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2003-06-09
City of Southlake, Texas
PARKS AND RECREATION BOARD: Monday, June 9,2003,7:00 P.M.
LOCATION: Town Hall
3rd Floor, Training Room 3C/D
1400 Main Street
Southlake, Texas
REGULAR SESSION:
1. Call to Order
2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the Texas
Government Code, Section 551.072, deliberation regarding real property.
1. Section 551.072 Deliberation Regarding Real Property
a. Land acquisition
3. Reconvene: Action necessary on item discussed in executive session
REPORTS:
4. Administrative Comments
A. Park Board Report for July 1 City Council Meeting
CONSENT AGENDA:
All items listed below are considered to be routine by the Southlake Parks and Recreation Board
and will be enacted with one motion. There will be no separate discussion of items unless a
Board member or citizen so requests, in which event the item will be removed from the general
order of business and considered in its normal sequence.
5. Consent:
A. Approval of the Southlake Parks and Recreation Board meeting minutes of May
12, 2003.
B. Recommendation to enter into an Interlocal Agreement with St. Martin's-in-the-
Field Episcopal Church for practice ballfields.
REGULAR AGENDA:
6. Public Forum
Parks and Recreation Board Meeting
June 9, 2003
Page 3 of 3
EXECUTIVE SESSION
Parks and Recreation Board
SECTION 551.072 DELIBERATION REGARDING REAL PROPERTY
The Parks and Recreation Board may conduct a closed meeting to deliberate the purchase,
exchange, lease or value of real property.
A FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A
CLOSED MEETING MAY ONLY BE MADE IN OPEN SESSION.
Parks and Recreation Board Executive Session
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3 EXECUTIVE SESSION
4
5 May 12, 2003
6
7 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
8 Georgia (arrived at 7:05 p.m.), Secretary; Eric Blomquist, Liz Durham, and Dorothy
9 Wood
10
11 Board Members Absent: Tim O'Connor
12
13 Staff Members Present: Malcolm Jackson, Director of Community Services; Steve
14 Polasek, Deputy Director of Community Services; and Administrative Secretary Linda
15 Carpenter-Elgin
16
17 Discussion began at 6.•59 p.m.
18
19 1. Section 551.072 Deliberation Regarding Real Property
20 a. Land Acquisition
21
22 Director Jackson explained the purpose of the executive session was for staff to receive
23 direction from the Board regarding the possible purchase of two pieces of property which
24 are contiguous to existing City property (Texas School of Baseball facility) that could be
25 available for sale in the near future. The Board was asked two to respond to two
26 questions: Was there an interest by the Board in pursuing further possibilities to purchase
27 the two properties? If so, what methodologies should staff use?
28
29 The two properties were identified as: Block 1, Lot 2, Greenlee Business Park Addition
30 (2060 E. Continental Boulevard) and Block 1, Lot 3, Greenlee Business Park Addition
31 (2050 Crooked Lane). The combined appraised value is approximately $1,000,000 for the
32 five acres. (Copies of handouts are attached to the minutes.)
33
34 Director Jackson talked about the growth of lacrosse participants and its impact on future
35 space requirements. He offered several alternatives to purchase the properties, should
36 that be the Board's direction. The purchase could be achieved through "first right of
37 refusal" contract, out right purchase, or an abatement offer of some type. Director
38 Jackson explained the procedures for the "first right of refusal" process. Costs for this
39 option are unknown, but anticipate $10,000-$20,000 to start. Economic Development
40 Department would be involved in any purchase contracts. There may also be a possibility
41 that the city has existing City properties that could be used as an exchange, however, that
42 would require more research.
43
44 Ms. Wood stated her concerns about funding for such a purchase when funding is limited
45 and there are other projects in need of funding. She also had concerns with taking
46 monies from projects to do a "first right of refusal" contract, when there are many
May 12, 2003 Page I of 2
Parks and Recreation Board Executive Session
1 unknown issues. Ms. Wood asked if financial forecasting about bonds, etc. could be done
2 to aid in future discussions of the issue.
3
4 Chair Rawls favored pursuing a "first right of refusal" option due to the properties
5 contiguous location to the City's Public Works facility and current Texas School of
6 Baseball facility.
7
8 Ms. Durham was in favor of pursing the opportunity to purchase the land since it would
9 be a tangible asset and urged the Board not to miss this opportunity. She suggested pre-
10 negotiations, if possible, before pursing the "first right of refusal" method.
11
12 Mr. Blomquist had concern about spending 100% (or even half) of budget on the
13 purchase of these two properties when there are current needs in developing the existing
14 parks.
15
16 Mr. Cornish favored staff doing further research into the costs involved in pursing a "first
17 right of refusal" option of the properties.
18
19 The Park Board agreed that their position was they were interested in the properties and
20 directed staff to do further "due diligence" into the matter and bring back options and
21 information at a later date.
