2004-01-12
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 January 12, 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, Cara White and Dorothy
9 Wood
10
11 Board Members Absent: Eric Blomquist
12
13 Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
14 Polasek, Deputy Director of Community Services; Steve Moore, Recreation
15 Superintendent; and Ryan McGrail, Recreation Specialist.
16
17 REGULAR SESSION
18
19 Agenda Item No. 1. Call to Order
20
21 Chair Rawls called the meeting to order at 7:00 p.m.
22
23 REPORTS
24
25 Agenda Item No. 4. Administrative Comments
26
27 Park Board member Emily Galpin made a special announcement inviting citizens and
28 Park Board members to attend the 12-week DPS Citizens Academy, which begins
29 Monday, February 9.
30
31 Recreation Specialist Ryan McGrail was introduced and welcomed to the Park Board
32 meeting.
33
34 Director Jackson reported on the following administrative comments:
35
36 A. Upgraded Security Locks
37 B. Koalaty Park Trail
38 C. Dog Park Meetings
39 D. New Bicentennial Park Entry Drive
40 E. Park Department Physical Barriers Awareness Program
41 F. Chesapeake Park Day Tree Plantings
42 G. Tree Presentation at Durham Elementary School
43
44 See attached memo dated January 5, 2004 from Malcolm Jackson for details on each
45 administrative comment.
46
January 12, 2004 Page 1 of 22
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***Official Minutes***
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1 Director Jackson presented a photo of the City's Christmas Tree mulching site and
2 explained how the program operated this year. Everyone was invited to obtain mulch for
3 their gardens and lawns. The Christmas Tree mulching site is located on the south side of
4 Bicentennial Park, near the entrance off of Southlake Boulevard.
5
6 CONSENT AGENDA
7
8 Agenda Item No. 3A. Approval of the Parks and Recreation Board meeting minutes of
9 November 10, 2003.
10
11 A motion was made to approve the minutes of the November 10, 2003 meeting as
12 presented.
13 Motion: Georgia
14 Second: White
15 Ayes: Cox, Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
16 Nays: None
17 Abstention: None
18 Vote: 8-0
19
20 Motion carried.
21
22 ADDITIONAL INFORMATION ON CONSENT ITEMS
23
24 Agenda Item No. 3-A. Approval of the November 10, 2003 Parks and Recreation Board
25 meeting minutes. Minutes were approved as presented in the Park Board packet with no
26 changes identified.
27
28 REGULAR AGENDA
29
30 Agenda Item No. 4. Public Forum
31
32 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
33 No one addressed the Board during Public Forum. Public Forum was closed.
34
35 Agenda Item No. 5-A. Recommendation to temporarily extend the existing facilities
36 utilization agreements with the youth sports associations to end no later than March 31,
37 2004.
38
39 Director Jackson presented this item for Park Board action. Facility Utilization
40 Agreements (FUA) between the City and the youth sports associations (GSSA, SGSA,
41 SBA, SCLA) provide the framework under which soccer, baseball, lacrosse, and girls
42 softball utilize City and joint use facilities. Staff is presently working with the
43 associations to address a number of modifications to the proposed agreements in an effort
44 to provide a more complete, consistent, and effective document. A variety of areas
45 including facility usage schedules, term renewal, and maintenance schedules still require
46 further review and discussion. Director Jackson pointed out that the extension allows for
January 12, 2004 Page 2 of 22
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Approved by the Parks and Recreation Board 2/9/04
1 several things and reminded the Board that the six-plex is under development at Bob
2 Jones Park. Whether that project is completed within the timeframe allocated may dictate
3 how other fields are used at Bicentennial Park and how that transfer takes place.
4 Extending the expiration dates allows a continuation of the sports association programs
5 while staff continues to collaborate on document modifications. A meeting was held last
6 week with a group of the youth sports associations. Staff will also be hosting individual
7 meetings with the associations to review each agreement and address field usage, time
8 allocations to ensure compliance with Park Use Policy, payment schedules and other
9 related subjects. Staff anticipates final agreements available for presentation to the Parks
10 Board and City Council for review and approval prior to the proposed extension deadline
11 of March 31, 2004.
12 k 34b"
13 Discussion:
14 ~XJ, 'V
15 Ms. Cox asked if the $8 participant fee would be in the FUAs. Director Jackson
16 said it was not anticipated, however, staff does anticipate making an adjustment so that
17 there is an $8 assessment, but only a $4 fee paid and that during the season the team can
18 do what is referred to as an "in-kind" match. Director Jackson said the intent is to allow
19 the associations to take on a greater role and responsibility of physically taking care of
20 some of the fields and reducing the amount of staff time that is involved; doing so at the
21 minimal rate level. This issue will be explained in more detail when the proposed
22 facilities utilization agreements are brought back to the Park Board for approval.
23
24 Ms. Cox pointed out that the name "Texas School of Baseball" appears in the lacrosse
25 association FUA instead of the facility's new name, "Southlake Sports Complex." The
26 modification will be made in the upcoming agreement.
27
28 A motion was made to extend the existing facilities utilization agreements with the youth
29 sports associations to end no later than March 31, 2004.
