2004-07-12
r
Official Minutes
Approved by Parks and Recreation Board 8/9/04
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3 July 12, 2004
4 MINUTES
5
6 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
7 Georgia, Secretary; Elaine Cox, Emily Galpin, Liz Durham, Mike Mills, Katrina Peebles,
8 and Cara White.
9
10 Board Members Absent: None
11
12 Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
13 Polasek, Deputy Director of Community Services; Steve Moore, Recreation
14 Superintendent and Chris Carpenter, Senior Park Planner.
15
16 REGULAR SESSION
17
18 Agenda Item No. 1. Call to Order
19
20 Chairman Rawls called the meeting to order at 7:00 p.m.
21
22 REPORTS
23
24 Agenda Item No. 4. Administrative Comments
25
26 Director Jackson reported the following administrative comments:
27
28 A. Introduction and Oath of Office of new Park Board members - New Parks
29 and Recreation Board members Katrina Peebles and Mike Mills and
30 reappointed Park Board members Liz Durham and Mary Georgia were
31 welcomed to the Board. All members were administered the Oath of
32 Office in unison by Director Jackson.
33
34 B. Input on Corps of Engineers Shoreline Management Guidelines Revisions
35 - From the information received from the public and the Parks Board,
36 staff developed and provided the U.S. Army Corps of Engineers a
37 response for their consideration during the review of their guidelines for
38 maintaining shorelines and vegetation on Corps property around
39 Grapevine and Lewisville Lakes. A copy of the response letter is attached
40 to the minutes.
41
42 CONSENT AGENDA
43
44 Agenda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
45 minutes of June 14, 2004.
46
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1 A motion was made to approve the June 14, 2004 meeting minutes as presented.
2 Motion: Georgia
3 Second: Cox
4 Ayes: Cornish, Cox, Georgia, Galpin, Rawls and White
5 Nays: None
6 Abstention: Durham, Mills and Peebles
7 Vote: 6-0
8 Motion carried.
9
10 ADDITIONAL INFORMATION ON CONSENT ITEMS
11
12 Agenda Item No. 3-A. Approval of the June 14, 2004 meeting minutes. Minutes were
13 approved as presented.
14
15 REGULAR AGENDA
16
17 Agenda Item No. 4. Public Forum
18
19 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
20 No one was present to speak during Public Forum.
21
22 Public Forum was closed.
23
24 Agenda Items No. 5-A. Absence Policy for Parks and Recreation Board members and
25 consideration of consecutive absences by current Board members.
26
27 Director Jackson presented the Absence Policy and highlighted its purpose and
28 development. The current governing mechanism, Southlake City Code Section 12-78,
29 allows for members to notify the city secretary or the chairman the day of the meeting
30 they will not be attending and that any member with unexcused absences from two
31 consecutive regular meetings shall be reported to the City Council. There is not an
32 absence policy or procedure in place to identify when absences are to be brought to the
33 Board for consideration in order to grant excused absences.
34
35 Also, the Board is faced with a situation where Park Board member Liz Durham was
36 absent from two consecutive Board meetings, which necessitates consideration by the
37 Board regarding excusing the absences. The "Absence Policy for Parks and Recreation
38 Board Members" will provide the Park Board with a mechanism to consider excusing or
39 not excusing a member's absence as a standing item placed on the meeting agenda and
40 will address the current situation with Ms. Durham's absences.
41
42 Discussion:
43
44 Ms. Durham explained the reasons for her recent absences and her commitment to the
45 Board.
46
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1 A motion was made by Ms. Georgia to approve the Absence Policy for the Parks and
2 Recreation Board members and consideration of consecutive absences by current Board
3 members.
4
5 Discussion:
6
7 Mr. Mills suggested changing the wording in Paragraph I to read, "Prior to missing a
8 meeting" instead of "Members not planning to attend."
9
10 The motion on the table from Ms. Georgia was withdrawn.
11
12 A motion was made to approve the Park and Recreation "Absence Policy for Parks
13 and Recreation Board" with the revision on "Procedure I" wording to start the
14 sentence with "Members who know they will be unable to attend
15
16 Motion: Georgia
17 Second: Mills
18 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, White and Peebles
19 Nays: None
20 Abstention: None
21 Vote: 9-0
22 Motion carried.
23
24 A motion was made to grant the two consecutive absences of Park Board member
25 Liz Durham as excused absences according to the new Policy.
26
27 Motion: Georgia
28 Second: Cornish
29 Ayes: Cornish, Cox, Georgia, Galpin, Mills, Rawls, White and Peebles
30 Nays: None
31 Abstention: Durham
32 Vote: 8-0
33 Motion carried.
34
35 Agenda Item No. 5-B. An ordinance prohibiting the use or operation of "Motor Assisted
36 Scooters" on certain streets, highways, sidewalks, and within city parks and on any city
37 trails.
38
39 DPS Director Rick Black presented information on the proposed "Motor Assisted
40 Scooters" ordinance. The Texas Legislature passed House Bill 3588 in September
41 relating to the construction, maintenance, management and operation of transportation
42 facilities within the State of Texas. A significant amendment was made to the Bill that
43 now allows the use of small electric or gas-powered scooters on any street or highway
44 with a speed limit of 35 miles per hour or less and on any sidewalk. The law allows
45 scooters on the roadways and sidewalks at any hour of the day or night without any
46 lights, warning devises, or safety equipment such as helmets. The law, however, does
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1 allow a municipality to restrict their use if necessary for safety. For many reasons, DPS
2 and concerned citizens believe this amendment creates a more dangerous situation not
3 only for children, but all the residents.
4
5 DPS conducted a web-based survey on the subject to allow for citizen input. The majority
6 of respondents (61%) of the 236 households that responded to the survey believed some
7 restriction are needed. The proposed ordinance was drafted to restrict the use of electric
8 and motorized scooters on certain streets, highways, sidewalks and within city parks and
9 on any city trails. Because the ordinance would impact parks and trails, DPS is presenting
10 the proposed ordinance to the Parks Board for their feedback and direction.
11
12 Chief of Police Marlin Price reviewed the history of the law that allows the use of
13 scooters on roadways, the results of the DPS citizen survey conducted on the matter, the
14 development of the City's ordinance in response to that law, the purpose and intent of the
15 proposed ordinance and the specific components it contains. See attached ordinance draft
16 for contents.
17
18 Discussion:
19
20 Ms. Durham commented on her sons' experiences with their scooters and suggested the
21 ordinance allow the use with the issuance of a learner's permit, which would mean the
22 student had to at least have taken driver's training. Ms. Durham also recommended
23 clarifying signage on the trails that are designated as trails on the Master Trail Plan.
