2003-08-11
***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 August 11, 2003
5 MINUTES
6
7 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
8 Georgia, Secretary; Eric Blomquist, Elaine Cox, Liz Durham, Emily Galpin, Cara White
9 and Dorothy Wood
10
11 Board Members Absent: None
12
13 Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
14 Polasek, Deputy Director of Community Services; Chris Carpenter, Senior Park Planner;
15 and Steve Moore, Recreation Superintendent.
16
17 REGULAR SESSION
18
19 Agenda Item No. 1. Call to Order
20
21 Chairman Rawls called the meeting to order at 7:00 p.m.
22
23 REPORTS
24
25 Agenda Item No. 4. Administrative Comments
26
27 Director Jackson reported the following administrative comments:
28
29 A. Introduction and Oath of Office of new Park Board members - The
30 Community Services staff welcomed new Parks and Recreation Board
31 members Emily Galpin, Place 2; Cara White, Place 8; and Elaine Cox,
32 Place 9; and reappointed members Bobby Rawls, Place 3 and Frank
33 Cornish, Place 1. The Oath of Office was conducted for Ms. Galpin, Mr.
34 Rawls, and Mr. Cornish. Oath of Office will also be administered to Ms.
35 White and Ms. Cox after an ordinance amendment adding Place 8 and
36 Place 9 positions to the Parks Board is approved by City Council August
37 19 and September 2.
38
39 B. SPIN Citywide meeting August 18 - Equestrian Center proposal at Bob
40 Jones Park - Members from the Richland Hills Riding Club (RHRC) will
41 make a presentation at a citywide SPIN meeting Monday, August 18, 7:00
42 p.m. in the Town Hall, 3rd floor meeting rooms to provide the public
43 information about their proposal to build and operate a riding arena and
44 club in the Bob Jones park area. All interested parties are urged to attend.
45 Based on the input received during this meeting, the RHRC will make a
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 presentation to the Park Board at their September 8 meeting seeking a
2 recommendation to City Council concerning the proposed project.
3
4 C. Cingular Tower Update - The City recently sent a letter to Cingular
5 Wireless requesting written notice by July 31, 2003, of their intention to
6 construct a proposed clock tower and antenna within Bicentennial Park
7 since there has been no communication in some time and contract
8 negotiations have ceased. The City had previously approved a revised site
9 plan for Bicentennial Park allowing for the construction of the clock tower
10 and approved a variance permitting the height of the tower to be 110 feet.
11 In addition, the City approved a specific use permit for a Cingular
12 Wireless antenna to be constructed as part of the proposed tower. Should
13 the City Council or Cingular Wireless determine that this is no longer a
14 viable project, alternative uses for the site can be identified as part of the
15 Parks Master Plan Update. There has been no response from Cingular
16 Wireless to date.
17
18 D. Park Board Report at City Council meetings - Park Board members
19 volunteered to give the monthly Park Board Report at the City Council
20 meetings for 2003-04. The assignments are: September 2 - Frank
21 Cornish; October 7 - Eric Blomquist; November 4 - Bobby Rawls;
22 December 2 - Dorothy Wood; January 6 - Mary Georgia; February 3 -
23 Cara White; March 2 - Emily Galpin; April 6 - Liz Durham; and May 4 -
24 Elaine Cox.
25
26 E. Selection of Date for Orientation to Park Board Members - Orientation for
27 the Park Board will be held in conjunction with the SPDC orientation on
28 Wednesday, August 27, 2003 at 6:30 p.m. in the Town Hall Council
29 Chambers.
30
31 CONSENT AGENDA
32
33 Agenda Item No 3A Approval of the Southlake Parks and Recreation Board meeting
34 minutes of July 14, 2003.
35
36 Agenda Item No 3 Recommendation to approve an Addendum to the 2003 Facilities
37 Utilization Agreement with Grapevine-Southlake Soccer Association.
38
39 A motion was made to approve Consent Agenda items: the July 14, 2003 meeting
40 minutes and the Addendum to the 2003 Facilities Utilization Agreement with
41 Grapevine Southlake Soccer Association, as presented.
42
43 Motion: Georgia
44 Second: Durham
45 Ayes: Blomquist, Cornish, Durham, Galpin, Georgia, Rawls, and Wood
46 Nays: None
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 Abstention: None
2 Vote: 7-0
3
4 Motion carried.
5
6 ADDITIONAL INFORMATION ON CONSENT ITEMS
7
8 Agenda Item No 3-A Approval of the July 14 2003 meeting minutes. Minutes were
9 approved as presented in the Park Board packet with no changes identified.