22
23 The Executive Session closed at 7:29 p.m. and members returned to the regular Park
24 Board meeting.
25
26
27 Linda Carpenter-Elgin
28 Administrative Secretary
29 Community Services Department
30
31 N:\Parks & Recreation\BOARDS\PKBOARD\MINUTES\2003\6-09-03 Executive Session.DOC
May 12, 2003 Page 2 of 2
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Query Results
Parcel Information
Owner: Washburn, Arlon C
Owner Address: 2060 E Continental Blvd
Owner City: Southlake Tx
Owner Zip: 76092
Account 5663288
: Land Value: $80,500.00
Improvement Value: $114,642.00
:Total Value: $195,142.00
: Total Land Acres: 2.3
Total Land Square Feet: 100188
:Total Building Square Feet: 2544
Year Built: 1980
:Mapsco: 026R
Appraisal Year: 2002
Situs Address: 2060 E Continental Blvd
more information
2000 Census Information ( 1 mile radius from point )
Total Population: 5,603
Total Housing Units: 1,980
Male: 3,019
Female: 2,584
more info
general profile, social profile, economic profile, housing profile
Select a new radius: .5 1 2 miles
DISCLAIMER
This, data has been r '0(:o i ;he City u 5, uthluke. Various offh-i0. and unofficial
GntJrt-...~ a'S used ,
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http://maps.ci. southlake.tx.us/index. asp?Address=&Label=&ExtentLeft=2391263 &ExtentR... 6/9/2003
Real Estate Display Page 1 2
Home Tarrant Appraisal District
Another Search Real Estate
06/07/2003
Account Number: 05663288
Georeference: 16301-1-2
Property Location: 2060 E Continental Blvd, Southlake
Owner Information: Washburn, Arlon C
2060 E Continental Blvd
Southlake Tx 76092
5 Prior Owner(s)
Legal Description: Greenlee Business Park Addn
Blk 1 Lot 2
Taxing 022 City of Southlake
Jurisdictions: 220 Tarrant County
224 Tarrant County Hospital Dist
225 Tarrant County College Dist
919 Carroll ISD
This information is intended for reference only and is subject to change. It may not
accurately reflect the complete status of the account as actually carried in TAD's
database.
Proposed Values for Tax Year 2003
Land Impr 2003 Total** 2002 Total
Market Value $ 300,564 $ 114,642 $ 415,206
Appraised Value* $ 300,564 $ 114,642 $ 415,206 $ 195,142
Approximate Size*** 2,544
Land Acres 2.3000
Land SgFt 100,188
*Appraised value may be less than market value due to state-mandated limitations on value increases
**A zero value indicates that the property record has not yet been completed for the indicated tax year
"'Rounded
Exemptions:
Property Data
Deed Date: 09/29/1992 Class: 081
Deed Vol: 010799 State Code: F1 Commercial
Deed Page: 0279 Garage Bays: 00
Year Built: 1980 Central Air:
Pct Complete: 100 Central Heat:
http://www.tad.org/Datasearch/re.cfin?Account=%28%2E%21 %24LJ%2DO5IP%2C%20%... 6/9/2003
Real Estate Display Page 2 2
TAD Map: 2114 456 Pool: N
MAPSCO: 026R
Agent: 00344
Link to Business Personal Property MAPQUEST Map
http://www.tad.org/Datasearch/re.cfm?Account=%28%2E%21 %24LJ%2D05IP%2C%20%... 6/9/2003
Southlake Map Page 1 2
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Enter as much information as you City of Southiake Town Hall
know:
Address or Intersection: 1400 Main Street (817) 481=5581
Southlake Texas 76092 wefamastt?rci.sou
Label the Address with:
Recenter Zoom m I In ~ Zoom Out Query ~ a Point View Results
~ er xn
Parks, Recreation, >w .
and Open Space
Master Plan Legend r
Public Park r t . tY
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http://maps.cl.southlake.tx.us/index.asp?Address=&Label=&ExtentLeft=2391111 &ExtentR... 6/9/2003
Couthlake Map Page . 2
Thoroughfare Plan
Pathways
Parks,Recreation, & Open Space
Hydrants
r Waterlines
r Sewerlines
r' ISD Boundary
D
Points of Interest
r Landuse Plan
r Zoning
Shade' Outline
r Spin Boundary
r 2ft Elevation Contours
Query Results
Parcel Information
Owner: Beech, Johnny L Etux Edna
: Owner Address: 2050 Crooked Lane Blvd
Owner City: Southlake Tx
Owner Zip: 76092
Account 5663296
: Land Value: $141,000.00
Improvement Value: $116,250.00
Total Value: 250.00
Total Land Acres: Z2-
Total Land Square Feet: 66
Total Building Square Feet: 6860
Year Built: 1985
Mapsco: 026R
Appraisal Year: 2002
Situs Address: 2050 Crooked Ln
more information
2000 Census Information ( 1 mile radius from point )
;Total Population: 6,124
Total Housing Units: 2,156
Male: 3,269
Female: 2,855
more info
general profile, social profile, economic profile, housing Profile
Select a new radius: .5 1 2 miles
:.....................................................,a...............................................:
DISCLAIMER
This data has :.ifs to: die, City o,. ;;ou'hletke. Various official and unofficial
LI 'hir, }ijiur .:r.i Puri was rn,i.l: tc n'?5;rrc: tht:
of ' is _:.r: ra ,.crr., a a . u implied a h : accuracy o saild
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http://maps.ci. southlake.tx.us/index.asp?Address=&Label=&ExtentLeft=2391111 &ExtentR... 6/9/2003
Real Estate Display Page 1 2
Home Tarrant Appraisal District
Another Search Real Estate
06/07/2003
Account Number: 05663296
Georeference: 16301-1-3
Property Location: 2050 Crooked Ln, Southlake
Owner Information: Beech, Johnny L Etux Edna
2050 Crooked Lane Blvd
Southlake Tx 76092
1 Prior Owner(s)
Legal Description: Greenlee Business Park Addn
Blk 1 Lot 3
Taxing 022 City of Southlake
Jurisdictions: 220 Tarrant County
224 Tarrant County Hospital Dist
225 Tarrant County College Dist
919 Carroll ISD
This information is intended for reference only and is subject to change. It may not
accurately reflect the complete status of the account as actually carried in TAD's
database.