24
25 Director Black explained how the age of 16 was derived in the ordinance and the
26 community educational program that will accompany the enforcement of the ordinance.
27
28 Ms. Georgia suggested that a scooter education program be set up that would allow the
29 children that are underage to operate a scooter and still be taught the rules of the road.
30 Director Black said that type of program will be explored.
31
32 Ms. Georgia supported the proposed ordinance with helmets, etc., but also supports the
33 use of scooters in safe, appropriate areas such as quiet, less traveled neighborhood
34 roadways where the speed limit is below 30 mph.
35
36 Director Jackson clarified that electric-only scooters would be allowed in Bicentennial
37 Park on the trail area, with the exception of the area towards the south end where the
38 concessions center is centered among the ball fields.
39
40 Mr. Mills believed the proposed ordinance was fair and balanced and a nice solution to
41 the issue. He asked about current signage in the parks and asked if the wording, "except
42 on City trails when not otherwise prohibited" would include paved as well as unpaved
43 trails. Director Jackson said that current signage on unpaved trails says "no motorized
44 vehicles are allowed."
45
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1 Ms. Galpin commented it would be helpful for the signage on trails where electric
2 scooters are permitted to state a maximum speed limit requirement as a reminder - such
3 as 12 or 15 mph.
4
5 Ms. White questioned the enforcement of the language in the proposed ordinance that
6 requires a citizen to wear a helmet on his or her own private property.
7
8 Ms. Cox had Director Black clarify that the proposed ordinance would restrict riding of
9 the scooters on sidewalks. The ordinance would allow the use of scooters on bike trails
10 (arterial pathway) on FM 1709. There could be issues with the use of the scooters on
11 sidewalks if the sidewalks and/or trails are not clearly designated as an "arterial pathway"
12 and the use is permitted. Director Black said the emphasis would be on providing
13 community education that informs citizens of the locations where the scooters would be
14 permitted in the city instead of adding additional signage. The information could be
15 dispensed through press releases, city webpage, brochures, through SPIN organizations
16 and other avenues such as at local civic events.
17
18 Chairman Rawls prefers using community education avenues to get the word out instead
19 of erecting more signs.
20
21 Director Black summarized the provisions saying, "Electric motorized scooters may be
22 operated on trails that are not signed as prohibiting them, on arterial pathways and on
23 private property." Ms. Durham commented that the ordinance should read that way to
24 avoid confusion with the use of roadways.
25
26 Ms. Cox also favored requiring that some sort of license be issued in order for a youth to
27 be allowed to ride a scooter. Director Black said it could be very appropriate to develop
28 an educational program in which the successful completion is represented by
29 certification. However, there are issues that prohibit the City from granting a license to a
30 youth authorizing their use of scooters. While youths may be taught the skills and tools to
31 operate a scooter in a community education program, the problem lies in the fact that the
32 actions of other drivers cannot be controlled and that is a danger to the riders as well as
33 the motorists.
34
35 Ms. Georgia applauded the DPS efforts in allowing citizen feedback through the survey,
36 but stressed that SPIN meetings should also be held..
37
38 The Board's overall recommendation to DPS about the proposed Scooter Ordinance was
39 that the ordinance needs to provide clearer language as it specifically relates to trails and
40 sidewalks and the requirement to wear a helmet on private property. The Board
41 specifically mentioned Section 1, (1), (3) (Page 5B-3) and Section 18-103, (a)(2)(B) on
42 Page 5B-6.
43
44 A motion was made to approve the ordinance prohibiting the use or operation of
45 "Motor Assisted Scooters" on certain streets, highways, sidewalks, and within city
46 parks and on any city trails, with the request that clearer language be included in
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1 this, in specific related to trails and sidewalks and also as the Board questioned
2 Director Black, some clarification on the helmet requirement on personal and
3 private property.
4
5 Motion: White
6 Second: Durham
7
8 Ms. Georgia added the request that there be SPIN meetings held on this issue. Ms. White
9 also suggested handing out flyers at the Oktoberfest event to help educate the public.
10
11 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, White and Peebles
12 Nays: None
13 Abstention: None
14 Vote: 9-0
15 Motion carried.
16
17 Agenda Item No. 5-C. Recommendation to City Manager regarding variance to allow
18 alcohol in Rustin and Family parks during the annual Oktoberfest in Town Square.
19
20 Deputy Director Steve Polasek presented the request to grant a variance to allow alcohol
21 in Rustin and Family parks during the Oktoberfest in Town Square for October 1-3, 2004.
22
23 Deputy Director Polasek explained that beer and wine sales occurred at past events and
24 are again planned for this year. With the exception of the park areas, visitors may legally
25 access the entire event area while possessing alcoholic beverages. In order to provide
26 continuity throughout the site it is requested that alcohol possession and consumption be
27 considered within the parks during the event.
28
29 A variance allowing alcohol in the parks may be granted by the City Manager if there is a
30 recommendation by the Parks Board and if a written request is submitted demonstrating
31 the existence of a special circumstance peculiar to the applicant's ability to utilize the
32 City parks(s) and that use of the park(s) by other groups or individuals will not be
33 adversely affected.
34
35 Discussion:
36
37 Board members briefly discussed the request.
38
39 A motion was made to approve the variance to allow alcohol in Rustin and Family
40 parks during the annual Oktoberfest in Town Square.
41
42 Motion: Georgia
43 Second: Cox
44 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, White and Peebles
45 Nays: None
46 Abstention: None
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1 Vote: 9-0
2 Motion carried.
3
4 Agenda Item No. 5-D. Recommendation of park dedication requirements for Town
5 Square, Lots 14 through 30, Block 21, Lots 1 and 2, Block 22, Lots 1 through 10, Block
6 24, and Lots 18 through 22, Block 25 of Town Square.
7
8 Director Jackson introduced the park dedication request for Town Square noted in the
9 caption. The park dedication involves the development of the next phase of Town Square.
10 The area is located to the east of Central Avenue and north of FM 1709. It is a proposed
11 32 lot and 3.870-acre non-residential development, which require the dedication of .8774
12 acres of park land or payment of the equivalent in park dedication fees of $52,644. The
13 applicant has requested to offset the park dedication fees by providing 2.054 acres of park
14 land (Lot 1, Block 22). The developer currently has a park dedication fee credit equal to
15 .67 acres.
16
17 Frank Bliss, representative from Cooper & Stebbins, Town Square developers, and Scott
18 Rogers, CLB Partners (joint venture partner for development of Brownstones), gave a
19 detailed presentation of the request and discussed the components and design of the new
20 two-acre park, known as "The Summit." He explained their design goals to have a park
21 that would be a link between Town Square and the Brownstones. The Summit Park
22 would act as a buffer while at the same time be a centerpiece to the expansion of the
23 development that is occurring on the eastern section of the Town Square, especially with
24 the construction of the Brownstones. They propose a more natural, rustic type park
25 instead of a formal type as seen in Town Square. Mr. Rogers went into great detail of
26 what the site would look like and what the design would achieve.