30
31 Motion: Wood
32 Second: Durham
33 Ayes: Cox, Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
34 Nays: None
35 Abstention: None
36 Vote: 8-0
37
38 Motion carried.
39
40 Agenda Item No. 5-B. Matching funds request from Grapevine Southlake Soccer
41 Association for purchase and consideration of shade structures at Bob Jones Park.
42
43 Director Jackson presented the proposed matching funds request submitted by the
44 Grapevine Southlake Soccer Association (GSSA) and asked the Board to make a
45 recommendation to take to SPDC. The matching funds request is for the purchase and
46 installation of three shade structures at the soccer fields in Bob Jones Park for use by
January 12, 2004 Page 3 of 22
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Approved by the Parks and Recreation Board 2/9/04
1 referees and league officials. The total estimated cost is $10,000. The City's portion of
2 the project would be up to $5,000 from the SPDC Matching Funds line item. $100,000
3 for Matching Funds is available in the fiscal year 2003-04 SPDC budget and there have
4 been no encumbrances or expenditures to date within this line item.
5
6 The relocation of a shade structure at the playground area will also be included as part of
7 the project. The proposed structures would consist of tan metal poles with forest green
8 polyethylene fabric covers. The existing fabric shade structure would be relocated to the
9 playground area and provide shade for parents and children.
10
11 The revised site plan for Bob Jones Park included the addition of the three shade
12 structures and the relocation of the existing shade structure.
13
14 Discussion:
15
16 Ms. White asked who had paid for the existing shade structures. The structures were paid
17 for entirely by the soccer association. Ms. White suggested giving some type of cost
18 break to the association since they had paid for the whole structure previously.
19
20 A motion was made to approve the matching funds.
21 Motion: White
22 Second: Cox
23 Ayes: Cox, Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
24 Nays: None
25 Abstention: None
26 Vote: 8-0
27
28 Motion carried.
29
30 Agenda Item No. 5-C. Recommendation for course of action in regard to renewal of lease
31 of Tucker property.
32
33 Director Jackson presented information about the current lease agreement for the Tucker
34 property and requested direction from the Park Board as to whether a recommendation
35 should be given to the City Council to continue the current lease arrangement for another
36 year, seek termination of the lease at the end of the current February term expiration date,
37 or extend the lease for 60-90 days (or some other appropriate time) beyond the term date
38 with a notice of termination. The Board was not asked to make a determination as to what
39 the future use of the property would be, however, they were provided several options in
40 their packet memo.
41
42 Director Jackson explained that presently the City has a no-charge lease with Marilyn
43 Tucker in exchange for caretaker services for the property until which time the City is
44 able to have a full-time presence on the property purchased from her as park land. The
45 property was originally purchased for, and has thus far been master planned as, mainly an
46 equestrian-based facility. The yearly lease (and sub-lease) is set to expire on February 28,
January 12, 2004 Page 4 of 22
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Approved by the Parks and Recreation Board 2/9/04
1 2004. In light of the recent requests to examine this property closely for a number of uses,
2 including the basis of operations for a Southlake Nature Center, staff felt it was
3 appropriate to consider the feasibility of terminating the lease and transitioning to the
4 public use of the property.
5
6 Several scenarios were presented that could result in the property's use by the public, at
7 least on an interim basis until phased property development could occur. They were: to
8 use exclusively as a Nature Center, use as a Nature Center and an Equestrian Facility, use
9 as a Nature Center and Youth Social Facility, and use as any type of meeting/gathering
10 facility. For any of these to occur, some minor costs for utilities, supplies and upkeep
11 would be incurred. A conversion to public use would also not include Community
12 Services staffing at this point, due to logistics. Use of the building by the public for any
13 of the above uses would be accompanied by a recommendation that the Community
14 Services Department develop a six- to nine-month plan that outlined specific steps for
15 conversion and included the development and deployment of a full-time occupation of
16 the building by volunteer staff (at least two adults during all business hours) through
17 existing community groups such as Keep Southlake Beautiful and the Friends of the
18 Southlake Nature Center, the equestrian groups, the Arts Center, historical museum, etc.
19
20 Discussion:
21
22 Ms. White inquired whether neighborhood SPIN meetings would be held regarding the
23 facility's use prior to making a decision. Director Jackson said he anticipated SPIN
24 meetings occurring before any decision regarding the actual use of the property is
25 decided. Neighborhood input is not required at this time since the request before the Park
26 Board is only whether to continue the lease or consider termination of the agreement; the
27 use of the property will be considered at a future meeting at which time neighborhood
28 involvement will be sought through the appropriate channels, i.e. SPIN meetings.
29
30 Ms. White expressed her concern about the isolation of the property and the dangers it
31 may present, especially as a "teen center." Staff was not recommending use of the facility
32 as a "teen center," but rather as a youth socialization center - a place where youth,
33 including adults could congregate. That was but one possible use.
34
35 Ms. Cox wanted to know what the advantages were to allowing the continuation of the
36 lease. Ms. Durham said the lease agreement called for payment of $1 by the tenant, with
37 the caretaker paying all utility cost. If the City took control of the property, the
38 operational costs would be maintenance and upkeep along with the care of the land
39 (mowing, etc.).
40
41 If it is the Park Board's direction, staff could present a plan for the use of the property
42 within ninety days. Afterward, a SPIN meeting would be conducted followed the next
43 month by an action item on the Park Board agenda.
