2004-05-10Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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CITY OF SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
May 10, 2004
MINUTES
Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
Georgia, Secretary; Elaine Cox, Emily Galpin, Cara White and Dorothy Wood
Board Members Absent: Liz Durham, Eric Blomquist
Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
Polasek, Deputy Director of Community Services and Chris Carpenter, Senior Park
Planner.
REGULAR SESSION
Agenda Item No. 1. Call to Order
Chairman Rawls called the meeting to order at 7:00 p.m.
REPORTS
Item No. 4. Administrative Comments
Director Jackson reported the following administrative comments:
A. KTVT Channel 11 Broadcast - Live coverage of the 4, 5 and 6:00 p.m.
news broadcasts will be held at Town Square on June 4.
B. Park Board members pictures - The photo that was recently taken of the
current Board has been received. Each board member will receive their
own copy of the picture at a later meeting.
C. DPS Citizen's Academy - Park and Recreation Department staff members
Betsy Gendzwill and David Kielich graduated from the 12-week
Southlake DPS Citizens Academy.
D. Emergency Repairs to Bicentennial Park Drainage - Areas have been
identified in and around the baseball fields surrounding the baseball
pavilion in Bicentennial Park where sinkholes have formed. An in-line
video test confirmed multiple joint failures of the reinforced concrete
drainage pipe that was installed as part of the 1994 Bicentennial Park
Phase I baseball field construction. (The warranty period for this project
has expired.) Community Services staff met with the Directors of Public
Works and Finance to determine the most favorable course of action. One
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
1 option to repair the problem is to install a steel sleeve in the existing pipe
2 system at a cost of $193,000. Another option is to dig up the pipe and
3 replace it, which would have a detrimental affect on the fields. Neither of
4 these two options is considered desirable. The only efficient method of
5 fixing the existing sinkholes, preventing future sinkholes, and, most
6 importantly, protecting the integrity of the concrete baseball plaza and
7 surrounding spectator areas and trails was to replace the drainage pipe.
8 Public Works will be contacting an engineering firm to conduct the
9 appropriate engineering and to verify an original estimate to complete the
10 replacement of approximately $100,000. Finance has determined that the
11 funding amount can be supported and will be presented as a mid-year
12 budget adjustment. Since the project does fall under the categories
13 necessary as an emergency repair, staff will be seeking to move forward
14 immediately and rectify the issue before even more costly repair costs are
15 incurred. There will be some disturbance to the field on the outside of the
16 fence and sidewalks while the repairs are being made.
17
18 E. Update on Facilities Utilization Agreements (FUA) - Staff continues to
19 meet with the athletic associations to finalize the 2004 FUA and expects to
20 bring those agreements to the Park Board at the June meeting.
21
22 C. Park Board Report at June 1 City Council Meeting - A volunteer is
23 needed to present the Park Board Report for the June 1 City Council
24 meeting. Mary Georgia volunteered to make the presentation.
25
26 CONSENT AGENDA
27
28 Agenda Item No 3-A Approval of the Southlake Parks and Recreation Board meeting
29 minutes of April 12, 2004.
30
31 A motion was made to approve the April 12, 2004 meeting minutes with no changes
32 made.
33 Motion: Georgia
34 Second: White
35 Ayes: Cornish, Cox, Georgia, Galpin, Rawls, White and Wood
36 Nays: None
37 Abstention: None
38 Vote: 7-0
39
40 Motion carried.
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Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
1 ADDITIONAL INFORMATION ON CONSENT ITEMS
2
3 Agenda Item No. 3-A. Approval of the April 12, 2004 meeting minutes Minutes were
4 approved with no corrections noted.
5
6 REGULAR AGENDA
7
8 Agenda Item No. 4. Public Forum
9
10 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
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12 Public Forum was closed.
13
14 Agenda Items No. 5-A. Recommendation to City Manager regarding variance to allow
15 alcohol in Rustin and Family Parks during the annual Stars and Stripes event
16
17 Deputy Director Polasek presented the request for a variance to the City Code to allow
18 for the legal consumption of alcohol within Rustin and Family Parks during the annual
19 Stars and Stripes event on July 3 in Town Square. Section 12-32(1) of the City Code
20 prohibits alcohol in City parks, however, a variance may be granted by the City Manager
21 under Section 12-33, after a recommendation from the Parks and Recreation Board.