27
28 Mr. Mills pointed out that the proposed 2.054 acre dedication plus the existing .67 acre
29 credit would cover the dedication requirements for Phase 1 of the Brownstones and leave
30 enough credit for all of phase 2 of the Brownstones and almost all of phase 3. Mr. Bliss
31 concurred.
32
33 Discussion:
34
35 Ms. Durham expressed concern with the park meeting ADA accessibility.
36
37 A motion was made to approve the park dedication requirements for Town Square,
38 Lots 14 through 30, Block 21, Lots 1 and 2, Block 22, Lots 1 through 10, Block 24,
39 and Lots 18 through 22, Block 25 of Town Square as requested.
40
41 The motion was amended to exclude Lot 2, Block 22.
42
43 Motion: Georgia
44 Second: Durham
45 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, White and Peebles
46 Nays: None
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1 Abstention: None
2 Vote: 9-0
3 Motion carried.
4
5 Note regarding motion: During approval of these minutes Mr. Mills pointed out and the
6 rest of the Board concurred, that the intent was to also exclude Lot 1, which is the parcel
7 being dedicated.
8
9 Agenda Item No. 5-E. Proposed FY 2004-05 to FY 2008-09 General Fund and SPDC
10 Capital Improvement Plan.
11
12 Director Jackson presented the proposed General Fund and SPDC CIP budgets and asked
13 for the Board's recommendation and comments to SPDC and City Council.
14
15 Prior to the adoption of the City's overall budget in September for the fiscal year
16 beginning October 1, all capital improvements related to the installation of the city
17 infrastructure and facilities is reviewed as part of the Capital Improvements Plan (CIP).
18 The 5-year CIP that is developed contains the funding sources for the four out-years as
19 well as identifying projects proposed during the current year CIP.
20
21 The proposed CIP and budget is the result of a staff-led CIP Technical Committee that
22 utilized a scoring system to rank all the projects in all of the funding sources (SPDC,
23 Utility Fund, Crime Control District, TIF District, General Fund, etc). This scoring
24 exercise provides a fairly objective ranking of projects in each funding source as a
25 starting point for the budget review period. The proposed plan is preliminary in nature
26 with available funding for projects subject to future sales tax revenue and final review of
27 the SPDC Capital Improvements Plan by the Director of Finance.
28
29 See attached copy of the Technical Committee's recommended proposed budget and CIP
30 for item details and amounts. Director Jackson reviewed each line item in a Powerpoint
31 presentation and answered questions from the Board.
32
33 Discussion:
34
35 Director Jackson answered a question about the drainage of the baseball fields and the
36 water retention problems inherent with a hard surface field and the geographical location.
37
38 Ms. Durham commented about having the details of each of the projects on paper and
39 how that aided her in seeing the big picture of what the present and future developments
40 are.
41
42 Members of the Board were concerned that they did not have enough information to base
43 a recommendation to the SPDC or City Council at the meeting and asked to receive a
44 copy of the Powerpoint presentation and priority worksheets produced by the Technical
45 Committee before they make a recommendation.
46
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1 A motion was made to TABLE this item until the next Park Board meeting and
2 receive additional information.
3
4 A CIP work session or special work meeting of the board was discussed to be scheduled
5 before the August Park Board meeting if possible.
6
7 Motion: Georgia
8 Second: Durham
9 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, White and Peebles
10 Nays: None
11 Abstention: None
12 Vote: 9-0
13 Motion carried to TABLE until the August meeting.
14
15 Agenda Item No. 6-A Discussion: Transition of Uses on Tucker Property
16
17 Senior Park Planner Chris Carpenter led the discussion on the potential uses of the
18 Tucker property and presented an overview of the proposed Transition Plan.
19
20 The City has a one-year lease with Marilyn Tucker, who in turn sub-leases to caretaker
21 David Carter, for the 61 acres of the Tucker property. The lease is basically a no-charge
22 lease in exchange for caretaker services for the property until which time the City is able
23 to have a full-time presence there.
24
25 Mr. Carpenter shared the proposed uses and expected costs, procedural requirements and
26 a time line incorporated in the Plan.
27
28 A copy of the Tucker Property Transition Plan and the Powerpoint presentation are
29 attached to the minutes. The Plan provides a basic blueprint for converting the leased
30 Tucker property into a Nature Center and public use structure.
31
32 Staff has proposed adding $60,000 in the upcoming FY 04-05 SPDC CIP to fund the
33 transition and using $10,000 in FY 03-04 SPDC CIP for planning and inspections.
34
35 Discussion:
36
37 Staff answered questions about maintenance and mowing issues, the location of the
38 Nature Center, and the use of the electronic gate on site.
39
40 Frank Cornish left the meeting at 10: 30 p.m.
41
42 Agenda Item No. 7. Liaison Reports
43
44 Board members reviewed the following:
45
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1 (a) Recreation/Special Events - "Stars and Stripes" was held July 3 at Town
2 Square. Activities included entertainment, food and fireworks at dusk. It
3 was estimated that about 25,000 people turned out for the event, which
4 was a huge success.
5
6 (b) Youth Sports Associations - Leagues have completed their games for the
7 season.
8
9 (c) Community Groups - Ms. Georgia distributed applications for the annual
10 Metroport Garage Sale to be held at Solana to benefit community
11 organizations.
12
13 Ms. Galpin reported that the Nature Center is nearing certification as a
14 non-profit organization. Ms. Galpin and another Sister Cities member will
15 be attending the National Sister Cities International Summit later this
16 month.
17
18 Southlake Historical Society is coordinating with the Carroll Booster Club
19 to present "Dragon History" on August 14 at the Carroll Senior High
20 School. The public is invited to attend and hear tales of the Dragon's 40
21 year traditions.
22
23 (d) SPIN - Next meeting August 10 at Town Hall.
24
25 (e) SPDC - SPDC will meet July 13 to elect officers and consider the SPDC
26 CIP FY 2004-05 budget.
27
28 (f) JUC - JUC will hold its next meeting July 14, 2004.
29
30 The Southlake Tennis Center hosted the Southlake Women's Pro Classic
31 June 28-July 4, which included players from around the world and top
32 collegiate and junior players for the US.
33
34 (g) City Council MonthlyRReport - Frank Cornish will present the Park Board
35 Report at the August City Council meeting.
36
37 Agenda Item No. 8. Adjournment
38
39 A motion was made to adjourn the meeting at 10:45 p.m.
40 Motion: Georgia
41 Second: Durham
42 Ayes: Cornish, Cox, Durham, Georgia, Galpin, Mills, Rawls, Peebles, and White
43 Nays: None
44 Abstention: None
45 Vote: 9-0
46
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1 Mo ' n rrie .
