2003-07-14
Official Minutes***
Approved by the Parks and Recreation Board 8/14/03
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 July 14, 2003
5 MINUTES
6
7 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
8 Georgia, Secretary; Eric Blomquist, Tim O'Connor (arrived 8:00 p.m.), and Dorothy
9 Wood
10
11 Board Members Absent: Liz Durham
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 7:04 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. Driveway constructed at Liberty Park at Sheltonwood - The Public Works
30 Department recently constructed a temporary driveway off of Dove Road
31 over the bar ditch into Liberty Park at Sheltonwood to enable trucks,
32 mowers, and tractors to access the park without having to traverse through
33 the large bar ditch which is very steep and often muddy after rains.
34 Fencing will be added at the access points into the park to prevent
35 unauthorized motor vehicles from entering the site. A barbed-wire fence
36 and gate have been temporarily installed.
37
38 B. Naming of park pavilions and reservation procedure - Since the Fee
39 Schedule revisions were presented to the Park Board at the June 9
40 meeting, staff has made several minor adjustments to the reservation
41 procedures for pavilions. Applicants will be required to complete a
42 pavilion reservation form. Staff will issue the applicant a receipt that will
43 serve as proof of their reservation. The receipt will consist of time, date
44 and amount paid for reservation. The applicant will also be issued a form
45 that will list contact numbers if there are any questions or conflicts with
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Official Minutes***
Approved by the Parks and Recreation Board 8/14/03
1 the rental. A listing of scheduled rentals will be posted at each pavilion on
2 a weekly basis.
3
4 Naming of the pavilions will aid staff and applicant in identifying the
5 exact pavilion to be reserved. The naming of the pavilions will be done by
6 numbers. For example, Bicentennial 1, Bicentennial 2, etc. The same
7 method will be used for the other parks as well. The larger pavilions will
8 be identified by names i.e. Ruston Pavilion, Adventure Alley Pavilion,
9 Lonesome Dove Pavilion, etc.
10
11 C. Park Board Report for August 5 City Council meeting - Mary Georgia
12 volunteered to make the Park Board report at the August 5 City Council
13 meeting.
14
15 CONSENT AGENDA
16
17 Agenda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
18 minutes of June 9, 2003.
19
20 A motion was made to approve the June 9, 2003 meeting minutes as presented.
21
22 Motion: Georgia
23 Second: Cornish
24 Ayes: Blomquist, Cornish, Georgia, O'Connor, Rawls, and Wood
25 Nays: None
26 Abstention: None
27 Vote: 6-0
28
29 Motion carried.
30
31 ADDITIONAL INFORMATION ON CONSENT ITEMS
32
33 Agenda Item No. 3-A. Approval of the June 9, 2003 meeting minutes. Minutes were
34 approved as presented in the Park Board packet with no changes identified.
35
36 REGULAR AGENDA
37
38 Agenda Item No. 4. Public Forum
39
40 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
41 No one was present to address the Board. Public Forum was closed.
42
43 Mr. O'Connor shared positive comments received about the TAFF district and sectional
44 tournaments hosted at Bicentennial Park July 12-13. Mr. O'Connor commended staff by
45 saying they did a great job and that their efforts were greatly appreciated by the
46 participants!
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Approved by the Parks and Recreation Board 8/14/03
1
2 Agenda Item No. 5-A. Concession Task Force
3
4 Director Jackson presented this item to determine the Park Board's interest in making a
5 recommendation to City Council to establish a concessions task force and to provide staff
6 direction about the composition of the task force, should that be their desire.
7
8 The City of Southlake owns two concessions stands in Bicentennial Park, which are
9 operated by the softball and baseball associations. Currently all the proceeds from the
10 sales at the concession stands go to baseball and softball only. There will also be two new
11 concession stands at Bob Jones Park for soccer and softball in the near future. Potential
12 development for concession services at the TSB lacrosse facility also exists. Additionally,
13 the Recreation Division currently utilizes contracted or staff services for concessions at
14 numerous Recreation Division special events and programs.
15
16 The City receives no revenue from the operations of the concession stands but is
17 responsible for all costs associated with their maintenance, utilities, and capital
18 expenditure requests (air conditioning, ice machines).