Proposed Values for Tax Year 2003
Land Impr 2003 Total** 2002 Total
Market Value $ 307,098 $ 62,274 $ 369,372
Appraised Value* $ 307,098 $ 62,274 $ 369,372 $ 257,250
Approximate Size*** 6,860
Land Acres 2.3500
Land SgFt 102,366
*Appraised value may be less than market value due to state-mandated limitations on value increases
**A zero value indicates that the property record has not yet been completed for the indicated tax year
***Rounded
Exemptions:
Property Data
Deed Date: 01/23/1985 Class: 101
Deed Vol: 008067 State Code: Fl Commercial
Deed Page: 2141 Garage Bays: 00
Year Built: 1985 Central Air:
Pct Complete: 100 Central Heat:
http://www.tad.org/Datasearch/re.cfm?Account=%28%2E%21%24LJ%2D05I%40T%20%OA 6/9/2003
Real Estate Display Page 2 , . 2
TAD Map: 2114 456 Pool: N
MAPSC4: 0268
Agent: 00670
Link to Business Personal Property MAPOUEST Map
http://www.tad.org/DatasearchYre.cfm?Account=%28%2E%21%24LJ%2DO5I%40T%20%OA 6/9/2003
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tON-06-2003 FRI 03120 1`11 TAYLOR OLSON ADKINS FAX NO. 817 332 4740 P. 02/L-
6000 WESTBRN PLACE A ~ ULEPHONE: (917) 332-2580
SUITE 200 Ta for 160 ,41E TOLL FREE' (800) 318-3706
1.30 AT BRYANT•IRVIN ROAD L. it FA ENTON: (917) 331.6774
FORTWORTHIUA5761074654 Ar,~.,~ ~.^s DNTO:(-3937
7~
EMAIL: TOAS90TOASB.COM Attorneys * Counselors DENTON METRO: (g71) 4 g3437-3A3) 4
WBBSITE: WWW,TOASE.OON
DEBRA A. DRAYOVITCH
ddrawvitGh010aae con
CONFIDENTIAL ATTORNEYICLIENT PRIVILEGE
June 6, 2003
Via Facsimile and Regular Mail
Bobby Rawls, Chair
and Members of the Park and Recreations Board
City of Southlake
1400 Main Street
Southlake, Texas 76092
Re: Legality of Executive Session Posting
Dear Chairman Rawls and Members of the Park:; and Recreation Board:
I understand that the following agenda h&s been posted for the Board's June 9,
2003, regular meeting :
A. Executive Session: Pursuant to the Open Meetings Act, Chapter
551 of the Texas Government Code, Section 551.072, deliberation
regarding real property.
1. Section 551.072 Deliberation Regarding Real rop rty
a. Land acquisition
The purpose of this letter is to provide an opinion whether the park board may legally
discuss the above-referenced topic in executive session. Section 551.072,Texas
Government Code, states that the Board may deliberate the purchase, exchange, lease or
value of real property if deliberation in an open meeting would have a detrimental effect on
the position of the governmental body in negotiations with a third person. Therefore, the
Parks and Recreation Board may lawfully conduct a closed meeting to deliberate the
purchase, exchange, lease or value of real property to the extent that it will have a
detrimental effect on the City's negotiating position, as outlined above.
If you have any additional questions or concerns, please feel free to contact our
office.
JUN-06-2003 FRI 03:29 PM TAYLOR OLSON ADKINS FAX NO, 817 332 4740 P. 03/L,
June 6, 2003
Page 2
Sincerely,
TAW vmp"ja'
Debra A. Drayovitch
DAD/mar
cc: Shana Yelverton, Assistant City Manger
Malcolm Jackson, Director of Community :3ervices
W.\S0u1ak6\L8Rers\Park Board.DAD.001.wpd
iJUN-06-2003 FRI 03,28 PM TAYLOR OLSON ADKINS FAX NO, 817 332 4740 P. 01/"
TAYLOR, OLSON, ADICINS, SRALLA & ELAM L.L.P.
ATTORNEYS AT LAW
TELEPHONE (617) 332.2580
6000 WESTERN PLACE, SUITE 200 TOLL FREE (80D) 318-3400
1-30 AT BRYANT IRVIN ROAD FAX (817) 332-4740
FORT WORTH, TEXAS 76107-4654
DEBRA A. DRAYOVITCH
FACSIMILE TRANSMITTAL SHEET
NOTICE OF CONFIDENTIALITY
The information in this facsimile message is confidential and is intended only for the use of
the individual or entity to whom it is addressed. It mkiy contain information that is privileged,
confidential and exempt from disclosure under applicable law, If this message is delivered to
you and you are not the intended recipient, you are hereby notified that you are not
authorized to read, review, distribute, or duplicate thu information contained in this facsimile.
If you have received this facsimile in error, please notify our office by telephone (collect)
immediately so that we can arrange for the return of the original documents.
DATE: June 6, 2003
_ Person Place Fax No.
Linda Carpenter City of Southlake 817) 481-1594
Shana Yelverton City of Southlake (817) 481-8390
Malcolm Jackson City of Southlake (817) 481-1594
TOTAL NUMBER OF PAGES INCLUDING COVER PAGE. 3
ADDITIONAL MESSAGES: None.