2
3
4 Bobby Rawls
5 Parks & Recr do Board Chair
6
7 -
8 ary Georgia
9 Parks & Recreation Board Secretary
10
L1 Attachments: Item 1B - Corps of Engineers Shoreline Management Guidelines Revision - staff letter dated 7/1/04
12 Item 5A - Absence Policy for Parks and Recreation Board - Policy approved 7/12/04
13 Item 513 - Proposed ordinance prohibiting use of motor scooters within city parks and on trails w/survey
14 Item 5D - Park Dedication for Town Square - The Summit Park
15 Item 5E - FY 2004-05 to FY 08-09 General Fund and SPDC CIP - spreadsheet
16 Item 6A - Transition Plan for Tucker Property - Plan
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i ~
City of Southlake
Parks and Recreation
July 1, 2004
Mr. Randal Mayne
Lake Manager
U.S. Army Corps of Engineers
Elm Fork Project Office
1801 N. Mill Street
Lewisville, Texas 75057-1821
Re: Shoreline Management Guidelines - Grapevine and Lewisville Lakes
Dear Mr. Mayne:
In response to the U.S. Army Corps of Engineers request for input on proposed revisions
to the Shoreline Management Guidelines for Grapevine and Lewisville Lakes, the City of
Southlake, Texas, respectfully submits the following.
In an effort to facilitate discussion and gain community input, 122 letters of invitation for
a public meeting were mailed to Southlake property owners adjoining Corps lands. The
invitations also included a questionnaire for those unable to attend. Eighteen
questionnaire responses were received and are attached for your information. In addition,
fifteen property owners attended the public meeting held June 2, 2004.
Consistent themes included the following:
- Desire to keep the area relatively natural; No development (trails are appropriate)
- Current mowing distance onto Corps property without a permit is adequate
- Allow additional underbrushing to remove nuisance and non-native plants (poison
ivy, poison oak, briars, etc.); Create a more park like setting
- Provide access to shoreline for adjoining property owners to allow clean-up of debris
and trash
- General shoreline guidelines are appropriate but require consistent enforcement;
Current lack of enforcement
- Access paths to adjoining trails and/or shorelines are prevalent. Most average 3' to 4'
in width and are maintained by property owner
- Develop "Adopt-a-Lakefront" program to assist with trash removal and enforcement
of guidelines
"Where fun is serious business!"
400 North White Chapel • Southlake, TX 76092
(817) 481-2 74 • www. i. southlake.tx.us 9 (817) 481-1594 fax
- Lease of Corps lands to the City with possible sub-lease opportunities for adjoining
property owners at the discretion of the City
We also presented this item to our Parks and Recreation Board for their review and
comment.
The City of Southlake appreciates the work by the Corps of Engineers to improve the
management of public lands and supports current review efforts. Recognizing existing
resource limitations, it is recommended that responsibilities associated with any permit
issuance remain under the authority of the Corps of Engineers. We would like to discuss
opportunities for joint enforcement authority regarding regulations to the extent resources
allow.
The City of Southlake currently leases a substantial portion of the Corps property within
the City. It remains our desire to consider the additional lease of remaining Corps
property within Southlake.
We appreciate the opportunity to provide input regarding the draft recommendations for
the Shoreline Management Guidelines and look forward to receiving a copy of the
Environmental Assessment scheduled for release on or around August 1, 2004. Please
contact either myself (817-481-1527) or Deputy Director of Community Services Steve
Polasek (817-481-1543) should you have any questions or require additional information.
Sincerely,
Malcolm Jackson
Director of Community Services
Cc: City Council
Parks and Recreation Board
Billy Campbell, City Manager
Shana Yelverton, Assistant City Manager
"Where fun is serious business!"
Y
Parks and Recreation Board
June 30, 2004
Page 4of5
Parks and Recreation Department
Policies and Procedures Manual
Policy: Absence Policy for Parks and Recreation Board
Source: Parks and Recreation Board
Category: Administrative
Effective Date: July 12, 2004
Revised Date:
Statement of Purpose
The purpose of this policy is to provide a mechanism for the consideration of absences of
Parks and Recreation Board members from regular or special Park Board meetings.
Procedure
C I. Members not planning to attend a regular meeting or special meeting shall notify the
department secretary or the chairman of the board by 12:00 noon of the meeting day
and provide a reason for the absence. If an unforeseen event prevents a member from
attending a meeting, he or she shall provide the department secretary or the chairman
of the board with the reason for the absence as soon as practicable after the meeting.
II. The Parks and Recreation Board shall routinely include an item on the Parks and
Recreation Board meeting agenda to consider whether to excuse Parks and Recreation
Board members for failure to attend meetings.
III. Any member with unexcused absences from two consecutive regular meetings or not
exhibiting interest in the work of the board shall be reported to the city council which
may, at its discretion, remove the board member and appoint a replacement.
Cj\
NAParks & Recreation\BOARDS\PKBOARD\MEMOS\04-memos\July\Absences of Park Board members memo with policy.doc
. % . IN :5 % - C r\
ORDINANCE NO. XXXX
AN ORDINANCE PROHIBITING THE USE OR OPERATION OF
"MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS,
HIGHWAYS, SIDEWALKS, AND WITHIN CITY PARKS AND ON ANY
CITY TRAILS; PROVIDING EXCEPTIONS; PROVIDING A PENALTY
FOR VIOLATION; PROVIDING A SAVINGS CLAUSE, PROVIDING
FOR PUBLICATION IN THE OFFICIAL NEWSPAPER, AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the 78th Regular Session of the Texas Legislature passed House Bill 3588 in which
Subchapter D authorized the use of "Neighborhood Electric Vehicles" and "Motor Assisted
Scooters" on any street or highway where the road or street has a posted speed limit of 35 miles
per hour or less, and on any sidewalk, and
WHEREAS, House Bill 3588 allows a County or Municipality to prohibit the operation of these
vehicles if the municipality determines that the prohibition is necessary in the interest of safety,
and
WHEREAS, the lack of any regulation within House Bill 3588 regarding the training necessary
for operators, the times when such vehicles could be operated, and the rules which must be
obeyed during operation create a safety issue for all drivers who utilize the roadways, and
WHEREAS, the City Council has determined that uncontrolled use of such vehicles on the
streets, highways, and sidewalks of the City of Southlake creates a significant safety hazard, and
WHEREAS, it is the intent of the City Council to protect the health, welfare and safety of all
persons using the streets, highways, sidewalks, parks and trails within the City of Southlake.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF SOUTHLAKE,
TEXAS:
SECTION 1
PURPOSE AND INTENT
The purpose and intent of this ordinance is to secure the general health, safety and welfare of the
residents of the City by:
(1) prohibiting operation of Motor Assisted Scooters on streets and highways within the City
by unlicensed drivers, but allowing use of such vehicles by licensed drivers on streets and
highways to the extent allowed by state law;
(2) prohibiting operation of Motor Assisted Scooters on streets, highways, and city trails
during hours of darkness;
(3) prohibiting operation of Motor Assisted Scooters on city trails or sidewalks at any time,
except electric only Motor Assisted Scooters, the operation of which shall be allowed
both on city trails during the hours of daylight, except where specifically prohibited by
signage, and in those places and at those times authorized either through a written
agreement approved by the City Council or as part of a designated parks and recreation
program, subject to certain regulations;
(4) regulating the manner in which Motor Assisted Scooters are operated on streets,
highways and city trails within the City.