44
45 Chair Rawls suggested that the property would be a perfect use as a Nature Center. Chair
46 Rawls did not want to prolong obtaining a nature center for another year and expressed
January 12, 2004 Page 5 of 22
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Approved by the Parks and Recreation Board 2/9/04
1 the need to move on as soon as possible with termination of the current lease, allowing
2 the tenants adequate time to relocate within 90-120 days.
3
4 Ms. Durham suggested that site evaluations, feasibility studies and cost analysis begin
5 immediately so that when the property does become available, any remodeling work
6 could begin immediately.
7
8 Ms. Georgia stressed the importance of having a transition plan in place to ensure
9 upkeep, security of the site and assurance that the facility will be used. She recommended
10 that the Park Board recommendation to City Council include language that a transition
11 plan will be prepared.
12
13 Ms. Galpin was concerned about staffing by volunteers and how that might impact the
14 property.
15
16 Ms. Cox said she believed the lease should be terminated sooner than 120 days.
17
18 A motion was made to give the tenant [of the Tucker property] 60 days extension,
19 which means they need to be off the property by the end of April, with the
20 availability for the City to be able to get in there.
21
22 Motion: Cox
23
24 Discussion continued. Staff favors having someone on the property versus having it
25 vacant until all the proposals and approvals are complete.
26
27 Chair Rawls asked Boyd Dollar (member of the audience and a resident near Bob Jones
28 Park) his preference on having the property either occupied or vacant. Mr. Dollar said he
29 would personally prefer to have someone there with the gates locked. He also had
30 concerns about the City taking on the responsibility of mowing and watching over the site
31 without a plan in place. He mentioned that so far there had not been any trouble with it
32 being occupied.
33
34 As provided in the current lease agreement, the City may give a 24-hour notice of
35 visit/inspection to access the property. The caregiver has been very cooperative in the
36 matter in the past.
37
38 The City has also received an offer from a tenant expressing an interest in leasing the
39 property, but specifics of the offer have not been flushed out.
40
41 Ms. Galpin and Ms. Georgia suggested extending the lease for 120 days.
42
43 Chair Rawls asked to continue the motion on the table with a "second."
44 Second: No second
45 Motion failed to carry.
46
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Approved by the Parks and Recreation Board 2/9/04
1 A motion was made to extend the lease 120 days - to extend the lease 90 days from
2 the end of the lease with the conditions that were mentioned that we make
3 sure he is following through, etc., and would be able to have access after giving due
4 notice to him, so that the City can proceed with feasibility studies.
5 Motion: Galpin
6 Second: Durham
7 Ayes: Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
8 Nays: Cox
9 Abstention: None
10 Vote: 7-1 (Cox recommended a 60-day extension to lease)
11
12 Motion carried.
13
14 Director Jackson clarified that the item will be brought back to the Park Board as a
15 discussion item in March, appropriate SPIN meetings will be held later in March, and
16 then the item returned to the Park Board for a final decision in April.
17
18 Chair Rawls urged those organizations and associations that have an interest in using the
19 Tucker property to get busy and produce a utilization and staffing plan for the City to
20 consider.
21
22 Agenda Item No. 5-D. Parks Board recommendation of the Concessions and
23 Endorsement Task Force Report and proposed actions.
24
25 Deputy Director Steve Polasek presented the Concessions and Endorsement Task Force
26 Report and reviewed the set of recommendations developed by the Task Force. The Park
27 Board was asked to provide a recommendation to City Council to approve the Report and
28 proposed actions incorporated into the Report or provide staff with discussion and input.
29
30 A copy of the Concessions and Endorsement Task Force Report is attached to the
31 minutes.
32
33 The Concessions and Endorsement Task Force has been meeting since October 16, 2003
34 to study potential opportunities to expand the benefits for both the youth sports
35 associations and the City as it relates to concessions operations and fostering quality
36 endorsement programs. The Task Force consists of representatives from each of the four
37 youth sports associations (SGSA, SBA, GSSA, and SCLA), Parks Board members Elaine
38 Cox and Emily Galpin, Council member Keith Shankland and Mayor Pro Tem Ralph
39 Evans, and City staff.
40
41 The Task Force recommends the continuation of the Task Force to develop draft policies
42 and procedures pertaining to sponsorship and advertising opportunities at City facilities.
43 The Report also recommends developing a Request for Proposal (RFP), seeking a single
44 vendor to provide concession services for the Parks and Recreation Department and the
45 youth sports associations (SGSA, SBA, SCLA, GSSA), and provides suggestions on
January 12, 2004 Page 7 of 22
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Approved by the Parks and Recreation Board 2/9/04
1 promoting team and league sponsorship opportunities for both the youth sports
2 associations and City recreation programs.
3
4 Staff recommended Parks Board approval of the Concessions and Endorsement Task
5 Force Report and proposed actions.
6
7 Any future work that may be produced by the Task Force will be presented to the Parks
8 Board and City Council for formal review, recommendation, and approval.
9
10 Discussion:
11
12 Ms. Georgia restated the recommendation was to continue the Task Force, develop a
13 Request for Proposal (RFP) seeking a single vendor for concessions, draft policies and
14 procedures for sponsorships and advertising and develop recommendations to promote
15 team and league sponsorships.