FROM: Debra A. Drayovitch
OUR TELECOPY NUMBER: (817) 332-4740
PERSON TRANSMITTING: Michelle
CLIENT NAME: Southlake:General
CLIENT NUMBER: 1207.001
IF THERE IS A PROBLEM IN TRANSMISSION PLEASE CALL 817-332-2580.
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 June 9, 2003
5 MINUTES
6
7 Board Members Present: Bobby Rawls, Chairman; Frank Cornish, Vice-Chair; Mary
8 Georgia, Secretary; Eric Blomquist, Liz Durham, Tim O'Connor (arrived 8:00 p.m.), and
9 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 Steve Moore, Recreation Superintendent; and Administrative Secretary Linda Carpenter-
16 Elgin.
17
18 REGULAR SESSION
19
20 Agenda Item No. 1. Call to Order
21
22 Chairman Rawls called the meeting to order at 6:59 p.m.
23
24 EXECUTIVE SESSION
25
26 Agenda Item No. 2. Executive Session: Chairman Rawls announced that the Parks and
27 Recreation Board would be going into Executive Session pursuant to the Texas
28 Government Code, Section 551.072, deliberation regarding real property. Executive
29 Session began at 6:59 p.m. and ended at 7:22 p.m.
30
31 Agenda Item No. 3. Reconvene: Chairman Rawls reconvened the regular meeting at 7:25
32 p.m.
33
34 No action was necessary as a result of the Executive Session.
35
36 REPORTS
37
38 Agenda Item No. 4. Administrative Comments
39
40 Director Jackson reported the following administrative comment:
41
42 A. Park Board Report for July 1 City Council Meeting - Mary Georgia
43 volunteered to handle the presentation at the July 1 Council meeting.
44
45
46
June 9, 2003 Page 1 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 CONSENT AGENDA
2
3 Agenda Item No. 5-A. Approval of the Southlake Parks and Recreation Board meeting
4 minutes of May 12, 2003.
5
6 A motion was made to approve the May 12, 2003 meeting minutes as presented.
7
8 Motion: Wood
9 Second: Georgia
10 Ayes: Blomquist, Cornish, Durham, Rawls, and Wood
I1 Nays: None
12 Abstention: None
13 Vote: 5-0-1
14
15 Motion carried.
16
17 Agenda Item No. 5-B. Recommendation to enter into an Interlocal Agreement with St.
18 Martin's-in-the-Field Episcopal Church for practice ballfields.
19
20 A motion was made that the Park board approve the recommendation to enter into
21 the interlocal agreement with St. Martin's-in-the-Field Episcopal Church for
22 practice ballfields.
23
24 Motion: Georgia
25 Second: Cornish
26 Ayes: Blomquist, Cornish, Durham, Georgia, Rawls, and Wood
27 Nays: None
28 Abstention: None
29 Vote: 6-0
30
31 Motion carried.
32
33 ADDITIONAL INFORMATION ON CONSENT ITEMS
34
35 Agenda Item No. 5-A. Approval of the May 12, 2003 meeting minutes. Minutes were
36 approved as presented in the Park Board packet with no changes identified.
37
38 Agenda Item No. 5-B. Recommendation to enter into an Interlocal Agreement with St.
39 Martin's-in-the-Field Episcopal Church for practice ballfields.
40
41 The City of Southlake and St. Martin's-in-the-Field Episcopal Church currently have two
42 interlocal agreements allowing the City to utilized approximately four acres of land for
43 practice soccer and baseball facilities. In return for the use of those fields, the City has
44 irrigated the property and provides regular maintenance. The Church has submitted
45 formal notification to the City of their intention to terminate the interlocal agreement for
46 the two acres located along South Pearson Lane in order to expand their facility and has
June 9, 2003 Page 2 of 8
t 1
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 offered to replace that two-acre site with an additional two-acre site located north of
2 Chesapeake Park and contiguous to the property provided in another interlocal agreement
3 in existence.
4
5 The City would be responsible for clearing the proposed site, providing appropriate
6 grading and drainage, irrigating the site, and providing regular maintenance. This
7 interlocal agreement would provide for much needed practice space for the growing
8 youth sports associations.
9
10 The site improvements must be completed within two years from the effective date of the
11 agreement. Site improvements (clearing, grading, and irrigation) are estimated to cost
12 approximately $15,000 with anticipated funding being available in the FY 2003-04 SPDC
13 Fund from Special Projects.
14
15 The Board of Directors for St. Martin's-in-the-Field Episcopal Church approved the
16 proposed interlocal agreement at their April 27, 2003 meeting.
17
18 Director Jackson answered a question from Mr. Blomquist about the cost of site
19 improvements.
20
21 The Park Board voted 6-0 during Consent to approve the interlocal agreement.
22
23 REGULAR AGENDA
24
25 Agenda Item No. 6. Public Forum
26
27 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
28 No one was present to address the Board. Public Forum was closed.
29
30 Agenda Item No. 7-A. Reciprocal Parking Agreement on City Park Property for
31 Proposed Office and Bank Building.
32
33 Director Jackson presented this consider item. The reciprocal parking agreement would
34 allow parking on Bicentennial Park property for a proposed bank building in exchange
35 for construction of 50 new parking spaces in the park, use of the other 37 parking spaces
36 after bank hours, construction of a sidewalk from the new parking spaces to the in-line
37 hockey rink, and construction of a new park entry sign.
38
39 This agreement would impact the area of Bicentennial Park, east of and adjacent to the
40 park entry drive on F.M. 1709. The property east of the park has been marketed for
41 commercial purposes and is currently zoned "C-2 Local Retail Commercial." The City
42 has received an application for a two-story bank building and office site plan.