22
23 Discussion:
24
25 The Board was about equally divided on whether alcohol should be allowed during the
26 event.
27
28 The request for the variance is staff-driven based on previous Stars & Stripes events
29 where there has been alcohol use, although illegal, based on City Code. The request for a
30 variance is to bring the use into compliance with the Code in the park areas at Town
31 Square. It is not illegal to consume alcohol in areas not within the park areas - public
32 intoxication is illegal anywhere.
33
34 Ms. Cox believed very strongly that the variance would send the wrong message and said
35 she had a problem with advertising the function as a drinking event when the majority of
36 patrons will be children and the event is primarily for children. Ms. Cox believed alcohol
37 should not be allowed at the event.
38
39 Ms. Wood said an alcohol variance was granted for the Art In The Square event and there
40 were no negative issues. In addition to the children that will be attending there will be
41 many adults attending since half of the households in Southlake consist of adults without
42 children. Some concession needs to be made for them.
43
44 Mr. Cornish favored continuing with the practice of allowing patrons to have alcoholic
45 beverages as done at past events without granting an official variance, which could send
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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the wrong message that the event is more of an adult celebration than for children. He did
not think it appropriate to "endorse" alcohol use at the event.
Mr. Rawls commented that he thinks the people attending the event are proud of their city
and would not be the sort to bring coolers of beer and abuse the privilege. Alcohol has
been allowed for other city events.
Ms. White said that patrons at these types of events usually self-police others around
them and will not let someone get out of control. The police would be notified of
undesirable and drunken behavior. She believed that it is the parent's responsibility to
ensure that the environment they place their children in is not a bad one.
e,4-f4 ~a~e+ti-4'S sko✓Io1n&4-hawv,otoeCoviceK~~ cL6ot/ i'
Ms. Galpin that dru alcohol
e` bey aks~e.
/ f
Ms. Georgia stated that the Board is in agreement that their recommendation is that L intoxication be fined and prohibited severely by DPS. However, there is not a 1q4-
public consensus on whether the Board should make an official recommendation to Council to
grant the variance.
Director Jackson said that recognizing there is a technical violation of City Code requires
clarification from the Park Board as to whether or not DPS should enforce the existing
Code as presently specified in the Code, or whether they want to legitimize it by
recommending the variance.
A motion was made that the Board do not recommend that they [patrons] be
allowed to have alcohol in the park during the Stars and Stripes on July 3.
Motion: Cox
Second: Cornish
Ayes: Cornish, Cox, Galpin, Georgia
Nays: Wood, White, Rawls
Abstention: None
Vote: 4-3 to deny
Motion carried to deny recommendation.
Agenda Item No. 5-B. Recommendation to City Council to enter into a lease agreement
for grazing on undeveloped property in Bicentennial park.
Deputy Director Polasek presented the lease agreement for grazing on 17 acres of
undeveloped park land along the west side of Bicentennial Park, typically referred to as
the Evans property. The land has been utilized in the past for grazing approximately 5
head of cattle, which provides a cost effective method of maintaining the property
without utilizing staff time or City equipment.
lta~-
61(+104-
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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The proposed lease is for a two-year period with Mr. and Mrs. Ralph Evans and allows
the opportunity to terminate at any time with sixty days written notice.
Discussion:
Ms. White suggested the City investigate the possibility of leasing the proposed property,
as well as the Tucker property and other City-owned properties, for grazing to individuals
that would pay for the lease as a possible revenue source for the City.
Ms. Wood asked what savings was realized by offering the grazing lease of the property
instead the City overseeing the maintenance. The savings is minimal as it cost the City
about $1,000 per year (12 mowing times x 3-4 manhours). In addition, there would be
expenses to the City of wear and tear on equipment and fuel costs. One main savings to
the City if the lease is approved is that maintenance personnel are allowed to concentrate
on areas of maintenance that have larger park use.
Director Jackson pointed out that without verification, he believed the original sale
contract stipulated that Mr. Evans be giving consideration for a grazing lease of the
property.
A motion was made to approve for the Park Board to recommend to Council enter
into a lease agreement for grazing on undeveloped property in Bicentennial Park.