19
20 Staff has met with representatives from each of the four youth sports associations
21 representing soccer, baseball, softball, and lacrosse, several times to discuss various
22 issues including concessions. Based on those discussions, with the support of the youth
23 sports associations, staff is seeking Parks Board consideration for the establishment of a
24 concessions task force.
25
26 Mr. O'Connor asked if the Tennis Center was included in the discussions about
27 concession stands? Director Jackson said they were not included as they operate
28 under the terms of a contract agreement.
29
30 The proposed scope and objectives of the task force was presented. The task force would
31 be charged with studying and recommending options for the provision of concessions at
32 all City facilities and events, including those for the youth sports associations, with the
33 goal of identifying alternatives which might improve service levels and increase revenues
34 for all parties involved. The task force would study the issues, analyze various options,
35 and develop a report including recommendations to be presented to the Parks Board on or
36 before the November meeting.
37
38 Director Jackson explained the thought process behind the proposal to appoint a
39 concessions task force. The proposed concept recognizes that concessions should support
40 the associations, but could be also operated to allow the City to recoup some of its
41 maintenance expenses. One option the task force will research is the possibility of using
42 an outside vendor to run the concession stands, with all proceeds collectively shared on a
43 pro-rata basis with all the associations.
44
45 Recognizing that the concession stand at Bob Jones Park needs to be opened up before
46 the task force can present their recommendations to the Park Board in November, staff
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1 will present information about a temporary arrangement between the City and GSSA for
2 their temporary operation of the concession stand at the next Park Board meeting.
3
4 Staff is proposing that the concessions task force consist of one representative from each
5 of the four youth sports associations, two representatives from the City Council, two
6 representatives from the Parks Board, and three staff representatives, one of whom would
7 chair the task force, and be appointed by the Director of Community Services.
8
9 Discussion:
10
11 Ms. Georgia favored the proposal noting the only concern she had was that City Council
12 member representatives be given some flexibility in meetings since their schedules are
13 very demanding as is.
14
15 Mr. Cornish questioned whether it would be necessary to have outside vendors operate
16 concession stands during regular business day hours. It is not necessary at this time,
17 however, in the future the City may have a specific area of the park where that operation
18 is needed (ie. hockey rink and Tennis Center). Staff does not foresee operation of a
19 concession stand on a typical 8:00-5:00, Monday-Friday schedule, but there may be peak
20 periods at specific parks where that could be possible.
21
22 Chairman Rawls supported the proposal and considers the concession stand revenues as a
23 valid option to recover some of the operation and maintenance expenses of those
24 buildings.
25
26 A motion was made to adopt the recommendation of Mr. Jackson to form a
27 [concessions] task force in the structure set forth in the minutes.
28
29 Prior to the Board's vote on the motion, Chairman Rawls identified the four associations
30 involved in the concessions task force as soccer, baseball, softball, and lacrosse -
31 representatives from hockey, flag football (internal programs operated through rec staff
32 currently), or equestrian are not currently included.
33
34 Election of the two Park Board representatives to the Concessions Task Force will be
35 placed on the next Park Board meeting agenda after consideration by City Council.
36
37 Motion: O'Connor
38 Second: Georgia
39 Ayes: Blomquist, Cornish, Georgia, O'Connor, Rawls, and Wood
40 Nays: None
41 Abstention: None
42 Vote: 6-0
43
44 Motion carried.
45
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Official Minutes***
Approved by the Parks and Recreation Board 8/14/03
1 Agenda Item No. 5-B. Proposed Fiscal Year 2003-2004 Parks and Recreation Division
2 Annual Budget
3
4 Director Jackson presented the proposed General Fund FY2003-04 Parks and Recreation
5 division budget to review and make recommendations to the City Council regarding new
6 requests and programs. The proposed budget is the first draft and is subject to change
7 dependent on City revenues, other City department budget requests and needs.
8
9 Highlights from the Fiscal Year 2003-04 Parks and Recreation Division include:
10
11 Personnel:
12 ■ Two (2) part-time recreation positions (Recreation Specialist and Recreation Leader)
13 were upgraded to full-time positions during the mid-year budget review.
14 ■ Two (2) full-time Parks Crew Leader positions and six (6) full-time Parks
15 Maintenance positions were transferred from the SPDC budget back into the General
16 Fund budget during the mid-year budget review.
17 ■ Four (4) seasonal maintenance positions were combined into two (2) full-time
18 positions, transferred from the SPDC budget back into the General Fund budget
19 during the mid-year review, and assigned to the City mowing crew.