43
44 Terms of the Reciprocal Parking Agreement were summarized as follows:
45
46 The developer of the bank and office building would receive:
June 9, 2003 Page 3 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1
2 1. The right to use the 50 off-site parking spaces during normal business
3 hours.
4
5 The City would receive:
6
7 1. The construction of 50 concrete parking spaces adjacent to the existing in-
8 line hockey rink at no cost.
9
10 2. The construction of an accessible sidewalk from the parking spaces to the
11 in-line hockey rink at no cost.
12
13 3. The use of 37 additional bank and office parking spaces during non-office
14 hours (posted by sign at each parking bay) at no cost.
15
16 4. The construction of a four-sided monument entry feature of an
17 approximate 20' x 20' base and 19' in height, with two sides dedicated for
18 park promotional use, including a planter box, at no cost. The area
19 containing the feature would be dedicated to the City by plat and owner
20 acknowledgement.
21
22 5. A less-intensive use than zoning allows on private property adjacent to
23 park property in a high-traffic area.
24
25 6. The conversion of vacant commercial land to value-added taxable
26 property.
27
28 The monetary values for the proposal are: Approximately $40,000 for the 50 concrete
29 parking spaces on city property, $1,000 for the sidewalk from the parking to the in-line
30 rink and approximately $80,000 for the monument entry feature.
31
32 Staff supports the proposal and benefits to the City and believes the proposal contains no
33 detrimental impact. A copy of the Agreement, location maps and monument sign design
34 is attached to the minutes.
35
36 F.C. Levier, Sun Coast Architects, applicant, presented more information details about
37 the actual design of the proposed office/bank building, the proposed monument sign and
38 the parking lot.
39
40 Discussion:
41
42 Chairman Rawls favored the Agreement because it would provide much-needed parking
43 lot spaces and a sidewalk for the in-line hockey court and tennis center.
44
45 Senior Park Planner Carpenter explained the impact of the proposal on the location of the
46 junior in-line skating rink and volleyball courts areas as designated on the Master Plan.
June 9, 2003 Page 4 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 He said staff was comfortable that the 50 proposed spaces would not encroach on these
2 features.
3
4 Ms. Durham and Ms. Georgia had concerns about traffic congestion issues and hazards at
5 the Park's F.M. 1709 entrance.
6
7 Mr. LeVier responded to Mr. Cornish's question about the traffic flow through the bank
8 and the egress/ingress options.
9
10 Ms. Durham and Mr. Blomquist remarked on the placement of the proposed monument
11 sign. Ms. Durham said there had been previous discussions about replacing the existing
12 sign with some type of electronic reader board sign. Ms. Durham felt the proposed
13 monument sign, as shown on the exhibit document, does not provide information to
14 citizens traveling east and west on F.M. 1709 since the facings on the sign are shown on
15 the north and south sides of the sign. Mr. LeVier explained the sign design was only a
16 preliminary concept sketch. Once the City's needs are determined and input is received,
17 an appropriate design would be drafted, which would comply with the City's Sign
18 Ordinance.
19
20 A motion was made to approve the Reciprocal Parking Agreement on City park
21 property for proposed office and bank building, located on the corner of F.M. 1709
22 and Bicentennial Park entrance drive.
23
24 Motion: Georgia
25 Second: Durham
26 Ayes: Blomquist, Cornish, Durham, Georgia, Rawls, and Wood
27 Nays: None
28 Abstention: None
29 Vote: 6-0
30
31 Motion carried.
32
33 Agenda Item No. 7-B. Request from Town Square to display a commercial banner on the
34 Rustin Park pavilion for the Farmer's Market.
35
36 Director Jackson presented the banner request from Town Square. The request is to hang
37 a banner on Rustin Park Pavilion advertising the Farmer's Market (a for-profit enterprise)
38 on weekends for approximately three months. City Council granted approval of a
39 variance to the sign ordinance at their June 3, 2003 meeting, subject to Parks board
40 review. Typically, this request could be approved by the director of community services,
41 however, because the request is based on a for-profit venture the Park Use Policy requires
42 a variance for activities not specifically approved. Variances to the requirements of the
43 Park Use Policy may be granted at the discretion of the city manager.
44
45 The proposed banner is twenty-four feet long and three feet wide. It would be displayed
46 every Friday and Saturday through September 27, excluding City special events, along
June 9, 2003 Page 5 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 the front railing of Rustin Pavilion facing F.M. 1709. Removal and placement of the
2 banner would be the responsibility of Town Square.
3
4 Jason Kosal, Cooper & Stebbins Town Square Development, applicant, offered to answer
5 questions from the Board.
6
7 Discussion: There was no discussion by the Park Board.
8
9 A motion was made to approve the request from Town Square to display a
10 commercial banner on the Rustin park pavilion for Farmer's Market for the said
11 dates.
12
13 Motion: Durham
14 Second: Wood
15 Ayes: Blomquist, Cornish, Durham, Georgia, Rawls, and Wood
16 Nays: None
17 Abstention: None
18 Vote: 6-0
19
20 Motion carried.
21
22 Mr. O'Connor arrived at 8: 00 p.m.
23
24 Agenda Item No. 7-C. Recommendation to City Council for approval of the proposed
25 parks and recreation fee schedule revisions.
26
27 Director Jackson presented the proposed parks and recreation fee schedule revisions for
28 consideration.