SECTION 2
CREATION OF ARTICLE IILB. OF CHAPTER 18
Article III of Chapter 18 of the Southlake Municipal Code is hereby amended by the creation of
Article III.B. entitled "Motor Assisted Scooters" and the addition of the following sections:
Section 18-101 DEFINITIONS.
(a) "Arterial pathway" means those paths marked or identified as "paths" on the Southlake
Trail and Pathway System Master Plan maintained by the City, commonly called the master trail
plan, which paths are located adjacent to a street or roadway designated as an "arterial corridors"
on the City of Southlake Master Thoroughfare Plan.
(b) "Town Center" means that area defined as "Town Center" on the City of Southlake
Comprehensive Land Use Plan.
(c) "Electric Only Motor Assisted Scooter" means a motor assisted scooter as defined herein
equipped with an electric motor and no combustion motor.
(d) "Helmet" is defined as having that definition contained in section 18-96, which definition
is incorporated herein as if set forth verbatim.
(e) "Motor Assisted Scooter" means a self-propelled device with at least two wheels in
contact with the ground during operation, a braking system capable of stopping the device under
typical operating conditions, a gas or electric motor forty (40) cubic centimeters or less, a deck
designed to allow a person to stand or sit while operating the device, and the ability to be
propelled by human power alone; or as subsequently defined by Texas Transportation Code
Section 551.301. This does not include a "neighborhood electric vehicle," which is defined as a
vehicle subject to FEDERAL MOTOR VEHICLE SAFETY STANDARDS 500 (49 C.F.R. Sec.
571.500) (Tex. Trans. Code Section 551.301[l][2]).
(f) "Operator" is defined as having that definition contained in Texas Transportation Code
Section 541.001, as amended, which definition is incorporated herein as if set forth verbatim.
ORDINANCE PROHIBITING THE USE OR OPERATION OF "MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS Page 2
56 - q
(g) "Trail" means those paths marked or identified as "trails" on the Master Pathway Plan"
maintained by the City, commonly called the master trail plan.
(h) "Wearing a Helmet" is defined as having that definition contained in section 18-96,
which definition is incorporated herein as if set forth verbatim.
Section 18-102 MOTOR ASSISTED SCOOTERS PROHIBITED.
(a) A person commits an offense if the person operates a Motor Assisted Scooter on any
street, highway, or sidewalk, within any city park, or on any city trail or other publicly owned
property within the corporate city limits of the City of Southlake, except as otherwise permitted
by this article.
(b) A parent or custodian commits an offense if the parent or guardian allows or permits a
child under the age of 10 to operate or ride a Motor Assisted Scooter on any street, highway, or
sidewalk, within any city park, on any city trail or other publicly owned property within the
corporate city limits of the City of Southlake, except as otherwise permitted by this article.
Section 18-103 EXCEPTIONS.
(a) Article 18-102(a) does not apply provided that the operator is wearing a helmet and the
Motor Assisted Scooter is being operated:
(1) Either (A) on the personal private property of the operator, and evidence of
ownership of the property is being carried by the operator or is readily and
immediately available to the operator, or (B) on the private property of another
person when written documentation is being carried by the operator which
contains a statement that the operator has the permission of the private property
owner to ride the Motor Assisted Scooter on the property, the names of
individuals to whom permission is given, the private property location, the private
property owner's name, residential address, and a telephone number at which the
owner can be contacted, and a statement as to the dates and times when such
permission is valid; or
(2) _ During the period beginning at sunrise and ending at sunset, and:
(A) the operation takes place on a roadway where the speed limit is 30 miles
per hour or less, by an operator with a driver's license issued by the State of Texas
pursuant to Texas Transportation Code sections: 521.222 (Instruction Permit),
521.223 (Hardship License), 552.224 (Restricted Class M License), 521.225
(Moped License), 521.181 (Issuance of Driver's License), all as amended, or a
person under the age of 18 who had been issued, at the time of the operation of
the Motor Assisted Scooter, a license issued by another state or the federal
government that is the equivalent of a license issued by the State of Texas
pursuant to the sections of the Texas Transportation Code cited herein; or
ORDINANCE PROHIBITING THE USE OR OPERATION OF "MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS Page 3
03, - r,
(B) the operation of an electric only Motor Assisted Scooter takes place on
any city trail or arterial pathway, except (i) on any city trail designated as an
"equestrian/hike" trail, (ii) in Town Center, or (iii) where signage expressly
prohibits such use, as long as the operator exercises due care, and the operator
dismounts and walks the scooter when crossing or entering any public street or
highway, provided, however, that in no event will such operation be allowed on
any city trail designated as an "equestrian/hike" trail , or on a trail or pathway in
the Downtown District; or,
(C) the operation takes place within a city park, on a city trail, or on other
publicly owned property when and where such operation is authorized pursuant to
a written agreement approved by the City Council or as part of a designated parks
and recreation program; or,
(D) the operation is by a member of the Southlake Department of Public
Safety, Parks and Recreation Department, or Public Works Department in the
performance of their official duties.
(b) Article 18-102(b) does not apply provided that the motor assisted scooter is an electric
only motor assisted scooter, the child is wearing a helmet, and the Motor Assisted Scooter is
being operated on one of the following:
(1) any city trail or arterial pathway, except (A) on any city trail designated as an
"equestrian/hike" trail, (B) in Town Center, or (C) where signage expressly
prohibits such use, so long as such operation occurs during the period beginning
at sunrise and ending at sunset; the operator exercises due care, and the operator
dismounts and walks the scooter when crossing or entering any public street or
highway; or,
(2) on the private property of a parent or custodian, in the presence of such parent or
custodian, and evidence of ownership of the property is being carried by the
parent or custodian or is readily and immediately available to the parent or
custodian; or
(3) on the private property of another person, in the presence of the parent or
custodian, when prior documentation is being carried by the parent or custodian
which contains a statement that the parent or custodian has the permission of the
private property owner for the child to ride the Motor Assisted Scooter on the
property, the names of individuals to whom permission is given, the private
property location, the private property owner's name, residential address, and a
telephone number at which the owner can be contacted, and a statement as to the
dates and times when such permission is valid.