10
11 Agenda Item No 3 Recommendation to gpprove an Addendum to the 2003 Facilities
12 Utilization Agreement with Grapevine-Southlake Soccer Association (GSSA). This
13 interim concession agreement will allow GSSA the opportunity to provide concession
14 sales during the 2003 fall season. The term of the addendum is through the upcoming fall
15 season only, in order to allow the Concessions Task Force to review and make
16 recommendations prior to the 2004 seasons. As part of the Addendum, the City reserves
17 the right to utilize the concession stand when not in use by GSSA and modifications to
18 the structure are prohibited without the express written consent of the Director of
19 Community Services. The City is responsible for utilities (water and electric) and
20 maintenance. The Park Board voted 7-0 to approve this Addendum during consideration
21 of the Consent Agenda section of the meeting.
22
23 REGULAR AGENDA
24
25 Agenda Item No. 4. Public Forum
26
27 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
28
29 Kelli Riley, 1374 Woodbrook, President, Southlake- Carroll Lacrosse Association
30 (SCLA), asked the Park Board to designate the Texas School of Baseball (TSB) facility as
31 the lacrosse facility by January 2004. Ms. Riley introduced herself and made comments
32 about the academic scholarships that were received by lacrosse players. Ms. Riley said
33 that SCLA had grown by 25%. She mentioned that lacrosse has 270 participants and
34 continues to grow. Ms. Riley explained that SCLA is the only association in the history
35 of Southlake youth sports to pay rent for fields. Ms. Riley commented that she only has
36 one field provided by the City, but still has to pay $8 per person.
37
38 Ms. Riley asked the Park Board to please consider taking the money planned for the
39 neighborhood park improvements and put it into getting the fields ready for lacrosse at
40 the TSB facility. Ms. Riley said that she understood that part of the money originally
41 proposed for lacrosse field improvements was to be used to build concessions and
42 restroom facilities but she would prefer that the money be put into getting the fields ready
43 for lacrosse. Ms. Riley said that since lacrosse has no plans to run a concession stand in
44 the near future, she would like to see the money go toward the fields for lacrosse lighting
45 and other amenities on the field.
46
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 Ms. Riley pointed out to the Park Board that if they took just 60 kids from lacrosse and
2 broke it down over seven (7) years, it would cost somewhere in the neighborhood of
3 $1.30 per child. Ms. Riley went on to say that if you break that number down among the
4 entire group of 270 kids that the cost is only $.25 per participant. She said that was a
5 measly number if you think about the kids.
6
7 Ms. Riley indicated that she would work with staff to firm up the cost figures for
8 improving the TSB site for lacrosse and would like to present this item to the Parks Board
9 at the September meeting. Board Chair Rawls agreed to place this item on the upcoming
10 agenda.
11
12 Keith Metzger, Vice President, Southlake Baseball Association (SBA). Mr. Metzger
13 made it clear that he disagreed with Ms. Riley. Mr. Metzger said that the TSB facility
14 should not be converted into a lacrosse-only facility.
15
16 Mr. Metzger said that baseball has approximately 1,100 kids during the spring season and
17 750 during the fall. Mr. Metzger said that the number that lacrosse has does not support
18 turning the TSB facility into a lacrosse-only facility. Mr. Metzger said that SBA has put
19 forward approximately $40,000 in matching funds to make the fields at Bicentennial Park
20 in game condition. Mr. Metzger pointed out that in order to keep these fields in good
21 shape in the future, SBA would need to continue to have access to the TSB facility for
22 baseball. Mr. Metzger felt it would be a waist of money to convert existing baseball fields
23 into lacrosse fields.
24
25 Mr. Metzger explained to the Park Board that he has been to several of the surrounding
26 cities' parks such as Hurst, Texas Star, etc., and that those facilities are very nice. Mr.
27 Metzger pointed out that since SBA sometimes hosts tournaments, it would be nice to
28 keep the fields in good condition.
29
30 Mr. Metzger also mentioned that SBA has about 100 teams in the spring and 75 in the
31 fall. He said that these teams are only able to get one practice per week and that if TSB is
32 not available, that number of practices would decrease.
33
34 Public Forum was closed.
35
36 Agenda Item No 5-A Election of Parks and Recreation Board chairperson and/or other
37 officers for 2003-04.
38
39 Director Jackson explained the election of officers to the Park Board and indicated that
40 the Southlake City Code, Section 12-78, "Meetings and Bylaws," states the following:
41 "The board shall meet in the first regular session of each year and shall select from the
42 members a chairman, vice-chairman, and secretary for one year terms and until their
43 successors are elected." Director Jackson also indicated that since places 8 and 9 have not
44 been officially included as seats on the Parks Board through an approved ordinance
45 adopted by City Council, they are not eligible to be elected at this time.