29
30 The proposal coincides with the City Council's annual review and adoption of the City
31 Fee Schedule. The proposed revisions are in accordance with fees being assessed by other
32 communities within the Dallas-Fort Worth metroplex, account for patterns of facility
33 usage within Southlake, and will augment the administrative and maintenance costs
34 associated with providing services. Director Jackson reviewed the various proposed
35 revisions adjustment for meeting room reservations, equipment rental, reservations for
36 park pavilions, and reservations for fields and courts.
37
38 Discussion:
39
40 Mr. O'Connor had questions about enforcement of the facility reservations, placement of
41 the revenue funds in the General Fund and how the field reservation revisions would
42 affect the existing agreements with the various sports associations.
43
44 A motion was made to approve the proposed parks and recreation fee schedule
45 revisions presented at this June 4 Park Board meeting.
46
June 9, 2003 Page 6 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1 Motion: Georgia
2 Second: Cornish
3 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, Rawls, and Wood
4 Nays: None
5 Abstention: None
6 Vote: 7-0
7
8 Motion carried.
9
10 Agenda Item No. 8-A. Liberty Park at Sheltonwood - Park Improvement Day
11
12 Director Jackson presented a Powerpoint presentation of a proposal to hold a community
13 volunteer park improvement day at Liberty Park at Sheltonwood. The park is heavily
14 wooded but does have open areas containing a number of structures housing debris, areas
15 of overgrown brush and trees, and some trash piles. The Park Improvement Day is
16 proposed for an unspecified date in October to allow better seasonal working conditions,
17 time to plan the event and to recruit volunteers. Proposed tasks include clearing and
18 grubbing, tree pruning, mulching, and debris removal.
19
20 Ms. Durham suggested holding the Improvement Day in conjunction with the Arbor Day
21 event in October. Mr. Jackson said suggestion would be explored. The Improvement Day
22 may coincide with the Keep Southlake Beautiful quarterly cleanup day.
23
24 Mr. O'Connor suggested involving Carroll High School as an opportunity for students to
25 receive community service hours.
26
27 Chairman said he would like this event to be similar to the community-wide support and
28 involvement that was shown when the Adventure Alley playground was constructed.
29
30 Ms. Georgia said it would be good to seek donations from local merchants and
31 corporations for this event.
32
33 The Park Board directed staff to proceed with planning and implementing the Park
34 Improvement Day in October.
35
36 Agenda Item No. 9. Liaison Reports
37
38 Board members reviewed the following:
39
40 (a) Recreation/Special Events - Approximately 100 youth are participating
41 in the summer Camp Mania program; 27 in Teen Camp and 60 in Camp
42 Summer Oaks. The camps run for eight weeks and will accommodate
43 about 1,500 children during the summer.
44
45 The Park Board commended staff for the successful Grand Opening of
46 Bob Jones Park held May 31.
June 9, 2003 Page 7 of 8
Official Minutes***
Approved by the Parks and Recreation Board 7/14/03
1
2 (b) Youth Sports Associations - Youth basketball and volleyball are
3 underway and will continue through the end of July. The Southlake
4 Stingrays swim team and the track team will also compete this summer
5 in circuit meets.
6
7 (c) Community Groups - Sister Cities Youth Ambassador delegation is
8 making preparations for their July 23-30 trip to Toyoma, Japan. Several
9 orientation meetings are being planned.
10
11 (d) SPIN - No report this meeting. Some meetings are planned, but nothing
12 major at this time.
13
14 (e) SPDC - July 1 meeting was cancelled.
15
16 (f) JUC - Next meeting will be held July 10. Dawson and Eubanks schools
17 will be closed during the summer to conserve electricity.
18
19 (g) City Council Monthly Report - Ms. Georgia will present the Park Board
20 Report at the July 1 Council meeting if the meeting is held.
21
22 Agenda Item No. 8. Adj ournment
23
24 A motion was made to adjourn the meeting at 8:05 p.m.
25
26 Motion: Georgia
27 Second: Durham
28 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, Rawls, and Wood
29 Nays: None
30 Abstention: None
31 Vote: 7-0
32
33 Motion rei'ed.
34
35
36
37 Bo by Ra
38 Parks & Recreatio Board Chair
39
40
41 ar orgi
42 Parks & Recreation Board Secretary
43
44 Attachments: Item 513, Interlocal agreement w/St. Martin's... Church w/powerpoint document maps
45 Item 7A, Reciprocal Parking Agreement with Mammoth Land and Cattle Co.
June 9, 2003 Page 8 of 8
EXHIBIT E
RECIPROCAL PARKING AGREEMENT
The parties to this agreement are the City of Southlake, Texas, herein called "CITY", and the
Mammoth Land and Cattle, Co., c/o Sun Coast Architects, herein called "DEVELOPER."
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as
follows:
1. PREMISES
The CITY agrees to provide an area shown on Exhibit B - Site Layout, hereto attached, denoted
as off-site parking spaces on Bicentennial Park property, for the construction of 50 reinforced
concrete parking spaces and accompanying fire lanes, curbs, drive aisles and landscaped islands
as shown in Exhibit B. These facilities are herein called "PREMISES" in accordance with the terms
of this Agreement.
II. OWNERSHIP AND USE OF PREMISES
Upon completion of the construction of the elements as shown in Exhibit B, the CITY will make
final inspections of the PREMISES and assume ownership upon satisfactory completion. The
DEVELOPER will have full use of the PREMISES during normal, posted business hours of
operations for the facilities shown in Exhibit B and further determined by Certificates of Occupancy
ssued for the tenants. The CITY will have full use of the PREMISES outside normal, posted hours
of operation of the facilities and for the continuous period from close of business on Friday to start
of business on the following Monday.