ORDINANCE PROHIBITING THE USE OR OPERATION OF "MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS Page 4
(c) Article 18-102 does not apply to Electric Personal Assistive Mobility Devices or to
Motorized Mobility Devices, or any vehicle or device specifically designed for transportation or
mobility of the disabled when operated by a disabled individual.
SECTION 3
PENALTY
Any person who violates this Ordinance shall be fined as specified in Section 1-7 of the
Southlake Municipal Code. Each day that a violation is observed shall constitute a separate
offense.
SECTION 4
PROVISIONS CUMULATIVE
This ordinance shall be cumulative of all provisions of ordinances and of the Southlake
Municipal Code, as amended, except where the provisions of this ordinance are in direct conflict
with the provisions of such ordinances and such Code, in which event the conflicting provisions
of such ordinances and such Code are hereby repealed.
SECTION 5
SEVERABILITY
It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences,
paragraphs, and sections of this ordinance are severable, and if any phrase, clause, sentence
paragraph or section of this ordinance shall be declared unconstitutional by the valid judgment or
decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the
remaining phrases, clauses, sentences, paragraphs and sections of this ordinance, since the same
would have been enacted by the City Council without the incorporation in this ordinance of any
such unconstitutional phrase, clause, sentence, paragraph or section.
SECTION 6
ALL RIGHTS AND REMEDIES SAVED
All rights and remedies of the City are expressly saved as to any and all violations of the
provisions of any and all ordinances which have accrued at the time of the effective date of this
ordinance; and, as to such accrued violations and all pending litigation, both civil and criminal,
whether pending in court or not, under such ordinances, same shall not be affected by this
ordinance but may be prosecuted until final disposition by the courts.
ORDINANCE PROHIBITING THE USE OR OPERATION OF "MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS Page 5
ri A - `1
SECTION 7
PUBLICATION
The City Secretary of the City of Southlake is hereby directed to publish the proposed ordinance
or its caption and penalty together with a notice setting out the time and place for a public
hearing thereon at least ten (10) days before the second reading of this ordinance, and if this
ordinance provides for the imposition of any penalty, fine or forfeiture for any violation of any of
its provisions, then the City Secretary shall additionally publish this ordinance or its caption and
penalty in the official City newspaper one time within ten days after passage of this ordinance, as
required by Section 3.13 of the Charter of the City of Southlake.
SECTION 8
EFFECTIVE DATE
This ordinance shall be in full force and effect from and after its passage and publication as
required by law.
PASSED AND APPROVED ON FIRST READING ON THIS DAY OF
, 2004.
ANDY WAMBSGANSS, MAYOR
ATTEST:
LORI FARWELL, CITY SECRETARY
PASSED AND APPROVED ON SECOND READING ON THIS DAY OF
, 2004.
ANDY WAMBSGANSS, MAYOR
ATTEST:
LORI FARWELL, CITY SECRETARY
APPROVED AS TO FORM AND LEGALITY:
CITY ATTORNEY
ORDINANCE PROHIBITING THE USE OR OPERATION OF "MOTOR ASSISTED SCOOTERS" ON CERTAIN STREETS Page 6
:i a . c
City of Southlake, Texas
MEMORANDUM
June 28, 2004
TO: Parks and Recreation Board
FROM: Malcolm Jackson, Director of Community Services (Ext. 1527)
SUBJECT: Recommendation of park dedication requirements for Town Square Lots
14 through 30, Block 21, Lots 1 and 2, Block 22, Lots 1 through 10, Block
24, and Lots 18 through 22, Block 25 of Town Square
Action Requested: Recommendation of park dedication requirements for the Town Square
development.
Background
Information: Park Dedication Requirements for the Development:
According to Section 7.03(A)(1) of the City of Southlake Subdivision
Ordinance, the parkland dedication requirements for residential and
non-residential developments are as follows:
Residential Development:
■ Dedicated parkland at a ratio of one (1) acre of parkland for every
forty (40) residential dwelling units.
■ This addition, at 32 proposed residential lots (dwelling units),
would be required to dedicate .8 acres of park land.
Non-Residential Development:
■ Dedicated parkland at a ratio of one (1) acre of parkland for every
fifty (50) gross acres of non-residential development.
■ This addition, at 3.870 acres of non-residential development
would be required to dedicate .0774 acres of park land.
Fee, Payment Alternative: .
According to Section 7.05(A)(1) of the City of Southlake Subdivision
Ordinance, the City Council, upon recommendation by the Parks and
Recreation Board, may determine the acceptability of a developer's
payment of fees in lieu of park land dedication requirements.
Residential Development:
■ The City of Southlake Fee Schedule establishes the park dedication
fee for residential development at $1,500 per dwelling unit.
■ The equivalent in park dedication fees for this addition, at
$1,500 per d.u. (x) 32 d.u. is $48,000.
Parks and Recreation Board
July 12, 2004
Page 2
Non-Residential Development:
■ The City of Southlake Fee Schedule establishes the park dedication
fee for non-residential development at $60,000 per acre.
■ The equivalent in park dedication fees for this addition, at
$60,000 per acre (x) .0774 acres = $4,644
Previous Actions
The applicant currently has a credit of .67 acres carried forward from
previous development phases. Prior park dedications include Family
and Rustin Parks in Town Square.
Fee Credit Request:
• There is no fee credit request as part of this application.
The applicant is proposing to dedicate 2.054 acres of park land to the
City. This amount exceeds the .8774 acres of park dedication land
required as calculated using current park dedication fees.
Financial
Considerations: Acceptance of parkland or fees as previously described.
Financial
Impact: The degree of financial impact for development of the park correlates to
the extent to which trails and other amenities such as benches and
landscaping would be incorporated into the park design. There would
be an impact to the on-going maintenance costs associated with such a
park, even in a relatively natural state, with an estimated 0.5 FTE,
depending on the degree of manicured state maintained.
Citizen Input/
Board-Review: The- applicant is in the review and approval process for the Final Plat
with the Developer's Agreement pending a future Council date.
Legal Review: Not Applicable.
Alternatives: Acceptance of land or fees at varying levels.
