDC matching funds and the balance of $110,070 from other funding
sources. Approval of the request will require a $5,000 transfer from the SPDC Operating
Fund to the SPDC CIP Fund for the matching funds request and $110,070 to fund the
balance. Funding for this project is not specifically identified in the current SPDC budget,
however, funding is available as sales tax receipts are anticipated to exceed projections
by approximately $300,000. The Liberty Garden Committee would like for Phase II to be
completed by October 2005.
Staff was asked to confirm the amount of SPDC matching funds that were allocated for
the BooBoo's Buddies Community Dog Park project.
Liz Durham, Park Board member and a Liberty Garden Committee representative,
provided a brief presentation to the Board on the request. Other funding options were
presented, including using Park Dedication Funds. Staff s recommendation was to pursue
SPDC matching funds rather than seek funding through the Park Dedication Fund.
July 11, 2005 Parks Board Meeting Minutes Page 6 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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Mr. Mills expressed concern about moving Operating Funds to cover CIP projects and
suggested that rather than transferring money from operating funds to capital funds, to
instead authorize funds from the FY 2005-06 SPDC budget.
Staff was asked to review the past motion by the Council regarding the scope and funding
for the original phase of Liberty Garden (garden and pavilion).
A motion was made that the Parks Board recommend approval of the request for
funding to include SPDC matching funds composed of any Phase I matching funds
that remain, plus any available 04-05 matching funds in the amount not to exceed
$15,000 total; and additional funding, not to exceed $110,070, from other sources for
construction of Phase II of the Liberty Garden.
Motion: Mills
Second: Georgia
Ayes: Cornish, Georgia, Mills, Peebles and White
Nays: None
Abstention: Durham
Vote: 5-0-1
Motion carried.
Agenda Item No. 6. Discussion: No items this agenda.
Agenda Item No. Liaison Reports:
A. Recreation/Special Events - Southlake Stars & Stripes on July 3 at Town
Square was wonderful and went exceptionally well.
A. Youth Sports Associations - Twenty-five participants from the Southlake
Track Team qualified at the Regional TAAF Track Meet last week in
Burleson to participate in the State track meet Waco. A number of the
participants qualified for more than one event. Congratulations to the
coaches and teams!
B. Community Groups - KSB hosted the quarterly Clean Up on Saturday,
July 9.
C. SPIN - SPIN will hold a meeting July 12.
D. SPDC - SPDC will meet July 19.
E. JUC - There was no liaison report at this time.
F. City Council Quarterl~Reports - Mike Mills will handle the July 19 Park
Board Quarterly Report to City Council.
July 11, 2005 Parks Board Meeting Minutes Page 7 of 8
Official Minutes
Approved by Parks and Recreation Board 8/8/05
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Agenda Item No. 8. Adjournment
A motion was made to adjourn at 9:42 p.m.
Motion: Georgia
Second: White
Ayes: Cornish, Durham, Georgia, Mills, Peebles and White
Nays: None
Abstention: None
Vote: 6-0
7rried.
L
Frank Cornish
Parks & Recreation Board Chair
44460pu
Mike Mills
Parks & Recreation Board Secretary
July 11, 2005 Parks Board Meeting Minutes Page 8 of 8
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