Motion:
Georgia
Second:
Wood
Ayes:
Cornish, Cox, Georgia, Galpin, Rawls, White and Wood
Nays:
None
Abstention:
None
Vote:
7-0
Motion carried.
Ms. Cox requested staff investigate the original contract with Evans for the purchase of
property to verify that the City was required to grant Mr. Evans a grazing lease as a
provision of the contract.
Agenda Item No 5-C Resolution No. 04-XXX Recommending Council authorization of
application for a Texas Parks and Wildlife (TPWD) Recreational Fund Grant for Bob
Jones Park trails.
Senior Park Planner Chris Carpenter presented the request for the Park Board's
recommendation to City Council for authorization for staff to submit an application for
TPWD grant funding.
The request is to submit a grant application to TPWD for possible trail construction
funding for the Bob Jones Park outer loop trail. The program is extremely competitive (a
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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portion of funds must even be used on motorized vehicle trails), and there are limited
resources available, however, staff feels the Bob Jones loop trail extensions and the
access to wildlife would make the best candidate among Southlake's likely projects.
Since the funding mechanism is cost reimbursement (state pays 80%, city pays 20%), not
a straight grant, the trail project must demonstrate an available funding source prior to the
reimbursement process. Staff recommends using Park Dedication Funds earmarked last
year but not expended as the funding source. An alternative would be to use SPDC funds
designated for trail improvements, if the project would be suitable for delay to an out-
year, as those funds are designated in FY 05-06 in the CIP. It is staff's recommendation
that this trail project most closely fits the project criteria established by TPWD.
Discussion:
No bicycles would be allowed on the trail extension due to Corps of Engineer land use
regulations. However, if the grant is obtained and the trail is constructed, the City does
have the opportunity to petition the Corps to change their land use regulations for that
section or to allow a variance.
A motion was made to authorize the application for the Texas Parks and Wildlife
Recreational Fund Grant for Bob Jones Park trails.
Motion:
Cornish
Second:
Cox
Ayes:
Cornish, Cox, Georgia, Galpin, Rawls, White and Wood
Nays:
None
Abstention:
None
Vote:
7-0
Motion carried.
Agenda Item No 6-A Discussion: Trail Master Plan impact on North White Chapel
properties immediately north of SH 114
Senior Park Planner Chris Carpenter presented this item for discussion to obtain from the
Park Board thoughts for future Trail Plan revisions and whether to include the proposed
revision in the upcoming Trail System Master Plan update.
Staff was recently approached by Jeroll Shivers family with concerns about how the
future trail on North White Chapel Boulevard would affect the roadway and their
property.
The Shivers home is about 50 feet from the existing right-of-way (fence line/property
line). The family's concern is that any additional right-of-way taken for a multi-use trail
along their property would seriously affect the viability of the century-old homestead.
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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Mr. Carpenter presented information related to the right-of-way on North White Chapel
Boulevard and placement of the trail. He identified the existing right-of-way and the
current plans to include the north/south White Chapel trail in the existing right-of-way on
the west side. See Exhibit A attached to minutes.
He said it was important to point out that the preliminary design plans for the trail
recognizes that a fence/property line exists now and that the City realizes that with the
future new road/trail, any drainage or other infrastructure should occur outside of that
property line and to the east. Nothing the City has now or done in the past regarding that
Plan shows anything any closer to the homestead. No additional right-of-way is shown to
be acquired in that area on the west side; the trail lies completely within the existing
right-of-way on that side.
Another point was that any additional right-of-way needed for the construction of the
ultimate roadway section (5 lanes, undivided, to Dove Road) could come from the east
side (Aventerra property). The City has not had the ability to specifically address this
because Aventerra has not presented a plat for the City to consider at this time.
The Trail Plan could be amended in the upcoming update to reflect the trail moved to the
east side of White Chapel Boulevard, from SH 114 to Dove. Staff does not see any
logistical reason that a crossover from west to east side of North White Chapel could not
occur with the new trails and ramps at the SH 114 intersection.
It was noted that currently the City is unable to issue the required bonds needed to fund
construction of the North White Chapel trail. No funding exists for the construction of the
ultimate roadway section.
Discussion:
Ms. White had major concerns with the City having to purchase additional roadway if the
trail is shifted to the east side of North White Chapel. She pointed out that right-of-way
has already been dedicated for the trail on the west side, from Dove (water tower site) up
to Bob Jones Park. She said there are a lot of people that are impacted by the placement
of the trail on the west side and that are upset about it, especially those living close to the
junior high school.