20
21 Operations:
22 ■ Adjustment in Professional Services line item for Parks Master Plan and Trail System
23 Master Plan updates as mandated by City Charter every four years.
24 ■ Reduction in mowing account due to establishment of City mowing crew under
25 direction of Public Works responsible for neighborhood park and City property
26 maintenance. Continuation of Town Square mowing contract, adjustment for planned
27 six (6) acre park in east Town Square, and continuation of rights-of-way mowing
28 contract.
29 ■ Adjustment for Holiday Lighting at Town Square contract and Special events
30 resulting from increased participation levels.
31 ■ Adjustment to Ball Field Maintenance line item resulting from expanded turf
32 management program and six additional softball fields at Bob Jones Park.
33 ■ Adjustment to Landscape Maintenance line item resulting from expanded turf
34 management program and pond maintenance contract.
35
36 Capital Requests:
37 ■ One (1) field drag, one (1) hydromulching machine, one (1) batwing finishing mower,
38 (1) skid loader tractor, and (1) utility vehicle all for grounds maintenance.
39 ■ Bicentennial Park maintenance facility improvements to include additional covered
40 parking and fencing.
41
42 The City Manager is scheduled to submit the City's proposed Fiscal Year 2003-04
43 Annual Budget following budget review work sessions with City Council scheduled in
44 August.
45
46 Discussion:
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1
2 Mr. Blomquist questioned the Temporary Labor (100/162/5106.00) line item amount of
3 $132,882 for 2003-04. Staff responded the amount was an input error and should be
4 shown in the cell below.
5
6 Ms. Wood asked if the $109,600 for Special Projects (100/162/5270.00) covered the
7 expenses for fireworks and other city events? It does cover those events and other special
8 events such as Holiday Lights, Movies in the Park, Harvest Fest.
9
10 Ms. Georgia noted the utilities budget amounts were less than previously budgeted as a
11 result of using the wells for irrigation in the parks. One well is in the process of being
12 drilled at Koalaty Park this week; the other is already operational at Lonesome Dove
13 Park. The City has elected to have the well at Lonesome Dove Park "witched." The
14 contractor (or witcher) has identified a location where he assures and guarantees water
15 will be found. The Park Board will be furnished the results of the "witching" process at
16 their next meeting. The cost of drilling a well is approximately $10 per foot, plus set up
17 and equipment costs.
18
19 A motion was made to adopt the proposed Parks and Recreation budget 2003-04 as
20 presented by Mr. Jackson.
21
22 Motion: Wood
23 Second: Georgia
24 Ayes: Blomquist, Cornish, Georgia, O'Connor, Rawls, and Wood
25 Nays: None
26 Abstention: None
27 Vote: 6-0
28
29 Motion carried.
30
31 Agenda Item No 5-C Proposed Fiscal Year 2003-2004 SPDC Capital improvement
32 Plan Budget
33
34 Deputy Director Polasek presented the proposed FY2003-04 SPDC Capital Improvement
35 Plan Budget for the Board to review and make recommendations to the City Council.
36
37 Prior to adoption of the city's overall budget in September, all capital improvements
38 related to the installation of city infrastructure and facilities are reviewed as part of the
39 Capital Improvement Plan (CIP). The 5-year SPDC CIP that is developed contains the
40 funding sources for the four out years as well as a breakdown of projects in the current-
41 year CIP (projects funded in the upcoming fiscal year). Staff utilized the results from the
42 previous year's staff CIP Technical Committee project review, prior year Parks Board
43 recommendation and SPDC approval, and the Council adoption of the City's CIP on
44 February 18, 2003, to develop the proposed SPDC Capital Improvements Plan.
45
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Approved by the Parks and Recreation Board 8/14/03
1 Deputy Director Polasek noted the Plan carries forward projects currently budgeted in
2 this fiscal year and follows the direction previously provided to staff. The proposed
3 SPDC project budget for fiscal year 2003-04 is $2,384,186, however, it is still
4 preliminary in nature and subject to review by the Director of Finance.