16
17 Ms. Cox added that as a member of the Task Force, the work has only begun there are
18 so many avenues and issues still to be worked out and opportunities to investigate.
19
20 Ms. Galpin spoke in favor of continuation of the Task Force and the development of
21 policies and procedures and how those things would "standardize" issues related to
22 concessions operations, sponsorships and advertising.
23
24 Jim Lehane, Southlake Carroll Lacrosse Association, addressed the Board saying the
25 lacrosse association is in the exploratory stage at this point. They are now looking for
26 additional opportunities to generate revenues and are very interested in hearing what the
27 City develops.
28
29 Ms. White had some concerns with having a single vendor for concessions.
30
31 Mr. Polasek explained the current beverage contract the City has with Coca-Cola and
32 how that would not limit the vendor in offering other food products along with Coke
33 products. A vendor contract would cover only the three parks with concession stands.
34
35 Ms. Wood commended the Task Force on their Report and supported the continuation of
36 the Task Force.
37
38 A motion was made that the Park Board continue to support the Task Force
39 recommendations for on-going study with final proposals to follow and continue
40 until such time that they [Task Force] believe that they have the materials ready for
41 us [Park Board] to review. Director Jackson pointed out it was important to the motion
42 to include authorization to seek a RFP because it will also be presented to City Council
43 to obtain authorization for the RFP. Ms. Wood accepted Director Jackson insert as part
44 of her motion.
45 Motion: Wood
46 Second: Durham
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Approved by the Parks and Recreation Board 2/9/04
1 Ayes: Cox, Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
2 Nays: None
3 Abstention: None
4 Vote: 8-0
5
6 Motion carried.
7
8 Agenda Item No. 5-E. Recommendation for use of Park Dedication Funds to relocate
9 historical Denton County bridge to cross drainage channel in west Bicentennial Park.
10
11 Director Jackson presented this item for Park Board input and recommendation to use
12 park dedication funds to relocate a historical Denton County bridge to Bicentennial Park.
13
14 Director Jackson provided background information on this offer from Denton County.
15 The Denton County Road and Bridge Department has been undergoing a systematic
16 analysis of mainly rural bridges in the county that have outlasted their usefulness for
17 vehicular traffic, and the county wishes to preserve those of historical significance. The
18 County has offered these bridges on a first-come, first-served basis to mainly
19 municipalities who may have a use for them for pedestrian traffic over streams and/or on
20 trail routes. Community Services staff submitted a form of interest to the county earlier
21 this year and has recently been informed that the bridge scheduled for replacement at
22 South Hickory Creek and Donald Road in far northwest Denton County is available.
23
24 The County will dismount the bridge from its current abutments and place it on heavy
25 transport provided by the City. The City would be responsible for the transport of the
26 bridge and any costs associated with securing it in its new location.
27
28 Staff feels like the benefit of having a pedestrian access to the previously unused western
29 portion of Bicentennial Park is a tremendous benefit for the cost involved. Costs
30 estimates associated with relocation would be approximately $20,000, therefore, the Park
31 Board is being asked to make a recommendation to designate up to that amount from the
32 Park Dedication Fund. Staff estimates it would be impossible to construct a bridge of that
33 size and durability in the future for any amount roughly three times as great and possibly
34 much more.
35
36 Senior Park Planner Chris Carpenter provided the board with construction and historical
37 information about the bridge. The proposed bridge is a simple wooden planked bridge
38 with a concrete bed, 4-5 foot high side rails and is approximately 60 feet long and 17 feet
39 wide. The bridge was constructed in 1903 by King Bridge Company of Cleveland, Ohio.
40 They were the same company contracted to build 20+ bridges in north Denton County in
41 the early 1900s. An interesting fact about the contract is that up until that time, no county
42 in Texas had "let" that amount of money for bridges.
43
44 Discussion:
45
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Approved by the Parks and Recreation Board 2/9/04
1 Director Jackson described where the bridge is intended to be relocated in west
2 Bicentennial Park although the exact location is yet to be determined.
3
4 Director Jackson explained some of the features that would be utilized to prohibit vehicle
5 traffic on the bridge.
6
7 The Board encouraged staff to pursue acquisition of more of these bridges for our city
8 parks and offered their suggestions for locations.
9
10 A motion was made to approve the recommendation to use Park Dedication Funds
11 to relocate the historical Denton County bridge to cross the drainage channel in
12 West Bicentennial Park.
13
14 Motion: Georgia
15 Second: White
16 Ayes: Cox, Cornish, Durham, Galpin, Georgia, Rawls, White and Wood
17 Nays: None
18 Abstention: None
19 Vote: 8-0
20
21 Motion carried.
22
23 Director Jackson related to the Board the original acquisition and preservation of the
24 current bridge located in the south side of Bicentennial Park.
25
26 Agenda Item No. 6. Discussion - No items this agenda.
27
28 Agenda Item No. 7. Liaison Reports
29
30 Board members reviewed the following:
31
32 (a) Recreation/Special Events - Southlake Family Sweetheart Dance to be
33 held February 7 at Durham Elementary.
34
35 (b) Youth Sports Associations - Ms. Cox said there was nothing new to report
36 at this time except lacrosse and basketball.