III. TERM
This agreement will be effective the date signed by the mayor and will continue into perpetuity for
as long as the original Site Plan approved for the development remains in effect. Upon any
subsequent request for a change in zoning or a revision of the original approved Site Plan, the
CITY shall have the option of renegotiating the ownership and use of the PREMISES. Substantial
amendments to this agreement must be approved by City Council.
IV. FEES AND ASSIGNMENT
DEVELOPER shall not charge any fees for express use of the PREMISES without prior approval of
the Parks and Recreation Board for any event. DEVELOPER shall not assign this agreement nor
shall it rent out any property of the CITY without prior written consent of the CITY.
V. UNLAWFUL ACTIVITIES
DEVELOPER shall not engage in any activities on the premises which are in violation of any
existing state, federal, local law or use the premises in such a manner as to constitute any
iindrance for other park patrons engaged in lawful activities.
7A-8
VI. PERMISSION FOR INSTALLATION OR CONSTRUCTION
DEVELOPER, in accordance with the City's Donation Policy shall submit for approval of any
proposal to install or construct temporary or permanent structures, signs, equipment, or other
related items on the PREMISES.
VII. OTHER CONSIDERATION
In addition to the consideration of the construction of the 50 reinforced concrete parking spaces
and other items identified in Exhibit B on the CITY'S property at no cost to the CITY, the
DEVELOPER further agrees to provide the following consideration:
1) the construction of an accessible sidewalk from the PREMISES to the existing in-line
hockey rink at no cost to the CITY (as shown on Exhibit B);
2) the use of 37 additional bank and office parking spaces during non-office hours (posted by
sign at each parking bay) at no cost to the CITY (as shown in Exhibit B);
3) the construction of a four-sided monument entry feature of an approximately 20' x 20' base
and 19' in height, with two sides dedicated for park promotional use, including a planter box,
at no cost. The area containing the feature would be dedicated to the city by plat and owner
acknowledgment.
VIII. INDEMNITY
DEVELOPER SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS
AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR BODILY
INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR PROPERTY
DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY
DEVELOPER OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR EMPLOYEES OF THE CITY
IN CONNECTION WITH THE ACTIVITIES CONDUCTED UNDER THIS AGREEMENT. THIS
INDEMNIFICATION SHALL SPECIFICALLY INCLUDE ANY CLAIMS ARISING FROM THE
NEGLIGENCE OF, TORTUOUS ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY,
ITS AGENTS, OFFICIALS AND EMPLOYEES.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY
GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR ANY
IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, NOR
SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY INSURANCE COVERAGE OR THE
CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN PARAGRAPH XII
OF THIS AGREEMENT.
7A-9
IX. COMMUNICATION
\II substantial issues and conflicts shall be discussed between the Director of Community Services
and the President of the DEVELOPER or their designee.
X. INSURANCE
DEVELOPER at its own expense, shall obtain and keep in force during the term of this agreement
public liability insurance as will protect DEVELOPER and CITY from all claims for damages to
property and persons, and such insurance policy shall carry the City of Southlake as an additional
insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to
cover the cost of defense and liability for injuries suffered by competitors in the organized athletic
activity. The insurance shall protect CITY from and against all liability for claims arising out of or in
connection with DEVELOPER's use and occupation of the premises. All insurance shall be issued
by a company or companies of sound and adequate financial responsibility and authorized to do
business in Texas.
AGREED:
Andy Wambsganss, Mayor Mammoth Land and Cattle, Co.
City of Southlake President
Date Date
7A-10
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7A-4
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!EXHIBIT D - BUILDING FACADE (WEST)
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7A-7
AGREEMENT BETWEEN THE CITY OF SOUTHLAKE AND
ST. MARTIN IN THE FIELDS EPISCOPAL CHURCH
This Agreement is entered into as of the day of , 2003, by and between the
City of Southlake, Texas, a home-rule municipal corporation of the State of Texas, 1400 Main Street,
Southlake, Texas, 76092, (the "City") and St. Martin in the Fields Episcopal Church, a non-profit
organization of the State of Texas, 223 South Pearson Lane, Southlake, Texas 76248, (the "Church").
FOR AND IN CONSIDERATION OF THE AGREEMENTS SET OUT BELOW, the parties agree
as follows:
1. LICENSE
Church agrees to give the City a license to utilize the property described in Exhibit "A" attached
hereto, located as a portion of Block 1, Lot 1 of the St Martin's Addition to the City of Southlake,
Tarrant County, Texas, ( the "Premises") for a practice space for a period of ten (10) years from the
effective date of this Agreement, for and in consideration of one dollar ($1.00) and other valuable
consideration.
II. CITY'S OBLIGATIONS
City agrees to the following:
A. City shall clear existing debris and perform necessary grading and drainage.
B. City shall put up soccer goals on the premises consistent with City practice field standards.
C. City shall maintain the premises through mowing and the removal of any waste or debris
generated by the City's use.
D. City shall irrigate the premises as an extension of the adjacent park and lease area.
E. City agrees to complete said improvements within two (2) years from the effective date of this
Agreement.
F. City shall utilize the fields on Mondays through Fridays, after 4:00 p.m., Saturdays until 3:00
p.m. but it shall not schedule practices on Sundays.
G. City shall name Church as an additional insured on its general liability insurance policy,
which it agrees to maintain throughout the term of this Agreement.
H. The Church may change the City's scheduled use with twenty four (24) hour notice for
special emergency use such as a funeral, wedding, etc.