5
6 Deputy Director Polasek reviewed each year segment of the proposed budget and
7 answered questions from the Board. A copy of the proposed 5-year CIP with FY 2003-04
8 CEP budget is attached to the minutes.
9
10 Projects carried forward which are currently underway include - matching funds for
11 Liberty Garden, joint use maintenance at Carroll Middle School gymnasium, special
12 projects for Bicentennial Park dumpster screens and front entrance landscape
13 improvements, Bob Jones Park improvements and softball facility, Nature Center
14 improvements, neighborhood park improvements and trail signage.
15
16 Projects planned for 2003-04, which are carried annually include: matching funds
17 program, special projects and joint use line items.
18
19 The 2004-05 budget year does not allow for any new projects at this time, so the standard
20 line items are only the matching funds, special projects and joint use items.
21
22 Based on conservative projections, the FY 2005-06 proposed budget includes the
23 following planned projects: matching funds program, special projects, joint use,
24 neighborhood park development, Town Square Park development (FM 1709), Town
25 Square Park development (North Carroll), on-going trail improvements, lacrosse facility
26 improvements and land acquisition.
27
28 Discussion:
29
30 Ms. Wood asked for confirmation that the FY 05-06 budget contains no funds for Bob
31 Jones Park improvements, which she recalled was rated as the number one priority on the
32 citizen survey. Deputy Director Polasek indicated that the information contained in the
33 budget was based on the priority rankings that were generated by the Parks Board, CIP
34 Technical Committee and SPDC last year. As part of that, approximately $1.7 million in
35 development costs for Bob Jones Park is carried forward and is currently under design.
36 That amount includes additional pipe-rail fencing, development of softball fields,
37 irrigation, overlay of parking lots, trail connections, concession/restroom. Ms. Wood
38 asked to receive a copy of the priority list from last year for Bob Jones Park
39 improvements to compare with the proposed budget. She also requested a breakdown
40 detail on the items shown under Phase 3 on the 2003-07 CIP budget, and to see how the
41 priority was changed from the continuation of improvements to Bob Jones Park to fund
42 $600,000 for lacrosse facility and land acquisition of $900,000 above the additional
43 improvements to Bob Jones Park.
44
45 Deputy Director Polasek continued presentation of the 2006-07 proposed budget. Items
46 listed for this timeframe are relatively small, low-dollar, high-impact items. Those items
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Approved by the Parks and Recreation Board 8/14/03
1 include: matching funds program, special projects, join use, Bicentennial Park sand
2 volleyball courts, Bicentennial Park basketball court lights and a Tennis Center storage
3 facility.
4
5 Discussion:
6
7 Mr. O'Connor said there is a great need for lights at the Adventure Alley playground in
8 Bicentennial Park and asked if Adventure Alley lighting had been considered in the
9 budget. There has not been any funds allocated to date for lights in Adventure Alley, but
10 the request will be investigated in the upcoming fiscal year.
11
12 Mr. O'Connor also suggested that the sand volleyball court item be moved up on the
13 priority list as well. $30,000 would cover the cost of lights and construction of the
14 volleyball court. Ms. Georgia and Mr. Cornish agreed with Mr. O'Connor's suggestion
15 about the volleyball courts.
16
17 Ms. Georgia and Ms. Wood commented that although the citizen survey clearly showed
18 the interest of the community is to have more organized team sports activities, it is
19 important also to have facilities that address adult needs. There are 6,000 children in
20 schools in Southlake, but the total population is 24,000. Ms. Wood suggested that the
21 City look for facilities to benefit the "rest of the citizens, not just focusing on the 6,000
22 kids." She believes the City needs more parks - more facilities for the majority of
23 Southlake citizens. Deputy Director Polasek said many of those needs will be addressed
24 through the neighborhood parks development projects, with walking trails and other
25 things to benefit all Southlake citizens.
26
27 Ms. Wood expressed the need for trails and parks by stating that "we need to realize there
28 are parks that are totally different than recreational facilities or sports facilities." She
29 would like to see such facilities as family park centers where families can go and not be
30 excluded because of an athletic association's prior committal with the City for use of the
31 areas. Ms. Wood said she believes the City is failing to address the needs of the majority
32 of its citizens and as a Park Board it is the Board's obligation to try to address the needs
33 of all of the citizens.
