2004-11-08
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 November 8, 2004
5 MINUTES
6
7 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
8 Georgia, Secretary; Elaine Cox, Liz Durham, Emily Galpin, Mike Mills, Katrina Peebles,
9 and Cara White.
10
11 Board Members Absent: None
12
13 Staff Members Present: Director of Community Services Malcolm Jackson, Steve
14 Polasek, Deputy Director of Community Services and Steve Moore, Recreation
15 Superintendent.
16
17 Guests: Lou Ann Heath, president, Southlake Historical Society; Jack Weisman,
18 historian, Southlake Historical Society; Jerroll Shivers, long-time resident of Southlake
19
20 REGULAR SESSION
21
22 Agenda Item No. 1. Call to Order
23
24 Chairman Rawls called the meeting to order at 7:00 p.m.
25
26 REPORTS
27
28 Agenda Item No. 4. Administrative Comments
29
30 The following administrative comments were announced:
31
32 A. Southlake Girls Softball Association Fundraising Sign - As part of the
33 Association's fundraising efforts to construct the plaza area playground and
34 covered pavilion at Bob Jones Park four-plex, a 4 x 6-foot sign will be erected
35 to draw attention to the fundraising drive and provide information on how
36 people can contribute.
37
38 B. Veterans Day Event at Senior Activities Center - Board members were
39 invited to attend a special Veterans Day Meals on Wheels lunch program on
40 November 9 at the Senior Center to honor Southlake veterans.
41
42 C. Corps of Engineers Environmental Assessment - Board members received a
43 copy of the Corps of Engineers Programmatic Environmental Assessment
44 (EA) and draft "Finding of No Significant Impact" (FONSI) regarding the
45 revision of the mowing, underbrushing and access path Guidelines for
46 Grapevine and Lewisville lakes. The official document is available for public
November 8, 2004 Parks Board Meeting Minutes Page 1 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 review at the Lewisville and Grapevine libraries and Corps offices. A public
2 meeting will be held on November 16, 7:00 p.m. at the Lewisville High
3 School auditorium at 1098 West Main Street, Lewisville. Notice of the
4 availability of the EA will be advertised on the City's cable, website and news
5 releases.
6
7 D. Holiday Celebration The City of Southlake and Southlake Town Square,
8 Incorporated will host the annual tree lighting and holiday celebration
9 Saturday, November 20, 6:00 - 8:30 p.m. at Town Square.
10
11 E. Texas Recreation and Parks (TRAPS) Conference - Region 2 and 3 will hold
12 a conference November 18 and 19 in Grapevine. Board members interested in
13 attending the sessions and/or the awards luncheon may contact Linda
14 Carpenter-Elgin to register. Of special importance, the City of Southlake,
15 Keep Southlake Beautiful and Liberty Garden will be presented a TRAPS
16 award during the luncheon on November 19.
17
18 CONSENT AGENDA
19
20 Agenda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
21 minutes of October 11, 2004.
22
23 A motion was made to approve the October 11, 2004 meeting minutes as presented.
24 Motion: Georgia
25 Second: Cornish
26 Ayes: Cornish, Cox, Durham, Georgia, Mills, Peebles, Rawls and White
27 Nays: None
28 Abstention: Galpin
29 Vote: 8-0
30 Motion carried.
31
32 ADDITIONAL INFORMATION ON CONSENT ITEMS
33
34 Agenda Item No. 3-A. Approval of the October 11, 2004 meeting minutes. Minutes were
35 approved as presented.
36
37 REGULAR AGENDA
38
39 Agenda Item No. 4. Public Forum
40
41 Chairman Rawls opened the Public Forum. No one was present to address the Board.
42 Public Forum was closed.
43
44 Agenda Items No. 5-A. Absence of Parks and Recreation Board members (standing
45 item).
46
November 8, 2004 Parks Board Meeting Minutes Page 2 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 The Board considered the absence of Park Board member Emily Galpin from the October
2 11, 2004 Park Board meeting.
3
4 A motion was made to approve the absence of Emily Galpin at the October 11 board
5 meeting.
6
7 Motion: Cornish
8 Second: Cox
9 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
10 Nays: None
11 Abstention: None
12 Vote: 9-0
13 Motion carried.
14
15 Agenda Item No. 5-B. Election of Parks and Recreation Board officers for 2004-05
16
17 As part of the motion to amend Section 12-78 of the City Code to allow for the election
18 of Park Board officers "as soon as practicable after the annual appointments," City
19 Council requested that Parks Board conduct elections of officers for 2004-05. The officer
20 positions are: Chair, Vice-Chair and Secretary.