37
38 (c) Community Groups - Ms. Galpin passed out a flier advertising the
39 "Southlake Tour de Parks" on March 27 and explained various features of
40 the celebration being planned to commemorate National Parks Month in
41 Southlake. Park Board members are invited to participate in the planning
42 the event.
43
44 (d) SPIN - Ms. White said there has not been much activity lately with SPIN,
45 however there is a meeting planned for January 13.
46
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1 (e) SPDC - Ms. Wood reported SPDC did not have a meeting in January.
2
3 (f) JUC - Ms. Galpin reported on the January 8 JUC meeting. Members
4 discussed the structure of the committee but did not make any changes to
5 its configuration. The other issue centered on Parks and Rec use of CISD
6 facilities. Staff from CISD and the City will be working together on costs
7 analysis and cost savings initiatives.
8
9 (g) City Council Monthl}Report - Ms. Durham will present the Park Board
10 Report at the February 3, 2004 City Council meeting.
11
12 Agenda Item No. 8. Adj ournment
13
14 A motion was made to adjourn the meeting at 8:22 p.m.
15
16 Motion: Cornish
17 Second: Galpin
18 Ayes: Cornish, Cox, Durham, Galpin, Georgia, Rawls, White and Wood
19 Nays: None
20 Abstention: None
21 Vote: 8-0
22
23 n c lied.
24
25
26
27 Bobby R is
28 Parks & Recreation Board Chair
29 / Roil
30 9
31 Mary Georgia
32 Parks & Recreation Board Secretary
33
34 Attachments: Item 4 - Administrative Comments - Memo dated January 5, 2004 from Malcolm Jackson
35 Item 513 - Matching Funds Request from Grapevine Southlake Soccer Assoc. - shade structures
36 Item 5D - Concessions and Endorsement Task Force Report
37
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1 Attachment to 1/12/04 Pk Brd Minutes
2 M E M O R A N D U M Item 4- Admin. Comments
3
4 January 5, 2004
5
6 TO: Parks and Recreation Board Members
7
8 FROM: Malcolm Jackson, Director of Community Services (xt. 1527)
9
10 SUBJECT: Agenda Item Comments and Other Items of Interest for Board
11 Meeting Monday, January 12, 2004
12
13
14 1. Agenda Item No. 2 Administrative Comments:
15
16 A. Upgraded Security Locks - The Parks and Recreation department has
17 upgraded the primary entry locks on several of the primary parks and
18 maintenance buildings. The new system allows for individualized push-
19 button combination codes or computerized magnetic fobs, comparable to
20 those at Town Hall. This system allows the same individual key fobs
21 issued to DPS personnel to also operate the locks at park facilities, thereby
22 allowing police and fire rescue personnel immediate access to equipment
23 that could be used in an emergency such as the mule vehicles or tractors.
24 The system records each time entry is made as to the date, time, and
25 identity of the person based on the fob or combination used. Individual
26 combinations can be electronically removed from access, limit access to
27 some areas based on needs, and eliminates the costs to reproduce keys
28 with personnel changes. In working with DPS in this effort, we have
29 initiated action that ultimately reduces overall operational costs while
30 increasing security on our facilities.
31
32 B. Koalaty Park Trail - You will recall that the city received a grant to install
33 a natural trail in the area of Koalaty Park. The trail design involved the use
34 of a special polymer mix that solidified clay and allowed it to be as
35 efficient as asphalt while retaining the appearance of dirt. Because of the
36 extreme cost savings of this method over standard concrete or asphalt
37 installation, it provided an alternative where none other existed. A
38 contractor has installed the trail, but it has not met with our level of
39 satisfaction, and we have denied payment at this time. We are working
40 with the contractor and the polymer manufacturer to determine the most
41 appropriate course of action to provide a finished product that meets with
42 our original level of expectation and satisfaction. Staff has received a few
43 telephone calls from residential homeowners expressing a concern about
44 the trail, particularly its appearance. We have explained to them what is
January 12, 2004 Page 12 of 22
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1 occurring, but you may receive additional calls, and we wanted you to be
2 aware of the action we are taking.
3
4 C. Dog Park Meetings - Dog parks are unique facilities that provide a fully
5 fenced and secured area for dog owners to socialize with each other while
6 allowing their dogs to run off-leash. Following the highly successful dog
7 show event this past summer, which raised over $6,000 to be used to build
8 a dog park in the city, staff has been examining various location options in
9 order to make presentations to the parks board and city council. Two
10 potential sites were identified along the north side of the Southlake Sports
11 Complex and along the west side of Sheltonwood. Although there were
12 no requirements to conduct any public hearings, because these properties
13 bordered residential homes, staff sent out letters and offered to meet with
14 those residents individually to identify and discuss their possible concerns
15 or desires. Based upon the collective concerns by those residents, and their
16 expressed preference to see other uses for those sites, staff will be
17 focusing on other locations in which to develop a dog park. Although
18 formal presentations will be coming to you in the near future, we wanted
19 to keep you posted on the actions in the event you receive telephone calls
20 from citizens.
21
22 D. New Bicentennial Park Entry Drive - Bicentennial Park underwent a
23 facelift with the replacement of the White Chapel entry drive. No longer
24 will park users have to dodge potholes. SRO completed the project within
25 a month and within the $55,000 budget allocation. We appreciate all of the
26 patience and understanding exhibited by the park users who had to use a
27 temporary gravel roadway during the repairs, and encourage you to visit
28 the park to see the new drive and the Liberty Garden.