34
35 After reviewing the CIP Plan, Ms. Georgia said it appeared that items such as trails are
36 being reserved for funding from bond programs. Ms. Georgia had similar reservations as
37 Ms. Wood's because she had witnessed over the years as a Park Board member, that a lot
38 of land has been dedicated by developers for trails, but the trails do not connect to other
39 trails generally - they dead end with no connection to trails or thoroughfares. The trail
40 system in general lacks connectivity. She illustrated her point by providing an example of
41 the trail on Dove Road it does not cross over the bar ditch to meet the road; citizens
42 must go through a bar ditch to get back on the road to go around a corner where there is
43 no other trail to get on school property to go through another bar ditch. She said that is a
44 disappointment that citizens are being forced to ride on the roads because trails do not
45 connect.
46
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Approved by the Parks and Recreation Board 8/14/03
1 Ms. Georgia suggested re-prioritizing some of the CIP expenditures to make the park
2 system "friendlier," such as re-prioritizing the sand volleyball courts, adding lights to the
3 playground.
4
5 In addition to discussing the CIP budget at hand, several Park Board members shared the
6 following comments related to operations of existing parks and areas for improvement.
7
8 Mr. Blomquist asked how many picnic tables are found in the city parks. There
9 are approximately 50; 21 or 22 are located in Bob Jones Park.
10
11 Ms. Wood shared an experience she recently saw at the Bob Jones Park picnic
12 table under the fishing pier pavilion where a family picnic was sharing the same
13 table with a fisherman cleaning his fish. She believed the situation was not good
14 for either of the park patrons. Ms. Wood expressed a need to keep fishermen from
15 using the tables reserved for picnics to clean their fish. She said a decision must
16 be made as to whether the pavilion located at the fishing pier is a fishing pier
17 facility or a picnic pavilion area and a sign posted to aid patrons in that regard.
18
19 Ms. Wood also said signage is needed at the day camp area in Bob Jones Park to
20 enable citizens to find the picnic tables in that section.
21
22 Ms. Wood said the fishing pier experience and the lack of adequate signage are
23 two examples of why she would like to see the City start one project and complete
24 it correctly and completely as opposed to a lot of "hodge-podge" - partial trails,
25 partial "this and that projects." She would like to do just one project "great" then
26 go on to another project. Ms. Wood believes the City is attempting too many
27 things at one time and the projects are disjointed.
28
29 Mr. Cornish offered that perhaps there was a shortage of picnic tables the day Ms.
30 Wood visited Bob Jones Park and that is the reason the family chose to eat at the
31 picnic table under the fishing pier pavilion. Once signage is in place designating
32 the fishing pier, it may eliminate the seemingly contradictory uses of that table.
33
34 Director Jackson said this discussion is the kind of input staff needs from the Park
35 Board to refine their presentations to the City Council and SPDC. He commented
36 that staff recognizes there are a number of things that can be changed and
37 improved once these types of observations are made. It may be possible to
38 provide the fishermen a specific area in which they can clean or store their bait
39 that is appropriate. Staff is aware of the need for more covered picnic table areas.
40 Some of these issues are being addressed.
41
42 Park Board discussion returned to the SPDC CIP budget under consideration.
43
44 Ms. Wood said the Board must set their priorities by way of funding and reiterated her
45 position that there are 6,000 school children in Southlake; of which 300 girls play
46 softball, maybe 200 kids play lacrosse, and with the additional soccer and baseball
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1 participants, there are only about 1,200 kids playing sports versus the 24,000 total
2 population in Southlake.
3
4 Director Jackson said the point was well taken and will be considered when the budget is
5 refined that there are a limited number of overall students that are involved in athletics
6 and there are still a large number of citizens with needs to be addressed.
7
8 Mr. Blomquist had reservations about appropriating $600,000 for lacrosse facility
9 improvements on top of the $2,000,000 for the facility originally, which will benefit only
10 about 200 participants, when Phase 3 improvements at Bob Jones Park are needed.
11
12 Ms. Georgia spoke about the lacrosse improvement allocation and commented that she
13 supports lacrosse in that it is a great sport and she recognizes its importance, but agreed
14 with Mr. Blomquist about spending $600,000. She said she expects to see more matching
15 funds proposals from the Lacrosse Association over the years just as the City has had
16 from the other athletic associations. Ms. Georgia would rather spend the $600,000 on
17 picnic tables, pavilions, trail connections, signage, lights at Adventure Alley, sand
18 volleyball courts, and things to develop and round out the City's overall facilities.