Mr. Carpenter clarified that the proposal was not to switch the trail on North White
Chapel at North Dove. City has the Kirkwood Hollow dedicated and can't change that -
the trail will go on that side and there will be a switch when it gets back over to Bob
Jones Park.
He summarized that the right-of-way that exist on the fence line that was acquired for
easements in the past are still there. The point he wanted to make was that staff was
talking about everything from the fence line/property line - east. He was not talking
about having to acquire roadway for the trail system. It has already been designed to be in
the right-of-way. He emphasized to the Park Board and the Shivers family present at the
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
1 meeting that the center of the roadway would need to be shifted to put the trail on the east
2 side.
3
4 Jeroll Shivers, 1800 North White Chapel Boulevard, presented Park Board members with
5 a copy of a letter from him dated August 13, 2004 to City Manager Billy Campbell. A
6 copy is hereby attached to the minutes. Mr. Shivers commented that he was proud of Mr.
7 Carpenter's presentation and that he thought Mr. Carpenter did a very good job of
8 presenting the information. Mr. Shivers explained that he had been originally promised
9 by Southlake Mayor Lloyd Latta when he granted an easement for the water line to the
10 Dove water tower, that no further request for easements or right-of-ways would be
11 requested from his side of the roadway - that it would be taken from the east side because
12 he has a well approximately 20 feet from the pavement and his house sits less than 50'
13 away from roadway. Mr. Shivers thanked the Park Board for their time and consideration.
14
15 Ms. Cox expressed that revisions to the Trail System Master Plan need to be made before
16 Aventerra submits a plat for approval. She asked Mr. Carpenter to explain how the City
17 would ensure that Aventerra would provide the right-of-way. An updated Trail System
18 Master Plan will supercede zoning, development plans and platting.
19
20 There are several amendments that are proposed for the Trail System Master Plan and
21 staff would like to make all amendments during the scheduled update in the next few
22 months. It is not a good practice to arbitrarily make amendments to the Plan one piece at
23 a time.
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25 All of the proposed amendment updates will be presented to the Parks and Recreation
26 Board at a later date.
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28 Agenda Item No. 6-B Discussion: Corps of Engineers plan of action for revision of
29 shoreline management guidelines for mowing, underbrushing, and access paths, and
30 preparation of template vegetation management plans for Grapevine and Lewisville
31 Lakes.
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33 Deputy Director Steve Polasek led the discussion about the Corps of Engineers' proposed
34 guideline for vegetation management for Grapevine and Lewisville lakes.
35 The U.S. Army Corps of Engineers is presently revising their guidelines for mowing and
36 maintaining shorelines and vegetation for government owned land around Grapevine and
37 Lewisville Lakes. The Corps is undertaking an environmental assessment scheduled for
38 completion by September of 2004. The environmental assessment is intended to further
39 define the existing guidelines and address issues to include excessive mowing, loss of
40 habitat, and inconsistent permit enforcement. As part of the process, the Corps is seeking
41 input from area cities abutting government land. The guidelines primarily address
42 mowing, underbrushing, landscaping, and access paths and apply to landowners who
43 have property adjacent to Government property. In general, landowners are prohibited
44 from doing anything on Government property that gives the appearance that the land is
45 privately owned, or that its use is restricted to individual landowners.
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
1 Current guidelines for Lake Grapevine allow adjacent property owners the opportunity to
2 mow (not less than 3 inches) and underbrush (not less than 2 inches in diameter) fifteen
3 feet from property lines without a permit in order to reduce fire hazards or in the interest
4 of public safety. The current guidelines do not directly address landscaping and access
5 paths, nor do they offer details for underbrushing such as which tree species may not be
6 removed.
7 Staff anticipates submitting a preliminary summary report in May to the Corps to include
8 staff and Board comments. Following proposed meetings with affected homeowners and
9 other community stakeholders a second summary report would be submitted prior to
10 issuance of the environmental assessment.
11 Discussion:
12
13 Meetings with citizens will be held the end of May or first of June. Mr. Carpenter is
14 working on identifying the affected homeowners and other community stakeholders. A
15 first estimate shows that about 40 homeowners will be affected.