29
30 E. Parks Department's Physical Barriers Awareness Program - Park and
31 Recreation staff members are participating in a physical barriers
32 awareness program. Staff members get the opportunity to spend one full
33 workday in a wheelchair and are to visit various park sites and city
34 facilities. A sign is placed on the wheelchair to advise the public that the
35 person is ambulatory and undergoing a training program. Participants
36 learn to recognize simple obstacles such as raised edges on sidewalks or
37 other challenges faced by those individuals who use wheelchairs on a
38 daily basis. Several simple repairs have already been undertaken and
39 others are planned to make the parks more user friendly for these citizens.
40
41 F. Chesapeake Park Day Tree Plantings - City park staff, Chesapeake
42 Homeowners Association, and TXU Energy combined efforts and planted
43 fifty (50) trees in Chesapeake Park on Saturday, December 6, 2003. The
44 event celebrated the kickoff of the joint city and TXU trees and books
45 program. TXU Energy users in Southlake who stay with TXU throughout
46 2004 have the option of having TXU purchase and donate a book to the
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1 library or a tree to the parks in the name of the resident. There has already
2 been an overwhelming response to the program. We appreciate the
3 opportunity to enter into such joint ventures and thank both TXU Energy
4 and the residents who participated in a program to improve the quality of
5 life in our community.
6
7 G. Tree Presentation at Durham Elementary School - On December 16th,
8 Keith Martin, the City's landscape administrator, gave an educational tree
9 and local Cross Timbers presentation to approximately 30 students at the
10 Durham Elementary School on Shady Oaks Drive. The presentation was
11 held in Mrs. Debra Heath's science room and consisted of second and
12 third grade students who chose to attend the presentation during their
13 lunch period. The students asked many questions about different trees,
14 how trees work, and the trees in Southlake.
15
January 12, 2004 Page 14 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 Attachment to 1/12/04 Pk Brd Minutes
2 Item 513 - Matching Funds Request from GSSA
3
4
City of Southlake, Texas
PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Shade canopies at Bob Jones Park
Contact Person: Peter Gaal (GSSA Southlake Fields Commissioner)
Mailing Address: 223 Timber Lake Way
City: Southlake State: TX ZIP: 76092 Day Phone: 817-424-1471
Night Phone: Fax Number:
Additional Contact Person: Judy Stanfield Day Phone: 817-410-9950
PROJECT DESCRIPTION:
1
1 The Grapevine/Southlake Soccer Association (GSSA) provides organized, youth,
1 recreational soccer within Grapevine and Southlake. Game fields are located in both
1 cities. Within Southlake, Bob Jones Park is the area allotted for soccer play. The
1 vision of GSSA is to have Bob Jones Park become the premier soccer complex within
1 Southlake to service the needs of the soccer playing community of the city.
1
1 This matching funds request is to purchase shade structures for use at Bob Jones Park
1 soccer fields. The purchase of these shade structures will provide much needed relief
1 from the elements for our referees and league/tournament officials.
2
2
2
2
2
2-
2(
Proposed Start Date: 2109104 Projected Completion Date: 2128104
Projected Cost: $10,000 Amount of Funds Requested: $5,000
2
January 12, 2004 Page 15 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 Attachment to 1/12/04 Pk Brd Minutes
2 Item 5D
3
4
5 Concessions and Endorsement Task Force Report
6
7
8 An analysis of concessions and endorsement opportunities for Southlake
9 youth sports associations, City programs, and public parks and
10 facilities.
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15 Southlake, Texas
16 December 15, 2003
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January 12, 2004 Page 16 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 Concessions and Endorsement Task Force Report
2
3 An analysis of concessions and endorsement opportunities for Southlake youth
4 sports associations, City programs, and public parks and facilities.
5
6 The Parks Board, at their July 14, 2003 meeting, approved a recommendation for the
7 development of a task force to study the concession and associated endorsement
8 programs involving the City and youth sports associations. Currently, no standardization
9 of systems exists and the City receives no direct proceeds from concession operations.
10 The Concessions and Endorsement Task Force was developed under the belief that
11 potential opportunities exist to expand the benefits for both the youth sports associations
12 and the City through proper management of the concessions operations and fostering
13 quality endorsement programs. The City Council was briefed on the Task Force in
14 October and members were invited to participate in the study and review process.
15
16 The Task Force consists of Matt Tuggey, Southlake Girls Softball Association; Bea
17 Mask, Southlake Baseball Association; Peter Gaal, Grapevine Southlake Soccer
18 Association; Joan McGaffigan, Southlake Carroll Lacrosse Association; Parks and
19 Recreation Board representatives Elaine Cox and Emily Galpin; City staff members
20 Steve Moore, Ryan McGrail, and Steve Polasek. Council member Keith Shankland and
21 Mayor Pro Tem Ralph Evans served as representatives from the City Council. While
22 these individuals comprised the formal task force, a substantial amount of information
23 was provided by other groups and organizations such as area school districts and cities, as
24 well as from visiting youth sports association board members.