19
20 Chairman Rawls left at this time; Vice Chairman Cornish presided during the remainder
21 of the meeting.
22
23 Deputy Director Polasek recapped comments received from the Park Board specific to
24 the SPDC CIP budget:
25
26 • Importance of investing monies into the neighborhood park development
27 or park developments that include components such as trails, pavilions,
28 fishing pier, small basketball court.
29 • Move up on the priority list smaller items such as the sand volleyball court
30 (relatively low cost, high impact items)
31 • Re-look at the priority of the Bob Jones Park Phase 3 development -
32 completion of the loop road, additional trails, picnic tables and other
33 improvements
34 • Development of the lacrosse facility is a lower priority than the other
35 items mentioned
36
37 A motion was made to approve the proposed FY2003-2004 SPDC Capital
38 Improvement Plan [Budget] with consideration given to prioritizing and moving up
39 the following types of items to allow all of our citizens more access to park facilities.
40 Examples include lighting in Adventure Alley, signage to point to picnic areas and
41 identification of where picnic tables are versus fishing pier, connections for trails so
42 they connect to roads and people don't walk across bar ditches, pavilions and shade
43 pavilions for picnic areas, sand volleyball or potential for adult athletics in Bob
44 Jones [Park] Phase 3, and actually pushing out the $600,000 for lacrosse, diverting
45 funds to other areas.
46
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Approved by the Parks and Recreation Board 8/14/03
1 Motion: Georgia
2 Second: Blomquist
3 Ayes: Blomquist, Cornish, Georgia, O'Connor, and Wood
4 Nays: None
5 Abstention: None
6 Vote: 5-0
7
8 Motion carried.
9
10 Agenda Item No. 5-D. Proposed Fiscal Year 2003-2004 Park Dedication Fee Fund
11 Budget
12
13 Deputy Director Polasek introduced the proposed FY2003-04 Park Dedication Fee fund
14 Budget for the Board to review and make recommendations to the City Council. A copy
15 of the budget is attached to the minutes.
16
17 Currently budgeted projects include: Liberty Garden ($40,000), Timarron infill trail
18 ($38,000) and Bicentennial park entry road ($55,000).
19
20 Deputy Director Polasek reviewed the following items for the FY 2003-04 Park
21 Dedication Fee fund:
22
23 Capital Requests:
24
25 ■ Bob Jones Park loop trail extension ($125,000). Contingent upon receipt of Texas
26 Parks and Wildlife Department (TPWD) grant which provides reimbursement of up
27 to $100,000 based on an 80% TPWD, 20% City match.
28 ■ Lightning detection system ($30,000). Early detection and warning system for
29 atmospheric storm conditions in which lightning is projected. Proposed placement at
30 Bob Jones, Bicentennial, and Texas School of Baseball park sites.
31 ■ Park video camera system ($30,000). Remote viewing of park facilities to minimize
32 light usage and promote enhanced security via the Department of Public Safety.
33 Continued research and analysis to occur prior to presentation to City Council with
34 initial implementation scheduled for Bob Jones Park, to be followed by Bicentennial
35 Park, followed by the Texas School of Baseball park site. Director Jackson provided
36 more information about future needs and uses of the system. The system selected
37 must be able to expand in the future, recognizing that $30,000 will not cover the cost
38 of the ultimate camera system for required for park coverage. The $30,000 will
39 purchase a single camera at each of the three locations. One issue still to be resolved
40 is identifying the technical capabilities the City has access to and recognizing that
41 DPS will ultimately be moving their location. Director Jackson explained some
42 funding issues depending upon the type of system purchased, such as a fiber optic
43 system and satellite systems.
44 Bicentennial Park ball field concrete mow strip ($30,000). 12" concrete mow strip to
45 be poured along all ball field fence lines to increase mower efficiency and reduce
46 staff time required for edging and trimming.