46
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 Discussion:
2
3 Dorothy Wood commented that she would prefer that this item be tabled until placed 8
4 and 9 are approved. The Board discussed the various issues relating to electing officers
5 with the City ordinance being changed to include places 8 and 9. Discussion ensued
6 regarding the language of Section 12-78 of the Southlake City Code and the necessity to
7 elect officers at the first regular Parks Board meeting following appointments. Frank
8 Cornish indicated that the way the language read, it was very clear to him that the officer
9 needed to be elected at this meeting. Liz Durham agreed and while she expressed her
10 concern for the differing view points, she stated the need to move the meeting forward.
11
12 A motion was made to reappoint Bobby Rawls as chairman for the upcoming term.
13
14 Motion: Cornish
15 Second: Durham
16 Ayes: Cornish, Durham, Galpin, Georgia and Rawls
17 Nays: Blomquist, Wood
18 Abstention: None
19 Vote: 5-2
20 Motion carried.
21
22 A motion was made to reappoint Frank Cornish as vice-chair for the upcoming
23 term.
24
25 Motion: Georgia
26 Second: Rawls
27 Ayes: Cornish, Durham, Galpin, Georgia and Rawls
28 Nays: Blomquist, Wood
29 Abstention: None
30 Vote: 5-2
31 Motion carried.
32
33 A motion was made to reappoint Mary Georgia as secretary for the upcoming term.
34
35 Motion: Durham
36 Second: Rawls
37 Ayes: Cornish, Durham, Galpin, Georgia and Rawls
38 Nays: Blomquist, Wood
39 Abstention: None
40 Vote: 5-2
41 Motion carried.
42
43 Agenda Item No 5-B Appointment of two Parks and Recreation Board members to
44 serve on the Concessions Task Force.
45
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 Director Jackson reviewed this item with the Parks Board indicating the need for the
2 Board to appoint two individuals to represent them on the Concessions Task Force which
3 will include a representative from each of the four major associations, as well as, three
4 staff members, one of whom shall be appointed by the Director of Community Services
5 to serve as chairperson.
6
7 Discussion:
8
9 The Board asked if it would be appropriate to appoint Ms. Cox to the task force even
10 though she was is not currently a seated member of the Parks Board. Director Jackson
11 indicated that he believed it would be proper as the Board could choose any individuals
12 they wished to represent them on the task force. Ms. Cox and Ms. Galpin both indicated a
13 willingness to serve on the Concessions Task Force.
14
15 A motion was made to appoint Emily Galpin and Elaine Cox to serve on the
16 Concessions Task Force.
17
18 Motion: Georgia
19 Second: Wood
20 Ayes: Blomquist, Cornish, Durham, Galpin, Georgia, Rawls and Wood
21 Nays: None
22 Abstention: None
23 Vote: 7-0
24 Motion carried.
25
26 Agenda Item No. 5-C. Appointment of Parks and Recreation Board member to serve on
27 the Joint Utilization Committee (JUC)
28
29 Director Jackson reviewed this item with the Board indicating that the term of the current
30 Parks Board appointed Joint Utilization Committee (JUC) member had expired. Article I
31 of the "Procedures of the City of Southlake and Carroll I.S.D. Joint Utilization
32 Committee" state that a total of seven voting committee members shall serve on the
33 Committee for a two-year term from July 1 through June 30. Three members will be
34 appointed by the City Council, three members will be appointed by the C.I.S.D. Board,
35 and one member will be selected by the Parks and Recreation Board chairperson.
36
37 Director Jackson continued that with the recent appointments to the Parks and Recreation
38 Board, it is necessary that a Joint Utilization Committee representative from the Parks
39 Board be appointed by the chair of the Parks Board. It is appropriate to note that while
40 the chair of the Board reserves the right to appoint a member to serve on the JUC, the
41 Parks and Recreation Board has traditionally endorsed the selection through a formal
42 motion and vote following the selection.
43
44 Discussion:
45
46 Emily Galpin indicated her willingness to serve on the Joint Utilization Committee.
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 A motion was made to appoint Emily Galpin to serve on the Joint Utilization
2 Committee.
3
4 Motion: Georgia
5 Second: Durham
6 Ayes: Blomquist, Cornish, Durham, Galpin, Georgia, Rawls, and Wood
7 Nays: None
8 Abstention: None
9 Vote: 7-0
10
11 Motion carried.
12
13 Agenda Item No 5-D Recommendation of Revised Site Plan for Bob Jones Park
14
15 Director Jackson reviewed with the Board the background of the project including the
16 Park Board and SPDC approval of the former southern practice fields at Bob Jones Park
17 as the preferred location for the new Girls Softball Complex in late 2002 and the FY 02-
18 03 CIP, authorizing that expenditure approved by City Council on February 18, 2003.