25
26 As a part of the first meeting on October 16, 2003, the Task Force outlined its goals and
27 objectives. Specifically, the Task Force endeavored to provide an analysis of concessions
28 and endorsement opportunities for Southlake youth sports associations, City programs,
29 and public parks and facilities. The Task Force goals were to: 1) review existing
30 conditions as they related to both the City's and youth sports association's concessions
31 operations and sponsorships; 2) analyze opportunities that may enhance the effectiveness
32 and efficiencies for all entities in regards to concessions operations, revenue enhancement
33 and service levels; 3) determine the needs and wants of each entity; and 4) develop a
34 report with recommendations to the Parks and Recreation Board and City Council.
35
36 The Concessions and Endorsement Task Force pursued an aggressive meeting schedule
37 beginning on October 16, 2003 with weekly meetings scheduled through the culmination
38 of this final report. The Task Force reviewed the existing sponsorship opportunities of
39 each youth sports association as allowed in their Facilities Utilization Agreement (FUA)
40 and what conditions actually exist today. Signage sponsorship opportunities were
41 provided to the Southlake Girls Softball Association (3 per field), the Southlake Baseball
42 Association (2 per field), and the Grapevine Southlake Soccer Association (2 signs total)
43 as part of their FUA's. The Southlake Carroll Lacrosse Association has no provision in
44 their agreement for signage. None of the youth sports associations have actively pursued
45 sponsorship opportunities through field signage during the last two years.
46
January 12, 2004 Page 17 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 The City presently has agreements in place with Coca-Cola at both Bicentennial Park and
2 the Southlake Sports Complex. The Bicentennial Park agreement is for ten years and in
3 general provides Coca-Cola with exclusive rights for the provision of all beverage
4 products sold and beverage signage within the park. The City receives a percentage
5 (20%) of revenue from sales generated by six vending machines placed in the park, in
6 addition to $100,000 received in year one and $25,000 for each additional year. The
7 agreement term is from March 17, 2000 through March 17, 2010.
8
9 The agreement with Coca-Cola for the Southlake Sports Complex was transferred to the
10 City from the previous owners upon the City's purchase of the property. The City
11 received no direct payment from Coca-Cola at that time, but does receive a minimal
12 amount through a percentage (20%) of revenue from the vending machines. The
13 agreement term is for fifteen years from July 17, 1998 through July 17, 2013.
14
15 The Task Force also identified existing concession services provided by the various
16 entities. The Southlake Baseball Association (SBA) makes concession items available
17 for games and tournaments in Bicentennial Park from their designated facility and a
18 portable trailer located near their smaller fields. Using their designated facility, the
19 Southlake Girls Softball Association (SGSA) also provides concessions at Bicentennial
20 Park for their games and tournaments, as well as some City special events. With the
21 spring completion of the concession building at Bob Jones Park, the Grapevine Southlake
22 Soccer Association (GSSA) began weekend sales of concession items this fall for the first
23 time ever during their regular season. GSSA has provided sales at some past tournaments
24 using temporary facilities. The Southlake Carroll Lacrosse Association (SCLA) currently
25 provides no concessions at any of the facilities they utilize.
26
27 City concessions are typically provided in one of two ways. During large special events
28 such as the Independence Day Celebration in Town Square, outside vendors are brought
29 in to sell hot dogs, turkey legs, popcorn, etc. During Parks and Recreation programs such
30 as Southlake Saturday Nite and Movies in the Park, City staff oversees concession sales
31 and provides pre-packaged items such as chips, candies, and soda. The same holds true
32 for City sponsored athletic tournaments for basketball or track. No concession services
33 are provided during regular season games for basketball, in-line hockey, flag football, or
34 volleyball, to name a few.
35
36 The Task Force also researched how public entities (cities and school districts) in the area
37 addressed concessions and endorsement opportunities. A telephone survey of area cities
38 found that many, including the City of Southlake, are not presently receiving any direct
39 proceeds from use of the concession stands. There were a few minor variations among
40 some cities to include:
41 - retaining a small percentage of the gross revenue from concession sales by
42 youth sports associations
43 - charging a small fee ($50 per month) to the youth sports associations
44 - youth sports association responsibility for 100% of electrical costs
45 - cities bidding concessions to outside vendor and receiving percentage
46 (20%) of gross revenue.
January 12, 2004 Page 18 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1
2 In regards to sponsorships, the survey demonstrated that responsibility for obtaining and
3 overseeing sponsorship opportunities were almost evenly split with some cities reserving
4 that right and others turning it over to the youth sports associations. Most city-managed
5 sponsorships are directly tied to soft drink contracts at their various sports facilities.
6
7 School districts have typically proven to be more progressive in the pursuit of
8 endorsement and vending contracts. As a result, their operational information is more
9 complex and difficult to summarize. Some districts, such as Carroll ISD, have hired
10 marketing coordinators to actively purse agreements with vendors from an array of
11 industries that provide food, beverages, services, and retail items. The Plano ISD utilizes
12 an advertising agency to solicit advertisement opportunities at facilities and on their
13 buses. Upon approval by the district, advertisements are implemented for a six month
14 period at a cost of $500 with the advertising agency responsible for their installation and
15 removal. Athletic facility advertisement opportunities vary and may be handled through
16 the business office, marketing coordinator, and in some cases, the athletic director.