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Approved by the Parks and Recreation Board 8/14/03
1
2 The City's proposed Fiscal Year 2003-04 Annual Budget will be reviewed by City
3 Council at work sessions in August.
4
5 The proposed Fiscal Year 2003-04 Park Dedication Fee Fund budget is $215,000 (prior
6 to the potential grant reimbursement of $100,000) with a current unencumbered fund
7 balance of $313,000. The remaining fund balance following reimbursement of potential
8 TPWD matching grant funds is $198,000.
9
10 Discussion:
11
12 Video Camera System
13
14 Ms. Wood suggested that the half-cent Crime District funds be used for the lightning
15 detection and video camera systems since these issues are public safety issues as opposed
16 to using Park Dedication monies. Director Jackson explained that public safety is a
17 component of the issue, but there is a secondary component as well. The City is under a
18 mandate to reduce its energy consumption 5% per year by the State. One of the
19 originations of this system was to give the City the ability to have a single camera at each
20 of the parks so that if the lights are left on after use, they could be identified, turned off
21 remotely, saving City electricity. The secondary benefit is security. Ultimately DPS will
22 address the public safety issue with other elements, particularly as it relates to the
23 monitor systems within the dispatch center and the revamping of the new DPS facility.
24
25 Ms. Wood felt the $30,000 for the video camera system could be saved by assessing a
26 fine to those associations/individuals that leave the lights on.
27
28 The camera system will act to deter criminal activity in the parks and aid in apprehending
29 those that participate in those activities according to Director Jackson.
30
31 Mr. Blomquist also suggested splitting the funding of the system with DPS.
32
33 Ms. Georgia believed this expenditure falls under the realm of security and public safety
34 and although she favors having a camera to allow surveillance of the playgrounds and the
35 concession stands, she would like further cost alternatives "flushed out."
36
37 Mr. O'Connor recalled a provision in the Facilities Usage Agreements with the various
38 sports associations that allows for assessment of fees when lights are left on after use.
39 Director Jackson said the Agreements do contain a provision for lights that are left on,
40 however, enforcement is complicated since it is complaint-driven.
41
42 Staff was directed to pursue the possibility of having DPS participation in the funding of
43 the video camera system and the lightning detection system.
44
45 Concrete Mow Strip at Bicentennial Park
46
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1 About thirty minutes is required to weed-eat one inside fence line of a ball field. With 10
2 fields to weed-eat in the City's park system, at least one maintenance worker must spend
3 one full day every week weed-eating. The cost of the mow strip would be recovered in
4 approximately six years. Benefits include not only aesthetics, but safety issues since staff
5 will be on the site and can address or report any problems or safety concerns directly to
6 their supervisor for action right away. Additional work accomplished by staff as a result
7 of not having to spend time weed eating should also be considered. Any future fence
8 construction will have the concrete mow strip installed.
9
10 Staff was directed to investigate alternative methods to having a contractor dig the trench
11 required for the mow strips. One alternative being considered is having a City fire truck
12 use water pressure to bore the dirt from under the fence, which could result in substantial
13 cost savings.
14
15 Lightning Detection System
16
17 Board members discussed the advantages of an early detection and warning system and
18 how placement would be centrally located in each of the three parks.
19
20 Ms. Georgia cautioned against having a system sound its alarm for a lightning storm
21 during the nighttime hours due to proximity to neighborhoods. The alarm system would
22 be set on a timer to exclude that possibility per Deputy Director Polasek.
23
24 Final Comments:
25
26 Director Jackson reminded the Board that all the projects which must be let for bids will
27 be brought back to the Board for review individually at future dates to award bids and
28 approve contracts.
29
30 A motion was made that the park staff, for the proposed FY 2003-2004 Park
31 Dedication Fee Fund Annual Budget, will solicit bids and give prioritization to
32 working with DPS to go ahead and look to see who will fund the lightning detection
33 system and the park video camera system pursue all four [proposed projects]
34 options [1. Bob Jones Park loop trail extension, 2. lightning detection system, 3.
35 park video camera system, and 4. Bicentennial Park ball field concrete mow strips]
36 - but work with DPS to see if the lightning detection system and park video camera
37 system can be jointly funded or as a public safety concern.
38
39 Ms. Wood added: To look at alternate ways to be able to provide the trench line
40 efficiencies for edging and trimming.
41
42 Ms. Georgia amended her motion to include the comment added by Ms. Wood.
43
44 Motion: Georgia (assisted by input from O'Connor, Wood)
45 Amended Motion: Georgia
46 Second: O'Connor
July 14, 2003 Page 13 of 15
Official Minutes***
Approved by the Parks and Recreation Board 8/14/03
1 Ayes: Blomquist, Cornish, Georgia, O'Connor, and Wood
2 Nays: None
3 Abstention: None
4 Vote: 5-0
5
6 Motion carried.
7
8 Agenda Item No. 6. Discussion: No items this agenda
9
10 Agenda Item No. 7. Liaison Reports
11
12 Board members reviewed the following:
13
14 (a) Recreation/Special Events - No report at this meeting.