Supporting
Documents: Supporting documents include the following items:
■ Concept Plan
■ Presentation from representative of Cooper and Stebbins
,5 - ~
Parks and Recreation Board
July 12, 2004
Page 3
Staff
Recommendation: Parks Board recommendation of park dedication requirements for Town
Square Lots 14 through 30, Block 21, Lots 1 and 2, Block 22, Lots 1
through 10, Block 24, and Lots 18 through 22, Block 25 of Town
Square.
5 D-3
Parks and Recreation Board
July 12, 2004
Page 4
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a:
Tucker Property
Transition Plan
t
a+
Parks and Recreation Board
July 12, 2004
Table of Contents
1. Introduction and Context
II. Pre-Occupation Procedural Requirements
a. Existing Lease
b. Funding
c. Permits
III. Preparing for Certificate of Occupancy
a. Capital Expenditures
i. Drive and Parking
ii. ADA Accessibility - Exterior and Interior
iii. Interior Remodeling
iv. Furnishings and Supplies
b. Occupational Plan - Updated FUAs and CSAs with Groups
IV. Proposed Occupancy and Use by Community Groups
a. Existing Floor Plan and Proposed Floor Plan Assignments
b. Volunteer Staffing
c. Estimated Monthly Expenses
V. Estimated Construction Cost Estimates
VI. Proposed Timeline for Public Occupancy
VII. Exhibits
I. Introduction and Context
The city currently has a one-year lease with original property owner Marilyn Tucker,
who in turn sub-leases to caretaker David Carter, for the 61 acres of the Tucker
property. The lease is a no-charge lease in exchange for caretaker services for the
property until which time the city is able to have a full-time presence there. The lease
was recently updated to read that termination of the agreement could occur "at any
time with 90 days prior written notice or February 28, 2005, whichever comes
sooner." It was the intent of the Park Board to be able to estimate a time in the near
future when, within a 90-day period after sub-lessee notification, the city would be
prepared to assume occupation of the premises.
The property has thus far been master planned as an equestrian-based facility. The
property contains a large ranch house and several usable out-buildings and barns for
such a use. Between the time period of the property's purchase (and subsequent
conceptual planning in the 2001 Parks Master Plan for an equestrian center), a
campaign developed to use the Tucker property as (at least temporarily) the base for
a Nature Center. A report was commissioned by the Park Board and City Council to
study the gamut of Nature Center creation, and, in October of 2002, a detailed report
was delivered recommending use of the Tucker ranch house as a possible first step
toward a Nature Center. Shortly thereafter, the City Council passed a resolution
supporting the creation of a Nature Center within the Bob Jones and Corps of
Engineers are to settle the issue of where, geographically, and generally speaking,
the Nature Center supporters could concentrate their planning. The Tucker property
certainly falls well within the category of the Bob Jones Park and Corps areas as was
the intent of the resolution. (See "Exhibit A" in the Appendices). Recent requests to
also either partially or fully designate the Tucker property for public-private ventures
with various equestrian groups (both for-profit and non-profit) have not come to
fruition, though this use is seen as compatible if operated in the correct fashion. Park
Board's direction in the past has been to accommodate the Nature Center effort and
to examine uses by other groups very closely as they are proposed.
The purpose of this report is to provide as comprehensive as possible a blueprint for
converting the leased (and sub-leased) Tucker property into a Nature Center and
public use structure. Included in the report are both cost estimates and timelines staff
feels- will be most realistic estimates for the conversion.
II. Pre-Occupation Procedural Requirements
The timing of the private-to-public transition of uses is critical. The most important
factors are security and liability. The main reason the city has been comfortable in not
occupying this facility to date is that, with the lease and sub-lease, the property is
otherwise occupied, which lessens the potential for damage to a great degree.
Additionally, the lessee has carried a $1,000,000 death/bodily injury insurance policy
on the property and would be the first insured to be filed on for claims arising from
those circumstances. To achieve public occupation of the premises, there should be
as small a window as feasible between the time the caretaker vacates and the time
full-time volunteers assume occupancy.
a. Existing Lease
To minimize vacancy of the facility, it is possible to utilize the city's right in item II.
(14) of the lease, which gives the city the right to construct improvements on the
property during the term of the lease and begin and complete all exterior work
(driveway, parking, ADA ramp from parking to front door) while the tenant is still
occupying the premises. This would leave only the interior remodeling to be
completed, shortening the timeframe from tenant vacation to city occupation.
b. Funding
SPDC funds in the amount of $10,000 exist in the FY 03-04 CIP for Nature Center
Planning. Staff recommends using these funds to hire an architect and
professional inspectors to recommend (a) changes necessary by code for public
use and (b) changes that may make better use of the interior space. Also, staff is
proposing an additional $60,000 in the upcoming FY 04-05 SPDC CIP for the
public access and interior remodeling. Since this funding only becomes available
if approved by SPDC and City Council and only then on or after October 1, 2004,
staff recommends utilizing the $10,000 as soon as this plan has been modified
and recommended by the Park Board. Immediately upon availability of the
$60,000, if approved, the bid documents prepared by the architect with the
$10,000 can be used to begin construction when the bid is awarded.
c. Permits
The property currently has agricultural zoning and is not platted, both of which
must usually be changed prior to development on that type of property. However,
since the tract is greater than 10 acres (61 acres), it can remain with agricultural
zoning and is not required to be platted prior to the conversion from private
residence to public use. The only procedural requirement that must occur is for
the application for any electrical, plumbing, structural or mechanical permits
through the Building Department. The Building Inspectors then will inspect the
plans and construction and re-rate the building for non-residential use in the
designated public spaces. Staff will work closely with the architect and contractors
to make sure all necessary adjustments are made per code.
III. Preparing for Certificate of Occupancy
This phase is the most critical to ensure the physical structure of the existing
residence does not deteriorate due to lack of occupancy or vandalism without the
presence of a caretaker. Therefore, this phase must move quickly and be precise.
a. Capital Expenditures
i. Drive and Parking
As previously stated, the installation of this exterior improvement can occur
while the current caretaker is still living on the premises. This cuts down on
lag time before the interior modifications are made. The drive and parking,
as required by ordinance, must be "dust-free" and capable of supporting
firefighting equipment. Since the driveway to the residence is so long,
permanent paving is so expensive, and the budget is limited, staff
recommends a compacted crushed aggregate based surfacing. These
types of drives and parking, though not preferred, are capable of meeting
ordinance requirements. A small 3-stall asphalt or concrete parking area
will, however, be required to meet ADA standards. This parking area will
connect to ADA exterior paths noted in the item below.
ii. ADA Accessibility - Exterior and Interior
From the asphalt or concrete parking stalls nearest the residence, an ADA-
accessible pathway must continue, barrier-free, to the front door of the
residence. As noted in the picture on the cover of this report, there is a
significant uphill grade change in that area. Therefore, the pathway will
almost certainly have to be switch-backed to maintain no more than a 5%
incline at all times. This will amount to additional building material and
design consideration.