17
18 The sale of food and beverages at sporting events were typically provided by either the
19 school district's food services group or by a booster club (band boosters). From the
20 survey information, only Highland Park ISD contracted with an outside agency, receiving
21 35% of the net revenue.
22
23 After establishing background information consisting of area city and school districts
24 existing conditions, as well as those within the City of Southlake's youth sports
25 associations and City sponsored recreation programs, the Task Force set out to identify
26 the existing and proposed additional conditions of each of the entities (SBA, GSSA,
27 SGSA, SCLA, and City). The conditions, respectively, were based on what each entity
28 was currently receiving in the form of revenue or service, the requirement that this level
29 be maintained, and areas where improvements could be achieved but were not mandatory
30 to the present level of operations. A summary of this information is as follows:
31
Entity Existing Conditions Proposed Additional'
Conditions
Southlake Baseball o Team o Increased
Association sponsorship revenue
s($300 o Facility
per season) sponsors
o Concessions o Facility
Revenue enhanceme
nts
Southlake Carroll o None o Increased
Lacrosse revenue
Association o Concessions
service
January 12, 2004 Page 19 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
o Concessions
revenue
o Team
sponsors
o Facility
sponsors
o Facility
enhanceme
nts
Southlake Girls o Concessions o Increased
Softball Association revenue revenue
o Team o Facility
sponsorship enhanceme
s ($300 per nts
year) o Facility
sponsors
Grapevine o Concessions o Increased
Southlake Soccer service revenue
Association o Increased
concessions
revenue
o Team
sponsors
o Facility
sponsors
o Facility
enhanceme
nts
Southlake Parks o Concessions o Team
and Recreation for TAAF sponsorship
events s
(Basketball/t o Concessions
rack), for in-line
programs, hockey,
and special basketball
events leagues,
volleyball
leagues,
adult
athletics,
January 12, 2004 Page 20 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
flag football
o Program
sponsorship
s
o Facility
sponsorship
s
o Offset
expenditure
s relating to
new
developmen
t and on-
going
maintenanc
e costs of
facilities.
1
2 Following the assignment of existing and proposed additional conditions, the Task Force
3 identified three main areas suitable for potential enhancements in revenue and service
4 levels:
5
6 ➢ Facility Advertising and Sponsorships
7 ➢ Expanded Concessions Service
8 ➢ Team and League Sponsorships
9
10 Facility sponsorship and advertising may include: 1) site-specific sponsorships of park
11 facilities including, but not limited to, athletic facilities, park structures, and other park
12 entities; 2) temporary portable advertising at various park facilities and events; and 3)
13 permanent advertising on outfield fences, scoreboards, and structures. Expanded
14 concessions service advocates allowing greater menu varieties where appropriate and
15 providing service at facilities, programs, and athletic events where none exists today.
16 Team and league sponsorships suggest expanding this concept to all entities and seeking
17 greater support from local businesses, corporate sponsors, and community groups.
18
19 The Task Force further explored the aforementioned concepts to develop the following
20 set of recommendations.
21
22 ➢ Allow for the continuation of the Task Force to develop draft policies and
23 procedures pertaining to sponsorship and advertising opportunities at City
24 facilities to include facility sponsorships, portable advertising, and permanent
25 advertising.
26
January 12, 2004 Page 21 of 22
***Official Minutes***
Approved by the Parks and Recreation Board 2/9/04
1 ➢ Develop a Request for Proposal (RFP) seeking a single vendor to provide
2 concession services for the City of Southlake Parks and Recreation Department
3 and the youth sports associations (SGSA, SBA, SCLA, and GSSA) at all existing
4 facilities and programs, as well as inclusion of new opportunities identified by the
5 Task Force as presently being under served.
6
7 ➢ In addition to current methods, utilize existing community and City resources
8 such as the Chamber of Commerce, Southlake Scene recreation brochure, City
9 web site and cable channel, and Department of Economic Development to
10 promote team and league sponsorship opportunities for both the youth sports
11 associations and City recreation programs. The costs, terms, and policies of team
12 and league sponsorships would remain the responsibility of the participating
13 organizations (SBA, GSSA, SGSA, SCLA, and City) but would be limited to
14 sponsor recognition on jerseys, written material, and temporary banners.
15 Permanent or portable signage may also be included at the discretion of the
16 participating organization, but would fall under the stipulations of the future
17 proposed policies and procedures pertaining to sponsorship and advertising
18 opportunities at City facilities, compliance with City ordinances, and the review
19 and approval of the Parks and Recreation Board.
20
21 The Task Force recognizes that its work was conducted within a relatively short time
22 frame and that further research and policy development may still be warranted should
23 direction be provided. The Task Force is grateful for having had the opportunity to
24 explore the current system and provide general recommendations that may lead to
25 enhancements in concession services and revenue for the youth sports associations and
26 the City of Southlake. In the interim period, individual sponsorship and endorsement
27 opportunities will be reviewed on a case by case basis and subject to Parks and
28 Recreation Board and City Council approval. The members of the task force extend
29 their appreciation to all those that participated in the process. Members stand ready and
30 available to address any questions or comments regarding this report and are willing to
31 move forward with their work to develop detailed policies and procedures outlining
32 facility sponsorship and advertising opportunities.
33
34
January 12, 2004 Page 22 of 22