21
22 Motions were made by Mary Georgia to nominate Mike Mills as Secretary; Liz Durham
23 motioned to nominate Mike Mills for the office of secretary, Frank Cornish for the office
24 of Vice-Chair and Bobby Rawls for the office of Chair. Mike Mills motioned to nominate
25 Frank Cornish as Chairman and Emily Galpin recommended Frank Cornish as Chair and
26 Mary Georgia as Vice-Chair. A vote was not held on these motions, but instead was
27 called for each individual office as follows.
28
29 Chair
30
31 Bobby Rawls withdrew his name from the nomination to the Chair position and made a
32 motion to elect Frank Cornish as Chair.
33 Motion: Rawls
34 Second: Galpin
35 Ayes: Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
36 Nays: None
37 Abstention: None
38 Vote: 8-0
39 Motion carried.
40
41 Vice-Chair
42
43 A motion was made to select Mary Georgia for Vice-Chair.
44 Motion: Galpin
45 Second: Rawls
46 Ayes: Cornish, Cox, Durham, Galpin, Mills, Peebles, Rawls and White
November 8, 2004 Parks Board Meeting Minutes Page 3 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 Nays: None
2 Abstention: Georgia
3 Vote: 8-0
4 Motion carried.
5
6 Secretary
7
8 A motion was made to select Mike Mills as Secretary.
9 Motion: Rawls
10 Second: No second motion was given.
11 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Mills, Peebles, Rawls and White
12 Nays: None
13 Abstention: None
14 Vote: 9-0
15 Motion carried.
16
17 Newly elected Chair Frank Cornish presided over the meeting from this point forward.
18
19 Agenda Item No. 5-C. Recommendation to approve a Community Services Agreement
20 with the Bob Jones Nature Center contingent upon their receipt of 5016 non-profit status
21
22 The Bob Jones Nature Center (BJNC) is a community-based organization formed to
23 provide educational and recreational programs relating to nature. It operates under a
24 Board of Directors, bylaws and is in the process of receiving their non-profit status.
25
26 The Community Services Agreement is for the term January 1, 2005 - December 31,
27 2005. No funding is requested as part of the proposed Agreement.
28
29 Copies of the "Bob Jones Nature Center Preliminary Development Plan" (a synopsis of
30 the Nature Center Report completed in 2002) and flyer about the November 15' SPIN
31 meeting were distributed. A copy of the Plan will be attached to the official meeting
32 minutes on file in the Office of City Secretary.
33
34 Emily Galpin, president of BJNC, and Park Board member, 1481 Post Oak Trail,
35 addressed the Board on the proposed Agreement and requested that the wording "The
36 City shall provide..." be changed to "The City shall offer..." on Page 5C-4, (2).
37
38 Ms. Galpin, Mr. Polasek and Mr. Jackson addressed questions from the Board regarding
39 provisions in the Agreement pertaining to meeting rooms, involvement with school
40 districts other than CISD, janitorial responsibilities of the building, process for
41 refinement and amendments to the agreement in areas of janitorial and other
42 responsibilities.
43
44 A motion was made to approve the Community Services Agreement with the Bob
45 Jones Nature Center contingent upon their receipt of 5016 non-profit status, and to
November 8, 2004 Parks Board Meeting Minutes Page 4 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 include the amendment to the language on Page 5C-4(2) to read "offer" instead of
2 "provided."
3 Motion: Durham
4 Second: White
5 Ayes: Cornish, Cox, Durham, Georgia, Mills, Peebles, Rawls and White
6 Nays: None
7 Abstention: Galpin
8 Vote: 8-0
9 Motion carried.
10
11 Agenda Item No. 6-A. Discussion: Log Cabin
12
13 Lou Ann Heath, 1351 Lakeview Drive, president of the Southlake Historical Society,
14 introduced Jack Weisman, 2607 West Southlake Boulevard, historian for the Southlake
15 Historical Society and Jerroll Shivers, a long-time resident with Southlake ancestors
16 dating back to the 1800s.
17
18 Ms. Heath and Mr. Weisman addressed the Board about the future placement of the log
19 cabin within the City's park system at Town Square and answered questions.
20
21 Mr. Rawls left the meeting at this time.
22
23 Several location options at Town Square were suggested: the Carroll Avenue Park
24 (behind theatres), Summit Park (adjacent to the Brownstones), and a triangular piece of
25 land surrounded by the Brownstones across the street from the eastern parking garage.