On the interior, all doors accessible by the public must be a minimum of
36" wide. The second floor (it's actually a half-story, split-level over the
garage), is not accessible to ADA standards and would require significant
expenditure to make it so. Staff plans this area to be storage area and off-
limits to the public and to further review use alternatives that maintain
compliance.
iii. Furnishings and Supplies
Staff has considered a limited amount of the expense of the remodel of the
Tucker residence to be set aside for furnishings and supplies. The bulk of
the expense (see detailed cost estimate) is for phones, computers and
desks associated with the two main public user group areas: (a) the Bob
Jones Nature Center and (b) a multi-purpose office/meeting area for KSB,
the Southlake Historical Society, and the Public Art Advisory Committee.
The remainder of non-construction costs would be associated with security
features, appropriate exterior security lighting, and an alarm system.
b. Occupational Plan - Updated FUAs and CSAs with Groups
With construction complete, it will be incumbent on the city to solicit the strong
support of user groups that have the ability to be full-time caretakers of the
property during business hours. Staff will prepare, prior to issuance of a C.O.,
updated FUAs and/or CSAs (whichever apply) with the groups who will use the
facility. The city may include a no-charge provision in those agreements for the
use as the caretaking aspect is equal consideration.
IV. Proposed Occupancy and Use by Community Groups
Though this report is a draft of possible combinations of scenarios, it is staff's best
attempt at a recommended use of the Tucker facility once completed. Staff will rely
on Park Board and Council direction to decide final arrangements for use. The
recommendations to follow are largely based on all prior discussions with the various
community groups and the two prior discussion items held before the Park Board.
a. Existing Floor Plan and Proposed Floor Plan Assignments
In the graphic attached to the Appendices titled "Exhibit B - Existing Floor Plan of
Tucker House," the current layout of the rooms in the Tucker House can be noted.
Altogether, the house encompasses roughly 3080 square feet of interior space.
There are four bedrooms, two and one-half baths, a family room, a small office, a
screened porch, kitchen and a two-car garage.
In order to maximize the space, staff hopes to provide, at a minimum, a larger
meeting/instructional area, office/work space for the Bob Jones Nature Center
volunteer staff, office/work/storage space for Keep Southlake Beautiful,
office/work/storage space for the Southlake Historical Society, display areas
(walls) for public art, and storage space for non-time-sensitive Community
Services Department materials. This arrangement is only proposed as a
guideline; the sharing of space and storage will likely be in flux. In order to provide
a starting point for possible floor space arrangements, staff proposes the layout
designated in the Appendices titled "Exhibit C - Proposed Floor Plan of Tucker
House." Note that a minimal amount of structural change is proposed - the
deletion of a wall to form the large meeting area and the addition of small wall
areas and doors are noted. The central "Nature Center Display Area / Secondary
Classroom" area is the former Family Room, which is sunken and has steps
leading down from the adjacent rooms, which will make a nice dramatic effect but
which will require an ADA ramp as well.
b. Volunteer Staffing
The necessity of all of Parks and Recreation staff to be in close proximity to each
other limits the possibility that staff will be able to occupy the premises. Therefore,
prior to the use of the structure, the city will have to determine hours of operation
based on the agreements (CSAs, etc.) mentioned in the above section. With
security gate access and individual FOBs for Nature Center or community group
representative lists maintained in the Parks offices, the city will be able to pre-
determine exactly who is on-site and at what times.
c. Estimated Annual Expenses
The table below outlines known costs that the city will incur that it does not
currently incur when the Tucker property is converted from private to public use.
Utility estimates are based on a 3,080 square foot structure with ten rooms
(excluding hallways and baths) with a central A/C using electrical heat. That
estimate also includes the lesser expensive utilities. The maintenance figure is an
estimate of the additional impact to the Parks Maintenance crew (1 additional full-
time worker) expressed in dollar figures over the course of a year. With public
accessibility, the grounds, flower beds, and other exterior items would have a
higher standard of maintenance. Portions of this responsibility may also be
included in the use agreements.
Expense Annual Estimate Comments
Utilities $2,800 Gas, electric, phone, water, garbage-
Supplies $600 Paper, janitorial, kitchen
Alarm $500
Maintenance $25,000 1 FTE employee in dollars
TOTAL $28,900
V. Estimated Construction Cost Estimates
The following table represents a minimum expected capital expenditure to convert
the Tucker property from private to public use. Though the architect contracted to
draw the plans for the.construction may have variations on the following items and
the cost figures could fluctuate somewhat, the following are representative items
necessary. The paving surface, as noted previously, is crushed and compacted stone
and assumes 33 parking spaces based on the type of use and the expected ability to
have 1 space for every 3 seats in a "place of public assembly." All of the cost
estimates include providing the material and labor.
Item Description Units Cost Per Unit Cost
Crushed stone paving for parking lot and 3,800 SY 5.25 $20,000
entry drive
Demolition of framing and reframing and 680 SF 7.00 SF $4,760
finishing of certain interior walls (includes
doors
Miscellaneous remodeling Lump sum Lump sum $4,000
Removal and re-installation of basic 2,500 SF $3.00 SF $7,500
institutional carpet flooring, tile, linoleum
Upgrades to fixtures, doors, Allowance Allowance $2,000
Electronic gate at road with security 1 Each $5,740
entry
Phone and data Allowance Allowance $3,000
ADA accessible concrete path and Allowance Allowance $10,000
ramps from parkin area
Furniture (limited to tables, chairs, Allowance Allowance $3,000
necessities
Plans, inspections, contingency Allowance Allowance $10,000
TOTAL $70,000
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VI. Proposed Timeline for Public Occupancy
Assuming the Park Board and City Council determine that a version of this plan is
acceptable and staff is given the direction to move forward with the planned
conversion, the following timeline should indicate approximately what relative time
span the transition could take.
July 15, 2004 - Park Board and Council approval to move forward with conversion
Aug 16, 2004 - SPIN meeting (Local formal invite / open to city with advertisement)
September 13, 2004 -Action item by Parks Board
October 31, 2004 - Architectural design conducted and completed
November 1, 2004 - RFPs for remodeling plans and specs go out
December 13, 2004 - Parks Board consideration of bids
January 4, 2004 - SPDC and City Council bid consideration
February 1, 2005 - Initiate construction
Exhibit A - Bob Jones Park and Corps Property
'Tucker" Property
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Solid Line = City Owned Property
Dashed Line = C.O.E. Leased Area
Dotted Line = C.O.E. Non-Leased Area (Corps Authority)
Exhibit B - Existing Floor Plan of Tucker House
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