III. TERMINATION
A. Either City or Church may terminate this Agreement by giving the other party notice not less
than six months prior to the termination, at the addresses set forth in the preamble to this
Agreement.
5B-3
B. Church agrees to reimburse City the prorated cost of improvements to the premises should the
Church terminate this agreement before the expiration date of this agreement. The maximum
cost for said improvements held liable shall not exceed $15,000.
IV. INDEMNIFICATION
CHURCH AGREES TO INDEMNIFY CITY AND HOLD HARMLESS THE CITY FOR ANY
INJURY CAUSED BY CHURCH'S NEGLIGENCE. CHURCH ALSO AGREES TO
INDEMNIFY AND HOLD HARMLESS THE CITY FOR ANY INJURY CAUSED BY
ANYTHING CHURCH DOES TO THE PREMISES THAT CAUSES INJURY.
V. MISCELLANEOUS PROVISIONS
A. Church agrees to permit City to enter into Agreements with non-profit associations to utilize
the Premises for use as a practice sports field and park area.
B. Church agrees to permit City to utilize the south half of existing concrete parking lot for
parking. The north half of parking lot is reserved for church use only and the Church shall
designate reserved area by signage and/or striping.
C. Church agrees to permit City access to the premises for necessary construction and
maintenance.
D. No portable toilets or concession stands, trucks or trailers are to be parked on site at any time.
E. The parties agree that the fact that City has drafted this Agreement shall not mean that in the
event of ambiguity, any provision shall be construed in favor of Church.
EXECUTED this day of , 2003.
CITY OF SOUTHLAKE: ST. MARTIN IN THE FIELDS
EPISCOPAL CHURCH:
Andy Wambsganss, Mayor Reverend Frank Reeves
ATTEST:
Lori Farwell D.J Mitchell, Senior Warden
City Secretary
Rita Frick, Junior Warden
5B-4
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STATE OF TEXAS §
CITY OF SOUTHLAKE §
CERTIFIED AGENDA
PARKS AND RECREATION BOARD
I, Chairman Bobby Rawls, CITY OF SOUTHLAKE, TEXAS, HEREBY CERTIFY AS FOLLOWS:
1. That notice of an executive session in accordance with Chapter 551 of the Texas Government Code
was duly posted along with the Regular Agenda for the June 9, 2003, Parks and Recreation Board
meeting on Friday, June 6, 2003, at 6:00 p.m.
2. That the City Council convened in executive session on Monday, June 9, 2003 , at
p.m. with the following Parks and Recreation Board members and staff members present:
Bobby Rawls, Chairman Malcolm Jackson, Director of Community Serv.
Frank Cornish, Vice Chairman Steve Polasek, Deputy Director of Community
Mary Georgia, Secretary Services
Eric Blomquist __Gl}~ia rrrt€r
Liz Durham Linda Carpenter-Elgin, Administrative Secretary
Other staff members:
Dorothy Wood
3. That the matters discussed by the City Council were as follows:
(1) CLCC -'N ~~ti (4)
(2) (5)
(3) (6)
4. No formal action was taken by the h during executive session.
5. That the executive session ended on a in.
r^
Linda Carpefit - lgin Bobby W awls, Chairman
Secretary Parks and Recreation Board
N:\Parks & Recreatlal\ADMIN\FORMS\Certified agenda Park Board.doc
6000 WESTERN PLACE TELEPHONE: (817) 332-2580
SUITE 200 Taylor Olson Adkins Sralla Elam TOLL FREE: (800) 318-3400
1-30 AT BRYANT-IRVIN ROAD L.L.P. FACSIMILE: (817) 332-4740
FORT WORTH, TEXAS 761074654 DENTON: (940) 383-2674
SMAIL: TOASE@TOASE.COM Attorneys 40 Counselors DENTON METRO: (972) 434-3834
EBSITE: WWW.TOASE.COM
DEBRA A. DRAYOVITCH
ddravovitchQtoase. com
CONFIDENTIAL ATTORNEY/CLIENT PRIVILEGE
June 6, 2003
Via Facsimile and Regular Mail
Bobby Rawls, Chair
and Members of the Park and Recreations Board
City of Southlake
1400 Main Street
Southlake, Texas 76092
Re: Legality of Executive Session Posting
Dear Chairman Rawls and Members of the Parks and Recreation Board:
I understand that the following agenda has been posted for the Board's June 9,
2003, regular meeting :
A. Executive Session: Pursuant to the Open Meetings Act, Chapter
551 of the Texas Government Code, Section 551.072, deliberation
regarding real property.
1. Section 551.072 Deliberation Regarding Real Property
a. Land acquisition
The purpose JI'"is letter iC to nrL. '1v;de an y~::..rr: F board may1 ~c .-ya'i
..,~..u.. u, ,~i y
discuss the above-referenced topic in executive session. Section 551.072,Texas
Government Code, states that the Board may deliberate the purchase, exchange, lease or
value of real property if deliberation in an open meeting would have a detrimental effect on
the position of the governmental body in negotiations with a third person. Therefore, the
Parks and Recreation Board may lawfully conduct a closed meeting to deliberate the
purchase, exchange, lease or value of real property to the extent that it will have a
detrimental effect on the City's negotiating position, as outlined above.
If you have any additional questions or concerns, please feel free to contact our
office.
June 6, 2003
Page 2
Sincerely,
Debra A. Drayovitch
DAD/mar
cc: Shana Yelverton, Assistant City Manger
Malcolm Jackson, Director of Community Services
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