26
27 Southlake Historical Society was encouraged to promote the log cabin at upcoming
28 public meetings to rally support for the proposed location.
29
30 Jerroll Shivers, 1800 North White Chapel, addressed the Board with information about
31 the barn and log cabin and the importance of placing the log cabin in a highly visible
32 location.
33
34 The Southlake Historical Society was seeking direction and a recommendation from the
35 Parks and Recreation Board to the City Council that the log cabin be erected in one of the
36 Town Square parks. After some discussion, the Board agreed that although they do
37 support the Southlake Historical Society's efforts in locating the log cabin in one of the
38 Town Square parks, it would be appropriate to coordinate the placement of the log cabin
39 in a Town Square park as part of the Park Master Plan process which will be coordinated
40 with Cooper & Stebbins.
41
42 Agenda Item No. 7. Liaison Reports
43 Board members reviewed the following:
44
45 (a) Recreation/Special Events - HarvestFest was a huge success in
46 conjunction with the Grand Opening of the Softball Complex at Bob Jones
November 8, 2004 Parks Board Meeting Minutes Page 5 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 Park held Saturday, October 23. Chairman Cornish and Park Board
2 member Durham acknowledged everyone's efforts in making the event so
3 successful, especially the efforts by Park Board member Emily Galpin and
4 city staff. There were 362.5 patrons just for the Halloween Walk!
5
6 (b) Youth Sports Associations - Baseball and lacrosse have completed the
7 season. Lacrosse is currently trying to recruit girls for a middle school
8 team and will hold a special lacrosse open house this Saturday from 12:00
9 - 2:00 p.m. to encourage 6-8th grade girls to join.
10
11 Basketball teams have been formed with over 130 teams to start the season
12 the first week in December.
13
14 (c) Community Groups - The Bob Jones Nature Center will hold a reception
15 to recognize the winners of the Nature Center photography contest at
16 Pieter Andries Jewelry Store on November 17.
17
18 Keep Southlake Beautiful is accepting working and non-working old cell
19 phones for a fundraising project. Phones may be discarded at the
20 Bicentennial Park Community Center. Proceeds will benefit the
21 Environmental Education Science Grants programs.
22
23 The Board of Directors Training Workshop for management of non-profit
24 organizations will be held November 13, 9:00 a.m. - 12:00 noon at Town
25 Square. Many area non-profit organizations have already said they will
26 attend.
27
28 Southlake Sister Cities invited the Park Board members to attend a
29 Thanksgiving dinner Wednesday, November 9th at Kobeya Japanese
30 Restaurant in Town Square. Council member John Terrell, who recently
31 attended the 400th Anniversary celebration for Toyoma, Japan will present
32 a slide presentation of his trip.
33
34 (d) SPIN - A citywide meeting will be held Monday, November 15 at Town
35 Square to discuss the Bob Jones Nature Center development.
36
37 On Monday, November 29, SPIN will hold the second in a series of the
38 Transportation Forum at Town Hall.
39
40 (e) SPDC - Monthly meeting was cancelled.
41
42 (f) JUC - JUC toured the CIS facilities to explore possible joint uses of the
43 building at its October 13, 2004 meeting.
44
45 (g) City Council Monthly Report - Katrina Peebles presented the Park Board
46 Report at the November 2 City Council meeting.
November 8, 2004 Parks Board Meeting Minutes Page 6 of 7
Official Minutes
Approved by Parks and Recreation Board 12/13/04
1 Other Items - Gold Member City Award - Park Superintendent Steve Moore gave a brief
2 presentation about a recognition award the City received at the annual Texas Amateur
3 Athletic Federation (TAAF) meeting in Round Rock on September 20. The gold Member
4 City Award is awarded for outstanding registration support from teams, individuals and
5 training programs. This is the second year in a row that the City has received the Gold
6 Member City Award.
7
8 Agenda Item No. 8. Adjournment
9
10 The meeting was adjourned at 8:30 p.m.
11
12 C
13
14 Frank Cornish
15 Parks & Recreation Board Chair
1
6 /
17
18 i t
19 Mike Mills
20 Parks & Recreation Board Secretary
21
22 Attachments: (Attached to approved meeting minutes on file with the City Secretary)
23 Item 2A - Admin. Comments: Copy of the COE Environmental Assessment of Maintenance Guidelines
24 Item 5-C. "Bob Jones Nature Center Preliminary Development Plan" handout
25
November 8, 2004 Parks Board Meeting Minutes Page 7 of 7