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17 Ms. White commented that generally there are a few people in her area that will be
18 affected. There have been some isolated situations in Grapevine involving docks with
19 lake access.
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21 Staff will notify the Park Board when the public meetings are scheduled.
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23 Agenda Item No. Liaison Reports
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25 Board members reviewed the following:
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27 (a) Recreation/Special Events - Mr. Cornish said there was nothing to report
28 at this time.
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30 (b) Youth Sports Associations - Ms. Cox reported that baseball is finishing up
31 their regular season this week with tournaments next weekend. Sign ups
32 for summer leagues are underway.
33
34 Mr. Rawls attended the State lacrosse championship this past weekend.
35 About 3,000 people attended from Houston, San Antonio, Highland Park
36 and other cities.
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38 The contractor for the girl's softball fields at Bob Jones Park is behind
39 schedule. They have missed 2-3 of their previous deadline dates, but are
40 nearing the completion of the project from the prospective of making it
41 available for the City to take over. A number of things remain to be done
42 after the contractor leaves the site. Public Works Department has
43 contacted the contractor about mowing the site. The Grand Opening event
44 is scheduled in October.
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
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(c) Community Groups - Ms. Galpin commented on the items in the Park
Board packets.
Keep Southlake Beautiful held the SPIN into Spring on April 18, which
was very successful and well attended.
Park Board member Liz Durham will be the chaperone for the July 12-22
Southlake Sister Cities Youth Ambassadors to Toyoma, Japan. Emily
Galpin will be attending the Fort Worth Youth Summit this summer.
(d) SPIN - Candidate Forum was held at Johnson Elementary School. The
Deep South Insurance headquarters citywide SPIN meeting was held and
very well attended, however, there was a lot of opposition to the actual
size of the proposed headquarters building (about 82,000 sq. ft.).
(e) SPDC - No meeting to report.
(f) JUC - The May 13 meeting was cancelled. As soon as the revisions to the
Joint Use Analysis Report are received by staff a meeting will be
scheduled.
(g) City Council Monthly Report - Mary Georgia will present the Park Board
Report at the next City Council meeting.
Agenda Item No. 8. Adj ournment
A motion was made to adjourn the meeting.
Motion: Georgia
Second: Cornish
Ayes: Cornish, Cox, Georgia, Galpin, Rawls, White and Wood
Nays: None
Abstention: None
Vote:
io ca ried.
Bobby Ra is
Parks & Recreation Board Chair
#ar&vy Ge gia
Parks & Recreation Board Secretary
Official Minutes***
Approved by the Parks and Recreation Board 6/14/04
1 Attachments: Item 6A, Trail Master Plan on North White Chapel, map and letter from
2 Jeroll Shivers
Parks and Recreation Board
April 29, 2004
Page 3 of 3
EXHIBIT A - N. White Chapel Right-of-Way
to C~ -3
August 13, 2003
Billy Campbell
City Manager
City of Southlake
1400 Main Street, Suite 460
Southlake, Texas 76092
Dear Mr. Campbell
I am requesting that the City through the Mayor and City Council remove from the
master plans the reference of a future trail and widening of N. White Chapel Road from
my side of the roadway. As you are aware, my home which is almost a 100 years old sits
less than 50' away from the current payment of White Chapel Blvd. and my working well
sits approximately 20 feet from the payment.
I would like to bring to your attention that in the mid-1980s when Lloyd Latta was mayor
he approached me on behalf of the City for an easement in order to construct the big
water line from Fort Worth to the City's water tower at Dove and White Chapel. I
granted the city the easement with the understanding that no further request for easements
or right-of-ways would be requested from my side of the roadway.
I am aware that before any improvements such as these take place, the City would first
present to me a request to acquire the necessary right-of-way, however, I feel it necessary
to take care of this now in order to protect the future of my family.
I have every confidence that City government does strive to protect all its residents, but
feel this must be taken care of by physically removing the reference from the master
plans in order to provide for adequate tracking and planning for down the road - when we
have all moved on and do not recall previous promises.
I would be more than happy to meet with you and the Mayor or Councilmembers
regarding this issue and would respectfully request that you arrange for such a meeting.
Sincerely,
Jeroll Shivers
1800 N. White Chapel Blvd.
817/488-8476