15
16 (b) Youth Sports Associations - Several baseball teams won their district
17 tournaments and the eleven-year-old team will compete in Austin in the
18 State Finals.
19
20 (c) Community Groups - No report this meeting.
21
22 (d) SPIN - Boyd Dollar, from the audience, provided a brief update of a
23 couple of recent SPIN meetings. At one meeting, SPIN reviewed a
24 proposal for a trail off of Dove, along the south side of the White Castle
25 project. Many attendees were concerned about dead-end trails, but the
26 dilemma is that trails cannot be developed without acquiring right-of-way.
27 The other SPIN meeting was also held to provide citizens information
28 about a proposed parking agreement with a church. Several in attendance
29 were concerned that the arrangement might set a precedent by using offset
30 parking to satisfy parking requirements.
31
32 (e) SPDC - No meetings the last two months. Next meeting is scheduled for
33 August 5.
34
35 (f) JUC - No meeting this month.
36
37 (g) City Council Monthly Report - Ms. Georgia will present the Park Board
38 Report at the August 5 Council meeting if the meeting is held.
39
40 Agenda Item No. 8. Adjournment
41
42 A motion was made to adjourn the meeting.
43
44 Motion: Georgia
45 Second: O'Connor
46 Ayes: Blomquist, Cornish, Georgia, O'Connor and Wood
July 14, 2003 Page 14 of 15
Official Minutes***
Approved by the Parks and Recreation Board 8/14/03
1 Nays: None
2 Abstention: None
3 Vote: 5-0
4
5 Mot' arrie .
6
7
8
9 Bobby Rawls
10 Parks & Recreati n Bo rd Chair
11
12
13 Mary Georgia
14 Parks & Recreation Board Secretary
15
16 Attachments: Item 5C, SPDC CIP Plan 2003-2007 budget
17 Item 51), 2003-04 Park Dedication Fee fund budget
July 14, 2003 Page 15 of 15
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TOTAL LINE ITEM BUDGET Page 1 of 1
CITY OF SOUTHLAKE
TOTAL LINE ITEM BUDGET
F DEPARIMENT- DI ION
,350 PARK DLDICAY707V FEE
FUND FINANCE NON-DEPARTMENTAL
Account Number / Title Actual Budget Estimated Proposed
2001-2002 2002-2003 2002-2003 2003-2004
5106.00 TEMPORARY LABOR $0 $0 $0 $0
PERSONNEL SERVICES $0 $0 $0 $0
5230.00 PROFESSIONAL SERVICES $0 $0 $0 $0
5260.00 ENGINEERING SERVICES $0 $0 $0 $0
5270.00 SPECIAL PROJECTS $0 $0 $0 $0
CONTRACTUAL SERVICES $0 $0 $0 $0
5461.00 SUPPLIES-RECREATION $0 $0 $0 $0
5464.00 SUPPLIES-SIGN CONSTRUCT $0 $0 $0 $0
SUPPLIES $0 $0 $0 $0
5542.00 TRANSFER INTERFUND $0 $0 $0 $0
5545.50 TRANSFER-DEBT SERVICE $0 $0 $0 $0
5554.00 AWARDS $0 $0 $0 $0
OTHER EXPENDITURES $0 $0 $0 $0
5683.00 ADMINISTRATIVE EXPENSES $0 $0 $0 $0
ADMINISTRATIVE EXPENDITURES $0 $0 $0 $0
5970.00 BUILDING IMPROVEMENTS $0 $0 $0 $30,000
5975.00 PARK IMPROVEMENTS $0 $0 $133,000 $185,000
5975.50 JOINT USE IMPROVEMENTS $0 $0 $0 $0
5979.00 LAND $0 $0 $0 $0
CAPITAL OUTLAY $0 $0 $133,000 $215,000
TOTAL FOR 350-999 $0 $0 $133,000 $215,000
https://www.city-cnn.coin/southlake/global_totallineitembudget.asp 5/27/2003