19 Director Jackson explained that staff has since been working with the consultant to
20 finalize the construction documents. The final schematic plan for those improvements has
21 been completed and staff is now processing the required site plan revisions to authorize
22 construction as a Revised Site Plan is required any time that additional parking, square
23 footage of new building construction, lighting, and certain other elements area added and
24 were not shown on previous plans.
25
26 Director Jackson explained that in order to convert the previously designated practice
27 fields to game fields, the following additions and/or alterations are included in the
28 Revised Site Plan: 1) The addition of a 34' x 30' concession building adjacent to and of
29 the same construction style as the existing 34' x 30' restroom building. The two buildings
30 will be separated by a timber-trussed pavilion/breezeway very similar to the one installed
31 to the east of the soccer fields; 2) Perimeter fencing, gates, batting cages, field fencing,
32 bleacher pads, bleachers, shade structures over bleachers, and pedestrian walkways; 3) A
33 proposed shade pavilion and playground in the field central plaza area; 4) Additional
34 parking spaces (142); 5) Irrigation lines looped to existing irrigation and to the lower
35 pond and pump house: 6) Sports lighting on all six fields, which includes 70-foot poles
36 and aimed directional fixtures with hoods and visors exactly like the existing lights on the
37 soccer fields to the north which are designed to reduce glare and eliminate spill.
38
39 In addition, Director Jackson explained that staff anticipates working with the Grapevine-
40 Southlake Soccer Association (GSSA) to install shade structures at referee stations on the
41 three main soccer field areas and relocating the existing shade structure to the east of the
42 playground area. These structures also require Revised Site Plan approval. The type of
43 structure (anticipated to be 10' x 20') and the method of purchase (matching funds or
44 otherwise) will be brought forward as a separate item when the bid award is proposed.
45
46 Discussion:
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1
2 Following a brief discussion by the Board concerning the shade structures proposed for
3 the soccer fields, funding for the project, and clarification of the plan, a motion was made
4 by Mary Georgia to approve the site plan as submitted.
5
6 A motion was made approve the Revised Site Plan for Bob Jones Park.
7
8 Motion: Georgia
9 Second: Durham
10 Ayes: Blomquist, Cornish, Durham, Galpin, Georgia, and Rawls
11 Nays: Wood
12 Abstention: None
13 Vote: 6-1
14
15 Motion carried.
16
17 Agenda Item No. 6. Discussion: No items this agenda
18
19 Agenda Item No. 7. Liaison Reports
20
21 New assignments for the Liaison Reports will be made at the next Park Board meeting.
22
23 Board members reviewed the following:
24
25 (a) Recreation/Special Events - Nothing new to report.
26
27 (b) Youth Sports Associations - Nothing new to report.
28
29 (c) Community Groups - Nothing new to report.
30
31 (d) SPIN - As mentioned previously, a SPIN meeting is scheduled for August
32 18, 2003 to review a private proposal for an equestrian center in Bob Jones
33 Park.
34
35 (e) SPDC - Next meeting scheduled for August 27, 2003 and will include a
36 joint orientation presentation with the Parks Board.
37
38 (f) JUC - Next meeting scheduled for September 11, 2003.
39
40 (g) City Council Monthly Report - Mr. Cornish will present the Park Board
41 Report at the September 2 Council meeting. Subsequent months were
42 designated between Parks Board members. See Administrative Comments
43 for specific month assignments.
44
45 Other Items
46
August 11, 2003 Page 8 of 9
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***Official Minutes***
Approved by the Parks and Recreation Board 9/8/03
1 The Park Board will review the prioritization of projects at their October meeting.
2
3 A suggestion was made to include a survey and complaint form in the next issue of the
4 Southlake Scene.
5
6 Agenda Item No. 8. Adj ournment
7
8 A motion was made to adjourn the meeting.
9
10 Motion: Georgia
11 Second: Durham
12 Ayes: Blomquist, Cornish, Durham, Galpin, Georgia, Rawls, and Wood
13 Nays: None
14 Abstention: None
15 Vote: 7-0
16
17 Motion-car
18 r
19
20 ! I 1`~
21 Bobby Rav4
22 Parks & Recreation Bo d Chair
23
24
25 ary Geo i
26 Parks & Recreation Board Secretary
27
28 Attachments:
29
August 11, 2003 Page 9 of 9
3A-9
Please sign this form if you would like to speak
during PUBLIC FORUM.
Park Board Meeting
Monday, August 11, 2003
Name lease rint) Address Phone or Email Topic
Rg::4' .-FSA k6aA~ -
M:\wP-FILES\FORMS\Sign In Sheet.doc